New IT ESSENTIALS · 2019. 10. 28. · IT Essentials for Business Owners | 6 SWITCHES Think of a...

IT ESSENTIALS FOR BUSINESS OWNERS

EC-MSP Ltd.Dawson House, 5 Jewry Street, London EC3N 2EX

Tel: 020 3780 7200 | Email: [email protected]

For further information and additional client case studies and testimonials visit our website https://www.ecmsp.co.uk/

IT Essentials for Business Owners | 2

TABLE OF CONTENTS

Introduction: How this guide can help you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Networks: Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Networks: Key components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Cloud computing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Business continuity and disaster recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Moving office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

EC-MSP: Here to help! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26


INTRODUCTION: HOW THIS GUIDE CAN HELP YOU

To run smoothly, your business requires IT that works!

Information technology (IT) is a tool that should help you, your employees and your business achieve more. It is an essential part of your business – if IT doesn’t work your business is likely to grind to a halt!

Business owners need to understand IT to enable them to make informed decisions. For many, the difficulty is finding the time to gain the knowledge required. Business owners and managers tend to be very ‘time poor’!

In this short guide, EC-MSP provides you with what our experience tells us are the key things relating to IT that you need to be aware of.

Reading this guide won’t turn you into an IT expert – but it will help you understand the key issues and decisions that you or the people who deal with your IT should be on top of.

Read on!


NETWORKS: DESCRIPTION

Why you need to know about computer networksIt is no exaggeration to say that the vast majority of businesses will fail without an efficient computer network. Ultimately, a network that is not fit for purpose will disrupt operations and result in your customers moving elsewhere.

What is a computer network?A computer network is a set of computers and other devices connected together in a way that enables the sharing of data and other resources.

A diagram of a typical computer network is shown below.

TYPICAL COMPUTER NETWORK


NETWORKS: KEY COMPONENTS

ROUTERS Think of routers as major junctions, for example where two or more motorways meet. A router connects different networks together. A router may also connect a network or a computer to the Internet. Wireless routers provide wireless or Wi-Fi access to the network and may sometimes be referred to as an access point.

CHOICES A huge range of business routers are available. Brands include Meraki, Cisco, NetGear, Juniper, D-Link, TP-Link, Linksys, DrayTek.

QUALITY When choosing a router, consider the speed of connection, the area of wireless coverage and the number and types of devices that will connect to the router.

Other considerations include:

• Ease of installation and set-up • Single, dual or tri-band • Wireless protocols supported • Whether bandwidth is provided sequentially or simultaneously • The number and types of ports • The settings that govern how network priority is granted • Capacity for future growth of the network

PRICE A router may cost anything from a few hundred to many thousands of pounds. To help understand why there is such a wide range of prices, think about a different product you are familiar with – for example a car. A high quality car manufactured by a premium producer such as Mercedes may cost over ten times the cost of a cheap runabout manufactured by Kia.

The same applies to routers and to other items of computer hardware. High quality components provide superior, more reliable performance.

The price of routers is influenced by many factors including:

• The manufacturer and the after sales support offered• The number of computers and Wi-Fi devices the network needs

to support• The area Wi-Fi needs to cover and the number of Wi-Fi devices• Whether Quality of Service support is required for example

to support voice and video calling (VoIP – Voice over Internet Protocol)

• The firewall and other security features required

EC-MSP’S TOP TIP!

What is ‘best’ depends upon the circumstances and needs of the business purchasing the router. We recommend purchasing a router produced by a relatively high-end manufacturer who supply a quality router and provide after-sales support. Depending upon the needs of your business, the Cisco Small Business RV Series Routers may be worth considering.


SWITCHES Think of a switch as a roundabout with traffic lights to direct and control the flow of traffic. Switches allow the devices on your computer network to interact with each other. The switch ‘switches’ the path of the data to ensure it reaches its destination.

CHOICES As with routers, a huge range of switches are available.

The same brands and manufactures apply to switches as to routers.

QUALITY

& PRICE

When considering the quality of switch you require you should think about a number of factors including:

• Routing requirements• Port speed requirements• The number of ports required• The support offered by the manufacturer• Whether a managed or unmanaged switch is required• The capacity for future growth of the network

As with routers the price range for switches is huge. A switch may cost anything from under a hundred pounds to many thousands of pounds.

So, why would you pay £4,000 for a switch when you could, in theory, pay around £40?!

When purchasing network components you get what you pay for!

What you are paying for is capacity, speed, reliability and the quality of the user experience.

