Category Archives: Products

Webcam, Mouse and Keyboard for productivity

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If you are like most people, you will have bought a new PC or laptop and never considered those extra computer peripherals.  After all, they probably came with the unit or were built into your laptop. Specifically, we are talking about a webcam, mouse, keyboard or even a headset or separate microphone.  In this how-to guide, we will look at why you should consider spending some more money, what you need to understand about peripherals and how to buy the right item.

WebCam: A video camera either integrated or connected to a PC allowing images to be seen normally over the internet.
Mouse: A small handheld peripheral that when moved will cause the cursor on a computer screen to also move.
Keyboard: a set of keys allowing alphanumerical communication on a PC.
Microphone or Speaker: A mechanical device to turn audio sound waves into signals that can be transmitted by your PC or vice versa.

WHY should I buy a Webcam, Mouse and Keyboard?

 Your brand-new PC comes with an included mouse and keyboard.  Your brand-new laptop comes with a trackpad (mouse), keyboard, webcam and microphone.

However, there are a few reasons why you should consider buying a separate Webcam, Mouse Keyboard, Microphone, Headset, Speakers etc

  1. They did not come in the box
    Chances are if you bought a freestanding computer an accessory such as a webcam is not included.
  2. Quality
    A PC manufacturer will typically only ship the most essential quality accessories to keep their and your costs down. This would influence the touch and feel or how the product looks. In the case of a microphone or webcam, it will impact how you look and sound.
  3. Ergonomics
    This can be considered two ways:
    • With a laptop computer, the peripherals are build-in; therefore when you use it remotely it is convenient, but if you are at home, ergonomically a separate keyboard and mouse will allow you to find a much more comfortable position
    • The design and shape of a keyboard can reduce the stress and strain placed on your hands, fingers and back.  Many people, after years of operating a computer develop an RSI or repetitive strain injury.
  4. Functionality
    A third party peripheral may come with extra buttons or features that allow you to become more effective. Examples include scrolling left and right from a mouse, zooming a webcam, and pressing a button on your keyboard to open an app.
  5. Durability
    A cheap accessory is built to a price, and its performance may deteriorate quickly with use.  Ensure your products will survive a fall and potentially put up with the abuse from working at home.

More and more people are now working from home (COVID has undoubtedly accelerated that) but for most small businesses that was already a reality.  However, what has changed is the use of your computer to make video and voice calls.  To be seen as a professional, you need to ensure your video image is sharp and your voice is heard clearly.

WHAT do you need to know about computer peripherals?

An essential product we have not covered in this guide is computer monitors. We have a separate guide available here.  If you are also in the market for a new computer, be sure to check out our guide on buying a new PC.

No matter what accessory you buy for your PC, they will be connected to your PC in some way and also powered.  This is likely to occur in one of two ways.

A wired connection will pass information back and forth and also provide power for the device.  The advantage is you don’t have to worry about batteries or to recharge. Still, you do have to worry about an ugly cable.  You also need to consider whether your PC has enough USB sockets or buy a hub (same concept as a power board).

The second method is a wireless solution that will typically connect to your PC by Bluetooth and require disposable or rechargeable batteries.  The significant advantage here is no cords, especially for a mouse.

HOW to pick the right Webcam, Mouse and Keyboard

Below we have listed the key features you should consider when buying a:

Webcam
  • Quality of video capture. Measured as resolution and frame rate. Look for HD or Full HD at 30fps.
  • Field of view. Measured in degrees will determine if you are captured as a wide (> deg sees more of the room) or closeup shot.
  • Autofocus. Ensures the image of you is clear
  • Light correction. If you are in a dark or bright room, how well the camera compensates
  • Quality of lens. Glass is better
  • Compatibility with Zoom, Teams, Skype etc
  • Mounting. Does it come with a bracket to attach to a monitor or tripod
  • Microphone. Determines how you sound and what other noise is picked up. Consider a stereo mike for natural sound with noise cancelling.
  • Software control.  Manual adjustment, video capture, and even changing the background, so people do not see your unmade bed.
Mouse
  • How you hold the mouse – fingertip grip, palm grip or claw grip.  Also consider if it will be small enough to travel with if required.
  • Feel – comfort, scrolling action and buttons
  • Cable or wireless
  • Sensitivity – for precision mouse movements if editing images, video or audio.  Measured in Dots Per Inch, look for one with at least 1200 DPI
  • Will it work on different surfaces?
Keyboard
  • Cable or wireless – if wireless consider battery life
  • Compatibility with Windows PC or Apple Mac
  • Extra function keys – to open apps or perform tasks
  • Ergonomics of keys – position and feel
  • Sensitivity and noise – avoid mistypes and disturbing others
  • Do you want illuminated keys for night use
Headset
  • Over-ear – on-ear – in-ear. – Personal preference
  • Sound quality
  • Comfort including lightness and after long periods
  • Fashion – How will you look on a video call
  • Microphone quality and placement
  • Features including mute, volume or even noise cancelling
Microphone (stand-alone)
  • More expensive the better you sound
  • Usage – video calling versus recording a podcast
  • Size
  • Does it connect via USB or 3.5mm jack and include software to adjust the sound
  • Portability if you need to travel
Speakers
  • More expensive may not mean better but cheap is generally cheap
  • Do you just need noise or will you also listen to music
  • Cable or wireless connection
  • Dedicated volume and possibly base control
  • How big and how do they look
  • Other uses such as a smart speaker
  • How loud they are, measured in wattage
  • Try to listen before you buy

