Does your business have a set of standards when purchasing computers and IT equipment?

In my last post, I talked about the importance of purchasing the right type of computer for your business. Today I want to expand on that and discuss why it is important to standardize your equipment.

When your business purchases equipment does it look at what it already has? What is the process used to determine what to purchase? Before reading on, leave a comment and let us know you’re your current process is for equipment purchases and how you determine what to purchase.

Why standardize your equipment purchases? Yes, the CEO wants system XYZ, management wants to give the interns system ABC, and department T wants LMNOP. The short answer is cost and efficiency.

When you do not standardize you are likely looking at a scenario like this:

  1. Purchasing from multiple vendors
  2. Higher support costs
  3. More integration issues or compatibility issues

When you standardize you may see similar benefits to these:

  1. Purchasing from one or two vendors
  2. Volume purchasing discounts
  3. Reduced support costs
  4. Faster resolution times to support calls
  5. Better integration and minimal to no compatibility issues

Standardizing doesn’t mean you cannot purchase anything different. Everything is based on a standard which can then be varied to make accommodations when required. Now everyone gets system XYZ with specs of 123 but the CEO needs specs 456 and this can easily be done.

How does this work? Let me explain how I have helped a client by getting them to standardize.

This client had computers and printers and they were purchasing based on cost alone and not looking at much else. Because of the differences in the equipment they had, it took a bit more time to resolve an issue as each system (computer, printer, etc.) was different and each solution had to be tailored to the specifics of that system. As we took over and began to streamline their environment and standardize their purchasing we were able to work with one vendor and establish a standard set of specs for a specific model of computers and printers. Once this was done all we had to do was email the account manager and request a new quote for the established standard config, back and forth updates and changes were not needed saving time and cost. The quote could then be sent to the client for approval. Once approved the order was put in and sent to the client. Once delivered the computer was set up and configured for use. Again, time was saved as the hardware was now all the same and a set of standards was also set for the software used as well as procedures for moving the end user’s files to the new system.

Improvements were also seen on the support side as well. Once an issue was solved the process was documented so it could be performed quickly if it occurred again since all equipment was not standardized.

Overall, once the client was standardized, they were able to save money on the equipment, installation, and support. This also brought increased productivity for the employees and saved time.

How does your business look? If you would like to standardize your IT environment please reach out to us using our contact page.

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