Going back to our transport example, you will receive a smoother and more comfortable ride in a top of the range Mercedes than you would riding a 50cc scooter!

The Mercedes is also more likely to be operating well within its capabilities making it less likely to break-down.

These principles also apply to the components that make up your computer network. That’s not to say everyone should purchase the most expensive router available – in the same way as not every car purchaser needs a Porsche!

EC-MSP’S TOP TIP!

As with routers, what the best switch is depends upon the circumstances and needs of the business purchasing the switch or switches.

Depending upon the needs of your business, the Cisco 500 Series of switches may be worth considering.


SERVERS Some very small businesses store and share their business data across a handful of PCs. However, this type of ad-hoc system quickly becomes inefficient. The best way to maximize the availability and security of your business data is to store it centrally on a server that you are able to manage and protect. A server is a computer designed to process requests and deliver data to other computers (clients) over a network. Servers require additional processing, memory and storage capacity to handle the load of servicing clients.

CHOICES Popular brands for servers include Dell, HP, NetGear and Lenovo.

QUALITY

& PRICE

The aim is to match the current and future needs of your business with the right server.

Relevant questions include:

• What will the server be used for?• Do staff need to connect to the server remotely?• How much physical space is available for the server?• What application platform will be used - for example Microsoft,

Oracle, SAP or IBM?• Will you be combining server use with use of ‘the Cloud’?• Whether or not you will use virtualisation – which enables multiple server applications to be run on a single machine

We suggest you create a list that prioritises your needs and use this to help select the most appropriate server.

The price of servers is influenced by many factors, including:

• Processing speed and capacity• Storage capacity and type• Whether the operating system is included on the server and

what system it is• The manufacturer and the after sales support offered, including

the availability of parts

When considering price, think about the total cost of ownership.

Costs include the cost of the server(s) and the costs associated with the server room, for example, electricity, heating, ventilation and air-conditioning.

Other relevant costs include the salaries paid to IT staff or service providers and the costs associated with lost productivity due to downtime.

Remember also that costs may be able to be capitalised, allowing the expenditure to be taken to the balance sheet and then fed to your ‘bottom line’ over the life of the system.

EC-MSP’S TOP TIP!

Depending upon your needs, the Dell PowerEdge range of servers are worthy of consideration.

We find Dell’s support and after sales service very good. Considering their experience, knowledge and reputation, Dell are competitively priced.


CABLING Think of cabling as the roads in the transport network. In a computer network, cabling links computers and other devices in the same way as roads link locations in the transport network.

CHOICES Two main options: Cat 5e or Cat 6.

QUALITY Cat 6 provides greater bandwidth, supporting 10GBASE-T (10 Gigabit Ethernet) while Cat 5e only supports up to 1000BASE-T (1 Gigabit Ethernet).

Cat 6 cables also reduce interference (‘crosstalk’), so provide more reliable transmission. Also check the manufacturer’s warranty – these typically range from 15 - 25 years.

PRICE Cat 6 is around 20% more expensive than Cat 5e. Price will also depend upon the amount of cable and the number of network ports required.

EC-MSP’S TOP TIP!

To help future-proof your network Cat 6 is generally a better and more cost-effective choice.

BANDWIDTH Bandwidth means capacity. Continuing our transport example, a two lane motorway enables two cars to drive side by side at 70 mph. A four lane motorway has greater capacity which enables four cars to drive side by side at 70 mph. The maximum speed remains the same, but a greater number of vehicles are able to travel at top speed at the same time. The same applies in a computer network. Wider bandwidth allows more traffic to pass along the cable at high speed, at the same time.

CLIENT CASE STUDY

Early in 2015 EC-MSP obtained a new client, a professional services firm with 20 employees based in London. The firm’s founder and owner informed us that one of their senior consultants ‘looked after IT’. This person did not have an IT background and also had their main job to do - looking after clients.

As a result, the computer network was an ad-hoc collection of PCs of various shapes and sizes and an entry level laser printer / scanner / copier – all linked using a wireless router intended for home use!

This arrangement was preventing consultants, who were charged out at £60 per hour, from working efficiently. The network was costing the firm hundreds of lost work hours each month due to downtime and the need to use inefficient workarounds.

Consultants were at their wits end! They approached the firm’s owner and said something had to be done. Finally, he contacted EC-MSP and asked for our help.

After EC-MSP came on board, we designed and implemented a professional network at a total cost of around £20,000.

The business owner commented recently that the investment paid for itself within six months. The percentage of chargeable time for each consultant is now 15% higher than a year ago.

