Successful businesses depend on everything from computers to copiers, but how do you choose the right business consulting options and equipment when you’re starting out?  These three approaches will help you make the right decision:

1. Balance cost against benefits,
2. Look for ease of use,
3. Take it for a test drive.

Computers: Backbone of the Digital Office

Are you a Mac or a PC user?  Do you need the portability of a laptop or the power of a desktop?  Should you buy one computer or several?  The answers to these questions are determined by how you’ll be using your machine.  Graphic design, web development, data crunching or generating documents all have different needs that determine the optimum computer for you.

Once you decide what you need the computer to do, head out to the computer store.  Shop several locations until something catches your eye, then ask for a demonstration and a little hands-on time.  Be sure you’re happy with the user interface as well as the power of the hardware before making a decision.

Communications:  Phones and Internet

What kind of connectivity do you need?  Are office phones enough or are mobile phones also necessary?  Landline service might be exactly right or VoIP might be a better choice.  What about voicemail, call forwarding or the ability to conference by phone?  How many extensions do you need?  Does your phone company offer high-speed Internet and can it be bundled with the phone service for a better price?

Some companies, like AT&T, provide a whole range of services from phones to phone service to Internet.  There are often service plans available that have been designed specifically for small businesses.  You might choose to buy hardware from one company and use VoIP from Vonage or perhaps invest in a Magic Jack.

Put It on Paper: Faxes, Copiers and Printers

Copying needs are probably the biggest consideration here, followed by printing.  Do you need the option of using color?  Do you need high-speed copying or printing for bulk production?  Do you need a copier that collates and staples?  Do you need a laser printer or is inkjet sufficient?  Don’t overlook multi-purpose machines that combine faxing, scanning and printing.

There are also specialized needs to think about.  Do you need a machine big enough to create blueprints?  Will you be printing photographs?  Are you copying onto cardstock or transparencies?

Networks:  Let Your Technology Interact

The demand for networking increases with the number of people in the office.  If there are several people working together, you need to consider networking.  Sharing a printer or connecting to the Internet can be handled with simple networking.  Multiple workers who need access to the same files or software can benefit from a company Intranet.  Consider hiring an IT professional to help you with the initial set-up.  When that isn’t in the budget, be sure you pick equipment that you can install yourself.

Before You Buy

• Compare the prices of several models from different manufacturers.
• Determine whether your business really needs the latest and greatest technology.
• Allow sufficient time to learn to use new technology to its full potential.  Remember that upgrades also have a learning curve.
• Consider outside instruction if necessary, online classes as well as live training.
• Decide whether the benefit of new or upgraded equipment is worth the loss of work while employees acclimate to the changes.
• Do what you can yourself but know your limitations and hire an IT professional if you need one.  That cost should be added to the purchase price.