SO, the year is over and a new one starts. The story being told is that the Mayan people had it right and that the end of their calendar (‘The Long Count') is in December 2012. This means that the world as we know it ends at the same time. Technically, if we are to believe the Mayans, we do not need to worry about electrical work and contracts and stuff since in 12 months time we could all be part of the big vortex in the sky.
But, in January, as you sit wondering what happened to all that was so urgent in December last, here are a few projects you may like to tackle.
The first is your computer system. If your system is slow, ponderous, and needs attention from some guru on a monthly basis, now is the time to throw it out. All of it. There is no need for crashing servers, slow computers or gurus anymore. Every minute that your computer system stops working, it costs you money.... You don't work, your staff uses the welcome excuse that "the server is down" and take the day off.
Invoices pile up, things drag, emails are ponderous... So, get yourself a new system. Go to the computer shops (no, no, not the ‘Incredible' one) and ask them which firm they recommend to put in a new system.
If they say, "oh, Charlie does that", then you're not interested because, by implication, ‘Charlie' is a one person show and won't be much use when the system crashes. Take time. Find people who can do it properly. Ask them for trade references, ask them to show you systems that they have installed. If they show you things that confuse you (like accounting systems that require the vendor to raise an invoice before an order can be issued or systems that bog up the issue of orders or invoices... or systems that you can't understand...) then say no. Just say no.
It matters not if it is the latest Slurp System used by companies worldwide... if you can't understand it then it's too complicated. Finish and klaar.
Simple tests to know whether the system will work for you are: Can the system let me locate files or letters just by searching for a name or contract? Can the system allow an order to be issued for work without there being even one quote? Does the system allow for payment on presentation of invoices? Does the system allow all staff to quickly access all relevant documents?
If it does these things, then it's right for you.
Next: Backup. We all know what a UPS is, don't we? Wrong. A real UPS has a battery charger, battery, invertor and that's it. Other UPS systems have some of this but not all. Yes, these are cheaper. But they don't work. Also, back up your computer in two ways - backup on the computer and on a portable hard drive, which has everything on your system backed up every month... and store it off site.
Printers? Do yourself a favour, go buy a colour laser printer. It spits paper out like bullets. Saves time. Make sure, though, if you find a staff member printing out private stuff, one written warning and they're gone. You cannot afford that sort of thing.
Photocopiers - really, you don't need a smart one. There are many print shops around that will do bulk copying and, for the office, all you need is a small printer/scanner. This also stops people printing and copying their kids' school projects on your copier.
Stationery: You know what? We buy stationery - as in pens and pencils - once. Thereafter, if they run out, they have to supply their own. This stops you from supplying the staff's school-going children with school stationery. We do supply exam pads but they are squared in light blue and have our company name on them - and they don't get stolen for this reason.
Anything else? Ah, yes... A good coffee machine with real beans may cost you about R5 000 and the coffee beans about R200 per month. But, wow, will your staff morale rise. And caffeine beats using whips and chains.
Finally, make sure every staff member has a good comfortable chair - a luxury chair, even. You think not? Just try it.
And now... let the year commence!
machoy@iafrica.com
