Making the most of IT

Get the basics right and harness computer power for your pub. By Phil Mellows.

When it comes to computer technology, the human race is still in its clumsy adolescent phase. We chase the latest sexy innovations without knowing exactly what we are supposed to do with them. We are addicted to flash gimmickry without really considering the practical applications.

We stumble ahead, more or less in the right direction but often uncomfortably aware that we may be squandering the vast potential of IT.

The pub industry is no exception. In each of the past few years, for instance, "entertainment" has topped the list of applications of the internet in The Publican's Market Report. Despite the growth of business uses, last summer's survey still revealed that 64 per cent use it for entertainment compared to 42 per cent who carry out e-commerce.

While the number of independent pubs with a back-office system has ballooned it is a fair bet that licensees are harnessing only a tiny fraction of computer power to the benefit of their businesses.

According to one IT provider, the problem even extends to managed chains. "The pub industry may have embraced IT in the last few years - but many companies are not using it to the best advantage," said Lee Cox, commercial director of Reading-based Sol-Tec.

"They are missing out on return on their investment and they are not adding genuine value for their customers."

Lee argues that although companies have installed systems to service a large number of users, the industry suffers from a shortage of skilled on-site IT staff. Those that are there spend all their time firefighting problems rather than developing ways in which computers can benefit the business.

Sol-Tec is currently doing its bit to put that right with its work for pub and restaurant group Noble House taking charge of the communications network connecting headquarters with its 179 outlets.

If you run an individual pub you may not need such elaborate systems, but there is still a lot to gain. As Lee points out, "the need for effective technology extends to all involved in the pub trade. Technology is an important tool for everyone".

This isn't about being a geek. It is mostly about getting a firm foundation employing some basic rules that have little to do with computer wizardry. From there you can develop applications that can add real value.

Lee offers the following advice to licensees:

Buy the right computer​

The simple rule is, if it's got a joystick attached you've got the wrong machine. The computers sold in most high street shops are not designed for business use. You need to go to what is called a "reseller" linked to a major IT name such as Hewlett Packard.

Surprisingly, this probably won't cost you any more money but the system you get will be more geared to your business needs. Plus, a specialist supplier can give you advice, helping you to buy the right computer for your operation.

But don't let it blind you with science. Demand a straight-talking, down-to-earth explanation that makes sense to your business.

A PC should last you three or four years before it struggles to run the latest software. Don't upgrade for upgrade's sake.

Get back-up​

This is really boring but however small your business you must back-up the data held both on your PC and your EPoS system, if you have one. Computers which aren't on a network are vulnerable to hardware and software crashes in which you could lose all the information you need to run your business efficiently. Making sure you can recover it can save you a lot of money.

The most appropriate back-up method for a small business is a tape on which you download data every day. Your IT supplier may provide an emergency recovery service and there are also systems which force you to back-up regularly.

Protect your system​

IT systems are also threatened by viruses, security breaches and hacking. If you conduct any part of your business through email or use floppy disks to exchange information, virus scanning software is essential.

Most PCs come with this software but you may need further protection. Explain to your IT supplier how you use your computer and how many people have access to it.

You can take other precautions. Don't open unsolicited emails from people you don't know, especially if it has an attachment. Just delete it.

Hacking is less of a threat to an individual pub but chains should install a firewall to deflect any attack.

Secure your system​

There are also internal threats to your system's integrity - your staff and family are the people most likely to damage it.

The biggest risk, run by many small businesses, is to use the same PC for business and play. If the kids use it to download games from the internet, for instance, a virus can easily infect your business system.

Make sure access to your system is password protected - and don't leave the password in an obvious place. Restrict full access to one or two people and only allow others enough access to do their job. Ban internet, email and file access to those who do not need it.

Train​

The savings you might make through technology, and the added value you might give your customers, depends upon understanding the power of your computer and the training that will enable you to harness it.

A good supplier will be able to give you, and staff who need it, appropriate computer training. You don't need expert programmers but a guide to trouble-shooting is a good start.

Courses are available that can cater for any needs from a two-day package to run an accounts programme to a half hour's coaching to design a menu.

Remember that a little knowledge - such as past experience of a different system - can be a dangerous thing.

Lease equipment​

If your business is growing fast and changing, make sure your computer system keeps up at a minimum cost by leasing equipment. Sol-Tech's research shows that eight out of 10 companies use leasing to some extent.

Access the internet​

Although broadband may not have reached many pubs in rural areas - yet - as soon as it becomes available, grab it. It is quicker and will work out cheaper for most businesses.

Outsource​

If you think you're big enough you can let a specialist company handle maintenance, repetitive back-office tasks and trouble-shooting, allowing you to concentrate on making the most of the system - and running the pub.

IT tips​

• Choose a good IT provider which will take care of upgrades, maintenance and support
• Only buy the kind of system that is appropriate to your business needs
• Back-up all your data
• Use virus-scanning software
• Password protect access to your computer
• Lease necessary equipment as your business changes and grows
• Ask your IT provider to supply training, especially for trouble-shooting