What are the hardware and software used in business? Learning about hardware for business is growing quite rapidly. As companies continue to grow, their web presence also grows, meaning there are virtually an infinite number of solutions to the web hosting problem. It’s important to keep up with industry trends because this will keep your company ahead of the curve when you need to replace or add new server equipment or computers. All of us have heard the old saying “Two is one, and one is none”. With today’s technology, this phrase takes on a whole new significance.
In this post, I will be sharing with you the hardware and software used in business.
The desktop or laptop computer
The computer has quickly become the workhorse of almost every business, without which most modern businesses would likely not be able to operate. Whether operating a multi-user workstation, laptop or a desktop, investing in a reliable computer will surely save you from stress and sweat.
When looking for a computer for your business, You’re likely going to use a computer for your business for at least three to five years, so go for one that requires low maintenance. Many businesses opt for a reputable choice, like a Mac, or a PC running Windows. Many of the bigger name brands are known for their friendly user interface and minimal upkeep. For those looking for one with portability, try a laptop or ultrabook.
Regardless which system you choose, you need to ensure your new computer is compatible with your existing software and systems. The last thing you want is to invest in us a brand new machine and have to spend even more on new software or hardware updates.
Mobile devices
If you’re constantly on-the-go, having a trusty mobile device can be like having a personal assistant. Think tablets, e-book readers or even smartphones. Not only are these devices easy to carry around, but a lot of them are equipped with useful work applications and specifications that are capable of performing tasks you would usually accomplish using a computer. Many business owners find that the versatility of a mobile device compensates for its cost.
When it comes to mobile devices, there are three main systems businesses have to choose from:
- Android – Owned by Google, you will find a wide variety of devices suitable for any need.
- iOS – Owned by Apple, offers reliable products and a wide number of apps for your business.
- Windows Phone – Owned by Microsoft, these devices are most suitable for offices that utilize Microsoft’s other services. This is largely due in part to the deep integration between systems.
Laserjet printers
Not every business uses a printer but even if your business is one that encourages a paperless work space; investing in a durable laser-jet printer can save time and energy. At some point you will need to print, whether that is a contract, documents or image files.Some laserjet printers are also equipped with a scanner, photocopy and fax function. With a price tag starting from approximately USD$100, having one in-house beats needing one any day.
Wireless routers
Broadband modems are an integral part of any Internet-connected business, but get your hands on a wireless router and you won’t look back at cables again. Not only does a wireless router keep your office connected to the Internet without cables, it also acts as an Internet splitter, meaning all your devices can be connected from anywhere within router range. Not only that, but most modern wireless routers come with built-in firewalls as well as the ability to limit a network to computers you trust, which means more safety for your computer.
Network servers
While personal computers are capable of acting as a network server, a dedicated server will give you the advantages of faster CPU (Central Processing Unit), high-performance memory and increased storage capacity. A good network server solution can effectively support your database, email applications and other files, as well as provide comprehensive security and backup options.
We recommend talking to a specialist to make sure you are buying the right package for both current and future needs. An IT partner like us can be a huge help in selecting, implementing and managing a comprehensive network solution.
Business Planning from EquityNet
If your company is still looking to lure investors, EquityNet ($58.50 for Two Year Plan + Two Months Free at CyberGhost VPN) offers a free crowdfunding platform that will help you plan, analyze, and share your business plan with investors. You’ll create your plan using EquityNet’s plan and analysis software, and you’ll publish it onto the website and share it with anyone who is willing to read your pitch.
Although this is more of a funding tool than a planning tool, the software is good enough to get you through the initial ideation stages (and, who knows, you might even get lucky and find a deep-pocketed investor).
Social Media Listening from HootSuite
Most small businesses don’t need a mega social listening platform. A free, easy-to-use dashboard that lets you stay up-to-date on what your customers are saying should be enough. Fortunately, Hootsuite ($58.50 for Two Year Plan + Two Months Free at CyberGhost VPN) offers a free version of its software that’s good enough to do the trick.
