Tag Archives: Start up

Computer Network for small offices

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Chances are you have a network at home but you don’t understand what you have. In this case we are referring to a computer network.  Let’s chat about the different types and factors you should consider in making your decisions.

A computer network or data network is a set of computer or network devices connected together to share resources. This is how we allow several devices to connect to the internet in our offices or at home. Other shared resources can include a printer or a file server. Devices we may find connected on a network might include PCs, notebooks, tablets, mobile phones, printers, surveillance cameras, smart devices, NAS shared storage, a backup device, POS terminals, and EFTPOS terminals.

WHY do I need a computer network?

It makes a lot of sense to be able to share resources.  Without a network you might need a printer on everyone’s desk. A network will enable everyone to have the internet and collaborate on shared documents or files.

WHAT are the components of a computer network?

Clients – devices we connect to the network that share the resources, for example, a PC or tablet connecting to a shared printer.

Wi-Fi Modem Router – This can be all in one box or separate devices.  If these are separate devices you would connect them to each other by an ethernet cable.

  • Modem – This is the device that connects to the Internet from the street. Most likely it is the box provided by the NBN to connect to the NBN internet network.
  • Router – you must have at least one router.  It is a cross between a traffic cop and a power board.  It takes one internet connection and turns it into many, directing the traffic around your internal network to make all the magic happen.
  • Wi-Fi access point – If you don’t want to run ethernet cables you can connect your devices by wi-fi. This makes everything wireless except for electricity.  A wi-fi point does have a limit on how many devices can connect, how far they can be from the access point, and the speed the data can be transferred.  Thus is convenient but maybe not as reliable.

Ethernet Cable – this is a physical cable that will connect your various devices so they can talk to one another.  An ethernet cable could run to your PC then to the router then the router to a printer thus allowing you to print. An electrician may run cables in ducts or behind walls so your office does not have visible wires running everywhere.  An ethernet cable has the advantage of being a more reliable and faster connection.

Switch – Your router is likely to have a small switch in the back allowing multiple ethernet cables to be attached.  Also, you may have additional switches to give you additional ports to connect more devices via ethernet cables (think of it like how a power board gives you more sockets)

Transfer speed on your network is shown as Mbps (mega bits per second). The bigger the number the better. As with any system the speed is governed by the weakest link which can be your internet plan speed, your method of transfer being wi-fi or ethernet cable, or the devices such as the router which the data transfers through. Most modern products are designed to support up to 1Gbps (1000 Mbps). In summary, speed is how fast you can transfer a file from A to B.

HOW to make your own network – Which Wi-Fi (wireless) Modem Router?

Without a doubt, the easiest, most economical, and fastest way to get up and running is to buy a wireless router. It will enable you to have a connection with both wi-fi and ethernet cable.  Before you go out and buy one you need to understand the options and features:

  • Mesh Network – This is a recent wireless networking architecture that allows you to gain greater coverage by offering the main router and a satellite unit.  The wi-fi network name remains the same and as you walk around your premises with your device connected wirelessly the connection will be seamlessly handed between the satellite and the main unit dependant which has better signal strength.  This is a more reliable way of offering greater coverage in a larger area.  Some units also use a dedicated wi-fi channel to ensure the best possible speed to the satellite.
  • Wireless extender – This is an optional extra device. As the wireless signal has a limited range you can use an extender box to increase the distance away from the original wi-fi router.  Note that an extender will require you to connect to a different wi-fi network name and enter a password.
  • 2.4Ghz vs 5Ghz –Ghz (gigahertz) refers to the radio frequency.  A 2.4Ghz connection will travel further and better through walls but at a slower speed. 5Ghz will be faster but not have a good range (distance between PC and wi-fi router) and cannot support as many connections per channel.  A dual-band router would normally mean 1 x 2.4GHz and 1 x 5Ghz channels available to connect to.
  • Processor and Ram – Remember we talked about a router being like a traffic cop.  Well the stronger and more intelligent the router is the better it will handle moving all the traffic around. You should choose a device with a multi-core processor and a quantity of RAM for example, 128MB
  • Wi-Fi router speed – Be aware the top speed quoted on the carton is theoretical and you are unlikely to duplicate it in real life.  If speed is a primary concern you should use an Ethernet cable to connect to your wireless router.
  • Smartphone App – Networking has traditionally been the domain of experts.  However most modern units are easy to be set up and can easily be monitored and controlled from a smartphone app.
  • USB port – allows direct connection of a hard drive, printer or back up modem
  • VPN – a feature on high-end routers that allow you to set up a secure connection remotely (from home) back into your office environment.
  • Security – common on all routers that by default ensures only those with the appropriate passwords and permissions can connect to your network or devices on your network.  You don’t want your competitor stealing all your ideas by simply parking their car out the front.

