Running a business is stressful enough without having to constantly worry about technology. Most entrepreneurs and CEOs aren’t IT pros, but typically have an idea about what they need their technology to provide. Namely – automation, communication, and collaboration with customers, staff and partners.

If nothing else, most CEOs know they need the basics – like email and Internet access, along with basic productivity software. But then there are industry specific software choices, and software to tackle project management and CRM. It can get very complicated, very fast.

As a business grows, I’ve seen dozens of ways that entrepreneurs try to address tech challenges – everything from hiring a teenage neighbor who is great with computers to full-time staff.  Then of course there are hourly consultants, or managed services providers. Every business is different, and no answer is perfect.

As a veteran of the IT industry and someone who has built a few businesses myself – and made plenty of mistakes along the way – I’m here to provide a few helpful tips and pitfalls to watch out for when it comes to managing technology and a business at the same time – hopefully while remaining sane and enjoying success.

Top Five Pitfalls

In no particular order, allow me to share a Top 5 list of common IT mistakes I’ve seen made over and over. Try NOT to do anything on this list.

1.) Failing to Back-Up Data Properly

Here’s a sure-fire way to know if you fall into this category. Can you answer the question, “How do you back up your data?” With confidence and clarity? Do you know you’re safe if that server in the closet (that one that might not be properly cooled or protected) crashes or if there’s a fire or flood at the office? Who backs up your data? How often? If you don’t know the answer to this question, go find out. Right away.

And don’t think for a moment that if you are safe if your IT guy takes back-up tapes home every evening. Make sure you run a disaster recovery test at least once a year to make sure you’re safe. Make pretend everything at the office gets wiped out. Can you still operate the next day? The next week?

2.) Lack of Alignment Between Leadership and IT Direction

Like it or not, your technology choices say a lot about your business before you might even have a chance to speak to a customer. Put it this way, have you ever judged a person by the type of laptop he uses or the smart phone he carries? Technology says a lot about your personality as an individual and as a business. You should stop to think about the kind of business you run and whether or not the technology in place supports your vision. If you want a culture of innovation but provide employees with old computers and outdated systems, you might have a hard time pulling that one off. As a business leader, your responsibility is to set a certain tone and set of expectations. Make sure your technology enables your employees to fulfill them or you might be setting them up for failure.

3.) Buying Technology Without a Clear Business Case

Here’s one I see every week. A CEO either gets bad advice or decides for himself that he simply must have a certain new type of software or server solution and pulls the trigger without examining the business case. Would you believe me if I told you that I’ve been to companies where there are more servers than employees? Especially when you’re starting out, you should always investigate pay-as-you-go (or free trial) cloud computing options.

Many times, even full-time, trusted IT staff will steer a CEO wrong when it comes to technology buying decisions. I have seen it time and time again. Someone gets a hold of the latest issue of PC World and convinces the CEO that the business must have the latest software but can’t explain exactly why. No one stops to ask the tough questions like “Why do we need this?” and “What will it deliver?” Don’t just buy for the sake of buying the latest thing, make sure there’s a clear business case.

4.) Failing to Budget Appropriate Dollars and Resources

How do you know how much to spend on IT? Typically, I’ve found that it’s appropriate to spend about 1 to 1.5 percent of annual revenue on IT. This will at least give you a ballpark so you can budget and should include hardware, software, and support. This does not include investment in items like custom development or software applications that might provide specific revenue streams. Problems inevitably arise in any organization of any size when the CEO tries to skimp on IT. It’s the problems that you don’t even know could occur that could put you in trouble. Do your business a favor and invest properly in IT so that your customers and partners can count on you.

5.) Failing to Set Standards for Technology Conduct

Do your employees know what’s expected of them from a technology conduct perspective? Is it OK to use the corporate account for personal email and IM? Do you let employees use Skype, Facebook, LinkedIn, YouTube and other social media sites at work? These are important decisions and discussions you must have. Failing to do so may lead to embarrassing situations or even undetected viruses and problems. My best advice is to follow your company’s culture in setting policies. If you prefer an open, laid back environment, there might be no harm in allowing occasional visits to Facebook, but it’s important to put policies in writing along with protective technologies, and hold employees accountable. After all, that’s your job as CEO.

