We get asked all the time by small businesses why they would want to get a Server. There are very good reasons to get one once your business reaches a certain stage.
The article below assumes you might currently be using a Windows computer as a ‘server’ of sorts – by using it to share files and printers.
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A Server Adds Reliability – It is highly likely that if any single component failed within your current shared computer (e.g power supply, hard drive, motherboard, etc) your files would be unavailable for however long it took to diagnose and repair/replace the failed component. This could potentially cost your company tens (or even hundreds if you have a lot of staff) of lost man hours in productivity while the repair / restore from backup to another machine is taking place.
Proper server hardware would alleviate this issue by maintaining redundant hardware for critical internal devices. A failure of one device would result in a notification, but the system would continue to operate and serve your business.
This is also why it is generally not worth buying VERY cheap server hardware – because it usually has no redundant devices and is just a glorified PC.
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A Server Gives Scalability – Using a Windows XP Pro computer as a server has a hard-coded limit of 10 users able to simultaneously access it, and in most cases, the machine will start to respond sluggishly with more than 4 users accessing it.
As your business expands you will require a machine that can expand to meet your new requirements and not need to be replaced – proper server hardware and software would ensure that your business could grow without these critical operational limitations. Servers are also easier to upgrade in terms of disk space, access speeds and remote access
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A Server Adds Seamless Connectivity (remote and email) – A proper Windows 2003/2008 Server would allow you to have (by default) two remote users, with the option to add as many remote users as you require in the future by way of Remote Desktop licences or 3rd party software (or 2nd Terminal Server) in the case of Windows Small Business Server.
For example, remote branches could upload relevant information on a daily or even hourly basis to your server, managers, field staff or teleworkers (or all staff if you prefer) would be able to work remotely with the files on your server, and access their company email from any web browser, at any time of day, anywhere in the world. This includes calendars, contacts and email history.
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A Server Improves Collaboration – Within a business with no server, the simplicity of electronic collaboration within your organisation is heavily restricted. For example, you cannot see the Outlook Calendars (diaries) of your staff, and any email you send them has to first go out through the Internet, halfway across the country to your email servers, then back in through your Internet connection to the person sitting just across the room from you! Very inefficient, and can slow your Internet speed to a crawl.
A proper server system with Microsoft Exchange Server installed would allow you to harness the full power of email collaboration, including shared calendars, shared contact lists, group emails, and many more efficiency features that would quickly become a part of your day to day operations once they were available for you to utilise.
ActiveSync is now part of Microsoft Exchange, and allows ‘smart’ mobile phones to automatically sync email, calendars and contacts wirelessly back to your Exchange Server. Imagine being able to take a call and make a sales appointment while on the run, and then pop that appointment into your phone calendar and know that it will automatically update your Outlook Calendar with the booking within minutes.
With Activesync, all your communication essentials are at your fingertips and you no longer have to be glued to your desk waiting for an email, or struggling to keep your phone’s contacts in sync with your Outlook contacts.
(Note that Blackberries can also be connected to Microsoft Exchange, but this method will add an extra hop for the email, via the Blackberry server, so it slows the mail down slightly and also adds one extra point for troublshooting problems.)
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A Server Makes for Faster Expansion – With a server in place, adding new staff and computers can be highly automated. Creating network share mappings, installing printers, adding email addresses installing antivirus, setting up a facility to fax straight from within Word or other programs, all of this can be done using scripts and other tools to speed up deployment of new staff and equipment. (Best done by a skilled server engineer.)
Server 2008 has an ever more advanced Active Directory system than makes a lot of scripting either easier or totally automated.
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A Server Allows Centralised and Automated Backup Systems – When not having a server in a business, there is a tendency to store data all over the place, and not have it properly backed up against deletion, corruption, fire and theft.
Without a server centralised email system like Microsoft Exchange, backing up company email is difficult and unreliable. Are YOUR emails currently backed up? If you don’t have Exchange, then it’s probably not backed up. With so much business done via email only these days, having control over this aspect of your business is vital.
A proper server with Microsoft Exchange installed would allow full centralisation of email and fully automated backup and notification reporting in the event of any backup failure, as well as automated daily reminders should any physical procedures need to be run (e.g. changing backup tapes or hard drives).
An example of how this could be useful is that if a staff member’s laptop was destroyed or stolen, that person could simply utilise any other workstation or laptop and all of the users email would automatically appear on the new machine (after a 5 minute initial configuration). In your current scenario, if a laptop is destroyed the staff member would more than likely lose all of their existing email, and probably a lot of other data that wasn’t properly backed up.