Staff morale and motivation is higher than ever!

The moral of the story… an investment in an efficient IT network very quickly pays for itself!


CLOUD COMPUTING

Why you need to know about the Cloud?The Cloud offers massive potential to business. It extends access to software and data, making them accessible anytime, anywhere and from any device.

What is ‘Cloud computing’?Under Cloud computing, instead of software and data being held on your own servers or PCs they are held on servers owned by others and accessed over the Internet. This enables users to access the same software and data from different devices.

CLOUD COMPUTING

Cloud servicesInfrastructure as a Service, or ‘IaaS’ enables you to set up virtual servers and storage in data centres owned and operated by others. Amazon, Microsoft, and Google are the main providers in this market with Amazon Web Services, Microsoft Azure and Google Compute Engine.

Software as a Service, or ‘SaaS’, involves applications being hosted and managed in a service provider’s data centre. A subscription is paid to use the software which is accessed via a browser over an internet connection.


Potential uses of The Cloud• Data backup• Mobile working• Storing and sharing data and files• Providing access to SaaS

Potential benefits of The Cloud• Reduced cost. Using The Cloud should reduce the amount of hardware and software your

business needs to purchase. • Improved accessibility. Software and data held in The Cloud is accessible from any device

connected to the internet.• Flexibility. Your use of The Cloud can grow and change with the needs of your business.

Public and private CloudsPublic Clouds are based on hardware which is owned and operated by third-party providers. This may raise regulatory concerns, for example transferring data to servers physically located outside of the European Union may contravene data protection legislation.

A private Cloud is hosted either on-site at your own premises or at a service provider data centre. The aim of a private Cloud is to deliver all the agility, scalability and efficiency of the public Cloud but with greater levels of control and security.

EC-MSP’S TOP TIP!

In many situations, combining use of the public Cloud with a private Cloud is the most appropriate approach. For example, a hybrid approach may allow you to use the public Cloud for non-sensitive operations and the private Cloud for business critical operations, creating a flexible, agile and cost effective solution.

CLIENT CASE STUDY

One of our clients, a marketing consultancy, had an on-site IT infrastructure that included three servers and many software applications purchases.

The day to day operation and maintenance of the infrastructure was putting a strain on the client’s staff and finances.

The client’s brief to EC-MSP was ‘reduce our IT expenses’!

We implemented Cloud computing which brought the following benefits:

• Considerable cost savings relating to server maintenance, software licensing and software update costs

• Improved remote access to data and applications for employees

• Due to the ability of employees to work effectively from home, the client has also experienced improved employee retention

Don’t underestimate the power of the Cloud!


SECURITY

Why you need to know about securityUnfortunately the threats to your IT infrastructure and the data held on it are many and varied! In addition, businesses have a responsibility to their customers and others to secure the data that they hold and to prevent misuse.

Almost all businesses rely on IT to deal with suppliers and customers. Effective security measures are essential to avoid downtime that interrupts your business and ultimately costs you money!

What does security involve?Securing the IT infrastructure of a business involves having the right technology in place and also having effective security policies which help employees to keep security in mind at all times.

Your security policy should cover the use of strong passwords, not sharing or displaying passwords and only opening email attachments or links from reliable sources.

PHYSICAL SECURITY

Physical security is the protection of hardware, software, networks and data from physical circumstances and events that could cause losses or damage.

This includes protection from fire, natural disasters, burglary, theft, vandalism and terrorism.

Components of physical security include:

• Locks, walls and entry control systems• Surveillance systems such as CCTV• Heat sensors, smoke detectors and sprinkler systems

NETWORK ACCESS RIGHTS

Network users should be assigned appropriate rights that enables them to perform their role but prevents unauthorised activity on the network.

The higher the number of people with access to sensitive parts of the network, the more likely it is that a hacker or a virus might be able to cause damage.

Effective policies and controls are also required to ensure ‘guest’ devices connected to your network, for example smartphones connected via Wi-Fi, are not able to access your business data.

PASSWORDS To be effective, user passwords must not be shared and should be strong enough to withstand attempts to guess or ‘crack’ the password.

A strong password will include a mix of upper case and lower case letters, numbers and special characters.


FIREWALL As hackers and security threats become increasingly sophisticated and malicious, it’s necessary to protect your business with the right tools.

A firewall is a barrier between a computer network and the internet. The firewall is configured in a way intended to prevent unauthorised network access.

An effective firewall helps ensure the smooth day-to-day running of your network and your business.

