There are numerous telltale signs you need to upgrade the technology equipment at your business. Maybe employees frequently mention that the computers they use are too slow for their typical tasks or the software versions they have don’t include features they need. Also, if some tech in your business is so old that it no longer supports vendor updates, it poses security vulnerabilities hackers could exploit.
Here are some practical tips for taking care of an upgrade without hassles.
Figure Out How to Pay for the New Stuff
Depending on how your business has done lately, the idea of tech upgrades could represent significant financial stress. Fortunately, you have numerous options to ease it. For example, some of the more traditional options include loans and grants. However, those require application processes that could take a while to finish.
Buy-now-pay-later (BNPL) companies are newer options that are becoming more popular but are still not widely chosen. Statistics showed only 7% of people used such services in the first nine months of 2020. However, it’s increasingly easy to give it a try. Klarna is one option, and it has partnerships with more than 200,000 retailers. Afterpay is a payment option at 55,000 stores.
As you evaluate different ways to pay, it’s a great time to set a realistic tech budget. While doing that, keep in mind that it may make more financial sense to purchase more expensive items that will provide longer usage periods than cheaper products that may break in a year.
Plan the Transition for Off Hours or Slow Periods
Your employees will probably feel a mixture of excitement and nervousness after getting word of tech upgrades. After all, it often takes time to learn one’s way around new equipment or software, and people might worry about having their productivity disrupted.
Do what you can to schedule the transition during the most convenient time for workers. Having it happen during a weekend when the office is closed is a good strategy because it allows everyone to arrive on Monday morning and see the new equipment waiting for them.
It’s also a good idea to have the transition happen at what should be a low-pressure time at the company. Try not to do it while your team is also working on a major project to impress a new client, for example. Is there usually a time of the year when business slows? That’s probably the ideal period for swapping out the old tech.
Consider How to Sell the Old Equipment
Even if your old equipment is no longer appropriate for business needs, there’s a good chance someone could still benefit from it. People who feel adventurous may even purchase a PC and use it for parts or stay on the hunt for certain components. For example, many gaming enthusiasts upgrade their PCs with better graphics cards.
Selling your old tech is a great way to make some money back while pursuing your upgrade plans. Many of the most popular places to put tech items up for sale are likely platforms you already know, too. Amazon is one of the world’s largest online stores, giving you access to a huge audience as a seller.
Facebook Marketplace is another option, but you need to stay alert for scammers and agree to only meet potential buyers in person. Before making item listings, take some time to research what items are most likely to generate interest. It’s probably not worth taking the time to advertise something that often sells for less than $10.
Link Upgrades to Better Productivity
It’s often difficult to narrow down precisely what tech you want to upgrade and why. One way to make it easier is to ask, “Would this investment help my team work more efficiently?” and use your answer to guide decisions.
Maybe your employees frequently say that they get slowed down due to the logins associated with all the platforms they use. If so, it might be worthwhile to buy password manager software or a multifunctional product that allows them to do several things within a single interface rather than switching between numerous tools.
It’s also worth checking out one of the many cloud storage services for digital material. They let people access content at any time from their devices, even if not at the office.
When you prioritize productivity while making upgrade decisions, it becomes easier to justify the investments. As the company’s output rises due to team members having what they need, opportunities open for the organization to experience more profitability, attract new customers and get other compelling benefits.
Evaluate Your Company’s Current and Future Needs
Getting the most out of tech upgrades for your business requires thinking about what it needs most urgently now and how technology could help the enterprise stay resilient in the marketplace. That may mean giving your employees tools that help them work remotely.
One analyst’s statistics estimate that 60% of white-collar workers will do full-time jobs from home. Others will only come into the office a day or two per week. These shifts mean a company’s premises may no longer serve as primary workplaces for much longer. That may mean it makes more sense for your company to invest in laptops instead of desktops, for example.
Alternatively, you might envision your team making more in-person visits to clients soon. In such cases, equipping them with tablets could facilitate documenting what happens during those off-site obligations. Connecting tech purchases to business goals helps people get excited about using the new products and realize that adopting them will benefit themselves and the company overall.
Investigate How to Bring Flexibility to Your Upgrades
You might feel a bit hesitant about making some tech upgrades, particularly if they’re significantly different from what you had before. For example, if you primarily used the Windows operating system but want to make a company-wide switch to Apple’s iOS, that’s a major transition.
Perhaps you’re eager to try a new software-based tool but worry about long-term commitments. See if the vendor offers month-to-month plans. Those are usually more expensive than paying per year or a longer period. However, that approach could be worthwhile if you’re not sold on a particular software product yet.
Check out rent-to-own technology companies, too. They’re ideal if you want to see how upgraded equipment could impact your business but don’t have the financial resources to cover the upfront costs of new purchases. The terms of such agreements vary, but the provider often handles expenses associated with necessary repairs during your contract. They might take care of the installation too.
Include Your Team Members in Discussions When Possible
Besides letting these tips steer your upgrade efforts, look for ways to help your employees feel like a valuable part of the plans. It may be a case of asking them whether they prefer working from a laptop or desktop or finding out how often they typically use certain features of the office printer.
Many people resist changes at first, even if they recognize what’s new will probably have many positive effects. However, they’ll be more open to them if you ask them for input and help set their expectations.
Keep getting feedback after the new tech is in place and people have had a chance to get used to it, too. For example, if a person struggles to learn the new settings associated with Windows 11, you might schedule an hour or two for them to meet with someone at the office who knows the operating system inside and out.
New technology can help your company stay strong and competitive. These suggestions will help you weigh the options while feeling excited rather than overwhelmed.
Eleanor is editor of Designerly Magazine. Eleanor was the creative director and occasional blog writer at a prominent digital marketing agency before becoming her own boss in 2018. She lives in Philadelphia with her husband and dog, Bear.
