From my very first work tool to the latest CRM added to my business, I’ve set a few ground rules before investing in any workplace technology. As a business owner, it’s essential to recognize the importance of workplace technology, such as software and tools, in enhancing overall productivity and efficiency.
However, with workplace technology evolving by the minute, making the right call becomes increasingly difficult. Additionally, it’s a fact that quality software and tools are not cheap.
So, this is where the principles I’ve set before investing in any workplace technology come into play. I’ll share my five-step approach I always follow before spending top dollar on any workplace technology. Let’s get right into it.
Identify The Problem
Before you start hunting for a new workplace technology, carefully examine and understand what your requirements are. Most times, businesses hastily spend money on software and tools that fail to address their challenges.
Having said that, thoroughly understanding your business’s problems should help you make informed decisions. This way, you’ll be in a better position to decide what type of software would be more useful in addressing your business challenges.
Additionally, most software and tools offer a generous free trial period. And, I believe it’s best to avail it and thoroughly test the workplace technology to understand if it works for your business or not.
Evaluate The Prerequisites
Most new workplace technologies often have a set of prerequisites that need to be fulfilled. And before you invest, it’s best to understand and fulfill them so that new software does not malfunction and produce inefficient results.
Also, keep in mind that prerequisites can differ from one software to another. For example, some tools may require you to upload large data sets to the cloud. Or, you might need to convert existing work files to a specific format.
In my experience, advanced systems or devices and reliable internet connectivity are the two major prerequisites that most new workplace technologies require.
It’s possible that older devices might not support advanced software and tools. Similarly, a spotty connection might not offer ample bandwidth to new tools. Here, keep in mind that if you’re already using several tools, then adding a new one can significantly impact your connection’s bandwidth.
Personally, I’ve subscribed to a high-speed, fiber-optic Verizon Internet. Not only do I get fast internet speeds, but I don’t have to worry about contracts or data caps either. Currently, I’m using more than five software and tools, and not once have they slowed down or become inefficient due to internet slowdowns or outages.
Conduct Training and Workshops
Not all, but some software and tools have a steep learning curve. Here, conducting training and workshops is a great way to ensure that your employees use new workplace technology to its full potential.
This way, your employees will be able to get hands-on experience with new workplace tech. Also, while most business owners don’t consider their employees’ opinions, I’d suggest otherwise.
Always ask your employees what they think about a new software or tool. It’s because they are the ones who have to use it, and this way, you’ll understand whether they need it or not. You can conduct an internal survey or roll out a questionnaire to get their insights.
You can also ask them to propose new ideas, as they might come up with better and cheaper ideas.
Determine The True Cost
The monthly or yearly subscription isn’t the only cost of a new software. Personally, I always calculate the expenses incurred in fulfilling the prerequisites, such as upgrading the systems or subscribing to a higher-tier internet plan.
Additionally, I also calculate the cost of conducting workshops or training sessions. And, not to mention that some workplace tech also requires regular maintenance and upgrades. Other than this, I also add miscellaneous costs to determine if the new workplace tech is cost-effective or not.
Having said that, this approach also helps me understand if I’m exceeding the allocated budget. And, if it happens, I look for tools and software that fall within my budget.
Analyze Security and After-Sales Service
The last step in the process of choosing the right workplace technology is to understand its after-sales service. When you add a new tool, ensure that it is backed by reliable and quick support. In most cases, responsive customer support can help you troubleshoot several problems.
Also, as a business, you cannot afford to lose crucial information. For this purpose, never compromise on a tool’s security and always ensure that it takes extreme measures and protocols to secure your data.
Before I wind up, I’ve got a few recommendations to make.
It’s always a great idea to analyze which tools are widely used in your industry or by your competitors. This approach can greatly reduce your time in finding the right workplace technology. Other than this, keep in mind the long-term value of any technology.
Ideally, it must be scalable so that as your business grows, you won’t need to find a newer technology to replace it.
