IT professionals should help their companies get a handle on their IT investment costs and expenses. They need to have well-informed decisions when implementing action plans in any basic area. It is sometimes astounding to know how much money we could spend on many technology-related consumables. As an example, we could purchase printers from vendors at reasonably low cost, but these machines require somewhat expensive toner or ink that can be acquired only from the seller. We should be able to identify and avoid this kind of trap to ensure reduced IT costs.
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As a rule of thumb, we should identify equipments that require too much money to operate, as an example, we may use color inkjet printers as the primary printers at the office. It is probably a good idea to retire them and choose black & white laser models that are more efficient for printing standard documents. Over the course of the year, we could potentially save thousands of dollars if we have dozens of printers at the office. If you think that color printers are required, we should research more about the associated costs and determine whether we could use them more efficiently. We could minimize expenses by performing simple steps, such as using different models of printers and use the color printer only when we need to print pictures or documents with colors, such as marketing brochures and presentation booklets. We may also try to extend the lifecycle of the printers and computers, so we don’t have a loss productivity due to unexpected malfunctions.
It may sound counter-intuitive trying to reduce costs by investing more on equipments and software upgrades. However, we could easily find out that we pay employees for a few hundreds of extra hours each week, due to slow downs caused by outdated hardware and software. It should be obvious that some investments should be made. We need to check whether overtime and reduced production are significant enough to warrant the replacement and upgrades.
However, not all businesses have extreme cases of loss in productivity, so we need to look better whether inefficiencies are caused by other factors, such as improperly trained employees. In fact, it is possible to improve the efficiency of old equipments by making proper adjustments. Also, if it is the time to replace the computer for graphics designers or video editors; we could determine whether the computers are still usable for other departments in the company, such as administration and human resources departments. In general, employees with basic office tasks could actually get transfers from departments that require more powerful machines. Routine maintenance is another way to extend the longevity of our IT investment. Some malware and viruses can be so devastating that they require complete wipe of the affected storage media. We should also take into account some environmental factors, such as dust and temperature. Fans on our computer works a bit like vacuum cleaner that suck in dust into the interior of the computers.