How To Minimize Computer Downtime

Contributed by Brian Ochsner

As any small or home-business owner knows, your personal computer should be kept in good running order. When they go down, they can cause big problems if you’re not prepared.

Here are some tips on how to be prepared, and keep computer problems to a minimum:

1. Backup, backup, backup!
   Keeping copies of your business information is an absolute must. I recommend meeting with a computer professional in your area, and discussing what the best backup methods and media are for you. You need to setup a schedule where you backup your information weekly–if not daily. Yes, it will cost you a little bit to buy tapes, zip drives and other media to do this. But it will cost you a LOT more if you lose critical information, such as vital documents, and especially your e-mail list! There are also companies that will backup your information on their server for a small monthly fee. If you’re concerned about fires, floods or hurricanes affecting your data, this may be a good avenue to pursue.
2. Schedule a periodic computer audit at least twice a year.
   Yes, it’ll cost you some money in the short-term, but will save you a bundle in the long-term! Your local IT professional can look over your computer’s hard drive and systems, and make sure that your PC is running at peak efficiency. They can make recommendations on your current software and other programs, and make sure you don’t have hidden viruses that could affect your PC, or potentially someone else’s.
3. Have a good anti-virus program installed on your computer, and run virus scans regularly.
   New viruses, worms and Trojan horses are as big a problem as ever to your computer’s efficiency. After every virus scan, look over the results of each scan. And most importantly–never, ever ignore the warning of a known virus threat.
4. Keep the original installation disks and programs for all the software that you run.
   If something goes wrong or any of your software programs (such as Microsoft® Excel® or Microsoft Access) are accidentally deleted, it’ll save you time and stress by not having to go out and purchase another version of the same software.
5. Find a good local IT professional.
   If you don’t already know of one, you may want to ask friends and coworkers if there is someone they would recommend. Or, you can go through the phone book and look under “Computer–Services & Repair.” I definitely recommend interviewing several IT professionals (as well as several of their references) before selecting one. Funny as it may sound, factor in their personality as well as their professional competence. You don’t want to work with someone that you don’t like or aren’t compatible with.
6. Keep current on the newest updates of software that you use.
   An older version of your software programs may reduce how efficient and productive you are. Turn on your automatic notification feature so that you are aware of new versions.
7. Manage and file your e-mails.
   Setting up file folders based on a contact’s name or a business project will make it easier for you to access critical information in the future if or when its needed. Take some time periodically to clean out your e-mail Inbox.
8. Have a quality power surge protector.
   This is another form of data and hardware insurance. Good power surge protectors are fairly inexpensive, running anywhere from $27 to $115. They’re important because power surges can cause you to lose valuable data, cause premature wear and aging of your computer’s components, and can also cause your computer to breakdown. Like the old saying goes, “an ounce of prevention is worth a pound of cure.” Everyone hates to spend any more money than necessary, but this device can save you MUCH more potential time and stress if a surge fries your PC.

This is a good list of fundamentals about proper maintenance and upkeep of your computer. Remember to run virus scans and disk defragments on a regular basis, stay in contact with a good, competent, local IT professional; and update your software regularly. Best of luck!

Microsoft and Excel are trademarks of Microsoft Corporation, registered in the U.S. and other countries.