For some small business, IT procurement can be a challenge. Budgets are tight and figuring out hardware requirements could be daunting. How is it possible to ensure that you get the most out of your computing so your life-cycle isn’t shorter than it needs to be AND you satisfy your employees within reason? One simple key is to address the usage pattern of your employees.

What is the benefit of looking at it this way? 
My eureka story covers this best. I took my car for a routine service and was surprised when the mechanic said I needed new brake pads. They were changed not too long ago and the math wasn’t working out in my head. Skeptical, I ignored his comment. If it wasn’t for the insurance requirements of his company he would have pulled me under the car to see how bad it was for myself. After he told me how many millimeters I had left before I would hear screeching I grudgingly had them changed. Later that week (still doubting my decision) I noticed something while a certain family member was driving the car (Identity withheld to protect my life).  This unidentified individual habitually stopped hard at red lights. AH HA! That was the usage pattern that led to the breaks needing changing earlier than my projected life-cycle. Unfortunately for me I had to fork out the money and reacted to the usage pattern after the fact. It doesn’t need to be that way for IT Procurement. 
For most users they would like a computer to function like their mind. They want to multitask on several different things and they want to do it quickly. Even with most up-to-date system, there is a threshold where it will seem unresponsive because of the multitasking being imposed by the user. So if someone has, say Adobe Photoshop CS3, open with 15 different images, is checking email, listing to a Pandora stream and browsing the web, the usage pattern can change. The goal is to help users understand how they need to think a little differently to maximize their computing productivity. When that message is properly conveyed, the life-cycle will be extended. The trick is to convey that message without inflicting pain.
To avoid any toe to toe confrontations, a simple yet proactive approach can be taken, here are a few options:
  • Every so often, provide employees with reminders and tips on good computing. These can be gathered from the same companies who provide your hardware and software. Sometimes these companies send monthly emails and webinars on useful computing topics. Recycle those in summary to employees in an official company message.
  • Provide a checklist of monthly maintenance tasks to perform (folder organization, file clean up, desktop cleanup, etc)
  • Establish a system to share tips and tricks among employees (wiki page, whiteboard sessions).