With HootSuite Free, you’ll be able to manage multiple social networks, schedule posts, and interact with your followers. You’ll also be able to track how many followers you have on each of your social networks and monitor which posts are generating the most clicks. If your business grows, you can move up to one of three premium plans, which give you access to additional profiles, analytics, and multiple users.
Email Marketing from MailChimp
MailChimp ($58.50 for Two Year Plan + Two Months Free at CyberGhost VPN) is one of the best and most popular email marketing platforms on the market. Service tiers are priced depending on how many emails you send per month. If your company sends fewer than 12,000 email messages per month to fewer than 2,000 subscribers, you’ll absolutely love MailChimp’s Forever Free plan.
This steal of a deal lets you use built-in signup forms to gather subscribers from across the web. You can use MailChimp’s drag-and-drop designer and email templates to craft the perfect message. You won’t get robust reporting on the Forever Free plan, but you’ll be able to check open rates and compare them to the average company in your industry. Not bad for zero dollars.
An Internet Modem
The word “modem” is actually a misnomer, as it’s a carryover from the days of when a digital signal needed to be modulated to be sent over an analog phone line and then demodulated on the receiving end.
Nonetheless, the interface between an Internet Service Provider (ISP) and an office network is something that every business needs.
An internet modem can either be leased from an ISP or purchased online. There are pros and cons to each. It’s more economical to purchase instead of lease. However, ISPs will typically not offer support for a third party device.
A Router
The router is a small but important piece of office equipment that sits between an internet modem and the office network. Sometimes an internet modem can double as a router. However, a standalone router provides a number of benefits.
A router can assign an individual IP address to each device on a network. For functions such as shared printing and scanning, this is essential.
A router can be used to set up a virtual private network (VPN), which makes it possible for those with the right permissions to securely connect to network devices from home or while traveling.
For companies that have a hosted VoIP phone system, a router can prioritize voice traffic over other traffic so that phone calls are as clear as possible.
A router can also be a device that provides Wi-Fi access to a part of or to all of an office, depending on the size of the office.
Specialized routers, such as the one used with our CloudSure solution, allow for bonding the signals from two separate ISPs into one network. An increasing number of companies are doubling up on internet service providers to guarantee continuity of service.
A Network Switch
Routers typically have a limited number of physical ports. Fortunately, a router can be connected to a switch. Switches have as many as 48 ports. Switches can also be stacked. If you have, say 24 VoIP phones in your office, each one will need a port (although a VoIP phone and a computer can be daisy-chained to a single switch port).
An Uninterruptable Power Supply (UPS)
UPS manufacturers such as CyberPower offer a wide range of devices, ranging in price from a few hundred dollars to many thousands of dollars.
Since modems, routers, and switches are low-power devices, a low-end UPS can keep these running for a few hours during a power failure. Employees using charged-up laptops can continue to work for a time.
More expensive UPS devices can keep servers and network-powered VoIP phones running for hours.
VoIP Phones
We’ve referenced “VoIP” a couple of times. VoIP is an acronym for Voice over Internet Protocol. VoIP phones are plugged into a network switch rather than into a local PBX. With VoIP service, the traditional PBX functionality that lights up phones, controls what’s in their displays, and makes them ring is replaced by PBX functionality that runs in the cloud.
With VoIP, two or three-digit internal extension dialing works just as with a traditional PBX.
Small businesses are moving to VoIP in large numbers. Unfortunately, some small businesses commit to VoIP without first analyzing the internet, router and switch speeds & configurations needed to properly support a hosted VoIP solution.
Desktop and Notebook Computers
At one point, most small businesses provided all employees with Microsoft Windows desktop or mini-tower boxes. These boxes were connected to a keyboard, mouse, and monitor.
While Windows still dominates, some small businesses have standardized on Macs. Other businesses have a mix of Windows and Mac machines, primarily due to the concept of BYOD — people who bring their own device to work.
For companies that have made a deep commitment to Google Workspace or to Microsoft’s Office 365 and to the cloud in general, some employees may need nothing more than a Chromebook or a Chromebox, which are inexpensive “browser-only” machines.
Headsets
Often connected to both VoIP phones and to computers are headsets.
