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Gearing up a small business: Hardware

A guide to kitting out a small business or home office.

(Updated June 2005)

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Topic links:

the computer

backup

printer

phone system

internet connection

fax

copier

scanner

networking

extras

 

What sort of equipment do you need to set up an efficient small office? The answer depends, of course, on the nature of your business.

If you run a desktop publishing outfit, you’ll need a very different computer system from the person who owns an accountancy practice. If you’re a sole proprietor, you probably won’t have to think about the networking issues that confront a business with six to eight employees.

Regardless of the differences, there’s a core group of hardware essentials you’ll need to consider.

The computer 

The good news is, most offices can get by with a computer that is less powerful than the average home games machine. You don’t need a souped up graphics card and fancy input devices. What you do need, is a solid system from a reliable manufacturer who offers good service.

Reliability is essential in business hardware. The last thing you need is your computer flaking out just as you’re about to run your monthly accounts, nor do you want to wait a week or more to have a faulty computer repaired.

That’s why it pays to go with solid brand names or with a local dealer who has a good reputation and has been in business for three or more years. Look for a company that can offer next-business-day, on-site support. It’ll cost you a few hundred dollars to get three years of on-site support and it’s a bargain.

geekgirl.tip: The best computers

I've found that the quality and reliability of computers from various manufacturers differs markedly over fairly short time periods. At one point, Dell will look like a really good bet, then six months later it'll start shipping notebooks with real reliability problems. Still, there are a couple of companies which over the long haul have produced generally reliable equipment. My pick at the moment (June 2005) is Velocity Micro. They show attention to detail and care in manufacture, and I've had excellent experiences with their phone support. Dell is also usually reliable. (See Dell US, Dell Australia or Dell UK, or visit any of those sites and select your own country from the drop-down list.) Don't be put off by the idea of mail order: Reputable companies such as Dell put a huge amount of effort into their support systems. That means if something goes wrong, you're more likely to get a quick fix from them than from other dealers.

Unless you have a specific reason to buy an Apple Macintosh, you should buy a Windows-based PC. Apart from fields such as desktop publishing and graphic design where Macintoshes are still popular, the business world is a Windows world. While you can do almost anything on a Mac that you can do on a PC, buying a Mac is a little like buying a betamax VCR. The technology may be great, but it’s incompatible with the vast majority of other users, it doesn’t give you the same huge choice of programs, and it cuts you off from a broad network of support.

When it comes to hardware specifics, avoid both the pricey cutting edge components as well as cheap but almost-outdated hardware. A good yardstick is to buy a processor that’s two or three levels below the very latest.

For instance, if the fastest processors on the market are Intel Pentium 4s running at 3.4GHz (gigahertz), consider buying a processor in the 2.4GHz to 3.0GHz range. You’ll save a lot of money by not buying the very latest models, while still ensuring your system has adequate horsepower to run any business application. Check out my Minimum Recommended System and Seven Essential Hardware Buying Tips.

Backup

A computer without a backup system is a disaster in the making.
There are lots of systems available and the one you pick depends on the amount of data your business produces. Consider getting an external hard-disk drive, such as a Maxtor OneTouch. These large capacity of these USB drives let you back up your entire system in one operation – no changing CDs or DVDs during the backup process.

An alternative is to get a DVD or CD writer (also known as a burner). DVD is preferable because it provides around 10 times more storage than CD, but CDs provide better compatibility if you need to read data on an old machine. Depending on the amount of data you need to backup, you may have to use more than one disc per backup, but the advantage is you can easily make multiple backups and store at least one set of backups off site, in case a disaster befalls your business. This is recommended practice.

My preference is to use both types of backup: external USB drive and DVD.

Printer

Your best bets are an inkjet printer or a black-and-white laser printer. The former are very inexpensive to buy and offer full-colour printing. On the down side, most inkjets print slowly, are made to handle low workloads, and digest consumables – such as replacement ink cartridges – at an alarming rate.

Lasers cost appreciably more to buy and print in black and white. On the plus side, they offer higher printing speeds and better printing quality, while requiring less maintenance and fewer consumables than inkjets.

For most offices, a laser printer is the better alternative. If you need to print small quantities of colour documents, consider buying an inkjet in addition to a laser.

Recently, a number of companies have offered all-in-one printer/copier/fax/scanners which do a surprisingly good job on all fronts. Don’t opt for a cheapie model, though, or you’re likely to find at least one function is not up to par. But for around $US350 you can get a single machine which will do quadruple duty in your office.

There are two other types of printers for specific jobs. A dot matrix printer (also called an impact printer) is essential if you need to print on multi-part business forms. And, if your business requires large volumes of high-quality colour printing, a colour laser is an option. The price of colour lasers has come down quite dramatically in the past couple of years, so if you want really smart looking colour output, they’re definitely an option.