HINTS – 3 Tips to help with your setup

  1. Some form of mobile phone modem is a great backup to keep your business running if the fixed service goes down (some internet providers offer this as standard in their package).
  2. Be sure to read our essential guide on Backing up your Data.  Always back up your data and store it at a secure external location.
  3. Be forward-thinking – Buy quality hardware that will last for many years and allow for expansion in your business when you implement your network. For example, if you get an electrician in to do some ethernet cabling, maybe get some extra points installed.

SUMMARY – Visit Gadget Guy for the latest products

A good quality mesh wi-fi router will meet most small business needs and give you a simple and reliable way to share.

If you require something more complicated or you simply need help be sure to read our essential guide on IT Support.

Our sister publication Gadget Guy has reviews of the latest products to suit your small business. They also have more information on the technology https://www.gadgetguy.com.au/mesh-wifi-need-know-tutorial/

POS system or terminal

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In the old days we had a cash register which is a cross between a calculator and a cash box.  These days we have a POS System to transact a sale or order and take cash or credit card payment. In this guide, we will look at why you might need a POS terminal, what you kneed to know and how to buy the right one for your retail environment, cafe or restaurant.

A Point of Sales system (terminal or machine) is an electronic device that allows a physical transaction to occur between a merchant and a customer for a product or service. This is much more than an EFTPOS terminal which we have covered in a separate guide. Put more simply it’s the device they use at McDonald’s to enter your order and take your money.

WHY do I need a POS System or Terminal?

A POS system will automate your process of completeing a transaction rather than writing on paper, using a calculator or simple cash register.

Retail POS software brings many benefits to retailers aside from simply completing transactions. These include:

  • Sales reporting and analytics: Provides retailers with insight into their sales, helping users make informed decisions that strengthen the business.
  • Inventory management: Automates stock control and helps retailers determine optimal product counts and when and how to reorder top-selling products.
  • Customer management capabilities: Help retailers automatically record and track valuable customer information, enabling stronger relationships, and encouraging repeat business.

WHAT do I need to know about POS systems?

 They come in various flavours and can be from simple to very complex.  You could have a solution as a stallholder, a restaurant, or a retail store.  In a retail store with such a system you could scan a bar code to have the item automatically added to a sale, take payment, adjust instore inventory, and pass sale information through to your accounting system. Additionally, in a restaurant you could take an order via a smartphone, add a table number and have the order print out in the kitchen.

Many POS solutions today will help you run and grow your entire business, with information such as detailed sales reports and analytics, employee management and tracking software, inventory management, and gift cards.

HOW to choose the right POS system?

As a small business, it will make much more sense to try to find an off the shelf system rather than going for a custom solution that will have large upfront costs.  The benefit of using a POS system is that it can simplify and automate many of your administration tasks freeing your time up to spend growing your business rather than maintaining it. These cloud solutions will also integrate with your accounting package (see our essential guide on accounting packages and cloud solutions) prepopulating all the data so no manual input is required.

Even though this solution is cloud-based it will still require some hardware at the point of sale like a smartphone, tablet, PC, or dedicated terminal which you will interact with. A cloud-based solution is one where the computing and software sit external to your business and for a monthly fee, you get the functionality without having to invest and maintain expensive backend computing hardware and dedicated software.

