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This article looks at the different technology that can be used in the 'average' small business office to increase efficiency and professionalism. The article looks at technology ranging from Personal Computers (PC's) to photocopiers. Advice will be given on how 'up-market' you may need to purchase such technology and any extra tips where we feel necessary. You may think that you do not require the use of technology in your office - but after reading the article, you may have second thoughts... Personal Computer (PC)
If your business is not online, it doesn't mean that you will get no benefit from a computer. You may find that you do have a sufficient amount of paperwork, invoices, and databases etc that need to be completed and updated regularly. If so, using a computer will give them a more professional look and can be completed with more accuracy and speed. It will also reduce the need for filing as the data can be stored on the computer. There are hundreds of different makes and models of computer, and it can be very confusing trying to find one that matches your needs and budget. The best way to find the right PC is to work out exactly what you might need it for. If it is for basic office work (E.g.: Typing letters/ invoices, basic accounts) then there is no need to buy a top or even medium specification model, as a basic ‘entry-level’ PC will be able to do all of these things easily. The only reason for buying a top specification PC is if you will be using it for high-end graphics, video, and gaming (e.g.: Making a web site with all the latest ‘bells and whistles’, heavy graphic design, or high quality sound and professional photographic work); and even then a basic PC will still be able to do these, just not as efficiently. Letterheads, business cards, and leaflets are more than capable of being made on most PC’s from the last few years. One feature that is worth looking for however is a CD-writer; this will allow you to make CD backups of your important data and letters in case of a future problem. They are now standard on most PC’s, and they can be purchased separately for under £50 if not included (although they will need installing into the computer unit, which could void your warranty). It is possible to pick up well priced package deals featuring fancy extras such as scanners, digital cameras, printers and web-cams. These are good if your business needs them, otherwise there is no point in getting them. Try looking out for second hand computers. They are a lot cheaper than new PC’s, and even though they may not have the latest technology, they will still do all basic office work effectively. Remember that a 5 year old PC can create letters and accounts almost as well as a brand new top of the range model. So that three year old computer you may have hidden away that is no longer suitable for games may actually be capable of fulfilling your office computer needs. (i) Connectivity If you wish to connect your PC to a network, you will need a ‘Network’ connection socket. Many new PC’s come with them inbuilt, but if you do not have one, you will need to buy and have installed a Network Card. Network Cards only cost between £10 and £20, but opening your PC to install it could void your warranty if not carried out professionally (I.e.: Expensively!). If you wish to connect to a network, the best way is to check or ask if the PC(s) are network ready before you buy them. Creating a working network between several PC’s can be complicated depending on; the number of computers to be connected; the operating systems (E.g.: Windows XP or Windows 98); and the networking equipment you use. You should always get advice from a professional if you are unsure how to set one up properly. (ii) Size It may seem like an obvious question, but can your new PC fit on the desk or in the space you have bought it for? PC’s, as well as desks, come in all shapes and sizes, and a slight misjudgement could make your furniture unusable with your computers. One particular area of concern is the monitor size and weight, if not looked at carefully; you may find the screen cannot fit adequately in the space it is required for. This can cause trouble with the keyboard and mouse layout, possibly making the pc uncomfortable to use. Be careful of compact PC units that have no space to add upgrades (E.g.: Network card), as these could cause problems in the future. Legal Software It is important to check that the software programs you run are legal (I.e.: Properly licensed). This is particularly important if you buy a second hand PC, where the programs may already be installed. Remember it is illegal to copy or use copied software; and being caught using it could land you a heavy fine. Visit our article: Using Unlicensed Software for more information. Laptops / Portability
Laptop PC’s are expensive compared to desktops, but are well worth the money if you need to work on the move. A basic model laptop can be picked up for slightly more than a basic desktop (Normally between £500-600); however the laptop will be considerably less powerful. If you are only using it for office work and basic accounts though, there is still no need to buy anything above a basic model. Modem (Internet/e-mail) The Internet is a highly useful facility if you need to spend time looking for information or interacting with customers and other businesses. Using the Internet will provide a wide range of information at the click of a button saving valuable time that you may have used to look elsewhere. Being online will provide you with one of the most popular and efficient ways of sending/receiving information: e-mail. This not only increases the speed at which information can be sent or received, but also reduces the expense of delivery and the amount of paperwork involved. Essentially all new computers are internet ready, allowing you to connect through the modem as soon as you have registered with a service provider (ISP). If you wish to use broadband, you will need a network port and a special broadband modem (costing up to £100) which is supplied when you order the service. If you plan to use a mail shot in the future, e-mail is perfect to save expenses. Monitors There are two types of monitors, standard CRT monitors (similar to TV’s), and LCD monitors (Liquid Crystal Display). LCD monitors are now very commonplace; they are compact and light but considerably more expensive. CRT monitors are bulky and heavy, but are much cheaper. LCD monitors (particularly cheaper models) can have poor colour and definition compared to CRT monitors; which may be a problem if you are looking to use the monitor for graphics and images. In these cases it is better to go for a good quality CRT monitor (unless you can afford a top of the range LCD model). If
your budget can stretch to a good LCD monitor and you do not need to
use it for graphics, then it is probably the best option. They are much
easier to move and adjust, and also have an image of big-business professionalism.
However, make sure you test a model before buying it, as some cheaper
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Computers
are advancing so quickly that almost every area of your business can
be covered by their software range available. You need to ask yourself
if you really need a computer as they can be quite expensive (although
they are getting much cheaper). If you have little paperwork, databases,
etc to assist your business operations, then you may not feel that it
is necessary: a type-writer could be the solution.
If
your business involves you travelling frequently, then a portable laptop
PC may be better than a large desktop PC. It will allow you to work
on the move, and can still be used as a desktop when you are not travelling.