Purchase the Right PC: A Buying Guide

Do you need to purchase a new PC for your business but find yourself too busy to navigate the latest technology offerings, specifications and computer terminology? If so, you're in good company. Many small business owners have better things to do with their time than spending hours figuring out their company's hardware and software needs.

So, how can you find the right technology for your small business to help you maximise your productivity and IT security? Below you'll find advice to help you make the right decisions about your technology investments.

Know Your Current Technology Setup

To get the right computer for your business, it's important to know what you already have, as well as know some details about what you need going forward. Make a checklist with the information that follows. It will help you or the IT professional you've hired make decisions about choosing the right technology.

•	Number of computers and operating systems you run
•	Name of your internet service provider and the speed of your internet connection
•	Desktop applications in use (for example, Microsoft Office Small Business Edition)
•	Line-of-business software (for example, for financial management and accounting applications)
•	Business processes you want to improve or any problems you are having
•	Peripherals such as fax machines, printers and copiers (include make and model)
•	Type of network (peer-to-peer, server or none)
•	Type of server hardware you are running (if any)
•	Do you have network capability for remote access
•	Operating system installed on your server (if any)

As you think about the new PC you'll add to your existing technology, here are some things to consider.

1. Does the software package include the following?

•	The most current version of the operating system
•	Preinstalled applications (for example, Microsoft Office 2003)
•	E-mail software with a filter to reduce junk e-mail
•	Features to block internet pop-up messages
•	An internet firewall
•	Privacy protection; protection from spyware
•	Security features that protect your information from access by external threats
•	The ability to receive automatic software updates from the internet
•	Genuine instead of counterfeit software
•	Virus protection
•	Remote-access capabilities, so that you can access your files from outside the office
•	Software to help monitor unsafe downloads

2. Does the new computer include the following components?

•	CD burner (CD-RW)
•	DVD player (DVD-R/RW) or burner (DVD+R/RW)
•	Ethernet card for network and internet access
•	Mouse
•	Keyboard
•	Energy-conserving monitor
•	Sound card
•	Wireless network card

3. Does the new computer include the following maintenance and support details?

•	Service and maintenance covered in the contract
•	Specifics of what is covered
•	Support response time
•	A technical support phone number

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Learn Key Terms Before Buying a Computer

Do you feel confused by the list of acronyms and technical terms that appear in promotional ads for computers and software? You're not alone. The following glossary contains terms you should know before purchasing a new computer.

Computer Terms Glossary
Term	Definition
CD-ROM drive	A disk storage device that uses compact disc technology.
CD/RW drive	A device that a computer uses to read and write data to a compact disc that can be altered, erased and rewritten.
CPU (central processing unit)	The computational and control unit of a computer. The CPU is the device that interprets and executes instructions.
Floppy disk drive	A device that a computer uses to read data from and write data to magnetic floppy disks.
Firewall	A security system intended to protect an organisation's network and computers against external threats from hackers and other malicious attacks. It prevents unauthorised access to system software or data on your computer.
Hard disk	A rigid disk inside a computer that is magnetised to hold a large quantity of computer data and programs.
Laptop computer	A small, portable personal computer that runs on either batteries or AC power; designed for use during travel.
Megabytes/gigabytes	Units of computer memory or disk storage space. Briefly, 1 megabyte (MB) is equal to 1,048,576 bytes, and 1 gigabyte (GB) is equal to 1,024 megabytes.
Megahertz (MHz)/Gigahertz (GHz)	A measure of the speed at which information is processed, which is equal to 1 million or 1 billion hertz (cycles per second), respectively.
Modem	A communications device that enables a computer to transmit information over a standard telephone line.
Monitor	Allows images generated by the computer's video adapter to be displayed.
Operating system (OS)	The software that controls the allocation and usage of hardware resources such as memory, CPU time, disk space and peripheral devices; the foundation on which applications are built.
PDA (personal digital assistant)	A small, handheld computer with a built-in notebook, and calendar and fax capability, usually operated using a stylus rather than a keyboard.
Pocket PC	A computer that fits in the palm of your hand and runs the latest Microsoft Windows CE operating system. These devices include Pocket Word, Pocket Excel, Calendar, Contacts and Tasks, as well as other applications.
Pop-up	A window that appears over the browser window of a website that a user has visited.
Pop-up blocker	Software that works in conjunction with your internet browser and is designed to block unwanted pop-ups from occurring while you are browsing the internet.
RAM (random access memory)	The primary working memory in a computer used for the temporary storage of programs and data, and in which the data can be accessed directly and modified.
Server	On a local area network (LAN), a computer running administrative software that controls access to the network and network resources such as printers and disk drives. A server also provides resources to computers functioning as workstations on the network.
Sound card	A type of expansion board on PC-compatible computers that allows the playback and recording of sound, such as from a WAV or MIDI file or a music CD-ROM.
Video card	The electronic component that generates the video signal sent through a cable to a video display.
Windows Security Centre	A Windows Control Panel feature in Windows XP Service Pack 2 that allows customers to check the status of essential security functions at a glance. Windows Security Centre also reinforces the firewall and sets a schedule for receiving automatic updates from Microsoft.

