Category: IT Systems Upgrade

How to Manage Technology when Onboarding New Hires

Onboarding New Hires - Re-evaluate Small Business IT Needs

If you’re a growing small business, you know all about hiring and onboarding new employees. You also know that onboarding new employees requires a significant time investment. First, it takes hours to search, locate and vet the right candidates, conduct interviews, and finally to acclimate and then train your new employee. Throughout this onboarding process your focus is almost entirely on the new employee, and rightly so.  However, small business owners often forget to consider onboarding from a technology perspective, aside from the urgent or haphazardly setting up of a new email address.

Onboarding new employees during a time of growth is an excellent time to evaluate your technology, especially your business computers, network, and phone system.

There are opportunities to maximize the success of your new hires, even before they start. We understand your life as a business owner; you’re just trying to keep up with the day-to-day. But if you fail to take a look at how your business growth impacts your technology and vice versa now, as your customer base keeps growing, down the road, you’ll wish you had.

Before you start hiring:

Consider how fast your business is growing. How many employees do you think you’ll need to hire? One? Ten? If you know that you’ll be adding more employees over the next few months or year, now is the time to consider what changes will need to be made.

Moving & Growth are the TOP Two Reasons to evaluate your Small Business IT Services Provider.

As you consider how many employees you need to add over the next several months, look at each facet of your technology infrastructure. You can refer to our house diagram and check out each level.

Can your day-to-day communications platforms handle added traffic?

Can your current phone system handle an addition? Will your employee be working from home or at the office at an extension? Do they need the ability to forward phone calls to a personal device? Along with your business phone system, what about email? This is one of the most basic requirements for a new employee; they need an email address. But can your email system handle a new account? What kind of volume do you expect for this employee? Does your email solution offer built-in shared calendar functions, synchronization between email devices, or other modern communication needs?

Is your Network up to the job?

Information travels. Where are you keeping it? In the cloud? Local servers? What’s your plan to get your new employee(s) hooked up to the network?

Devices & Hardware

Is your employee going to be using a desktop or a laptop? Who is setting that up for them? Don’t forget that device use is a part of data protection and security. Have a plan in place to discuss what can or cannot be done on personal devices like cell phones and laptops and ensure that all devices employees use to access your data are properly protected against malware threats.


Part of that device discussion is mobility. If you expect your employee to do work like check email and access company information outside of the office, you’ll need to make a way for them to accomplish that work, securely and conveniently.


Make sure you have a data backup system in place from the very beginning of an employee’s time with you. So many business owners fail to consider this, and employees don’t know where to store information unless they’re told. Unless you want everything housed in an email platform or on a desktop where it can easily be lost or worse, stolen, take the time now to decide what your data storage plan is and communicate it to your employees.

If you’ve got questions about onboarding new employees and technology, we have answers. We meet with business owners in Dallas all the time whose only regret is that they didn’t find us sooner. Don’t waste your valuable time dealing with technology issues that hamper your productivity and stunt your growth. Let us help you build out a plan that allows your growing business and its corresponding technology to scale as you do. Technology should be adapted to fit your needs, not the other way around.

Avoid Downtime in Small Business Operations

What would downtime cost me?

Taking time out of regular business operations to evaluate your technology may seem like a waste of time, but do you really know how much it would cost your business if you experienced a loss in connectivity, your phone system went down, or a computer crashed? Let us caution you: don’t wait for something horrible to happen. Know what the potential cost of downtime is, and take appropriate preventive measures before it’s too late.

Recently a client contacted XPERTEK because their business internet connection was down. Some quick triage determined this outage caused their phone service and computers/systems to be non-functional for the entire location. Thankfully the XPERTEK team was able to provide a “fast fix” which restored their service within 15 minutes. While we are glad this was the case, the situation could have been much worse when we consider the associated costs.

What is the real cost of downtime due to old equipment or system failures?

In this example our customer books nearly $400,000 in orders per day. Wow! Even more important, this customer is completely dependent upon two customer interfacing systems functioning to complete this order volume. Assuming this customer takes orders during an 8 hour span each workday, we can simply calculate that each hour of system uptime is worth an average of $50,000 to the business.

After completing the necessary work to salvage this customer situation XPERTEK launched into a comprehensive analysis and made several recommendations to the customer that would improve system redundancy.  Net cost: $18,000.

Based on the formula above, it takes only 0.36 hours of productivity loss prevention to justify the $18,000 investment. Obviously this was not a difficult decision to make. The customer immediately decided to build redundancy into the system, eliminating any future threats of downtime.

Consider the cost of downtime associated with outdated equipment. An unreliable phone system that goes down frequently could prevent you from receiving calls from customers or making outbound sales calls. How secure is your data and what would the impact be if you lost it? Would your business even be able to recover?

Don’t wait for a crisis to justify your actions! Calculate the cost of your downtime today and take action. In most cases the investment is quickly justified. “It is much smarter to know it on paper now and prevent downtime instead of “feeling the pain” of a crisis later,” Perry Brulotte, XPERTEK IT. 

Not sure where to start? Schedule your small business technology evaluation with XPERTEK today.

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