The Verse - Volume 35
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Tech Tips - Small Business IT Survival Guide

Whether your small business is already up and running or you just ordered your first box of business cards, you have probably figured out that technology is now essential to every business. With seemingly endless options, where should you focus your limited resources? Here are four areas all businesses have to consider.
• Communication – phones, email, internet connectivity and web site
• Data – Storage, Backups, Access (on-site and remote)
• Applications – Business productivity
• Security – Controlling access to all of your technology

As you evaluate each of these four areas consider is this something I want in my business or is it something I can outsource?

Communication:
Phones – Did you know you no longer have to buy a phone system? Plans exist that give you access to state of the art technology with virtually no up front cost. They range from AT&T’s Call Notes to full-blown Voice Over Internet Protocol (VOIP). The options can grow with your small business and limit the impact on your cash flow. Whether you outsource the phones or go the traditional route and purchase a system, determine your needs, your growth projections and your cash available. Research your vendor carefully and make an informed decision. The same goes for cell phone plans.

Internet Connectivity – The kind of connection you need is based on how you will use it. Is it just for surfing the web? Will you be hosting any applications yourself? Is your voice communication going to travel on the same connection (VOIP)? Is anyone connecting remotely? Will your backups be done over this connection?

Email – Similar to phones, you can outsource your email functionality. From a simple email box to hosted Microsoft Exchange, you do not need to buy a server to have a complete company wide communication platform. Whether outsourced or hosted on your own server, your solution will need virus protection and some kind of SPAM filter.

Web Site –Get professional help with any web site, even an “online brochure.” This is your business face to the world. Creating something that tells your story and can be maintained is not as easy as it sounds.

Data
Storage – Centralization is better both for security and for backup purposes. A server is usually required for centralization but outsourcing that function is also an option.
Backups – Everyone has heard a horror story of someone losing data. In business it can be fatal. Backups are a must and options range from manually burning CDs to automatically backing up over your internet connection every night. Just remember to test whatever backup solution you put in place. The time to test it is not when you need it. Take a copy off-site on a regular basis.
Access – Who will have access inside your four walls and who needs access from the outside? Your answers will determine where your data will reside and how to control access.

Applications
Determine what functionality you need to run your business then evaluate the options on running the applications in-house or outsourcing them. Outsourcing generally lowers your up front cost and comes with built in data backup and disaster recovery. However, functionality can be limited and over time the monthly amounts can exceed the cost of purchase.

Security
Cost effective solutions exist for small businesses that will keep you protected. You will need:
• Virus protection: Centralized and automatically updated.
• Spam-filtering: Spam is a large productivity drain.
• Firewall: Buy an actual appliance and spend the money to configure it properly.
• Updates: All operating systems have updates and most have to do with security.
• Passwords: Have a policy about keeping them private.
• Physical security: Lock the door.
• Laptop computers: There are ways to ensure that a laptop, if stolen, is unusable.
• Wireless access: If you implement this, treat it like your firewall. It is a door into your network.

Technology can be an affordable and effective tool for any business. Leverage vendors and partners to maximize the return on your investment.

As always, if you have questions, please call the purple guys at Versent at 816-221-3900 or email at info@purpleguys.com and "We can do IT for you."