Technology Recommendations for Businesses
By
Scott Ochoa, Owner of Trust Tech Works
This will be updated occasionally and was last updated 1-25-2012.
Table of Contents
● Disclamer
● Preface
● Free Virus Protection
● E-mail, Calendar, and Contacts
● Domain Names and Websites
● Smart Phones
● Desktop Computers
● Laptop Computers
● Tablet Computers
● Data Backup
● Servers
Disclaimer
These recommendations are proven to work and be beneficial to businesses. That doesn’t mean they are easy to implement. This information is provided without warranty or liability. I recommend that you do not try anything here in an operational business environment without the assistance of an experienced technology professional. Use the following at your own risk.
Preface
Welcome to the world of business. It’s tough out there. Being that I work in the technology side of businesses, I see how fast technology changes in relation to my client’s knowledge of it. My work is primarily providing technology services that take the technology burden off of the owner and staff members of businesses. These are my professional opinions based on my experience with clients and my own choices for the technology that I use to run my business. Like the Hair Club for Men commercial, I’m not just the owner, I’m also a client. I use all the recommendations you will read about below. I have been in the technology services business since 2003. This information is the latest and greatest of good technology recommendations that I have to date.
Most small businesses take a lot of time of their owners. With the right technology, efficiency and mobility can be increased resulting in less time to manage the business. Technology can also help decrease stress with the addition of management mobility. I have personally been stressed to an unhealthy level while running my business and that’s when I started leveraging technology to make my business easier to run. The right technology can help decrease cost, decrease management time, decrease fulfillment time, make collaboration on ideas easier and much more. While technology can be overwhelming, with the right consulting, support and service providers, it is a much easier process. Remember to focus on what you are an expert in and not the things that take you away from your core business ownership and management duties.
Bottom line: implement beneficial technology to make your life easier which occurs when your business is more efficient and more profitable. You do this by using tech experts for recommendations, implementations, training and support. Using a tech expert will save you a lot of hours, frustration and possibly wasted money due to improper purchases. Some of this is easy and you might be able to do yourself but most is best handled by someone that has experience implementing these recommendations in business environments.
Free Anti Virus Protection
Paying to protect my Windows computers from viruses is annoying. It is my view that any computer I purchase should not require a recurring payment for virus protection. Why not make it secure up front instead of having to add a program to make it that way?
After many years, Microsoft finally agrees. They have released a completely free virus protection program called Microsoft Security Essentials. It’s a great offering. Nuff said. Get it here: http://windows.microsoft.com/en-US/windows/products/security-essentials
E-mail, Calender, and Contacts
The best way to keep you on the move and keeping your e-mail, calendar and e-mail safe is using a web based service. I recommend Google Apps (Gmail for business). This interface is the same as Gmail so if you have a Gmail account you'll already be familiar with most of it. Currently, Google Apps comes in a free and paid version. The only practical difference between the free and paid version is the ability to synchronize with Microsoft Outlook. Google Apps also provides the functionality to share calendars. This is especially helpful when a secretary or assistant is part of your staff.
I recommend that you forget about Microsoft Outlook and move to the web interface provided by Google Apps. Yes, this might be a shock to your system. I was chained to Outlook back when I had a Palm Pilot. Moving away from Outlook is not as fun as eating a chocolate bar but the short time it will take to get used to the web based Google Apps interface is worth it. This will unchain you from the computer that has Outlook installed and enable wireless synchronization to Smart Phones and Tablets. This also gets you out of the recurring upgrade charges from Microsoft and long term support costs of running Outlook on your computer.
Domain Names and Websites
Every business should have a relevant domain name (.com, .net, .biz, etc.) and a website. Websites used to be expensive and complicated. That is no longer the case. A good fit for most businesses is a simple website that is easily put together with a website creator program that is included with many web site hosting plans. Don’t be fooled by web hosting companies charging hundreds or thousands of dollars per year. Most small businesses can start with a hosting plan that costs less than $100 per year. All that being said, if you can afford to use an established website designer, do it. A do it yourself website is better than no website but the impact of a professionally designed site is much greater and you will most likely feel more confident in sending people to view the site as well. Once you have a website, be sure to put the domain name on all your promotional material like business cards, brochures and ads. It is a good idea to ask a marketing expert for domain name ideas.
I use and recommend www.1and1.com for domain names and do it yourself websites. Their domain names and website hosting will work with a professionally designed sites as well.
