Q&A: Setting up a basic IT system

Setting up your IT system when you are starting out can be complicated, confusing and end up costing you far more than it should. Being aware of what you really need from the outset can save you time and money
Geoff Higginbottom, Network Services Director at Octavia Information Systems, talks Afsheen Latif through the ins and outs of setting up a basic IT system. How do I assess my IT needs?

Ask yourself what you need your IT for: is it just writing letters and emails, creating spreadsheets or do you need some sort of customer relation management system, such as a database. For small businesses, most tasks are covered by out-of-the-box solutions.

What kind of IT system will I need?

Small businesses normally require email and a server to store data. You'll also need staff computers, at least one printer which can be connected to all users, and some form of Internet connection. Make sure you install a security firewall to protect the system from Internet-based attacks.

Do I really need a server?

When most small businesses start out, they will save their data on one main laptop or desktop computer. But if your system goes down and you lose your data, it's very hard to recover from that. As a business grows, a server is more suitable because it provides a central storage area for all your data and email. It backs up your data, which makes your business more secure.

How much should I expect to pay for a basic IT system?

A small business with five employees should expect to pay between £8,000 and £10,000, and this would include a server, computers, firewall, laser printer, licenses for the software and a professional organisation to put everything together. To do things correctly, you must ensure the integrity and security of the system, and this usually requires four days consultancy.

How do I know I'm getting a good deal?

If you are not particularly IT literate yourself, get three or four quotes from different suppliers. Consider asking a friend, who has IT knowledge or experience, to assess the quotes and see if they are suitable for your requirements - after briefing them on what you want to achieve and how you want to achieve it.

Is there a more cost-effective option?

A complete IT solution for a small business, including the consultancy to set it up, can be bought under a leasing arrangement. This means there is no large set-up cost, simply a small monthly payment spread over a couple of years.

Will I need a maintenance contract?

Yes. Computers are complex machines, which are always evolving. Even with a basic IT system, it is important that your business has support for security reasons. Previously, the only support option was an insurance policy on a fixed contract, which was costly. Fortunately, there are now pay-as-you-go services available, which you don't pay for unless you need maintenance. This can keep your costs down significantly.

How do I find a good IT supplier?

Using the Internet to search for companies is the best way of finding an IT supplier in your area. You can ask other small businesses of a similar size to you who they would recommend. Look out for the ISO9001 quality assurance mark from the British Standards Institute when searching for suppliers.