How to have the perfect Office Move

office_moveMoving office is something that comes along in most businesses life. Having done a few of them now there are number of key things that can make the whole process run as smoothly as possible.

1. Telecoms

This is just about the most important bit to get right. This comprises of both telephone and internet connectivity. BT Openreach can have a long lead time on some of their services so you need to be ordering your services as soon as you possibly can. Obviously this can be dependent on when the new lease starts, what flexibility your landlord can offer you and other similar factors. Typically a single analogue line with some form of broadband is a 10-15 day lead time. If you need ISDN (for your phone network) this can be as much as 30 working days. If you are on a tight timeline then considering a different form of Telephony (such as VoIP) can help reduce the time needed, as well as upfront costs. Getting the right level of internet connectivity is also important, so it’s well worth checking beforehand what is available before you commit to a new space. Online tools such as SamKnows (http://www.samknows.com/broadband/broadband_availability) can tell you who and what is available at your nearest BT Exchange. Not all locations can have Fibre Internet (although it is coming) so factor that in if that is a requirement for your business. If it turns out only standard ADSL is available where you want to go, and your heart is set on it, then other services such as EFM may be available. We can help you identify what is available so you can make the right choice in terms of both connectivity and telephony solutions.

2. Cabling and infrastructure

Cat6-cableMoving into a new office gives an opportunity to take a “clean sheet” approach to your office layout. With this in mind, factor in enough data and telephone points around the office so that and desk moves or layout changes you have data points nearby. As the cost of provisioning more data points at the outset is significantly cheaper and less disruptive it makes sense to (what may seem) to go overboard and put loads in. It will save grief later. There are two choices on cabling standards in common use now – CAT 5e and CAT 6. As CAT6 is only about 10% more expensive than CAT5e it tends to make sense to go with the newer standard to give a degree of future-proofing.

3. WiFiWIFI

WiFi is not a substitute for data cabling. In our experience it does not provide as robust or as reliable a connection as a physical cabled connection and should be viewed as a “extra” mostly to facilitate guests and mobile devices. In any case, most telephone systems will require a cabled-in connection so it’s hard to avoid the need for cabling. With that all said, it is worth investing in as robust a WiFi solution as you can (rather than the built in WiFi on your internet router) such as mid-range solutions from Rukus which can offer solid 2.4G and 5G WiFi connectivity to a large number of devices.

4. Teamwork

If the new office space is being fitted out prior to occupancy get everyone working together. Power and data cabling can be run at the same time (saving time and money) before partitions are put up, and cables run before the flooring is completed. This will give a neater end result and get’s everyone sharing responsibility to get the job completed on time.

5. Consider moving some or all of your IT in to the cloud

Moving office is a good time to consider how you use IT in your business. Moving some or all of your technology to a cloud based service can make the office move smoother as you become less reliant on on-premise services (such as email) but also gives an opportunity to move to a more robust and hardware independent system. See my other post about Cloud solutions to get a better idea on what’s out there (http://www.theengineroom.co.uk/so-this-cloud-computing-thing-whats-it-all-about/)

6. Time and contingency planning

You have to give yourself enough time to get everything done before D day. Moving office is an expensive exercise as it is, but can be costly if your timelines don’t allow for anything to go wrong. This (often) is Telecoms related with problems getting things provisioned, but can include other factors such as delayed electrics. The cost to your business in moving to a not ready space can easily exceed the cost of paying double rent for a few weeks or temporarily allowing staff to work from home or using short term office space from the likes of Regus (Regus.co.uk).

So if you have an office move on the horizon, come and talk to us. We can help guide you through the things to think about, work closely with the fit out contractors and make the whole process run as smoothly as possible.

keys

 

What is my IT costing me? And how much should I be spending?

Today I want to explore how much you should be investing/budgeting on your businesses IT, and what the costs can be when you don’t.pounds-cash-mooney_142217

Typically, based on a 3 year lifetime, the cost of providing IT for a single member of staff is around £2100, or roughly £700 per year. This is the cost of the computer itself, a copy of Microsoft Office and the support associated with the machine, and a fraction of the costs providing infrastructure, such as internet, email and file and print services. These costs don’t factor in training on the basis that most people these days have enough knowledge to use Windows and Office.

Let’s assume that a member of typical London office staff commands an average salary of around £25K annually – the cost of the technology is less that 5% of their annual cost.

