Technology plays an important role in all businesses. Unfortunately, not everyone realizes that seemingly small mistakes could result in a massive loss of time and money. The following are some of the most common technology mistakes that affect small businesses.
Mistake #1: Skimping on security
Some small businesses find it inconceivable that someone would target their business or try to steal their valuable data. Unfortunately, this is the furthest from the truth. Security has become the number one issue for IT environments in the past few years. Make sure your system has anti-virus software designed for malware and spyware. Spam, malware and viruses pave the way for devastating security breaches. Don’t let it happen to you.
Mistake #2: Assuming your back-up system is working
At the very least, small businesses should perform testing on backup systems every few months. Many small business owners assume that just because hardware or software is present, data itself is protected. This is not always a good assumption. It is far more costly to recover lost data than to perform the routine testing.
Mistake #3: Using consumer-class equipment to run business-class tasks
Some business owners decide to use consumer grade equipment to run business operations to save money. Not a wise choice, since consumer grade equipment might not perform like business class will. If you are using a home PC to run your business, keep in mind that consumer grade equipment might not have the same features as business class equipment. So remember, using the wrong equipment might end up costing your business more time and money.
Mistake #4: Overextending the technology lifecycle
All electronic devices have a set lifecycle. Manufacturers call this lifecycle MTBF (Mean Time Between Failures). The lifespan depends on how much this equipment is used. In general, servers and PC hardware have a lifespan of between 3-5 years. With that said, using a 5 year old server to run a business increases the risk of server failure. If you don’t have scheduled refresh timelines for your IT equipment, think about starting to now.
Mistake #5: Having a “set it and forget it” mentality
Servers and software need continual care so they can perform at optimal levels. IT hardware and software requires routine maintenance and adjustments. Think of your IT infrastructure as an automobile. If you forget to put oil in your car, your engine will die. Equipment that does not receive proper maintenance is guaranteed to have a problem sooner or later. As a small business, it is better to hire a professional to ensure proper maintenance practices are applied.
Mistake #6: Buying new software while skipping hardware upgrades
Many small business owners upgrade their software without thinking about the hardware. This could not only impact other systems but could cause major performance problems for your overall IT system. Ask an expert before making any IT purchases.
Mistake #7: Forgoing user training
Small business owners should train their employees on all IT elements whenever possible. Without the proper training on software or hardware, equipment purchases return only a percentage of their expected value. A well-trained staff and a solid set of IT equipment will save your company time, money and plenty of headaches.
Mistake #8: Patch manage what?
Many small businesses only rely on Windows Update and individual application update programs to do the job. This is not always effective since users tend to hit cancel when reminders pop up. Patch management is the practice of installing the latest software security updates. Experts’ estimates show outdated software is responsible for 90% or more of security breaches and malware/virus infections. Restricting a user’s ability to install programs is another inexpensive way to prevent security breaches. With qualified IT support and automated scripting, the cost of patching Microsoft applications and a handful of others is minimal.
Mistake #9: Using under-qualified staff for IT support
Just because your office manager can download and install software, does not necessarily mean he/she should be in charge of your IT equipment. An under qualified person might fix a problem only to cause another, or even incorrectly install new software leaving it open to security threats. This could cost your business, spending more money just to correct mistakes of an under qualified IT employee. In the long run, it’s always less expensive to outsource it all to an experienced and certified expert.
Mistake #10: Not knowing what you have
Sometimes small business owners are so busy running their shops, they forget to count their software licenses or keep inventory of how many PCs they have. Strict asset management requirementsfrom the U.S. governmentdemand that you keep tabs of what you own.Companies that wave off asset management might have a hard time getting a loan and other financing, or be denied warranty/insurance coverage. These companies could also be sued by The Business Software Alliance. Asset management is critical. Conducting your first inventory, especially if you’ve been in business for some time, may be a daunting and time consuming task. However, the benefits you receive in the long term and possible tax benefits in the short term are worth the effort.
Mistake #11: Using pirated software
Many small business owners wonder why they should purchase more copies of software when they can simply use one for all of their machines. With older software, you could probably get away with doing this. But with today’s sophisticated software, you cannot. Some software cannot be installed again after it has been installed on one machine. If you can install it on multiple machines and are caught, you could end up facing fines of over $100,000 from The Business Software Alliance.
In summary
Let’s face it, technology has become an integral part of our day-to-day business operations, regardless of the size of the business. Not investing enough or holding back on IT needs to cut cost might sound like a good idea in the short term. However, this strategy leaves most business owners keeping their fingers crossed and leaving it up to random chance. These mistakes could be fatal for your business. Even though it might sound more expensive, the money you invest in IT and business telecom solutions in the short run may be a bigger investment initially, but it most certainly will pay off in the end.
