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Technology Plan for Your Small Business in Nine Easy Steps

Technology Plan for Your Small Business in Nine Easy Steps

As businesses come to rely more on technology, there is an urgent need to plan for it. However, technology planning is hardly ever on the “to do” list of a small business; this is because many entrepreneurs are not aware of the importance of a technology plan or consider the process tedious and time-consuming. However, this does not have to be the case, and in this article we share vital information to help you develop and implement an effective technology plan for your small business.

Technology planning is not just about deciding on the right time to change out computers and update software. It involves the strategic process of determining how your business can utilize technology to enhance its objectives and productivity.

1- Assessing the Technology Resources of Your Business

Before you start the planning process, it is important to evaluate your existing technology resources. You will need to complete an assessment that covers all aspects of innovation in your business. This will include not just listing your physical equipment and software, but will also involve identifying what works and whether the resources in your business meet the current standards for your industry and efficiency.

2- Management

Management is paramount in technology planning for a small business. Strong leadership will motivate the use of technology to further the business mission, contribute to staff’s willingness to use new equipment and software, help with credibility with investors, and minimize any reluctance on the part of technophobes. Ideally, the owner of the business provides strong leadership, but it can likewise come from supervisors and other managers.

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3-  Planning Team

Whenever possible, technology planning ought to be a team activity. The team should:

  • evaluate existing technology
  • recognize innovation requirements and concerns
  • prepare a technology vision statement
  • develop a budget and timeline
  • write the technology plan
  • keep track of the project’s implementation
  • Guarantee stakeholder buy-in.

Ideally, the team should consist of the owner or the chief executive officer (CEO), a project manager, administrative assistant, accountant, and system administrator or tech specialist. Not every small business will have enough human resources for such an elaborate team. Nevertheless, it is important to have some representation from the major operational departments of the company to make up the planning group.

4- Identify and Prioritize Technology Requirements

After you have examined the existing state of your technology resources, the next step for your planning team in the preparation process is to recognize your company’s future innovation needs and to prioritize them. Every organization will have its requirements but should include:

  • Purchasing new software and updates
  • Software customization
  • Personnel training
  • Replacing and upgrading equipment
  • Computer networking
  • Developing an Internet presence
  • Improving online marketing
  • Designing or revamping the business website
  • Developing policies for the use of computers and other technology devices
  • Implementing backup systems and security procedures
  • Replacing outdated hardware
  • Employing appropriate technology personnel

Quite naturally as you brainstorm your technology needs, you will generate a list longer than the reach of your budget. Accordingly, the next task in your technology planning is to prioritize. As a small business owner you will need to be realistic about what you can achieve and set reasonable timelines.

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5- Vision Statement   

Following prioritizing, it is time to prepare a vision statement for your technology plan. Start by evaluating your company’s mission statement. Key considerations in this process should include how technology will help your business meet its mission and enhance organizational effectiveness.

6- Budgeting

The next step is establishing a budget. This can be a challenge for a small business but is critical in creating a technology plan. Thorough research is essential to ascertain the real cost for the implementation of the technology priorities of the business. It is common for a business owner to leave out expenses such as the loss of working hours for staff training, monthly updates to software, and other operational costs that are in additional to the acquisition price.

7- Implementation

Another important step in your technology plan is to establish a timeline for implementation. Preferably you’ll be working on a strategy that can be carried out over a period and the team should consider the following:

  • What are the very first things you will need to do?
  • How long do you approximate it will take to finish each?
  • Once the business completes the plans, what are the next steps?

Timelines ought to be versatile to accommodate unanticipated events, but rigid enough to maintain momentum. You will want to present your timeline in phases allowing time for identifying financing for each activity.

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8- Writing the Plan

You have evaluated your existing resources, determined and prioritized your requirements, prepared your technology vision, developed a budget and produced a timeline for execution. The next step in technology planning is writing the plan. Most of the preparation work and brainstorming by the team will make this step much easier.

The written plan must consist of a minimum of these four key elements:

  • A technology vision statement
  • A description of the strategy
  • A timeline
  • A budget plan

More detailed plans may consist of:

  • An organizational profile
  • A mission statement
  • Inventory of existing innovation
  • A breakdown of details associated with the implementation
  • An analysis of long and short-term objectives

Many small business owners will do the necessary preparation work, host many meetings to discuss a technology plan, but never actually prepare a document. Having a written technology plan will provide a reference point for the business owner and the staff in general.

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9- Financing for Technology

With luck, the efforts included in the preparation of the technology plan will also help with funding. That’s why it’s so essential for your vision statement to describe how technology will help your organization satisfy its objective.

While there are entities that offer grants for technology to small businesses, they are often overwhelmed with requests. Therefore, it is important to approach funders and donors who are already supporting your mission and to use your plan to demonstrate your goals.

There is no doubt that technology is essential to any small business and growth is hinged on how the company can acquire and utilize technology effectively. The above information is a great start in moving towards the development of a technology plan in your business if you do not already have one.

Featured photo credit: Pexels.com via static.pexels.com

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Last Updated on July 13, 2020

How Not to Feel Overwhelmed at Work & Take Control of Your Day

How Not to Feel Overwhelmed at Work & Take Control of Your Day

Overwhelm is a pernicious state largely caused by the ever-increasing demands on our time and the distractions that exist all around us. It creeps up on us and can, in its extreme form, leave us feeling anxious, stressed and exhausted.