Smart Phones
Smart Phones are cell phones with the added functionality of e-mail, contacts, e-mail and various other software applications. Smart Phones have larger screens, faster processors, more memory, etc. The bottom line about Smart Phones is that they can make a business owner’s life significantly less stressful and more productive. Consider a Smart Phone a necessity and not a nicety. The cost is trivial compared to the value of what it empowers you to do.
My recommendation: Apple iPhone
Why? It’s fast and stable when running e-mail, contacts and calendar apps that are synchronized with business communication platforms like Google Apps. It also feels great to use the touch screen. “Touching” your work instead of keyboarding and mousing has been a wonderful experience for me and I recommend you try it. Keep in mind that this is not the result of a review of every phone on the market but the best phone based on my technology support experience with clients.
Desktop Computers
A desktop computer has more horse power than laptops and tablets so it is nice to have one to run applications at top speed. Running multiple monitors side by side also helps increase efficiency.
Recommended manufacturers: Dell (specifically the Vostro line) and HP (specifically the Presario line)
That is assuming you currently run Windows computers. I really like the iMac from Apple but it can be a complicated process to move your business from Windows to Macs. Definitely get expert help if you choose to switch from Windows to Mac. Please read the Cyber Server part of this write up to see the easy road to Appleville.
Why these brands? Because they tend to have a consistently stable product with a lot of bang for the buck. The Apple products are not inexpensive and can’t compete on price with Windows computers but the quality and performance is better.
Be sure to take into consideration the type of server, if any, your business uses. If you use a Cyber Server, described later in this document, then you don’t need a high horsepower computer or lots of storage space. Consider your server first then purchase access devices accordingly.
Laptops
Laptops have nearly the same horse power as desktop computers but allow you to take your work on the road. Some people choose to use a laptop exclusively while others will use a laptop only while away from the office. Large laptops are heavy but have the most screen size. Depending on how much you move your laptop should be a deciding factor on size and weight. A smaller, lighter laptop is definitely the way to go for maximum mobility.
Recommended manufacturers:
Windows: Dell (specifically the Vostro line), HP (specifically the Presario line)
Apple: MacBook, MacBook Pro, MacBook Air
Why? Because they tend to have a consistently good product with a lot of bang for the buck. Apple doesn’t go chincy on anything they make so the prices of their products don’t compete well with Windows based products but performance is much better.
(Same as desktop computer section) Be sure to take into consideration the type of server, if any, your business uses. If you use a Cyber Server, described later in this document, then you don’t need a high horsepower computer or lots of storage space. Consider your server first then purchase access devices accordingly.
Tablets
Think of a tablet computer as an extension of your office computer. What they enable you to do is similar to a full size laptop without the weight and size. A tablet is a much better choice when taking a computer to a meeting or while lying in bed going over tomorrow’s schedule. Typical battery life is much longer than a laptop as well. If you are using the recommended Google Apps for e-mail, calendar and contacts, you can leave your desktop computer with tablet in hand and simply pick up where you left off without wires. It is possible that touch screen tablet computers could become the primary choice for mobile computer over laptops in the near future.
My choice for tablets: Apple iPad
One note about the different versions of the iPad. They come in a wifi only version and a cell data (3G, 4G, EVDO, etc.) plus wifi version. The wifi only version will only be able to access the Internet when near or inside a building that has wifi. The cell data versions can access the Internet anywhere there is cell phone coverage making it a more convenient version for working while away from the office. The cell data versions will require a data plan from your cell phone carrier while the wifi only tablets do not require that service making them less expensive long term. Personally, I like the wifi only versions because I am almost always in a wifi accessible area. Using a wifi only model is less expensive up front for the iPad and also saves the monthly access fee from your cell provider. This is strictly based on your usage. If you spend a lot of time where there is not wifi then go with the 3g cell version.
(Same as above sections) Be sure to take into consideration the type of server, if any, your business uses. If you use a Cyber Server, described later in this document, then you don’t need a high horsepower computer or lots of storage space. Consider your server first then purchase access devices accordingly.
Data Backup
Backup, backup, backup. Need I say more? It should go without saying that all businesses should have a file backup in place for all files but the reality is that many do not.
Here are your guidelines for a data backup:
● It must be off-site. This means the backup copies of the files are stored in a different location than where the original files are kept. This protects the files from fire, flood, theft, hurricane, tornado, power surge, lightning strike, etc.