When purchasing a firewall solution consider the following:

Software or Hardware?

Firewall products can be broken down into software and hardware.

Hardware-based firewalls protect all the computers on your network. A hardware-based firewall is easier to maintain and administer than individual software firewalls.

If the software route is taken, firewall software is installed on each individual PC. If you have a large number of PCs, this can become expensive. Individual users will be required to make decisions about allowing or denying a program’s requested access to the Internet. The software approach can become difficult to monitor and support.

For many small businesses, the best solution is a hardware firewall as it provides a single solution for the network and enables all computers to be monitored from one place.

Flexibility for the future

Your firewall should be upgradeable to cope with change and be able to handle new applications. Your bandwidth requirements may also increase over time – ensure that your firewall will be able to cope.

Vendor service and reputation

Choose an established, professional and stable vendor.

One of the most reputable vendors in this market is Cisco. While they tend to cost a bit more than many of their competitors, they have proven themselves to be reliable and can accommodate the needs of most small businesses.

ENCRYPTION Encryption involves encoding data so that it can only be viewed by authorised individuals who have the encryption key required to decipher the data.

Full disk encryption is an option which involves encryption of all data held on a computer’s hard drive, rendering the machine useless to any unauthorised person.

Businesses that access information remotely, for example using a Virtual Private Network or VPN, may encrypt network traffic to make it secure.

Cloud storage providers should offer Cloud encryption. This involves data being transformed using encryption algorithms before being stored in the Cloud.


ANTIVIRUS When purchasing Antivirus software consider the following issues:

Protection: Antivirus software is designed to detect and block attacks from malicious software (‘malware’). New forms of malware appear almost constantly, making it essential that antivirus software is kept up-to-date.

Ease of installation and configuration: The software should be customisable and easy to configure. It should include both Cloud and on-site hosting options and provide a dashboard that enables all connected devices to be managed from one place.

Performance: Antivirus software may hinder performance of computers. The last thing you want is for the motivation and productivity of your employees to suffer.

Platform compatibility: Verify compatibility with the version of the Operating System that you use and with the devices that you require protection for.

Help and support: Consider the manufacturer’s help-and-support options.

Pricing: Some suppliers offer discounts for purchasing multiple-year subscriptions. Some products may state a minimum number of licenses.

There are many different antivirus packages available including: Trend Micro, Bitdefender and Panda’s Endpoint Protection Plus.

BIOMETRICS Biometric fingerprint recognition is now available on some smartphones and laptops.

Back-ups, business continuity and disaster recovery are important aspects of security. These areas are covered later in this document.

EC-MSP’S TOP TIP!

When it comes to security, one size does not fit all! Different businesses have different needs and their owners have different attitudes towards the level of risk that they believe is acceptable.

EC-MSP recommends a full security review covering all aspects of your IT infrastructure.

CLIENT CASE STUDY

A small business owner contacted us concerned that his company’s Wi-Fi network was being used by members of the general public!

He was correct. The network was freely available. No security was in place, not even a password!

Although this was crazy, it was perhaps understandable. The business was new and the

owner’s focus was on winning and serving clients rather than ensuring network security. However, the situation presented a huge risk to his business and to the data held on the network.

After taking a few simple steps to secure the Wi-Fi network, we signed a contract to oversee all aspects of the organisation’s IT. We started with a full security review!


BACKUPS

In this section we consider the importance of backing up your data. Other aspects of business continuity and disaster recovery are covered later.

Why you need to know about backups?Back-ups are vital because they prevent the loss of valuable data. Is this a big deal? Well, according to the Department of Trade and Industry, 70% of companies that encounter a significant unrecoverable loss of data go out of business within a year. So yes, it IS a big deal!

What are backups?A backup is a duplicate copy of computer data or files. If the ‘main’ version is deleted, corrupted or overwritten the backup copy is able to be used.

A well designed, logical back-up routine will enable your business to avoid the costly disruption that accompanies the loss of data.

There are two main types of backup:

• A full backup includes a copy of everything held on the system, regardless of whether it has changed since the last backup.

• An incremental backup includes a copy of new files and files that have changed since the last full backup was taken. An incremental backup includes less data so takes less time to produce than a full backup.

OPTIONS FOR BACKUP

STORAGE

There are a number of different options for backup storage.

Network Attached Storage (NAS) devices are storage devices connected to your network that allow the storage and retrieval of data from a centralised location.

Cloud based backup may be easier to implement as it does not require new hardware. However, moving data across an internet connection is usually slower than using attached storage.