HINTS

If you are in the market for a new computer accessory, unfortunately, you are unlikely able to test drive it at your local retailer or office supply store.  We do recommend you visit our sister site Gadgetguy.com.au for unbiased reviews and comparisons.

The key players in the peripherals market are Microsoft and the key PC makers themselves like HP and Dell. Still, we highly recommend you check out the vast range available from Logitech. The latter specialises in this market and make products to suit many needs.

SUMMARY – Improve your PC productivity

Buying a new Webcam, Mouse ,Keyboard etc for your computer is one of those things that you do not know what you are missing out on until you experience what better looks/feel like.  The accessory may seem expensive but remember it is the primary connection for you to connect with your PC and possibly your customers.

When deciding what to buy always consider what you need, how it will help your productivity, improve your impression on others, and be more comfortable for you to use.

Business Technology for set up

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As a small business owner, you need to be a jack of all trades.  One of the hats you need to have is head of IT or Information technology.  In this guide, we will look at what technology you will need to buy to establish a small business.

Information Technology or IT is the use of computers and telecommunications for storing, retrieving, analysing and to share information.

WHY should I invest in business technology?

Technology will allow your business to run efficiently and make your business look more professional.

It will enable you to communicate via a mobile phone and email.  You will have the ability to create documents and print them.  IT will allow you to control your finances and time. You will be able to safely store and share information and lastly be found and possibly sell on the internet.

So, put simply, what phones and computer stuff do I need to buy then set up to help run my business !

WHAT business technology do I need to buy?

Below is a checklist of technologies you will need to consider for your business and a link to find more information on selecting the right option:

What technology do I need for my business?

Mobile Phone. Features that will help make a difference in running your business.
Mobile Phone Plan. Consider coverage, data inclusion, & value for money.
Computer (PC). Demystifying the jargon to help you buy the right computer.
Computer monitor. Size vs cost vs quality for your business type.
Office Productivity Software. For producing documents, presentations, spreadsheets, databases, charts, and graphs.
Cloud-based software. Solutions to help you run your business, like accounting, payroll, staff scheduling, databases etc.
Internet Plan and Provision. Reliable broadband at a speed and capacity that suits your small business.
Internet security. Take precautions against a cyber threat to your computers.
Network or WiFi.  Allows your office to share resources like the internet or a printer.
Storing and sharing files. Collaborate with staff, customers and suppliers.
Backup. Protecting your data if the worst should happen
Printer. The cheapest one may cost you more!
POS System or terminal. If you are in retail, a café or restaurant you will probably need one.
Website domain and email. Creating an identity and allowing you to communicate on the internet.
Build a website. To boost your brand and help you sell.

HOW do I decide what technology to buy

All of the 15 items on the checklist above have their own Small Business Answers Guide to help you make the right decisions on what to buy. Be sure to click on those links.

If the whole process is still too much for you, we suggest you speak with an IT retailer or engage the services of an IT support person or organisation. See our guide on IT Support – help with technology

HINTS

Now I know you want the latest and best smartphone and computer but carefully consider how much all this will cost before you go crazy with the credit card.  Also, consider exactly what you need as you don’t have to buy everything on the first day.

If you believe you will expand and hire more staff, you can always pass technology down and invest in an upgrade for yourself.

The reverse of this, be careful of buying something that does not suit the job. For example, a cheap printer that is not up to the volume means you will be back out purchasing a higher specified printer.

Reviews of specific products can be found at our sister website Gadget Guy

SUMMARY – Setting up your office tech

Buying technology can be a very daunting experience, mostly due to the cost associated with it. It will, however, allow you to operate more efficiently and professionally.  The 15 step checklist and the associated 15 guides will give you the confidence to make the right decisions.