No matter which printer you buy, make sure it will handle all your paper needs, such as printing on card, envelopes or oversized paper.

Phone system

A simple, single-line phone may be quite sufficient for your business, but even if your phone needs are minimal, consider getting a second line for your data and fax calls. That way, you won’t keep your clients waiting while you check your e-mail or send a fax. You can make the most of your voice line by adding features such as voice mail and call diversion.

Internet connection

E-mail is a business essential. Even if you’re not a convert, you’ll find a surprising number of people no longer accept faxes and use e-mail instead.

To get plugged into e-mail, you’ll need a modem and an Internet Service Provider (ISP) – a company that provides your connection to the Internet. The same items will also give you access to all the Internet can provide: research resources, online purchasing, your own Web site.

Quite a few computer systems come bundled with a modem and Internet service as part of the package. Make sure the supplied equipment and service meet your needs. For instance, make sure the Internet service provides a local phone number so you don’t incur long-distance charges when connecting to the Internet.

Unless you have very limited use for the Internet, get a high-speed cable or DSL connection. It will save your business hours of frustration and make you much more efficient. Even if you don’t surf the Web much or use email, simple essentials such as downloading updates for Windows and your other software are an agonising nightmare on a slow dial-up connection. Pay for the higher speed. If you do so, your ISP will most likely provide the required modem, but you may need to add a network card to your computer (high-speed services require either an Ethernet or USB connection).

warning: avoid aol

Many computer systems, particularly in the US, come with 6 months' free AOL service. Decline this option! Using AOL as your Internet service provider is like attaching a choker chain to your computer and then pulling it tight. AOL does not comply with most Web and email standards, so you will find it difficult to view many Web sites and many email attachments. AOL also installs a huge load of garbage on your system, causes system instability, and squeezes your viewing area down to almost nothing when you browse, so it can display its own promos. Just say No when offered this free "service".

Fax

A facsimile machine used to be de rigueur in most small offices, but these days they’re not quite as common. That’s because in many cases people use e-mail or PC-based fax software instead.

If you regularly need to send diagrams or plans or your clients still use faxes, invest in a standalone fax machine or opt for a good quality all-in-one printer/fax/scanner/copier. Make sure you buy one that can accommodate the volume of faxes you send and receive and, if you can afford it, get one that uses plain paper instead of thermal fax paper. Plain paper not only costs less and can be used in other office equipment, it’s also easy to handle and keeps for longer than thermal faxes.

Copier

Copier prices have dropped dramatically in recent years, making them affordable for even very small businesses. The new models are also compact enough to sit on a corner of a desk or tucked away in a small corner. When you buy a copier, take into account the volume of copying you’ll do, the quality you require, any special needs such as reduction or collating, and the space you have available. Once again, a good quality all-in-one printer/fax/scanner/copier may be a good option. Just make sure it handles both the volume and copying tasks (such as collating) that you require.

Scanner

Scanners are useful if you want to store facsimiles of documents on your computer or if you intend to establish a Web site that will feature images. A standalone scanner can cost as little as a hundred dollars and as much as a thousand or more. Look for a colour, flatbed scanner with 600dpi resolution and a minimum 24-bit colour rate. That all-in-one printer/fax/scanner/copier solution is, again, a good option.

Networking

A network lets you share files and resources such as printers and scanners between multiple computers. It also lets you share your Internet connection. Even a small office with only two or three computers can benefit from having a network installed.

To set up a network, you’ll need to have a network card in each computer and cabling to connect the computers to one another. Depending on the size and intricacy of a network, you may also need other hardware as well. Alternatively, you can set up a wireless or phone line network (where available). While wireless networking is certainly an attractive and easy alternative when it works, it’s also expensive. And that ‘when it works’ proviso is a big if: Even in fairly small areas it can be difficult to set up a strong, reliable wireless connection, and some newer cordless phones have a nasty habit of interfering with wireless networks. If your office space is on multiple floors and contains many separating walls, buy wireless networking equipment from a store which will let you return it if it doesn’t suit your needs.

Setting up a small network is not too difficult especially if you use Windows XP, but it certainly adds a level of complexity to your computing setup. It’s well worth getting a networking specialist to set up your network for you so it operates smoothly and the cabling, if any, is professionally done. Once set up, it should require little attention.

Extras

After spending all that money on a computer system, fax and printer it would be sad to see it get zapped in the first summer thunderstorm. So make sure you buy good quality surge protectors for your equipment. You can get power strips with built-in protection (avoid the ultra-cheap models) for both your electrical devices and for your phone lines.

Also, make sure your computer system or printer comes with a cable. These are often not included and without one your printer will be useless. You can buy printer cables from any computer supplier.

© 2005,  Rose Vines