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IT Essentials for Small Businesses
by Ian Hepburn
Working with Limited Resources
If you own or operate a small business then you know what it's like to have limited time and resources to keep your business up and running. It's not surprising therefore that most small businesses do not pay nearly enough attention to the health of their computer systems or simply go with what appears to be the lowest cost option. The end result unfortunately, is that many of the computer systems I see in small businesses are unreliable, insecure and unproductive.
The good news is that many small businesses can significantly improve the reliability, security and productivity of their computer systems with the right information and an affordable investment of their time and money.
A Reliable Solution
I am always surprised at how many small business owners and operators have simply come to accept the unreliable condition of their computer systems. Workstations that freeze, printers that don't print, email that never arrives, and tape backups that cannot restore valuable information are far too common.
The first step to building a computer system you can depend on is to purchase equipment only from name-brand vendors. I know that the temptation to go with lower cost "clones" is greatest here, but this is the one area where you should not compromise. An unreliable piece of equipment is far more expensive in terms of the business disruption it will cause than its initial purchase price.
The second step is to avoid the use of solutions which are intended for home use in your business. If your email address ends with "@Hotmail.com", "@Yahoo.com", or any of the other "free" email sites for example, then you are not using a suitable email solution for your business. If email communication is important then you need to use one of the many solutions intended for business use and which support an email address which ends with "@YourCompanyName.com".
A Secure Solution
In my experience, security is often an even bigger problem than reliability in many small businesses. Far too often, I come across small businesses with no firewall (or at best a weak firewall intended only for home use) and inadequate anti-virus protection.
One of the most important steps that a small business can take to improve its security is to ensure that its firewall meets the industry standard designation of ICSA Labs Approved ( HYPERLINK "http://www.icsalabs.com" www.icsalabs.com). Without this designation, it is highly unlikely that your firewall solution is up to the task of safeguarding your business from external attacks. Secondly, look for a firewall which also offers built-in anti-virus protection. In this way you will be able to address two key security concerns in a single cost-effective device which is easy to deploy.
A Productive Solution
Beyond reliability issues and security concerns, the lack of productivity is easily the most significant issue I see in small businesses. Computer systems are often poorly networked or configured as stand-alone devices, resulting in a duplication of information and a poor flow of critical business data and ideas throughout the organization. Another key weakness which I often encounter is the inability for key members of staff to securely access important business information while out of office or abroad. This in-office and out-of-office disconnect undermines the overall value that computer systems are able to deliver.
Central to addressing these productivity issues is the implementation of a network server which is able to centralize all company data and computer resources for shared access. Only then can add-on solutions which enhance the flow of information and enable secure remote access be deployed. No doubt this will require the most significant financial investment of the three areas I have mentioned, but without it the productivity of your staff will always be handicapped. What's more, the return on your investment will easily make it worthwhile.
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About the Author:
Ian Hepburn is the founder and Managing Director of Providence Technology Group, one of the leading IT firms in the Bahamas. Providence Technology Group specializes in Networking Solutions, Consulting & Advisory Services and Software Solutions.