Now, for a small business £700 per year for supporting a single member of staff feels expensive. If you have 10 members of staff, you’re looking at £7000 per year. With this in mind, we see a lot of smaller companies scrimping on their IT spend as it is considered an intangible benefit and simply a cost.

In our experience, businesses that fail to invest appropriately generally lose efficiency through poor reliability, performance and a disproportionate amount of support. This means in years 4 and 5, the overall cost of the IT becomes significantly higher – this is mostly in productivity lost though maintenance, slowness and in some cases using outdated or aging software.

Another thing to consider is that by failing to improve and upgrade can lead to a crises situation where a complete system failure can lead to a member of staff being out of action for 1 or more days – the salary cost of this is roughly £100 per day, let alone the cost of lost business. If this turns out to be your server rather than a PC, this will hit £1000 per day salary costs (assuming 10 user business), plus the loss of any potential business (we’ll assume that your existing customers will forgive a day or two of being without your services), and the resultant increased workload which can hinder morale and add further cost if you find yourself having to pay overtime to make up a backlog of work. Added to this, last minute or panic IT purchases tend to be more expensive (typically increasing install cost by 50% and hardware by 25%) and the costs start to add up quite dramatically.

So, save yourself some heartache and grief. Plan and budget and appropriately. Failing to do this can lead to problems later that can cost you greatly. If you need some help with this, please come and talk to us. We can help.

Office 2013 or Office 365 – Which one should I get?

So this year saw the launch of Office 2013 and at the same time, Microsoft went all out with their SaaS (Software as a Service) offering – Office 365.

Office 2013Now on the face of it, both appear to be the same thing – one is a boxed copy of Office that you buy outright (roughly £180) and the other is a copy you pay £10 per month per user for.

O365 LogoSo you think…hey – this monthly thing sounds good. But wait, after 18 months it’ll cost me more than if I’d bought the product outright. So why would I want to subscribe?

They are not the same.

For some unknown reason Microsoft saw fit to change the licensing model of Office with the 2013 editions. Previously there was the ability to install (using the same license) a copy of the software on a laptop as long as it was in use by the same individual. Now the license is for one machine and one user. Microsoft originally even decided that once installed on a computer it was tied to that machine too, but backtracked after enough people complained that they’d need to buy another copy if they ever changed their PC.

The second massive change is the method of licensing the software. Instead of supplying a DVD and a key (for install and subsequent activation), with the boxed software you have to go through this convoluted process of setting up a Microsoft ID, entering the key from the box to register, then go to the download page and get a different key to then use to install the software. This is ok if there is just one of you, but if you have (say) 20 copies and want to be able to manage them, then you’re stuck. If you thought you could set up one Microsoft account to manage all of these licenses you’d be mistaken. There is no way to identify individual copies of the software and you’ll find yourself screaming when you can’t tell which key was used on which computer. Microsoft know this and admit it’s a problem but are not forthcoming with a solution. Arrrggghhhhh!

Not OK

In reality Office 365 is a bit more than just a subscription to Office 2013. We’ll explore that when we look at cloud computing but in this instance we’ll just look at the Office Suite itself.

Office 365 is licensed per user; currently each subscriber can install/use the software on 5 devices. So you can install it on your work desktop, work laptop, work tablet and home PC, as well as access it on your mobile device via Office Web Apps. Now if you are, like a great many, a user of several machines, then this makes financial sense, as ordinarily you’d now need to buy a copy of the software for each machine that you use. That could get quite expensive.

The other great thing about Office 365 is that as long as you continue to subscribe you are able to use the most current versions of the software. Availability of the latest version via 365 is not as rapid as via the retail or licensing channels but then you don’t have to pay extra for the privilege. And in any case, you possibly don’t want to be installing the latest version until a few months have passed or when you’re in a position to upgrade all your machines at the same time.

Lastly it is an easy way to standardize the software in your business and fix your software spend on a monthly basis. It also removes software from the PC upgrade cycle cost.

There is one big BUT of course. To use the software you have to continue to pay. If you decide at some point you don’t want to continue with it the software on your computers will stop working and you’ll need to either go out and buy the software, re-subscribe or license via other means.

It won’t surprise me that in the next edition or two, this will be the only way to use the Office suite of applications – the world is moving towards more subscription based models – the mobile phone companies have been doing this for years quite successfully and is now a proven model and indeed tends to tie in customers for the longer term.

So this Cloud computing thing – What’s it all about?

We are seeing more and more references to Cloud computing these days. It can mean any number of things, but we’ll look at what it means to us and how it can be applied to your business.

