CTOs for large and small companies have a daunting task ahead of them each year when the CFO says its time for budget numbers. With technology changing as quickly as it does, how will they even know what will be available, none the less what will be necessary to support their business needs. Here are a few tips:

1. When thinking about “technology”, consider more than just desktops and servers. Today, the CTO (and their budget) is also getting involved in cellular phones ( now PDAs), copiers (now network printers, scanners, and fax machines) and telephone systems (which are placing calls over the Internet).
2. Assume that a desktop computer’s useful life is about 3 years and a server’s is between 3-5 years.
3. Be sure to think about software upgrades for the most common productivity tools you use such as Microsoft Office. One way to ensure your budget for these is accurate is by enrolling in subscription type upgrade programs such as Microsoft’s Software Assurance program. These programs give you all of the software upgrades released during the subscription period for a fixed price. This is a great way to level out your costs and still get all the latest tools for your team.
4. If you have been given the responsibility for managing the company’s technology, but have another (or several other) full time jobs, consult an expert. There are companies who will come in to act as your CTO for you just as you would hire an attorney for your legal needs and an accountant for your financial needs. With the importance of technology in business today, don’t treat it like a step-child that gets half of the attention of the other business units.

If you do decide to tackle IT budgeting yourself, a useful free web site is techrepublic.com. This site requires a free registration, but then gives you access to many white papers, helpful templates and technology tips.