Frontlines is a guest viewpoint section offering perspectives on current issues and events from people working on the front lines of Canada's technology industry
Small businesses aren't all that different from big enterprises – many of them have CEOs, chief information officers, chief security officers, office managers, filing clerks, cleaning staff. Yet, for SMBs (such as my own graphics design firm), these responsibilities tend to fall on the shoulders of one, often incredibly busy, individual. Welcome to the world of small business. Thankfully for those of us wearing those many hats, technology can help.
According to Statistics Canada, 98 per cent of Canadian organizations have fewer than 100 employees – and more than half have fewer than five workers. So I'm hardly alone in the challenge I face as a small-business owner trying to compete against bigger companies.
But it seems attitudes towards technology are changing. Maybe it's because technology is starting to act as a silent partner for those of us who wish to go up against bigger operations. According to a recent Ipsos-Reid survey, 81 per cent of small business operators said they believe technology lets them compete better against larger companies. Whereas in the past small businesses seemed to view technology as a sizeable investment, today's small companies are embracing IT as a boost to business.
Still, sometimes the challenges are daunting. Those of us running small businesses must be as capable as our larger competitors at handling anything a client might ask of us – even if our company is actually a one-person shop. In fact, we have to be more nimble than our larger competitors, if only to maintain a well worn (and welcome) belief that we respond to client requirements faster, because we lack administrative overhead. This may well be the case for many SMBs, but it's still a challenge to live up to client expectations of speed and agility while also appearing to match top tier firms on available manpower and collective knowledge.
Without a dedicated technology support team on hand – or a large budget allocated to technology spending – SMBs have to think small to act big. A PC that is easy to maintain and use can be the simplest answer. But to get the most out of this investment, you need to think about more than the applications installed on the hard drive – you should also consider the inherent features of the underpinning operating system. I've benefited from two features in my new PC, which came with the Windows Vista operating system: improved data search, and security.
STEPPING UP THE SEARCH
Good information-search engines are extremely beneficial, helping SMBs like mine stay agile. My laptop features powerful search capabilities that make it simple to find and use information.
As both a mother and a business owner, I need data at my fingertips quickly – I don't want to waste time hunting for information in my file folders. I often need a particular snippet of information or a graphical element to address a client's question, but since I don't have a filing clerk, I rely on my operating system as a quiet helper. It has a built-in instant search function that provides fast access to data. It also organizes my files not only according to the folders I set up, but also by file type, creator, date, and other “metadata,” so I can always find what I'm looking for.
In the past computer search functions were slow and sometimes inaccurate, providing file lists that were too long. Now my laptop works as quickly as I need while keeping my company's data safe from intruders, which, along with the search features, is another area of the operating system to consider.
BETTER PROTECTION
Like many small business owners, I need to keep track of client details, invoicing information and other important and often confidential data. But unlike my larger competitors, I don't have dedicated IT resources – or the time – to constantly check my laptop to make sure it's running the latest antivirus and anti-spyware programs, which are becoming must-haves in this age of “zero-day” viruses that infect computers faster than previous digital nuisances, and spying tactics that seem designed to target your financial information and personal details.
Fortunately, my PC operating system came with electronic safeguards such as firewalls and automatic spyware scans that provide up-to-date protection – built into the Windows Defender portion of Windows Vista. I also have Automatic Update turned on so I get the latest security enhancements for even more peace of mind. So just as the PC can be a kind of digital filing clerk, it can also act as a virtual security officer ensuring the data saved on the hard drive isn't removed by someone without permission.
The automatic backups help add another layer of protection. This feature makes an image of your entire hard drive, including the operating system, applications and the data contained on the disk. The quick restore function can be a life saver – it turns back the clock on the PC, bringing it back to an earlier state if something like a virus or another unwanted program caused instability. I'm glad to say I haven't had to use this feature yet – but I feel safer knowing it's there.
My company is growing, and with every new assignment I find the search and security features in Windows Vista more and more useful. In time, perhaps the business will grow enough for me to consider putting the filing clerk hat or the technology-security hat on another person, someone I hire. But until then I'll continue to rely on the computer for help with those roles. For SMBs looking to compete against larger organizations, a simple PC can really help.
Gemma Moore runs MG Moore Designs in Kincardine, Ontario.
