Another year is upon us, time to think again about your computers and network. Here’s five Small Business ideas for 2008 that need your attention;

1. Think Security

Spam, Viruses, and Trojans are not going away in 2008. Upgrade the protection in your business or home office with a two-part security plan.

• Part 1: Protect yourself from the Internet. Stop kidding yourself that your simple D-Link, SnapGear, or Linksys router is protecting you. Their security features are improving but still fairly rudimentary. It only takes one outage to cause you frustrating business downtime. Upgrade to a real firewall.
• Part 2: Protect your laptop. You are not always sitting behind your firewall at the home or office so you need something to protect you when out in the wild. This means running a software-based firewall on your laptop. We recommend ZoneAlarm SecuritySuite. We have used it for many years internally and have yet to have a virus outbreak.
  

2. Turn on Microsoft Updates

Make sure you are not exposed to Microsoft vulnerabilities - enable Microsoft Windows Update set to automatic for every laptop and desktop in your business. You must ensure that hot fixes and security updates from Microsoft are applied as soon as possible. The bad guys out there are now creating exploits from found security holes within hours of knowing about it. Don’t help them by making your computer available for their endeavors.
Along with Microsoft, you should have someone also review your other software (accounting, backup, etc) and hardware (computer BIOS, equipment firmware, etc) to ensure you are running the most recent versions. In order to minimize the risk of infection you must stay up to date.

3. Apply for HP PurchaseEdge

PurchaseEdge is HP’s reward points program. If you spend more than $490 a year on HP printing supplies it is worth your while to make this part of your purchasing process. You get 150 welcome points for signing up, and one point for about every $4.00 spent. Becoming a member of HP PurchaseEdge earns you points towards free HP supplies and products. Rewards start at 200 points and rewards include supplies, cameras, printers and more.
It’s easy - once you’re registered the store where you buy your supplies automatically submits each purchase to HP and your account is updated!
You have to buy supplies anyway, so why not earn as you go. Sign up!

4. Enable Collaboration

In a small business environment, much time can be wasted pushing electronic files and data from desktop to desktop. This in inefficient. Centralize your data to a single source. If you have 5 or more desktops you should consider implementing Microsoft Small Business Server (SBS). Small Business Server will bring all desktops under one roof, automatically map drives to key folders on the server, plus a host of other great features. Having data in one spot ensures everyone is working from the right version of the document and nothing gets lost when a desktop dies. Implementing SBS also allows you to enable the following collaborative features in Outlook.

• Shared Calendars allow you to view someone else’s calendar. This is a great feature for a receptionist to know when the salesperson is returning, or for seeing people’s free time before scheduling a meeting.
• Shared Tasks allow you to push tasks to each employee and track progress and completion.
• Shared Contacts allow you to put all company contacts in one spot, rather than spread out over desktops. No longer do you need to worry about who has what and are they all up to date. Everyone can now pull from the same spot and one change is reflected for everybody

Collaboration features in Microsoft Small Business Server will enhance collaboration, centralization, and security across your small business.

5. Focus on your Core Competence

Make a resolution to have someone look after your computer systems properly in 2008. Yes, this is my plug for outsourcing your technical needs to consultants such as myself. Technology in the small business environment has become too multifaceted for one of your staff to keep it going “as you have time”. Outsourcing your technology allows you to focus on your core competence - the reason you are in business in the first place. Leave IT in the hands of someone who is trained in that area.
In a typical small business of 10, a maintenance plan of 1 to 2 days a month will ensure your systems are cared for. This is a small cost compared to emergency support and the downtime involved, and the long-term return will improve your business overall.

Foreverwarm Consulting offers proactive computer and network support and ideas. Our business is to prevent computer and network failures in your business.

FOREVERWARM CONSULTING INC
Computer Support for Kitsilano and beyond
Call: 604-715-5107

I read a disturbing statistic in a ZDNet article that 27% of Small Business customers purchased Windows XP Home, or Vista Home Basic - both of which are the wrong choice for Small Business.

ZDNet believes this is due to price, I believe this is due to ignorance of the product. Have you maybe thought; “Gee, Windows is pre-installed on all these laptops. I’ll just pick one in my price range“. Price may be a factor, but don’t make it the only factor. Choosing the wrong product will lead to headaches and frustration when trying to use your laptop or desktop in a business environment.

The right Windows Operating System for Small Business is…

Microsoft Windows XP Professional - for today.

Ok, so before you flood me with rebuttals about Windows XP PRo not being available on laptops at Best Buy and Future Shop, etc, let me assure you that you CAN still purchase laptops and desktops with Windows XP Pro installed. Yes, Microsoft is pushing the Windows Vista platform and if your purchase is strictly for home - go for it! However if your computer is going to be used in any kind of Business environment then stop and choose Windows XP Pro.

Why Windows XP Pro?

The goal of any Small Business is to make money. In order to do that these days you need a computer. If you’re going to use a computer in your business it needs to work - consistently, smoothly, accurately - all the time. Your applications will probably be a little more demanding and the laptop will need to adapt to all kinds of environments (Internet Cafe, other businesses, etc). In a nutshell: Buy a business machine, not a computer for home use (which is what Future Shop and Best Buy sell). For example; Future shop sells plenty of Acer laptops - I bought one for my wife just recently. They all come pre-configured with some version of Vista. But did you know that you can go to other resellers such as myself and buy Acer laptops with Windows XP pre-installed? Well you can - and you need to.

Windows XP was introduced in 2001 and is now on Service Pack 2. That’s a long time and almost all the bugs have been worked out. The result is a smooth stable working environment that includes robust networking features that do not exist in the home versions; features you may need as your business moves and grows.

Such as;

• Remote Desktop Connection (connection to other computers at the office or elsewhere)
• Web site hosting (Intranet or other office web sites)
• Offline Files and Folders (access to files and folders on a network share while disconnected from the network)
• Multi-processor support
• Access control (file security)

“But it’s more expensive to seek out and buy a Desktop/Laptop with Windows XP Pro!“, you cry.
Remember now, your desktop or laptop for your business is probably one of the most well used and important pieces of equipment you will buy. This is not the time to skimp on dollars. Desktops and Laptops with Windows XP Pro can be purchased for under $1000 - don’t sweat it!

Windows XP Pro is still available up to June 30, 2008. (Microsoft just extended the deadline)

What about after that? Then you will need…

Windows Vista Business

Windows Vista Business version has the same advanced network features that XP Pro has.
(Compare the versions)

It includes features not on home versions;

• Fax and Scan capabilities
• Remote Desktop Connection (connection to other computers at the office or elsewhere)
• Complete PC Backup and Restore (Microsoft’s newest backup system)

It does NOT include entertainment functions like;

• Windows Media Center
• Windows Movie Maker in High Definition
• New Premium Games

You will have difficulty finding a desktop or laptop with Windows Vista Business at Best Buy or Future Shop. That is not their market, so you will have to seek it out from a business reseller the same way you would purchasing Windows XP Pro. Your cost for Vista Business may be slightly more than Windows XP Pro, but not by much.

Windows XP Pro, or Windows Vista Business are the right tools for your Small Business.