When deadlines are tight and work needs to be completed on time, even a minor IT hiccup may turn into a major disaster. Small frustrations – like a printer jam or an overloaded computer network – tend to raise employee stress levels and cripple productivity levels, which results in unhappy clients and bitter staff.
Unfortunately, some IT providers choose to take a reactive approach to maintaining their clients’ hardware and software needs. While the if-it-ain’t-broke-don’t-fix-it attitude may save a few hours of work every week for the IT provider, this lazy approach to the upkeep of a business’s technology assets often results in many more hours of and thousands of dollars in repair when your equipment or software completely crashes.
At companies where the IT provider chooses to take the lazy, reactive approach to technology, the technology often fails at the most inopportune times. As your hindered employees make desperate calls to your IT provider and wait for everything to begin working again, their important projects – and your business – grind to a halt.
There is a solution to dealing with the downtime created by faulty technology, and it is to take a proactive approach to maintaining your company’s technology. When computers, networks and printers are regularly serviced, it is possible to significantly reduce the amount of downtime a business faces.
Three of the most common technical reasons for downtime involve a company’s computer system, internet connection and printers. Read on to learn how a proactive approach to maintenance in these areas can help keep your office running and your employees productive.
1. A slow computer system
There are few things more frustrating to an employee than having to fight with a slow computer system. Over time, most computer systems slow due to a variety of issues. Spending a few minutes a week with each computer can eliminate many of these problems and help to make sure staff members are able to do their best work.
Instead of simply correcting the source of a slowdown after it appears, a better and more effective proactive approach is to prevent the cause in the first place. Computers can slow down for many reasons, but all slowdowns are due to either a hardware or software issue. It is important to protect against both kinds.
Common software-related slowdowns are caused by:
- Malware and viruses. Keep anti-virus software up to date and limit the type of downloads and websites allowed for employees.
- Out-of-date software. Make sure employees are using the latest software versions to ensure compatibility.
- Poor application maintenance. Some programs open automatically when a computer is turned on, which can slow down a computer. Turn these applications off and uninstall any unnecessary applications.
- Fragmented data: Set a schedule to regularly defrag computers to make it easier for the computer to find information and delete any unneeded files.
Common hardware-related slowdowns are caused by:
- Lack of RAM. Older computers may not have the RAM needed to run newer software quickly. Consider adding RAM to older machines.
- Dirty computers. Make sure computers are free from dust that can cause a computer to freeze or overheat.
- Replace older computers. A three- or four-year-old computer may be at the end of its usable life cycle, especially if your company has recently purchased new software. Consider replacing or upgrading older machines.
2. A slow internet connection
A constant and reliably-fast connection to the internet is one of the essential tools for most employees. When the internet goes down or there is a major drop in the connection speed, the entire office will come to a grinding halt. Before that happens, a proactive IT provider needs to identify and solve some of the common causes of a bottlenecked internet connection.
Proactive IT providers need to constantly monitor internet connection speeds by conducting regular speed tests throughout the day. Even a slight reduction in speeds can indicate a potential issue that needs to be addressed.
Some of the reasons for a reduction in a company’s internet speed may be due to:
- Increased usage. There may simply be an increased demand on the internet. More staff or a new project requiring intensive internet usage may cause a reduction in speed. If this is the case, consider contacting the service provider to upgrade your company’s internet speed.
- New software. Anti-virus software doesn’t always play nicely with all internet connections. New anti-virus software may need to be optimised for your company’s connection. Other new software programs, like Office 365, may demand a constant connection to the internet and/or an internet upgrade.
- Outdated wireless routers. Wi-Fi routers are often the cause of slower internet speeds. Older Wi-Fi routers can throttle the amount of bandwidth available to employees. Updating to a new router can often solve these issues.
- Non-business usage. Employees who are streaming music and videos for their personal use can cause slowdowns, as well as workers who use the company’s internet to download large files. Creating policies against these behaviours and setting restrictions on popular file sharing sites can help.
3. A slow or malfunctioning printer
When employees lose their ability to create a hard copy of documents, they are not able to do their jobs correctly. Offline printers are a major headache. Proactive IT providers will make sure printers are always functioning correctly. Common causes of printer malfunctions are:
- Incorrect network setup. New hardware and software can play havoc with a printer’s network. Keep networks up to date and verify that an employee didn’t mistakenly select the wrong network options.
- Old drivers. Make sure all of the computers in the office use the correct drivers. Install new drivers and double check the ability to print from all mission-critical applications.
Don’t let a reactive IT provider slow down your business. A proactive approach that is able to identify and prevent potential tech issues before they can disrupt productivity is an essential asset to the success of your overall business.