Hiring Tech Help for your Business

Question: Keeping our computers, e-mail, software, Internet access and other "IT systems" in shape is proving to be a major pain in the neck for my eight-person business. We all try to pitch in, but the result has been a jumble that barely functions. Should we find a good tech guy to help out?

Answer: Selecting and installing the right technology, then maintaining it and keeping it up to date are major hurdles for millions of small businesses. Left to their own devices, biz owners often overspend on information technology (IT) by making mistakes and then having to spend even more to fix them.

Common missteps include buying bargain-shelf hardware in a hodgepodge manner, using pirated software or buying it piecemeal rather than in discount bundles and setting up e-mail accounts without controls or Web sites that don't work.

Helping biz owners avoid these mistakes has become a booming business itself, spawning a nationwide network of computer or IT consultants who specialize in setting up tech systems and solving problems for small companies like yours.

Biz owners coast to coast, in all types of industries and locations, have concluded that going it alone is not the best choice when it comes to technology. The future of your business may hinge on tech that works properly, so getting professional help should be high on your priorities list.

Hooking up with an IT consultant will free up your time to focus on what you do best, although you or someone on your staff should still be clued in on how things work. Here are seven steps to help you achieve IT outsourcing success:

1. Make your outside tech person a vital extension of your business - someone you want to develop a long-term relationship with. They can be a trusted advisor like an attorney or accountant.
   
   
2. Look for a tech consultant who does this full-time for you and other clients - not someone with another job who dabbles in computers on the side.
   
   
3. Before hiring, develop a detailed list of your needs, the desired results and how you want the person to work (part-time, on-call, project basis, etc.). Talk to the consultant in person. Look for someone who understands your business and can explain what he or she plans to do in plain English.
   
   
4. Experience with businesses of your size is vital. Someone who works mainly with mid-sized firms may not be familiar with the best solutions for you.
   
   
5. Consider whether you need an IT "generalist" - someone familiar with all types of tech from fax machines to DSL and office software applications - or a specialist in an area of key need such as e-commerce or Web sites.
   
   
6. Designate someone internally to be your point person on tech matters. This individual can resolve many of the simple issues without calling in the consultant.
   
   
7. Lean on your independent tech guru for advice before making hardware or software purchases. A few minutes on the phone can prevent costly mistakes. Business owners are sometimes sold expensive industry-specific software solutions that they don't need, or they opt for cheap printers, scanners or other devices that are not compatible with their needs or internal networks.

Check these resources for further help:

• The Independent Computer Consultants Association (ICCA) is national not-for-profit membership group based in St. Louis. Their Web site offers a free feature that lets you search for tech consultants in your area or by special skills. You can also post contract opportunities on the site. Visit www.icca.org or call (800) 774-4222.
  
  
• Microsoft has created a series of free IT solutions events for small business that it puts on in cities across the country. These events can help familiarize you with different options and introduce you to Microsoft's network of solution providers in your area. Visit www.msacrossamerica.com for a schedule of seminars.
  
  
• Rent a Geek is an online clearinghouse for locating freelance computer consultants and consulting companies. Use the searchable database to find choices in your area. Visit www.rentageek.com.
  
  
• SmallBusinessComputing.com, SmallBizPipeline.com and SmallBizTechnology.com are three excellent Web sites for keeping up with the latest in small business technology and advice.