When choosing a POS system you should consider
  1. Stand-alone system or Cloud-based?
  2. Does the package suit Australian conditions, for example GST?
  3. Will it work offline?  You need it to still function if the internet goes down.
  4. Does the provider have appropriate security in place to stop others from accessing your data?
  5. Does the solution come with hardware or do I need to buy separate hardware like a tablet?
  6. Cost – how much per month per terminal/store?
  7. Usability – Can it easily be used day to day with minimal training?
  8. Fast & efficient –  How quickly can the operator complete a transaction? Nothing worse than keeping a customer waiting
  9. Will it meet your future needs?  Can you easily add extra terminals?
  10. Does it support value add functionality that might assist your business? For example, inventory tracking
  11. Will it integrate into your existing or planned accounting package?
  12. Does it support EFTPOS or can EFTPOS be integrated?
  13. What reporting is available and how easy is it to interrogate and interpret?
  14. Is customer support available and during what hours?

Some of the companies providing cloud POS solutions in Australia today include Hike Up, Kounta, Retail Express, Square, and Vend.

HINT

Now that you have selected a POS system you also need to consider what additional physical hardware you might need beyond the terminal, tablet or smartphone, such as a cash draw, printer, EFTPOS terminal, bar code scanner, tablet mounting bracket, or contactless credit card reader.

SUMMARY – Off the shelf POS solution

A bit of time invested in this solution will pay dividends in years to come, streamlining your business and freeing up manpower to work on other parts of your business. An off the shelf solution will meet the needs of most small businesses.

Website domain and email

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As a small business, you have the option to have your own website and email address and the cost of doing so is not excessive.  This guide will help direct you on how to obtain your fist website domain name.

A domain name is your website name. Domain name is the address where Internet users can access your website. A domain name is used for finding and identifying computers on the Internet. Computers use IP addresses, which are a series of numbers.

I hope that when you registered your business name you also considered if the name you chose was also available as a domain name on the internet.  One of the disappointing processes of starting a business is someone is already using or has registered the name you want.

WHY do you need a website domain?

In this internet age most businesses will benefit from having a presence or being able to be contacted via the internet.

As a minimum we recommend you have an email address you can be contacted on.  This could be as simple as registering an email address free via Google or Hotmail.   For example on Gmail you can visit https://accounts.google.com/signup and choose a name like mybestnewbusiness and end up with an email account mybestnewbusiness@gmail.com which will enable people to email you and you to receive them and reply.

WHAT is involved in getting a Domain name?

The most common method for businesses to have their web presence is to set up your own website domain.  For example, Small Business Answers bought their domain sbanswers.com and then subsequently used that domain to establish a website and create multiple email accounts.  There are many websites that allow you to register your domain and some of the more popular in Australia include godaddy.com and crazydomains.com.au . The easier your domain name is to recall the better but unfortunately most of the good ones are taken. Your chosen name should ideally be easy to remember, short, and represent your business.  

You will find you will be presented with a search box to enter your proposed name. After you enter it you will be presented with the cost if it is available, the option to backorder, or some suggested alternatives.  The first thing, you will notice is the extension can be different after your name.  It might say xxxx.com or xxxx.com.au, xxxx.org, or xxx.net.  .com is the most common and is the global extension, .com.au is the Australian equivalent. Our advice is to try to get .com or .com.au if you only do business in Australia.  If for example you have .net someone might hear about you type .com instead of .net and you do not get the business. Note that if you use a com.au domain name you must also have registered a business in the same name.

If you cannot get the name you want, do you have any options?  Yes, someone who simply wanted to make money from it may have bought the name you want.  In other words, they bought it in the hope one day someone would pay more money to own it. Thus, you may be able to either pay extra if they are willing to sell it, or  wait for their subscription to that name expire and hope they don’t pay to hold it anymore.

HOW do I put my new domain name to work?

You want your customers to reach you via email and the company that sold you your domain is most likely also going to offer you email and website solutions for a set amount each month.  The cost of this is not expensive and they own all the equipment to facilitate the process.  This means you do not need expensive computer hardware running behind the scenes to make it all work and do not have to worry about reliability and security. Once you have subscribed to an email solution you will have a simple-to-use administration screen to set up the appropriate email addresses for your business like boss@yourbusiness.com or enquiries@yourbusiness.com then associate a password. Your provider should also make available support services and tutorials that will guide you through the process of setting up your email on your PC or mobile phone.

