The Three Most Overlooked Ways Small Business Owners Can Lower IT Costs

If you spend any time on the internet, it doesn’t take long to realize that technology is changing at a supersonic pace and shows no signs of slowing down in the near future.

It is this rapid change that makes many small business owners very hesitant to invest their hard-earned monies into new equipment because they are concerned that it will be obsolete shortly after making the investment.


However, is it worth taking that risk? What could be far more costly than losing money is having your business left behind because the tools you are currently using can’t keep up with the rest of the world.  The short-term savings may sound like the right decision but ultimately this could hurt your pocket even more. It is best to consult with a provider like Prosyn IT support for SMBs to make sure you are making the right decisions for your business needs.

Here are a few ways to keep cost down in the long run while still making sure that your company is working with the best possible equipment.

  1. Invest smartly in equipment that will grow with your firm for the long term.

This starts with making sure that you take the time to research and invest in brand name merchandise versus generic or cloned items. When you are ready to purchase that new company PC, realize that branded items will often come with a better warranty and this could save you a lot of money in the long run.

In addition, consider looking ahead to determine what your company may need down the road versus today. This means buying hardware or software that may be a step above what you currently need but it will grow with you as your business expands.  Maybe you get something with more storage space or faster processing speed. Again, it may be more than what you need at this exact moment but you will save money when you are forced to upgrade to it later.

  1. Manage anti-virus programs, backup systems, and other critical files from a central location.

It takes an inordinate amount of time to update certain software like anti-virus protection on individual machines. Having it maintained in a central location will help to save time and money for your company. Along the same lines. backup systems and crucial company files should also be controlled and monitored in a central place.

Setting up these things may cost you a little extra money in the beginning but it will be a plus for your overall operation by reducing the liabilities associated with employees handling such issues on an individual basis.  By having trained personnel to focus on these matters, it will allow other company staff to perform their day to day jobs without worrying about backing up their computer or spending time trying to get rid of unwanted viruses.

In addition, by setting up a central location for critical company documents, you immediately reduce the risk of such items being lost or damaged by employees. If that was to happen, the system is set up where they can be replaced or repaired much faster and easier.

  1. Establish a policy for your employees when it comes to “Acceptable Use.”

It has been established by several studies that productive work hours are routinely lost because companies fail to implement an acceptable use policy.  As a result, millions of hours are lost as employees spend time surfing the internet, reading and sending personal emails, and doing other tasks online that should be spent on company business.

It is estimated that a company of just 20 employees can lose over $1000 per week due to employees not understanding what is allowed when it comes to using company equipment.

However, this is not only a financial matter. It can have a major impact on production but also on company finances when it comes to equipment. Computers may be more susceptible to outside dangers of viruses and you also have to deal with increased wear and tear on your machines.

Therefore, it is critical that your company have clear standard operating procedures that will outline to employees what they may or may not do during normal business hours. It must be understood that computers and other technology belongs to the company and should not be used for personal purposes.


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