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Business I.T. for a small startup .

If you want to start up a home based small business or work from home, you may be wondering what IT you need to get going and how far you need to go.

What does your business need to work?

Critical,
1: internet
2: computer
3: telephony
Optional,
4: Printing

What do you need to make it work?

1: Network
2: Electricity

What do you need to keep working?

1: Backups.

This may not apply completely to you but for me (and many other people I know in small business), this is what you need, both at home and out on the road. You may have some other requirements as well but these few things will cover most of your needs.

There are many ways to get these things, many options based on needs, location and resources. If you think about them before signing up to anything, you will be better off in the long run.

This is what I have for my business. I can (and do) work from home (home office, kitchen, living room etc), from my car, from other people’s offices and even from a boat while fishing (if I am really lucky).

Internet: A good internet connection is vital in this day and age, especially for an IT consultant. At home I have an ADSL 2+ connection with Annex M (faster upload speed) and about 14mbps of bandwidth. I have a static IP address on the internet so I can always get back into my home PC from outside. There are advantages to having a static IP as well as disadvantages, most users wont need one. When on the road, I have a 3G SIM card built into my laptop for internet access from anywhere with mobile coverage as well as a 3G USB stick with a different carrier as a backup (I can also use my mobile phone as a modem via bluetooth if required). I dont recommend using 3G cards all the time, if you need internet at home, a permanent ADSL or cable connection will be much cheaper, faster and more reliable. If you want service, support and the best stability, sign up for a business plan (usually a bit more expensive), business support tends to be much better. Run your email in the cloud, eg start with free Gmail and use the free 2GB version of Dropbox as a centralised repository for files.

Computer: Get whatever you need, laptops are portable but less upgradable, fixable and powerful. I have a desktop at home that is permanently on as well as a laptop that is my primary workstation. If you are at a desk a lot, get a docking station for your laptop and get a large screen to go with it, even two if you have the space (dual screens is great), and full size keyboard and mouse. Dont cramp yourself in close to a laptop if you dont need to. Business grade laptops will have docking station options, consumer grade laptops dont. If you are using it for business (ie long periods of time), get a business grade laptop (eg HP Probook/Elitebook, Dell Latitude, Lenovo T Series etc), they have better warranties and are designed to run for long periods without overheating. Mac laptops do not have docking stations available.

Telephony: Obviously start with a mobile phone, get one that does email well (proper smartphone). If you use it a lot, either get a car charger for it and/or carry a second battery. A heavily utilised smartphone can struggle to make it through a day on a charge. Get yourself a bluetooth headset for use in the car or while at a computer. I have a Nokia E72 with a BlueAnt headset which both work very well. When at my desk, I have a standard desk phone to make calls on rather than use my mobile. I dont recommend getting extra phone lines, just get a VoIP service and handset and plug it into your internet connection. I am paying around $200/yr for two VoIP lines and two numbers with 100 untimed calls to fixed lines and 100 minutes of calls to mobiles per month. Any voicemails to my VoIP landlines are forwarded to me via email (and received on my mobile phone).

Printing: Some people need printing more than others. Dont waste time and money on inkjets for business use, get a cheap black and white laser printer. I got mine on Graysonline for about $50 and 3×8000 page toner cartridges for about $100 and 3 drum cartridges for $60. Enough for my printing needs for well over 12 months.

Network: Spend a little bit extra and get a Gigabit network. A small network may just be an ADSL router with 4 network ports. This is all you need to get going, they come with wireless as well. If you use wireless, make sure you set the security up. Gigabit is very fast and will make all the difference if you have a network attached storage device (NAS) for backups.

Electricity: Get a UPS to protect your IT investment and also to keep you able to work if the power goes out (for a while). The more you need to run the bigger the UPS needs to be, I have a 1500VA UPS tht can run my desktop, phones, internet and network for nearly two hours.

Backups: You cannot have too much. I operate my business files and email in the cloud but regularly backup copies locally. All local file are backed up to a NAS regularly and anything on the NAS only (it serves media to my Home Theatre PC as well) is backed up to a dedicated 2000GB drive in my desktop. Vital items such as photos of the kids are regularly burn to DVD as well as having a copy on a portable hard drive that stays with me when I am out on the road. Important sensitive or personal information on portable media should be encrypted with TrueCrypt.

Posted in: Business, Hardware, The Web

Uninterruptible Power Supply (UPS)

Do you need a UPS? YES!

A UPS is basically an additional insurance policy for your electronic equipment and vital for maximum life of your hardware. It will not only stop most power spikes and surges from getting to your hardware. A UPS can also provide a battery powered backup in the event of a power brown-out or blackout for a period of time as well as voltage correction if the power supply voltage is too high or too low.

While most businesses already have a UPS protecting their critical equipment, few households do. Small but capable UPS’s are now cheap enough that there is basically no reason to not get one. An entry level UPS is now under $100AUD but I would recommend spending around $150-250AUD for a home PC system to give a bit more battery run time.

The big names in UPS’s are APC (Americal Power Conversion) and Eaton. Eaton consumer grade UPS’s are branded as “Powerware”. There are some other good brands such as Nikko but there are also some cheap and nasty ones that should be avoided.

Things to look for when deciding what to buy:

  • Easy battery replacment – Batteries are a consumable item and last 3-5 years, most UPS’s use readily available gel lead acid batteries
  • Compatible sockets – APC tend to use the universal IEC C13 connector which need a IEC cable to connect to a device or a converted to connect to a powerboard, Powerware use Australian standard sockets.
  • Connection (USB usually, network on commercial systems) to PC being protected – allows normal system shutdown when battery level gets critically low
  • Run time and load requirements – Run time at full load is only a few minutes, if you want more run time, buy a bigger unit. APC has an online run time calculator to calculate run time for a load for their range of UPS’s. Larger commercial grade UPS’s can have extra battery packs added for extra run time.
  • Online vs Line interractive – Most are line interractive (cuts over to battery if the supply fails) but some of these types do not like being run from a generator. If a generator backup is required (small petrol or diesel off the shelf unit, not purpose built), an online UPS (supply charges the internal battery and all output comes from the battery at all times) is generally better but also can be more expensive.

For extra surge protection, supply your UPS through a surge protected powerpoint or double adapter. Surge protection is cumulative, a single device may not be able to stop a big spike (>1000 Joules) but two or three (rated at 500+ Joules each) in line may be enough.