Small Business IT
Small Business IT
Whether your business is in its first month as a start-up or is already turning a profit, there are several key elements to ensuring that it runs smoothly and grows steadily, from defining your product/service and accessing the target market to financing and operations. Your technology infrastructure falls into this last category. And it may be one of the most important factors of a successful venture: technology enables businesses to communicate swiftly, get (and stay) organized, manage their customer relationships, and secure their intellectual capital. Here are the tech building blocks every company needs to consider:
- Internet Access
Most small businesses have a few options when it comes to choosing a connection method: cable modems, DSL, and T1 lines (which may be provided by an outside vendor or in some cases by your office building) are the fastest and most common. It’s worth doing your homework to determine the best provider in your area, since prices and performance for these high-speed broadband connections are not always correlated and can vary widely. You can install a wireless access point if you want in-office mobility for your laptops; some wireless routers can also connect to stationary devices like printers to allow remote printing. And if constant uptime is a concern, a dual internet connection will ensure that your business never goes offline.
You can test your current connection speed at www.speedtest.net
- Network
Not surprisingly, you can think of your network as the central nervous system that links and helps your business communicate. Your business network will allow users to connect and share resources. It provides the hub for consolidating important files (we’ll talk about where those files are kept in the next section), making storage and backup easy. Networked users can access these files, saving them from having to manually transfer data from one computer to another or stagger workflow by e-mailing documents back-and-forth. In addition, devices can be linked through the network to allow members to share physical resources like printers and scanners.
Network security is a vital concern. A firewall, along with antivirus software, will protect your systems. Well-managed network security will also ensure that the right access is given to the right people for any particular group of folders or files.
Where to start:
Sonicwall firewall & routers, www.sonicwall.com
NETGEAR router, www.netgear.com
- File Storage & Sharing
For most businesses, file storage & sharing starts with a server. Your business documents and files are only as good as your ability to keep them safe and access them when you need them. A good electronic storage solution will be a secure place to store your files and a “common ground” where users can save and access data from a central location. An onsite server will function as the point of control for your company’s network – from there, you can manage sharing and shared devices, user permissions, internet access policies, and security.
Regular backup, whether to a physical drive at your office or to an online backup system (or both), will act as a fail-safe against losing your important data in the case of a malfunction or crisis.
Where to store:
Dell Servers, www.dell.com
Mozy backup, www.mozy.com
This one seems obvious! E-mail will be one of the communications lifelines for your company. Many companies use a website hosting provider for e-mail. This is fine for basic use, but sharing contacts, calendars, or folders requires more advanced solutions such as Microsoft Exchange..Gmail , or hosted Exchange (Microsoft Exchange that is hosted outside your office) are all good options. Your e-mail solution should also incorporate anti-spam and antivirus protection.
Where to mail:
Intermedia hosted Exchange, www.intermedia.net
Gmail, www.gmail.com
- Communications
Beyond your business landlines or mobile phones, your company may want to use BlackBerry devices or PDAs to keep in touch and stay on top of e-mail. Think about which solution will best fit your style or company culture. Internet-based phone systems (VoIP) can transform your stationary telephone into a seamless, work-from-anywhere connection, and help cut down on costs. Some internet service providers will bundle VoIP telephony into their internet access packages. Another communications must-have is remote access, which will allow users to connect to your network and server from anywhere at anytime.
Where to connect:
BlackBerry wireless devices, www.blackberry.com
Speakeasy business VoIP, www.speakeasy.net
LogMeIn remote access, www.logmein.com
- Software
All businesses need basic software - an internet browser, an e-mail client, applications for accounting and word processing. But the right programs can also help you manage your customers, automate your workflow, and organize your finances. Consider software-as-a-service (SaaS) options when choosing the programs you’ll use for your business. SaaS applications are hosted on the internet, and have some very attractive advantages: since they eliminate the need to install and run the application from your computer, you won’t have to worry about ongoing maintenance, upgrades (which will happen automatically online), or high up-front costs. And some of the most practical and interesting business applications today are being introduced as SaaS, so you can be confident that once you’ve found the right software solutions, you’ll also always be using the most current version available.
Where to work:
Microsoft Office, www.microsoft.com
SalesForce CRM, www.salesforce.com
- Budget for Maintenance/Troubleshooting
Plan ahead – your budget should account for regular equipment maintenance and occasional upgrades of both PCs and peripherals, and should include some additional funding in case your systems need troubleshooting or urgent support. Even the best systems may have issues, and you want to be prepared with a service and support provider you can trust. Ongoing tech support for a fixed monthly fee, called Managed Services, is a smart solution, even if your company is very small. This type of service will put your systems under the constant care of experts, who will be able to proactively monitor your network and hardware and address issues before they interrupt your workflow…or balloon into real problems that eat into your budget.
- Choosing a Technology Support Vendor
While it’s possible for you to take care of basic office technology and systems on your own, you’ll need to have a tech support vendor – someone who, at the very least, can assist with new purchases and provides assistance when problems arise. You can save time and money in the long run by developing a personal relationship with one vendor and using that company as the source of as many of your technology solutions – from hardware purchasing to setup and maintenance – as possible. An ideal vendor may also provide a managed services solution and can tailor their support to your business needs: this will allow your dollars to go farther while your systems are securely monitored and hassle-free, 24/7.
Where to find experts:
Personal Technology, www.ptsolutions.com
