Simple ways to cut costs through tech

We’re often told how technology can help organisations save money so here are some concrete actions that be used in organisations and teams.

Action 1 – Utilise virtual meetings

Until we develop telepathy we’re going to need to meet with other people but we can do this in a much smarter way.  Think how quick and easy a telephone call is; no travel, no hanging around, we get things done quickly.  Now translate the benefits to a meeting.  Spending time finding, booking or hiring a meeting room, getting to the room (which may involve some participants travelling in), setting up your laptop, waiting for everyone to arrive all put a dent in your time and budget.  It’s incredibly easy to hold virtual meetings from your desk or a quiet corner.  Your virtual meeting room is always ready and waiting, people can join from anywhere and if someone is only needed for part of the meeting, they can be invited into the virtual space at the appropriate time.  Many virtual meeting tools include whiteboards, presentation tools (where all participants can annotate slides), polls and moderated Q&A channels.  Also think about recording the meeting instead of taking minutes or as a record for absent staff who couldn’t attend in person.  There are plenty of free tools to run virtual meetings, share screens and documents as well as the more enterprise-ready and full-featured Skype for Business and Microsoft Teams.

Steps to achieve – Reduce your in-person meetings to once or twice a month and hold the rest using the virtual collaborative tools available to you.

Action 2 – Work from anywhere

We have worked with many enterprise organisations that are reducing physical office space because it is extremely expensive.  It’s possible to work in virtual teams where staff aren’t expected to come into an office.  How did your staff fare during the big UK snowfall of March 2018?  Could they work from home or if not what were the blockers?  Personally, I was stranded in Edinburgh due to the lack of flights and trains.  I was just as productive, perhaps even more so because of the room-service cheesecake on tap.  You can still remain in-touch through collaborative portals such as SharePoint and Teams and using presence information from Skype for Business.  Setting up team portals or collaborative spaces for individuals sectors, projects or clients can add a great relationship benefit because you can include external users, such as business partners, agencies or the customer in your team portals.

Steps to achieve – Set up a team channel in Microsoft Teams (there is a new free version if you don’t already have an Office 365 plan), invite the relevant colleagues and start collaborating on your project.

Action 3 – Save on software licences

We worked with a marketing firm a few years ago and due to acquisitions, an aggressive hiring plan and allowing their staff to use the tools they were familiar with, they had almost 300 disparate business intelligence reporting tools in use.  That’s an extreme example but we often see companies paying for software which is available to them in another licence they own.  For example, paying for WebEx or paying an external provider to host virtual meetings when you already have an Office 365 plan with Skype for Business.  Or paying for screen recording software when PowerPoint has the ability to record and trim screen recordings (brilliant for creating training videos) and Windows has Steps Recorder built-in (brilliant for capturing a series of screenshots for documentation).  The latest update to the Office applications allow for dictation when creating emails and documents so if you’re paying for dictation software this could be your first reduction in licence costs.

Steps to achieve – Perform an audit of software (many tools available to do this including Intune, the Microsoft Assessment and Planning Toolkit or Spiceworks Software Inventory Audit) and look for duplication of functionality.

Action 4 – Use project management tools

Breaking down projects into assigned tasks, delegating and distributing workloads can save time, duplication of effort and enable working to tight schedules.  There is a host of choices including no-cost options.  Microsoft Project is a full-featured suite for enterprise project portfolios or again, Office 365 can help here with the Planner app for simple task management across your team.

Steps to achieve – Choose a project to pilot with a project management tool and monitor the benefits from stronger planning, time management and budgeting.

Action 5 – Reduce stationery

Yes, we had to check we had the right spelling of the word; we’re not perfect!  Notepads, pens and all those colourful post-it notes cost a lot to buy, no surprise there, but they also cost a lot to store and then recycle after use.  You can’t password-protect or encrypt a notepad (bad handwriting doesn’t count as encryption), it’s not easy to search back through hundreds of pages of notes, you can’t add rich content such as graphs, videos or pictures and you can’t share notepads so people can work on a common set of notes.  Even if you don’t have mobile or touch devices, OneNote is a superb tool for digital note taking with the ability to accept handwriting (and convert to text if needed), paste pictures and then search the text within the image (or even extract the text), dictate, tag, assign tasks share and record audio and video.  The notes also synchronise between devices so you can browse your notes on your mobile phone whilst you’re on the train travelling to the next meeting.

A common task we see users perform is signing documents.  The user prints the document, walks over to the printer, signs it with a pen, scans the signed copy, shreds the printout, walks back to their desk and emails the signed scan.  Open the document in Word (even if it’s a PDF, Word 2013 onwards can open and edit PDF files), use your mouse, finger or stylus to sign the document and then select File, Share, Send a PDF.  Word will convert the annotated document to a PDF and attach it to an email for you saving time and paper.  We’ll blog about how to do this in an upcoming post.

Steps to achieve – Use OneNote in your next meeting (In your Outlook meeting, choose the Meeting Notes button on the ribbon).

 

We’ll continue this blog in part 2 with some more steps on moving to VOIP and easy steps to move to the cloud.