Workspace Report - On the Edge

On the Edge

The latest technology can raise office productivity

By Don Weiner

If that was true in early 2005, modern technology has emerged as an even greater factor today — especially when it comes to office hardware. And the good news for business owners is their employees can do more because equipment and networks can do more.

Smart phones and laptops keep workers connected to the workplace whether they’re at home or on the go. Video conferencing makes it possible to attend a meeting or training session without ever leaving a cubicle. Multifunctional machines handle a wide range of document-processing functions and tie in seamlessly with office networks. Digital projectors facilitate more effective sales presentations.

Even better, it doesn’t take too many tools to properly outfit a new hire.

“A laptop and a smart phone are the first two things that somebody gets when they come into our office,” says Craig Ward, senior account manager and technology specialist for Able Information Technologies Inc. in Chandler.

Of course, he’s referring mostly to those who need to go out in the field. But Ward has found an important benefit that applies to his specific case.

“The most helpful thing that we use on a regular basis is some sort of total communication where I can actually work from home and be able to be on our network at our office and get the same work done … as I would in my office,” he says. “So telecommuting really seems to be where everybody’s going. It’s not something that’s new, but it’s something that is getting much, much better.”

Another trend Ward has noticed is the growing popularity of wireless connectivity, which allows equipment to be placed just about anywhere in an office.

Ryan Macias, director of marketing for newly renamed Hughes-Calihan Konica Minolta Inc., a regional office technology and managed information technology services provider headquartered in Phoenix, takes the wireless advantage even further.

He says a number of today’s office machines have Bluetooth built in. Workers can walk up to a multifunctional machine with a Bluetooth-enabled phone or PDA and transmit information directly to it.

Combination printers, scanners, copiers and fax machines aren’t the only multitaskers in the office. Computers with the right software and hardware are capable of eliminating the need for any number of tools. Ward points to softphone applications as an example. If your company uses Voice over Internet Protocol, or VoIP, technology, it’s possible to plug a headset into a computer and jettison the phone sitting next to it.

So what are the latest trends in computer hardware?

Paul Davidson, owner of Tucson PC Tech, sees a move toward laptop computers. It may not be the best option for everyone, especially those who don’t want certain files leaving their office, but people seem to like the portability and the ability of employees to take work home.

Tablet PCs are also growing in popularity, especially for medical professionals.

“They can walk around and use it like it’s a clipboard, and take their notes and chart things out,” Davidson says. “And then that stuff is automatically transferred into their server with that client’s medical record and information.”

Davidson says it’s not critical to load up a business computer with a lot of extras. It’s more important to invest in more memory at the time of purchase. Webcams and portable storage devices may also prove valuable.

“I follow the KISS principle — keep it simple, stupid,” he says.

When it comes to simplicity, few pieces of office equipment can match modern document-processing hardware. But finding the right solution for your office probably requires professional help.

Macias is a big proponent of the multifunctional solution, especially since it’s customizable, can be integrated with your particular business network environment and is capable of performing different functions that operate independent of each other. In fact, machines such as those in Konica Minolta’s bizhub line offer large color LCD screens and user interfaces that are as simple as possible to access. Still, your particular situation may dictate another approach.

“We understand the technology, we’ve been doing this for a long time,” says Macias, whose company has been servicing the business community since 1918. “So when we sit down with a client, we truly try to do an analysis with them — a needs analysis — and understand what they’re trying to accomplish, what their environment is (and) what their plans for growth are.”