Start-Up Briefing
Setting up
your first
IT system
Businesses rely on information technology
(IT) in almost everything they do. Every
fledgling company should specify and
source technology that meets its immediate
requirements, while making it easy to
expand as the business grows.
This briefing covers:
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Basic requirements.
Networking.
Software.
Buying and getting support.
Security.
Cloud computing.
1 Setting up your office
Nearly every start-up business will need basic
communications technology.
1.1Computers are the workhorses in most
businesses.
• Think about how many you need.
• You will probably need one per person.
• Personal computers (PCs) running
Microsoft Windows are a popular choice.
• An increasing number of businesses
choose Apple Macs, although these tend to
be more expensive.
• Opting for laptops may give you more
flexibility.
• Entry-level computers can be a false
economy.
• You can purchase standard fibre-optic
broadband from a range of suppliers.
• Larger businesses may require a dedicated
leased line from a specialist supplier.
• Business broadband packages offer more
reliable speeds and better support.
• You may need another connection for your
telephone services (see 1.6)
1.3You could work more flexibly and efficiently
with mobile devices.
• Smart phones allow you to use email and
the internet on the move.
• Tablet computers have larger screens, so
are good for reviewing documents and
presentations.
• Some powerful tablets have capabilities
approaching those of full-size computers.
1.4You are likely to need a printer, and maybe
some other accessories.
• Laser printers are fast and reliable. Simple
models cost from £50.
• Look for a printer with a network
connection so everyone can share it.
• Pay attention to the running costs. Over
time, these will dwarf the purchase price.
• Inkjet printers are good for printing photos,
but are more expensive to run.
• You may also require a photocopier and
scanner. An all-in-one device conveniently
combines printing, scanning and
photocopying in a single unit.
1.5Consider how you will provide email.
1.2An internet connection will keep you
connected to the outside world.
• If you have a server (see 2.5) you can run
and host an email service in house.
• Fibre-optic connections are fast, reliable
and available in many parts of the UK.
England
Reviewed 01/10/15
Start-Up Briefing
• However, most companies find that
using a separate email provider is more
cost-effective and reliable.
• Email services are available from a range of
providers.
1.6Think about what sort of telephone system
you need.
• Most modern business phone systems use
VoIP (voice over internet protocol) which
make your calls via the internet.
• With VoIP, you can have a number of
phone numbers, without requiring a
physical phone line for each.
• VoIP is typically more flexible and
cost-effective than a traditional phone
system. However, it requires a reliable
internet connection. Consider getting a
separate broadband line just for VoIP.
• You can buy a phone number from a
service like Skype (www.skype.com),
then make and receive calls through your
computer.
1.7Some businesses require specialised
technology.
• If you run a retail business, you may need
point of sale terminals (tills).
• A chip and PIN reader allows you to take
card payments. These are available from
banks and specialist suppliers such as
iZettle (www.izettle.com).
• Design businesses often use plotters
or large printers to create posters and
diagrams.
• A good IT supplier can help you understand
what combination of hardware is best for
your business (see 6.1).
1.8It can be a hassle to source and set up
everything yourself, especially if you have
limited experience.
• Consider working with a local IT supplier
(see 6.1).
2 Your network
Your business will almost certainly need some
kind of network.
2.1A network allows you to connect
computers and other devices, so you can:
• Get all your computers and devices online.
• Easily share files and other data.
• Share resources such as printers.
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2.2If you have fewer than five employees, you
can easily create a simple network.
• The centre of your network will be a router.
They cost from about £40, or are included
with most broadband internet services.
• The router normally connects to the
internet, then all your devices connect to
the router.
• You should be able to connect using wires
(also called ‘Ethernet cables’) or wireless
(see 2.4).
2.3If you have more employees, you should
plan you network in more detail.
• Think about how many devices you need to
connect and how you will connect them.
• You might need additional routers, access
points and equipment.
• Running cables in an office can be tricky. A
local IT supplier (see 6.1) should be able to
help.
2.4A wireless network (also called Wi-Fi) can
provide extra flexibility in your business.
• A wireless network allows your devices to
connect using radio waves.
• Most mobile devices can only connect to
a network wirelessly. All new laptops have
wireless capabilities built in.
• Wireless is very convenient, but not as fast
nor as reliable as a wired connection.
• Many businesses use wired connections for
permanent desks, and rely on wireless for
other parts of their building.
• To set up a wireless network, you need a
wireless router or wireless access point.
• You may require more than one access
point.
• Use encryption and take precautions to
protect your wireless network (see 5).
2.5Larger businesses often build their network
around a server.
• A server is a dedicated computer that
manages your network and stores data.
• A server allows you to run centralised
applications, such as a customer
relationship management system.
• They cost from around £400 but require
significant ongoing maintenance.
• They require some technical knowledge.
Speak to a trustworthy IT provider (see
6.1).
• Companies are increasingly opting for cloud
services instead. This usually leaves them
with lower overheads (see 4).
Start-Up Briefing
2.6Consider whether you need to provide
remote access to your network.
• It is tricky to provide remote access to your
data without a server unless you use cloud
services.
3 Software
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3.5You could consider using customer
relationship management (CRM) software to
track customer details and contacts.
• Customer relationship software is helpful if
you have lots of customers.
• CRM software is increasingly available as a
cloud service (see 4).
3.6You can use mobile apps.
It’s important you choose software that will
allow your business to run smoothly.
3.1Web browsing software can help you
access the internet.