● The backup must run minimally every evening after the business day is concluded or continuously as files are changed.
● The backup must be checked daily. Yes, most backup programs are designed to be “set it and forget it” but the reality is that these programs and the computers they run on can develop problems that stop the backup from running. If it is not checked daily and the backup program stalls, you won’t know until you either need to restore files and find that there is no backup copy to restore from or you happen to check the program and see it’s not running.
● The backup program must be configured correctly. You shouldn’t backup the whole hard drive. You should backup the files that you and your staff work on like word processing, spreadsheets, QuickBooks, PeachTree, etc.
● You can use a do it yourself program that you download, install, configure and monitor yourself or a fully managed backup. It is usually not a good use of a business owner or staff members time to manage the backup and there is a risk of a mistake during configuration resulting in important files not being backed up. Consider a fully managed backup for guaranteed backup protection.
Servers
Definition of server: A computer that manages access to a centralized resource or service in a network.
There are different types of servers with different methods of enabling you to share and work remotely.
File and VPN Server: The most common and most basic type of server found in most small businesses. A File Server is the central storage for shared documents, spreadsheets, pictures, music, movies, slide shows, etc. Any file that you work on regardless of what type it is can be stored and shared over your office computer network (LAN – Local Area Network) via a file server. This is a computer that is purchased, owned, maintained and repaired at the expense of the business.
For mobility, most file servers can be configured to handle Virtual Private Nework (VPN) connections. VPN connections allow access to files stored on the server while connected to the Internet at some location outside the office. This used to be a very common technology but has been pushed aside by remote desktop type applications such as the Cyber Server below. VPN’s are not desirable in most situations because transfer of files is slow.
Cyber Server: As of the time of writing this article, the Cyber Server is the latest and greatest type of server. It goes by many different names but Cyber Server is what I call it. It is the new boy on the block taking over the duties of the old school File and VPN servers. A Cyber Server is a very high powered computer that is owned by a service provider and they provide access to it’s computer power and massive storage for a fee. This is opposite of a File Server where you would buy and own the server. Because a Cyber Server is not owned by you, you get away from the large up front purchase cost and you are not responsible for maintenance and repairs. Maintenance and repairs can be a huge expense as is the loss of business time when your server goes down and you have to wait for your IT contractor to get to your office to fix it. With a Cyber Server, you have a full time IT staff operating it which eliminates the burden you would have if you owned the server at your office.
A Cyber Server is accessed via a remote desktop application. The connection is made over the Internet so as long as you are connected you can work regardless of geographic location. Like a File Server, all your working files are on the Cyber Server. Unlike a File Server, your programs run on the Cyber Server instead of running on your personal computer. This makes access extremely fast because the programs are running with the horse power of the server rather than the desktop, laptop or tablet that you are physically using.
Using a Cyber Server has been the best improvement for me as a business owner. I used to have a File Server and have to install software on each computer I used. That meant duplication of software install time and sometimes duplication of fee’s paid for software to install it on multiple computers. With a Cyber Server, all the software runs on the server so you can buy a new computer and no longer have to install any of your business programs. Simply connect to the Cyber Server and get to work.
The Cyber Server is also the easy road to Appleville because you can access your virtual desktop on the Cyber Server from any type of device. Go from a Windows desktop computer at the office to an iPad on the road with no change to the look and functionality of your space (the virtualized desktop provided when you connect to the Cyber Server). It also enables you to run your existing Windows programs but access them through Apple devices including iPads, MacBooks and iMacs. It’s an absolutely great experience being able to run existing Windows programs that I am used to but with the touch screen of an iPad.
Should I use a server (of any type)?
Maybe. It’s probably easier to tell you when not to use a server than tell you all the circumstances that you should. Basically, if you are the only employee of the business then a server isn’t necessary. One-person businesses are really the only businesses that don’t need a server. A server is used to help multiple people access files simultaneously with a safe and secure storage methodology.
Conclusion
Technology, technology, technology. Life is too short to not use technology to your benefit. There’s too much revenue sitting on the table that is not accessible if you don’t have technology on your side. Embrace it. Profit from it. Live better because of it and remember that you are not alone in this journey. There are plenty of experts capable of making your next step an easy one.
Until next time,
Scott Ochoa, Owner
Trust Tech Works