We recently released an E-Book on the Top 10 Technologies to Improve Your Business in 2025, and it got us thinking about the flip side: which technologies are still slowing companies down?
In this short read, we’ll cover the exact outdated technologies that are hurting business productivity the most and what to do instead.
1. Emailing Documents Internally
This one still drives us crazy. Nothing causes more confusion, version conflicts, and lost productivity than emailing documents back and forth.
If your team is still attaching files to emails, it’s time to stop. Instead, store data in a shared, centralized location, such as Microsoft SharePoint, OneDrive for Business, or a secure file server. With SharePoint, for example, your team can collaborate on the same live document, track changes, and never lose revisions.
If you get nothing else from this blog, it’s this: make sure your team isn’t emailing files internally.
2. On-Premise Phone Systems
We still see them — those giant, aging phone systems taking up space in the office. In 2025, it’s officially time to let them go.
Cloud-based phone systems (VoIP) like Microsoft Teams Phone, Zoom Phone, and RingCentral now offer HD-quality calls, video integration, and mobility — all while costing the same or less than maintaining on-prem hardware.
Think of it this way: keeping an on-prem system in 2025 is like paying the same price for a horse carriage when a sports car is available.
3. Using a Standard Webcam for Conference Rooms
If you’re holding regular meetings — internal, client, or partner — a single webcam just doesn’t cut it anymore.
Modern conference room systems like Logitech Rally, Yealink MeetingBar, or Neat Frame offer professional-grade audio, AI-driven framing, and seamless integration with Teams or Zoom. They’re affordable, easy to use, and project a far more professional image than a group crowding around a laptop webcam.
4. Inadequate Internet Speeds — Especially Upload
Many businesses are still running on asymmetrical internet connections like 100/10 or 300/20 Mbps. While that might have worked years ago, it’s a major bottleneck now.
The second number — upload speed — matters more than ever for video meetings, cloud backups, and remote access. In 2025, aim for symmetrical fiber internet (equal upload and download speeds) whenever possible.
At Forward Systems, we can provide a custom list of top business internet providers and best available pricing in your area — so you know exactly what your upgrade options are.
5. Computers Over 5 Years Old
If your employees are using computers from 2018 or earlier, your business is losing productivity every single day.
Older hardware causes slow load times, higher maintenance costs, compatibility issues with newer software, and increased security risks. Replacing aging PCs might seem like a big investment, but the ROI can often be seen within six months through time saved alone.
Modern business-class computers last around five years — and with today’s Windows 11 Pro and AI-powered productivity tools, upgrading is more important than ever.
6. No Multi-Factor Authentication (MFA) with Trusted Sites
Not having MFA turned on in 2025 is like leaving your office doors unlocked overnight.
MFA protects against over 99% of password-related breaches, and the best part? You can enable trusted locations, so users working from your physical office don’t have to enter a code every time they log in.
It’s a perfect blend of security and convenience — and our clients absolutely love how seamless it is.
7. Paying for Microsoft 365 — But Only Using Email and Office Apps
We saved the biggest one for last.
If you’re only using Microsoft 365 for email, Word, and Excel, you’re leaving serious value on the table.
Your 365 subscription includes over 20 powerful business apps — like Bookings, Planner, Forms, Viva Insights, and SharePoint — that can replace paid tools you might already be using.
For instance, Bookings can replace Calendly, saving you money and keeping everything integrated under one secure platform.
Want to know what other tools you’re already paying for (but not using)? We can show you exactly how to get more from your 365 subscription.
Conclusion
Chances are, you’re already ahead of the curve on some of these — but if you read this far, there are probably a few areas where technology is still holding your business back.
At Forward Systems, we help businesses make their technology work for them — not against them.
Want to find out how your current setup measures up?
Give me a call and let’s talk about it.
Sean Barden
Forward Systems LLC
