When it comes to office technology, the story reads a bit like The Three Bears: Some businesses have too much, others have too little, and a few get it just right.
Unfortunately, office technology isn’t something you can think about just once and then live happily ever after. An ongoing investment of time and money is what keeps a business technologically up to date and efficient.
But don’t break the bank buying every piece of the latest and greatest equipment the second it hits the market. Your office probably doesn’t need a radical technology overhaul. More likely, it just needs a bit of a makeover.
Don’t fear the update
The first step in keeping office computers operating smoothly is to stay on top of updates. Every computer should be set up to notify the user of updates from software vendors. Once you’re notified, you can go ahead with the update, or wait. Some people prefer to go beyond notification, to having the computer update automatically.
There is no reason to fear updates and assume that to download them is to invite trouble. Just the opposite is true. Most updates improve security and help keep a computer running as fast as it should. The newer the software, the less likely your machine is to get a virus. Also check to make sure proper firewalls, anti-virus and anti-spyware programs are installed.
Upgrade or replace?
One of the bigger investments a small business makes in office equipment is for computers. You want to keep them working well. On average, a desktop PC has a functional lifespan of two to five years, depending on the type of system and how hardware components advance. Lifespan also depends on how your software changes.
Generally, after a few years, a system may not be as fast as it once was, space to store files may become limited, and the hardware may no longer meet the requirements for the latest software. The options are to upgrade or replace the computer.
A good rule of thumb is to upgrade only if it will cost roughly half or less what it would cost to get a new system. That’s because an upgrade will give you a new functional lifespan of roughly half of what a replacement would give you.
