Evaluate your short-term and long-term goals before making new technology purchases.
How old are your computers and what other technology needs do you have for the future? How much do you pay for Internet services, web site hosting and maintenance, etc?
Do you have special technology needs due to your geographic location or business model (no DSL or Cable for example)?
Computers The most important piece of technology equipment is your computer system. Any computer that is more than 3 years old is a candidate for replacement. Because computer prices are at a very low level it now makes sense to replace older computers more often.
Buying Tips- The rule of thumb is if you need to perform more than one update to an existing computer you should consider buying a new one instead (updating the operating system, adding memory, hard drive, etc.).
- Look for computers with Pentium 4 processors or Athlon processors. Celeron processors are often less expensive but they are not as efficient.
- You can save money if you buy a processor that is slightly slower than the current fastest "standard." (2.5 to 3.0 Pentium 4 GHz processors are fine for most business needs.) Athlon processors are very well designed and often outperform Pentium 4 processors.
- 512 to 1 GB of RAM (Random Access Memory) is plenty for most users.
- If you buy a new computer get one that has Windows XP Professional (Windows XP Home is not recommended for business usage) as the operating system. Windows XP Professional is more stable than Windows ME and Windows 98.
- If you are going to purchase multiple computers make sure they all have the same operating system. You are only asking for potential trouble by mixing and matching different operating systems.
- Make sure you get Microsoft Small Business with your computer. It costs more money but it is worth it. (Access, Excel, Word, Outlook.)
- Look for the best overall deal for the least money. Most major brands are very similar. If you are considering a LCD monitor (low profile) buy one that is 17-18". This size currently represents the best value for money.
- Make sure your new machine has a CD-RW or DVD-RW. Using cheap CD-R discs (as low as 10-15 cents apiece) is an easy and low cost way to archive data.
- USB keys (work like the old ‘floppies' but hold vast amounts of data) are a good choice for those who need to archive data but do not want to learn how to ‘burn' CDs.
Where To BuyThe Internet is great for comparing prices and it opens a whole new world of shopping choices for consumers. Most companies now let you "build your own computer" and mix and match components based on your specific needs. Log on and compare what Dell, Gateway, Compaq, HP, and IBM have to offer.
You should be able to find a value system for as little as $500-1,000. You can also look at
PC World and
PC Magazine for product reviews and suggestions.
Consumer Reports has a website that is also a helpful source for technology purchases:
www.consummerreports.orG Laptop Computers If you need a laptop for mobility, they are great for taking data with you when you travel. I use a laptop when I go on trips. I have it networked to my desktop machine. I simply transfer anything I need to the laptop before leaving on a trip. While I travel, I can work on the same documents that I have on my desktop. When I return, I simply transfer the changed documents from my laptop back to my desktop.
Recommendations: The Dell Latitude D 610 series is an excellent laptop. The Compaq V2000 series is an excellent choice for those who travel. The HP Pavilion Dv4000 is a great overall value. IBM's ThinkPad series is also a good choice.
Note: model numbers often change. Look for similar model numbers.
PDA'sPalm devices have been very popular for many years now. They help folks remotely access data, track important contact information, and much more. Pocket PC's are beginning to rival Palm devices in popularity. In general, they are more powerful than Palm devices and are excellent for sharing and transferring Microsoft documents and data while away from the office.
Microsoft is the developer of the Pocket PC platform and they plan to add even more synergy between mobile devices and office computers in the coming years. The whole theory behind .Net (‘say dot Net') programming is to improve the sharing and remote transfer of data between desktop computers and other portable devices.
Note: Internet connectivity (wireless) is still somewhat limited for Pocket PC's and Palm devices. However, wireless Internet connections are becoming more common and should continue to improve over the next few years.
Recommendations: Most Pocket PC's feature similar components. Mobile "X-scale processors" are very fast and powerful. Most manufactures offer 400 + processor speeds with 64 MB of memory, or more. Some offer Internet connection options (wireless connectivity) so make sure you buy the right product for you needs. Dell offers the "Axiom" Pocket PC. This is a good choice for overall value. For those who want more features, consider the HP IPAQ PC or Toshiba models.
