1)  Increase your computer’s memory to at least 4 GB of RAM:  The cost of memory has significantly dropped over the years.  You can get 4 GB for about $125 and for users with less than 2 GB now, they will see a huge increase in performance.  Their computer will not only run faster, but it will be more stable and they will be able to run more applications at the same time.  If you think you need more than 4 GB, then make sure that you are running a 64-bit OS (operating system), because 32-bit OSes will only allow you to utilize up to 4 GB of RAM.

2)  Add an additional monitor to their configuration (desktop or laptop):  With a dual monitor setup, users will be able to view applications and files across two different monitors, which most people think that it does not increase productivity, but it makes a world of difference.  Having the ability to view e-mails and faxes on one screen, and then entering that information into your ERP or billing system on the other screen makes that process much simpler and quicker.  Being able to read/view multiple supporting documents on one screen, and creating a letter/e-mail on the other screen is invaluable.  The cost of a secondary 19-inch LCD is around $110 and if you need a secondary video output, that is around $60.

3)  Implement and enforce a web surfing policing solution:  I do not have to give you the statistics because they been published many time, but employees waste hours at work surfing the web and sitting on Facebook.  Those hours of surfing add up and are the largest productivity loss on an organization.  I don’t recommend completely blocking non-business web surfing, because that has a negative effect on employees’ morale and (in turn) productivity.

The first step is to publish a Acceptable Use Policy, if you have not already, that informs employees that they may surf the web for personal items, but within reason and a specific usage per day.  Part of that policy should state that violations will be met with written warnings, suspension, or even termination.

Now we all know that these published policies are not that effective, but there are technologies that will assist in the “babysitting.”  There are several low cost solutions that will do the following and this is what we recommend:

a)  Monitoring and logging – You are able to track, monitor, and create reports on usage and trends for each user.  This is a very powerful solution especially when you need to get HR involved.

b)  Restrict categories of website – You have the ability to block specific types of websites and examples are:  Adult/Mature, Gambling, Social Media (Facebook, MySpace, etc), Violence, Weapons, Chatrooms, Dating, and Personal E-mail.

c)  Restrict the hours – You are able to create restricted and non-restricted time windows for web surfing.  This is the best of both worlds when you mix it with item 2.  You can allow users to surf for all websites during early morning, lunch break, and then late afternoon.  So this way users do not feel like they are being completely blocked, but you are restricting the peak business times and capping the amount of time they can surf.