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Understand Major PC and Software Requirements

The following software and hardware guidelines can help you with some of the decisions you or the IT professional you've hired must make when selecting a computer for your small business, starting with the importance of having genuine Microsoft software.

Buying genuine software
When purchasing a new computer for your business, you want to start with genuine software to ensure security, reliability, support and to get the latest updates. Genuine Microsoft software is software licensed by Microsoft, certified as authentic by Microsoft and published and supported by Microsoft.

New computers that are pre-installed with genuine Windows XP operating system software include a Microsoft Certificate of Authenticity (COA) label. This label typically is affixed to the computer chassis. The Certificate of Authenticity serves as proof of license for a valid and licensed operating system and contains a number of anti-piracy features that are difficult for counterfeiters to reproduce. Without the COA, you do not have a legal license to run Microsoft software.

Besides locating the Certificate of Authenticity on your computer, you can also find out if the Windows software on your computer is genuine by using the online Windows Validation Assistant. (See the Quick Tip for more on this.)

Knowing how to check for genuine Microsoft software on your new and existing computers is important. But to purchase the best computer for your business, you need information about the major system components.

Operating system software
To get the best operating system for your business, you should look for software that helps you:

•	Manage multiple computing tasks and run multiple applications simultaneously
•	Access files on a network share, even when it isn't connected to the server
•	Access one computer from another through Remote Desktop; for example, log on to your office computer while you're at home or travelling
•	Encrypt files and folders and control user access, so you can keep your business information more secure from internal threats

Genuine Windows XP Professional with Service Pack 2 (SP2) provides these capabilities. It's also compatible with all the latest hardware, software and other computing devices. For small business professionals working across wireless networks, Windows XP Professional with SP2 helps you configure and connect to wireless networks without having to install or update third-party software.

Together with Microsoft Office Small Business Edition 2003, Windows XP with SP2 provides networking and internet-connection sharing capabilities, along with e-mail services, teamwork and remote access tools and database and security software. This pairing of genuine Windows operating system and familiar Microsoft Office software helps improve business data security, increase employee productivity and enhance communication with your customers. For instance, security features in Office Small Business Edition 2003 include:

•	Improved security technologies and system recovery tools
•	New junk mail filters that reduce the volume of spam
•	New e-mail security functionality that helps users stop incoming messages containing viruses

Buying hardware
Choosing the right computer depends on your working style and requirements. Here are some issues to consider:

Desktop vs. laptop: If you carry out the bulk of your business from the office, a desktop computer will be sufficient. But if you travel frequently and portability is important to you, then you may want to opt for a laptop as your main computer. While you're in the office, you can snap your laptop into a docking station on your desk to connect it to a full-sized monitor, keyboard and mouse. The disadvantage of a laptop is its shorter life span, compared with a desktop, due to the laptop's greater potential for damage and limited upgrade capabilities. Replacement costs and security issues for lost or stolen laptops also need to be taken into consideration when you are deciding between a desktop and laptop.