If you’re feeling overwhelmed at work, here are 6 strategies you can follow that will reduce the feeling of overwhelm; leaving you calmer, in control and a lot less stressed.

1. Write Everything down to Offload Your Mind

The first thing you can do when you begin to feel overwhelmed is to write everything down that is on your mind.

Often people just write down all the things they think they have to do. This does help, but a more effective way to reduce overwhelm is to also write down everything that’s on your mind.

For example, you may have had an argument with your colleague or a loved one. If it’s on your mind write it down. A good way to do this is to draw a line down the middle of the page and title one section “things to do” and the other “what’s on my mind”.

The act of writing all this down and getting it out of your head will begin the process of removing your feeling of overwhelm. Writing things down can really change your life.

2. Decide How Long It Will Take to Complete Your To-Dos

Once you have ‘emptied your head,’ go through your list and estimate how long it will take to complete each to-do.

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As you go through your list, you will find quite a few to-dos will only take you five or ten minutes. Others will take longer, often up to several hours.

Do not worry about that at this stage. Just focus on estimating how long you will need to complete each task to the best of your ability. Here’s How to Cultivate a More Meaningful To Do List.

3. Take Advantage of Parkinson’s Law

Now here’s a little trick I learned a long time ago. Parkinson’s Law states that work will fill the time you have available to complete it, and us humans are terrible at estimating how long something will take:((Odhable: Genesis of Parkinson’s Law))

    This is why many people are always late. They think it will only take them thirty minutes to drive across town when previous experience has taught them it usually takes forty-five minutes to do so because traffic is often bad but they stick to the belief it will only take thirty minutes. It’s more wishful thinking than good judgment.

    We can use Parkinson’s Law to our advantage. If you have estimated that to write five emails that desperately need a reply to be ninety minutes, then reduce it down to one hour. Likewise, if you have estimated it will take you three hours to prepare your upcoming presentation, reduce it down to two hours.

    Reducing the time you estimate something will take gives you two advantages. The first is you get your work done quicker, obviously. The second is you put yourself under a little time pressure and in doing so you reduce the likelihood you will be distracted or allow yourself to procrastinate.

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    When we overestimate how long something will take, subconsciously our brains know we have plenty of time and so it plays tricks on us and we end up checking reviews of the Apple Watch 4 or allow our colleagues to interrupt us with the latest office gossip.

    Applying a little time pressure prevents this from happening and we get more focused and more work done.

    4. Use the Power of Your Calendar

    Once you have your time estimates done, open up your calendar and schedule your to-dos. Go through your to-dos and schedule time on your calendar for doing those tasks. Group tasks up into similar tasks.

    For emails that need attention on your to-do list, schedule time on your calendar to deal with all your emails at once. Likewise, if you have a report to write or a presentation to prepare, add these to your calendar using your estimated time as a guide for how long each will take.

    Seeing these items on your calendar eases your mind because you know you have allocated time to get them done and you no longer feel you have no time. Grouping similar tasks together keeps you in a focused state longer and it’s amazing how much work you get done when you do this.

    5. Make Decisions

    For those things you wrote down that are on your mind but are not tasks, make a decision about what you will do with each one. These things are on your mind because you have not made a decision about them.

    If you have an issue with a colleague, a friend or a loved one, take a little time to think about what would be the best way to resolve the problem. More often than not just talking with the person involved will clear the air and resolve the problem.

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    If it is a more serious issue, then decide how best to deal with it. Talk to your boss, a colleague and get advice.

    Whatever you do, do not allow it to fester. Ignoring the problem will not make it go away. You need to make a decision to deal with it and the sooner you do so the sooner the problem will be resolved. (You can take a look at this guide on How To Make Good Decisions All The Time.)

    I remember long ago, when I was in my early twenties and had gone mad with my newly acquired credit cards. I discovered I didn’t have the money to pay my monthly bills. I worried about it for days, got stressed and really didn’t know what to do. Eventually, I told a good friend of mine of the problem. He suggested I called the credit card company to explain my problem. The next day, I plucked up the courage to call the company, explained my problem and the wonderful person the other end listened and then suggested I paid a smaller amount for a couple of months.

    This one phone call took no more than ten minutes to make, yet it solved my problem and took away a lot of the stress I was feeling at the time. I learned two very valuable lessons from that experience:

    The first, don’t go mad with newly acquired credit cards! And the second, there’s always a solution to every problem if you just talk to the right person.

    6. Take Some Form of Action

    Because overwhelm is something that creeps up on us, once we feel overwhelmed (and stressed as the two often go together), the key is to take some form of action.

    The act of writing everything down that is bothering you and causing you to feel overwhelmed is a great place to start. Being able to see what it is that is bothering you in a list form, no matter how long that list is, eases the mind. You have externalized it.

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    It also means rather than these worries floating around in a jumbled mess inside your head, they are now visible and you can make decisions easier about what to do about them. Often it could be asking a colleague for a little help, or it could be you see you need to allocate some focused time to get the work done. The important thing is you make a decision on what to do next.

    Overwhelm is not always caused by a feeling of having a lack of time or too much work, it can also be caused by avoiding a decision about what to do next.

    The Bottom Line

    Make a decision, even if it is to just talk to someone about what to do next. Making a decision about how you will resolve something on its own will reduce your feelings of overwhelm and start you down the path to a resolution one way or another.

    When you follow these strategies to can say goodbye to your overwhelm and gain much more control over your day.

    More Tips for Reducing Work Stress

    Featured photo credit: Andrei Lazarev via unsplash.com

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