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When Should I Get a Server for my Business?

Any computer that shares files, programmes or other resources with other computers can be considered a 'server' of sorts but a proper server is dedicated to the specific task of 'serving' users on the network.

Put another way, if you have a computer that you use on your desk, but others can access certain files from your computer, then your computer is acting as a workstation and a file server. This is known as a peer-to-peer network rather than a dedicated server.

The most common reasons for installing a dedicated server include better security, putting all of your critical data in one place, better network performance, more effective network and user management, or because you've bought a new software package that requires a server to run it.

If you are constantly trying to find files that could be saved on any local desktop computers in your office or if you have issues with computers disconnecting from one another or if your networked software applications - such as the accounting package - are beginning to run very slowly, then you would probably benefit greatly from a dedicated server.

In most small businesses that have peer-to-peer networks, all of the critical data that the company relies upon is scattered across many computers. This makes backups complicated at best and at worst, nearly impossible. It may also cause security issues since you can't easily control who sees what files. And if the computer that you use every day is also hosting the accounting package for the rest of the network, the performance of the program for everyone else will suffer.

A dedicated server gives you the opportunity to solve all of these problems.
If you know you are having performance/speed issues or if you know that the number of users that will be using your shared programs is going to increase, a dedicated server may be just what your business needs.

Unfortunately there is no magic formula that says it's time to consider a server, but generally once you get past 3 to 4 users of any shared applications you should start the process of considering a server.
Being proactive with your company's technology can have a huge impact on productivity, but most small businesses are reactive and wait until they have a significant issue - like a network crash - to make the change.

One of the most important things to do when you are thinking about a server is to not rush into the decision just because you get a slick sales presentation on how it will change your business.
Check with other business owners to learn about when they installed their first server. Business networking groups, chamber events or getting know the other businesses around you are a great way to get impartial information.
Once you feel like you have a good handle on what you want to accomplish (as a start just focus on the business processes that you want to improve) you can then evaluate technology that will provide you with the solutions.

Remember - never install technology for the sake of it. Always make sure you know what business issue it is going to solve or what productivity gain it will create  - if you can't define the benefit, don't buy it.