Achieving more with less - Our New working world

2020 has proved an extremely testing year for businesses across most sectors. The Covid-19 pandemic and the accompanying lockdowns have precipitated severe and rapid change in the commercial world, with those businesses most prepared to undergo such changes the most likely to succeed in these uncertain times.

During periods of economic hardship and uncertainty it may seem logical to play it safe and wait out the storm, however the current crisis favours those who are willing to innovate by adopting new technologies and ways of working in order to remain operationally effective in an ever changing business landscape. Adopting technology that enables remote working will help you ensure your business’ resilience should further lockdowns be enforced, and with low levels of economic confidence it’s more important than ever that your technology represents excellent value for money as opposed to a financial burden.

I like the sound of that, how do I get started?

This year we’ve been busy helping our clients adopt the technologies required to remain effective during this dynamic period. The current situation has in many ways fast-tracked trends that were already well underway in the IT space. The transition of on-premise, physical infrastructure to the cloud is one such trend that has been accelerated, as businesses seek the greater flexibility and cost efficiency that hosting infrastructure in the cloud can bring. Let’s take a look at this and a few other concepts you may want to consider in order to adapt your IT systems and business processes to the challenges of our new working world.

Embrace the potential of the ‘Cloud’

By now the ‘Cloud’ has become a familiar concept even to business that are more ‘tech-resistant’ thanks to the proliferation of Cloud storage services such as Microsoft’s OneDrive or Google Drive. Of course, the potential of cloud computing extends far beyond hosted storage, and many businesses are now discovering the ability to virtually host services and infrastructure that would have traditionally involved the purchase and maintenance of a costly physical appliance. The Cloud can be used to eliminate or reduce reliance on expensive (to acquire and maintain) on-premise infrastructure such as servers, networking infrastructure or firewall appliances. You can also reduce the burden on your existing physical infrastructure by hosting websites, applications, operating systems and much more in the cloud.

In addition to the inherent flexibility, cost efficiency, scalability and security benefits offered by the Cloud, it can also give you and your team the ability to access resources from anywhere with an internet connection – ideal with a remote workforce.

Explore the time-saving potential of automation

It’s believed that the average small business employee could be spending as much as 40% of their working week on tedious, low-value, repetitive tasks such as data entry. That’s time that could be better spent on activities that actually generate revenue!

‘Automation’ can sound like a daunting term evoking images of robots replacing humans in a futuristic, science-fiction world. The reality however is far less dramatic, as many businesses are now discovering the potential of applying automation on a relatively modest scale to free up staff to focus on more valuable endeavours such as nurturing client relationships, attracting new clients and working on business strategy.

If you’re a Microsoft 365 user you’ve likely encountered automation in some form. SharePoint workflows for example are simple applications which permit business process automation, and even simple tools such as the calendar in Teams incorporates automation in the form of repeat scheduling. 365 also incorporates a suite of automation tools referred to as its ‘power platform,’ consisting of;

• Power BI
• Power apps
• Power automate

Each of these products offers a different set of features, but each gives businesses the ability to streamline and automate business processes through intuitive interfaces in a cost-effective, accessible way.

You’ll also find automation embedded in a wide variety of modern, proprietary software offerings, such as CRMs, accounting platforms, HR software and so on.

Promote productive remote working by investing in the Home office

While we’ve been extolling the benefits of reducing reliance on physical infrastructure, you may have to ensure that your remote working employees have access to an adequate home office setup in order for them to remain productive. Sluggish, out-of-date devices could hamper productivity and even present security risks if software is no longer supported. Additionally, an over-reliance on personal (BYOD) devices could put your sensitive data at increased risk if you’re unable to control file access, manage device maintenance and configure tight online security controls.

• Supply work-dedicated devices where you can. Something like a COPE device program (Company owned, personally enabled) is a good way to ensure that your business’ data remains secure through the use of mobile device management software.
• Are devices fit-for-purpose? The lifespan of the average laptop is only about 5 years and a device at that stage of life will struggle to run more demanding applications. It’s definitely worth considering whether poor-performing devices could be a barrier to productivity.
• Are your employees comfortable when working from home? Not everyone has access to a well-furnished, lavish home office. Consider whether you may be able to provide office hardware such as comfortable chairs, lamps, stools etc for those team members who need it.
• Is connectivity an issue? For many employees, their home broadband connection will be adequate for their needs but it might be worth considering a dedicated business internet connection for staff who are suffering from slow, unreliable domestic internet.
• Consider communication peripherals. Make sure your team have the equipment necessary to participate in video conference meetings through the likes of Zoom and Microsoft Teams. This may mean providing headsets and microphones for those who need them.

Outsource your IT and focus on the stuff that matters

SMEs in particular often find it hard to balance the need for proactive IT management with the costs that accompany employing IT professionals directly. Many small businesses muddle through with minimal in-house expertise, hoping for the best and learning as the go in a haphazard way that could eventually threaten their business. IT security and compliance is not optional, as the penalties associated with a breach of GDPR can be crippling in both financial and reputational terms. Additionally, with a host of industry-specific compliance regulation concerning the management of personal data, it’s vital that you invest in a capable, well resourced IT partner who has your back.

A good IT partner will also have the knowledge and experience to guide you through these uncertain times by proposing tailored, cost-sensitive, appropriately scaled solutions that provide great value for money while meeting and exceeding your operational requirements.

I’m ready for digital transformation, where do I sign up?

The government is in the process of revealing funding packages designed to help businesses make ‘efficiency transitions’ as part of its economic response to the covid-19 pandemic. These grants of between £1000 and £5000 could help your business adopt some of the lean, versatile and future-proof solutions we’ve discussed above and driven your business’ productivity to new heights.