Technology makeover: 7 steps to optimize a small-business network.

• Author: Smith, Mark
• Position: Cover Story

Many small businesses lack a technology strategy and simply hire service techs to fix problems as they arise.

Small business owners often resent having to pay $150-plus per hour to have stuff fixed that they feel shouldn't have broken in the first place. This creates an adversarial relationship between business owners and outside service professionals who serve them. The result for the small business owner usually is a hodgepodge of technology that really doesn't work together, nor serve the business efficiently.

What small businesses need is a technology strategy that addresses critical areas like security, spam, viruses, phone systems, disaster recovery, e-mail management, Web sites and Internet connectivity.

The good news is that technologies are available today to solve all of those problem areas. The bad news is that you really need to know what to ask for from a service provider. You'll also need to know enough technical jargon to make sure you're getting a technology foundation that will meet your needs and contribute to the bottom line.

So, to get you started in the right direction, here's a technology road map that should serve the basic needs of most small businesses.

[Step 1]

INSTALL A SERVER

First, you need a solid networking platform. This means you need a server to store your files, host your e-mail server and run various other applications. According to AMI Research, a New York research firm that studies the small-business market, there are more than 7.6 million small businesses in the U.S. that have 50 or fewer computers. Of those businesses, only 19 percent currently enjoy the benefits of using a server. Instead, employees simply share files between various PCs and laptops.

Servers allow businesses to solve problems that aren't possible to solve with personal computers alone. By having a server, you can take advantage of collaboration software, like Microsoft's Exchange Server, which allows users to share calendars and provides e-mail management. Next, by having a server, you can take advantage of server-based utilities instead of loading utilities on every PC in your office. In addition, data is stored securely in one place, allowing for easier backup and recovery in a disaster. You can also set up central Web sites for your employees to collaborate on important documents, providing control of workflow and revisions, and enabling more professional communication with customers.

You have two basic choices when it comes to a...