Small Business Office Infrastructure Basics – Computers

One challenge many small business owners face is deciding what technology is needed to get a growing business off the ground. What computers are appropriate? Desktops or laptops? Does the model make a difference? What about the guarantees? In this short article, I’ll address these questions regarding office computers, providing a high-level overview of the options and some general advice.

First, it is important to understand the need to standardize computer hardware. For maintenance purposes, administrative overhead increases exponentially when dealing with distinctly different computer models. So whatever direction you take, stick with it. This does not mean that everyone in your office has the exact same computer. That may not be appropriate (see below). But if you choose to have desktops, choose a single desktop model that makes sense for everyone. If you choose a laptop, choose a model in the middle that covers everyone’s needs. If someone in your organization needs specialized hardware, make one-time purchases an exception. This applies to monitors and accessories. Buy 17″ or 19″ monitors for everyone, one or the other. Do not mix and match models.

Second, do you want laptops or desktops? Before we get started, there are a few things you should know: Laptops are more expensive than desktops. Laptops are also generally “less powerful” than desktop computers. I put it in quotes because current-generation laptops have more than enough power to run all but the most compute-intensive applications. That said, if power is paramount, particularly graphics power (for CAD or graphics-intensive software development), a desktop might be a better choice. The obvious advantage of laptops is portability. For sellers, that freedom is almost always essential. This brings up the main point in laptop vs. desktop discussion: the user. If there is travel to do, provide that employee with a laptop. If the employee (or role) is tied to a desktop, or if the information on that employee’s machine needs to stay in the office (accounting, finance, human resources), then a desktop might be the right choice. Finally, laptops are very useful in environments where there is a lot of dynamic collaboration.

Next, what model of laptop or desktop? It might be a good idea to give everyone a giant 17″ laptop that’s good for showing movies and playing games, but if that’s not the primary mission of the company (or the recipient’s role), then it’s not appropriate, it’s too expensive. and too finicky. Let’s face it, office equipment gets dropped, dented, and generally treated like a rental car. While it’s not usually necessary to buy a “ruggedized” laptop, “fleet machines ” (entry PCs intended for business use) are built to withstand more abuse than typical consumer-grade multimedia-focused systems. They’re also designed to be easier to repair and maintain, two key points for lowering overhead. Both Dell like HP they have strong lines of business-class machines, as do many other companies.When you’re ready to buy, be sure to ask for business-class equipment.

Fourth, when purchasing any long-term asset such as a computer, support and service should be considered. For computers, this is covered under warranty. The rule of thumb here is: Assume the computer will give you three years of service. With that in mind, the choice becomes clear: buy a three-year warranty. If you don’t have an internal resource for computer maintenance, you may want to add an “on site” clause. Such extended service usually costs more, but you can reduce the effect of a computer failure by bringing in a technician within 24 hours, rather than the routine 5-7 business day “send it back to the manufacturer.”

Finally, the question of whether to buy or lease almost always arises. First, a quick disclaimer: I am not an accountant or financial expert. Every business owner has a different financial situation and must choose the option that is right for him or her. In general, with computer hardware, you want to spend as little on it as possible because after 3 years of depreciation, you end up with zero-value equipment. While the equipment may be off the books, it also has no market value. Forget the idea of ​​selling old equipment to buy new equipment: after three years, the industry has moved on. Given this, it may be advisable to lease the equipment for new businesses, particularly organizations with more than a handful of employees. In the case of a 3-year lease, the cheapest lease rate is recommended, as any purchase option is not attractive, again, because the equipment will be almost worthless after three years. So skip the dollar purchase option and opt for the cheapest monthly payment (often market value). When the lease is up, it’s time to upgrade.

Equipping a new business with computers is expensive and needs to be done carefully. Here we have covered some basics to help new business owners understand the options. To review, standardize on a single platform and as few models as possible, to reduce administrative overhead. Choose desktops or laptops based on the type of work you’re doing and whether or not you plan to travel. When choosing among the many models of laptops or desktops, always choose business-class equipment. When purchasing a computer for an office, be sure to get at least a three-year warranty, and consider the “on-site” option if you lack an in-house IT resource. Ultimately, the decision to buy or lease largely depends on the finances of the organization, but in general, leasing is a good option to avoid large cash outlays for equipment that is worthless (to the industry) after three years. .