When choosing a backup provider consider; the cost, how convenient the service is, the reputation of the service provider and the level of service it can guarantee, for example, data-recovery time.


Creating your backup strategyYour backup strategy needs to cover:

• What files will be backed up, including the mix of full and incremental backups

• The timing and frequency of backups

• Where the backups will be held, on physical storage media or in the Cloud (some backups must be held off site to protect against disaster striking your business premises)

• Who will perform the backups

• How you will verify that backups are being taken and are usable

EC-MSP’S TOP TIP!

As most backups are never needed it is easy to forget how important they are – until something goes wrong and you need the backup!

Don’t assume that backups are being performed as they should be. Instead, regularly check that backups are being made in accordance with your backup strategy. Also check that the backups are restorable!

CLIENT CASE STUDY

We could pick from many client stories here as many of our clients first contacted us either for advice implementing an effective backup strategy or after experiencing problems restoring backups.

Unfortunately, in some situations the business owner had assumed that backups were being performed and were restorable, but this did not turn out to be the case.

Sometimes, the individual responsible for performing backups had simply stopped doing so because they were ‘too busy’. In other situations the client’s backup strategy was flawed, resulting in lost data.


HARDWARE

The key points relating to the main hardware components of networks were explained earlier. We now focus on personal computers (PCs) and later on smartphones.

Why do you need to know about hardware devices?

Your staff spend a huge part of their work time using hardware devices, particularly PCs. To be productive, staff require computers that suit how they work and the tasks that they perform.

PERSONAL COMPUTERS

Personal computers or PCs are manufactured by many different companies but all use the same underlying technology and usually run Microsoft Windows.

The main alternative to PCs are Apple Macs. Macs are more expensive than comparable PCs and their use in business has traditionally been mainly in creative industries.

Personal computers are either a desktop or a laptop. Desktop systems consist of a base unit, a monitor, a keyboard and a mouse. They are designed to be set up and used in one place.

Laptops are portable computers that are easy to move.

A desktop computer is usually cheaper than a laptop of equivalent specification. In a world where flexible working is increasingly common, your business may value the possibilities offered by laptops.

Important considerations include:

• The software that the machines are required to run• Compatibility with servers and peripherals such as printers• The space available for each workstation• Whether the PC is expected to be on 24/7• Related processing, storage and networking needs

CHOICES Business PCs can be purchased from relatively small vendors such as Zoostorm, Viglen or Stonegroup - or from large companies such as Dell, Fujitsu, Lenovo or HP.

The range of different models is huge. Making an informed, appropriate choice requires balancing the cost of different options with what you require the PC to do now and what you may require the PC to do in the future.

When making your choice, bear in mind that new versions of software often require increased memory and processing power. Try to choose for the future rather than for today.


QUALITY & SPECS

Key features and considerations include:

• The speed of the Central Processing Unit (CPU)• The amount of Random Access Memory (RAM)• The hard drive capacity and whether the additional expense of a solid state drive (SSD) is justified

• Screen size and resolution• Ease of installation and set-up• Wireless protocols supported• The number and types of ports• The settings that govern how network priority is granted

PRICE The price of a PC depends upon the brand and the specification.

Again, consider after sales support and the total cost of ownership including hidden costs such as downtime and compatibility issues which may be more likely if cheaper, low spec PCs are purchased.

Also consider different purchasing and finance options, for example, leasing or hire purchase, and how each option will impact the bottom line.

EC-MSP’S TOP TIP!

We recommend using an established relatively large supplier such as Dell as they offer flexibility and good after sales service and support.

If your business is buying several identical computers, consider purchasing an additional ‘spare’ PC or laptop. This would enable a member of staff to remain productive should their usual PC break down.


SMARTPHONES Business use of smartphones includes phones purchased and issued by the company to employees and the use of employee owned devices on the company Wi-Fi network.

Which smartphone is best for business use?

There is no simple answer to this question. What is best depends upon many different factors including what the phone will be used for and compatibility with your business IT network.

When deciding which phone is best for you and for your business, consider the following factors:

• What will the phone be used for? If the main use is voice calls, the phone’s features and other functionality may not be important. However, many people don’t originally intend to use a phone for email and other business related tasks, but soon find that they are!

• Are there essential Apps that the phone must run? If there are, what operating system are these Apps available on?

• Handset choices are linked to the choice of operating system. Smartphone manufacturers include; Samsung, Apple, Windows, Blackberry, Sony, HTC and others.

