We all look forward to spring cleaning around our homes each year, right? Well, ok, most of us try to put it off or ignore it all together. Most small businesses are very busy with day to day operations and often neglect the very important “Spring Cleaning” that technology also needs. Let’s address some of the more crucial areas that you should try and focus on this time of year, and as often as you can fit it into your schedule throughout the year.
- Security – We all have anti-virus and anti-spam software/services. If that last sentence doesn’t apply to you, get protected NOW. For those of you with small setups of just one or a few PCs, try out the new Microsoft Security Essentials (Sorry Apple users. You know you are already better off). It is FREE anti-virus, anti-spyware and anti-malware software. The reviews are great so far. So if your business data is currently unprotected, at least step up to a free application to protect your critical data. Another good idea is to make sure you have all of the latest updates and patches for your operating systems and all of your software. You would be surprised how many security patches come out throughout the year for all of those applications installed on your PC. Stay updated, stay safe!
- Backups – When was the last time you tested out your current backup plan? Or do you not have one? The first step is obviously making sure you are backing your data up. But what good is backing it up if you and your co-workers have no idea where to find the data or how to restore it? At least once a year, I rename a folder on the server when no one expects it, and make sure we are able to restore from our most recent backups. It may seem silly, but you will not think so when you come in one day and someone has deleted a crucial file or folder.
- Contracts – This is the time of year I like to sit down and review all of my current contracts. They don’t all end at the same time of course, but I like to get a lay of the land and find out what is coming up for renewal. This way, I can start shopping for a new vendor if I am currently not happy, or do research to prepare me to negotiate for the best rate possible. This is everything that affects your bottom line. I mean everything from cell phones contracts, internet access, long distance fees and e-mail/web hosting. For small businesses, these expenses are often looked at as a nominal fee, but collectively they can pile up quickly. Shop around and save!
These are just a few of the areas I consider to me important. Only you know what is most vital to your business. So don’t be afraid to address your technology chores and use this time of year as an excuse to do your business Spring Cleaning.
As Chief Operating Officer of wordZXpressed, I oversee the day to day operations, IT and marketing aspects of our business. I continue to serve as Project Manager for EHR/EMR interfaces with our customers as well as other IT functions. I am always interested in migration projects, implementation projects and emerging technologies in the healthcare industry. I am also a BIG fan of social media in business.
