Make the upgrade

No technology item lasts forever. Hard drives get tired, new software versions come out and growing businesses find themselves having to accommodate the needs of new employees. The upside is that technology continues to improve over time. Upgrading to the right equipment at the right time is fundamental in keeping your company moving forward in a competitive business world.

When to Upgrade
The question of “when?” is a big one. Computers and other hardware don't come with expiration dates like cartons of eggs. Sometimes there are clear computer signs like multiple time-sapping crashes or the inability to adequately handle new software. Some businesses simplify the process by keeping to a regular upgrade schedule. Every three years is a reasonable time frame for evaluating a new round of upgrades. If you have a piecemeal setup with lots of different brands, operating systems and software versions, an upgrade overhaul can help streamline your technology and keep your overall operating costs down.

It may be time to upgrade if there has been a shift in your business. For example, if you find yourself working from the road more, it could be a good time to move to a more powerful and lightweight laptop. If your business relies on wireless networking and you're still using older 802.11b equipment in your office, it's a great time to look at moving up to an 802.11g or 802.11n system. The increased bandwidth and range can speed up your business networking experience. More employees in an office can mean more demands on the printer. Moving up to a faster, higher capacity laser printer can help shoulder the work load.

Incremental Upgrades
You may not need to completely replace your computer systems. If your machines are still in good condition, you can boost performance by adding additional memory, purchasing a fast new DVD writer, adding an external hard drive for more storage space or moving up to the latest and greatest versions of your most used software. Just as importantly, realize that sometimes it's time to say goodbye and move on to new hardware. You don't want to lose productivity over the issue of outdated gear.

Your Upgrade Budget
Businesses always have to deal with coming in on budget when upgrading technology. Fortunately, a wide range of prices are available for business-oriented computer systems. If you can't afford the $2,000 laptop with all the bells and whistles, chances are there's a sub-$1,000 system out there that will handle your business needs just fine.

Know your needs before you buy.
If you plan on web surfing and light document editing, you may not need a fully stocked powerhouse computer. If you handle intensive multimedia and large spreadsheets, invest in a more powerful machine that can handle the load. Not everyone in your business needs to have the same computer. Get equipment that is appropriate to your employees' job duties.

The Leasing Option
You don't necessarily have to pay for all of your upgrades upfront. Many businesses turn to leasing as a way to keep on a regular upgrade path and control their costs. One major advantage is that leasing frees up your capital for other uses. You just budget in a predictable fixed payment. It can also be a smart way to take advantage of bundling services, software and even installation along with the equipment. Most leases will allow you to keep your options open at the end of the lease term. Typically you can choose between buying the equipment, returning it or upgrading to new gear with a new lease.

Tips for a Smooth Upgrade

1. Back up all of your data before you switch to a new computer. You don't want to lose valuable information during the move.
2. If moving data and changing out computers isn't your strong suit, bring in an outside IT person to help your business install new hardware, set up the software and make the transition go quickly.
3. Plan for the future. You want your upgraded equipment to still be going strong a year or two from now. Consider your business growth rate and technology needs as you look ahead.
4. Talk to your employees. Find out what works for them and what doesn't. If they're struggling with slow computers, iffy internet connections and broken-down printers, then you're losing productivity and money.