Introduction
The period around Christmas often brings a slower pace to the business world as employees take time off and many clients wind down their operations. While it might seem like a time for relaxation and winding down, savvy leaders understand the value of utilising this downtime to their advantage. One powerful way to make the most of this period is by conducting a technology audit. In this blog, we will discuss how you can effectively use the slower business weeks around Christmas to enhance your business operations.
1. Harness Staff Downtime for Technology Audits
One of the first steps in leveraging the Christmas downtime is to conduct a comprehensive technology audit. Your staff can play a crucial role in this process. Here's how you can make it happen:
A. Gather Information Through Surveys
Utilise tools like Microsoft Forms or Google Forms to create a simple survey for each staff member. In this survey, ask them to provide details about the hardware and software they use regularly. Additionally, inquire if they are facing any issues that could potentially be addressed during the Christmas downtime. Here are some sample questions to get you started.
Staff Name?
Technology Type?
What is the Serial Number (of the computer/mobile device)
Is your Hardware up to task?
Are your peripherals up to task?
If No, What needs to be replaced?
Software used?
Are there other tools that would make your job easier?
What part of your technology package could be improved, do you have any recurring issues or frustrations?
B. Uncover User Preferences
Include questions about software preferences. Ask your employees which software they would prefer for specific tasks and why. This will provide valuable insights into their needs and preferences.
2. Consolidate Information and Identify Weak Spots
Once you've collected this valuable data, it's time to compile it into a comprehensive report. Depending on your organisation's size and structure, this can be done by in-house IT personnel or a designated individual.
A. Assess User Sentiments
Consider the staff's feelings toward their current tools. Are there any recurring complaints or frustrations? Understanding how employees perceive their technology can help pinpoint areas for improvement.
B. Evaluate Hardware Age and Warranty Status
Determine the age of each device and check if it is still under warranty. Devices that are older and out of warranty are more likely to encounter issues. Assign a score out of 5 stars to each device to gauge its overall health.
5 Stars – No Action required for 24 months or more (warranty covered and in good working order for the end User)
4 Stars – No Action required for 12 months – 24 Months Review next year.
3 Star - Action required within 12 months – Plan refresh, specify replacement and assign budget.
2 Star – Immediate Action required – Back-Up, Source replacement, Certified Data Destruct, remarket/recycle immediately to maximise value and minimise waste.
1 Star – Waste – Certified Data Destruct + remarket/recycle immediately to maximise value and minimise waste.
3. Develop a Strategic Refresh Plan
With the compiled data and identified weak spots in your IT infrastructure, it's time for the finance team in collaboration with the IT department or managed service provider to step in and develop a strategy for necessary upgrades or refreshes. This plan should prioritise the most critical needs and align with the insights gathered from staff preferences and device conditions.
A. Budget Allocation
Determine the budget required for the technology improvements identified during the audit. Ensure that it aligns with your organisation's financial goals. A budget is a target or estimated amount of expenditure for a time. The best way to break this down is to understand it as a per user per month cost.
So for example if the annual budget for technology for a 20 person company is $24,000.
Annual Budget per staff is $1200 and therefore Monthly Budget per staff is $100.
B. Implementation Timeline
Create a detailed timeline for executing the refresh plan. Consider the least disruptive times for upgrades, and ensure that necessary resources are allocated accordingly.
C. Communication and Training
As you implement changes, communicate these to your staff and provide training as needed. Address any concerns or resistance with transparency and support.
Conclusion
The slower business weeks around Christmas provide a valuable opportunity to assess and enhance your business's technology infrastructure. By conducting a thorough technology audit, identifying weak spots, and developing a strategic refresh plan, you can position your organisation for improved efficiency and productivity in the coming year. Make the most of this holiday downtime, and watch your business thrive in the year ahead.
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