In addition to providing physical phones, most hosted VoIP providers also offer virtual phone software that can run on a desktop or laptop computer.
There are other software VoIP or partially VoIP services such as Zoom and Google Meet, the audio component of which is best accessed with a USB headset—not with a computer’s built-in microphone and speakers.
Headsets come in all shapes and sizes. On the high end, a device such as the Poly Savi 8200 series not only has a wireless headset but the base connection can be switched among a desktop phone, a computer and a mobile phone with the press of a button.
Servers
For companies that have gone “all-in” on the cloud, there may not be a single server to be found in the office.
More commonly, there are a few servers in place that run in-house databases such as ERP systems, document management systems and data marts.
Servers are also used for file sharing and as a local data backup location for individual computers. Of course, there should be an off-site component to a comprehensive data backup strategy.
Multi-Function Printers
For many small business, a multi-function printer (MFP) is an important office equipment item.
These devices print, copy and scan at high speeds and at high resolutions.
With the right type of MFP, and a properly configured network, anyone can walk over to the MFP and scan documents directly to a desktop application on their computer. No need for everyone to have their own scanner.
For law firms and CPAs, a quality MFP is the first leg of an entire digital document management process.
A Projector or a Big Screen TV
Given the choice between a projector and a big-screen TV, many businesses are selecting the latter. TVs are quiet, the image is crisper, there’s no bulb to burn out and a shadow can’t be cast on the screen.
All TVs have multiple HDMI ports standard and most new projectors include an HDMI port. This means that devices such as Apple TV, Chromecast with Google TV or Airtame can be plugged into the TV or projector. This, in turn, means that almost any device can be wirelessly connected either a TV or a projector.
Another wireless connection option, and the one we use, is IOGEAR’s Wireless HDMI Transmitter and Receiver Kit.
Zoho One
Zoho One is a wholesome business management software and company management system that has everything you need to run your business on the operating system for your business with impressive 40 business apps. You just need to connect multiple apps so that different teams can work together productively.
Top features:
- Manage almost every aspect of your business in one system
- Fosters collaboration with online document storage and sharing
- Automate personalized business workflows
Read on: Zoho Alternatives – 13 Tools Your Team Will Love
Scoro
Scoro is an all-in-one business management software designed to bring your teams, projects, sales, and reports together at a centralized place. With Scoro you can manage work more efficiently and be organized in every aspect of your business.
Top features:
- Plan and track work with unlimited projects
- Manage quotes, contacts, and invoices seamlessly
- Track time and bill for completed work accurately
- Manage your entire business within a single solution
iBE.net
As a business management software/ company management system, iBE.net is an appropriate choice for mid-sized companies as it offers expense tracking, invoice reports, CRM support along with an easy integration of project details. It is extensively used in consulting, marketing, management, and other technical industries. It is like your entire business within your palm of hands.
Top features:
- Customize your own dashboards
- Use pre-delivered reports
- Generate invoices in seconds
- Visualize, analyze, and organize your data with valuable insights
Odoo
Odoo is an all-in-one business management software that offers a range of business applications which forms a complete suite of enterprise management applications. It covers CRM, eCommerce, accounting, inventory, sales, and project management. Odoo apps are perfectly integrated with each other, allowing you to fully automate your business processes.
Top features:
- Unique framework with strong technical foundations
- Take a quick look at your business with dashboards
- Real-time communication makes way for better collaboration
Netsuite
Netsuite is a unified business management suite being used by more than 40,000 large, mid-sized, and small fast-growing businesses. It provides various tools for ERP, Financials, CRM, HR, eCommerce. It offers comprehensive functionality with industry-specific support for a broad range of industries means NetSuite works the way your business works.
Top features:
- Cloud-based, mobile-enabled, and social
- Easily accessible reports and key performance indicators
- Highly flexible and customizable
- Effective resource management, project accounting, timesheet and expense management
Timecamp
Timecamp is a one-solution-fits-all business management solution that comes with a time tracker with computer activities, productivity monitoring, attendance tracking, integrations and more. The software tracks time automatically so you don’t have to worry about spending hours on figuring out how to do it. TimeCamp offers you an intuitive interface to get your team on board effortlessly.
