Guide to Computer Essentials for Small Business

A simple plan will make technology work for you

By Chris Maxcer

To select the best systems for your needs, you'll need a strategy, and it starts with:

1. A quality PC
2. Internet access
3. A firewall and/or router
4. A Web site and email service
5. Business accounting software
6. A data backup and recovery plan
7. A preventative maintenance plan

You may also need specialized applications for your particular business or industry, a network server for shared applications and file storage if you have multiple employees who need simultaneous PC access, and possibly an IT manager or consultant to help as your business grows.

Action Steps
The best contacts and resources to help you get it done

Buy a quality PC

This is your business, so you don't want to cobble together a PC you picked up at a yard sale. Only buy a laptop if you need the mobility. Get a minimum of 512 MB of RAM (1 GB is better) and at least an 80 GB hard drive. Processors and their speeds in newer PCs are nearly all powerful enough for 99 percent of small business needs.

I recommend: Buy online at Dell's Small Business Site, Apple's Store, Amazon.com's Computers Site, Office Depot or Staples.

Select a vendor that's also a technology partner

It's easy to just place an order for computers online. But finding a vendor who can help you make the right computer choices from among many manufcturers is more difficult.

I recommend: CDW has gained a reputation for working with small businesses to help them find the right technology, and then getting it in their hands quickly.

Get Internet access

Internet access will help you connect with customers and use online services, like software and data backup services, which can simplify your technology challenges. Contact your local Internet Service Provider to find your availability options and rates, as well as cable and phone companies, which also usually offer Internet service.

I recommend: Check out YELLOWPAGES.COM and CNET.com's ISP Buying Guide.

Get safe Internet access

To make your Internet service safe and protect you from hackers, viruses, spyware and adware, you're going to need a software or hardware (router) firewall, and virus protection software.

I recommend: CNET.com's Networking and Wi-Fi site covers routers, and PCMag.com has a good All-in-One Security Suite software review section.

Build a Web site and get email

The ISP you choose may also have packages available to help you build a Web site and get email service, but you may want to use a dedicated Web hosting company that offers a broader range of features.

I recommend: Buy a domain name and hosting service at Network Solutions, Yahoo! Small Business, or check out CNET.com's Web Hosting site.

Choose your business accounting software

You can buy a dedicated software package to install on your PC or use an online hosted service.

I recommend: Check out PC World's Accounting Software News and Reviews, CNET's Accounting & Taxes Software Reviews, and PC Magazine's Accounting Software Reviews.

Create a data backup and recovery plan

You can burn CDs, DVDs or use a USB thumb drive to manually copy and backup data, or use a dedicated backup application that works with a separate hard drive, network drive or online backup service so you don't lose mission-critical data.

I recommend: Check out PCMag.com's Software Backup Reviews or go with one of the top solutions in this space: Norton Save & Restore or Acronis True Image. For online service, check out Data Deposit Box or Iron Mountain's Live Vault.

Plan for preventive PC maintenance

You'll need to clean, defragment and check for errors on your hard drive, as well as install patches or security updates.

I recommend: Microsoft's "Put Your PC Maintenance Routine on Autopilot" article walks you through hard drive care, and Apple does the same in its Disk Utility and/or fsck guide. For security patches and updates, go to Microsoft Update for Windows Systems, or for Mac OSX, go to the Apple menu and select “Software Update” to check for updates, to download and to install.

Helpful advice for making the most of this Guide

• •  Don't forget the low-tech side of computer maintenance and protection: Have a technician blow dust out of your computers with compressed air, use disk cleaning kits, turn keyboards upside down and gently knock out the junk, and plug power cords into surge suppressors.