Author Archives: Angus Jones

About Angus Jones

Angus started his first small business in 1989 and has since gone on to have a successful career in marketing. He realised although there were many websites for small business none was addressing the question of how to. Angus has a passion to articulate benefits that add value to customers/readers.

Server – do I need one?

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A server sounds a bit like a person who will bring you food at a restaurant but it is sort of right as it is a device that brings information to other devices. In this guide we will discuss why a server versus using the cloud and what you need to consider when buying one.

A server is a computer solution or a device that provides functionality for other programs or devices, called “clients”(Your PC is a client). This architecture is called the client-server model, and a centralised server running special software designed for it will provide data to client PC’s.

WHY do I need a Server?

The most common solutions a server would provide in a small business are to store and share large files that multiple people work on, including video. You may host your email on your server or even your own internal or external website.  If you need a specialist machine to help you run your business to help control and monitor machinery. You may have a database that is like a massive computerised filing cabinet.  You may use it to secure your business including managing secure logins (passwords) and to back up all your PC’s so in the event of a failure, you can restore your information.

WHAT is the benefit of a Server vs the Cloud?

The decision you must make upfront is whether you will use the cloud or an internal server.  We have an essential guide specifically discussing cloud computing. The reality of this is the cloud is only a bunch of servers as well, owned by someone else.  The advantage of the cloud is someone else is buying and maintaining the servers and as long as the internet is working you get access to them.

Reasons I would not use the cloud?
  • Cost. A server may have a large upfront cost but overtime will be cheaper than renting capacity on cloud servers. Note many software solutions (applications) are now only available on the cloud.  You own your server you don’t own the cloud.
  • Speed. If you are working on large files that you need to access constantly the internet may not be fast enough. Internally you might be able to serve files at 10Gbps, via the internet this might be 100Mbps thus 100 x faster. Having some sort of file sharing server internally makes sense if your employees are sharing files.
  • Internet Bandwidth.  If you data allowance is not unlimited moving files to and from the cloud can quickly consume your allowance.
  • Privacy and jurisdiction. While most cloud service providers have excellent security operations that protect your privacy, there is nothing more private than having all of your data located on-premises. The cloud can also be anywhere in the world, meaning your data could be sitting in America or China.
  • Local Applications.  Some server software is not available on the cloud so you must run it locally.
  • Management.  You must maintain your servers which means paying someone to do that, you must power them and give them space.  You do however have control of them and at any time you can add more storage or memory and if there is spare capacity have them do another job without additional hardware investment.

HOW do I make a decision on what hardware I need?

A server is not something you buy off a shelf and it is normally tailored for your needs.

Where would you put a server?  A server needs a spot that is clean, secure, is unlikely to get knocked over, has power, and network access. You may consider a dedicated rack or room.
A server needs someone who can set it up and maintain it.  Great if you have someone on staff but otherwise you will need to hire external help.  See our article on IT support.

 Below are some of the basics in understanding various options involved in a purchase:
  • Brand. We recommend you purchase one from a reputable brand that has years of experience producing a reliable solution and the warranty network to keep parts available. Servers are designed to run 24×7 unlike your PC but moving parts do fail.
  • Redundancy. So if moving parts do fail, servers allow redundancy to be built in.  You can have redundant fans, redundant power supplies, and redundant disk drives.  All components with moving parts and the most likely to fail.
  • Expansion. Servers are normally built with the ability to expand.  You can add more memory, more disk drives, and even additional processors.  Thus you might consider your future needs up to 3-4 years and if you believe you will need to add capacity. After this time you will need to consider buying a new one to ensure reliability.
  • Drives.  Disk drives store your data and come in different sizes and speeds.  Speed relates to how fast you can read and write to the disk.  Size relates to the amount of data/files you can store on the disk.  The physical size will be no different.
  • Rack or tower. Servers come in a tower configuration that looks like a large PC box or rack which is like a big pizza box that can slide into a standard rack enclosure.  A rack enclosure will also host other computing infrastructure like network switches.
  • Operating System. This is like windows but in the case of a server you have the choice of either a windows server operating system or a Linux based one.  If you do not understand this talk to an IT specialist.
  • Application Server. This is a box that is pre-built and configured to do a job and can be switched on and running in minutes. An example would be a file sharing solution that by connecting to your network allows everyone in the office to share the same files.

