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How to choose the right computer equipment for your business to increase your productivity and efficiency without it costing the earth.

Business software helps you complete a range of tasks. Choose the right software, provide support and train your staff with our introduction.

It is highly likely that you depend on the internet for some aspects of your business. Find out how you can use the internet more effectively.

Good communication with customers, partners and suppliers is vital for business success. This summary explores business communication methods.

How would you cope if your IT system failed or was breached? We cover the main IT security issues and how to protect against them.

Good IT management can help you choose, use and implement IT. Our overview helps you manage IT in a way that maximises the return on your investment.

IT support is vital if you rely on your IT system. But how can you set up an effective safety net in case things go wrong? We explore the options.

Getting the right IT is just the first step. Appropriate training, policies and working practices can help you maximise return on your IT investment.

Purchasing IT - checklist

No-one wants to waste money buying an IT solution that fails to meet requirements, is unintuitive for users or does not work with existing systems. Here's what to think about before you buy.

  • Appoint a project manager and decide how you will involve users in the project.
  • Clarify what business benefits you are trying to achieve. Focus on these first, rather than looking at specific technologies.
  • Prepare a functional specification saying what the system must do to deliver those benefits.
  • Identify any existing systems the new IT must work with. For instance, if you are purchasing a customer relationship management (CRM) system, it may need to link to your existing customer database.
  • Look for reputable suppliers with experience of similar projects. Ask contacts for recommendations. It's usually a good idea to find a supplier based in your area.
  • Ask shortlisted suppliers to recommend solutions. You may want them to prepare proposals in some detail, especially for significant projects.
  • Identify the most appropriate way of acquiring hardware. For example, is it best to purchase outright, lease or rent?
  • Check what software you require and take advice on the best way to purchase it. Software is increasingly available on a subscription basis, where you pay by the month. It may also be appropriate to use cloud computing services.
  • Confirm who will own the intellectual property in any bespoke software or designs. Make sure you either own the rights or have an appropriate licence.
  • Identify what assistance you will need to set up the system. For example, you may need a supplier to install cabling or set up a new server.
  • Decide what routine and emergency maintenance services you require. These should include backup facilities for important data. Make sure the details are clear in your contract.
  • Identify any training or other support requirements. If an external supplier will be providing ongoing support, make sure you have agreed acceptable response times with a service level agreement (SLA).
  • Break complex projects into small, achievable stages. Set interim milestones and deadlines and hold regular reviews so you're confident things are on track.
  • Get a proper written contract and have it reviewed by a legal expert. If possible, include explicit measures of performance.
  • Plan to accommodate change and unexpected problems. Create a contingency fund and make sure your contract has provisions for change control and dispute resolution.
  • Plan how you will test the system prior to full implementation. Include functional testing (to make sure the system does what it's meant to) and user acceptance testing (to make sure your staff can actually use it effectively).
  • Press for any shortcomings to be put right, preferably before paying. If necessary, take legal action.
  • Review the process of purchasing, implementation and usage. What lessons can be learned? Have you achieved everything you set out to achieve? Is any additional training required to ensure you get the maximum benefit from the system.

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