Startup Infrastructure Notes
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I wrote these notes for a friend who's getting a new company going, but thought that others might find this useful.
Contents |
Internet Access
First, see if Verizon FiOS is available. They have a $99/month business package with 15mbit download speeds that should be more than adequate for a 1-2 dozen people. They offer faster speeds for more money; it's easy to upgrade later (no hardware changes).
If FiOS is not available, check for Verizon business DSL. The last time I did this (2005), they wanted ~$200/month for 7 mbits, which is also adequate for a small team.
Next, check for a business cable offering. In the Boston area, I've found Comcast to be far less buiness-friendly than Verizon.
Nobody puts in "T1" lines anymore. That's so 1995. Plus, the T1 bandwith (1.5mbits) will quickly get chewed up with a few Skype/conferencing sessions.
Office Network Infrastructure
For a small team, the off-the-shelf routers and switches from CompUSA, Best Buy, Staples, Office Max, etc. should be just fine.
I'd recommend running a wired network (Ethernet) to your desktop systems or docking stations, if you can. You'll have better security, better performance, and no bandwidth competition with other nearby wireless users. You'll also need an Ethernet infrastructure if you opt for a VOIP-based phone system.
You should also set up a company wireless network, but you should set it up so that it's access restricted and secure. For a small team, off-the-shelf (e.g. Linksys) access points should be fine.
For visitors, you may also want to set up a guest network. I'd recommend setting up a separate network just for visitors, that you can leave "wide open" (e.g. no security). This can easily be done by putting a dedicated access point (just for guest users) outside your router/firewall.
Office Server. It may be helpful to have a small server in the office to share files. You can buy a small server from Dell, or get a "network attached storage" device, which is essentially a disk that plugs into your network. Note that you'll probably want to set up a VPN so you can access this server from home and while traveling.
I'd start with "Google Apps for your Domain" and have Google host your email. The system is based on their popular Gmail system. All you need to do is register your domain (I use DirectNIC), then sign up at Google and follow the instructions to configure your domain.
If you want to go up a notch, consider "outsourced/hosted Exchange", which lets you run Outlook but someone else runs the mail servers. A friend highly recommends 123Together [1].
Intranet / Wiki
The best tool, by far, for a company Intranet is a Wiki. A private corporate wiki is a great collaborative tool for employees to contribute content, collaborate, and access corporate information.
PBwiki is a free hosted offering.
If you're running a server yourself and want a free option, I recommend MediaWiki, the same open source Wiki software that powers Wikipedia. If you'd like a commercial, supported option, several friends recommend Confluence.
Hosting
Unless you are doing something special, there's generally no reason to have any operational Web site stuff at your office. Nowadays, you can host everything at a hosting center, with services ranging to simple hosting of Web pages to a "cage" where you provide your own servers.
Computers
I'd start with laptops, with docking stations and single or dual LCD monitors. This gives you the best of both worlds: a reasonable desktop configuration with good screen real estate and a decent keyboard and mouse, with the option to unplug and go mobile. Note that not all laptop models support docking stations.
Laptop models change so quickly, so it's hard to recommend specific models (plus, there's a lot of personal preference involved). For brands, I've generally had good luck with Dell and Lenovo (IBM). You might also check out the Dell Outlet for refurbished items with a Dell warranty. Things to keep an eye on:
- Built-in CD/DVD. Many of the smaller models do not have built-in DVD and CD drives (you use an external CD/DVD drive that plugs into a USB port).
- DVI support. If you are driving an LCD monitor, you want DVI support. Some laptop models only generate VGA (analog ) output, which doesn't give you the best quality.
- Dual monitor support. Ideally, you want dual DVI output, but I'm not aware of any laptop that gives you that. Some will do one DVI + one VGA, and some will only let you "dual monitor" with the laptop display itself as one of the displays. You should confirm the configuration you want before buying.
Developers, or other users doing heavy computational work, may need beefier systems. There are some very hefty "desktop replacement" laptops, but it may be better just to go for a desktop system.
Backups. Do not wait to deal with the backup problem. Computers will break and employees will lose data. For ease of use, I recommend the Connected DataProtector from Iron Mountain. This is a tool that backs up to Iron Mountain's servers over the network. It will cost you about $10-$20/month per system, though the price can come down if you have more systems.
Printers
Color laser printers are nice for presentations and handouts, but are expensive (toner use) and slow. I'd consider getting two printers:
- A fast black-and-white printer For everyday printing, I love the HP4000, but they don't make it anymore. Instead, look at the current HP 4xxx models. I like printers with a duplex (print on both sides) option -- saves paper.
- A dedicated color laser printer. I generally like HP printers. Whatever you choose, price out a full set of toner (all colors) before you buy. Color toner is not cheap.
If you get them in network-enabled versions (e.g. for HP printers, an "N" in the model number), you can plug them directly into the network without needing a server.
Phone System
Phone systems are the worst -- most small business systems are incredibly expensive and inflexible.
The current trend is VOIP. If you have good IT support, I'd recommend going that route instead of getting locked into a proprietary phone system. (Killer app for business VOIP: you can have a extension at your house that rings in parallel for calls to your office number.)
My current favorite small business phone VOIP system is Switchvox [2], which is built on the open source Asterisk PBX. (Another option is Fonality, who competes with Switchvox. I've got a friend using Fonality, and he does not recommend them.)
You can buy a Switchvox system direct, or from a reseller who will help you configure it and set it up. Contact them for a local reseller suggestion.
You will still need phone lines to plug into the system. I've had friends try the "all VOIP" option (e.g. where you get your phone service over the Internet), but the provider reliability isn't there yet. They're struggling with dropped calls, poor audio, etc.
For VOIP, plan to spend $1000-$3000 for the system, plus $150-$300 per phone. Setup and installation may be extra.
FAX line. You may want a dedicated analog line for your FAX machine. This can also serve as an emergency/backup line if the phone system is down for some reason.
Leasing
If it's an option, I'd strongly recommend leasing your capital equipment (furniture, computers, etc.) instead of purchasing it outright. Leasing spreads out the use of your precious cash, giving you more flexibility and options.
Computers go obsolete quickly, so I would keep the leasing periods relatively short (e.g. 2 years). On long leases, folks will say "we can deal with that problem later", but it's a drag to be paying a lease on equipment you've decommissioned.
You can get leases directly from the vendor, such as Dell, who quotes lease amounts on-line. Vendor leasing can be challenging for startups, which have no credit and operating history.
A better option may be to get a lease arrangement through a bank or other financial provider. Banks like Silicon Valley Bank (SVB) are much more startup friendly, and having all of your equipment (from multiple vendors) under one lease may give you more leverage. (The way it works: you buy equipment and pay for it, then you submit your invoices to your leasing company. They reimburse you for the invoice, and then start billing you monthly.)