HINT

Unless you are super confident it is best to discuss your needs with IT specialists who can help you on your journey. Be sure to read our essential guide on IT Support.

SUMMARY – Server effort vs benefit A server is a big undertaking for small businesses and must be managed and maintained well.  It does however give you control over your solution including the security of your data and is the most cost-effective solution in the long run

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.

Courier options for small business

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Lots of small businesses are not in the delivery business indeed most don’t even sell a product, but from time to time you may need to get a document or parcel across town or interstate. This guide will look at courier type options you have to get a document, a parcel or even a large machine from A to B.

A Courier company is one which delivers messages, packages and mail and is known for their speed, security, tracking service and specialisation.
A Taxi truck is a truck with a driver that can be hired.

If you are looking for an ongoing logistics solution see our guide on freight solutions– delivering to the customer.

WHY should I use a courier or taxi truck?

Your time can be better spent than doing a one-off delivery.  Although freight charges in Australia keep going up it can still be quite inexpensive to have an item delivered.

WHAT are my choices to have something delivered?

First, you need to know two things:

  1. How urgent is the delivery?  Is the delivery time critical like a blood delivery or an important contract? If it is not critical is delivery ok in a couple of days? Put very simply, the faster the service the higher the cost.
  2. How big and heavy is the item? If you want to move a shoebox-size parcel then you will have lots of easy choices but moving something the size of a car can be a little more complicated. Note that some restricted items like most liquids require specialist transport and if something is highly valuable you may wish to make special arrangements.

Your simplest choice is to visit Australia Post where you can organise a few days or next day delivery for standard items.

In most capital cities in Australia, bicycle couriers are available to deliver documents and small parcels quickly, such as zoom2u.

Your next choice is to use a courier company who will arrange pick up and delivery of items either locally or interstate. The big advantage here is they will come to your premises.

Larger items can be ferried using a taxi-truck business whom will have various sized trucks to move your freight from A to B, such as Allied Express.

Valuables can be moved by a Precious cargo specialist who should also offer full liability, like Armaguard.

International freight can also be done through Australia Post including priority envelopes otherwise talk to an international specialist like DHL.

HOW do I pick a courier company?

Australia Post has a handy postage cost and delivery calculator https://auspost.com.au/parcels-mail/calculate-postage-delivery-times/#/.  They also sell parcel post and express satchels in 10 packs to save visiting the post office every time.

To compare courier costs, you can visit these comparison sites to get instant quotes
Compare couriers
Parcel 2 courier

HINTS

Couriers charge by both volume (dimensions added up) and weight.  If you have a light bulky item you will pay based on the volume.  If you have a tiny heavy item you will be charged by the weight.

Parcel tracking is a great way to understand if the receiver has received that urgent package.

SUMMARY – delivery on time

Your time is not well spent delivering a parcel to the other side of town. Delivery costs increase the faster you want something delivered with overnight being a sweet spot between cost and time. Competition means you can get the best price simply by visiting a comparison website.

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.

Office supplies made easy

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Visiting an office supplies store is a bit like visiting Bunnings. You go in for a pen and you walk out with a pen, a new printer, and a chair mat. What you may not know is these stores can help small businesses with so many other services. This guide will show you these stores can be a one-stop-shop for many of your small business needs.

Office supplies are consumables and equipment regularly used in offices by businesses and other organisations, by individuals engaged in written communications, recordkeeping or bookkeeping, janitorial and cleaning, and for storage of supplies or data.

Wikipedia

WHY should I use an office supplies store?

Having the ability to buy a lot of the items you will need to set up or run your small business is an advantage as it will reduce the running around and ad-hoc nature of procuring items.  You will also find the major chains are competitive and offer some type of price matching or beating offer.

Opening a business account with one of these stores could offer the following additional advantages:
  • faster checkout – as your details are already in the system
  • view order history – easy to find something you liked before
  • manage shopping lists – reorder your most used items easily
  • credit account – a single invoice to pay with credit terms every x number of days

Considering an office supply company for some of your services may also reduce the number of vendors you need to deal with.

