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Weekly UpdatesDo you feel like your computers don't work as well as they should? Are they a weak link in your employees getting their work done on time and correctly? This is the truth for many small businesses.
In today's small-business environment, it's very easy for the computers to become a hassle even though they are becoming more critical to your employees' productivity every year. The basic problem is this: computer maintenance gets put off or never happens due to other urgent priorities that arise, and over time the performance and reliability of your computers and network decay. This costs you money every day as your employees are wasting time dealing with slow computers, and it also puts you at business risk for loss of data should a computer or server fail.
The cause of the problem has to do with the nature of running a small business. It's not worth hiring a full-time IT employee to maintain your computers and it's tough to forecast growth so your computer network grows ad-hoc and without any planning.
Fortunately, there are some basic things that a manager or business owner with rudimentary technology skills can do to ensure that their computers are not an impediment to getting valuable work done. The tasks required are different based upon the size and nature of your organization. These recommendations are designed to help you get and keep control of your company's technology direction with minimal effort.
BUY SMART
The first step to reducing your maintenance costs is to maintain the same thing. Part of the reason Southwest Airlines makes money every year is because it only uses one type of airplane in its entire fleet. You can do the same with your computers.
If you're using Windows, buy all of your computers from the same manufacturer and most importantly with the same software. Most manufacturers have a business line of computers as well as a consumer line. You should purchase only the business line, as they will come with only the software that a business needs and should be of higher quality. A good selection would be a Dell Optiplex or a HP Compaq 7000 series with Windows XP Pro (don't buy XP Home if you have more than a few computers), a version of Microsoft Office and antivirus. When you order your first computer, keep a copy of the configuration and revisit it when you need another. UPS doesn't use the same brown vans for every delivery without a reason; they do it because it's easier to keep its fleet running if it's made up of relatively few items.
Make sure you buy good-quality equipment. Less expensive and lower-quality equipment will be less reliable and need to be replaced sooner. Companies with low-cost labor may not need to be as concerned with this, but most companies in Alaska provide services and their employees' time is more valuable than the money saved from buying cheap or refurbished computers.
CONFIGURE SMART
If computers are configured to meet a couple of very basic criteria, the vast majority of computer problems can be prevented. Set up your computers with the four basic rules in mind:
* Turn on Automatic Updates from Microsoft to keep your Operating System current and protected from the latest threats.
* Make sure you have an ant*virus client installed with auto updating enabled.
* Make sure you have a firewall on your network or you have turned Windows Firewall on.
* Give employees only the level of control over their computer that they need to get work done. Consider blocking the installation of new programs as well as Web sites that are not business related.
PLAN SMART
The vast majority of computer and network-related problems can be prevented by staying on top of your computer network and ahead of its needs. You'll spend less time and money overall if you spend a little bit of time and money on a regular basis rather than waiting until you have no other choice.
Small businesses have added challenges because there are substantial differences between computer networks designed to support 10, 20, 50 and 100 employees. You need to make sure that as your business grows, you're not having 50 employees do their work on a system that is designed for 10. Some things to consider are:
* Do you need a server? At the most basic level, a Microsoft Windows Server stores files in a reliable fashion and allows you to backup all of your data from one source as well as manage your users.
* Are you buying software and software licensing in the most effective manner? There are different ways to purchase software that are appropriate for different sized businesses. If you have 20 employees, buying 20 copies of Microsoft Office at the store is not the most effective way to get the programs you need.
* Should you be working with a professional? Most business owners should consult with a company that specializes in helping companies like yours manage their computers. Look for organizations that are Microsoft Gold Certified. They can help you with some or all of the strategies outlined in this article.
MAINTAIN SMART
Once you invest in a computer or a server, you generally plan on keeping that asset in service for the next three to five years. If you treat computer and network maintenance as an event that happens every few years, you won't get a return on that investment in the form of a reliable system that meets your needs. Computer maintenance is really an ongoing process that aims to protect the return from the investment you've made. Consider the following:
* Before you upgrade your network or make any substantial changes, figure out the maintenance that the system will require and include this in your budget. Most companies that consider maintenance as an afterthought tend to under-maintain.
* Decide in advance which systems have support agreements that you intend to extend. Make a list so you don't miss the deadlines.
* Decide whose responsibility it is to perform the maintenance. It may be best to work with a Microsoft Gold Partner to make sure that maintenance is done properly.
* Verify that the maintenance is being done. Set up a time on your schedule to revisit your computers and network to make sure that adequate maintenance and planning are occurring. This may be in the form of a meeting with someone on your staff who is responsible for the network or it may be a meeting with your account manager at the Microsoft Partner who you work with.
CONCLUSION
Keeping your business' computer network in top shape is not about being a technology whiz, it's about making good decisions in a proactive manner. Keep these rules in mind when making technology decisions and combine them with common sense and you can make sure that you get the most out of your investment in technology.
Bryce Coryell is an account executive with Network Business Systems. He has five years of It consulting experience with businesses in Alaska.
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