Why should I network my PCs?

How connecting computers is essential

Hooking your computers together is nothing short of essential, unless you want to be passing CDs around forever. It’s also easy to do and requires comparatively little investment. Linda Jones investigates.

Scared of networking? Who isn’t? But we don’t mean standing round telling everyone how great your business is over a bacon butty. When your company grows you need to get to grips with the other sort of networking: persuading your computers to talk to each other.

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Take the leap - it’s worth it

Steve Rushton, of Walsall-based SR Print Management says that it was "essential" to get his computers networked; and it hasn’t created any problems. “It has helped to have all the files stored in one location so everyone has access, it has relieved the burden on my PC and allowed me to work from home. I set up our first network myself, and now we use a local firm to help, should we need them."

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When to network

According to Julie Eyre, of Bronte Business Networks, the time to network is as soon as you want to share information and streamline your administration; and that invariably means the minute there’s more than one of you.

Julie advises companies should have clear and concise objectives: perhaps your network is to share documents, or to manage emails centrally. It’s possible to manage your own network, as Steve Rushton has shown, but advice from a reputable IT consultant can help. Look for advisers who have professional credentials such as a Microsoft partner or UK IT Association member, says Julie.

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Which type of network is best for you?

There are basically two types of network arrangement, which you may also hear referred to as a ‘LANs’ or Local Area Networks:

Peer to peer: Computers are connected to each other so everyone on the network can see each others files. You can also a printer to the network for example, Peer-to-peer networks are simple and cheap to implement but their uses are limited. If you want to enable your employees to work away from the office effectively, need to transfer large amounts of data or are concerned about security then it’s worth considering a server-based network

Server based networks: With this type of network the server acts as the manager and central data store for your network. With this type of network you can:

Maintaining a server-based network

Investing in a server can make your business run much more effectively but some businesses are put-off by the extra IT know-how that is needed to maintain one. If you are unsure whether you want to deal with the maintenance of a server in-house there are other options available;

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Look, no cables!

PCs can be networked together by connecting them, plus any peripherals such as printers, to a hub/router, using Ethernet or ‘CAT-5’ cabling, along with some sort of firewall to protect your data. Nowadays, some live/work properties and offices have cabling built into the walls, making networking almost as simple as plugging in a phone.

If you don’t want to live with lots of cables and your property isn’t pre-wired a wireless network could be the option for you. The beauty of wireless networks of course is that you can connect anywhere within the range of the base station, without wires, making it a perfect choice if you use laptops of mobile devices regularly.

Wireless networks offer lots of advantages but unfortunately, wireless communication can also be a potential threat to your business, says Chris Roche of Acutec. "Many devices now have built-in wireless communication - WLAN. Many people are unaware of is the fact that their wireless network transmits data across their immediate environment and that if this is not protected, anyone with the right equipment can connect and access their information,” says Chris. "Take advice to get yourself protected, you’ll be glad you did.”

If you run a fairly small office or are based at home, you could also consider ‘plug-in’ network adapters which adapt your existing phone or electrical sockets to use as your cabling.

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Back up a minute

Finally, one of the most crucial tasks a server can perform is to store and back-up data. You’ll need to make sure you have adequate storage for your companys’ specific needs. Be realistic about the amount of data you need to store - a photographic studio will need many times more data storage capacity than an accountancy practice for example. This data then needs to be backed up regularly, preferably on a daily basis.

Julie adds: "Backups are vital in any organisation whether you have one or hundreds of users. Your data is your business; ask yourself what would happen if you lost it?". A server can automate back-ups, giving you one less thing to worry about.

Networking is one of the first major IT investments for any small company, beyond buying their first PC’s. It’s probably also the first time you come into contact with a professional technology partner; so feel free to ask their advice, and be sure to specify what you want to achieve from your new purchase. The good news is, servers and storage spaces are extremely versatile, capable of growing with your business, and are sure to repay their purchase value many times over across their lifetime.

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