How SME's can Increase their Staff Productivity using Technology

Every business deserves an IT system that just works—reliably, securely, and efficiently. With a few smart upgrades, you can reduce downtime, boost productivity, and ensure that your technology supports your business, not holds it back.

1. Automate and Simplify Your Onboarding Process

Onboarding should be a seamless experience, not a logistical headache. Imagine new hires having access to all the tools, resources, and information they need from day one—without manual setup and delays. With tools like Power Automate in Microsoft 365, you can standardize account creation, permissions, and access to key files, automatically.

• Automating onboarding can also include delivering cyber awareness training, health and safety policies, and company guidelines in one go. This way, new employees can get up to speed efficiently, with minimal hands-on intervention.
• When onboarding is streamlined, it reduces admin time, minimizes errors, and makes new hires feel supported from the start, setting a strong foundation for their productivity.

2. Remote Work That’s as Easy as Working in the Office

Remote work is here to stay, but setting it up correctly is essential. With tools like Microsoft 365, your team should be able to access files, emails, and collaboration tools from anywhere, securely. Proper configuration ensures smooth access without compromising on security.

• Security features like multi-factor authentication (MFA) and secure file-sharing protocols are crucial, giving your team the flexibility to work from anywhere without worrying about data breaches.
• A well-configured remote setup keeps your team connected and productive, whether they’re in the office, at home, or on the go, allowing for flexible work arrangements without sacrificing security or efficiency.

3. Routine Hardware and System Check-Ups

Outdated hardware and slow connections can grind productivity to a halt. Routine reviews of your hardware, internet speed, and network configuration ensure your systems stay current and your team can work without interruption.

• Regular checks help identify outdated devices or bottlenecks in your network before they become major issues. Ensuring that hardware meets current standards and is compatible with your software means fewer crashes and faster workflows.
• With frequent assessments, you can prevent last-minute expenses and avoid sudden breakdowns, so your team has reliable tools and connectivity to work efficiently every day.

4. Fast, Dependable IT Support

When technical issues pop up, waiting for help is a waste of valuable time. Fast IT support means problems get fixed quickly, so your team isn’t left sitting idle or struggling to resolve issues on their own.

• A responsive IT helpdesk with short response times is key to keeping your operations running smoothly. Prompt support allows employees to get back on task quickly, minimizing frustration and maintaining productivity.
• When your team knows they can count on fast solutions, they can focus on their work with confidence, knowing that any hiccup will be resolved swiftly.

5. Proactive Monitoring to Catch Issues Early

Imagine if your IT team could identify issues before they cause disruption. Proactive monitoring tools make this possible, tracking system health metrics like storage space, network speeds, and CPU load to catch problems early.

• Proactive monitoring means issues can be addressed before they impact your team. For example, disk space alerts allow your IT team to free up space before storage limits slow down workflows.
• By catching issues in advance, you can prevent costly downtime, reduce emergency repairs, and keep your business running without interruption.

6. Optimize Your Software and Integrations

Outdated or disjointed software wastes time and frustrates employees. The right tools, updated and integrated, can streamline workflows and eliminate manual work, saving hours every week.

• Regular software reviews help ensure that your tools fit your team’s needs and are running the latest features. Integrating systems like CRM, accounting, and HR tools reduces double data entry and errors, creating a smoother process across the business.
• Properly optimized software keeps your team productive and connected, so they can focus on delivering results rather than wrestling with clunky tools.

7. Make Cybersecurity a Priority

With cyber threats on the rise, keeping data secure is a must. Protecting your systems and training your team on basic cybersecurity practices guards against breaches and builds client trust.

• Implementing multi-factor authentication (MFA), regular security updates, and phishing awareness training can go a long way toward securing your business data. These measures reduce the risk of cyber incidents and protect both your reputation and your assets.
• A strong cybersecurity setup not only shields your business from risks but also ensures that your clients feel confident their data is safe in your hands.

8. Automated Data Backup and Quick Recovery

Data loss can be catastrophic, so an automated backup and recovery plan is essential. Your IT setup should include regular, automated backups and a tested recovery plan that ensures your data can be restored quickly if needed.

• Regularly tested backups allow you to recover lost data swiftly, minimizing downtime and protecting your business from data-related disruptions. Cloud-based solutions provide added security, with secure offsite storage to protect against physical damage or local issues.
• With a solid backup and recovery plan, you gain peace of mind knowing that your data is safe and accessible no matter what happens.

9. Quarterly IT Strategy Sessions to Plan Ahead

As your business grows, your IT needs will evolve. Quarterly strategy sessions with your IT team can help you stay on top of new tech developments, anticipate future needs, and ensure your systems are ready to support your goals.

• These meetings offer a chance to review your current systems, discuss any upcoming changes, and explore new opportunities or technology that could benefit your business. Staying proactive helps you avoid last-minute upgrades and keeps your IT budget on track.
• By planning ahead, you ensure that your IT setup scales with your business, helping you adapt to new challenges and stay ahead of the competition.

10. Leverage Employee Productivity Monitoring Tools

Understanding how time is spent across your organization can uncover opportunities for improvement. Tools like ActivTrak provide insights into:

• Productive vs. unproductive software: Identify which apps and tools are driving results and which are distractions.
• Website usage: Highlight trends in browsing behaviour to pinpoint inefficiencies.
• Workload balancing: See which team members are overwhelmed or underutilized.

By using data-driven insights, you can optimize workflows, eliminate distractions, and create a more focused work environment.

Wondering If Your IT is Up to Par?

If these essential steps sound unfamiliar, it might be time for a closer look. Our free, no-obligation audit will assess your current IT setup, providing tailored recommendations to boost productivity, enhance security, and reduce downtime.  Book Your Free Audit Today and discover what reliable, proactive IT can do for your business.

‍