• Samsung and many other handsets run the Android operating system, iPhones run Apple’s iOS, Microsoft Lumia phones run Windows and Blackberry handsets run Blackberry’s own operating system.

• How well does each of the main smartphone operating systems fit with your IT network?

• What is the battery life? How long does a full charge last? The length of time the charge lasts will depend to an extent on how the phone is used. A smartphone that won’t turn on is very frustrating and can cost your business time.

• Whether to purchase the handset as part of a contract with a network provider such as O2 or Orange, or to purchase the handset separately.

• What are your data requirements? This will depend to a large extent on whether the phone will be used mainly in areas with Wi-Fi (as data exchanged over Wi-Fi does not use up the mobile network data allowance).

• Does the handset offer 4G connectivity? This offers faster mobile web communication than 3G networks.

• Price. Weigh up the benefits provided by more expensive models against the additional cost.

EC-MSP’S TOP TIP!

For many businesses, productivity improvements due to smartphone use depends upon integration with your desktop devices and files, via the Cloud.


TABLETS Tablets sit between laptops and smartphones, providing a portable tool that is more portable than a laptop but larger and easier to type on than a smartphone.

Do you need a tablet for business use?

Using a tablet may enable you to remain productive, on the go, without significantly increasing the weight of equipment that you carry around.

Which tablet is best for business use?

If you have decided that you and some employees are likely to be more productive by using a tablet, which tablet is best for business use?

You guessed it… there is no simple answer to this question!

Which tablet is best for you and for your business will depend upon a number of factors including:

• The Apps that the tablet will run and the operating system that these Apps are available on.

• The main operating systems are essentially the same as for smartphones, Android, Apple’s iOS, Microsoft’s Lumia and Blackberry OS.

• How well the tablet will integrate with your IT network.

• Tables screen size and resolution.

• Battery life.

• Processor speed and RAM.

• The tablet cost and whether the benefits provided by a more expensive, higher specification tablet, outweigh the additional cost.

Many tablets now come with processing power that rivals laptops and with the facility to add a separate keyboard.

However, if the intention is to add a keyboard and essentially turn the tablet into a laptop, using a laptop may be a better option.

EC-MSP’S TOP TIP!

The use of tablet devices in a business setting hasn’t really ‘taken off’. That said, there is a significant minority of individuals who spend more time at work using a tablet than they do using a PC.

If an individual or a group of employees feel that a tablet would make them more productive at work and you agree with them, an investment in tablets is likely to bring productivity benefits that outweigh the cost.


SOFTWARE

The main types of software packages used by small businesses include:

OPERATING SYSTEM

In a computer network, the operating system or Network Operating System (NOS) controls the network and the provision of services to client devices.

The NOS handles tasks including:

• Providing access to and managing remote printers• Enabling and managing access to files including who can access what• Granting access to remote applications and resources, such as the Internet• Providing routing services for data across the network• Monitoring the system and its security• Providing network management and administration utilities

The vast majority of small and medium sized businesses use a version of Microsoft Windows as their operating system.

Other options include The Mac OS (if using Apple Macs) and Linux. Linux is free, but is more expensive to support than Windows.

OFFICE SOFTWARE

The majority of businesses use Microsoft Office applications such as Word, Excel and PowerPoint for their general day to day office tasks.

Other suites of similar applications are available including Open Office, Star Office and Google documents. Although these are compatible with Microsoft’s applications and are generally free or very low-cost, we would recommend sticking with the dominant player in the market, Microsoft.

COMMUNICATION & COLLABORATION

Software used to communicate and collaborate is sometimes referred to as Groupware. The most widely used communication software is email.

Microsoft Exchange Server includes email, calendars and other collaboration tools and is the logical choice for businesses using other Microsoft products.

Skype is popular for video calls and video conferencing.

ACCOUNTING & FINANCE

Accounting and finance software covers tasks such as issuing invoices, paying suppliers and paying employees (payroll). The software records and measures sales and costs and includes facilities to analyse data and report key trends.

Sage and Quickbooks are two popular packages. Consult your accountant before purchasing accounting and finance software.

There are many other types of software used in business, for example:

• Customer Relationship Management (CRM) tools for recording customer information and buying habits

• Human resources management software

• Management dashboard tools• Enterprise Resource Planning (ERP)

and supply chain management – for large businesses


When considering the software needs of your business it is important to think of the bigger picture and to ensure that you are clear how your business will use and will benefit from the software that you are considering purchasing.