Internet Connections If you can only improve one thing this year try to get broadband cable or DSL for your business. If you live in a rural area you can use a satellite to have an always-on connection. I lived in a rural area with no possibility for DSL so I installed a Starband two-way satellite system.
You can offset the cost by not having to purchase an additional phone line for your Internet connection and you will not need to pay a monthly dial-up fee. The ability to have an "always on" Internet connection makes it easier to stay in touch with your customers, offers additional ways to enhance revenue, and can save money in other correspondence expenses.
Notes: Beware of buying services from unknown providers or providers with a poor track record. If your DSL provider goes out of business you are temporarily without service.
Computer Networks Traditional networks are limited to around 300 feet in distance. Old fashion ‘Ethernet' network systems are still very good and easier to install and maintain than wireless options. CAT 5 cable is easy to run between your computer and the data transfer rate is often faster than wireless options.
There are new wireless options that can now beam a signal much further than just a couple years ago. The nice thing about wireless connections is that prices are continuing to fall. However, security can be a drawback if the wireless network is not configured properly.
Notes: Unless you are very skilled, do not consider installing your own computer network. Hire someone who does it for a living. You will be glad you did! Make sure you purchase computer equipment that features the same operating system and the fastest computer processors that you can afford.
Website Design And Promotion Purchase your own domain name (
www.dotster.com and
www.godaddy.com ) and hire a professional web designer who specializes in your type of business. RezStream now does design, hosting, and promotion of websites. Check out our website at:
www.rezstream.com/marketing for more information. Savvy computer users can design and maintain their own website but it is not as easy as it appears. Good web designers have years of experience and can help you create a positive visual image for your business. Speed less on national directory listings and more on keeping your website up to date, including a promotion strategy and budget. You will need to spend between $1000-1500 a month on promotion.
Some larger businesses spend even more. Find an Internet marketing company that specializes in promotion. Just because someone can design a website does not mean they know how to effectively promote it. The whole goal is to make sure your website gets meaningful traffic.
It is also very important to have a real-time Booking Engine on your website. Why spend all that money on design and promotion if you are not going to turn lookers into bookers? Availability calendars may be cheap but consumers are becoming savvier and they know the difference between request forms and confirmed reservations. Like it or not, confirmed reservations are what the traveling public wants.
Website Company Recommendations www.rezstream.com/marketing.htm (design, hosting, and promotion)
Overall Summary - Consider buying a new computer instead of spending money upgrading an old one. Even entry-level new computers are very good. Make sure your new computer operating system is Microsoft XP Professional and Microsoft Office Small Business Edition software.
- An always-on Internet connection is crucial to businesses that rely on Internet bookings and other communications. Buy a two-way satellite connection if you cannot get broadband cable of DSL.
- Don't cut corners with your website. It should be visual and inviting. And, it should get a major facelift every year or two. Budget at least $1,000 to 1,500 per month for effective promotion. Make sure you have a real-time Booking Engine on your website. You will not be able to track your return on investment of marketing dollars if you do not have a Booking Engine that supports comprehensive website tracking.
- Use a property management software program to help you run your business, track your customers, automate basic bookkeeping tasks, and help you market more effectively. Using property management software also makes your business more valuable when you sell it.
- If you have questions about technology consult with people in your area. Ask for references from computer experts to make sure you pick the right person for your unique needs. Your local computer shop can often also recommend a good technology specialist in your area.
About The Author Bill Mitchell is the co-owner and Chief Operations Officer for RezStream. RezStream is located in Denver, Colorado. The owners of RezStream have been designing and selling property management software for over 10 years. RezStream also sells real-time Internet reservation technology and website design, hosting, and promotion services. Contact RezStream at: 360-866-8210 or visit their website: www.rezstream.com 
