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Optimizing Your Computer Equipment
Computer hardware and software need to be upgraded so frequently that you and your staff could easily devote all your time and budget just to keeping up with the latest changes. But of course, if you did that, you would be out of business fast! Still, if you make no technological improvements, your business is also likely to suffer. While each company has different requirements and budgets, the following worksheet will help you begin to analyze your computer needs and get a handle on how to invest in and maintain the most up-to-date software and computer equipment required to enable your business to operate at its optimal level.
Technical Support
  1. Do you have an in-house technical expert who is qualified to provide support and advice on software and computer updates?
    yes no

  2. Do you have a long-term relationship with one trusted vendor in your area from whom you purchase all your equipment and can receive technical support?
    yes no

  3. Have you hired a consultant to advise you on technical aspects of the purchases that you don't understand and make recommendations for your situation?
    yes no

(You must have one or a combination of the above options in place to achieve the best results.)


Computer Policies
  1. Does every person in your organization who needs a computer have one, and is it the right kind of computer for what the person does?
    yes no

  2. Have you developed a computer user hierarchy to ensure that the heaviest computer users in your company receive the best equipment, regardless of their position with the management hierarchy?
    yes no

  3. Have you agreed on a standard type of machine for each user group?
    yes no

  4. Have you analyzed how your staff works (e.g., do they travel or work at home and thus need laptops?)to determine what equipment will best fit their work modes?
    yes no

  5. Does your staff computer configuration policy incorporate such information as chip type, hard disk size, sound card,modem, operating system and software packages?
    yes no

  6. Do you have a rotation program that makes maximum use of older machines by passing them along to staff user groups that don't need as much power, while updating equipment for those user groups that need the most power?
    yes no

  7. Have you invested in good technological training for your staff to ensure that they don't waste time and energy attempting to figure out how to use software and equipment?
    yes no



Techology Plan
  1. Do you have a technology plan that encompasses all areas of operations, such as using e-mail to save money on long-distance calls and sending faxes via computer rather than by fax machine to save time?
    yes no

  2. Do you have a priority list of cost-effective technology projects, such as the development of a Web site with the help of a knowledgable staff person or technological consultant who knows how to project the costs and benefits for your business?
    yes no

  3. When formulating your technology budget, have you included:

    1. Workstation costs and training expenses?
      yes no

    2. Administrative costs of technology management, including license compliance, purchasing and standards management?
      yes no

    3. Technical support, including hardware and software setup and help line calls?
      yes no

    4. Disaster prevention and recovery, including routine backups and virus protection?
      yes no

    5. Network administration, including security and critical applications?
      yes no

  4. Have you developed a computer system upgrade plan to ensure that the equipment you buy remains compatible, rather than buying the cheapest model whenever you happen to need something?
    yes no

  5. Do you have a system in place to help you measure whether your technological advances are saving your business money, including analyses of:

    1. Expected and actual cost savings from particular projects?
      yes no

    2. Customer service or product changes resulting from the use of technology?
      yes no

    3. Expected and actual time cost savings of particular projects?
      yes no

    If you answered "yes" to most of these questions, your computer policy/program is probably in fairly good shape.
    Look into the reasons for any "no" answers and attempt to rectify the situtation as soon as possible.
    Let us know if we might be of assistance in optimizing your computer equipment.
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Berenson LLP Certified Public Accountants
135 West 50th Street
New York, NY 10020
tel 212.977.6800  fax 212.245.3808

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