Essential Hardware for Small Businesses

No matter which business niche you occupy, Computer hardware is essential for you. In today’s world, even the smallest and the most basic of tasks cannot be accomplished without some sort of technological support. This means that choosing quality hardware products which are aligned with your needs is crucial for the success of your business. With so many options to choose from, buying computer hardware can be mind boggling. This guide will help you identify your Computer hardware needs and choose the right products to cater to those needs.

What Hardware Does a Business Need?

Some things to keep in mind while preparing a shopping list for computer hardware are:

Your existing computer hardware needs
Your future computer hardware needs dictated by your long-term IT strategy
Compatibility with existing computer hardware

Ask yourself the following questions:

What are the tasks that I want to automate through the use of computers, for example, you may automate pay rollout, invoices and receipts, digital marketing?
What are the core operational processes of my business?
What are the industry requirements for my business, for example, an e-commerce business requires decent web servers?

Compatibility

To avoid the cost and hassle of returning and exchanging equipment, make sure that any new hardware you buy is compatible with existing equipment. You may also explore the option of upgrading the old hardware to match the new purchase.

Software Needs

Any computer component which you can physically touch or handle classifies as computer hardware. All hardware requires some sort of software to run. Not all software is compatible with any hardware. When you start looking for hardware to buy, also consider what software you are already using or which software you intend to use in the future.

IT Strategy

Before you make a decision to buy computer hardware, take into account your future needs. Your IT purchases should be in synergy with your overall business plan. Also, keep a track of dates of purchase, warranties and software expiry dates to avoid any disruptions in your operations.

Hardware Life Expectancy

You should be aware of how long your hardware purchases will work optimally, before they fall victim to wear and tear or become outdated and incompatible with latest software updates. You should change your PCs every three to four years.

Disposing of Old Hardware

First explore the possibilities of upgrading old equipment. If it is necessary to purchase new equipment, contact the manufacturer to check if there is any offer to exchange old products with new ones at a reduced price. The manufacturer may also arrange a safe disposal of the hardware. Before you dispose of any hardware, make sure that you securely wipe or physically remove any data stored on the hard drives.

Will the New Hardware be Worth its Price?

Before you invest in new hardware, consider whether the money you spend will be worth it. Ask yourself these questions and then reach a consensus:

Will it help automate manual tasks and cut down operational time?
Will it improve customer service?
Will it help improve communication within the company?
Will it improve efficiency and productivity?
Will it improve staff morale by reducing their workload?
Will it help you expand your business in new avenues?
Will it give you an edge over your competitors?

Training Staff on New Equipment

Any new hardware purchase requires training your staff to use it effectively. The best of equipment when not utilised properly will lose its edge.

Types of Hardware

Workstations, Personal Computers and Laptops

Irrespective of a given business’ nature, a computer is a necessary piece of equipment which no one can do without. Being an invaluable base over which the rest of the IT infrastructure is built, choosing the right computer is very important. You will need to decide whether to get a Personal Computer, laptop or a tablet. PCs offer the best performance and the highest computing power, but they are stationary and take more space. Desktop PCs are also more durable and can be easily repaired and upgraded. This means that your Desktop will last longer and won’t go obsolete anytime soon.

If your business requires your team to be mobile, a laptop or a tablet might be a better choice. Docking stations can be used to connect a laptop with other peripherals and for it to be used as a desktop PC.

Another thing to take under consideration is that laptops can be easily stolen, which means that you will require tougher security protocols.

Due to the increase in employees working from home during the pandemic, laptops offer an advantage as they can be easily taken home by the employees. However, due to the remote connection, the threat of data breach remains ever present.

Your PC is going to stay with you for a few years and is going to prove an invaluable resource, therefore, it is wise to invest in high quality PCs.

Central Processing Unit (CPUs)

CPU (Central Processing Unit), also called ‘computer processor’, is the central part of a computer that receives and executes commands. In simple words, it is the computer’s brain. The CPU consists of an arithmetic and logic unit (ALU), a control unit and registers.

