Setting Up Your First IT System

1. Setting Up Your Office

Nearly every start-up business will need basic communications technology.

1.1 Consider how many telephone lines or extensions you will need.

• Make sure you will be able to add lines or extensions later if necessary.
• Ask your telecoms supplier if they have a special price for businesses which take both phone service and Internet connections.
• Broadband is becoming a standard for most businesses using the Internet - take advantage of competitive prices from a variety of suppliers. There are systems available now which use your broadband connection for telephone calls, called broadband telephony. This will give you more functionality and flexibility without the initial costs incurred through traditional telecoms systems. For example, voicemail and call diversion.

1.2 Faxes can be vital for start-up businesses dealing with business customers. A business without a fax may seem amateurish.

• Most fax machines can be used for occasional photocopying.
• Cheaper fax machines generally use thermal paper, which can fade over time. More expensive plain-paper fax machines are better if you need to store faxes for some time.

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

• Most businesses choose to lease, with maintenance charges at around 2p a copy for smaller machines and 1p a copy for larger machines. Ask for confirmation of the number of copies a month the copier is designed to handle and its expected lifespan.

1.4 For most start-up businesses, PCs have become the central part of an IT system.

• Look at your business plan and see which objectives could be more effectively achieved by using a PC system. For example, you can manage large amounts of information more effectively on a PC than with a paper-based system.
• You will need to invest in training. Remember to include training costs when budgeting for your IT system.
• The greater the use of your IT system, the greater the impact if something goes wrong with it. Make sure you consider security and support (see 6).
• Avoid buying hardware or software which is too complicated for your needs.

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

• If you are working on your own, you may consider a multifunction device, which combines faxing, copying and printing.
• 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 printing with up to three people using them. They are designed to produce 500 to 5,000 pages a month.
• Heavy-duty laser printers are suitable for larger businesses.