Minding your business: TECHNOLOGY TREK

Shop technology has exploded in the past 10 years. Even though you are no longer hand-writing estimates, can you truthfully say your shop is up to snuff in the IT department? By reviewing your IT needs and upgrading to newer and better technologies, you can become even more efficient and do more with less at a lower cost. In today's volatile business environment, doesn't that sound like a worthwhile exercise?

NOTE: Throughout this article, I am going to reference recommendations made by several experts in the IT field who I have worked with over the years. It is imperative that you align yourselves with such experts as you improve the network in your shop. To find an IT expert in your area, start asking other local businesses who they use. Check with the Better Business Bureau, or contact a local college or trade school.

Phone systems

Telephones are an area often overlooked when upgrading a shop. At the very least, you should consider upgrading to digital phones if you haven't already. Digital phones offer many features analog phone units don't, such as built-in answering devices and connectivity to wireless handheld units, which are great in smaller-staffed shops. One person can keep a phone unit on his/her person all the time, even while outside, so calls are not missed. Digital phones can be purchased relatively inexpensively and are very reliable. Research the system and features you want, and shop around for what fits your needs best. Once you have decided on the best fit for your situation, go up one notch since what you buy today may be obsolete very quickly. As a rule of thumb, most electronics are outdated after 14 months of use.

According to Mike Peterman of Comp Solutions in Michigan, voice over Internet protocol (VoIP ) is the future. He installed VoIP systems for Hansen's Collision in Michigan, a large consolidator group.

"It is expensive, but well worth the cost," Peterman says. " VoIP is a general term for delivery of voice communications over the Internet or other packet switched networks. These systems usually interface with traditional phone networks to allow for all types of communications."

VoIP can reduce communication and infrastructure costs by routing phone calls over existing data networks and avoiding duplicate network systems. You can consolidate your current phone and Internet vendors and their separate charges into one bill. Additionally, multisite owners can use VoIP equipment to seamlessly transfer calls from one site to another, without asking the customer to make another call.

VoIP generally involves the installation of T1 lines, a sizable expense, but reliability and speed usually increase dramatically (which means much better customer service).

I suggest contacting a local phone contractor and going over all the options available. It's possible that you will be able to upgrade, prepare for the future and save money in the long run all at the same time.

Internet connectivity

There still are some shops operating today without the Internet, but I cannot imagine an efficient, modern shop without it. What type of service does your shop currently use? Dialup, cable, digital subscriber line (DSL) or T1?

If you currently use dialup communications with a standard modem, do whatever you need to do to upgrade. If your shop is in a remote area, you may have problems doing this. Call a service provider as soon as possible. Your communications will move exponentially faster through your estimating platforms, and you will be able to upgrade to a modern management system as well.

When initiating service, request a static Internet protocol (IP), which is more expensive than the standard dynamic IP provided by most services, but a necessary part of management systems, especially if you operate multiple locations. Get the fastest service you can afford. The speed of an Internet provider's service is measured in kilobits per second (Kbps), a unit of data transfer rate equal to 1,000 bits per second. Standard, or basic DSL, usually functions at a downstream speed up to 768 Kbps when receiving data and upstream speed up to 384 Kbps when transmitting data. These speeds may be different in your service areas and will depend largely on the modems and other equipment used.

Cable is generally recognized as a faster Internet service provider (ISP). Its speed is measured in mbps (megabit per second), a unit of data transfer rate equal to 1 million bits per second. You don't need to be an IT genius to see that cable generally has much faster data transfer speeds than basic DSL. I suggest a T1 line if you can afford it.