KEY POINTS:
Technology trends can be fickle, but business owners that get beyond the hype and stay focused on what matters will find themselves with a competitive advantage. Here are our ideas for keeping in tune this year with the latest gadgets:
1. Push for better broadband
Whichever company you use for internet connection, keep pushing for improved broadband performance. Promises and press releases abound, but it's results that count. If your internet connection fails regularly or is consistently too slow, let your current provider know while keeping an eye on what other providers are up to. Look at wired and wireless (mobile and satellite) broadband options. An internet connection will increasingly become the sole connection a business uses for video, data and voice communications. Brands to watch: Telecom, TelstraClear, CallPlus, Vodafone, Compass Communications.
2. Understand unified messaging
Research and understand the software applications that sit on top of data and telephony networks. These converge communications from several sources into one visible computer desktop view. Anyone can then connect to a central communications application and see who's on a desk phone, a mobile phone, out of the office or in a meeting. Messages can potentially be sent as text, email, voice mail or as video calls - and calls can be automatically routed through the business and between branches. Brands to watch: Microsoft, Cisco, Zeacom, Avaya, Ericsson, Nortel.
3. Get over it and get help
Stop wasting hours and days trying to solve network and computer security and support problems; if the business does not employ IT experts, engage an IT service company to maintain the network, complete security upgrades, and manage mail servers and print devices. It will cost less than expected and save hours of downtime and frustration. Check the Yellow Pages and business directories and use word of mouth.
4. Get web-wise
Take a good, long look at your website. Is it producing the results you need? If not, engage a web consultant who understands your business and the goals of your web presence. A site upgrade or re-launch may be in order - and it may be expensive. Respect expert advice. Check the Yellow Pages and business directories and use word of mouth.
5. Leverage external it software providers
There's no money to be made from processing accounts and payroll administration, or filing and archiving business records. Do a cost-benefit analysis examining the use of external providers for business administration processing. It is usually possible to access a provider and have password-controlled access to specific business information via an internet connection. Brands to watch: Xero, iPayroll, Crystal Payroll, Datamail, Crown Records Management, Online Security Services.
6. Mobile move
Work out the tangible business benefits of an investment in mobile and wireless technologies. Are there advantages to staff having access to mobile email and mobile office applications such as Word, Excel and Outlook via either a smart phone or a laptop computer? Investigate whether mobile devices and network services could deliver staff the information they need when away from the office. Brands to watch: Telecom, Vodafone, TelstraClear; WiMax providers (services); Microsoft, Palm, Symbian (software); Telecom, Vodafone, Palm, i-mate, HP and Toshiba (devices).
7. Data diving
If you run a business that regularly needs to check and access data relating to business activity, revise the status of your databases and reporting and business intelligence tools. Is all data stored in the same place so that staff get the same accurate view of what's occurring across the business? Or are there several data "silos" which people access from different places that may not be accurate? Consider rationalising and centralising data, and accessing data with user-friendly, intelligent data analysis and reporting tools. Brands to watch: Cognos, Microsoft, Business Objects.
8. Stay hale and hearty
Long hours of computer use is tough on bodies and can lead to staff needing time off work due to occupational overuse syndrome (OOS). Take practical steps to reduce computer-related OOS risk in the workplace. Check websites such as the Department of Labour, and ergonomic and workplace consultants
9. Print power
Think about what the business prints, and when and why. How much is spent on print-related consumables in the course of a year? Will different devices or smarter print software reduce costs? Are there advantages to printing some documents in colour? Think too, about imaging devices that can scan and email, as well as produce hard copies. Brands to watch: HP, Canon, Fuji Xerox, Epson.
10. Be informed
Read office technology news. Technology-related sections can be found on all major news websites. Don't skip technology articles found in business and management magazines. Keep abreast of major changes, particularly in the area of small business telecommunications services and advances in wireless and mobile technologies.