• Most web browsers are free. Popular
options include Google Chrome, Microsoft
Internet Explorer and Mozilla Firefox.
3.2You will also require email software so you
can send and receive emails.
• Many companies use Microsoft Outlook to
send and receive emails (see 3.3).
• The company that provides your email
service may offer Outlook - or other email
software - as part of the package.
3.3An office suite allows you to work with
common business documents and files.
• Most companies use the Microsoft Office
suite. It is likely your employees will be
familiar with this software.
• Free alternatives are available, such as
LibreOffice. However, these packages do
not always work with Microsoft Office files.
3.4Basic accounting software can simplify
book-keeping and automate tax returns.
• Payroll software makes paying staff
easier, automating repetitive and difficult
calculations.
• Some accounts packages include
advanced features, such as stock control.
• Accounting software is increasingly
available as a cloud service (see 4).
IT for micro-businesses
If you’re starting a company by yourself,
and already own a decent computer, there’s
nothing to stop you just using it.
It’s important to ensure that you are taking
security precautions (see 5), but many
freelance and single-person businesses are
run successfully using nothing more than a
laptop and smart phone.
• The software and cloud services you use in
your business may also come as an app.
4 Cloud computing
Cloud computing services are beginning to
replace software. They could help you be more
flexible and get the IT system you really need while keeping your initial costs low.
4.1 Cloud computing services are accessed
over the internet.
• Instead of installing software onto your
computer, you sign in online.
• Most cloud services charge a monthly fee
instead of a one-off cost.
• They are cheaper upfront, but overall
costs often work out similar to traditional
software.
4.2Cloud services tend to be very flexible.
• Unlike traditional software, cloud services
aren’t tied to a single computer so you can
access them from any computer or device.
• You can generally increase or decrease
capacity instantly. For instance, if a new
employee joins.
• You usually pay a fixed fee, based on your
usage. For instance, the number of users
you have.
4.3Most cloud packages include maintenance
and support.
• This can reduce your IT maintenance
burden, because the cloud provider
handles updates, security patches and
provides help when you need it.
4.4Cloud services store your business data on
servers operated by the cloud provider.
• It’s important you can trust the provider to
take good care of your data.
• Make sure the provider is well-established,
with a strong track record.
Start-Up Briefing
4.5You need an internet connection in order to
use cloud services.
• Check that any cloud provider offers a
guaranteed level of uptime.
• Consider whether you need to upgrade
your internet connection - especially if you
need to transfer a large amount of data.
5 IT security
The information you hold on your IT system
is valuable. You can suffer data loss through
malicious attacks and by accident.
5.1Physically protect computer equipment.
• Stealing a PC or server is one of the easiest
ways for someone to get hold of your data.
5.2Design your network with security in mind.
• Restrict access using strong passwords.
• Use access levels to ensure people can
only view and edit data they need.
• Use firewalls to protect your systems from
online attacks. You should have a hardware
firewall at the point where your network
joins the internet and a software firewall on
each computer.
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• Make sure employees know what to do if
their device is lost or stolen.
• Install tracking and remote wipe software
and encrypt all mobile data.
6 Buying and getting support
You can source your equipment, software and
services from a number of different channels.
6.1Establishing a good relationship with a local
IT supplier can pay dividends over time.
• Look for a supplier that understands your
business and what you’re trying to achieve.
• A good supplier will help you choose, install
and set up your IT and provide ongoing
assistance and support.
• This may be a little more expensive than
buying direct from manufacturers but
you are less likely to make inappropriate
investments.
6.2In shops you can try out the equipment
you’re buying - and take it away with you.
• Retailers generally offer maintenance and
support. But this can be expensive - and
the quality can vary.
5.3Run security software on every computer.
6.3Buying direct from the manufacturer is
good if you know exactly what you want.
• Choose a reputable package - make sure it
runs automatically and is kept up to date.
• Orders can be placed over the phone or
the internet.
5.4Create a robust back-up system.
6.4You are likely to buy cloud services directly
from the cloud provider.
• Set up regular back-ups.
• Store at least one set of back-ups off-site.
Keep them away from heat, moisture and
magnetism.
• A cloud backup service can be a good way
to back-up data off-site.
5.5Ensure employees understand the
importance of security.
• Make security part of employees’ contracts.
• Make sure your staff understand why it’s
important they follow security procedures.
5.6Make sure you know what to do in the
event of a problem.
• Create a file containing key information.
5.7Mobile devices pose a particular risk as
they can easily be lost or stolen.
• Many services offer a free trial, followed by
regular monthly payments.
6.5Be wary of used or refurbished items.
• In certain circumstances, this can be an
effective way to get more for your money.
• However, it’s hard to be sure of the history
of used equipment – and it may be more
likely to fail.
6.6Create a budget to help you prioritise your
spending.
• Keep your business objectives in mind
when choosing what to buy.
• Remember that some equipment, software
and services may have significant on-going
costs.
• Don’t forget to budget for support and
training. Allow some contingency funds,
too.
Published by Atom Content Marketing Ltd, CityPoint, Temple Gate, Bristol, BS1 6PL
Tel: 0117 373 6160, www.bhpinfosolutions.co.uk
© Atom Content Marketing
Ltd 2015. ISSN 1469-0470.
All rights reserved. No
part of this publication
may be reproduced or
transmitted without the
written permission of the
publisher. This publication
is for general guidance
only. The publisher, expert
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disclaim all liability for
any errors or omissions.
Consult your local business
support organisation or your
professional adviser for help
and advice.
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