How to buy a photocopier

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title of this topic is a little misleading, as, although you might be interested in a photocopier for your office, these machines do much more. They scan documents, print documents, collate documents and potentially even do some editing. In this guide, we will look at how to get the right photocopier machine in your office by looking at the considerations you should make in your decision.

A photocopier is a machine that makes copies of documents and other visual images onto paper or plastic film quickly and cheaply. Most modern photocopiers use a technology called xerography, a dry process that uses electrostatic charges on a light-sensitive photoreceptor to first attract and then transfer toner particles (a powder) onto paper in the form of an image. Heat, pressure or a combination of both is then used to fuse the toner onto the paper.
Wikipedia

WHY do I need a Copier?

Photocopier versus a printer?

If you are a small company and don’t print or copy much, chances are that you don’t need a dedicated photocopier. Instead, you can manage with an all-in-one printer, which you can read all about in our essential guide to printers.

If however, you print large volumes on various sized paper, need-collated documents such as a brochure, or make regular copies of documents, then a photocopier is a good option.

WHAT you need to know about ways to buy a photocopier?

A copier in its simplest form will cost between $500 to $1,000 but as you start adding multiple sized paper, this can easily climb from $3,000 to $40,000 for a high-speed colour machine.

There are generally four ways you can procure a machine for your business:

Buy or rent a photocopier

  1. Buy a new machine outright

    Take advantage of tax incentives, no contracts or leasing fees

  2. Buy a 2nd hand machine. Note a machine from new will often last 5 to 10 years

    Cheaper but may have reliability issues

  3. Lease a machine. Be sure to read our essential guide on leasing.

    Low upfront cost, latest technology, and bundled maintenance

  4. Managed print services. All-inclusive where you pay by the page

    Only pay for pages printed and includes all consumables

Some vendors will combine these options such as a lease including an agreed number of pages after which you pay by the page.

Photocopiers (including printers) require regular maintenance to ensure reliability. It is normal to pay for a service contract to cover this.

HOW to make a decision on which copier

Once you identify that a photocopier is right for your business, consider the following features in your decision-making process:

  • Multifunction – a machine that will do one or more of the following
    • Photocopying
    • Scanning –  photocopier can directly send the scan to your email or computer
  • Black & white vs colour – ability to produce mono and/or colour. Cheaper machines will be mono only
  • Network – Can have a Wi-Fi and/or Ethernet port to connect to your network
  • Paper size – Support single or multiple paper sizes. A4 (standard), A3 (2xA4), A5 (1/2 of A4)
  • Copy speed – the number of copies that can be printed in one minute expressed as ppm (pages per minute). Consider how much the machine will be used per day, and if a lot of large brochures, flyers, or brochures need to be printed
  • Paper capacity – based on your expected usage, how much paper it holds in its trays
  • Auto doc feeder – instead of placing each page on the glass, a feeder does the work for you
  • Sorter – If printing a 10-page document 5 times it will collate the 5 documents for you
  • Stapling – Ability to staple a collated document for you
  • Reduce or enlarge – the ability to shrink or enlarge text/image on a page from the original
  • Envelopes – If needed can you mass print addresses on envelopes
  • 2 sided – This could be 2 sided scanning or 2 sided printing.  2 sided printing will save paper
  • Toner saving – Toner can be applied at a lower percentage thus saving toner and money at the expense of quality
  • Standby – The machine can go into standby mode to save electricity when not being used
  • Staff identification – allows usage/costs to be identified by individual or job
  • User interface – Consider how simple it is to operate for everyone in the office
  • Security – A feature that enables printing from a PC to be delayed until the user is at the printer to collect confidential documents
  • Manufacturer and support – Ensure the reputation of the vendor and the repair staff.  How quickly will they come to repair a machine?  Do they have the technical ability to keep the machine reliable?
  • Managed machine – By being connected to the internet, the machine will send alerts to an internal employee or maintenance company to indicate an issue or even restock toner
Ongoing costs that should be factored in:
  • Paper
  • Toner
  • Service
  • Drum replacement (every 2 to 3 years)

HINTS

When talking with a photocopier salesperson it’s good to have an idea of the following:
  1. Do you need black & white (mono) or colour printing?
  2. How fast do you need your machine to print (copies per minute)?
  3. How many copies will you print per month?
  4. What size and type of paper will you need to print?
Questions you may ask the dealer/vendor include:
  • How long have you been in business and your staff been working for you?
  • Do you sell multiple brands or only one? Which do you recommend and why?
  • What happens if it breaks down? What are your service agreement T&C’s
  • Do you have a replacement guarantee?
  • Am I responsible for sending a machine in for repair or will it be collected?
  • What is your service response time?
  • How many in-house technicians are available for this model in the local area?

