As organizations are digitizing more and more of their operations, there has been a tremendous rise in the workload of IT support teams as well. This has inevitably led to higher expenditure towards IT maintenance. Here are the five tried and tested measures to minimize IT support costs for your organization.
Organizations of all shapes and sizes have been undeniably active in embracing the digital revolution. Computers have long replaced paper filing and documentation, streamlining processes and increasing operational efficiency in every industry. However, extensive digitization has also raised the burden on the IT department. The amount of money spent in resolving IT related issues like system downtime and other technological mishaps throw IT budget for a toss.
By placing well-defined protocols for the upkeep of technology infrastructure, these costs can be lowered significantly. The following five practices can help in minimizing support costs and optimizing IT budgets for your organization:
1. Train your employees
When end-users are educated about the intricacies of the devices at their disposal, there are two outcomes:
a) they commit fewer mistakes and operate their device as per the demonstrated usage standards
b) they are able to solve many common system issues without having to call the IT personnel for assistance.
The overall maintenance cost is naturally reduced as there are fewer IT incidents and even fewer instances of IT team’s involvement.
By conducting training workshops on various issues related to the organization’s technology, employees can be empowered to perform troubleshooting functions. They would only ask for IT assistance in instances of major dysfunction. This relieves the IT personnel to focus on critical concerns such as infrastructure upgrade, new technology integration, and so on. Actively involving the current IT staff in training users can go a long way in minimizing costs and maximizing efficiency.
2. Leverage Software-as-a-Service
Adopting Software-as-a-Service (SaaS) minimizes IT costs by shifting the responsibility for system maintenance and integrity onto a third party service provider. There is a software for nearly everything, and many of these solutions are easily scalable. Organizations do not have to bother about internal server failures or technical glitches. No matter how the operational workload fluctuates, SaaS can take the load without affecting the efficiency. This stabilizes a considerable fraction of the operational budget, as the company neither has to invest in third-party solutions nor need to worry about its integration and maintenance.
That being said, when opting for SaaS, organizations must thoroughly evaluate the Service Level Agreement (SLA) for metrics like nature and details of services being provided, reliability or uptime percentage, details on data collection, level of access to performance statistics, reimbursements or consequences for not meeting the service commitments, and more.
3. Schedule regular check-up and servicing of your systems
In order to prevent any major instances of aberrant functioning, regular checkup and servicing of the IT infrastructure are essential. By scheduling periodic maintenance cycles, the IT staff can ensure that the endpoints are in optimal condition and not exhibiting faults that can cause the system to malfunction. Similarly, all software components — operating system, drivers, security solutions, and applications — must be regularly updated to the latest release.
Additionally, the IT department should be aware of factors such as the nature of files being downloaded, what’s being imported to the internal storage or the server, the extent to which specific on-premises resources are being used, and so on. If possible, user activity should be monitored to ensure that no action detrimental to systems integrity is being performed within the organization.
4. Choose the right technology
For multi-user computing environments which consequently require extensive and frequent assistance from the tech staff, you can try deploying an instant restorative remediation solution. For instance, a Reboot to Restore software is one of the most effective tools available in the market for instant troubleshooting. Such System Restore solutions revert the system configuration to its predetermined baseline state on restart. When facing any system issues, a user simply has to reboot the device in order to restore its optimal functioning state.
Reboot to Restore technology protects the admin-defined system configuration from any unwanted or unauthorized changes and helps in reducing IT helpdesk overload. Consequently, IT staff do not have to intervene manually for troubleshooting every trivial issue, which naturally increases their efficiency to manage more devices, thereby saving time and reducing cost.
Outsourcing infrastructure maintenance requirements is already a proven way of reducing the IT support costs. Outsourcing to an established service provider that already possesses the resources and expertise to cater the scope of your organization’s IT support requirements may deliver better value for money.
Implementing these practices can certainly aid organizations in streamlining and curtailing unnecessary IT support costs. The effort expended by IT personnel in resolving issues lowers significantly, allowing them to focus their energy on innovation rather than damage control. These measures can make a positive impact on your company’s finances when implemented in combination with one another.