More output – less frustration

Improved business productivity is all about the hardware, the software and the ‘chairware’. Donovan Jackson goes in search of some leading-edge solutions.

For a small business owner, productivity is everything. Getting the most out of the working day means precious time freed up for all the other demands of modern life, so making use of the pretty amazing tools available today just makes good sense. It also means the ability to better serve your customers and, arguably, take care of more customers equally well.

In this feature, we look at productivity from three different perspectives: computer hardware, because there’re some really cool devices available today; software, because, as Arthur C Clarke noted, any sufficiently advanced technology is indistinguishable from magic; and, because even in this wonderfully virtual world you still need to physically be somewhere in order to work, we also look at ergonomics – perhaps one of the most routinely ignored aspects of small business productivity.

Before setting off on the inevitable discussion of cloud computing, let’s start by remembering that no matter how much of your business you entrust to offsite services, you still need a device to access itall on.

Today’s computer hardware is mature and that means you get a lot of ‘bang for your buck’, with the possible exception of Apple devices. More on that later.

The mobility shift
“Mobility is a massive shift that has taken place over a relatively short period of time – it wasn’t that long ago when the biggest productivity tool you could find on a mobile device was email,” says Shay Lambert, Cloud Service Line Manager at Soltius. “Now, less than a decade since the release of the first iPhone, it’s a ‘given’ that you can access and use all of your core business systems on a phone or tablet, enabling you to work from anywhere, at any time.”

In the Windows and Android worlds, a high degree of competition between many manufacturers has delivered plenty of choice with some pressure on mid and lower end devices. The emergence of the ‘phablet’, or ‘plus-sized’ smartphone has all but eliminated the need for a dedicated tablet/phone combination. Pioneered by Samsung, the phablet today has screen sizes of up to seven inches. Even that monster, a Huawei P8 Max, won’t earn any strange glances when you put it to your ear (unlike the original phablet, Samsung’s Galaxy Note One), so widely accepted are they today.

Bill Bennett, journalist and reviewer, points out that phone productivity is tricky to measure. “But the more work you can do without needing to find a desk and a computer, the better. Bigger screens are a huge help here. Getting the right apps is also a key to productivity. Don’t be afraid to spend money on productivity apps and services, the price will be pay for itself in days,” is his advice.

As a result, we’re picking the phablet as a top enabler for productivity, because it combines all the advantages of a smartphone with those of a tablet, it is more portable and, with the growing availability of ‘office productivity’ applications, it allows access and editing of almost any information you need to consume to get work done better. Add to that cameras approaching the quality of standalone devices, enabling easy video communication, and the availability of a mind-boggling array of apps – it all makes the phablet a productivity powerhouse. However, notes Bennett, “Premium Android phones are expensive; you can pay NZ$1500 and it’s not always clear what you get for the extra money. There’s a sweet spot at around $600 to $900 where you can get most of the high-end functionality for a much lower price.”

Convertibles come of age
Where notebooks are concerned, one of the major recent developments isn’t the emergence of ‘laptop/tablet’ hybrids. These have been available for a while. Instead, it is the emergence of a better operating system which is driving the utility of products like Lenovo’s Yoga and/or the Asus Transformer. While Windows 8 broke the ice, it wasn’t a great solution for either a laptop or a tablet, instead an uncomfortable compromise for both. But it set the direction and with Microsoft’s excellent Windows 10, the vision (and utility) of the 2-in-1 is fully realised.

As a result, we’re confident in recommending such devices as a handy productivity enhancer, delivering the advantages of portability and ease of use associated with a tablet, and the grunt and flexibility associated with a laptop.

Staying with Microsoft, it has made added leaps with the latest iteration of its Surface device, the latest being the Pro 3. Again, maturity of the Windows 10 operating system has seriously advanced the device’s utility, while, being in its third iteration, the hardware too is well-settled. With a separating ‘tablet’ section, the Surface truly delivers the best of both worlds.

As for servers (and storage devices), prepare yourself for a short sentence: they aren’t necessary any more (broadly speaking). Remember, a ‘server’ actually refers to a software environment; these are best put into the cloud to avoid all the management and other overheads associated with looking after a physical device.

A special mention of Apple here. Responsible for popularising tablets and smartphones, Apple devices command a premium, whether laptop, smartphone or iPad. However, particularly when used together, Apple products deliver a consistently excellent user experience underpinning personal productivity– and that continues to fuel the company’s growth and reputation. Apple, too, has entered the fray with a phablet; its iPhone 6 Plus offers a 5.5 inch screen and is priced from $1200.

