Spring Clean Your Business

It's spring! Time to shake out the cobwebs and take a cold, hard look at all the stuff we've accumulated over the winter. In last month's issue, we showed you how to use technology to get your message out. This month, we discuss how to get out the dirt, outdated ideas and other debris that’s built up in your business.

Out of Sight, Not Out of Dust

Congratulations. You have decided to give the location of your business a thorough cleaning. Your clients will notice a new shine, your staff's morale will get a boost and your business machines' efficiency and longevity will improve.

 

You were planning to clean your business machines, weren't you? Dust is the enemy of any machine that contains heat-producing components. Use a paper towel or a soft cloth with a little isopropyl alcohol to get rid of surface grime. Avoid alkaline solutions or abrasives that can damage plastics. Of course, never pour cleaning fluids into any electronic device. Screens should be cleaned with a lint-free cloth. A compressed air can is essential for getting those hard-to-reach places.

 

Don't forget to check the electronic cables. Make sure they are not frayed and have become a fire or safety hazard. Are they an eyesore or a trip-and-fall risk? Invest in some cheap Velcro, twist ties and cable covers and get those wires out of the way.

 

Spring is not just a time for cleaning but also throwing out junk. Get rid of those obsolete printers, FAX machines, PBX systems and that clunky keyboard that’s been lying around for a year or two.

 

You may be reluctant to throw out old electronic hardware. You've replaced it and you know it's doing you no good just sitting there. However, after the thousands of dollars and hundreds of hours you've invested, you hate to get rid of it.

 

PBX systems and FAX machines are not the dolls or comics of you childhood that your mother made you throw out, but would be valuable now if you still had them. Old FAX machines will never be collectables.

 

Figure out how you are going to dispose your obsolete electronic hardware. It will be good practice for getting rid of your current equipment when it becomes out of date.

 

 

 

1. Throw Out, Recycle or Donate

   You've resolved to dispose of that outdated FAX machine, printer or PBX system that's taking up room and gathering dust. Getting rid of it may not be as simple as you think.

    

   Putting electronic waste in the garbage (if it even fits) is not an option. Virtually all municipalities severely restrict the disposal of "Waste Electrical and Electronic Equipment (WEEE)." In an increasingly resource conscious world, many government entities want all WEEE to be processed for secondary raw materials. An even greater concern is that WEEE is a major source of toxins and carcinogens. One estimate is that electronic garbage represents 2 percent of American landfills, but makes up as much 70 percent of overall toxic waste. Poisonous components from WEEE, such as mercury, lead, cadmium and PCBs, can leak into the air, land and water.

    

   Some communities offer special pick-up days for electronic waste. Virtually all have designated waste stations for disposing of WEEE. When you drop off your electronic hardware, don’t forget your checkbook; many WEE stations charge a fee.

    

   Besides the local WEE station, you have a few other options. Check your local business pages for private recycling companies offering to buy or pick-up WEEE for free. Some enterprising individuals try to sell their outmoded electronic hardware in the classifieds or maybe donate them to charity. They reason that just because their business doesn’t need this electronic junk anymore, that doesn'’t mean nobody wants it. 

    

   Actually, it does. While there has been some success with circulating old computers, other electronic items are much less in demand. With the growth of virtual office systems, small businesses find it much more practical and economical to take their electronic needs online. Even some cash-strapped charities are reluctant to take outmoded technology.

    

   If you want to sell or donate your old electronic hardware, give it a shot. However, don't be surprised when you end up driving it down to the recycling company or the WEEE station.

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3. No Hardware, No Dirt, No Problem

   The best way to keep a business system clean is to put it online. The Internet may be many things, but it's not dusty.

    

   One thought that occurs to every individual as they clean their machines and haul off toxic electronic waste to specially designated refuge stations is "How can I make this easier?"

    

   Entrepreneurs are discovering that virtual office solutions do more than save them money on the initial hardware investment. Online technology is cheaper and much less hassle to upgrade than their physical counterparts. Virtual office systems are accessible anywhere there is an Internet connection and there’s no obsolete hardware to throw away every few years.

    

   FreedomVOICE offers several practical online solutions. One is FaxFreedom, which sends, stores and receives Faxes online. Many firms save money on paper and ink by doing away with their Fax machines altogether. Traveling businessmen appreciate the ability of Faxing important documents from their laptop in a hotel room.

    

   Another online system is FreedomIQ, a hosted VoIP PBX solution that reduces businesses' needs for maintenance, and delivers expanded capabilities over traditional technology. Unlike hardwired PBX systems, FreedomIQ will forward calls to cell or home phones. Employees at different locations are integrated into a single communication system; a customer may be transferred from one extension to another and never know that they are talking to people in different states.

    

   One tremendous advantage of virtual office systems is the flexibility they give the business owner. As he modifies his business to match an ever-shifting marketplace, he doesn’t have to worry about installing or removing new equipment. He can add and eliminate capabilities with the click of a button.

    

   Of course, less equipment means less to clean. Technological advances offer opportunities that we could not have foreseen. While we may not be using jet packs to commute to work, at least we are doing less dusting.

    

All the best,

Eric Thomas

Founder & CEO

FreedomVOICE Systems