Setting up your office is one of the most exciting and time-consuming parts of starting up a new business. What you’ll need – and sometimes more importantly – what you
won’t need in order to get your organization up and off the ground is one of the first big decisions you’ll have to make. This week, we’ll talk about some of the essentials – and the not-so essentials – of what you’ll need to give your business the best jumpstart possible.
Buy equipment that fits your needs – Especially when you’re starting off, you’re working with somewhat limited resources. As such, you shouldn’t be going out and buying the best high-volume, high quality printer or copier out there. In many cases, it just makes more sense to rent it and get a smaller all-in-one machine to start. Also, be realistic. Think about where your max threshold will be and buy down to the unit before it. You can
always upgrade. Be realistic about what you are
now, with an eye of what you’re looking to be in the future.
Think bulk – Don’t buy chairs from here, a printer there or a telephone service here. Many places – ours included – can do many things for one, lump sum. And as we’re sure you’re aware – the more you buy in one place, the less each piece costs you. So if you’re looking at an office supplier and you know you can grab some monitors, printers and copiers – AND you see that they do telephone services, too – try and bundle it all together. Very few services are set it stone and chances are, you’ll be able to negotiate a great rate that works for everyone.
Don’t cheap out on phones- I know everyone talks about having cell phones and that you can trim some costs here and there – and truth be told – for small startups that have one or two employees, that’s fine. But by the time you’re buying an office, the chances are that that’s not the case. When you own a business, you’ll have lots of people vying for your time – and your ears. If all they have is your cell phone and email, that’s the only way they can get in contact with your business. Giving them a place to reach out – and potentially have the phone picked up by someone else – increases the likelihood of your getting their business. Being as available as possible is important.
Document management – While success is measured by dollars and cents in the business world, the currency that creates currency is information. The better an organization organizes, uses and manages it – is what separates the companies that are successful and the ones that end up failing. Whether it’s online archiving, protecting or distributing that information – having a system in place early on – and getting you into a habit of using it, can create a tremendous advantage for a small business.
Network infrastructure is an investment, not an expense – If a heart is what keeps a person alive by pumping blood and distributing nutrients, then your computer networking should be treated the same way for your business. It’s the heart of your business and the lifeblood of any successful organization today. Don’t go cheap on security. Don’t go cheap on the ways your organization will face and communicate with the world. You exercise and eat right to take care of your heart. Do the same with your network infrastructure to take care of your business.
If you’re in the market for a new telephone system or just kicking tires, we’ve put together a list of five things you should expect when purchasing your next telephone system. Some of the latest systems not only take the edge off of many of your administrative burdens, but also increase your mobility and allow for sustainability as your business grows.
Let’s jump right in!
Web administration tools
Most telephone systems come with browser-based admin tools that allow you to manage your system over the Internet. The tool is both user-friendly and secure, enabling you to perform administrative tasks, monitor your system, and manage accounts using the Internet.
Remote extensions and mobile integration
Portability is one of the biggest advantages of today’s systems. From remote extensions that forward calls to home lines and mobile devices to on site/offsite capability, managers can now be more available than ever before. From an internal perspective, it’s also a great asset as it makes it easier to track, find and communicate with employees.
Laptop/Desktop integration
Today’s phone systems can do more than merely dial and receive calls. Most should make it easy for you to integrate your phone with your desktop or laptop, allowing you to utilize your CRM software to place and answer calls with your computer.
Scalability
Most systems today are scalable, meaning that they’re easy to expand upon as you grow. Whereas in the past offices were slaves to the technology of the time, today’s phone systems are designed to be intrinsically adaptable, allowing you to get twice as much bang for your buck by growing and expanding upon it as your business needs evolve.
Unified messaging
Unified messaging allows you to do two things:
1.) It allows you to send voicemails to your email inbox and;
2.) You can play those messages in a variety of places – from your desktop phone, cell phone, home phone, or whatever platform you demand.
Unified messaging is a robust tool that allows you to do a wide range of things from converting texts to voice, to integrating messages multiple platforms into one, streamlined application. For those that deal with a great deal of traffic and correspondence, this can be an invaluable tool.