Most business owners understand the importance of embracing modern technology. The truth is that whilst such technology can make your business more productive, it has to be used correctly. Here are several common mistakes that businesses make when adopting modern technology.
Failing to back up data
A lot of companies fail to back up data in a secure place. Relying on a single copy of any file can be dangerous – all it takes it for that file to be accidentally deleted and it is gone forever.
There are lots of ways to back up files such as using an external hard drive or a local server, however cloud storage has proven to be the most effective. If your office burns down, you can keep your company alive by working from another location using your cloud files. The amount that you can store on the cloud far outweighs the amount that you can store on a local server or external hard drive, meaning that you can backup your entire business’s data this way rather than just your most important information. Cloud servers have also proven themselves to be extremely secure, with very few successful hackers managing to make it though the walls of security guarding cloud servers.
Using weak passwords
Many businesses use simple passwords out of convenience. But whilst they may be easier to remember, these passwords are also easier to hack.
To keep passwords secure, you should keep them longer than 10 characters and use an array of letters and numbers that aren’t related to your company or you in any which way (i.e. no company acronyms or important dates). Some companies are also adopting biometrics on top of passwords such as fingerprint scanning or facial recognition technology, which is even harder to hack.
Letting digital clutter accumulate
Going digital has allowed many companies to go paperless and has helped to get rid of physical clutter, but a lot of this clutter has simply turned digital. Whilst not as visible, digital clutter can be just as harmful to productivity as physical clutter when it comes to organisation.
Make sure that documents are sorted and kept within a strict filing system that’s easy to use. Try to remove old files you no longer need as well unused programmes that could be slowing down your computer. Meanwhile, when it comes to emails, try to also use folders and a clear filing system – this could help you to keep your inbox organised.
Failing to physically clean machinery
Offices are often full of machinery that is never cleaned. In fact, studies have found that average computer keyboard is often dirtier than a toilet seat, containing much more harmful bacteria. This is thought to be a leading cause of bugs getting passed around the office.
Try to ensure that your keyboards and mice – and any other machines that are regularly touched – are kept clean. There are now washable keyboards on the market that can be more easily cleaned that regular keyboards – such tools could be worth investing in.
Not updating software
Software updates can be necessary for getting rid of glitches and keeping software protected from the latest cyber threats. Whilst many updates automatically take place when a computer is restarted, some computers are constantly left in standby and never shut down, preventing these updates from ever taking place.
Make sure that you’re regularly restarting your computer and keeping an eye out for software updates so that you’re always running the best version of every programme.
Splurging on gimmicks
It’s possible to spend too much on the wrong type of technology. Some companies can get sucked into buying expensive machinery and software because they believe it is the best. Whilst it may be the best, it may not be the best for your business – you could be paying for a load of features that you’re never going to get use out of.
When choosing technology, understand the functions that you need so that you’re not wasting money on a piece of tech that’s too advanced for your needs.
Skimping on security
As for going too cheap, whilst you can get away with skimping on many areas of tech, security should be an area that you never skimp on. This cheap tech is likely to have poor effectiveness at deterring crime – in some cases, you could be just as well off with no security.
Try to stick to mid-range security products so that you know you’re guaranteed a certain level of quality. You can read reviews to get a better idea of how good a piece of security tech is such as this guide to digital security software at Windows Report.
Not considering energy efficiency
When choosing technology, it’s worth also considering the impact on your energy bills. Certain machines are likely to consume more electricity than others, so it’s worth doing your research. By adopting the most energy-efficient technology out there, you can keep your electricity bills low.
On top of the type of machinery you use, consider other ways to lower your energy bills through machinery use such as unplugging machines that aren’t in use. You can even generate your own power by investing in solar panels.
Not outsourcing IT support
All businesses can benefit from having IT support on call. If you have no IT professionals working for you and you’re not outsourcing IT support, you could be slow to react to an IT problem. Not only that, but having support could help you to come up with new digital strategies to improve your business.
Companies such as Interim CIO offer IT consultancy services. Always read reviews online when hiring an IT support consultancy firm in order to get the best quality service.
Forgoing digital training
One of the biggest mistakes made by small business owners is not setting aside time to train employees in a company’s digital methods. This could include protocol when it comes to security and how to organise files. If you’re not making tech mistakes, your untrained employees will do.
You can teach employees your methods through physical training or by getting them to read a company manual. If you get other employees to offer training, make sure that they themselves know what they are doing digitally.