Most of us may consider a two-year old phone as ancient technology, and often smart phone owners upgrade their devices every few years. But, what about the technology your agency uses … how often do you consider updating that technology?
As technology ages, the risk for technical failure increases, and replacing failed technology and data loss can take a lot of time and money. However, if you conduct regular audits of the technology your agency uses, you can identify potential issues and put a plan and budget in place to address them, says Becky Schroeder, vice president of marketing at Insurance Technologies Corporation (
ITC).
“You get to be proactive instead of reactive, which can mitigate risk and save you time, money and headache,” she says. “There are three goals to a technology audit. First, to understand the status and age of your current technology; second, to identify how you can improve your use of technology, and finally, to determine where you need to go with your technology.”
While an IT manager or consulting firm can help with a technology audit, Schroeder lists five steps that any agency owner can take in evaluating technology:
1. Make a list of all the technology anyone in your office uses. This includes: computers, phone, software, scanners, routers, printers, backups and more.
2. Take note of each device or system’s specifications, such as manufacturer and serial number (if applicable), last update or patch applied, current version running, etc. Also, write down when you purchased the device or system. “For hardware, you want to have an idea of how old the technology is so you can work out a replacement plan and budget,” says Schroeder.
3. Take a look at your security, and how certain procedures and items can help strengthen your agency.
4. Always backup procedures, and test your backup.
5. Lastly, look at how you are using your technology, and ask yourself, are you using that technology fully and does it fit into your workflow? Also, ensure that you are using the right insurance agency software for your business – a critical question to ask according to Schroeder.
“You need to know what you have and how you could use it better,” she says.
“Be proactive by doing an audit of your technology. And don’t just do it once. Do it on a regular schedule like once a year,” Schroeder says. “It will help you in the long run. You’ll save time and money by being able to replace technology before it fails.”
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