While technology was created in order to increase our production capabilities, sometimes, it is more of a nuisance than a help. Still, ensuring that your office equipment doesn’t steal your time is quite within your grasp.
Although we tend to lose time in small amounts, if you were to calculate every single piece, you’d be surprised at how much of an impact it has on your business. Maybe now is the time to look at how to stop technology from hurting your productivity.
Upgraded phone system
An advanced phone system can improve the productivity of your team members. A quality phone system is one that has ease-of-use while its underlying technology remains sophisticated. We are past the days when phones were used merely for talking. They now feature powerful software that allows them to have added functionality, such as:
- Advanced conference call services that enable better and easier conference calls.
- Advanced messaging that involves fax-sending capabilities. Modern phone systems are able to send fax and voicemails over emails. In addition, it is easier to recover messages using effective search query protocols.
- Automatic voicemail transcripts that are able to generate transcripts which individuals can read instead of listening through long voicemails.
Costs of repairs and maintenance
Investing in devices of higher quality when it comes to office equipment – printers, computers, copiers, and scanners – can save you not just time, but also cash for maintaining them. For instance, Mac computers don’t break down as often, and they have better and more sophisticated software.
Just remember that even better office equipment is prone to breakdown and will require repair at some point. Find only local repair shops. Thankfully, you can find them easily online. For example, Australians residing in Victoria can find experts for Apple repairs in Melbourne by just searching on Google.
Is your time better spent executing company strategy, communicating with clients and working on overhead costs, or repairing printers and the like?
Improved working conditions
A standard for normal working temperature is somewhere between 20 and 21 degrees Celsius (68 and 70 Fahrenheit). A workplace environment that’s too cold or too hot lowers focus, as workers will spend more time walking around to get their coats or turn on the AC. Not to mention the lethargy and general lack of energy that follows any too high or too low temperature.
Make sure that both air-conditioning and heating systems are in working condition for when the appropriate season comes around.
Streamlining your office equipment
When you have multiple different brands of office equipment, this usually results in having to deal with a number of companies. You could try to streamline this to a single company so that you won’t need so many people for this.
Using a managed print solution for your office is key to saving time, so if you are switching any printers, try to get all of them from the same provider to make it easier for you. You will also have to deal with fewer invoices and bills in the process, and in turn, save time as well as some money.
Standing desks and ergonomic chairs
Furniture has its place in the modern office. But only the right kind of furniture – one that saves our health, is durable and provides comfort above all else. These days, we need to pay attention to where we sit and how we sit there. Possible furniture tweaks could improve productivity include:
- Ergonomic chairs – We spend most of our time in an office sitting, indicating the importance of adequate chairs.
- Standing desks – studies suggest that standing desks can alleviate the health complications caused by sitting too much at work. Moreover, standing even increases focus and in turn productivity.
Technology can increase our productivity but only if we use the right kind in the right way. Learn how to manage your office equipment and you’ll be surprised at how much spare time you have on your hands.