Strategies: It might be time to get serious about a server

— -- Is it time for you to consider a server for your small business? Do you even know what a server is? Well, in today's business environment, all but the smallest businesses need to find some way to share information, and the time-honored way is to get a company server and network. A server is a master computer where you store the files and programs you need to share among more than one member of your team.

In my own company, years ago, as my business grew, I found myself needing to share files with employees and colleagues. To do so, we'd e-mail a file and then e-mail it back. Deborah handled the billing and banking, and if I needed to know how much money I had or how much a customer had ordered, I had to go use her computer. We had contractors who were working on our projects — our books — and we needed to collaborate. For very big files — that would take a long time to send via e-mail — we'd often copy them on a disk and mail them to a contractor or walk them over to another desk.

At some point, sharing all this information — let's use the geek term "data" — became incredibly clumsy. That's when I first got a "server" and our own company network. And I recently upgraded my server to Microsoft Windows Small Business Server 2008 to get greater stability, more security features, and the ability to have my tech guy handle more maintenance remotely.

"When you look at small business and why they act, there's always a reason," said Russ Madlener, director of the Windows Server Solutions Group at Microsoft. "They never do it just for the sake of technology."

So there's got to be a compelling reason for you to go to the expense and trouble of getting and running a server. "The number one reason for a small business to get a server is to run a line of business application," explained Madlener. "Let's say you're a doctor, lawyer, manufacturer. You need scheduling, working the line, financial software."

According to Madlener, 70% of small businesses don't have a server. And that makes sense, especially if yours is a one- or two-person business. But as you grow, you may find — like me — that you can't operate efficiently without sharing data or programs. "A server gives you centralization of resources, the organization of critical files and data to get more productive," Madlener explained.

Another reason to get a server is security and privacy. According to a new Microsoft survey (conducted by Harris Interactive), protecting company and customer data is the No. 1 security concern. Storing data on a secure server can be far more secure than having that information on an employee's own computer, or even worse, laptop. And having your data on a server — rather than individual computers — makes it far easier to do backups.

If you already have a server, if you neglect it, you're going to be sorry, believe me. After I lost my in-house tech guy a couple years ago, I didn't upgrade my software and let regular maintenance slide. But a few months ago, my e-mail became unreliable, and then a major virus hit my website. It cost thousands of dollars and caused dozens of headaches.

If you have a server, my tech guy, Dave, shared these warning signs that it's time for an upgrade:

• your hard drive is filling up• your e-mail is experiencing glitches• your server is crashing.

Whether you're getting a server for the first time or upgrading, you're going to need help. You're not going to be able to set up a server yourself, and your nephew isn't going to be able to do it either. Find a tech consultant who's got experience with Microsoft's Small Business Server — not just a general tech or server guy. And be sure to check to see about compatibility with the key business programs you're already using. You're likely to find you'll need new versions to work with a server or the new version of a server.

Finally, once you have a server, make sure you have someone regularly maintaining it. Your business relies on your data. Take care of it.

Rhonda Abrams is president of The Planning Shop, publisher of books for entrepreneurs. Her newest book is Successful Marketing: Secrets & Strategies. Register for Rhonda's free business tips at www.PlanningShop.com. For an index of her columns, click here. Twitter: twitter.com/RhondaAbrams. Copyright Rhonda Abrams 2009.