WHAT can I buy at an office supplies store?

You may be surprised by the breadth of products and services that can actually be available:

Staples
  • Stationary – pens, paper, scissors
  • Office Furniture – chairs desks storage cabinets
  • Bulk and specialised printing – business cards, brochures, posters, signs
  • Office supplies – diaries, financial books, laminators, paper, ink & toner
  • Cleaning supplies – toilet paper, detergent,
  • Kitchen supplies – coffee, bottled water, tissues
  • Office technology – Laptops, printers, monitors, Hard drives, software
  • Telecommunications – Smartphones, phone plans, cordless phones
  • Workplace safety – safety glasses, workwear, ear protection, signs
  • Office security – video surveillance, locks, safes
  • Moving supplies – boxes, tape, trolleys
Services
  • Technical support – help get your IT problems fixed
  • Business IT solutions – consulting on what you need
  • Software licensing – packaging software to suit the number of users
  • Safety solutions – consulting on your needs
  • Managed print services – See our guide on printing
  • Promotional products – giveaways with your logo printed on them
  • Parcel delivery – freight services you can use
  • Office fit-out solutions – consulting on office fit-outs
  • Furniture assembly – building flat-pack
  • Business financing – small business loans
  • Product Insurance – cover for devices like smartphones, Laptop, etc
  • Graphic design – logo design and layout services
  • Alcohol deliveries –  ready for Friday drinks
  • Milk and fruit delivery – perishables delivered to your door

HOW do I get office supplies?

Most organisations will allow you to

  1. Shop in-store
  2. Online orders
  3. Phone orders

For your online or phone orders you can click and collect or have the items delivered.

Delivery may even be the same day if you order before a certain time and some even offer free delivery when you spend over a price threshold.

Online orders also offer tracking so you can get a good indication if the item you desperately need is on its way.

If you require the services on offer such as one of the consulting services you will need to go instore to discuss or enquire online.

HINTS

Have some controls on how much can be spent and by whom otherwise you may find office supplies cost a bit more than expected.

A shared stationary cabinet stops each desk containing boxes of spare biros.

SUMMARY – One-stop small business shop

An office supplies store is so much more than a place to get a pen or some paper and can indeed become a trusted business advisor.  If nothing else it is a store that you can conveniently get most items needed to run a small business office.

Video surveillance for Security

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Securing your business can take three forms physical, visual, and digital. Physical security is the ability to lock or bar access. Digital security is all about keeping your data safe, make sure you read our essential guide on data security. Video surveillance is the subject for this guide in which we will look at your options and help you make a decision as to what will suit you best.

Video surveillance systems are one or more video cameras on a network that send the captured picture and audio information to a certain place. The images are not public like television. They can be live monitored or stored for later viewing.

WHY should I consider using video security?

Small businesses need to protect their assets by taking measures to ensure they are not stolen, vandalized, or tampered with. A video security surveillance system can provide you that peace of mind.

With a video surveillance system, you can use your camera’s motion detectors to prevent employee theft before business hours. You can record customer interactions to catch potential shoplifters during the day. And you can check-in via your mobile device after closing time to make sure your office is secure.

An extremely useful feature is receiving an alert on your smartphone if movement is sensed during certain hours allowing you to check the footage and respond appropriately.

Video surveillance can assist with the following situations:
  • Alerts of intruders
  • Prevent theft day & night
  • Video evidence of an incident
  • Audit of employee behavior
  • Night vision footage
  • Remote monitoring
  • Police evidence
  • Entry door person identification
  • Carpark security and liability surveillance
  • Congestion monitoring
  • Vandalism monitoring
  • Safety and false claim evidence
  • Progress tracking

WHAT are the video surveillance options available?

Modern innovation and mass production have meant what has been traditionally cost-prohibitive for a small business is now possible.  Traditionally you would have had professional surveillance cameras installed at great expense and have a similar cost hurdle to monitor any activity. This is still an option for you and can be explored by contacting a commercial security provider.