The most important component of any PC is the Central Processing Unit (CPU). CPUs are measured by their speed calculated in gigahertz (GHz). The speed is synchronous with performance, which means that faster the speed the better the performance. If you require the computer for normal office use with the intended use of applications such as Microsoft Word and Excel, a 2GHz CPU may be sufficient. For specified use, such as video editing, higher processing speeds are necessary.

Random Access Memory (RAM)

The CPU requires memory to function. More Random Access Memory (RAM) means that the cpu processor has more space to use and functions better. 4 Gigabytes of RAM is necessary to run multiple applications simultaneously. If you intend to use software, such as Photoshop Lightroom, you should settle for a minimum of 8GB RAM.

Hard Disk

All the work that you do on the computer gets stored in the Hard Disk. Think of it as a computer’s memory. Lower range computers come with 500GB of hard disk space.

Internal Solid State Hard Drives (SSD)

Latest computers come with Solid State Hard Drives (SSD). As you can guess from the name, these hard drives do not have any moveable parts and are noise-less. SSDs are five to eight times faster than the older magnetic disk drives. However, SSDs are two to three times more expensive.

External Solid State Hard Drives

External SSDs can be attached to a computer to increase the storage capacity of a computer.

Mobile Devices

If your business requires your employees to be frequently on-the-go, such as delivery personale, you might want to consider equipping them with a mobile device. If its a mobile device you need, you can choose between the following:

Android

Android operating system is owned by Google and is used by a wide range of mobile devices.

iOS

The iOS operating system is owned by Apple Inc. It is reliable and seamlessly integrated with mobile devices. The downside is that you may have compatibility issues if the rest of your computer equipment is running on windows. You also have less options to choose from in terms of mobile devices, as only iPhones can support this operating system.

Windows Phone

These phones are owned by Microsoft and run Microsoft’s own operating system. It is a good idea to buy these phones if you want to integrate the mobile device with your windows run PCs.

Peripherals

Input and output devices are known as peripherals.

Screens

Liquid Crystal Displays (LCDs) are the most frequently used screens. Screen size is measured diagonally. Some commonly manufactured sizes are 22in, 24in and 27in. You should take into consideration true colour reproduction if you intend to use the screen for design or video production, while a high refresh rate should be chosen if it is to be used for video editing or gaming.

Aspect ratio is the proportion of width to height. The most common aspect ratio manufactured is 16:9.

Keyboard and Mouse

Choose the design that feels comfortable to use. Even a little discomfort in the use of mice and keyboards can lead to Repetitive Strain Injury (RSI). You may purchase wireless keyboards and mice for increased portability.

Wi-Fi Routers

The second most important piece of equipment after a PC is probably a wi-fi router. Every business today has some sort of connectivity need or online presence. A faster, more reliable internet connection can make a world of a difference in the productivity and efficiency of the workforce. Wi-Fi and ethernet equipment plays a key role in extending and boosting the signal range so you can make the most out of your internet connection. Depending on your needs, you may also require network switches or cabling.

Printers

Hats off to you if your business is truly paperless. For everyone else, a printer is a necessary piece of office equipment. A good fast Laser Jet printer which is able to scan and photocopy documents should be accessible to all employees. Believe me, the few seconds you will save with each page getting printed faster will add up at the end of the month and amount to a significant loss of time. Add to it the inconvenience and adverse effect a slow computer will have on the employees’ other tasks, and you will realise the true cost of a slow printer.

You can connect the printer with all the computers in the company so all employees (even those working remotely) have access to it. There are three basic types of printers:

Laser Printers

Laser printers are able to print both colored and grayscale prints. They may be more expensive than other types of printers but they are cheaper per print as they can print a lot more and are significantly faster too.

Inkjet Printers

Inkjet Printers can also print in colour and grayscale. They are cheap to buy but cost more per print. Their slow printing speed also makes them less ideal for bigger office setups.

Server

All small businesses need a server for storage purposes and to run applications. With the advent of cloud based servers, it is no longer necessary for a small business to own an inhouse server. Each solution has its advantages and downsides. You should choose according to your need whether you will have an inhouse server or a cloud based server.

