How to choose the right server for your business

You know the tell-tale signs that you need a new server. You’ve reached that point where your existing hardware is creaking under its workload, unable to cope with the demands of a growing business. More employees, more email, more data - it’s tough on an old machine. What used to be fine for five or ten workers just can’t cope when you’re pushing 20 or 25. It might be time to let the old server go before it lets you down.

Or maybe your business doesn’t currently have a server. Perhaps you’re used to a more ad hoc network, sharing files using shared folders, email and online apps such as Dropbox, or relying on free cloud-based services to keep calendars and contacts lists in sync. This can work for some micro-sized businesses - at least for a while - but wouldn’t it be great to have your crucial files and documents, organised, centralised and protected by a daily backup?

Wouldn’t it be good to have control over who could access which files, and who couldn’t? Wouldn’t it be nice if you could reach for one version of a file and not have to check which of the eight different versions lurking on different PCs was the most up to date?

With even an entry-level server, all these things become not only possible, but practical - and you’re building a platform that can last your business for years to come.

Defining your needs

Before you pull out the company credit card, however, get an accurate idea of your needs. Small-business servers can cost anywhere between £300 and £3,000, with a bewildering array of processor, operating system, networking and storage options to consider.

On the one hand, it makes no sense to pay extra for enterprise-class performance if you’re running a business with fewer than 20 seats. On the other, you need to make sure your servers can cope with current workloads, and grow to handle extra work as your company develops.

As you check through the different configurations available, try to match the features on offer to your actual needs. If your business will remain small, then even a relatively low-end processor with 1GB or 2GB of RAM will be fast enough for server duties - although this doesn’t mean you should forsake robust server hardware for a “dressed up” desktop system. In the average office environment, you’ll need something reliable, efficient and, importantly, quiet.

To define your needs, have a think about the following factors:

Headcount

The more employees you have, the more simultaneous demands the server is likely to face, and the more CPU horsepower, RAM and hard disk space it needs. Don’t only take into account the numbers you’re working with now; plan for future growth.

While the entry-level specification might suit you now, is there room to scale up later? Can you add another processor? Is there space for another hard disk or more RAM? If you don’t know the answers to these technical questions yourself, ask. Either find a local IT consultant, or call Dell’s experts on 0844 444 3832.

Files

Take an inventory of the files employees work with every day, and extend that practice across a longer period to get an idea of how much storage space you’ll need. No two businesses are the same - a company working in design or publishing will be working with larger files than one in financial services - and nor will all employees have the same needs.

Again, make allowances for growth, and you should get some idea of how much storage space you’re going to need, and how much performance you’ll need to keep things running smoothly. Similarly, think about the nature of the files you’re working on.

Sharing

Word documents or calendar information won’t strain even a basic entry-level server. Working with large-scale databases or massive video files will.

Performance & redundancy

For some entry-level servers a single hard disk will be fine, with a daily backup offering adequate protection. However, most servers rely on a RAID array to provide cover in case one drive develops a fault. With two drives you can set up a RAID1 array, with two drives “mirrored” to ensure that, should one go, your server will carry on regardless.

With three you can have a RAID5 array, “striping” data across two drives for added performance and distributing data across the drives to ensure that, in the event of a hard drive failure, lost files can be reconstructed with minimal visible effect.

For extra speeds and even more robust operation, look at moving from a SATA RAID to a SAS (serial-attached SCSI) array. These offer faster transfer rates and stronger error handling, while being specifically designed for a demanding, 24/7 workload. Inevitably, though, SAS drives come at a higher cost.

Operating systems & software

You can buy a server without any operating system and even install a Linux-based OS such as Ubuntu at zero upfront cost. However, most businesses will feel more comfortable with Windows. The stripped-back Windows Server 2008 R2 Foundation OS has limitations but is a great, affordable solution for small businesses.

If you’re not experienced with servers, look at Microsoft Windows Small Business Server 2011, which makes setting up and maintaining a small-business server as easy as humanly possible. There are two flavours of Windows SBS 2011: Standard and Essentials.

We provide a side-by-side comparison of Windows SBS 2011 Standard and SBS 2011 Essentials in a separate article. Once you’ve read this to decide which is most appropriate to your business, we recommend reading our deeper guides to Windows SBS 2011 Essentials and Windows SBS 2011 Standard.

Dell ProSupport

With servers, even more so than with desktops, support is as vital a part of the specification as the CPU or RAM. If your server is going to be critical to the everyday running of your business, then you need it protected by a long-term warranty and rapid, effective support - especially if your company doesn’t have dedicated IT staff.

That’s why Dell recommends its ProSupport service with small-business servers. Dell ProSupport is an enterprise-grade support option, offering advice and a rapid response from expert technicians who can rely on Dell’s global resources to deal with any situation that might arise.

Dell ProSupport also offers comprehensive multivendor support: if your server is from Dell but your PCs or laptops are from HP, Lenovo or a range of other manufacturers, then Dell ProSupport will still provide solutions, and not just bat third-party issues back to you.

Within certain limits, you can cover all your hardware under one convenient service contract, and receive professional advice on anything from Microsoft Exchange to virtualisation. If you’re getting to grips with your first server, ProSupport is the closest thing to an in-house helpdesk, out of house.

If you want further details on any of these products and services, call one of Dell’s experts on 0844 444 3832.