Technology Best Practices

Small Business Building Blocks
By T. Scott Plumley
Published: September 2008

Wondering what type of foundation upon which to build your small business computer network is critical to operating your new business effectively. One of the most costly mistakes that many new business owners find themselves having made is not properly planning their computer foundation so that it can expand and contract with the flow of the business.

Workstations

When you first get started you might only need one PC, or maybe two, to get you off the ground. The common mistake is to run out to the local electronics store and buy one off the shelf. If you take some time and go through Dell, HP, or other name brand vendors they usually offer a business class laptop or workstation depending on your needs. These workstations usually cost only 10 -15% more than an off-the-shelf unit, but provide some strategic advantages over their store-bought counterparts.

1. They should come with a business level operating system such as: Windows Vista Business, Windows Vista Ultimate, Vista Enterprise, or, if you can still find it, Windows XP Professional.

2. Better hardware: faster memory, Gigabit network cards, faster processor, etc.

3. They don’t come loaded with endless amounts of useless software.

4. The business class operating systems have better user account management, networking/file/printer sharing capabilities.

5. They will tie in correctly with a Small Business Server infrastructure.

6. They usually carry a better warranty from the vendor.

Wiring vs. Wireless

Wireless networks are making great strides, but for performance you cannot go wrong with structured cabling and a Gigabit network. There are two types of wired network switches (switches manage the wired connections between computer devices). There are 1 Gigabit and 100 Megabit switches available at all the local electronic stores for a very reasonable price. 1 Gigabit is 1000 Megabits, so the speed is ten times faster and provides a much more robust connection between your computers. If you only have one PC and you don’t need to share files, you can easily go wireless. But, if you have multiple computers and need to share files, then a Gigabit switch along with the proper network cards installed in the workstations would be better. A wireless setup will allow you to share files, but I have seen performance issues with accounting software such as QuickBooks and various other vendor specific software packages.

Internet Connection

If you are working out of your home, odds are you already have an Internet connection and it should be all that you need in order to provide adequate access to email and Internet related activities. If you have a professional office and are looking into different options for Internet access, there are basically three different options available to most office parks: DSL, Cable, and T-1’s.

1. DSL uses a standard telephone line, provides an adequate Internet connection, and usually is the least expensive option.

2. Cable uses COAX cabling installed by a cable provider, has several tiers of speed to accommodate most business models, and the price can vary depending on which tier you choose.

3. T-1’s are bundled packages that provides you with Internet, telephone lines (usually a minimum of 4) and long distance for one price. If you have the need for multiple phone lines and long distance, this option can save you money, but the Internet speed usually will fall somewhere between the DSL and the 1st tier of the Cable connection.

Once you have decided on the connection, I suggest you ask for a Static IP address. An IP address is a unique set of numbers assigned to your building that distinguishes you on the Internet. It is the same thing as a street address with city, state, and zip for computers. This way when you get to the point where you want to work from home you can easily gain access to your system through your router/firewall. To manage the Internet connection, you can purchase a small business firewall at the local electronic store. If the off-the-shelf firewalls do not meet your security needs, there are more secure and robust options available.

Server

The last piece of the foundation is the server which you should consider once you have grown past 3 or 4 workstations. After this point a centralized server can make life easier by providing centralization of files and folders, user account management, file security, and backups. Servers also allow for greater flexibility in computer software that you use to run your business.

If you bought off-the-shelf PC’s and low end connectivity, then growth really becomes a chore and can be substantially more expensive to implement. But, if you have purchased business class machines and set up a strong foundation, then everything in your business will easily fit into a server infrastructure and allow you to grow at any pace.

T. Scott Plumley is the President of High Speed Network Services. High Speed Network Services provides full IT support to small and medium sized businesses. Scott has over 12 years experience working with small, medium and Fortune 100 businesses. Contact Scott at 813-404-5498 or scott@hsnsfl.com.

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