Options For Purchasing SoftwareMany software packages are able to be installed on servers or PCs - or accessed as Software as a Service via the Cloud. For example, Microsoft Office 365 is delivered as Software as a Service (SaaS) and includes Microsoft Office and other services, such as email and collaboration, from Microsoft’s Cloud server.

Traditional approach: buy and install on-site

Software that is purchased and installed on PCs tends to offer richer functionality than web-based packages as it can draw on the operating system and storage more easily.

Pay a subscription (SaaS)

Software accessed via a browser and internet connection is often cheaper up-front and is accessible to staff wherever there is an internet connection.

Factors to considerWhen deciding upon the best option for your business, consider the following factors:

• Are there significant differences in functionality between the Cloud based package and the installed package?

• Does your business have the infrastructure and knowledge required to manage on-site installations?

• What is the total cost of ownership of each option? Costs associated with an on-site installation include IT infrastructure, licensing, upgrades and support. The main cost of using SaaS that is hosted in the Cloud is the subscription fee.

• It is also important to understand the implications of how the costs are able to be treated and reported from an accounting perspective. Large purchases may be able to be initially ‘capitalised’ on the balance sheet and their impact on reported profit spread over time. On the other hand, SaaS subscription fees will immediately impact your businesses ‘bottom line’.

The general trend is towards SaaS. Therefore, you should also consider whether the software supplier is likely to continue to produce and support an installed version of their software - or are they moving towards a subscription-based business model?

EC-MSP’S TOP TIP!

Software as a Service (SaaS) is growing and this trend is likely to continue as the subscription based business model is attractive to software companies. Therefore, we recommend developing your IT infrastructure to support SaaS and purchasing a subscription unless you are able to identify clear reasons not to.


BUSINESS CONTINUITY AND DISASTER RECOVERY

Why you need to know about business continuity and disaster recovery?In life and in business, sometimes the unexpected happens. There are many potential events that, should they occur, would seriously disrupt your business. Floods happen, buildings catch fire, terrorism is a possibility.

In business, time is money. Following a disaster or major event, the longer your business is unable to operate, the more money it will lose, simple as that. Stay out of action too long, and your business may not survive.

The key to getting your business up and running quickly and effectively after a catastrophic event is a comprehensive Business Continuity Plan.

Business Continuity Plan (BCP)Your Business Continuity Plan or BCP explains how your business will ‘get back to normal’ following an expected event or a large-scale system failure.

The plan should include an explanation of possible events or disasters that could affect business operations, for example the loss of the use of your main premises, the loss of key members of staff or a catastrophic systems failure. Your BCP should explain the steps your business will take to enable operations to continue. Your Business Continuity Plan could literally save your business. Don’t neglect it!

Disaster Recovery Plan (DRP)An important aspect of a Business Continuity is ensuring your IT infrastructure and systems are fully operational as soon as possible following an unexpected event or ‘disaster’.

This should be fleshed out in a Disaster Recovery Plan (DRP), which will explain the arrangements that have been made to ensure that hardware, software and data are available and operational as soon as possible following a disaster.

At EC-MSP, we group different possible disasters or disruptive events together, based upon the response required. This approach enables all types of loss to be planned for efficiently and effectively.

For example, the loss suffered may include one or more of the following:

• File and data loss• System failure• Human error• Cyber attacks• Faulty hardware

• Equipment theft• Power outage• Full loss of site and system

(such as in the event of a natural disaster)• Loss of key staff members

EC-MSP’s standardised approach enables the required response to be identified and implemented without delay.


A disaster recovery plan has two main stages.

Stage one: Determining hardware requirements. This includes identifying the type of disruptive event, establishing whether the recovery process requires hardware to be acquired and contacting those who will supply the hardware.

Stage two: Component and data recovery. This includes ensuring communications services and links are up and running, for example telephone services and internet access. This stage also includes data recovery.

As with most things in business, a co-ordinated approach is best. For example, the use of cloud applications and storage can help with disaster recovery. Use of the cloud means your IT infrastructure is largely protected from risks associated with your premises. Through using the cloud, your staff should be able to get on with the job of running the business even while your premises are out of use.

Although many business owners see the time and effort required to develop a disaster recovery plan as an expense, at EC-MSP we believe that the benefit of restoring operations quickly brings significant return-on-investment to the time and cost invested in developing the disaster recovery plan.

If you are looking for a template for a disaster recovery plan, you can download one from our website, here www.ecmsp.co.uk/bcp-and-drp-template

EC-MSP’S TOP TIP!

