Unified Technology Solutions

Common Computer Mistakes made by Small Businesses

Repeatedly we at Unified Technology Solutions see Small Businesses make the same common mistakes when purchasing computer equipment and setting up their first network. But we know every company is different so below we have listed the most common mistake along with a explanation of why it is wrong to help you make an informed decision.

Buying PCs: One of the most common mistake we see is companies buy their PCs at the local Big Box retailer because the salesman said it would work for them. Often they ask why the software vendor for their big software package is recommending PCs around $1000 each when the local store has a special available for under $400. The simple answer is not all PCs are created equal!

-          Quality: spending a few extra pennies on each component in a computer can add up to a much more reliable PC, do you want your business relying on a PC made by the lowest bidder who is willing to do anything to sell a PC? Sure they all have a warranty but how long can you work and how many sales will you lose while your PC is repaired?

-          Operating System: The PCs Operating System (or OS) is the heart of your computer, Microsoft Windows comes in many flavors, and not all will work for you. The most common OS you will see on a budget PC is Windows 7 Home, this OS lacks most of the networking and security features needed by businesses as well as internal features needed by some high end specialty software. It works fine when you have one PC, but try and add the second PC and share info and you will have issues. Add a server and you will have to shut off all of the security features to make it talk. Also many of your industry special office management software will not run on any version of Vista. What you want is a PC running Windows XP Professional preferably, or Windows 7 Business if you know you will not need to run any special software.

Wireless vs. Wired Networks: Many companies try to save a few dollars by using a completely wireless network, even if the router is only a few feet away from one of the PCs. This is ok as long as you know the limitations, but as your office grows, or if you start using shared software data you will quickly see your network become sluggish. To understand why you need to know how they each work.

Wireless G is the most common and runs at a speed of 54 Mbps (MegaBits Per Second) that speed is the total that can go over the whole network and is shared by all PCs on the network (actually due to interference and errors the speed is actually much less). So as you share data PC#1 is pushing it up to the Wireless Access Point or Router and PC#2 is pulling it down, this means the data has to be counted twice! Wired networks run at speeds of 100 Mbps and that is a dedicated connection to each PC not a shared one. Imagine your network was a pie, would you want to split half a pie with all your coworkers, or get a whole pie each?

Wireless Keyboards & Mice: Yes they are convenient and easy to use on your desk, I use them too. But the cheaper RF models only have 1 or 2 channels they can use, and no coding. This means if your coworker has a wireless mouse or keyboard too that there is a 50% chance your on the same channel, add a second coworker and it is guaranteed at least 2 of you are on the same channel. If you are close enough the best case is it will cause interference and you will see missed letters and erratic mouse movements, worst case and your curser will move as they move their mouse and letters appear as they type. If you want a wireless mouse or keyboards go for the more expensive Bluetooth models, they share one frequency but have internal encryption that allows an almost unlimited number to share an area without issues.

Installing Cable: Pull twice as much cable as you think you need and run lines to anyplace you think you will need it. Plan for where you will put that giant network copier/printer now.

The secret is cable is cheap, getting it installed is expensive. Pulling one line to an office is expensive; the second line is only a few dollars more as they can be pulled together in the same amount of time. This is especially true if you can get the cable installed before the drywall goes up in your new building.  You can double the number of lines to all desks in a small office for the same price as having them come back to install one additional line to one desk. Plus you have a spare if one line goes bad, or extra jacks if you upgrade to that VOIP phone system later on. (Another hint is having Cat5 installed for your phone lines too, that way as technology changes you have the additional wires ready to go.

Printers: General Rule is Laser printers are cheaper by up to a magnitude of 10. When pricing a printer the initial cost isn’t as important as the Price per Page over the life of the printer. Inkjet printer ink is very expensive; the average black inkjet cartridge is good for around 150 to 250 pages and costs $30 to $50. Black laser cartridges cost $75 to $100 but are good for 1000 to 2000 pages. Color saving can be even greater. Laser printers have come way down in price too, so you make up your investment very quickly instead of the year or so it used to take. Also spring the extra money for a network capable printer, as you add additional employees you will be glad you did as they can all share the same printer.

Backups: Onsite, Offsite, Online, Tapes, External Drives, Imaging Software… there are tons of ways to back up your data, and each has its advantages and disadvantages. But there are a few key things to remember no matter which way you choose to go. And make sure you discuss your particular needs, and budget, with your IT specialist to find the best solution for your needs.

- Make sure you check your backups regularly. Backup systems have a habit of running ok, but not being readable when needed. This happens often with tapes when you try and read them in a different drive then they were written with. Over time the read/write head may get out of alignment, and if the drive was damaged you may find the replacement drive can’t read the tapes even though the original drive could. Also make sure someone is checking the backup log regularly for errors.

- Multiple backups are better. By using 2 or more backup systems you can negate the negative points of one type by pairing it with a second type that has the strengths the first ones lack.

- Make sure your backup system works with your business recovery plan. Online backups are becoming very common these days, but often people forget that they require internet access to recover, and depending on the amount of data a full recovery may take many days. If your recovery plan is to be up in a new location in 24 hours it won’t help if it takes 3 days to pull all your data. Especially if you can’t get Internet access for 2 weeks.

- Don’t leave all your backups sitting on top of the server. If your disaster involves physical damage to your servers it is very likely the backups will be damaged too if they are in the same room. A fire or busted water pipe are just as damaging to any backup copies in the same room or building as the servers.

We hope you will find these hints useful as you make technology decisions for your business, and please feel free to let us know if you have any questions.