Computer Equipment You Should Have As A Small Business Administration 2022/2023 - Kalkine Media

No matter what kind of business you have, administrative tasks are a constant. While they may not be the most glamorous aspect of a business, they are essential to the smooth running of a company, and therefore administrators should have access to the right computer equipment to enable them to do their job with efficiency. If you are setting up a new business, moving to a new space, or simply refreshing old equipment, planning and budgeting is the first step – this should be based on an examination of the specific needs of your administrative staff. Let’s take a look.   

Computers 

Let’s start with the obvious – you will need computers. There is nothing more frustrating than trying to work on a computer that doesn’t function properly through age or damage. Even though admin work doesn’t usually require state-of-the-art technology, administrators will still need up-to-date, reliable machines to do their jobs. Since the COVID pandemic began in 2020, we’ve seen an increase in remote work, and although offices are now open again, many companies operate on a partial work-from-home basis. For this reason, laptops may be preferable to desktop computers. There are computers available for all budgets, and if you don’t want to buy new ones, a cost-effective solution is to seek out refurbished machines.   

High-speed internet 

It goes without saying that your business will need a reliable, high-speed internet connection to function effectively. Both big and small businesses rely on the internet for almost everything, internally and externally. Many are now completely paper-free, so all company data is online, and increasingly accessed via cloud-based services. Customers mainly interact with companies online, more than ever using social media. Consumers are now demanding instant responses from businesses, so a strong connection is necessary to meet their demands.   

Software 

Administrators perform a wide variety of tasks, so the software available to them must reflect this. Spreadsheets and other documents are ubiquitous, as well as access to calendars, schedules, and materials to be shared with other departments. Microsoft Office covers most administrative functions, but specialist software may be appropriate in some companies. If your business has a tailor-made database or a cloud-based storage solution, then administrators must have access to this as well. Your business in general also needs excellent and up-to-date security software to prevent data breaches, spyware, and viruses from compromising your servers.   

Printers 

We mentioned paperless offices before, but administrators often find their lives are made easier by access to printers. This is one area where businesses often make mistakes, either overspending or underestimating their projected usage. It is worth doing some research before committing to buying a printer for your business. Common considerations include the size of your office space, the type of paper you will be using (e.g., if you will be printing presentation materials or official documents), the quantity of printing you will be doing, and whether you need colour printing. Many administrators also use photocopiers, scanners, and fax machines, and there are many models that provide all of these.   

Scanning 

Although multi-purpose printers often fulfill an administrator’s scanning needs, there are other instances where more specialized equipment may be required. Sometimes the responsibility for scanning ID cards for both employees and visitors is an admin task, for example. And if an administrator needs to digitize documents constantly, it may be that having a dedicated stand-alone scanner is more efficient. Mobile scanners, or even taking photos with a mobile device is sometimes cheap alternative used by some businesses. Again, it all depends on your admin requirements. 

Conferencing equipment 

Businesses are finding it increasingly effective to make use of video conferencing as opposed to in-person meetings. This means that administrators need access to the necessary equipment to attend online meetings and events. Although most computers come with built-in webcams and microphones, these often aren’t effective enough – dedicated cameras and microphones, or headsets, are fast becoming essential items. And with many remote workers in the wake of the pandemic, this equipment and software are everyday requirements that increase productivity and communication. Again, mobile devices and apps may well be enough for your business, offering an affordable, user-friendly solution.   

The administration is one of the most important aspects of any business. Properly equipping your admin staff will help your business run smoothly and help it to flourish.