Business Link

by Michelle Hardy-Berrington

There are two costs to technology – one of owning it, and the second of not having it.

With the right technology, your business will remain competitive. But, it is as easy to invest in the wrong technology as it is to over-capitalise. That risk has to be weighted against the possibility of losing business because the right systems and equipment are not in place.

In order to make the right choice, businesses have to identify their priorities to select the right technology to meet their operating and budgetary requirements. Business Link has found some ways in which technology can save money:

Cut down on paper use
Printing is expensive and can be a needless waste of a valuable natural resource. “The Office Automation Industry will be faced with many challenges going forward as communications that once took place only on paper have moved to other media,” says Peter Hearne, Managing Director of Nashua P.E. To cut down on printing costs, invest in a duplex printer – it prints on both sides of the page, cutting your paper use in half (along with storage requirements).

Programs and multi-function devices help manage digital and real paper, he adds. Nashua, for example, has software which offers Document Management, Cost Recovery and Management, variable data integration and control of printing.

Digital storage
Why print at all? Most documents can be stored digitally, with the cost of disc space continuing to come down. Replace filing cabinets occupying valuable real estate with a network and central database that everyone can access.

Relatively inexpensive systems are available to archive and protect sensitive documents from prying eyes. And everyone can have quick access to information without having to scrabble through dusty boxes of papers.

Encourage telecommuting
Conferencing and collaboration tools are no longer just for large enterprises. Inexpensive and easy-to-use video conferencing systems for presentations and sales meetings significantly reduce the costs spent on hotel bills and transportation. The technology is also used to ensure that site offices, branches, salespeople on the road and work teams stay connected. Mustek in the Eastern Cape, for example, has developed satellite-linked systems that can connect from anywhere.

Energy saving equipment
Thanks to the power crisis, South African businesses are being given a crash course in energy-saving equipment – something the rest of the world has been grappling with for decades. That’s why LCD computer screens, energy-saving light bulbs, solar heating,
and more efficient electric motors were developed. Although there will be an initial
investment, it will pay for itself – and you can add “green” to your marketing message. Some businesses have cut their power usage by up to 50% by installing solar systems.

Tracking your fleet
Managing your fleet need not be costly and time-consuming. “Tracker ExecuFleet, a web-based vehicle monitoring system, can keep track of every detail of your vehicles,” says Gareth Crocker of Tracker.

Systems like Tracker ExecuFleet are able to track the movements of vehicles, fuel
consumption, and speeding. The system can also be used to plan routes, compile log
reports and perform HR functions such as tracking driver history, score driver behaviour and communicate with drivers on the road.

Can’t afford it? Meet it halfway
Fortunately, investing in technology is not an all or nothing proposition. Upgrade when it makes financial sense, and investigate alternatives. Grants are available to offset the costs of solar heating, as well as investment in new technology. When it comes to the usual maintenance and replacement cycles – go green, go smart, and (in theory) have more time to go fishing.

System support
Technology is wonderful until it stops working. Hardware and system supplier Mustek is tackling the problem by building a network of independent companies providing installation and support services throughout the province.