Information Marketing Association

By Lonnie Helgerson

What does improved technology mean to a small business? Ease of use. Making the difficult simple. Saving money. All that and more. But seldom do you hear the words ‘technology' and ‘competition' mentioned in the same sentence.

Networking a small office, or improving an existing system, shouldn't be viewed simply as another expense and lumped in with the cost of a new fax machine or office phone system. Instead, it should be looked upon as a chance to stay ahead of your competition, as an opportunity for your small business to become leaner, faster and stronger.

Too often, a project such as networking a business isn't viewed as a money-making proposition. Perhaps it's the technology taboo that we all have inside of us. What many small businesses fail to recognize is that technology isn't only a way of advancing a company, but technology can make you money.

Small business owners might think they have no need for networking an office. It might be a future consideration. Things are working fine as they are, why rankle the system. But such thinking falls right in line with the way many small businesses are run these days. It's called "Mailbox Management." You go the mailbox, stick your hand in and whatever money is in there is what you have to operate today.

Many companies don't realize the impact technology can have on their business until they're out of business and then they still don't get it. Small business owners want to be doing what they enjoy doing, whether it be creating ceramics, forging steel or running a print shop. A lot of times the rest of the puzzle falls into pieces.

Why network your business? Most companies have two primary reasons: improving communication, such as with the creation of internal and external e-mail systems; and work sharing, such as affording access to data bases.

Navigating the addition of a wireless network to a small business can be a pain-free process by following some simple guidelines and accurately considering your short- and long-term needs. It's important that you be thorough and involved with your service provider along every step of the process:

1. Be serious in your commitment.
You've made the decision to network, now you need to identify any problems that might hinder you. If you have an attachment to a particular hardware or operating platform, you're limiting your options. It is best to have some flexibility.

2. Survey your assets.
Take stock of your current hardware and operating system. Determine whether a hard-wire or wireless network will best suit your needs. Survey your office or building landscape. Are there any obstacles to installation, such as three-foot thick cement floors?

Evaluating your employees is a key piece of your asset survey. What are their skill sets? Will they have any difficulty adapting to new software programs? Perhaps you have a longtime employee who is set in their ways and literally "married" to a particular software program. It's far better to identify potential hot-spot issues now than when you're wired but stuck in neutral because of a balking employee.

Also vitally important is identifying the key players in each area of your business. Whether it be financing, accounting or shipping, discuss your plans with decision-makers in these areas and listen to their needs. They'll know the needs of their employees and can act as a filter to disseminate information.

Finally, identify a final decision-maker. Don't leave such a critical project solely in the hands of someone in your IT department, if you're fortunate enough to have one.If you're writing the check, make sure you're involved in the process.

3. Clearly define contract terms.
Be sure to understand exactly what your contractor will or will not provide. Often times your network installer might have to enlist outside contractors or SMEs (subject matter experts) to assist in a project. Make sure all fee structures are clearly understood. This is a critical stage of the process and usually when actual billing begins.

4.Determine your needs and solutions.
Now is the time to narrow your focus. If you've decided to go wireless, you're riding technology's wave. Wireless networking provides unmatched ease of use without being tethered to a desk.

When you're evaluating software, it's important to identify future needs. Look at least 24 months ahead, any more than that is usually fruitless considering how quickly the technology landscape can change. Consider the growth of your company. If you have eight employees, don't purchase software with a 10-user license. The next available license might jump to a 50-user minimum and cost you thousands of dollars in unanticipated expenses.

Don't limit yourself to considering only one software option. Identify at least three to five different options and do a thorough evaluation of demonstrations.

5. Installation, training and ongoing support.
Installation times will vary greatly depending on the size and complexity of an installation. However, it's wise to factor in an adjustment period. Down times for actual installation are usually kept to a minimum, if there are any at all. However, employees will need training and time to adjust after the actual training period. If you have multiple departments, consider converting one at a time. Also consider whether your network installer provides training or whether you'll have to use another contractor.

Of all the considerations involved in networking a small business, ongoing support might be the most important. Such support typically includes maintenance, system back-up, security, user changes and virus protection. Check to see whether your network installer offers a regular maintenance package. Scheduled at regular intervals, usually weekly, but less often in other circumstances, a maintenance package provides such services as virus scans, defragmenting and spam blocking at an affordable cost.

With an economy that seems to be hiccuping along, showing signs of vibrancy then signs of slowing, the decision to spend money on a networking system is one that likely involves considerable deliberation for many small business owners.

But staying ahead of the competition and ahead of the curve is critical to the well-being and even the survival of many such businesses. That is why technology upgrades, such as networking, shouldn't be underestimated in the value they add to a company's success.

Signs point to companies taking notice and a rebound in the health of small businesses. According to a recent study by AMI-Partners, U.S. small businesses added 382,000 new employees and spent $86 billion on IT products and services over the past 12 months. SmallBusinessComputing.com said spending on such services grew 11 percent and one of the hot spots of IT spending activity included wireless networking.

According to the AMI study, the exploding interest in wireless networking is causing small businesses to intensify investments in networking spending. In 2003, small businesses spent $530 million on wireless LAN solutions, increasing 2002 spending by 50 percent, according to the report.

The ultimate decision to network is similar to any other initiative within a small business. Among employees and departments there may be those who are resistant to change, who are comfortable in the existing environment.

Initiatives, however, begin at the top. It's difficult for an employee in an IT department or elsewhere to initiate change. However, if the business owner or similar decision-maker opts for change, others will follow. It all begins with good leadership.

Lonnie Helgerson is the founder and CEO of Expetec Technology Services. Founded in 1992, Expetec offers mobile on-site, high-level technology services to commercial and consumer customers. The company currently has over 200 franchises in 33 states. These include Area Development agreements.. An aggressive growth plan will add another 100 units per year for 2005 and 2006, bringing the total to more than 300. The Regional Office Area Development program will enable the company to achieve its goal of 5000 locations within the next 10 years.For more information visit the website at www.expetec.com or call 605-225-4122.