1. Use Open Source and Free Software
When you're trying to keep your business afloat, plunking down lots of cash for off-the-shelf software hurts like getting a cavity filled without Novocain. Thankfully, freeware and low-cost software can be a pleasant surprise in terms of robustness and functionality.
2. Telecommute
Technology costs can easily eat away any budget -- a few software upgrades and new systems here, another IT person to manage your network there -- and before you know it, you've completely eroded your profits.
Whether your business has just two people or two hundred, these tips can help you cut costs, save money and let you focus on what's really important: the bottom line.
3. Hold Online Meetings
Why fly out to see a client when you can hold a meeting in cyberspace? Using free video conferencing software, such as Skype, you need only a Webcam, a PC, and an Internet connection -- saving money not only on travel costs, but on long-distance as well. Skype does drop calls sometimes and can be staticky, so hold a few meetings before you drop your landline completely.
4. Buy Refurbished Hardware
While ripping open a box containing a shiny new computer is an unmatched thrill, saving your business a bundle is a close second. Buying refurbished (nearly new) hardware is a great way to get a deal.
If you have your eye on a specific brand of computer, go to that manufacturer's site to find deals on refurbished systems. But note that each vendor defines refurbished a bit differently. For instance, Dell sells three types of refurbished computers, all of which are tested and restored to factory specs: Certified Refurbished includes laptops and desktops that were returned to Dell and may have minor cosmetic dings or blemishes; Previously Ordered New means a PC that was shipped new, but the customer decided to return the system without so much as booting it; Scratch and Dent products may appear a bit more "worn" on the outside, but still work well and don't contain dings or scratches on the palm rest or screen.
If you're a Mac devotee, Apple sells refurbished products through its online store. But don't expect huge savings--some of the newer products are a mere $200 less than the retail price. However, in some cases, you can save much more. Apple's refurbished products are covered by a one-year warranty, and you can buy an extended warranty as well. Apple's refurbished products are "pre-owned," but Apple's site claims that each item undergoes a "stringent refurbishment process prior to being offered for sale." Some products were returned, while others were brought back due to technical issues. To read the full list of refurbished tests and qualifications, visit Apple's site.
5. Cut Down on Printing Costs
According to GreenBiz.com, you don't have to spend money to be green. You can save on paper costs if you simply photocopy pages on both sides or use outdated letterhead for in-house memos. If your office currently passes out paper memos to employees, try posting the memos instead in a central location (such as a board near the water cooler) where people normally gather and will see it.
Another money-saving tip is to use your printer's draft mode to cut down on ink usage and replace cartridges less often. Draft mode is much faster and uses less ink. When printing e-mail and Web pages, check for a "printer friendly" option.
Color print cartridges typically cost more, so printing in grayscale using only the black cartridge can save money, and you'll replace your color cartridge less often. Most printers offer plenty of settings, so check your printer's software to see what features can save money.
If you rarely print, but your ink runs low anyway, this may be because your printer automatically cleans the print heads. To avoid this, print regularly (at least once a week) to avoid ink buildup.
6. Outsource Work
Many businesses lack a full-time IT professional or have one very overtaxed person managing the network and systems. Or perhaps you have a Web project that needs finishing or a simple press release you'd like to have written, but don't have the staff.
Instead of hiring a headhunter (whose fees may run 10- to 40-percent of a new hire's first-year salary) or a temp agency, use one of many freelance sites that address all sorts of job functions and don't cost a dime. eLance.com is a sort of freelancer marketplace where contractors post résumés, portfolios, references and details about their work. Employers can post jobs or invite freelancers to bid directly. eLance tests freelancers on the site in their given skill areas to certify their skills and lets clients post feedback once jobs are completed.
Guru.com is a similar service that lets you search through an available list of freelancers by category, receive bids, award work, view portfolios, and then pay for work once it's completed. Each professional is reviewed by past employers and ranked according to feedback. The site offers a wide range of job categories--legal, programming, marketing, CAD, photography--and is free for employers.
7. Use Virtualization Software
Virtualization software offers many cost-saving benefits, such as consolidating servers and reducing backup and recovery time. And because you're running fewer servers, you save money on your energy bill.
While the economy may be uncertain, a combination of free software, free services, and a bit of savvy can help any business rein in tech costs.