As with Maslow’s basic need, physiological, the first IT need is hardware. Years ago, desktops were the norm and now it’s laptops, tablets, and cell phones. Because of the recent pandemic, workers are more mobile than ever and sometimes prefer technology that is portable. By the way, because there are so many different types of devices used to get the job done, they are now collectively referred to as endpoints in a work environment. The following are best practices, and your situation may vary, so please comment and we can discuss it.
Desktops and laptops
It’s tempting to purchase the cheapest thing, but first consider how you or your staff will use the devices. Will you be doing basic word processing or designing an airplane and need high-end graphics. Different computers are designed for different purposes. Certainly, if your existing computers are three years old or less, you’re probably OK to continue using them. Anything five years or older is just asking for trouble and typical warranties are one to three years. Technology gets old and components begin to fail. You will also notice performance degradation using many of the more recent software products on older hardware. Most software developers will eventually stop supporting older hardware as they come out with newer releases. The cheapest computers normally have slower components, such as the processor or video chip. If cost is NOT the ONLY issue, then don’t purchase the cheapest one. You will get longer life out of a system that has better quality components – you should expect to get up to eight years out of a new computer. How long it lasts will depend on how it’s used and the environment it’s in.
Best practice specs for a typical office desktop computer would be similar to this: Intel i5 processor, 16Gb memory, 256Gb Solid State Drive (SSD), and one or two 24” monitors. Look at getting a larger drive if your data is not stored on a server or in the cloud. Laptop specs would be the same except with a 14” or 15.6” screen size. A docking station can be utilized to connect external ethernet, keyboard, mouse, and monitors to the laptop. I recommend larger, external screens if you plan to use the laptop for extended periods of time. It’s better on your eyes and posture. If you want larger than 24” screens, sit farther away, to reduce the back-and-forth motion of your head. Windows 11 has certain hardware requirements that typically won’t support anything over about five years old, so you would have to use Windows 10 on an older computer. The next version of Windows is rumored to have increased requirements due to its use of Artificial Intelligence (AI).
Tablets
It may depend on your operating system of preference. Apple.com sells various iPads and there are a multitude of choices if you prefer Android or Google Chrome.
Typical business specs for tablets are 11” or 13” displays and 256Gb storage. Optionally, you’ll have to decide if you need a stylus, keyboard, or cellular service.
Planning
Try to get on a cycle that allows you to replace a few computers each year, making it easier to budget. For example, if you have 20 computers, try to replace four per year and after five years you’ve replaced all 20. Then, start over again with the oldest four. Believe me; you will have happier, more productive employees if they have adequate technology to perform their job. Right size the computer to the job. You wouldn’t want a travelling salesman to carry a desktop and a 24” monitor, would you? Give them a laptop. If one of your staff needs a new computer after 3 years, continue using the 3-year-old computer somewhere else in the organization where it may be perfectly fine. Keep in mind, most businesses don’t need to be on the leading edge of technology but shouldn’t be laggards either.
Server
If your office has over 10 employees, you may want to think about implementing a server. This will add complexity to your environment, but will provide centralized file storage, shared printers, and enhanced management of your endpoints. Whether or not to get a server is an in-depth question and will have to be addressed at another time.
Connecting
When connecting your computers using ethernet, look at purchasing faster ethernet components that support Gigabit (Gb) speeds. If you see 10/100/1000, Gb is the 1000 and has become the standard.
Nowadays, almost all endpoint devices have built-in Wi-Fi, except desktop computers. However, you can easily add a Wi-Fi adapter if you don’t have a wired ethernet connection nearby.
Bluetooth and wireless are two technologies that connect accessories to your devices. I prefer to use Bluetooth when I can, since it does not take up one of my USB ports.
Webcams
Laptops, tablets, and cell phones all have webcams built in. Desktop computers may have a webcam built into the external monitor, but usually, you’ll need to purchase an external webcam.
Modems, Routers, Switches
To connect the office to the internet, you’ll need to subscribe with an internet service provider (ISP). They will likely provide you with a modem, but you may also have the option to purchase your own. If you want more control and security, you can opt to get a router that would connect to the modem. However, configuring routers should be left to someone with more IT knowledge. Switches are mainly used to split a signal to multiple wired locations. One more option for a switch is called a PoE (power over ethernet) switch. This type of switch can supply power to whatever is plugged into the switch. Two common uses of these switches are wireless access points (WAP) and Voice over Internet Protocol (VOIP) or Session Initiation Protocol (SIP) phones.
Power supplies
Every desktop and server need an uninterruptable power supply (UPS). If the power goes out, the device will stay on for a period of time. Laptops have an internal battery, so it’s not a necessity, but at least plug it into a power strip in case there are power surges.
Printers/Copiers
Now that you’ve got all the input devices, you need an output device. For business use, I generally use printers, copiers, or all-in-one devices (print/copy/fax/scan) with toner technology and stay away from inkjet. The cost per sheet is usually better when using toner and the quality is better. If you don’t need to print color, then don’t waste your money. Color printers will cost more. Connecting printers can be done by USB, ethernet, or Wi-Fi. If you don’t want to purchase printers or copiers, there are probably vendors in your area who can lease them to you.
Purchasing
Support your local economy by purchasing computers from a local store or vendor. Dell.com is also a good value and easy to configure and purchase online. Remember though, it’s important to purchase as many computers at one time that are identically configured, so they will be easier to support. There’s nothing worse than trying to support an environment that is full of different brands, configurations, and operating systems. Try to standardize.
A bit of my history
- I learned how to punch cards in college on an IBM Mainframe.
- The first computer I programmed Basic on in college was a Tektronix 4051. You could literally watch a circle draw, but it was so cool.
- The first computer I bought for work was an IBM PC AT to program sports games and text adventures. I believe that was the early stages of AI.
- My first portable computer was a Mac SE, it came with a bag, and I think it weighed 40 pounds.
- My first cell phone was a Motorola Bag Phone. With the battery, it weighed 6 lbs. I think I paid about $20/mo + $0.31/min for incoming calls AND outgoing calls.
Non-Profit Tips
- It’s tempting to use the most recently donated hardware but check the age. Larger, for-profit companies tend to turn their hardware over more frequently, so it’s possible to obtain donations from them that are still usable.
- Many funders are willing to pay for one-time (think projects) technology expenses, but not ongoing (think monthly or annual) technology expenses.
- There are a few online sites that sell used hardware to non-profits, such as techsoup.org and good360.org.
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