SUMMARY – Reliable Photocopier

For a small business that relies on a lot of printing and copying, a dedicated photocopier will ensure good performance and that you’re not spending too much per page.  However, don’t be oversold on what you need and make sure that the machine can be quickly repaired in the event of a breakdown. More information on Photocopier pricing can be found here https://www.copierchoice.com.au/

POS system or terminal

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In the old days we had a cash register which is a cross between a calculator and a cash box.  These days we have a POS System to transact a sale or order and take cash or credit card payment. In this guide, we will look at why you might need a POS terminal, what you kneed to know and how to buy the right one for your retail environment, cafe or restaurant.

A Point of Sales system (terminal or machine) is an electronic device that allows a physical transaction to occur between a merchant and a customer for a product or service. This is much more than an EFTPOS terminal which we have covered in a separate guide. Put more simply it’s the device they use at McDonald’s to enter your order and take your money.

WHY do I need a POS System or Terminal?

A POS system will automate your process of completeing a transaction rather than writing on paper, using a calculator or simple cash register.

Retail POS software brings many benefits to retailers aside from simply completing transactions. These include:

  • Sales reporting and analytics: Provides retailers with insight into their sales, helping users make informed decisions that strengthen the business.
  • Inventory management: Automates stock control and helps retailers determine optimal product counts and when and how to reorder top-selling products.
  • Customer management capabilities: Help retailers automatically record and track valuable customer information, enabling stronger relationships, and encouraging repeat business.

WHAT do I need to know about POS systems?

 They come in various flavours and can be from simple to very complex.  You could have a solution as a stallholder, a restaurant, or a retail store.  In a retail store with such a system you could scan a bar code to have the item automatically added to a sale, take payment, adjust instore inventory, and pass sale information through to your accounting system. Additionally, in a restaurant you could take an order via a smartphone, add a table number and have the order print out in the kitchen.

Many POS solutions today will help you run and grow your entire business, with information such as detailed sales reports and analytics, employee management and tracking software, inventory management, and gift cards.

HOW to choose the right POS system?

As a small business, it will make much more sense to try to find an off the shelf system rather than going for a custom solution that will have large upfront costs.  The benefit of using a POS system is that it can simplify and automate many of your administration tasks freeing your time up to spend growing your business rather than maintaining it. These cloud solutions will also integrate with your accounting package (see our essential guide on accounting packages and cloud solutions) prepopulating all the data so no manual input is required.

Even though this solution is cloud-based it will still require some hardware at the point of sale like a smartphone, tablet, PC, or dedicated terminal which you will interact with. A cloud-based solution is one where the computing and software sit external to your business and for a monthly fee, you get the functionality without having to invest and maintain expensive backend computing hardware and dedicated software.

When choosing a POS system you should consider
  1. Stand-alone system or Cloud-based?
  2. Does the package suit Australian conditions, for example GST?
  3. Will it work offline?  You need it to still function if the internet goes down.
  4. Does the provider have appropriate security in place to stop others from accessing your data?
  5. Does the solution come with hardware or do I need to buy separate hardware like a tablet?
  6. Cost – how much per month per terminal/store?
  7. Usability – Can it easily be used day to day with minimal training?
  8. Fast & efficient –  How quickly can the operator complete a transaction? Nothing worse than keeping a customer waiting
  9. Will it meet your future needs?  Can you easily add extra terminals?
  10. Does it support value add functionality that might assist your business? For example, inventory tracking
  11. Will it integrate into your existing or planned accounting package?
  12. Does it support EFTPOS or can EFTPOS be integrated?
  13. What reporting is available and how easy is it to interrogate and interpret?
  14. Is customer support available and during what hours?

Some of the companies providing cloud POS solutions in Australia today include Hike Up, Kounta, Retail Express, Square, and Vend.

HINT

Now that you have selected a POS system you also need to consider what additional physical hardware you might need beyond the terminal, tablet or smartphone, such as a cash draw, printer, EFTPOS terminal, bar code scanner, tablet mounting bracket, or contactless credit card reader.

SUMMARY – Off the shelf POS solution

A bit of time invested in this solution will pay dividends in years to come, streamlining your business and freeing up manpower to work on other parts of your business. An off the shelf solution will meet the needs of most small businesses.

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