Four Ways To Turn Your Office Admin Into A Tech Guy

Beyond senior management, there are a few key people every office must have?

1. An office manager or admin who helps run the office and does a variety of tasks to keep the office running. In a small office they do a bit of payroll, a bit of office supply up keep, a bit of marketing support, a bit of scheduling, a bit of everything to support the team.

2. The second person is your local IT consultant (who many refer to as their tech guy). This person ensures that your computers are running well and helps you leverage technology as a strategic asset or tool in your overall business growth.

For small offices, who might not have a dedicated IT consultant or even the budget for any IT consultant, there’s some things you can do to help your office manager ensure your computers are running as smooth as possible. They won’t replace a great IT consultant, but these tips can help them keep things running smoothly for a lot longer.

  • Give them basic training on online technologies. Services such as Grovo can help with this.
  • Encourage them to take face to face training (often free) offered by vendors at a variety of events. For example, Microsoft, Google, Verizon Wireless and many others give free training on how to use their products better. By being better trained they can be a technical asset to you and your team in the latest technologies.
  • Give them time to experiment with technology beyond their day to day responsibilities. For example, if they have a desire to, let them take the lead on creating an online video channel or start the company’s first blog.
  • Give them management and optimization tools to ensure computers are working well. Companies such as Iolo System Mechanic and TuneUp Utilities provide software that businesses can use to ensure the various components of your computer (including memory and hard disk) are operating as optimally as possible, or alert you to problems where you might need to call an IT consultant. In particular TuneUp Utilities recently released a business edition which can be easily rolled out to several computers by an office admin so every in the office can have an optimized computer.
Training, a tech sandbox (to play in) and tech tools can do a lot to ensure your office admin can do more than administrative work but also help with technology as needed.
Some of the biggest problems with computers include a) not enough memory due to too many programs running – solution reduce the number of programs running in the background or add more memory b) not enough hard disk space (same solution as memory) c) viruses/malware .
A bit more on TuneUp as I think tools like this can help mitigate problems with computers.
  • With a single click, TuneUp Economy Mode extends the battery life of notebooks, netbooks and tablet PCs by up to 30 percent compared to Windows 7’s energy-saving mode, as well as reduces desktop PC energy consumption. Employees can decide which resource-hungry devices or background activities they’d like to turn off to preserve power and reduce heat levels, increasing PCs’ and their hardware components’ life spans.
  • TuneUp Program Deactivator allows users to select infrequently used programs to hibernate in order to conserve system resources, freeing up working memory and improving start-up and shutdown times. The feature significantly reduces the impact of installed third-party programs to a minimum by automatically enabling programs employees wish to use and putting the programs back into sleep mode when they are finished.
  • Turbo Mode enables employees to shut down more than 70 background processes that slow down their Windows systems, and focuses all processor and memory power on active applications and programs—with a single click. Disabling these features will generate maximum performance for programs and Windows, and help employees see fewer system interruptions and be more productive while working.
  • TuneUp Shredder is a wiping mechanism capable of completely destroying sensitive files rather than just deleting them using Windows Explorer. By using several algorithms and complying with data and security standards, TuneUp Shredder cleans out traces and temporary files, and renders confidential data, so that it’s unrecoverable. This is especially important before IT staff replace old PCs or hard disks.

These four features alone can help your team be more productive and more secure.

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About Ramon Ray

Ramon Ray, Marketing & Technology Evangelist, Smallbiztechnology.com & Infusionsoft. Full bio at http://www.ramonray.com . Check him out on Google Plus, Twitter or Facebook

  • http://www.creditcardshelplines.com/ Debt Free

    Ok, Ray, thats pretty smart IT advice

    • http://Smallbiztechnology.com Ramon Ray

      It’s a pleasure

  • http://kanguro.fi/ Kostas

    Thanks for tip on Grovo. Didn’t know about it before I read your post. Nice advice too for bootstrapping startups

    • http://Smallbiztechnology.com Ramon Ray

      Grovo is really nice -great list of learning modules