Setting Up a Basic IT System

1. Basic Requirements

1.1 Consider how many telephone lines or extensions you need.

• Make sure you will be able to add lines or extensions later if necessary.
• Shop around to take advantage of competition in the telecoms market. You may be able to save money on calls.
• If you want to use the Internet, ask your telecoms supplier if they have a special price for businesses which take both phone service and Internet connections.
• If Internet-access speed is important, consider a fast broadband connection. Also consider how many people require Internet access and how heavy their use will be.

1.2 Faxes can be vital for firms dealing with business customers.

• Most fax machines can be used for occasional photocopying.
• Cheaper fax machines generally use thermal paper, which can fade over time. Plain-paper fax machines are better if you need to store faxes for some time. Plain paper is also cheaper than thermal paper.

1.3 If you need more than occasional copying, consider leasing or buying a copier.

• Most businesses lease: maintenance charges are from around 1p to 2p a copy depending on machine size.
• Ask for confirmation of the number of copies a month the copier is designed to handle, and its expected lifespan.
• Check leasing arrangements carefully to avoid hidden costs.

1.4 For most businesses, PCs are the central part of an IT system.

• Examine objectively how your business operates and see which functions could be more effectively carried out using a PC. IT consultants can help if you are unsure.

1.5 The greater the use of your IT system, the greater the impact if something goes wrong with it. Carefully consider security and support (see 6).

1.6 The printer you choose should be determined by the quality, speed and versatility you require.

• If working on your own, consider a multifunction device, which combines faxing, copying and printing functions.
• Inkjet printers are cost-effective for occasional printing. As the cost per page can be high, they are not suitable for more than 500 pages per month.
• Inkjets also offer the capability to produce short-run colour documents at an affordable cost.
• Small laser printers are suitable for black-and-white work in businesses with up to three people using them. They are designed for 500 to 5,000 pages a month.
• Heavy-duty laser printers are suitable for larger businesses. See Computer printers.