Cloud computing is commonly known as the sharing of resources, such as applications or services, via a decentralized network (typically the internet) known as a cloud.

CloudComputingA very obvious example of Cloud computing is something like GoogleApps. Everything you do is web based and the processing power and actual workings are taking place somewhere in the ether (cloud). The servers that provide the service provide the same or other services to other users in other parts of the world and by sharing these resources the cost of delivering the service tends to come down although this doesn’t necessarily make it cheaper.

So how can it fit in to your business?

Some of the main reasons to consider using cloud services these days are:

• Reduce your IT complexity
• Reduce costs
• Increase uptime and reliability
• Business continuity

Here at the Engine Room we use a small number of high quality cloud based services. These include Hosted Exchange, Cloud Backup, Office 365, VoIP and a number of web based systems.

The main types of scenario we find ourselves in is fully Cloud (using Office 365 and other services), or hybrid cloud where some services, such as file and print, is held internally on a server and others, email for example, are provided by a hosted Exchange provider. Which one is for you depends on a number of factors, but typically the distribution and number of users, volume of data and what line of business applications you run.

For the smaller business fully cloud based can make great sense as it removes the need for any complex technology on site, reduced hardware and software costs and lower overall system maintenance.

Cloud-ComputingFor larger businesses the case can be less persuasive for full cloud as your internet connection will be under a lot of pressure, and the cost of bigger connections can get quite serious, so hybrid tends to make more sense. Microsoft have stopped their Small Business Server suite of products (which included file, printing and email) so to replace this a mix of hosted email and local file and print makes sense as the licensing cost of the software for everything in-house can be quite substantial.

Cloud computing is here to stay and like Microsoft Office may ultimately be the only way to get the technology services we need.

How much should I spend on a PC?

This is not necessarily a question we get asked that much, but I do have some thoughts about this. This is going to sound slightly controversial, but most of the time, spending big money on a PC (or laptop for that matter) is often driven by ego (assuming the computer is for work rather than playing games). Not spending enough is driven by a poor notion of perceived value.

Well, where do we start?

The first thing to ask is what the computer is going to be used for. The amount of processing power in recent years has grown so much, that most PCs can run most business applications without breaking into a sweat. If you are doing typical office work, such as using Outlook (email), the other Office applications and surf the internet, then a good mainstream PC shouldn’t need to cost more than, say, £350. HP, Dell and a few others make good basic machines with an Intel Core i3 (Intel’s mainstream) processor, 4GBs of RAM, a decent sized hard drive and Windows 7 or 8 Professional. A good 13” laptop of a similar spec will weigh in at about £450.

HP Desktop

PCs costing less than this tend to be running “Home” versions of windows, or there are other areas scrimped on such as RAM (you don’t want to have less than 4GB these days), processor or the size of the hard drive (although not generally a concern unless you have a massive iTunes library!).

If you are more of a power user (and I’d say those in finance or graphic design fit into this category), then you should aim to spend around £500. At this price point you’ll get a really good bit of kit with an Intel Core i5 (think performance) processor, 4-6 GB of ram and possibly a  bigger hard drive.

Laptops are a slightly different equation as the more you spend (generally) the lighter, slimmer and sexier it is. Not necessarily more powerful but if you travel a lot, then the trade-off between weight and performance may well be worth it. These tend to be at the £800 upwards price point. These can also have features such as SSDs (solid state drive) which are essentially much faster hard drives with no moving parts and therefore  more robust if you travel a lot. HP Spectre Ultrabook

You may also need to budget about £180 for a copy of Office 2013 (and the really terrible licensing model Microsoft have adopted with this) plus a bit of time to get it set up and working smoothly. Generally there is a small amount of disruption with an upgrade such as this as some shuffling of data as well as the PC itself but good planning can avoid much of this.

Spending any more than this is generally not necessary. Core i7 sounds good – it is the top of the range after all, but unless you are using Adobe Creative Suite (and you may well be better off on a Mac in that case) or an Architect using Autocad 2013, these are best left to the gamers who can make the most of the performance.

The last thing is how long you should expect it to last? A later blog will explore the cost of technology in the workplace, but realistically you should be expecting a lifecycle of about 3 years – the machine will slow down over this time, the hard drive will be reaching the end of its reliable life (although they can fail at any time). Unless covered by warranty, it’s never cost effective to repair a PC over 18 months old either, as the cost of fixing almost always exceeds the replacement cost.