You ask a lot from the office technology in your accounting firm--and you should, because that's exactly what tech tools are for. However, if you don't have the right setup for your needs (or don't know how to make that happen), you could be losing out on some significant benefits. You might even be wasting time and money.
Here's everything you need to know about optimizing accounting office equipment.
Why Accounting Office Technology Matters
The first question you should be asking is a simple one: "Why does office equipment matter so much?"
In reality, there are other things that might seem more important to your accounting firm--such as hiring the right people or marketing to potential clients. However, if you think about it, few of these things could happen without the proper office equipment in place. Technology is the quiet but powerful foundation for everything you do. If you don't have it, don't have enough of it, or don't have it set up in just the right way, you could be struggling in ways you don't even recognize.
That's why office equipment is critical for your accounting firm: It helps you do more of the things you're good at.
What to Consider for Accounting Office Technology
Once you appreciate the importance of accounting technology, you'll be able to approach planning and acquisition processes with the right mindset. But what exactly does that look like? What office equipment is necessary for your accounting firm?
Here are a few things to think about:
Print Environment
Printers and copiers are an important part of any business, but they don't represent all the possibilities of a print environment. You'll likely need the option to scan and fax, too--and while you might have individual machines for each function, it's often best to eliminate them all and choose a multifunction printer instead. These devices combine print, scan, fax, and copy capabilities in one machine, so you don't have to pay for paper, ink, maintenance, and repairs to use four separate devices.
If your firm has marketing needs or other projects that require a little more printing, you may also consider a wide format printer. These machines are great for big, eye-catching print jobs and even include advanced editing features.
Network Setup
A fast, reliable internet connection is absolutely vital for your accounting firm, especially if you do remote or hybrid work. Remember that office equipment such as routers and modems should also be part of your tech considerations.
Employee Devices
Employee devices include PCs, laptops, tablets, smartphones, and even smart watches. The key is to consider these items in two categories:
- Company-provided.
- Personal.
Although you may choose to use one or the other, the chances are high that both will have an impact on how you structure your office equipment environment. For example, if employees only use company-provided devices for work, can their mobile phones still connect to your company Wifi, or will you need a guest network?
Security
Security isn't anchored to any one kind of office technology, but instead spans a little bit of everything. For example, your printers need their own security solutions, while smartphones and personal devices need something else entirely. This often means digital approaches like firewalls and encryption, but it can and should impact your choice of office equipment from the very beginning.
How to Optimize your Accounting Office Technology
Once you know what you want your office equipment landscape to look like, your final task is deciding how you'll bring it to life without interrupting the current workflow in your firm. For many businesses, that's where managed IT services steps in.
A managed IT provider can help you choose the perfect devices for your firm, set them up, and connect them to the internet. Your provider could also advise you on which existing machines can be consolidated, upgraded, or completely eliminated in favor of online tools. Better yet, this tech partner can help you track the costs associated with each piece of office technology--and help improve security along the way.
In conclusion, accounting office equipment requires you to think from three perspectives at once: why, what, and how. When you put these together--and get a little help when necessary--you'll be able to build a tech environment that fits your unique accounting firm.
Want to learn more about office technology and the tools necessary to support it? Need help from managed IT services? Contact us today to set your firm up for success.