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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.

Essential guide to basic IT management for start-ups

Information technology (IT) is at the heart of every business.  Software, systems and apps let you create reports, manage your accounts, communicate with suppliers and customers, and connect with the outside world through email, messaging and communication app and online.

You don’t need to be a specialist, but every business owner should understand the basic IT systems, software and solutions that you use.

The basic ingredients

Software

Cloud computing

Your network

Getting online

IT security

IT management

1. The basic ingredients

Desktop computers used to be the default choice, but today most businesses use a combination of fixed terminals, laptops, tablets and smartphones 

  • Each employee will need their own device to access your network and systems.
  • Personal computers (PCs) running Microsoft Windows are highly popular for office-based companies. They’re cheap to buy, and simple to set-up.
  • Laptops enable employees to work in the office and remotely, carrying the software they need with them. Laptops can also be hooked up to a monitor, mouse and external keyboard if required.
  • Many businesses also use mobile devices for work, including smartphones and tablets. They provide instant access to information, from almost anywhere. They can keep your team in contact, particularly if your employees are mobile or working remotely.
  • Mobile apps enable staff to access your existing software and services remotely, from their mobile phone or tablet.
  • You can save money on equipment by operating a ‘bring your own device’ (BYOD) policy, where staff use their own mobile devices for business purposes. This can introduce security risks, so you must be careful.
  • You could also save money on equipment by purchasing refurbished technology at a much lower price than new.
  • Some businesses choose Apple Macs. The technology and peripherals are more expensive than PCs, but users welcome the simplicity of use and the durability of the computers.
  • Desktop computers are the cheapest option. Tablets, smartphones and laptops offer more flexibility.
  • Buying entry-level tech devices is usually a false economy. Cheap computers will have slow processers, limited internal memory and small amounts of storage. They may run slowly, or not be powerful enough to run the software and systems you need.
  • Choose good quality peripherals such as keyboards, mice and monitors. Ensure they are comfortable to use and get the largest monitors you can afford.

Your system's capabilities depend on the software and cloud services you use

  • Most solutions can be built from standard software. Employees are more likely to be familiar with popular software such as Windows and Microsoft Office.
  • If your business requires specialist software, ensure that it will run on your current hardware before purchasing it.
  • There are significant advantages to using cloud computing services instead of traditional software. You always have the latest edition, the upfront cost is low and you can add users or cancel subscriptions at any time.
  • Most popular software is available as a cloud service or in app form.

You are likely to need a printer and other accessories

  • Laser printers are fast and reliable. A printer with a network connection or wi-fi connectivity allows everyone to share it.
  • The running costs of your printer (including the cost of consumables such as ink and paper) will be higher than the purchase price over the lifetime of the device.
  • Inkjet printers are good for printing photos, but are more expensive to run than laser printers.
  • You may require a photocopier and scanner. An all-in-one device conveniently combines printing, scanning and photocopying in a single unit.
  • You may need extra equipment as part of your IT security.
  • Some businesses require specific technology to run their business. For example, a retailer may need point of sale terminals and a chip and a card reader to take card payments.

Integration and communication makes IT far more useful

  • Your business will need a fast and reliable internet connection. Businesses that operate more than one computer are likely to benefit from a network.
  • Integrated information systems that share data across your devices and network can make collaboration seamless. For example, sales information can be configured to automatically flow into your accounting system, enabling all employees to have access to up-to-date information.
  • Ensure your systems are compatible with your customers and suppliers. For example, you might want to produce files that they can use or be able to link your systems online.
  • Voice over IP (VoIP) telephone systems using the internet can be more flexible and cost-effective than traditional fixed-line phone systems (which are being switchd off in 2025).

Get the right tech for your new business