However, now you can buy a solution at your local electronics retailer and have it installed and operational yourself in as little as 20 minutes.  Then with the use of smartphones and the internet, you can receive real-time alerts of suspicious behavior.

The cost per camera starts around $100 and depending on your storage requirements a monthly fee may also be applicable.

Two key features will determine your search for your solution:
  1. Connection – This is how the camera physically connects within your business.
    • Wireless – Means no cables.  A camera will need power and the ability to transfer the image.  Some cameras use Wi-Fi and a battery so they are completely wireless, others plug into power but transfer the picture via wireless. These solutions are easy to install as no new cables need to be run.  They also increase your installation location options.
    • Wired – A physical cable carrying image and power is required to be run between the cameras and a control unit – a more robust solution with no battery needing to be charged and not relying on a Wi-Fi solution but harder to install.
    • 4G –4G refers to the mobile phone technology, this solution is a complete stand-alone solution allowing video surveillance to occur on a site with no fixed internet connectivity, such as a building site.  If bundled with a solar panel all that you need to also consider is a mobile data plan/SIM from a telco.
  2. Storage – All mainstream solutions will not only allow you to have a live feed but also provide various options to store recordings for later viewing. Video stored can be set as continuous or by a triggered event.
    • Local – This could be via an SD storage card within the camera or via a base station with storage. This allows for recordings up to your storage capacity i.e. a larger SD card capacity will allow more footage to be recorded (once full it starts to wipe the oldest content). The advantage is no ongoing fees and potentially having a longer archive of the recordings.
    • Cloud – This is a cloud-based solution with more details available in our cloud solutions guide. Camera vendors will offer a cloud-based storage solution which means the vision from the camera is captured in the cloud for remote viewing from anywhere even if the camera has been disabled. Some offer free storage but upgraded monthly subscriptions will allow you to have footage for longer and have a continuous record if required.

HOW do I decide which security camera is right for my small business?

There are a growing number of brands in this space and picking the right one is dependent on your business’s specific needs.

Below is a list of features you should consider when making your decision;
  • Weatherproof – Indicates the camera can be mounted outdoors as well as indoors. Indoor-only cameras are cheaper.
  • Viewing angle – represented in degrees of vision the camera sees. 180 deg would be a half-circle showing anything in front of the camera, 90 degrees would be quarter of a circle centered by the direction the camera is facing.
  • Activity zone – This is the ability to set movement triggers to activate recording only to certain portions of the screen.  If a camera has some parts of a road in its field of vision you may not wish every car passing to trigger a recording/alert event.
  • Image quality – refers to image resolution. HD or 4K resolution is best if you want to clearly see a face or number plate.
  • Motion detection – This is a sensor which senses movement or sometimes heat to trigger recording/alert –  some models can distinguish between a pet and a human.
  • Night vision – The ability to record in low light settings without a spotlight
  • Cloud storage – Review which plans if any will best suit your needs.
  • Wireless – Some cameras will use your Wi-Fi, others will set up their own separate wireless network. The latter will mean less congestion on your Wi-Fi network.
  • Battery life – With battery models understand how often the battery will need to be removed and charged.  A spare battery can simplify the process.
  • Solar Panel – Allows a battery camera to work outside without charging.
  • Playback options – Review the smartphone app to ensure it meets your needs. Some additionally support Google Assistant or Amazon Alexa.
  • 2 way – This may allow light or a siren to be activated or speech via 2 way talk.
  • Expandability – Check the number of cameras each solution will support.
  • Specific solutions –  May be available including baby monitor, doorbell, security light, and camouflage options.
  • Support – If you need help or things go wrong what support is available?

HINTS

A surveillance camera is not just about having the ability to watch and record footage. It is also the fact that individuals can see they are being watched, so it acts as a deterrent as they believe they may get caught doing the wrong thing.

Position camera’s so they will protect what you want to secure like cash registers, entrances and items of value.

SUMMARY – Economical business video surveillance

Beyond locking the door and protecting your computer files a video surveillance solution can help protect your business, your staff, and your customers.  Economical self-installed solutions are available with easy smartphone access.  Visit our sister site Gadget Guy for reviews on different models available.