Considering a Computer Network? What to Expect Is You Decide to Take the Plunge

As computers proliferate in a professional office, the time comes when their numbers can create a problem. Many people think it's when the office has a few as 3 computers. Others think problems don't arise until installations grow to 10 or 20. In reality, it's not the number of computers that determines whether an office can benefit from a network; it's how the computers are used. And even more important, how data is used by each computer. Trouble first occurs when users begin carrying floppy disks from one computer to another to share data files with others in the office. If an organization's offices are not in the same building or the same city, the problem becomes more complited. In some cases, floppy disks must be sent by messenger or overnight express mail. Software incompatibilities usually develop when users work with two or more different programs for tasks such as word processing, database management, electronic spreadsheets or business graphics. When that happens, they can't move data easily from one program's files to another's. The result is massive bottlenecks in the work flow. It is equaly frustrating when two employees change different copies of the same file. At some point, the different changes have to be sorted out and merged. This is hard enough with two users. Imagine how complex the sorting and merging become when many users are changing different copies of an original. All these problems--and more--are solvable with networks, which is why they are becoming so popular. A network lets computers share files, disk space and printers as though distinctions between the computers didn't exist. ADVANTAGES OF NETWORKS Networks enhance office productivity by making data sharing easier and by eliminating most duplicate files. They also create the following office efficiencies: * Automated appointment and meeting scheduling. Networks allow users to share sophisticated scheduling functions. When someone proposes a meeting, the computer can automatically compare the unscheduled free time of those invited and then identify and display the unscheduled times they all have in common. * Electronic mail. With e-mail, messages can be sent to one or several colleagues in a single step. It also facilitates very quick replies, message forwarding and incorporation of the text of a message into other computerized documents. * Electronic meetings. A network also can function as a meeting environment, allowing each attender to participate without leaving the office. * Cheaper software updates and maintenance. Without a network, computers are self-contained units requiring individual software installation, updates and maintenance. But with networks, one version of a software package serves dozens, or hundreds, of users. Considering how many software packages most offices use, the savings, in dollars and time, are considerable. * Software standardization. Once the office has a network, central choices can be made about software for all users. In addition to allowing users to share data, this means everyone will be using the same type software; it now will be easier to train users (they can help each other and share tips). * Safer back-ups data. Without a network, users take responsibility for backing up their own data, with somewhat spotty results. But with data stored on a network, a single person can back up everyone's data at once. This saves time and ensures secure data back-up. A warning. As efficient as networks are, problems do exist. Network technology is complicated. Most people know one or more horror stories about network installation foul-ups. But such occurrences are becoming less frequent, and in general the technology has developed to the point where most network installations are relatively trouble-free. HOW TO SET UP A NETWORK Here is what a first-time network buyer should know. …