Signs that your small business needs a server

When we think of servers we tend to think of large organisations with hundreds of devices such as PCs and laptops to support. The reality however is that any organisation with two or more employees can benefit from having a server-based network. It can open up new opportunities for small businesses and is a key enabler of growth allowing old business models to be refreshed and new ones such as e-commerce sites to be built. Business operations can be streamlined; collaboration made easy so that employees can work better and faster together and valuable data can be backed-up and protected. But how do you know when the time is right to invest in a server? Here are a number of signs that small businesses should look out for;

· Access to information becomes critical
Employees increasingly complain about the need to share and access important files and databases such as customer information that is stored randomly on individual computers. It takes ages to locate a file and the only effective way to share a file is to email it to one another. With increasingly regularity they also discover that they are not working on the latest version of a document because someone has updated it and forgot to email it to the rest of the team. A server provides a central place for storing files and customer databases so employees don’t have to waste time tracking down tracking down who has the information they need or worrying whether they have the most-up-to-date version as it is always there waiting for them in one secure location accessible to all.

· Productivity is slowed down by lack of collaboration
Employees need to set up meetings, share calendars and documents with colleagues, clients and partners but find this difficult to do. Collaborating with other employees is made possible through the use of a server-based network which stores applications and files allowing you to grant file permissions and access control as well as set up collaborative teams. Employees, clients and customers are able to work together in a virtual space, share and print documents and can access information such as databases, spreadsheets, accounting ledgers, CRM tools etc. Setting up meetings becomes simple as teams can share online calendars so can quickly find out whether people are available. It also means that small businesses can set up satellite offices to better serve customers

· Computers start to slow down
The growing number of software applications and files stored locally on employees’ individual machines start to take up considerable hard disc space and start to slow it down. Switching on in the morning takes a long time and worse still employees are forced to restart their PCs throughout the day as applications become unresponsive. With a server everything is centrally located so much needed space is saved on employees’ computers which means that individual PCs and laptops run quicker, experience less problems and they won’t need such big hard drives so can move to lighter more portable devices.

· Employees need to use special software
Investments in special programmes such as database or accounting software to help support the business and improve the productivity and efficiency of its employees is made but with no central repository the software needs to be installed on multiple computers and at this point the software licences begin to get expensive. Businesses also find that some employees are using older versions of the software so can no longer easily share and update documents with other employees. By installing a server less time needs to be spent with each individual computer as IT support and software upgrades can be administered and maintained centrally. This ensures that all systems are running the latest applications and fewer software licences are required.

· Backup has become a necessity
Businesses begin to realise that employees computers hold a lot of essential information and worry that critical data such as customer contact details, or recent orders, might become lost or accidently deleted. Backing-up their devices is not top of mind for employees, a dedicated server means that the back-up and archiving process can be automated so businesses no longer need to worry.

· Your employees need secure remote access
Increasingly the business recognises that employees need to connect to the network from home or while out on the road. As well as being able to provide remote access business also worries about security and being able to control access to sensitive information. A server provides a single point of access ensuring better security as access to sensitive company information can be better managed and controlled and where necessary access can be denied. With this level of security it is possible to guard the entire company from intrusion and attacks and can help businesses meet legal requirements surrounding data collection and retention.

So once you have recognised the signs and can see the benefits that a server can provide the next step is to make a purchase. There are many different servers available in the market and the cost will vary depending on how powerful you need your server to be but a simple server solution will cost little more than a desktop PC. Before investing in a server consideration needs to be given to the number and type of applications the business will be running and how many people will need to access them. You also need to ensure the decisions made today will support the business further down the line, try to imagine where the business it is going to be in five years’ time. What servers and applications are likely to be required and how they will be managed. With the recent introduction of Windows Server 2012 Operating System and a wide range of powerful servers on the market to choose from such as Dell PowerEdge T110II now is an excellent time to start thinking about installing a server.

Useful links
Dell Small Business Solutions Centre http://www.dellsbsolutions.com/uk
Choosing your first server: www.dell.co.uk/growwithus
Intellectual property office http://www.ipo.gov.uk/