I hope this list helps you get a handle on some of the key IT challenges and decisions you must face in order to run a successful business. Obviously you’ll run into other problems along the way, but if you set clear expectations, do your homework, and ask the tough questions before buying anything, you’ll be way ahead of the game.

Rick Crane, President & CEO, GoBeyond IT

PROS

1. Email and Calendar are very intuitive. Email has been in the palm of our hands for years with devices such as the iPhone, Blackberry, and Smartphones. However, the iPad takes mobile email to a whole new level. You can scan through previews of each email and select the one you want to read with ease. Another great feature is that when you add applications such as PDF readers, Pages, Quick Office, or iAnnotate, you have the option to open attachments in any of the installed corresponding programs. The Calendar has multiple views, and appointments are color-coded depending upon the type of calendar. For instance, if you have multiple calendars – Personal & Work. Adding an appointment with attendees is simple. Syncing with Microsoft is a no brainer.

2. The ability to take notes with applications called PenUltimate and iAnnotate. I take notes in different digital notebooks and then email the page after the meeting with follow-up, etc. I also like that with the application, iAnnotate, you can actually sign documents without having to print them out. This is critical for someone who needs to sign a lot of contracts or edit/fill out a lot of PDF documents.

4. Ample Battery Life. I got on a plane leaving San Francisco at 7:30AM and got arrived after a layover to Philadelphia at 7:00PM and still had 20% battery life remaining. I would say I worked on the plane, but I mostly played Card Shark.

5. Landscape Feature. The landscape feature makes reading attachments, books, and websites easier.

6. The App Store. Having the App Store readily accessible makes solving problems convenient.

7. Pay for what you need. You are not locked into a contract – you can buy bandwidth as you need it. For example, if you want to go on vacation and you don’t think you will use a lot of cellular that month, you can just stop it. Bandwidth is purchased in Unlimited or 250MB packages.

CONS

1. Flash is unavailable. I realize that this feature was avoided to increase battery life and performance, but I hate that I need to boot up my laptop to surf certain websites.

2. Pages is OKAY. This application is practical for someone who is just creating a basic document. However, if you are trying to edit a word document, it just simply doesn’t work. The document imports with a totally different look and feel.

3. The External USB Keyboard is not efficient. You have to initiate the keyboard every time you want to use it. The feel of the keyboard and the use of it with applications not specifically created by Apple work, but not consistently.

4. A few design frustrations. The glass screen easily displays fingerprints, and the Apple case is durable, but makes it hard to access the side controls.

CONCLUSION

All in all, the iPad is a great tool, but many day-to-day functions leave a lot to be desired.

Rick Crane, President & CEO, GoBeyond IT

The local weather report said “blizzard by week’s end.” As the week progressed, folks were even calling this the “Storm of the Century,” and “Snowmagedeon.” After much consideration, I sent a company-wide e-mail Thursday night, informing them that Friday would be a snow day. You see, a “snow day” for us means that all phones are forwarded, all systems are available via online desktops, and it is business as usual. Our teams can collaborate via Instant Messenger, and we can share files and computer screens using tools like Skype and GoToMeeting, etc. Short of meeting with clients face-to-face, we are still able to conduct face-to-face meetings via webcams and GoToMeeting. I even conducted my first Skype to Skype video interview for a potential Project Manager. I am happy to report she has been hired.

Now, what does it take to create a successful “snow day?” Well, besides 27 inches of snow, you must examine all areas of the operation to determine what job functions simply can’t be done without being present in the office. Additionally, consider what functions can’t be done without utility services to your office. You may ask, “Why start from what can’t be done?” Well, most folks take care of the obvious elements, but forget things like phone forwarding, remote access, client notifications, and alternative methods for simply getting business done.

This snow day has caused us to review our current plan for what we call “work from home,” and determine what worked and what didn’t. I highly recommend, while it is still fresh in everyone’s mind, to have a meeting with key personnel to discuss the impact of the storm on both the business and your employees. Did your employees feel connected? Connected with a purpose? Did they feel out of touch? Or, did they fall right in line?

