Most offices have seen an evolution of tech assets over the years that they have been operating. As a result it is very common that most work places have a mixture of various office tools from different technologies that were available when the equipment was originally put into service. Newer generations of equipment have become more sophisticated, bundling many functions into more compact devices. There are three main areas where these improvements are happening: Software, hardware, and communications (or mobile). Taking advantage of this trend can save you money and improve the efficiency of your operation. Here are a few examples to get you thinking about the possibilities. Check out the list below for some examples.

Consolidate Equipment – Hardware, communications. A ready example comes from a combination copier, printer, and fax. Or the even simpler combination of scanner and printer.

Cloud Services – Software. The cloud (basically server farms) have become the go-to solution for managing your software needs. A cloud service easy expands or contracts as business needs change. It’s a place to store multi-user applications. It gives you security and regular upgrades and you can control how much or little access you need.

Unify Communication – Communication, software. Specifically there is VOIP (Voice over IP). The lower bandwidth requirements of voice make it a natural for your voice communications needs. Your laptop can handle all of your communication needs. International meetings can easily handle lots of attendees. And since it’s digital it’s a low noise connection. You’re likely already familiar with programs like Teams and Zoom.

Virtualization – Hardware, software. With a series of adjacent work stations consisting of “thin clients” you can save the cost of multiple full-on desktop or laptop solutions. One server can be configured to simulate multiple individual work stations, saving a lot of capital costs.

Managed IT – Software, hardware. Do you really need a small army of IT helpers on payroll in order to run your business? Maybe a handful of experts can make daily visits instead and pay for the service only as needed.

Software Consolidation – Software. Great strides have been made in understanding work flows and what type of software is needed for each step of the way. You can find programs that take you from hours tracking to payroll, to HR and accounting. There are also sales nurturing programs that take a prospect all the way from a casual inquiry to a regular recurring customer (CRM+ project Management).

Energy Efficiency – Hardware. When the computer revolution began most people didn’t think twice about the energy “footprint” that came along with the rise of the computers. Now you can buy Energy Star rated products that give you that information. Upgrading, along with some of the other strategies mentioned in here mean you spend less for power and get more for your investment. Not to mention the better security protections available today.

Standardize Equipment – Hardware. This might seem self-evident, but sticking to a single source for your hardware requirements can give you a healthier bottom line. Not only do you have spares in case something breaks, having a common configuration through most of your company will save you during service calls. Also buying in bulk usually has discounts.

Not all of these approaches will appeal to, or even make sense to everybody. Nonetheless, the computer revolution has brought great capability to our fingertips. It’s nice to know what some of your choices are, and how you can use them to run your business more effectively while improving you bottom line.

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