5 Technology Essentials for Small Businesses

By Kelcey Brackett, ITP Sales Manager

When starting a small business it is important to create a budget for your technology needs. This will include obvious hardware necessities like computers and telephones, but you should not overlook crucial services like data backup, your web site, business e-mail, and security systems.

#1: Computers and the right software are essential to running a business

Everyone understands that operating a small business these days will require a computer. One of the issues we see with new companies is that they often choose the lowest price computers they can find when first starting up. Often they outgrow these systems very quickly and begin looking for ways to upgrade. The problem they face is that due to the limitations of the initial system they often have to purchase entirely new hardware. Another obstacle can be “Home” versions of Microsoft Windows operating system software. The “Home” versions often cost around one hundred dollars less than the business version and people often assume that because they are a small business that they do not need the features in the business class operating systems.

One of the key differences is that you cannot connect a “Home” computer to a Microsoft server. We have clients with as few as three users who have found that having a server was right for them.  

These owners are then faced with the cost of upgrading to the business version of the software for a much higher dollar amount. Had they purchased it initially, at a slightly higher cost, it could have saved them hundreds, if not thousands, of dollars.

#2: Voice communication is more than a single phone

When starting a small business it is important to consider how your customers are going to call you. Many new business owners opt for a single voice line and one or more residential style phones. This might be a workable solution in the beginning, but a business will often outgrow this model very quickly. This is where a phone system, such as a key system or PBX, comes into play.

There are a wide variety of systems available in the market today, from a wide variety of vendors. It is important to review many different options to ensure that you are choosing a system that works for your business and your budget. Some of the key things to look for are Voice Mail, Auto Attendant, and ease of use. Many systems offer advanced features that may be very beneficial, such as Voice Mail to E-mail, Call Forwarding, VoIP Remote Phones, and more.

#3: Your web site and e-mail provide another avenue to reach your clients (and a 24/7 store front so your clients can reach YOU)

A simple, clean web site with basic information can be quite affordable and create lead generation for new sales. E-mail provides a way for your clients to communicate with you even when you are not available by phone during normal business hours. There are many companies that provide these types of hosting services as well as options for hosting them within a small business network.

#4: Security is much more than a deadbolt

Some business owners think if they do not keep cash or high dollar items on premise, they do not need to worry about break in or theft. The problem with this approach is that the “bad guys” may not realize there is nothing of monetary value on site. I have seen businesses that suffered a break-in with no loss of cash, but the perpetrator chose to vandalize the premises after finding nothing to steal.

Another thing to consider is the potential loss of confidential client information or accounting records. This is why it is critical to look for some means of security beyond lock and key.

Companies like ITP can provide a wide variety of security services and equipment. A key thing to look for is 24/7 monitoring. If a CCTV system is used, that system should save its information and remain secure from tampering. Additional features that are available through some systems include remote viewing of CCTV feeds, remote unlocking of doors, keyless entry, time clock functions, and more.

#5: Data backup, the other type of security

Many new business owners, in the excitement of their new venture, forget to think about what might happen if disaster strikes. Many things can threaten the data you store on your computers, from basic hardware failure to natural disaster. This is why it is critical to have some means of backing up your data and removing it from the location of the source. There are numerous options, from backing up to a CD or DVD each day, to using an internet based backup service that automatically backs up your data in a secure, remote location and is available for retrieval from any location.

This article provides insight into some of the commonly forgotten or unfamiliar technologies that face a start-up business. One of the best ways to ensure that a new business owner is able to focus on being successful is to develop a relationship with a technology service provider. It helps to find a provider like ITP that is able to provide all of the services you need in one integrated solution so the owner does not have to deal with a wide range of vendors, wasting time instead of focusing on their new business.

Make sure that the vendor you choose will work with you as an advisor and assist you with the long term planning of your technology needs.

To contact Kelcey, e-mail him at kelceybrackett@itptechs.com.