Are you in the process of looking at a new computer system? Regardless of whether you are looking at a system for your office or retail business, there are a couple of things you should keep in mind when installing systems that will help run your operations and store all of your critical data.
1. Network cabling. Most systems are PC-based, designed to run on MS Windows technology. All parts of your POS system will communicate over data cables. Even though wireless communications have become increasingly popular both for home and office environments, I would still prefer to “hardwire” your computer stations. Some vendors include this service in their bid; others specify that cabling must be contracted through a third-party vendor.
In spite of who will work on the cabling, make sure all cables are properly plugged and tested before installing any equipment. Each part of the retail POS system will require a cable drop. A cable drop is the wiring between a computer and its Ethernet transceiver.
For POS systems, the retail business should be wired with CAT 5 or 6 network cabling that runs from every conceivable POS workstation, remote printer or KDS, office computer, hostess station, delivery order desks, cashier stations and network server to a “home run” area such as a central patch panel, preferably located in your telephone or electrical room or closet. Cabling routes need to ensure that cables are at least 24 inches from fluorescent fixtures, neon transformers and electrical motors, as these devices can cause communications interference.
2. Electrical. Install dedicated and isolated circuits that all of your POS, computers, network devices such as hubs and routers, and phone systems can share. No other electrical equipment should be on this circuitry. I would prefer getting your network, phone, and electrical service to be near to each other. An isolated circuit means that the circuit has a ground separate from that of the rest of the electrical circuits in your business. This helps prevent spikes and surges that may destroy motherboards and hard drives. Note, however, you may still want to use surge protectors at each workstation.
3. Efficiently designed workspace. When designing the workstation area, be sure to leave ample space to comfortably fit the equipment needed there. A flat roomy space for server stations should be large enough to place your computer monitor, guest check printer, and possibly a credit card terminal if you are planning to use separate credit card equipment. There should be enough space directly underneath the workspace to house the computer, surge protector/power strip and a battery backup.
If you plan to place your workstations on millwork surfaces such as granite or woodwork, have your contractor pre-drill holes where to run cables or power cords beneath the surface. A 2-inch hole would be enough space for cords and cables on most POS systems.
For cashier and bartender stations, tabletop space should also be large enough to perfectly fit a cash drawer and an order confirmation customer display. Most cash drawers have a footprint (space requirement) of 15- to 17-inch depth; 16- to 20-inch width; and 3.5- to 4-inch height. Be sure to get the drawer specifications from your supplier in advance if you are building a custom countertop so that the drawer is recessed into or underneath the counter.
4. Maintenance Plans. Most vendors will offer some type of maintenance plan as part of the original agreement. The fact is, business grade systems are composed of materials that will not last forever especially in retail businesss. Printers will eventually break, fans will slowl fail, and hard drives will crash. How frequently depends on the conditions in which your system is installed. Dirt, dust, heat and moisture are the most common threat to office and restaurant POS equipment.
I’ve seen some systems that rarely experience problems while others deal with them constantly. The best thing a retail business owner can do is to invest in good equipment and maintain it to reduce future damages. Many retail business POS solutions provider will offer ongoing service plans that are basically extended warranties. The annual cost for these services usually ranges from 10% to 20% of the original purchase price.
Computer systems represent a sizable investment. But if you dedicate the time and planning required to properly put in place and maintain the system, you are more apt to be rewarded a return on your investment by getting the most from your system in cost reduction, labor savings, and ensuring that you can account for all cash.
The Author is the Vice President of Customer Relations at Retail-POS-Solutions.com. With over 20 years of retail business experience, Retail POS Solutions.com helps ensure that your retail POS system is more efficient and your business more profitable.
