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Top 12 Ways to Minimize Costs When Working With a Computer Consultant
#1 Understand What Services You Are Buying
Before authorizing any services, discuss what the consultant will do and how much it will cost. If you are purchasing more than $300 in services, ask the consultant for a written estimate or fixed price for the project.
#2 Repair vs. Update: Understand the Differences
Ask yourself how much it would cost to just buy new equipment or software instead of servicing the old one. Because of how quickly computer parts are updated, it can be less expensive to buy new hardware or software. Ask your consultant about the maintenance costs for the old product versus the new one and whether the new product would have any features you could use.
#3 Determine What You Need to Do and What the Consultant Should Do
If you are aware of costs when working with a computer consultant, determine which services the consultant will perform and what you can do yourself. For example, if you are adding a new computer to your wireless network, the computer consultant can install the wireless network card and set up proper security for the network. You may be able to save money by installing software and setting up basic services like email.
#4 Ask Your Consultant for Advice Before Making Software or Hardware Purchases
Most consultants offer free advice by phone or email. When you buy something new, ask the consultant if it will be compatible with your system, what the warranty options are, which vendors offer the most durable products and where to shop for the best prices.
#5 Choose the Best Support Method
Many consultants charge for phone and on-site support, but not for email. Email is quick and easy because you will be doing the work under the guidance of the consultant. In many cases, if the consultant charges for phone support, it may be more efficient to schedule a service call because the consultant will do the work and can see the problem directly instead of giving you guidance over the phone.
#6 Get Training
Many on-site service calls can be prevented if you ask the consultant to show you how to fix the problem. For example, a router might drop your internet connection sometimes. If you know how to reset the router, you can avoid having to wait for a service appointment and pay for repair service. Printer problems are often repetitive and generate many unnecessary service calls. Don’t be afraid to learn about the details – it will often be much easier than you think.
#7 Determine Who Will Buy Equipment
When purchasing parts for service, determine whether you or your consultant will purchase the parts. Often it may not be a good idea for you to buy them because your consultant may have exact specifications for the product that needs to be purchased and will often have sources to buy at the lowest prices.
#8 Determine How to Protect Your Technology Investment
Extended warranties are very effective for printers and laptops, which often break, but are of little use for routers and desktop computers. Having a proper firewall and antivirus protection can prevent your computer from virus infection. Talk to your consultant about maintaining your new software or hardware.
#9 Be Prepared for Your Service Call
Organize your original software CDs, usernames, passwords and account information. If you do not have this information prepared before the consultant arrives, the consultant will spend billable time finding this information, which will increase your service fee.
#10 Understand the Consultant’s Qualifications and Experience
For complex systems and niche areas such as Linux, Macintosh, Cisco Routers ask the consultant what their qualifications and previous experience are. This can make a huge difference in your bill because if you hire a generalist, you will likely spend money training them before they can do the job. If you hire a specialist, the hourly rate will be higher, but the job will be done faster and often more cost-effectively.
#11 Require Written Documentation if Necessary
If you absolutely cannot have any downtime or another consultant or service provider may need to access your system, require written documentation from your consultant for all work performed. This should include all technical specifications, system configuration, usernames and passwords.
#12 Understand the Consultant’s Policies
Many consultants bill at least an hour or two for on-site service calls. Some charge for phone support while others do not. Some offer fixed price services. By understanding the policy, you can structure their work in a way that is most cost-effective.
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