Learn when to upgrade office technology for your team with these helpful tips.
Technology has become an indispensable resource for businesses and organizations of all sizes. But if you don’t keep your equipment and software up to date, you could face rising costs, security risks, and reduced productivity.
Here are six signs it’s time for new office technology:
- Sluggish software and slowdowns
- Security risks
- High energy costs
- Remote workforce
Keep reading for more on when to upgrade your office technology.
Sluggish software and slowdowns
Does it take so long to load web pages that it reminds you of the old days of dial-up? Do you tend to take a coffee break every time you open a new program or refresh a database report? There are plenty of reasons equipment or software programs start to slow down, and it can take a real toll on everyone’s efficiency and productivity. Ask for feedback from staff and engage with an IT specialist to diagnose the problem. The solution might be as simple as upgrading software, rebooting your server, installing the most current updates, or it might be time to change internet providers or purchase new equipment.
The older the technology, the more vulnerable you are to hackers. Newer systems and improved antivirus software can reduce exposure to cybercrime, including the loss of sensitive customer data and propriety business intel. Other upgrades might include migrating your data to cloud storage, restricting Wi-Fi network access, or investing in virtual private networks (VPNs) and firewalls. For more, check out this list of the most critical cybersecurity strategies for small businesses.
High energy costs
Technology will always account for a significant slice of your energy costs. However, upgrading to improved, sustainable equipment can make an impact on your budget and the environment. Look for ENERGY STAR certified office equipment (such as computers, monitors, and imaging equipment) that uses less energy to perform regular tasks and enters low-power mode when not in use.
Multi-use machines and all-in-one software can increase efficiency while potentially reducing long-term costs and energy use. Consider which tech tasks you might be able to combine, from multifunction printers and copiers to comprehensive human resources software.
Plan to regularly evaluate whether the software systems you use are helping or hurting productivity. This could include everything from HR and accounting programs (could you reduce or outsource manual data entry or speed up payroll processing?) to client databases and sales analytics (are there ways to improve reporting and visibility?). You may also want to take a look at your communications software, both for internal teams (do your employees have everything they need to collaborate?) and external customers (can clients conveniently reach you through your website or an online chat tool as well as by phone or email)?
With many companies transitioning to remote or hybrid work environments, now is the time to reevaluate your team’s computer equipment. Switching from desktop computers to laptops, for example, makes working outside the office more accessible and uses up to 80% less energy on average. You might also need to upgrade to video conferencing apps or cloud-based project management tools (such as Zoom or Microsoft Teams) to replace outdated software that requires users to be on site.
EZ Office Products is your sustainable solution for office technology when you’re ready to upgrade everything from power strips to printers. Our local customer concierge can help you choose the right products for your business. Call us today at (608) 310-4300 or browse our online catalog.