Small Business Essentials

Author: Mark Kornegay

August 2008

If you're thinking of starting, or have started, your own business, you know that acquiring reliable technology is a must if you want your company to be competitive in an ever-changing marketplace. The ways in which the software and hardware available today can automate and simplify the tasks you need to keep the business up-and-running are many. But before you stock up on technology essentials, it's a good idea to come up with a list of questions that will guide you in setting up the necessary components of an information technology system:

Do you want your employees to be primarily mobile or stationary?
Business owners need to determine if their employees will do their work from their desk, or have the freedom to take it on the road with them. If you have a sales force or managers who travel among offices, they likely need the mobility and access that a PDA provides. Administrative staff working out of a central location may do better with a desktop computer that provides a larger screen and keyboard.

How will you connect your staff to the Internet?
Most companies benefit by choosing a wireless Internet system. Without needing physically to connect to the Web, employees can move within the company between conference rooms and their desks and still have access to e-mail, Web sites and other resources. Wireless is also much easier to set up than wired systems because you avoid the need to run Ethernet cables through the walls of your offices.

How will you keep data on your computers secure?
To help prevent access from outside your network, you should set up a firewall router. Inside your network, use features like Microsoft's Active Directory to set up security features and help ensure that only authorized individuals have access to specific files. The Microsoft Windows Vista operating system provides a method to encrypt all the data on your hard drive so that, if a laptop is lost or stolen, anyone with malicious intent cannot steal the information.

Do you need a server-based network?
If your data is particularly important to you and you need an easy way to manage it, servers may be your best choice because they centralize your data for easy access. Servers with Microsoft Exchange also provide the opportunity for e-mail and the sharing of calendars among your staff. Microsoft SQL Server can house your database to help you keep track of all your customer information in one place.

How will you back up your data?
It's absolutely essential that you make copies of all your data and keep a running tally of the software licenses your company owns. If you were to lose your data, your business will suffer. If a disaster strikes your facility, the backup copy of your data can be retrieved from another location to keep business going. Additionally, tracking licenses will ensure a business is able to operate no matter what disruption occurs.

How will you print from your computers?
When you have a number of computers that will be printing from a single printer, a good solution is a print server as a way of centralizing the management of your printers. You also can restrict printer access.  For example, if your sales force does not need to print in color, you can set up the print server so that they only can print in black and white, saving toner expenses.

What kind of support service should I consider?
If you have a hardware failure in a desktop computer, you may need to have it repaired within a day. But if a server or printer goes down, you may need it back in operation within just hours. Look at flexible support options that provide parts and service within four hours for mission-critical equipment and systems but that offer next-day service for other machines. In this way you can get the most costeffective and appropriate service for the components of your IT system. Nobody ever said starting and running your own business would be easy. But if you take the time to map out what you need, you can ease the process and complexities of getting started and improve your chances for success.

About the author: Mark Kornegay is the Heartland Area General Manager for Microsoft's Small and Mid-market Solutions and Partners (SMS&P) group, which consists of Kentucky, Michigan, Ohio and Tennessee. For more information, please visit http://www.microsoft.com/smallbusiness/hub.mspx.