Upgrading Small Business I.T. Equipment: 5 Things Owners Need to Consider First
Every machine needs careful maintenance, attention, and let’s face it, upgrades (eventually). Your small business is no different. If you’re looking to grow, what got you to this point may not be sufficient to bring you to your next milestone.
What’s often intertwined with business growth is upgraded equipment for you, and your team, and an elevated experience for your customers – all those roads lead back to your I.T. setup. But making the next right moves is easier said than done.
Keeping your business operations humming is a multilayered process we know well, and after decades of helping small business owners design assess, strategize, and execute their technology plans, these are 7 crucial factors before investing in upgraded equipment.
1. ASSESS YOUR CURRENT I.T. SETUP
Before putting a dent in your business credit card on new equipment, it's vital to evaluate your current I.T. setup. What equipment, programs, and systems are working well? What needs improvement? Could you eliminate multiple steps with one automated one?
Consider the following:
Are there any frequent issues or breakdowns that I or my team face regularly?
Is there a bottleneck to our process? Is there something that takes too long, is reliant on too many conditions, or takes customers too long to figure out?
Are there tasks me or my team must complete that could be automated with a program or integration?
By identifying the strengths and weaknesses of your current infrastructure, you can make informed decisions about what needs upgrading and what can be retained.
2. DEFINE YOUR VISION
If everything’s important, nothing is. In the same way, if every part of the business is “top priority” that’s just another way of saying that everything is on the same level of importance.
It’s essential to define top priorities, map your vision for the future of your business, and then assess how your I.T. can be leveraged to help you reach those goals.
Consider the following:
What’s the best-case scenario 6 months from now? What do I hope would be checked off our to-do list? What implementations would be life-changing for our team if they were in place by then?
What are the most immediate needs of my team? How do our equipment and tools work into their daily workflows? What problems do they want to be solved in the next 6 months?
What’s a realistic projection of growth for my business for the next 3 years? How can I stagger my tech upgrades to support each stage of growth?
3. DEFINE YOUR ROI AND BUDGET ACCORDINGLY
Sometimes the cheapest solution ends up being the most costly down the road. While upgrading pricey equipment can feel like a big blow, cutting corners could end up causing you a bigger headache and expense later on.
But it’s not about paying an arm or a leg for the flashiest tech. It’s about making an informed selection about the I.T. equipment that will serve your needs, support your team, and in time, steadily return on its investment.
Be sure to consider when budgeting for tech upgrades:
Your projected return on investment in terms of team-wide productivity, quality of work, and the opportunities that could open up as a result of quicker, better work
Training time needed for new programs and equipment
Software licenses and annual subscriptions
Maintenance costs over the long run
4. REMEMBER SCALABILITY
Don’t just purchase equipment for today. Consider what your business will need 1, 3, or 5 years later. The equipment and programs you select must have the ability to scale with your growth. Look for solutions that offer flexibility, can accommodate additional users in the future, and expand with your business needs.
For example:
Consider cloud-based services that allow for more accessibility among multiple team members
Look into hardware that can be upgraded or expanded as needed
Keep an eye out for software solutions with scalable options as your needs evolve
5. PLAN FOR TRAINING AND SUPPORT
Don’t forget to budget time in your calendar and dollars in the payroll to train team members on any new tech introduced. No tool is made to good use if no one knows how to use it. Ensure you see a return on investment by equipping your staff with the training necessary to use their upgrades effectively.
Consider the following:
Can you utilize video or on-site training from new software services?
Map out the implementation plan of any new hardware or software. How long will staff have to learn and practice with the new programs? When will they be expected to fully implement it into their personal workflows? Ensure your staff is well aware of what outdated steps this new tech upgrade is replacing or helping to streamline.
Be sure to point staff to relevant resources, tutorials, and help desks if they hit snags.
Upgrading your small business's I.T. is no small undertaking, but with careful planning and consideration, it can lead to boosted productivity over time, growing with your business as things evolve.
Remember, the efficiency of your I.T. setup bleeds into every crevice of you and your team’s day-to-day work, affecting your bottom line day in and day out. It’s crucial to make sound decisions that set your business up for growth, success, and happy teams.
Looking for a partner in tech to help you make the next right move? We're here to help you navigate the complexities of I.T. upgrades and ensure your business thrives.
