Business Office Technology
Reality Check

A web entrepreneur, even the smallest one, has to make use of a minimum of business office technology to perform everyday tasks. I have reduced the list to two categories. I consider some technologies to be essential to the home based web entrepreneur. The usefulness of others will depend on your needs and context. Technology should be selected to make you more effective and efficient in your work … not to look good!

In general, I recommend that you avoid new computer technology. You can hardly afford being a test bed for other businesses. If you have a choice, use business office technology that is at least one to two years old.

Technology in the workplace must be introduced in support of operations. You must also be able to take full advantage of it yourself. If you have to rely on someone else to use it, then you affect your bottom line by adding costs.

You need a critical mass of business technology as a web entrepreneur, beyond which the laws of diminishing returns set in.

The Essential Business Office Technology

The Computer: King of Business Office Technology.

• Type: PC or iMac? It is a matter of taste, mostly. If you are starting on a small budget, it might be better to start with a Intel-compatible PC. Also, some specific software might only be available to run on PC.
• Monitor: As a web entrepreneur, you are going to spend many hours in front of a computer screen. Set the refresh rate as high as you can (higher than 75 Hz). The higher refresh rates eliminate image flicker and help reduce eye fatigue on a CRT. LCD displays are much easier on the eyes.
• Capacity and computing power: Unless you plan to run powerful graphics applications, or to do heavy number crunching, an entry level PC will be adequate for most purposes.Windows XP should be run with at least 512 MB of RAM. The widely available 40 GB hard disks have ample capacity for most applications.
• Table-top or laptop?: I use a laptop for its versatility. It is equally useful at home and on the road.
• More than one computer?: If you have children, dedicate one computer to your home business exclusively. Children's play things should not be considered (or mixed with) business office technology.

The Internet Connection. The Queen Business Office Technology for The Web Entrepreneur.

• Dial-up or high-speed. If you have Windows XP setup to automatically download critical updates, you definitely need high-speed or broadband internet access. With a dial-up access, you need to schedule updates when you do not expect to need the computer.
• Router: If you use a broadband internet access, I recommend that you use a router with a built-in firmware firewall. No business should ever rely on software firewalls.

Computer Peripherals

• UPS or Uninterruptible Power Supply: It is indispensable to protect your investment in business office technology. It protects your computer and peripherals from power surges, spikes and brownouts. It also gives you time to save your work and shutdown everything in a safe manner when a power outage occurs.
• Scanner: use one with a true optical scan resolution of at least 2400 x 4800 DPI.
• Speakers: an increasing number of sites use audio clips to convey their message. If you want to do the same, you need speakers to hear what your message will sound like.

Business Computer Software

A computer is useless business office technology without software. The web entrepreneur uses a computer to accomplish daily tasks. That is what well chosen software can do.

General considerations concerning all software, including the O/S:

• setup automatic updates as much as possible. If not, check for updates regularly and download and install them when available. This is critical to eliminate any problems. When you use a computer system for business purposes, you want to avoid as many disrupting problems as possible.
• use well known brands and recognized stable versions. Do some research before installing any new software.
• stay away from beta versions … unless it is your business to test beta versions.

Specific software that a web entrepreneur requires:

• Computer Operating System (O/S): Use the previous major release of the Windows O/S and keep it updated.
• Anti-Virus: Required for Windows O/S only. Use a well known name brand and update weekly if not alerted otherwise.
• Spyware remover: Required for Windows O/S only. Use a well known name brand and update weekly if not alerted otherwise.
• Text editor or word processor: I recommend a word processor to write your texts and export them in plain ASCII. I use the one included in the Open Office Suite. (This link opens a new window! Your browser must be set up to accept popups from this site). It's free. Avoid using a word processor to generate (export) your work in HTML format.
• Spelling and grammar checking: I recommend that you use specialized software.
• Accounting software. No business can do without it, even the smallest run by only one person.

Other Useful Business Office Technology

• Web page producing software: It is not really necessary, given the available technology today. You can use the templates that are included in the web hosting services offered by some of the better firms.
• Database: you will eventually need one to manage all the information about your clients, suppliers, affiliations, inventory and much more. I use the one included in the OpenOffice Suite . It's free.

Business Office Technology: a necessary evil to be kept on leash!

Always remain cool. Do not succumb to the never ending hype and temporary glamour of new computer technology. If it does not directly contribute to your bottom line, then pass ... until you think you can afford to throw away your hard earned money!

Stay tuned!

Do come back often. I will be adding to this site regularly.

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