It's easy for businesses, particularly in their start-up phase, to think they have to have the latest and best equipment. Some, especially in the dotcom boom a few years back, had technology instead of a solid business plan and the results were predictably disastrous.
But used as part of a business plan and with a purpose, many technologies can prove invaluable to a business. The most hyped lately is clearly broadband access to the internet. It's difÞcult to quantify exactly why broadband is any great shakes since it just does what the old connections did without having to spend time connecting up. You certainly need internet connections at the very least. Clients and suppliers won't ask whether you have email any more, they'll take it for granted. But if you're starting up and have one phone line, you don't want to block incoming calls while you're online. Broadband offers this plus budgeting control: "A key factor to any business, whatever its size, is cost - a broadband internet connection provides greater control over dial-up costs because you pay a Þxed monthly rate for unmetered access," says Dan Cole, DSL Product Manager, THUS plc.
Once you're connected, and can see out onto the internet from your system, you need to be certain no one else can look in and damage it. The answer to this is a Þrewall - a piece of software either on your computer or on a separate computer or router between you and the internet that basically tells intruders to naff off. Beware of just buying anything with "firewall" written on the box and thinking you've done it, though. "As many organisations have discovered to their cost, it's not difÞcult for an experienced hacker to Þnd or punch a hole in your Þrewall and inÞltrate your systems," says Ian Tickle, UK manager of security specialist Tripwire. If you believe you're likely to be hacked then it's worth talking to a specialist.
External communications are one thing: you will also want to consider how to link employees' systems together. Networking is simple but can be cumbersome because of cabling. Depending on where your ofÞce is located, putting the cables under the ßoorboards can be an issue (if, for example, you're in a listed building). One possible answer which is not as expensive as a lot of people think is wireless networking. A wireless access point, a router, wireless adaptors for every computer, and you're linked. "Technology can now be integrated into the lesson instead of the lesson centring around the technology," says Patrick Harty, head teacher at Marlborough School in St Albans. This offers a much more ßexible approach to teaching and learning. "Lesson plans are no longer constrained by the physicality of the classroom - laptop use Þts in with watching a presentation, then some board work, then back to the internet."
Accidents do happen with data, however, and back up of some sort is important. Whether you hold a second copy of all your information on disk or somewhere off-site, the important thing is to be certain it's safe (Þreproof safes are no use if they aren't heat resistant) and that it works - so once you've backed up your information, make sure you practice restoring a Þle or two. Backing your data up offsite can be a useful option, as Ian Peel, director of public relations consultancy MCC International confirms. Prior to using his client's back-up system, Datafort, one of the women in the ofÞce had to back everything up to tape and take the tapes home with her which was an onerous responsibility.
"Off-site storage has always been horrendously expensive and not aimed at companies of our size," he explains. "But the Datafort system Þts the bill - you just pay for the amount of space you need and their compression system keeps that space down to a minimum. Also, since broadband arrived in our area, backing up via the net is much faster."
Coverage is certainly an area of concern for broadband users, as current Þgures show that only 80% of the UK can get it. This will affect anyone with a geographically dispersed workforce as the usual way to stay in touch is through an internet connection, and developments in even the basic ofÞce suites - meaning Microsoft OfÞce for the majority of people - are heading towards collaborative working.
"A collaboration infrastructure with SharePoint products and technologies and integration with OfÞce applications provides document and meeting workspaces, as well as the ability to search and Þnd expertise in an organisation," says Microsoft's UK ofÞce systems product manager, David Bennie. In other words, if you're connected to other people you can do several times as much with the next generation of the product.
How long it will take the UK to provide the infrastructure to make it happen universally is open to conjecture.
