Forvan Technology Services Inc.

Technology Planning

Technology planning should be an ongoing process. To save the most money on technology, you should buy only what you need and use technology as a tool to accomplish your organization's goals, yet plan ahead for change or growth.

There's no substitute for thinking through your goals and researching possible solutions and technology planning is the magic ingredient that will help you to:

Use technology effectively to further your mission. The technology planning process can expand your horizons and help you see new ways in which technology can further grow your business.
Buy the right equipment. Purchasing hardware, software and networking equipment can be overwhelming. If you don't plan, it's easy to end up with something that is way too complicated or doesn't do what you need it to.
Save money. You probably do not need the fanciest system on the market. Planning allows you to figure out how to spend less and still meet your needs.
Avoid crises. Bad technology decisions can leave you suffering for years. A faulty system can send your stress level through the roof and make you lose crucial data and capabilities.
Use staff time more effectively. How many hours of staff time have you lost to those irritating technical problems? A technology plan will help you streamline staff use of technology, and put systems in place that will make technology a useful tool for staff, not a stumbling block.
Protect yourself from staff turnover. If the person who knows your technology leaves, what will you do? A technology plan can save you by providing documentation of existing systems as well as future.

Office Relocation

Technology planning is also important if you are changing locations.

Many companies use their move as an opportunity to upgrade or replace systems with new technology, as it allows for the new equipment to be installed and debugged in the new facility while the existing equipment can be used up until the move. Other than planning, time is the biggest factor for successful system relocation.

A greater challenge occurs when a company is planning to move a system from the existing facility to the new one. Under this scenario, time is limited and the company needs to identify when to make the transition from one facility to the next. Most often it will be done overnight, on a weekend or even during a shutdown.

A smooth transition of your computer systems and local area network (LAN) between facilities will ensure continuity and prevent any data loss, as well as minimize your company's downtime.

Keep these points in mind when planning your relocation:

Qualify your technology mover
Depending on the sophistication of your network, your vendor or consultant may be comfortable with your mover relocating the equipment. In these cases, verify that your mover has experience in handling computer equipment and devices. More often, computers and peripherals should be moved by the vendor or consultant who will be restoring and debugging the system after the move.

Enlist your systems expert
Your in-house systems consultant, responsible for maintaining the computer and LAN systems can be a big ally during your move. This person should be an integral part of the relocation and on-site or on call during the actual move. To prevent costly mistakes, bring this person into the process early, and keep them involved every step of the way.

Back up your data
The single most important aspect of moving a computer/LAN is to stabilize the system and back up all data before system shutdown. To be thorough, it is a good idea to minimize system input or changes for a short period of time before backing up. Also, have all employees with PCs back up their own data.

If your company uses its computer system for order taking and cannot afford to shut down the system during business hours, plan to take orders manually. Then, input them later when the system is back in operation at the new facility. Before moving day, hold a brief training session with employees regarding the order taking process.

Lastly, consider developing a disaster plan or "worst case scenario." Although it is unlikely the plan will ever be used, your disaster plan, if needed, could mean the difference between a minimal loss of productivity and a major disaster.

Label, label, label!!
Keep track of all equipment cables, power cords, and phone wiring. Label cords accordingly and keep them with their specific piece of equipment. Something as simple as placing peripheral computer equipment (such as cables, keyboard, and mouse), in a bag and attaching it to the computer with packing tape will eliminate headaches later when reinstalling the system. Loss of peripheral equipment will mean a loss of productivity.

Also, you'll probably want to make arrangements for a dedicated power source at your new location for key employees to use on moving day.

Planning ahead before moving will drastically reduce risk as well as headaches.

Forvan Technology Services Inc. specializes in helping businesses create a technology plan and move effectively. We would be pleased to discuss our services to see if you can benefit from our knowledge and support. For more information please contact us today, for a FREE consultation.