Most businesses get very little return on their investment into IT. Placing a computer on each desk and giving a work email account hardly counts as capitalizing on the resources cheaply and commonly available today. The difference in productivity of such “IT Investments” is minimal. In many cases the net effect is decreased productivity since employees spend time surfing the internet instead of working so they would be better off going back to electric typewriters.

If the only purpose of a business computer network is interoffice email and to run programs that make employees add additional steps to complete a task so the managers do not need work so hard to check up on the employees then the whole point is being missed. The point of computers in the office to make an employee more productive and reduce stress, paperwork, and redundancy. Unfortunately many small and medium size companies just do not get it.

What to look for to increase efficiency

A business needs to have genuine high speed broadband internet, both external with the ISP and internally to its own servers. Nothing kills efficiency like staring at a screen waiting for files to upload and download. Trying to make small talk for 2 minutes with a customer on phone because “our computers are slow today” is not impressing the customer or the employee.

Make sure the whole office is fully networked. If you have to switch computers to access certain files or programs or some programs cannot run on some work stations because of inadequate system requirements then you are losing far more than you gained by saving a few dollars on the work station. There is no good way to tell a client you need to switch computers, please hold.

At home most people can see the caller ID on their TV, check email from their cell phone, and talk to their daughter on video chat that is 300 miles away at college. Why in the office do you need to run to your computer to get an email, text your reply to the boss and go to their office for a face to face to discuss it? Simply implementing the same network technologies found in many homes would improve office efficiency.

Take a close look at software that is being used in the office. Aside from basic word processing and spreadsheets what is the purpose of the software? Many times the primary purpose being touted by a sales representative is to increase accountability and monitoring. This is because they are “selling” to the boss and that makes the managers life simpler, but is it improving productivity of the employees or simply adding additional data entry to their workload? With the proper software and network the accountability and oversight should happen without redundant data entry by the employee.

Look for Comprehensive Solutions

The simplest way to get the most of technology is to fully embrace it. Fully integrate telephones, computers, servers, and work flow. With adequate back bone structure teleconferencing between employees as well as with clients is a simple process. Phones, both mobile and work landline can be easily routed through computers to make sure a call is never missed. An employee can telecommute effectively for a day if away from office. The smart phones provided to the employee can be used for more than a phone call and email will always be answered or redirected as needed.

Much as the integration in your home includes connectivity to multiple media sources such as computers, TVs, gaming consoles and your phone the office can be set up in a similar way. Examples of fully integrated office technologies can be found at http://www.microcare-systems.co.uk/. With these sort of systems your computers will be more than a typewriter and staying in touch with employees will not involve a secretary searching.