The magic of the cloud
It’s really in the software that the magic happens. Thanks to cloud computing and the emergence of the concept of subscription-based billing models, a vast array of truly remarkable productivity solutions is now at the fingertips of all small business owners.

Ross Hawkins, director at Ignition Development, says that while specific productivity benefits will vary from person to person and application to application, there is also a general benefit. “The cloud increases availability and access to anywhere with an Internet location and a compatible device. In a nutshell, being able to access your stuff anywhere is a big productivity boost no matter what business you’re in.”

And Soltius’ Lambert says mobility works hand-in-hand with the cloud. “This has enabled businesses to scale up more quickly, without adding a huge amount of IT infrastructure. Cloud-based Software as a Service [SaaS] – which can be defined as applications delivered via a web browser directly by the software vendor and consumed on demand – has increased productivity by allowing people to focus on their business, instead of their IT,” he explains, adding that most SaaS software provides mobile apps out of the box so users can access their live system from mobile devices.

The cloud lets smaller businesses access enterprise software easily and cost effectively.

Whereas traditional on-premise business systems had high up-front costs which included buying servers, implementation, ongoing upgrades and maintenance, SaaS merely requires paying a periodic fee. The software vendor takes responsibility for everything else.

“In this model, the software runs on a global platform. Each customer gets their own instance and can make some modifications to suit their business needs,” Lambert says.
He adds that that while cloud software initially focused on peripheral business processes, in more recent times it has extended to accounting and other business critical operations, including manufacturing and even complete Enterprise Resource Planning (ERP) packages.

But it doesn’t have to be big and fancy to deliver serious benefits: Hawkins describes his top pick for personal productivity as pretty boring. “It’d probably be my email and calendar. I live and die by my inbox, so having this available anywhere is key. On top of that, I use Microsoft OneNote for syncing of notes and lists across all devices wherever I am – a key feature which is made much easier by cloud services.”

Give your office some love
On to ‘chairware’, then. If you’re like a lot of small businesses, office ergonomics is something which happens to other people. However, that could be a costly mistake, says Lizzi Hines, MD at Spaceworks. “Office design does indeed influence productivity, with our own research uncovering that the majority of Kiwi office workers are happier and more productive if they have an inspiring and stimulating workplace.”

However, do small businesses show any enthusiasm for investing in a flash office fit out? Our instincts say ‘no’, and Hines says there’s a long way to go for businesses of all sizes. “There’s a real lack of understanding of the impact a well-designed office can make on productivity and therefore to the bottom line; currently measuring increased or decreased productivity once a refit has been conducted is a little haphazard and probably why Kiwi businesses don’t take it as seriously as they should,” she says, while also making the point that a well-designed office can be drawcard to attract and retain quality staff.

But just exactly what constitutes a well-designed office space? The answer to that depends to some extent on what it is that you are doing, who you employ and where the office is. There are also trends to be aware of, some of which may seem crazy, like the notion of standing at your desk, slouching over a Swiss ball or hot-desking (sharing desks with other employees).

While noting that these and other considerations should be evaluated, Hines also admits to being something of a traditionalist; desks and chairs are probably so prevalent because they do indeed deliver the optimal working experience for the widest number of people.

“I have to admit I’m not a big fan of Swiss balls and as for the kneely chair thing; that was so 15 years ago!” she laughs.

Nevertheless, Hines says standing desks do have their benefits. “However, they shouldn’t be overused. Sit-to-stand desks are great but can look a little ‘mumble jumbled’ if not strategically placed, so depending on your business, we often recommend giving employees the option by having breakaway areas where employees can take their laptop or tablet to a standing desk or table. This also provides variety during the day and everyone knows a change is as good as a holiday,” she says.

Another in-vogue concept is ‘hot-desking’, where individuals share workspaces and simply take any available space. On the face of it, this is problematic. Most people like a personal working space and typically gather their own paraphernalia around themselves.

“There’re advantages to hot-desking as it promotes collaboration, encourages communication and provides diversity. However, our research reveals that it’s not [particularly] popular because office workers like to have their own space, their safe haven,” says Hines.

Probably the best news where ‘chairware’ is concerned is that it doesn’t have to cost a mint to create a more appealing workspace. “There are so many affordable ways to improve productivity. It’s important to include a good combination of focus, quiet and collaboration spaces. Fresh air and natural sunlight consistently rank incredibly high as factors contributing to productivity and a design which supports technology is also critical. There’s no point in having all the bells and whistles, if they can’t be used to their full potential,” Hines concludes.