An idea that resulted from our recent snow day was the ability to train our professional staff online, while working from home. Think about it. Everyone who is in production, accounting, or finance, needs to refine or update their skills every so often. What better time to do this then on a snow day. Another idea was the thought of creating a list of items to do on a snow day. This is a list compiled of things that would be ideal to finish, but are not necessarily high priority. For example, we are currently testing an Online Forms Tool. I spent last Friday working with the service provider in California to set this up. This is something that probably wouldn’t have gotten done without a snow day.

So I ask, how productive was your company’s snow day?

Photo Credit: Getty Images

Rick Crane, President & CEO, GoBeyond IT

I found a tool called Corelytics created by CoreConnex. Corelytics is an application that will enable me to determine what my goals are for the year by using company data from QuickBooks. Hooray! It also compares my financial data against thousands of other service providers just like me.

Corelytics was up and running in about 30 minutes, and I was able to import my QuickBooks data with a few simple steps. There was a need to interact with a Corelytics representative; however, the process was virtually painless. Amazingly, in rapid fashion, I’m now able to evaluate and dissect my QuickBooks data from a much different perspective. This application has already helped me make some key decisions, and it has only been running for 1 day! I am happy to report that the cost was $349.00 for setup, and $49.00 per month.

The second application is Get Satisfaction. This application enables customers to rate your service. It also provides clients with a support portal that has a lot of user interactions. I am excited about Get Satisfaction because I truly think this will help us to connect with our clients. Community based support and client ratings are rapidly becoming the only way people buy a product or service. We will be trying Get Satisfaction, along with other functions of our business, to increase client satisfaction and loyalty.

I am amazed at how fast one can find and implement ideas using applications delivered from the Cloud. The two applications listed above would have taken thousands of dollars, hundreds of hours, and a lot of trial and error to execute in years past. Instead, in the time it takes me to finish a good meal, I have two applications that I couldn’t be happier with. I think you’ll agree.

Rick Crane, President & CEO, GoBeyond IT

Now, I wonder how long it will be before cars are connected to the Cloud? In essence, I am already connected to the Cloud (or am I?) with BMW Assist, which could have rebooted my car remotely. But, how long will it be before cars are just another computer on your network? I know it’s a stretch, but in the future when I enter a destination, could my email calendar automatically sync with my car’s navigation system with directions already in play? If I am headed to a meeting and hit unexpected traffic, could my car send an email letting them know I am running late?

Imagine if cars could correlate information from the Cloud to your trip. For example, what if you’re someone that needs to drive long distances for work, but you have a health condition. Imagine if the Cloud could calculate your drive time and provide you with alerts as to when and where to pull over and take a break.

Imagine if gas stations could publish their prices on the Internet (some already do), and while you’re traveling and your car gets low on gas, not only does it find the lowest price, but your navigation gets updated with directions. There is already an application for the iPhone that helps you find nearest gas stations and their prices, why couldn’t your car do the work too?

What are the limits for cars and the Cloud? If my car isn’t truly connected to the Cloud, then I can’t wait until my lease is up!

Rick Crane, President & CEO, GoBeyond IT

Recently, we were in need of a solution that would enable clients to sign contracts and documents in a more timely fashion. I Googled “contract signing” and low and behold a number of digital signature companies popped up. I decided to take a look around. I tried both www.docusign.com and www.echosign.com. Both worked very well, but the use and interface of Echosign seemed to fit our needs best. Again, being a cloud-based solution I was able to test the solution for 30 days and then select a package that was extremely economical. Now, I am not here to push digital signature companies, but by researching a new way and trusting the cloud, we cut our contract signing time from 2 weeks to less than 4 hours. Furthermore, we have had clients thank us for the ease of use in adding services, etc. We are now expanding our use of Echosign to include online forms and process improvement.

My next project is to find a way to connect our mobile workers via tablets, laptops, and iPhones using forms that will enable us to input sales, technical, and client data in real-time. Cloud-based www.formspring.com is in the lead because of its iPhone integration. However, Wufoo, Formatta, and a few others are still close behind. These cloud-based companies could literally cut our processing time by over 5 days per project, increase results, and accuracy.

So why does the cloud matter? I will be posting a host of new cloud-based solutions often that could be of help to your business. Who knows, maybe one of my “explorations” will save you time or make you money.

Rick Crane, President & CEO, GoBeyond IT