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Tips to Save Small Businesses Money on Hardware, Devices

Small business owners and managers know that an itemized, efficient budget is essential to their bottom line. Office equipment and supply expenses can be a drain on a budget that could otherwise be allocated to other operational costs.

You could save costs on office equipment by following these tips.

  1. Get an IT assessment. A third-party IT provider could conduct a network assessment and inventory your current IT systems. This process can identify system risks and provide a list of updates and projects your business should prioritize. A proactive approach can save your business countless dollars in cyberattacks or system failures.
  2. Use eco-friendly equipment. Offices that have switched to energy-efficient appliances and hardware have seen a decrease in monthly utility bills. Many printing manufacturers offer a line of energy-efficient devices.
  3. Lease your hardware. Leasing allows you to obtain new office equipment immediately and gather funds as you use it. Budgeting also becomes easier as businesses can plan on the same monthly payments for a year or two instead of guessing as to what their budget should be for a new piece of equipment paid in full. Businesses also are able to switch out hardware when they need equipment with updated technology.
  4. Find hardware with multiple purposes. Multifunction printers — printers with scanner and copier functions — make sense for small businesses who have to stretch their resources in many directions. Multifunction printers are a solid investment and prevent you from wasting spaces and resources on a variety of devices.
  5. Consider using refurbished equipment. Many manufacturers or dealers offer refurbished options at a discount. Your provider can provide a thorough examination of every machine. They can repair or replace worn parts to make sure that your refurbished machine runs like new so you get maximum value.
  6. Receive regular maintenance. Similar to an IT assessment, receiving regular repairs on office equipment can stave off larger issues that upend workflow, costing you money in both expensive repairs and business operations. Managed IT services are the best model to save your resources and receive a return on your hardware investments. Instead of paying large fees each time you need assistance, your IT needs are covered in one monthly payment to one vendor.
  7. Scale your services. Most businesses need a variety of channels with which to communicate with staff and with customers. A managed IT provider can set your business up with a hosted communication system, which encompasses phones, audio and video conferencing, instant messaging and VoIP — voice over internet protocol. A hosted communication system is run through the cloud, and services are scalable so you can add channels as your business grows, paying for the exact amount of services you need.

Essential Hardware Products for Every Office

Regardless of the industry you’re in, there are a handful of essential hardware products the average office can’t operate productively without. Just as office furniture is a requirement in any workplace, office equipment is also a critical investment. If you’re planning on starting your own small business, here’s a checklist of the hardware products that will prove indispensable to you and your staff.

Computers – Modern computers not only provide you with access to your information, but are also essential components of business communication. Whether it’s a multi-user workstation, desktop, or laptop computer, purchase models from a reputable brand and buy the latest versions of software you plan to utilize.

Business Telephone Systems – Despite the myriad of different ways technology provides us to communicate with each other, much of business is still conducted these days over the old fashioned telephone. Whether your service is via Voice Over Internet Protocol (VOIP) or your local phone company, be sure your system features the ability to transfer calls, place calls on hold, and accommodate voicemails.

Multifunction Printer – The multifunction printer (MFP) is often the workhorse of the modern office, enabling users to copy, scan, and fax as well as capably handling all of their printing needs. In addition, finishing options such as collating, duplex printing, automatic hole punching, folding, and stapling can save a tremendous amounts of time by automating previously manual tasks.

Document Shredder – Every business, small or large, is responsible for protecting the sensitive information it works with. Shredders are an effective yet affordable way to ensure the confidential information you handle doesn’t end up in the wrong hands.

Wireless Router – The modern office requires Internet connectivity. A good wireless router will ensure high-speed connectivity while limiting the amount of wires running through your workplace.

When starting a new business it’s important to control your expenditures and maximize your startup budget by only purchasing what you really need. Stocking your new business with these essential hardware products will help ensure organization, efficiency, and productivity in your new office.