Yes, it is that time again!
Before you know it, the air will be crisp, people will be more apt to smile as the holidays approach and for most businesses, the work load will wind down as the year comes to a close. These are just a few of the reasons that year end is the perfect time to implement change. In fact, many people actually expect to do things a new way at the start of a new year and are much more apt to adopt any changes they are aware are coming.
Before you can implement change, however, you have to assess where you are at, where you want to be and what you have. I call this a Year End Technology Assessment (YETA) and Autumn is the perfect time to take a good hard look at the actual equipment, software and processes in use in your practice so you can be in a position to make changes on the first of the new year.
Why do you need a YETA?
First, it is always good to stay attuned to the physical equipment and processes in place at any business. Servers and PCs are actual machines, and just like cars, perform better with routine maintenance. However, no matter how well cared for, eventually every machine fails. By seeing how old the actual mechanics are, you can get a much better idea of when that item is more likely to fail.
It is also always a good thing to understand how technology can improve or change over time. You cannot position your company to take advantage of any opportunities new technology presents, if you don’t know what you are looking for.
Additionally, a YETA can pinpoint where likely failures will occur, long before any dreaded loss or breach of information occurs – ultimately saving you a great deal of time and/or frustration.
When conducting a YETA, there are four areas of concentration:
• Hardware
• Software
• Office policies
• Work flow
Step 1 – Hardware Assessment
Completing the hardware inventory is really quite simple with the handy and free Belarc Advisor at www.belarc.com.
Simply download and run this small application on each computer within your practice. Belarc will provide you with a comprehensive diagnostic evaluation of the actual hardware, as well as a list of the software installed on each computer. Do not be surprised if this list is extensive as many PCs come with pre-installed software that you may never use or even know existed!
When completed, Belarc will display a report about the PC on the screen. Print the report for each computer and label it with the name of the staff member or location of the computer, along with keeping a copy of each report in a folder or IT binder. A copy can be also be folded and placed in an envelope taped to the side of the machine or monitor, just be careful not to cover any vents.
According to Long Island Legal IT Guy, Michael Glasser of www.glassertech.com, any of the older Pentium Processor line 2.8 Ghz or less should be replaced. If you have Systems running Windows 2000 or lower, they should be considered next for replacement.
A new system should, at a minimum, have a Core 2 Duo Processor at 3 Ghz, 2GB of RAM and running Windows XP Professional. If you want to be ready for Windows 7, make sure to get 4GB of RAM. Michael also suggests getting a PC with a dedicated Video Adapter as opposed to a video card that is built into the motherboard.
Additionally, along with the Belarc report, ask the staff member who uses the computer if they have any comments about it. While a Belarc report can give you the black and white, the staff member will be able to tell you if the PC crashes a lot, or is very slow re: e-mail, etc. Write these comments on the back of the Belarc report.
Finally, gather the Belarc reports for all the computers in your business and compare. Which is the oldest, running the oldest software or is the slowest? Mark that PC for first replacement and continue assessing until you have determined an approximate replacement date for each PC.
Keep in mind that computers are generally lasting a bit longer than in the past; but that does not mean that you should hang on to a PC until is it dies. The point in assessing your PCs is to avoid data loss and the loss of productivity when an unexpected failure does occur. This means each PC should be considered for replacement at least every 4 years.
2. Software Assessment
Next item on the YETA list is software. This is probably the easiest part of the YETA.
Make a list of the most important or frequently used software in your practice (billing, case management, e-mail, word processing, time tracking, etc). Then check the Belarc reports to make sure every computer in your business has licensed copies of those applications installed and that all are running the same version.
It is very important to keep each application used at your company within one or two versions of the most current release. Not only because most vendors limit support, but in some instances older versions of software have very real security risks. Visit each software company’s website to learn the most current release information.
Without a doubt, make sure that any anti-virus software is up-to-date for any computer which has access to the Internet and that the virus definitions are set to automatically update at least once very 24 hours.
Don’t forget to add the software upgrades to your IT budget. To minimize these expenses, when purchasing a new PC ask for as much OEM software to be installed as possible. OEM software is licensed, but can only be installed on new PCs. Even if you can only get older versions of the software that you use, it is still worth your while, as generally it will be much less expensive to upgrade the software on that PC than to purchase new.
3. Office Policies Assessment
The third step to completing a YETA, or office policies, will have the most impact on staff. Deciding what office policies are with regard to computer use and technology is tricky from a political standpoint. However, this is an important issue which needs to be determined and enforced.
Any policy put into place should consider:
• accessing personal e-mail accounts (AOL, Yahoo, etc)
• use of “instant messaging” programs (MSN Messenger, AIM, etc.)
• personal use of the internet (paying bills, shopping during lunch)
• downloading from the internet (ANYTHING)
• accessing social media such as twitter
It is important for staff to understand the security risks that are inherent in use of the Internet and/or e-mail. Staff needs to understand that any blocking of personal accounts or web based services is to maintain the integrity of the network and nothing more.
4. Workflow Assessment
The fourth step in any YETA is to analyze work flow to see where improvements can be made or technology applied. For instance, one easy to implement upgrade is to go from tape based dictation to digital; or if you do not use dictation, to upgrade from typing to speaking. Why?
I once read that speaking is up to seven times faster than writing, and four times faster than keyboarding (for the average typist). Can you speak faster than you write/type? I can (and I type at about 100 words per minute)! So, using your voice is the most efficient means to get your needs known and isn’t that what having an assistant is for – to take care of your business needs as quickly and efficiently as possible?
Now, along with improving the actual work flow processes, you need to identify the steps that repeat themselves with each file and client. Think like Henry Ford – the more time you can save from the drudgery of repetitive functions, the more time you have to concentrate on the important aspects of keeping your business running smoothly and even growing.
When you find a process that repeats, write down the steps taken. From there, you can build a company handbook one repeating process at a time. Once you have a company handbook, you have a simple, effective means to get new hires up to speed very quickly; and you stop yourself from wasting precious time rethinking each process anew.
Ultimately, your goal should be to remove yourself from as many of the processes as possible. Automation and systems are what will get you there. Anything you can have an assistant handle, delegate. There are only so many hours in the day and you should be spending your time on paying client work, generating new clients and/or dare I say, a little leisure?
You cannot complete a YETA, without one last important step.
5. Polling The Staff
You need to poll the staff and brainstorm with the whole office as to how each person thinks they can be more efficient or where they see areas for improvement in any process. By including each member in the YETA, you will not only gain valuable insights, but buy in of any upgrades or changes ultimately put in place.
In the end, it is the staff which must use the hardware, software, technology and processes in place at any firm. Consider them and use their knowledge to improve your bottom line.
But you better hurry! Your opportunity to implement a new way to work in the new year only comes around once per year (and January 1st will be here before you know it)!
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