Setting up a network
A network can link all the computers in your office, allowing users to share files, programs and resources such as printers and Internet access. If you ever have staff away, or want to access someone's files on their computer or laptop, then a network will allow you to retrieve this information. This is critical for many businesses, especially if you have data that, if lost, could jeopardise your business.
An export company found that while their sales reps were overseas, a large file (too large to be sent by email) was needed for a client presentation. Networked computers allowed the sales reps to access this file without email, and they managed to impress the offshore clients with their ability to solve the problem quickly.
Before you do anything, it is a good idea to get advice from an IT specialist. However, it is also useful for you to have some knowledge of what is going on, to ensure you get what you are looking for.
On this page:
The equipment you need
Do you need a server?
You can build a network with or without a server. If you add a server (a dedicated computer used to store files and run the network), you can set up an intranet (essentially an internal company website) that allows you and your employees to access company resources from outside the business.
You can generally get by without a server if you have a small number of computers (five or less). However, installing a server can make your network more versatile. For example, it is easier to run centralised applications like a customer database that all sales staff need to access.
If you decide to purchase a network server, an IT expert can give you advice on suitable equipment for your business. You'll also need the software to set up and run an intranet - Microsoft SharePoint is a popular choice.
Web hosting
If you decide to install a server that will run 24/7 in your office, you may be tempted host your website on it to save on web hosting charges. However, it's generally better to host your website separately with a specialist web hosting company rather than using your own server. This relieves you of various management and maintenance issues that a specialist host will handle for you. The host will typically be able to provide superior service and reliability, such as backup servers and emergency power generators, to ensure almost no downtime for your website - an important issue if you sell online.
Cabling
The most common way to connect computers is to use network cabling. You can buy suitable cables from computer equipment suppliers, but many businesses choose to outsource this activity to specialist firms as there are different grades of cabling. If you want to 'future proof' your business as much as possible, then choose the higher grade of cabling.
Working without cables
Most laptops and many mobile phones have built-in wireless capability, so wireless networking (sometimes called Wi-Fi) offers you an alternative to wired networks. Ask your IT expert if you need a wireless access point. This acts just like a hub, but uses radio links instead of wires. Computers with wireless adaptors connect to it to join the network. If necessary, you can buy plug-in adaptors or expansion cards for older computers - make sure these are the latest technology.
You may find wireless not as fast as wired networks, but it's usually more than adequate for day-to-day work. Wireless networks offer some advantages: they are fast to set up and you can quickly add new computers without having to run new cables. It's very convenient to be able to work anywhere in your premises with your laptop or phone and still be connected to the Internet, without having to search for a cable.
Although wireless networks are generally easy to set up and use, there are some issues:
- They have a limited range. You may need to install several wireless access points to cover your business premises, especially if you have thick walls.
- Interference can be a problem. It can be caused by other wireless networks, electrical equipment and a host of other items.
- Wireless networks are less secure than cabled networks. You always need strong access controls and encryption to prevent unauthorised connections. Look for hardware that supports the latest encryption technology.
These issues mean that many businesses find a combination of wired and wireless technologies works best. You can install cables to fixed work stations and desks for fast, reliable network and Internet access. You can then add a wireless network to cover meeting rooms and common areas - ideal for impromptu work or meetings.
Installing your network
Installing a network can be disruptive so it requires careful planning. It often pays to bring in a specialist contractor, especially if you are installing a server, and to get the job done on a Friday afternoon or over the weekend so that no productivity is lost.
Expect a few problems until the network has settled down and both you and your staff know how to use it.
Installing cabling will cause the biggest disturbance and take the most time, so use the opportunity to install enough cabling and outlets to see you through any planned growth. Spare outlets let you add new computers to your network quickly.
Network hardware and software
Install your network hardware once the cabling and infrastructure is in place. This task is best left to an IT specialist unless you have good computer and network building skills. The general procedure is to connect the network server and one desktop computer to configure the system, and then check all parts of the network server are working correctly. You can then install any other communications hardware you need, such as routers.
Network security
It is important to keep your business data secure. A good start is to control access to information through usernames and passwords. Each employee using the network needs a username and password. Make sure that employees don't go for lazy password options, such as their birthday or '1234'.
To limit possible damage or data theft, only grant each employee access to the resources they need and use security software on all your company computers and servers. Good security software should protect against viruses, spyware, Trojans, hackers and other online threats.
Keep your server in a secure location and follow good IT security practice. Always have a backup plan. For example, if there is a fire or earthquake, how quickly could your business get up and running again using your backup systems? Could you locate an alternative server elsewhere while you are waiting for new equipment?
Meet with your key staff to discuss these contingencies.
Firewalls
Firewalls protect your computers from malicious Internet traffic and hacking attempts.
There are two types of firewalls:
- Hardware firewalls built into equipment such as routers.
- Software firewalls, such as the firewalls that come with Windows operating systems or anti-virus software.
Use both hardware and software firewalls if possible. Many Internet routers have hardware firewalls built in and these are usually adequate if you don't have a server. If you have a server, make sure a hardware firewall sits between it and your Internet connection.
Every computer or laptop needs a software firewall. However, be aware that software firewalls can conflict with each other. For example, you may not be able to run both the built-in Windows firewall and the firewall that comes with an anti-virus program. In this case, decide which firewall to use and switch the other off. If in doubt, get advice from an IT expert.
The critical point is to ensure that at least one software firewall is always protecting your computer from attacks.
Managing your network
Networks become more complicated as they grow. It's important to have a realistic idea of the resources and support you will need, so you can budget accordingly.
A typical small network would only demand a few hours' attention each week because there is little complexity involved. However, a medium-sized network of between 10 and 100 computers may need at least one person working full-time to manage it.
The issues about who can access information and programmes can become more complex in larger networks. For example, everyone needs to connect to a network server to share files and resources, but different groups of users need different access rights to protect sensitive files. Network versions of accounts and database software also have to be available to different groups of users.
It's easy to underestimate the resources required to keep your network running smoothly. If you don't employ an IT expert, then make sure you can contact an expert or an IT firm at short notice to fix problems. Remember to budget for this advice and service.
Next steps
- Get advice from an IT expert on your networking options and needs.
- Investigate any IT networking workshops near you or visit IT web sites such as Microsoft Small Business Centre or IT content sites such as Unlimited, Computer World, and Tech Day to learn about networking.
- Draw up a list of the equipment you need and get the specifications checked by an IT expert. Include a budget for maintenance, training and IT services.
- Develop a contingency plan for network downtime and major disruptions.
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Setting up a network - BNZ