Top features:
- Create and send invoices based on time tracked per project and customer
- Seamless integrations with project management, accounting, help desk software and more
- Simple and intuitive interface
- assign the time entries to the right project, monitor employees’ internet usage and generate detailed reports
- Desktop and mobile app available for many platforms and devices
Bitrix24
If you are looking for a software that offers a complete suite of management, collaboration, and communication tools, then Bitrix24 could be the ideal choice for your business. It is a complete business management software that takes care of your tasks and projects to document management along with real-time communication tools from video conferencing to group chat.
Top features:
- An internal social network lets you collaborate easier, faster and more efficiently
- Get instant feedback, share ideas, create workgroups and engage your employees
- online multi-user editing and custom document approval workflows
- Sell more with Bitrix24’s CRM and sales team management
- It works on your iPhone, iPad or Android too
Apptivo
Apptivo delivers a wide array of functionalities in customer relationship management (CRM). It also helps your business to grow with project management, invoicing, and timesheet capabilities. If your business process has some specific needs, it can be easily customized.
Top features:
- Track the complete sales process from anywhere with the online CRM software
- Collaborate on tasks, manage timesheets, and log expense reports
- Powerful ticketing system to deliver stellar customer support
- Billing system to send and receive online payments from anywhere
- Supply chain management with vendor tracking, purchasing, and inventory
HoneyBook
HoneyBook is an all-in-one business management platform and company management system. From first contact to booking your ideal client, HoneyBook makes it easy for you to capture leads, manage projects, automate workflows, send contracts and invoices, and get paid.
Top features:
- Mobile app so you can manage your business on the go
- Proposals and invoices optimized to get you booked
- Contracts your clients can sign in seconds
- Easy and intuitive workflows
- Design forward client experience
Atlassian JIRA
JIRA is a workflow mapping and project planning software that is designed to help software development teams of all sizes and industries. Kanban boards, burnout charts, project reporting tools, etc are some of the popular capabilities of this tool that support teams at various stages of the development lifecycle. Also, it integrates with various developer tools and is available as a cloud-based or on-premise solution.
Top features:
- Roadmaps that are connected to real work
- Visualizing work in progress
- Bugs and defect management
- Polished user experience
- Customizable dashboards and wallboards
Also Read: 23 Best Jira- Alternatives for Agile Project Management
Trello
Trello is a web-based project management application that is designed to fit every unique need and work styles. From sales and marketing to HR and software development, Trello helps teams to customize its functionality to meet their specific project management needs. And with more than 100+ integrations (including tools like Google Drive, Slack, Jira and more), Trello makes it easier for teams to get their ideas to action in seconds.
Top features:
- Easy organization with tags, labels, and categories
- Drag and drop functionality
- Mobile functionality to access boards on the go
- Quick overview on front and back of cards
- Texts and visuals fit any screen size
Also Read: Top 17 Trello Alternatives: List of Project Management & Kanban Software
Favro
Favro is an all-in-one project planning and collaboration software that is designed to help teams stay on the same page. The features and functionalities of this software solution scale across any business or team. So, whether you’re a team of developers, marketers, or executives, Favro works for all. It improves flexibility and visibility across projects by bringing teams in one place.
Top features:
- Multiple view boards
- Department collections
- Time reporting
- Time sheets
- Estimation fields
Connecteam
Connecteam is a leading business management software solution, designed for deskless teams and Enterprise companies. Taking care of your business operations has never been easier with robust features that can be managed while on the go and at any time. From time tracking to job scheduling, automated checklists and forms, one-on-one or group chat, surveys, digital training and onboarding, efficient task management, and so much more is available on a sleek and easy to use interface.
Top features:
- GPS empowered time tracking
- Efficient timesheet management and payroll processing
- Real-time and detailed reports
- Streamlined communication and better engagement
- Simple and intuitive job scheduling – from planning to distribution
- Better transparency and accountability with on the go task management
Conclusion
Hardware and software in a business can be a tricky subject. There are a number of different ways to utilize the hardware and software in a business.