If you’re starting your own business there are a million and one things to think about, advice flying at you from all sides, hopefully, and the constant question of: “ Am I doing the right thing? ”
Frankly it’s time for a lie down in a darkened room and lots of headache tablets.
One thing we’ve noticed; it’s I.T. systems that often get side-lined when starting your business or people rush out and buy equipment and software with no real plan. Then a few months later the penny drops and people begin to realise that mistakes have been made.
Planning the right computer system for your new business is just as important as any other aspect to your new venture. Don’t worry though; it’s not as 
difficult as you may think.
The key tools we suggest when planning are:
Gather everyone in the new business who’s going to be using the computers. Really brainstorm over what you are going to do and what you think ‘might’ happen a few months from now or even a year from now.
Key Tools:
- Pen & Paper – That classic bit of technology that’s never really been beaten.
- Tea ( or drink of your choice ) & biscuits. We can’t over emphasise enough the need for good biscuits.
- Seek proper advice.
So, below is our take on the whole idea.
We’re not saying it’s the be all and end all but we really hope that it will give you some ideas and different perspective.
Now we have the key elements in place, let’s ask ourselves what the computers are actually going to be used for, but always keep an eye on the future and buy computer equipment that can allow for expansion.
In most cases it’s going to be used for:
Internet & e-mail
Accountancy Software
Word Processing & Spreadsheets
There’re always exceptions but those are your core business uses.
Also, if there’s more than one person in your new business venture, you’ll need to be thinking about networking your computers, printers, data store and other equipment together.
Ok, first off, the computer it’s self. The vast majority cases it’s going to be a Windows PC. Apple are on the rise and the quality of their equipment can’t be denied, however, in our opinion Apple computers are more aimed at the design and media world and come with a hefty premium price tag.
When buying a new PC, we really recommend that you purchase a computer that’s designed for the business market not the domestic market. You do pay a little more, but this computer is going to be a key component of your new organisation and you need it to be reliable. By the same token, don’t over spend, don’t get hooked on buying technology you’re never going to use.
We were going to put some technical specifications in this document but technology moves so quickly, that by the time you read this something else will have come along. The one technical bit we will mention, always go for as much RAM as possible. Never skimp on RAM, even consider getting your new computer upgraded when you buy it.
Having said all of that; do you have to buy new? There are now lots of companies who take quality business equipment and refurbish it. Many big organisations will dispose of perfectly good equipment after 3 years purely for tax reasons. Shop around and you could bag a bargain. It may last 12-18 months but that saving could prove to be a big help especially if you have large start-up costs.
Agree your budgets and stick to them. On the subject of budgets, be realistic. Many companies don’t see the true cost of I.T. systems and try to do it on the cheap, in the long run it will come back to bite you and probably cost more. Factor in costs such as buying software, software licensing and the time for someone to plug it all in and make sure it’s working correctly.
Chances are you going to need some kind of printer; again we need to think about how many print outs you are going to produce each month. Once again we’d advise to steer clear of the domestic based printers. The big thing you have to look at with any printer is the running costs. Look at the cost of replacements ink or toner. Are there compatibles you could use?
Backing up Your Data
This is really a topic in itself but you must have a plan to back up your data from day one and stick to it religiously. There are no excuses for not backing up your data, we’ve heard them all and frankly are not interested. We’re seen the results too many times of total data loss, at the end of the data, computer equipment is relatively cheap, your data is priceless.
Finally, software.
This is where things can get expensive or be rather cheap depending on how you plan to operate.
The main two big purchases are going to be:
Microsoft Office
And some kind of accountancy package ( usually Sage in the U.K )
However, there are alternatives.Open Office is a free Office clone and should more than cope with the vast majority of tasks thrown up by a start-up business.
Speak to your accountant; do you need accountancy software just yet? Could you get by with keeping spreadsheets of your accounts?
When it comes to anti-virus software, pay for the full version. There are plenty of free anti-virus packages about but they don’t offer the full protection your business computer needs. Don’t worry about the cost; shop around as the big players often have offers on.
Got all that? Great. Now stop!
You may well have noticed further back that we told you ‘seek proper’ advice. We’ve been in the I.T. industry for many years and have lost count of the number of poor jobs we’re come across because the business concerned didn’t take proper advice.
The classic response we get is: ‘My mate’s a computer whizz and reckons..’ or ‘my nephew knows this stuff and did this for us…’ you get the idea.
Go and talk to two or three I.T. companies and see what they have to offer. Make sure that you have at least a basic plan of action before hand ( don’t worry about the technical stuff. That’s their problem. ) and make sure they are really listening to your needs.
From our point of view it can be difficult to supply a new client or new start-up business when they haven’t really thought about what they want their computer systems to do.
One thing we can guarantee it won’t be hard to find I.T. consultants of all shapes and sizes, we get everywhere.
Whomever you do decide to use, ask for examples of similar projects and references. The good guys won’t have a problem with this.
If you’re thinking of starting or have just started a new business then call us today for free advice. We can help you on the right track so your computer.
Leave A Comment