Most small firms have a similar set of core technology needs: a website, an e-mail server, a suite of office applications (Word, Excel etc.) and a payroll application.
However, beyond these essentials, each business requires specific technologies tailored to its particular function. To ensure all your technology needs are met, you should consider any technology which makes your particular business more effective, and allows you to manage common problems without disruption.
What it is
Identifying technology needs is about understanding the nature of your business, and finding ways of mitigating its risks while maximising its opportunities. Some businesses will have much more specific needs than others; for example, a company which utilises freelancers or mobile personnel will require unified communication systems and software for remote file access.
Likewise, a firm which handles a large volume of customer queries will need effective technology for customer relationship management; a business based on transport or delivery will benefit from state-of-the-art location-based systems; and a company with clients overseas can become more efficient with conference call or video conferencing technology.
Need to know
There are a few areas to consider when putting together a technology requirements plan. Most businesses will need technology to run back-office and employee systems, as well as technology, such as accountancy software or payroll services, to keep their finances in order. Other technology, such as your website or CRM software, can help your business’ marketing functions. Your employees should be able to help you gather information on where your current systems need updating or extending, so asking for their input may be beneficial. You can also download assessment applications from the likes of Microsoft to help you identify exactly what you need.
It’s also important that you’re up to speed on all the latest technologies. Resources such as CNet, TechCrunch and the BusinessWeek technology news website will give you comprehensive information on all the latest software and applications as they go to market.
Pros and cons
By thoroughly reviewing your business’ existing technology, you can prioritise your technology budget in order to save you and your employees time, save money and ensure your business processes are as efficient as possible.
Introducing new technology needs handling carefully though. Some staff may lack the skills to use the software effectively. This can lead to them feeling out-of-touch, marginalised and even vulnerable to redundancy, and trigger a drop in morale which spreads throughout the company.
What next
Once you’ve purchased and installed the relevant solution, you need to train your staff in how to use it; there’s no point introducing a top-of-the-range technology if your employees have no idea how to optimise it. It’s also good practice to invite any staff harbouring concerns about the new technology to discuss their issues with you.
It’s also crucial to check whether your new technology is governed by a particular set of regulatory standards. Find out which regulatory agency oversees the technology you’re using, print off their latest standards and carry out regular spot-checks to ensure your business complies.
Top tip
When you’re choosing a technology provider, make sure you pick one which offers after-sales support and technical advice – so your staff can ask about anything they’re unsure about.