Integrating New Equipment Into The Office

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New technology and equipment can be intimidating for companies to adopt into their office. Updated technology can certainly cause a bit of confusion for many of your employees as well as yourself. As the owner of a business, why choose to disrupt the way things are going? Why complicate things if everyone is happy and getting work done? Sometimes it’s hard to see the forest through the trees. Trees in this case being new equipment and the forest being your entire office. You get it.

 

You may not be thrilled right away about the disruption in the office, but you know it’s the right way to move forward because it’s what’s best for the business. But where do you start? How do you talk to your staff about the changes? Do you train them? What if some employees don’t adopt the new practices as fast as others? Don’t worry. These are very common concerns and questions most business owners have when making big changes to the daily workflow of the office.

 

“According to an MIT Management Review, 63% of managers believe that the pace of technological change in their workplace is too slow, with the most common obstacle for technology transformation being a lack of urgency.”

-Inc.com

 

That lack of urgency is because like previously stated, most offices feel like everything is just fine as it is currently, so managers don’t see much a rush to dive into that big of a change. But in order to stand out and continue to be successful, you will need to integrate new equipment into your space.

 

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So now you understand why it needs to be done, let’s discuss how it should be done. It’s important to note that each business is unique in how they integrate the new equipment.

 

First, its key to begin with a clear vision for your business in mind in order to set up a timeline for implementation with the right pieces of equipment for your office.


Start from scratch

Look around the office and evaluate the equipment that is currently being used. Take note and think about what isn’t working, what needs to be improved, and where can new equipment best be used. Think about the goals of your business and prioritize them accordingly with the use of new technology. Once you have a better idea of what you need in the office and how it will be helpful moving forward, you’re ready to jump into it.


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Reach out for support

You know you’re getting all of this new equipment, but you’ll need a plan B in case any troubles come about, or you need help. Opt for technology that have digital help interfaces instead of bulky user manuals. Best case scenario, you’re able to reach out to your MSP (managed service provider) for support when needed through this transition period as well as afterwards. Ahead of the first day using the new technology, it’s a good idea to train your staff and provide them with the skills and knowledge they’ll need to operate the equipment efficiently and be comfortable using it day to day.

 

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Transparency

It’s an all too common occurrence among businesses where investment in new technology is made without communicating with the staff who will actually be using the equipment. Discussing the changes that needs to be made and including staff in the selection process in one way or another, will make the transition go much smoother when the staff knows what they are getting into and aren’t blindsided by new equipment on their desk one morning. The people who know that pain points the best from day to day experience, are the employees who actually use the equipment that may be the cause of many issues.

 

Not so fast

While you’re very excited when you begin using the new equipment, don’t come in too hot. The last thing you’ll want to experience is falling back into where you began or watch everything fall apart. Pace yourself accordingly. Put a group of qualified employees together to manage the implementation and use of the new stuff and let them oversee the process. Or again, if you work with an MSP, such as Omega, they will be able to handle all of this for you while you and your employees prepare yourselves for the change.

 

Evaluate

Once everything is installed and up and running, go ahead and conduct a performance evaluation. With an evaluation process, you’ll be able to find problems with the actual equipment itself or any potential issues that could arise in the future for the user. If you find anything that is cause for concern, you have the opportunity to course correct before anything really begins to hinder performance in the office.

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Alex Willis