GBHJ GLOBAL: Is Outdated Technology Slowing Your Business Down?

“Manage Your Business” series sponsored by Microsoft

Small business owners have a lot of responsibilities-and all too often they can get overwhelmed by the sheer volume of tasks that need to get done and challenges that need to be overcome. This is the third in a 5-part series full of tips, ideas, and solutions to help you better manage your business.

Technology has been a game-changer for entrepreneurs, enabling even the smallest businesses to compete on a level playing field with much bigger organizations. But how long has it been since you updated your company's technology? Outdated technology not only slows you down, it also costs you money in lost productivity and missed opportunities.

Often, small businesses end up in a situation where their software solutions no longer play nicely together. One employee has version 2.0 of an application, and another has version 3.5.3. The growth of mobile work and BYOD (bring your own device) policies has added a whole new level of complexity, with different employees using various platforms, carriers, and apps on their mobile devices.

As David Smith, vice president of WW SMB for Microsoft, points out on in his blog post ROI of Modern Technology for SMBS, “two-thirds of SMBs felt that using mobile apps helps them save time and money-some as much as 150 hours and $6,000 per year.”

Updating your technology can solve all these problems-and today, it's easier than ever. Here are some suggestions for giving your small business a technology refresh:

Don't throw the baby out with the bathwater. If something is working for you, don't get rid of it-just get the latest version. Upgrading familiar tools helps your business run better without a huge learning curve for your employees. For instance, Office 2016 delivers new versions of the familiar Office apps you and your team already use, including Word, PowerPoint, Excel, Outlook, and more.

Simplify and streamline. Instead of patching multiple software solutions together, look for a solution that offers everything you need in one streamlined package. Office 365 combines every essential business tool, from business email and shared calendars to online videoconferencing through Skype for Business, collaboration and messaging, online OneDrive storage, and more. Since it's all from Microsoft, you know it will all work together seamlessly.

Eliminate the back-end hassles. Who has time to spend troubleshooting, installing, and updating software? Instead, choose software that practically runs itself. Just add users, and Office 365 keeps itself up-to-date automatically and handles all the IT so you and your team always have the latest apps operating smoothly. As your business grows, cloud-based software easily scales up, too.

Get stuff done faster. Today's technology tools offer so many quick tricks and shortcuts that you'll be amazed at how much more you can get done. For example, Outlook 2016 helps you get on top of your email with a “smart inbox” that offers speedy search, automatically removes low-priority mail, and gives everyone on the “To:” line appropriate access to documents via cloud-based attachments. Office 2016's “most recently used documents” list makes it easy to pick up your work right where you left off, whether on your desktop, tablet, or smartphone.

Make mobility easier. The ability to work remotely and to use mobile devices is vital for any small business today. Using cloud-based software and storage such as Microsoft OneDrive ensures you and your employees always have the most current data accessible wherever you are and whatever device you're using. Office 365 works with Android, Windows or iOS devices so your team can keep their preferred mobile devices.

Choose solutions that let you work together. Collaboration is at the heart of today's successful small business. With Office 365, collaboration is simpler than ever. For example, you can just click from inside any document you're working on to instantly share it with someone else and then work on it together in real time. Shared calendars and instant messaging are built in, too, so you're always on the same page.

Be sure to read parts 1 and 2 in this series: 7 Ways to Better Manage Your Workforce and 8 Ways to Enhance Your Customer Relationships. Also, stay tuned for the next article in this special “Manage Your Business” series: Managing Your Expansion.

About the Author

Rieva Lesonsky is CEO of GrowBiz Media, a media and custom content company focusing on small business and entrepreneurship. Email Rieva at rieva@smallbizdaily.com, follow her on Google+ and Twitter.com/Rieva, and visit her website, SmallBizDaily.com, to get the scoop on business trends and sign up for Rieva's free TrendCast reports.