The key to the future?

JEREMY SMITH talks to Stuart Penny (right) of Swindon-based Software Solutions for Business about the role of e-commerce and how any company, no matter how small, can equip itself for the world wide web

Have you ever looked inside the casing of your computer? Of course you haven't, as it invalidates the guarantee. But if you had, you would probably have been surprised by how little is actually in there.

And the more expensive the computer is, the less you seem to get.

No wonder, then, that you can be tempted into thinking that all you've bought is a beautifully designed box - and little else.

However, according to Stuart Penny of Dorcan-based Software Solutions, you shouldn't feel too bad.

"Introducing information technology into a small business or upgrading from an old system to new is a major undertaking," he says.

As managing director of a computer consultancy whose clients include Imperial Tobacco, the Ministry of Defence, Clinton Cards and Archers Brewery, Stuart says he can fully appreciate just why many business people, and especially those running smaller companies, remain suspicious, even hostile, towards the idea of either introducing IT to their firm or upgrading their system.

"The problem," he says "is that we live in a 24/7 society that is driven by technology. In fact, some large organisations now insist on dealing solely with suppliers electronically.

"Which means that while you may grow the greatest tomatoes in the country, if the supermarket chain can't place its order electronically at 3am, you ain't gonna sell any."

What then should you do to embrace technology and make it work for your business? "The first thing," says Stuart, "is to forget all about technology and start with something you know or should know really well - your business.

"Look at what your company does and how it goes about doing it," he says. "Look at where the data is within your business and how it is used. And consider the kind of image you present to your existing customers - and perhaps more importantly, your potential customers."

But what help is available? Chances are you know someone with IT skills who can give some initial guidance, but be warned.

Says Stuart: "Computer applications can, over time, become increasingly complex, and as the company becomes increasingly reliant on them, the person looking after the system may quickly find themselves reaching the bounds of their IT knowledge and spend more time fretting over the technology than performing their primary job.

"Similarly," he explains, "your technology adviser may well understand IT inside out and upside down, but fail to understand your business. So find someone you can communicate with and don't be blinded by jargon."

So just what technology are you likely to need? Almost certainly the following:

A number of PCs

One or more servers

A network

Email

Web access

A website

Office tools - word processing, spreadsheets, etc

Databases - customers, suppliers, products, etc

A financial application

Customer relationship management system (or contact management system)

Back-up and recovery software and hardware

When looking at PCs and servers, the specifications and prices can vary enormously. However, for general business use, you should be able to find a good specification PC for around £500 and a server for a small company of up to 15 people at around £1,000-£1,500.

There is of course one other important, even critical, subject that must be tackled for your IT implementation to be a success - people.

Says Stuart: "You can have the best systems in the world but if your staff don't know how to use them properly all your efforts and investment will be wasted. So include them, consult them and train them."

However, many businesses might remain reticent about purchasing a computer system now when tomorrow a new, better, whiter-than-white model could - and probably will - come onto the market.

Stuart is adamant that putting off until tomorrow what you could have bought today will not reap any kind of dividend.

"You'll be waiting forever and will do nothing," he says.

Yet even when you've bought the finest, the most advanced, the most powerful of systems, you can't just sit back and relax.

For once you jump on the IT conveyor belt, it's a little like having a child - you're suddenly responsible for its upkeep and welfare for the rest of your business life.

"Remember," says Stuart, "your business is now reliant on its IT, and if your IT systems fail or degrade, your business is going to suffer.

"And if you don't keep an eye on future developments to ensure your business takes full advantage of changes in technology, you can be sure that your competitors will."