Ask the Experts: Avoid Wasting Money on Technology

Question: How can I avoid paying double for everyday technology and programs that I need for work?

Every day we are bombarded with new products, new apps, systems and the latest must have, but did you utilise what you've have already purchased?  The app that was purchased last year has had updates but you stopped using it because something better had come along, or so you thought.

Have you also thought about what you are paying for in duplicate nowadays?

Cloud storage is a prime example. When I started my Virtual Assistant business 3 years ago it was Dropbox that was the answer to sharing files online, and when I filled up my free quota I purchased more space; only to find that if I ticked a few boxes and sat through some mind numbingly boring videos I would get more space for free!

Then I needed a new computer and had to sign up for Microsoft 365 so that I could get Excel, Outlook, Word etc. (the core tools of my job) and with that I now get cloud space which I can share with other users so that we can work on the same files.

My bank is also now giving me Cloud Space to file important documents and photos.  I use Google for my business emails and that entitles me to Free Cloud Space. With all the Free Cloud Space that I have been given I could probably store the National Record Centre! Ok... so that's a bit of an exaggeration, but you get my meaning.

How did I tackle this problem? Firstly I ensured that my information was safe, secure and only available to me.  If I link a file to a client or supplier I need to know that it is not going to give a link out that is available to all to see. Then I sorted all my files into a logical system and use certain cloud systems with different folders, for instance - all my archived files are on one drive, my in-house files are with another and folders I share with clients are with another.  It’s easy to manage, I can access them from any device but also stay within each of the limits that the storage facility allows me.  Therefore saving me money.

Emails are another great example.  When I started my admin career I was working for Intel and was lucky enough to be using a newly released Windows package and as such have always used Outlook as my email manager of choice.  Many of us have used Outlook for just receiving and sending emails, never expanding outside of that capability. 

But the calendar options within Outlook are brilliant; you can use Word and Outlook together to send mass emails; by utilising the contact tab correctly you can store all the details of your suppliers, customers, potential clients separating them by different groups, colours and more.  Instead we purchase apps and pay for other email clients to do the job that with a bit of time to learn the ropes we could do quicker, easier and have all our information in one place, rather than trying to update multiple lists and trying to remember numerous logins and passwords. 

Here at Diamond PA Services we often get phone calls from clients asking for our help on Office products.  How do they set up 'out of office', different short cuts and the best one is always “I know I should be able to do this easier”.  All the Office products are (in my opinion) easy to use and people are now paying for them on a monthly/annual basis and so should utilise them to their fullest and stop paying for duplicate applications.  Take half an hour a week and learn something new by watching a couple of videos or attend some workshops.  We’re running ‘An Organised Outlook’ course to show people how to get the most out of Microsoft Outlook.