Fall is here.
The leaves are changing colour and falling, the kids have been back to school for a while, and it’s now time to prepare for the coming cold months (both physically and mentally). It’s also a good moment to do some serious cleanup: There are leaves to rake and summer toys to (finally) put away. It’d be good to also clean things up at work as well. Personally, fall is when I tend to clear out paperwork and think of ways to be more efficient. This second part also extends to doing proper cleanup of your IT and telecom inventory to reduce your expenses!
Read on for the most important steps in an IT and telecom inventory cleanup!
There are many ways to reduce costs:
1. Learn about what you have in your inventory
Before doing anything, you need to be aware of the assets over which you have control. Until you know how much you actually need to track, not much can be done to eliminate inefficiencies. It is therefore important to put in place a tool to monitor your assets because they are always changing to suit employees’ fluctuating needs. And if you already have a system in place, make sure that your staff (especially the newer ones) know how to use it.
2. Ensure that costs are optimized for each employee
IT and Telecom assets have a wide variety of costs associated to them for each employee within your company. Therefore it is important to track what every worker uses and obtain a coverage plan that best suits each person’s needs. For mobile devices, some workers require extra data, others require unlimited talk and text and some may need data roaming. Either way, you do not want to be paying too much for an employee who does not use a service and of course, you don’t want them to exceed what is outlined in their plan.
3. Look for services that are not being used
You should be aware that there may be unused services for which you are paying. Often, many employees will receive more services than they need. They may even be unaware of services associated to their name; because of this, they will not do anything about it. Unutilised services are an obvious waste of one’s IT budget that can and should be allocated elsewhere!
4. Uncover unwarranted employee purchases
Some employees may be acquiring plans and applications without the authority to do so, resulting in rising costs. It’s not all in bad faith, however; you should be aware that some of individuals do this by accident, and a simple discussion with your service provider could lead to a stop in the charges.
5. Encourage accountability among employees
Another factor that you should encourage is accountability. Employees should be made aware of how much they are spending and what they are using. By creating a culture of IT cost transparency, everyone working in your business will know how much of the budget they are using. This will add an additional layer of visibility meaning that more people will be trying to work towards lowering their costs. It becomes an employee’s responsibility to report any discrepancies and this will ultimately save you time and money.
6. Work on a method of catching costs before they happen
Instead of waiting for costs to be incurred, try and catch them before they happen. Prevention always saves you effort in the long run, and even in the short-term! After all, resources can be allocated elsewhere within your business immediately after being identified. There are many ways to catch unnecessary expenditures early and often. One good approach is to set up an environment where employees can modify their plans prior to vacations to account for roaming charges. Other methods include software to notify you of any errors or discrepancies found within your system. A pre-emptive, proactive approach may be easier said than done, but when it is working and put into action, savings can add up fast.
7. Save yourself more than just money, save yourself time by automating processes
Automation is the key to being more efficient. Set up workflows to automate processes for you. This will enable you complete more work with less human intervention.
- Know what assets you possess
- Get usage plans that work best for every employee
- Be aware that some employees are not using services that are being paid for and do something to reduce these costs
- Catch unauthorized employee purchases
- Encourage accountability so that employees work towards cleaning up the assets under their name on their own
- Develop a method for catching costs before they are incurred
- Automate processes to improve efficiency
Although these points show the path to increasing value, implementing these steps is next to impossible for even the best IT manager if he doesn’t have the right solution to bring about these changes. It is for this reason that we developed the Cimpl solution!
Our Cimpl software allows you to control your IT and Telecom assets more efficiently in your workplace. It also empowers you to develop a culture of IT cost transparency – this will get everyone in your business thinking about just how much they are spending. Cimpl Mobile will make this even easier because it permits true R-TEM - real-time telecom expense management! If this sounds like something that would make your life easier, contact us at Cimpl! As Canada’s leader in IT and telecom expense management we have been helping companies to gain greater visibility over all their IT and telecom assets for more than a decade now. we’ll help you clean up your IT and telecom inventory, quickly and painlessly!
By: Scott Oliel