Technology in Small Business
For many small business owners, computers and technology are topics of frustration, confusion and even something many would simply classify as a necessary evil. It is very difficult to know what system is right, how to protect against viruses, how to handle security, what applications will help manage the business without breaking the bank, and even make sure employees don’t take information away from a business that is private or confidential. The list is long and for many, the challenges are overwhelming.
So, how in the midst of BlackBerries, iPhones, Windows Mobile phones, laptops, desktops, Macs, servers and even new devices like the iPad, does the small business owner keep up? How does the small business owner who’s worrying about cash flow, payroll, taxes, inventory management, employee issues and actually put in place what is necessary to make technology the tool it is intended to be without going overboard, or losing a competitive advantage to competition because of not using a new technology?
Unfortunately, the answer is not short and sweet. However, there are some things that can help you in the process. Designing a network is much like the decision to buy a car. The decision should be based on what it needs to carry. If you have a family with three young children, a mini-van might be the best choice. However, if you are a young single person, a sports car may have more appeal. Similarly, a computer network should be designed based on the information and data that is required for your business. For some businesses, this is only an accounting program like QuickBooksÒ and Microsoft OfficeÒ. For others, the primary applications may include a more complicated inventory management, assembly, job costing, time tracking or document imaging. Once you know the application(s) that will be used to manage the business, the design will be more apparent. A Corvette is not the right choice for the family with three small children, a computer network that needs to support document imaging and a large database of inventory components needs to have specific components to ensure it will operate as intended. Fortunately, applications vendors know what these requirements and should always be glad to assist in the decisions to put in a network. After all, the last thing the vendor wants is a client running their application on a system that cannot handle it.
If you’re unsure of the best applications for your industry, utilize publications, user groups and inventory vendors are great resources. Most of all when you are looking at a software solution for your business check no less than 10 references. Any organization can produce 3 to 5 references, but coming up with 10 happy clients is not something every company can easily provide. Once provided, call them in reverse order.
The next hurdle is to find a computer company that understands what it means to be a true business partner. Because technology can be confusing, and many technology companies are only made up of technology people, they can talk about systems and solutions where they may as well be talking another language. It is always best to find a partner that can explain things and solutions in a way that you understand and identify the business value. A true technology partner should be able to look at the requirements from your vendors, ask about your business needs and future plans, remote access, regulatory and/or security requirements and work flow. Then give you an answer you understand on a business level, not just a technical level. Only after they have a good grasp on your business, should a recommendation be made.
Another large part of the selection process of the right technology partner should be based on their support capacity. How many engineers or technicians do they have that can support a system they are recommending? What happens when the installer is on vacation – what systems do they have in place to ensure someone can take care of your business on site and remotely? What is the warranty? What are their response times for different priority issues, how do they bill, and again, check references. As a business owner you should trust your technology partner and not question if they are trying to sell a product for their own gain, rather than for your best interest.
Technology companies have support programs that vary in nature. A good solution and partnership should include ongoing maintenance and support with a security plan. Making the correlation to a vehicle that requires maintenance every 3,000 to 5,000 miles, a network also requires maintenance on a regular basis. Depending on your requirements, a full support agreement may be your best solution. These solutions vary from an all-inclusive agreement that provides monitoring solutions, help desk, maintenance plans and backup or disaster recovery plans. Others may only include checking over servers and workstations on a given interval. The most important point is that the support structure should accommodate your business, not the other way around.
Make a budget. The vast majority of small businesses do not have a technology budget. A computer is replaced when a computer dies or becomes too slow. This can lead to unnecessary down time and unproductive employees. It’s always better to create a phased replacement plan for each computer and the server(s) in order to plan for the expense rather than getting surprised by the expense that forces the emergency replacement.
In summary before any network is designed, identify the business applications and use those requirements to guide the network design. Partner with an organization that you trust to look at the entire business model today and tomorrow, plus has the ability to support your business moving forward. Finally, create a budget for technology in order to mitigate the unplanned expenses.
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