EC-MSP’s proven approach involves:

• Identifying and classifying different types of possible events• Establishing target timeframes to resume operations for each type of event• Producing plans enable business to recommence within the target time• Summarising this information in a flowchart, as shown on the following page• Reviewing plans regularly, to ensure they remain appropriate to current operations


A Flowchart Overview of a Business Continuity Plan

Occurrence of the event: What type of event is occurring and what is the timescale to action for that event?

Type 5: Loss of staff e.g. wholesale headhunting, Lotto syndicate, Bird Flu etc.

Time frame to action: Immediate

Action: Engage recruitment consultant

Type 4: Full loss of site and system

Time frame to action: 1 day

Action: Full BCP and DR implementation

Type 3: Loss of systems but the location is not affected

Time frame to action: Immediate (4 hour action - contract)

Action: Full DR implementation

Type 2: Loss of location but the system is not affected

Time frame to action: 2 hours

Action: Users to work from home

Type 1: File loss, system failure, phone system failure, internet failure, hardware failure

Time frame to action: Immediate (4 hour action – contract)

Action: Contact EC-MSP on 0845 6442 351


MOVING OFFICE

Moving to new premises should be something to look forward to!

However, unless the move is carefully planned it has the potential to cause serious disruption to your business. Ensuring that your IT works at your new location from the start of day one, is a challenge. But it is possible!

Key ‘IT points’ when moving office• Ensure you have a capable project manager planning and managing the move

• Consider the access to the building and within the building. Plan the route for taking equipment to where it needs to be.

• Ensure you have a detailed office layout floor plan that shows the location of the communications room and the location of workstations, computers, printers, data and power points.

• Ensure you have a clear plan showing the route for all data and power cabling.

• Ensure the communications room layout plan includes details of the server cabinet, switches, firewalls, cable patch panels, internet and telephone lines, power and data points and air conditioning to be placed in this space.

• Test all power points, data points, and telephone and internet lines before the physical moving starts.

• Identify who will be moving each aspect of your IT equipment

• Ensure all insurance is in place!

• Establish (and test) your business continuity / disaster recovery plan

CLIENT CASE STUDY

Nutmeg is a London-based online investment management company. Founded in April 2011, this award-winning business experienced rapid growth. By the middle of 2015 Nutmeg’s management team knew that the company had outgrown their current premises. The team also knew that additional IT resources were required to help support the company’s continued expansion.

Nutmeg appointed EC-MSP as their IT partner in August 2015. EC-MSP engineers were fully

involved in Nutmeg’s recent office relocation to VOX studios. The team planned all aspects of the server moves, advising on cabling, switchgear and ensuring all passwords were in place for a smooth migration.

The relocation took place over a weekend with EC-MSP engineers overseeing the project from start to finish. The result was a smooth changeover, with virtually no downtime, which meant business as usual for Nutmeg’s 24/7 trading operations.


EC-MSP: HERE TO HELP!

Thank you for reading this guide!

We hope it has provided you with an understanding of the key issues and decisions that you, or the people who deal with your IT, should be on top of.

At EC-MSP we understand that to run smoothly your business requires IT that works!

We also understand that your main focus is growing your business. We understand this because we live it ourselves!

‘Small but perfectly formed’ would be a good way to describe EC-MSP. Founded in 2002 by Managing Director Roy Castleman, we now serve dozens of small and medium sized businesses, predominantly in the City of London.

With a team of just 20 people – mostly working in our highly skilled engineering team – we have built a successful business IT support organisation based on delighting our customers who stay with us and refer us to their friends and business associates.

We believe in helping companies become profitable, making each day productive and stress free by creating a healthy IT system.

A FINAL WORD FROM ONE OF OUR CLIENTS!

‘ We view EC-MSP as part of the team.

They are technically competent, extremely thorough and their engineers are easy to work with – in fact, the users at Nutmeg don’t have a bad word to say about them!

The value they bring was exemplified during our recent office move and network migration, which passed without a hitch due to their meticulous planning.’

Ewan Silver Chief Technology Officer, Nutmeg

Running a successful business is exciting - nothing can dampen that excitement more than IT problems.

Let EC-MSP bring your excitement back!Call us now on 020 3780 7200 for a no obligation discussion.

For further information and additional client case studies and testimonials visit our website https://www.ecmsp.co.uk/

New IT ESSENTIALS · 2019. 10. 28. · IT Essentials for Business Owners | 6 SWITCHES Think of a...

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Transcript of New IT ESSENTIALS · 2019. 10. 28. · IT Essentials for Business Owners | 6 SWITCHES Think of a...