For most of us in a small computing environment, it started out quite simply. We needed the power of a word processing system and spreadsheets so we bought a PC. Then someone else needed these functions so we bought another PC. And on it went.

Then, one day, it seemed to make sense to create a PC network. So, old PCs were taken out of service and new ones were purchased to replace them. All were then connected, and terms like unshielded twisted pair, Ethernet, and hubs were heard as the technicians created a real PC network. And we were happy. We all had access to the information that we shared. We had a common back up procedure in place that we actually used. We shared printers. We agreed to utilize the same word processing and spreadsheet software so we could share more information. Besides, using the same software let us maximize our training benefit. And, we got email. Life was great!

Then something happened. Tom came into work one day and told the story of all the really great software he was utilizing on his new PC at home. Not just game software. Internet software. Mary told about the new functions available with the latest upgrade version of the software we use. And, our fearless leader was exploring the new functionality available with the latest version of our business software. It wasn’t just the software. Many of the new PCs on the market were light years faster than ours.

How did it happen? How did our once happy office suddenly turn sour? Maybe our office isn’t much different from yours. According to Moore’s Law, the function of technology will double every 18 months, while the price of technology drops in half.

One thing in the area of technology is certain. Change is constant.

So, how can a small office keep up with technology? After all, we bought our computers to make our jobs easier, to make us more efficient, to make us better than “the other guys”. Our technology is supposed to help us stay in front of our competition.

Will Rogers once said, “Even if you're on the right track, you'll get run over if you just sit there.”

Even the small office can benefit from a technology plan. Because technology is constantly changing, because you can’t afford to do everything, and because you can’t afford to stay still, it makes sense to take some time to explore how technology can benefit your firm the most. Knowing what’s most important is key to maintaining your technology strategy, that is, to knowing where to invest your limited budget for the greatest return on investment.

This plan should include a replacement plan for your hardware. One guideline is to replace one-third of your PCs every three years. You can strategically place the newest PCs in the area that needs the most computing power and move the slower PCs to an area not yet computerized, thus maximizing your technology dollars. This guideline can be adjusted to fit your budget and to fit your processing needs.

A good technology plan also includes an upgrade plan for your software. Do you need to be at that latest software level? Maybe not. Being a version behind might not be an issue, unless you need the function included in the newest version. However, being more than a version behind sets you up for technological obsolescence, and can create a problem as you introduce new technology functions (to help you keep ahead of “the other guys”.)

One often overlooked area of a technology plan is ongoing training. Don’t buy the story that this new version looks almost the same as what you’ve been using. Take the time. Spend the money. Get someone from your office trained in the new functions of your latest version of software. Then let them train the rest of your staff. What good is new function if you don’t know it’s there or how to use it? In terms of return on investment and improved productivity, training is probably one of the best investments you’ll ever make.

And the new stuff? As always, keep an eye to the future. Incorporate new function where it makes sense. By keeping your hardware and software and training up to date, it will be much easier to introduce those new functions… and keep ahead of the other guys.

Oh, yes, our office is back on line. We’ve added new equipment. We’ve upgraded our software. We’re training. And this time, we’re moving toward the future… with technology.