Memory: To run all the software necessary for your business, you'll want at least 512 megabytes (MB) of random access memory (RAM) installed on your computer. But you may want to jump right to 1 gigabyte (GB) of RAM from the start to ensure that your system can handle additional business applications.

Hard disk drive storage: Hard disk drives with 200 to 250 GB most likely provide more than enough storage space to meet the needs of your small business. Lower-cost machines come with a respectable 60- or 80-GB hard disk drive, but if you store many video or music files as part of your business, you should go for more hard disk drive space.

Processor speed: If your business uses Windows-based computers with Intel Celeron, Pentium or AMD microprocessors, processor speed shouldn't be a worry as these are generally sufficient to handle most computing tasks.

CD and DVD drives: Computers come equipped with a CD or DVD drive used for viewing content and storing files. Most CD drives are "CD-RW," meaning they not only play compact discs but also can rewrite (or "burn") data to discs. A DVD drive on a computer will be indicated by "DVD-R/RW" (player only) or "DVD+R/RW" (can also burn a disc). High-end machines feature DVD burners, which can also burn CDs. You'll want to purchase a computer that has, at minimum, a CD burner that you can use for backing up or exchanging files. If you are working with videos or photos in your business, go with the higher-capacity DVD burner.

Monitor: The system you purchase may come with a display monitor, or you may need to purchase one separately. If you already have a monitor at your office, you may be able to use it with your new computer, which can lower your total costs.

If you're looking to buy a new monitor, you can select from two types: CRT, the standard monitor; and flat-panel, which comes in analogue and digital versions and will cost more than a CRT. Before you buy a digital flat-panel monitor, you need to make sure that your video system is equipped with digital output. Screen size is an important consideration, too. For your viewing comfort, choose a monitor that is large enough to suit your requirements. (Like televisions, computer screens are measured on the diagonal.)

Device connectors: Figure out the number and type of peripherals you need to meet your business needs. Common peripherals include keyboard, monitor, mouse, scanner, printer, fax, copier, video camera, audio player and speakers. The latest peripherals connect to your computer through USB 2.0 ports. You may require a computer with more than the standard number of USB 2.0 ports for hooking up everything.

Memory-card slots: Depending on your business needs, you may require a computer that contains slots for various types of memory cards used by digital cameras, PDAs and music players.

Video system: In higher-end computers, video is handled by a video card containing a video processor and memory. You'll want 64 MB of RAM at minimum — more if you do a lot of video work in your business. Less expensive computers use integrated video, which doesn't involve a separate card.

Having some familiarity with the primary components of a computer system can help you determine your purchasing needs. By using this information along with the checklists for identifying your current computer setup, and by determining your technology needs and asking the right questions, you or your IT professional can choose software, hardware, tools and peripherals that will provide greater productivity, increased reliability and more security for your business.

Related Articles

•	3 Signs You Need a New Computer
•	Going Mobile: How to Get Started
•	8 Reasons to Check Out a Tablet PC

Product Information

•	Windows XP Professional with SP2
•	Office Small Business Edition 2003
•	Windows Small Business Server 2003

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Quick Tips

The Windows Validation Assistant performs a check on your computer to determine whether the Windows operating system was installed using a valid product key. A product key — usually required during the installation of Microsoft software — is a combination of letters and numbers that uniquely identify a product license. A success or a failure page is displayed, depending on the result of the validation

Purchase the Right PC: A Buying Guide

On This Page

Know Your Current Technology Setup

Learn Key Terms Before Buying a Computer

Understand Major PC and Software Requirements