Running a Zero-Infrastructure Company, Part 2c: Not-so-Hardware of our Shop

EFax & Vocalocity

We did manage to avoid a fax machine, sort of. Instead, we setup a multi-purpose scanner/fax/printer and EFax. The scanner software from HP allows us to scan direct to a PC hard drive over the network. We can then 'fax' that to anywhere, and receive faxes to our inbox to avoid printing them out. We only use it for signatures.

Vocalocity is still a new endeavor for us – when they say it only takes 15 minutes to get up and running, that does not include the months of waiting while paying off teamsters at the local TelCo to release and switch over the numbers you own. But considering a simple in-house PBX can cost thousands in hardware and cryptic learning, this is worth it. I look forward to integrating some of these features. In the mean time it's enough that we can just forward phones and transfer calls as needed.

Hardware: TDS vs. Time Warner Cable, Laptops, Mac-tops, Cable Modem, UPS, WiFi Router, IP Phones, Cell Phones, Printer/Scanner

Yeah, so 0-Infrastructure is more of a goal than a reality. When it comes to hardware, everything comes down to service plans, service performed, product reliability and cost. Here's the quick-list of what we did, what we learned and where we're at:

• Time Warner Cable is a better choice than TDS. Not because it's cable over DSL. Because TWC actually delivers on service, immediately. You also get to pay extra for this. Lots and lots of extra.
  
• Dell Laptops with three-year, gold-level, light-it-on-fire-and-we'll-still-replace-it support is our scalable choice. Why laptops? They're pretty powerful now. They have their own UPS. You can take it with you! We did have some early non-Dell purchases (HPs, a Lenovo and one government level experiment with Alienware), but it's easiest to call one company for our hardware support. Pay $300 extra per laptop to have 4-hour onsite service, or watch production staff spend a day+ not producing...
  
• Not everyone works in Windows-land. Our design team loves Macs, and we still get to run Vista on them for cross-platform hurdles. I support this choice because I support our people – I want them to have what they need to do work they love. Fans love 'em, they do have a legitimate slew of benefits… just nod your head and sign the PO for the Mac-heads.
  
• Cable Modem – comes with the service, supported by the service contract. Put it on your UPS. 'Nuff said.
  
• Uninterruptable Power Supply (UPS) – get something that will support multiple machines for more than 4 hours, but that can still be carried by one person. Plug your modems, routers and VOIP boxes into it to maintain a connection to the Big Blue Room if the power goes out.
  
• WiFi Router – the Linksys WRT54G is perfect for a house of 10 or less. Make everything wireless if you can help it, and get quality CAT-5 cable when you can't. Just make sure you follow all the WiFi security rules. Honestly, how much longer before we can cut every cord by the power? If you do have more than 4 hard-lines, use a Linksys switch too. And if none of this makes sense to you, just pay the local virtual-IT department to do it so you can focus on production.
  
• Vocalocity recommended the Linksys SPA941 which was satisfactory for us. Inexpensive, good display, good speakerphone, multi-line, headset-capable and we can transfer calls. For superior conference call capability, we bought a Polycom SoundStation used through Ebay. I recommend getting one with a warranty, as sometimes people can't hear us very well, but my long-term experience still recommends a Polycom for conferencing.
  
• One area we haven't really incorporated under the business umbrella is cell phones. Their invaluable for our 0-infrastructure, but very personal and generally everybody already has one. My only recommendation is to get phones that are Gmail & Google Calendar ready.
  
• We started the business on an all-in-one HP printer/scanner/fax unit, but then bought another small laser printer for printing checks. Later as we purchased a bunch of Dell laptops, they gave us a 'free' color laser printer. They haven't required any major repairs, so no complaints here. If you decide to buy refilled toner, buy it from a local service that will also fix your printer for 'free' as part of your toner contract.
  

Next Time: Part 2d, Webstuff at our Shop