Common Technical Problems That Can Affect Your Business
Technical Problems are among the top issues that businesses face, this List of Common Technical Problems can help you prevent a total shutdown.
Running a business is a challenging endeavor. You really need to keep all the things in check in order for your operations to go as smoothly as possible – from major issues such as market events and dealing with current and potential customers, to seemingly trivial things like network cables and printer ink cartridges. Just a minor printer setback can delay the signing of that important contract that was supposed to close the deal, not to mention what would happen if your WiFi router stopped working.
So, in order to be best prepared for unexpected glitches in the office, here’s a list of some of the most common technical problems that just might sneak up on you.
1. Network problems
Since companies started connecting their computers and other appliances onto one network, it should be the first thing you check when something is not working. More often than not, the cause of the issue is human error and lack of knowledge, but sometimes the equipment can be faulty too. All WiFi and Ethernet routers and switches are usually quite durable and can perform without problems for years. However, they can become victims of power surges so it would be good to have spares ready. LAN cables are another common suspect when it comes to a loss of network connection. If they are laid down on the floor or even tucked in alongside the walls, they are exposed to physical damage from office workers who roll their office chairs over them or simply step on them repeatedly, thus causing damage over time. If a quick reset (more often described as plugging it out and in again) doesn’t do the trick, it’s time for a cable change.
Source: Jordan Harrison
2. Printer problems
Even in today’s hi-end, cloud-based offices not all things are digital and we still use a lot of printed materials. This makes the printer, especially the shared one that is used by a large number of employees, a very important piece of equipment. Since it is almost constantly in use, with numerous people connected to it, it is just logical that it can develop certain issues during its working hours. The most frequent printing issues are paper jams usually caused by improper loading of the printing paper and ink depletion. Poor-quality printing of text and pictures indicate that it’s time to replace the ink cartridge. The aforementioned multi-user access can result in several printing tasks at the same time, an outcome that could lead to slow printing times (or cueing problems) and a long wait for the hard copy of your document. Furthermore, if there is a network issue, it can result in no printing at all.
3. Data security and backup
Having access to the internet and probably using cloud-based office software can leave you vulnerable to malware, ransomware and all other types of harmful programs designed to hack into your database. They will steal, corrupt, destroy or encrypt your data in order to demand a ransom. Having firewalls and up to date virus protection is a necessary security measure to guarantee the safety of your business secrets, contacts, and projects. Network security must keep up with new threats by constantly updating protective measures. Human error makes the loss of data possible even without outside interference. Information can be deleted by accident and lost forever. To prevent this from happening, database backups must be made frequently. One of the solutions would be to use cloud-based office software. The biggest cloud computing providers offer top-level security with large amounts of storage space and excellent data recovery.
4. Power protection
Power supply protection is another crucial factor necessary to keep your business running smoothly. This is particularly important for data-oriented operations where these issues, in combination with the lack of backup policy, can cause permanent loss of important information. This can be resolved by having Uninterruptible Power Supplies (UPSs) whose sole purpose is to keep the equipment working during a power outage.
However, just having the UPS is not enough because it needs regular maintenance and on-time battery replacement to keep it in optimal working condition. Power surges are less frequent but equally important as power outages and even a little more dangerous. A power cut can just shut down your computer but a surge can destroy internal components. Most of the office equipment has its own surge protection but it is always a good idea to double up on safety, especially if you have expensive computers and machines.
5. Automatic payments and calendar crossovers
Good organization is crucial to the success of every company. Scheduling is the cornerstone of that process. A large number of businesses use periodical online payment for cloud solutions, software licenses, online advertising, and similar services. This usually involves the use of credit cards from which funds are automatically removed every month or so, and transferred to the providers.
The problem occurs when there isn’t enough money in the account or if the card itself has expired. It is difficult enough keeping in mind all the bills that need to be paid without remembering those expiration dates. The solution is to mark all those events in a calendar and set timely reminders for all of them. A good calendar organization will also help with calendar crossover problems.
By regularly consulting your timetable you will minimize the possibility of scheduling two or more meetings to the same time slot. If someone else is also scheduling your meetings it would be best if you share your calendar with that person so that they would have the relevant information concerning your availability.
Unfortunately, nothing lasts forever and all your equipment comes with a limited warranty and technical problems are to be expected. But if you are aware of these common technical problems, you’ll know what to expect and organize accordingly by scheduling servicing or replacements or just designating a person to deal with the less technical issues like restocking the printer’s paper tray and similar tasks. A bit of strategy goes a long way and when properly implemented it can be the cornerstone of a thriving and successful business.