Making the Purchase

Buying Outright

If you have the resources to buy the hardware you need or if you choose to use a bank loan or overdraft, you can avail the following benefits:

Full ownership of the hardware that can be added to your balance sheet
Write off or deduct the cost for tax purposes
Easily alter equipment according to your needs as you are not under any lease contract.

However, the downside to buying outright is:

Paying the full price can take a toll on your finances
You may have to take a loan to cover the cost
You will have to maintain and repair the equipment yourself
The hardware will become obsolete after a few years

Leasing Equipment

You can lease equipment for an agreed amount of time, after which, which you either

Return the equipment
Choose to extend the lease period
Buy the equipment at the end of the lease

Leasing has the following advantages

You can use Computer hardware without actually owning it
It does not take a toll on your finances
Lowers maintenance costs, which is taken care of by the leaser
You can upgrade equipment more easily
It counts as operational cost and can be added to profit

The downside to leasing equipment is the additional cost that you end up paying if you plan to use the equipment for a longer duration.

Hire Purchase

Hire purchase allows you to pay in instalments. Once all the instalments are covered, you become the owner of the equipment. The advantages of hire purchase include

A spread-out cost which does not take a toll on your finances
Tax relief via capital allowances
Low cost of maintenance
Easy to upgrade or replace equipment at the end of the contract

The downside to hire purchase is

Higher cost compared to buying hardware outright
More paperwork involved
The ownership remains with the supplier
By the time you own the equipment, it might already be time to buy new one

Finding the Best Deal

Once you have figured out your computer hardware needs and have decided the mode of purchase, you can start looking for cheap PC parts.

Brick-and-Mortar Computer Parts Stores

You can check your local stores for your required pc components. Try electronic superstores, dedicated pc parts shops, department stores with an electronics section. If you find a store that has everything you need for a good price, don’t buy outright. Chances are you will be able to find a better deal online. The reason for this is that online resellers of computer components ship directly from the manufacturers or from distributors, which means that they don’t have to bear the cost of maintaining a physical store, hiring sales staff, and maintaining equipment on the shelves. Some of these resellers also have a bigger network with the possibility of sourcing the product from across the border where the price might be cheaper.

Online Computer Parts Stores

Google shopping is a good place to start your online search. Simply put in the manufacturer ID or SKU of the product that you are looking for and compare the prices. Don’t just go for the lowest prices. Chances are, if something seems too good to be true, it probably isn’t. Look for the best deal but also pay attention to the seller. Always buy from a reputable company after checking reviews left by previous customers on trust pilot. Check online for the company information. It should be a registered entity with the UK government; that way, it will be easier to get hold of them if something goes wrong.

Return Policy

Before you make the purchase, carefully read the seller’s return policy. Note the return period. Look for any hidden fees or conditions.

Repairs/Maintenance

Check what kind of maintenance or free repairs the seller is offering you. Or if you have to pay for the maintenance or repairs, is there a toll free 24/7 number through which you can reach the manufacturer.

Warranty

Check what the warranty covers and how long it will be valid for. See if there is an extra cost for extending the warranty, and if that is worth the extra cost.

Payment Method

Pay with the credit card, even if it is slightly costlier. In case there is a problem with the product, you can raise it up with the credit card company. In this way, you may get your money back if you are scammed.

Delivery

Check the package for any outward signs of damage or wear. If it looks as if the package was dropped or mishandled and the product inside might be broken, don’t open the package and immediately talk to the seller or the delivery person. If the package seems fine and the packaging mentions the same product that you ordered, open the product and check it right away to ensure that everything is working fine. If there is an issue, raise it up with the seller as soon as possible. If the setting up service is included, don’t let the service personnel leave until you have checked the product to your satisfaction. Finally, if you damage the product yourself, man up and don’t bother the seller or the manufacturer. You may still check if the damage is covered by the warranty; if not, pay the manufacturer to fix it for you.

Insuring Computer Equipment

Ensuring your expensive computers and equipment against fire and theft is a wise decision.