The next step is to create a website for your business. The easiest way to do this is to select a template from your provider and fill it out.  The even easier way is to pay someone to design a website for you, which is a great option if you have the cash and lack confidence.  See our essential guide for building a website.  Remember this site for many will be how your business is seen, so its design, pictures, and content is all critical to your success.

HINT

Your website is now built and published on the internet but do not expect people will swamp it on its first day.  It will take some time before search engines like Google find it and as nobody knows your new domain name yet, they won’t find it organically.  In a separate guide we will cover SEO Search Engine Optimisation and SEM Search Engine Marketing. Put simply these are ways to make your business found more easily on the web and tactics you can use to promote your business on the internet.

SUMMARY – A domain name is your website address

Having a domain name gives your small business an address on the internet where customers can find you and communicate with you by email.  You will need to register your domain name and then build out a site as appropriate.

Electricity deals to save money

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We all dread that quarterly electricity bill at home and unfortunately, in the business environment it is probably only going to be larger. In this guide we look at ways to save power and how to get a better deal.

WHY should I compare electricity companies?

Once electricity supply was from the state governments now we have a deregulated market and different retailers can compete for your business. (Note WA is still Government-owned).
Competition should lead to better pricing and save you money!

WHAT can I do to save power?

We need the power but at least there are ways we can reduce our bill saving us valuable money. We can:

  • Shop around for the cheapest deal
  • Install solar panels which can reduce your bill with either a payment upfront or monthly overtime to pay for the panels.
  • Use more energy-efficient lighting, devices, and machinery.
  • Ensure devices etc. are turned off when not being used.
  • Use power-hungry devices when rates are cheap, for example, at night
  • Use an energy broker or consultant to negotiate a deal.

HOW can I get a better deal on my power bill?

The best method of quickly saving money is to review what prices you can get.  Being a small business, it is unlikely you will get a special deal based on massive usage but energy retailers are keen to get your business if you are in the market.  The great news is there is an easy way to compare prices. You will see providers quoting a reference price/point (benchmark electricity price set by the government) and a discount.  This enables easy comparison between companies to make a quick decision.

Other terminology you should understand:
  • Discount– reduction expressed as a % below the reference price. Always check to see for how long the discount will last, as price may increase after this period.
  • Rates – This is how much you pay per Kilowatt-hour Kwh (a 100watt lightbulb on for 10 hrs uses 1 Kwh).  Rates may be flat or expressed as peak or off-peak or based on time of day billing (charges go up during busy times).
  • Sign up discount – normally expressed as a $ amount discount off your first bill
  • Exit fees– a charge to move to a different energy retailer
  • Payment options– you may be offered a fixed monthly charge which gives you predictability of costs or variable usage charges payable by all the normal methods, for example, credit card
  • Combined discounts – you may get a better deal if you sign up to gas as well as electricity
  • Contracts– some offer no lock-in contracts others sign you up for a period but normally based on a deal
  • Accuracy of billing – When calculating your electricity usage, your retailer can either estimate your usage, potentially overcharging your business, or measure it. It is worth investigating the technique employed by your retailer or package.
  • Availability– If you have locations in different states you may have to have multiple retailers.
  • Green Power – Normally more expensive but derived from renewable energy sources such a wind. Sometimes referred to as carbon offset.
  • Locked-in pricing – sometimes expressed as peace of mind or fixed.  Here a retailer will lock in the cost per Kwh for a set time.  The benefit of this is you are protected from any price increase.
  • Late payment fees – charge if you do not pay your bill on time
  • Customer service – Either online only or telephone as well.  Hours may vary. 
  • Solar feed-in tariff – how much you will be paid per Kwh to give electricity back to the grid.  Most solar panel solutions allow you to use your solar power first before feeding your excess back into the grid.

HINTS

A good thing to know is that if you have a blackout in your town it is not the electricity retailer who is fixing it rather the energy distributor. https://www.energymadeeasy.gov.au/frequently-asked-questions/who-is-my-energy-distributor

To compare energy retailers pricing you can visit:
Energy made easy
Finder

SUMMARY – Small Business Electricity

No one plan will be right for all small businesses so shop around and you might be surprised how much you can save for a bit of research.