Setting Up a Basic IT System

3. The Extras

You may wish to add additional hardware or purchase support options or training programmes.

3.1 Webcams and headsets make communication easier.

• Your staff can hold conversations using free instant messaging (IM) software. This is cheaper than using the phone.
• You can transmit video, allowing you to hold virtual meetings through IM software.
• Voice over Internet protocol (VoIP) software allows you to make international calls cheaply.
• See Telecoms for competitive advantage.

3.2 You may need to provide support for your IT systems.

• When determining what support you need, consider how a fault could affect your business. For instance, you may want to ensure problems with your customer database can be fixed quickly.
• The level of support you require also depends on the level of in-house expertise you have. Can you support your own systems effectively?

3.3 Most IT suppliers will offer a number of support options.

• Hardware generally comes with a year's warranty at no extra cost. However, you may be without the equipment if it has to be sent away to be repaired.
• You can usually upgrade warranties. For instance, many companies will guarantee a visit from an engineer on the day you report the fault.
• Make sure critical hardware is covered by a warranty which guarantees a fast response time and replacement if the fault cannot be fixed quickly. For example, four hours or less.

3.4 You may also need to train your employees to use your IT system.

• Training may be required for specialist or unusual applications. For instance, any custom software you have.
• Your IT supplier should be able to advise on training options and cost.
• A cost-effective option can be to train up one or two staff members in each department. They can then train other employees.