Easy ways for small businesses to make the most of ICT
There are so many great ways technology can benefit business these days. Implementing some of these are big strategic decisions that require a great deal of thought and planning and others are either free, easy to implement or complete 'no brainers' for your business. If they're not already part of your ICT setup, they really should be!
Most of these 'no brainers' can be installed easily without the need for specialist help, but in some cases you might need to enlist the help of your local ICT advisor.
Get a dedicated file server
A file server is a computer that holds all the files you use in your day-to-day work. Think of it as an electronic filing cabinet. Many smaller organisations simply spread their data across a number of office PCs, making it hard to search and even harder to backup. This approach is fraught with risk. Not only do PC hard disks fail with alarming regularity, but the machine could be stolen and is open to attack by a virus or hacker. In short, most PCs aren't stable, robust or secure enough to act as file servers.
The fact is that anything other than the smallest of businesses needs a dedicated file server, ideally equipped with ultra-reliable RAID disks and professional server software. A file server will also help you protect sensitive data. By making a list of all the people who need access to sensitive files and working with your ICT people to find a suitably secure way of giving them access you'll make sure your business is flexible without jeopardising security.
Invest in anti-virus software
Well-publicised horror stories mean that most businesses understand the importance of antivirus protection. The important thing to remember is that there are real differences between the various anti-virus packages available and buying the cheapest may be a false economy. Whatever package you go for, the best place to install antivirus software is on your servers. Also make sure you get hold of all package updates and be aware that new viruses spread very quickly, far faster than the antivirus software developers can write updates to their products. Finally, because most modern viruses are transmitted via email, it's a good idea to consider a third party antivirus relay provider such as Messagelabs.
Buy a broadband connection
Investing in a broadband connection is a no brainer; any organisation still stuck with a dial-up modem risks missing out on the many business benefits that a faster internet connection can bring - things like faster downloads, simple video conferencing, cheap telephone calls over the internet and larger email attachments. If you've been using broadband for a while then it might be worth calling your provider to negotiate a better rate. Competition for customers is fierce; as a rule you should expect your bill to go down and the speed of your broadband connection to go up - if that's not happening then think about switching supplier.
Consider VoIP
VoIP stands for "Voice over Internet Protocol", which is just a geeky way of saying you can use your computer to make phone calls over the internet. VoIP has two big advantages over ordinary telephones - the sound quality is crystal clear and - more importantly - it's cheap (or even free) regardless of where you're calling in the world. If your business makes lots of long distance or international calls then VoIP will definitely save you money.
It won't be long before the majority of businesses get on the VoIP bandwagon. When that happens there'll be all sorts of other spin off benefits, like low cost video conferencing that could also save you money and make your business life easier.
In short it's worth spending some time thinking about your company's communications, perhaps with the aid of professional help. You'll be amazed at how much money you can save simply by talking to a communications specialist for half an hour.
Set up a backup procedure
Anyone who's ever lost computer information because they didn't back it up properly knows how frustrating the experience can be. In fact frustration is the least of your worries, lost data can mean lost business or even bankruptcy, so having a good backup plan should be an integral part of your business operations.
Despite this, a large number of company directors have no idea if they have suitable backup procedures in place. Ask your ICT people what data is backed up and how often, what media are used and are these media stored off site? Another important question to ask is do you have a remote backup solution in place, and if not, how often do you test that you can actually restore your data?
The point is that it's a lot easier to find out you've got a problem with your backup regime before you really need it. If in doubt, don't leave it to chance - failing to back something up is the same as saying "I'm happy to lose this". You could find yourself in trouble with the law as well as your clients if you do.
Think about support services
Thankfully the days when even modest-sized businesses needed an on-site ICT manager are long gone. Today many companies make massive cost savings by outsourcing their ICT support to specialist companies. If this is something you're considering then remember that some outsourcing companies are better than others. Look for accreditations such as TMB (Technology Means Business) and check that their technicians are certified by the big technology companies. Also make sure they have professional indemnity insurance - the ICT support industry is still largely unregulated so it pays to make sure your supplier is adequately insured before you hire them.
Guarantees and inventories
If you've just bought a new computer make sure you read the literature that came in the box - it's deeply dull but incredibly important. Most manufacturers need you to fill in and return a warranty card - either online or on paper - before your guarantee is valid. What's more, you only get a certain number of days from the date of purchase to do this.
You'll also save yourself a lot of time and trouble later on if you make sure you know exactly what hardware (model of hard disk drive, model of CD/DVD-ROM drive, make and size of memory chips etc) your machine includes. This is essential - most computers are built either on production lines or by local suppliers and tracking the warranty on a particular part is very difficult unless you've nailed it from the start.
Ensure software is licensed
Be certain you've got the right licenses for your software; without them company directors can find themselves personally liable for astronomical fines. Not only is it the law, it's also only fair to reward the developers who sweated to create such amazing software. One solution might be to employ a good IT solutions agency to audit your software and keep track of changes. It's this sort of due diligence that can mean the difference between getting a huge fine and staying out of trouble.
Domain name and email
How often do you see a van with something like plumber233@hotmail.com written on the back? It doesn't exactly fill you with confidence. Owning your own domain name and setting up an email account can cost well under £20 pounds a year. Having a real domain such as yourcompany.com makes your organisation look established, professional and organised. It's so easy to get right that it's not worth getting wrong.
Disaster recovery plan
No one ever plans for disaster to strike their business. That's why the disaster recovery plan for most small businesses is something along the lines of "let's hope our offices don't burn down". You won't be surprised to hear we think this is crazy. Every business understands the need for insurance, but insurance only covers your business' assets. Intellectual property and the hard work your staff have put in are another matter.
Plus, if the unthinkable happened and your business burned down, how quickly could you be trading again? Knowing the answer to that question could be the difference between a frustrating setback and an avoidable bankruptcy. The solution, of course, is to create a realistic disaster recovery plan. Not only will it give you peace of mind, but you may find yourself on the way to some accreditations which could ultimately save you cash on insurance.