Q: Unfortunately, it seems like it is time for our company to invest in a new computer system. I know I am supposed to be frugal right now, but we need what we need. Can you offer any help on saving or otherwise doing it right? We made an expensive mistake buying some wrong stuff last time and I don’t want a repeat of that.

Jessie

A: I think the first thing you have to consider when making an investment in IT for your small business is the purpose of the system. The answer may not be as simple as it might seem at first blush.

You may think that you need new computers to better handle your increasingly mobile workforce for instance, and that is a good answer. But I would like to suggest that it also may be short-sighted.

Businesses use IT for two different things. The first is internal – your computer system must integrate and facilitate the communications between your employees and teams. Secondly, externally, your system needs to help you market and sell your business and assist your communications with customers.

That means you may need a system and software more powerful than you may realize.

What you probably want are PCs and servers that are optimized for small business, that offer “always on” connectivity, that maintain top performance, possibly even VoIP, and something that will allow you to have a robust Internet presence.

Which begs the initial question: How can you afford to get what you need, and maybe what you want as well?

Here are a few ideas:

1. Consider an upgrade or tune up: If money is really tight, you can extend the life of your current system for a few hundred dollars or less.

2. Buy more memory: Along the lines of #1, increased hard drive capacity, either internal or as an external hard drive, can help speed up and un-clutter almost any system.

3. Go green: If purchasing a new system, buying one that is highly energy efficient can save you substantial sums on your energy bill. Flat screen monitors, Energy Star systems, and so on will help you, as well as the rest of us.

4. Lease: This is my favorite cost-savings idea. It came from a chat I recently had with Steve Schuckenbrock, the Chief Information Officer at Dell. Schuckenbrock explained that since most small businesses only keep a computer system for three to four years, leasing can be an affordable, smart alternative to what could be a major expenditure of capital.

Moreover, not only can you finance the hardware, but you can also finance software and services, thus a system and strategy that works both internally and externally can fall within the budget.

Schuckenbrock explained that there were other benefits to leasing your computer system:

• It stretches your IT dollar further. For instance, $5,000 could net you about three computers on a purchase, but nine if you lease.
• Leasing is flexible: You can lease for 24, 36, or 48 months, and at the end of the term options range from a buy out to a return to getting a whole new system.
• It keeps you up-to-date: There are few things more frustrating than having a fairly new computer that nevertheless lacks the capacity to run the latest Big Thing. Leasing avoids that unenviable position.
• You are always under warranty: Service contracts come with most leases.

Here’s an example: Davis & Wilkerson is an Austin, Texas based law firm that recently leased 50 desktops. According to Mary Smith, the operations manager at the firm, “We are able to maintain a competitive edge by having the most up-to-date technology.” Moreover, she says that leasing allows them to “add systems to the lease as new attorneys join the firm.”

Bottom line: Making the right IT choice has never been more important. Make it a smart one.

Today’s Tip: Side note: One of the things that really impressed me after conversing with Dell’s Chief Information Officer was the company’s clear passion for small business. Whether it is because it began in Michael Dell’s dorm room or because we are a major piece of Dell’s business, that they are committed to helping us succeed is clear.

Spring Cleaning!

(Yeah, I know…I thought maybe the happy colors would make it less painful but alas, there is no way to overcome the incredible demoralizing strength of those two words combined. They continue to stand the test of Time…and apparently the test of Color Wheel as well.)

Fortunately, I have an alternative for those who wish to avoid the catastrophes otherwise known as basements, garages and landscaping. Why not take this opportunity to a little spring cleaning–er–organizational restructuring for your business? Now I don’t mean you’re whole business. Just focus on your computer. It’s probably full of backlogged information that you could easily do without not only from an aesthetic aspect but also in the sense that getting rid of needless files and emails will make your computer run faster.

Courtesy ManageSmarter.com and My Computer Works , a PC repair company, here are 4 easy ways to clear your computer clutter:

1. Slow E-mail
Topping the list of performance issues for most people is e-mail problems. Some issues are caused by settings that are incorrectly entered into the e-mail application. However, it is possible to speed up Microsoft Outlook and other popular e-mail programs by archiving or pruning old e-mails, especially those with attachments. Deleting unneeded messages from the Sent folder and emptying the Deleted Items folder will also allow the software to open and operate smoothly.

2. Sluggish Operations
Another common problem is deteriorating PC performance. Boot-ups seem to take forever, applications don’t load as fast and the dreaded "blue screen of death" shows up more and more often. There are a number of things owners can do to improve the situation: defragment the hard drive using the Disk Defragmenter utility in Windows, remove unneeded personal files as well as old or unused programs, many of which get automatically loaded with new software whether you want them or not, remove unused programs. If run-time is still down after deleting the digital clutter, users should look into purchasing more RAM from a local retailer.

3. Security
Malware, spyware, viruses and other PC infections can slow PC performance, but they can also damage files and compromise highly confidential information such as email and financial data. It’s essential to install, and routinely update, anti-virus and anti-spyware/malware programs. Make sure the programs are set to scan files, e-mail and memory on a regular basis.

4. Periodic Cleanup/Backup
A little housekeeping can extend a PCs life and ensure that important information is never lost. Dust is a major problem with both laptops and desktop units; tower units are especially prone to dirt and dust since they usually sit on the floor. To clean a PC case, remove the side panel and use a can of compressed air to blow away dust. Never use a vacuum, as the suction causes static that can short-circuit delicate electronics. The last and perhaps most important task of all is to back up data at least weekly: PCs are replaceable, but photos, videos, financials and business data can be lost forever.

Taking the time to give your computer a little love will likely save you time and gray hairs…so grab a snack, plop down in front of that PC and knock it out. Come on, it’s gotta be better than whatever is waiting for you in the attic, right?