A challenge many small business owners face is deciding what technology is needed to get a growing business off the ground. What computers are appropriate? Desktop or laptop computers? Does the model make a difference? What about guarantees? In this short article, I’ll address these questions regarding office computers, providing a high-level overview of the options and some general advice.
First, it is important to understand the need to standardize computer hardware. For maintenance purposes, administrative overhead increases exponentially when dealing with clearly different computer models. So whatever direction you take, stick with it. This does not mean that everyone in your office has the exact same computer. That may not be appropriate (see below). But if you choose to own desktops, choose a single desktop model that makes sense for everyone. If you choose a laptop, choose an intermediate model that meets everyone’s needs. If someone in the organization needs specialized hardware, make one-time purchases as an exception. This applies to monitors and accessories. Buy 17″ or 19″ monitors for everyone, one or the other. Do not mix and match models.
Second, do you want laptops or desktops? Before you start, there are a few things you should know: Laptops are more expensive than desktops. Laptops are also generally “less powerful” than desktop computers. I put it in quotes because current generation laptops have more than enough power to handle all but the most compute-intensive applications. That said, if power is paramount, particularly graphics power (for CAD or graphics-intensive software development), a desktop might be a better choice. The obvious advantage of laptops is portability. For sellers that freedom is almost always essential. This brings up the main point on laptop vs. desktop discussion: the user. If travel is required, provide that employee with a laptop. If the employee (or role) is tied to a desktop, or if the information on that employee’s machine needs to stay in the office (accounting, finance, HR), then a desktop might be the right choice. Finally, laptops are very useful in environments where there is a lot of dynamic collaboration.
Next, which model of laptop or desktop? It might be a good idea to give everyone a giant 17″ laptop that’s good for showing movies and gaming, but if that’s not the core mission of the company (or the role of the recipient), then it’s not appropriate, it’s too much. expensive. and too delicate. Let’s face it, office equipment gets dropped, dented, and generally treated like a rental car. While you usually don’t need to buy a “rugged” laptop, “fleet machines” ” (commercial entry-level PCs) are built to take more abuse than typical consumer-grade, multimedia-focused systems. They’re also designed to be easier to repair and maintain, two key drivers for lowering overhead. Both Dell like HP have solid lines of business-class machines, as do many other companies.When you’re ready to buy, be sure to ask for business-class equipment.
Fourth, when purchasing any long-term asset, such as a computer, support and service must be considered. For computers, this is covered by the warranty. The general rule of thumb here is: Assume the computer will give you three years of service. With that in mind, the choice becomes clear: buy a three-year warranty. If you don’t have an in-house resource for computer maintenance, you might want to add an “on site” clause. Such extended service usually costs more, but you can reduce the effect of a computer failure by bringing a technician in within 24 hours, rather than the routine 5-7 business day “send it back to the manufacturer.”
Finally, the question of whether to buy or lease almost always arises. First, a quick disclaimer: I’m not an accountant or a finance expert. Every business owner has a different financial situation and must choose the right option for him or her. In general, with computer hardware, you want to spend as little on it as possible because after the 3 years of depreciation, you end up with zero worth of equipment. While the team may be off the books, it also has no market value. Forget the idea of selling old equipment to buy new equipment – after three years, the industry has moved on. Given this, it may be advisable to lease the equipment for startups, particularly organizations with more than a handful of employees. In the case of a 3-year lease, the cheapest lease rate is recommended, as any purchase option is not attractive, again, because the equipment will be almost worthless after three years. So skip the dollar purchase option and go for the cheapest monthly payment (often market value). When the lease ends, it’s time to upgrade.
Equipping a new business with computers is expensive and must be done with care. Here we’ve covered some basics to help new business owners understand the options. To review, standardize on a single platform and as few models as possible, to reduce administrative overhead. Choose desktop or laptop computers based on the type of work being done and whether or not travel is anticipated. When choosing from the many desktop or laptop models, always choose business-class equipment. When buying a computer for an office, be sure to get at least a three-year warranty, and consider the “on-site” option if you lack an in-house IT resource. Ultimately, the decision to buy or lease largely depends on the finances of the organization, but in general, leasing is a good option to avoid large cash outlays for equipment that is worthless (to the industry) after three years. .