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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 must keep in mind when installing systems that will handle all your critical data and help you operate your business.

1. Network cabling. The majority of systems are PC-based, designed to run on MS Windows technology. This means that the workstations and peripherals most likely will communicate over standard Ethernet networking. Although wireless communications have been the talk of the town these days, it is still highly recommended to “hardwire” your computer stations. Some vendors include this service in their bid; others specify that cabling must be arranged with a third-party vendor.

In spite of who will work on the cabling, all must be properly plugged and tested before installing any equipment. Each peripheral will be needing 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. Installing a dedicated and isolated circuits for your equipmments such as your POS computers, network devices such as hubs and routers, and phone systems that can share. No other equipment should be on the same breaker switch. Preferably, your network, phone, and electrical service will be near one another. An isolated circuit means that the circuit has a ground separate from that of the main electrical service. This helps prevent spikes and surges that may damage motherboards and hard drives. Note, however, that you’ll still want to use surge protectors at each workstation.

3. Properly designed workspace. When designing workstation areas, be sure to leave some extra space to comfortably fit all needed equipments there. A flat roomy space for server stations should be large enough to hold a computer monitor, guest check printer, and possibly a credit card terminal if you plan to use separate credit card equipment. There should be enough space directly underneath the tabletop to hold the computer, surge protector, power strip and a battery backup (UPS).

If you plan to place your workstations on mill-manufactured top 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 should give sufficient space for cords and cables on most POS systems.

For the cashier and bartender stations, the tabletop space should also be ample 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. So better make sure you get the drawer specifications from your supplier in advance if you are building a custom countertop for your drawer to fit perfectly in.

4. Maintenance Plans. Many vendors may offer some type of service plan as part of your original purchase. The fact is, business grade systems are composed of hardware that are not built to last forever especially in retail establishments like a retail business. Printers will eventually break, fans will slowl fail, and hard drives will crash. How often depends on the environment that the retail POS system operates. Dirt, dust, heat and moisture are not friendly allies to office and restaurant POS equipment.

I’ve seen some systems that rarely experience problems while others deal with them constantly. The best thing an operator can do is to invest in good equipment and then protect that investment by maintaining it. 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.

A retail POS system represents a large investment. But if you set a time to make sure that the above steps are included in your checklist, then 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 almost 25 years of retail business experience, Retail POS Solutions.com helps ensure that your technology is more efficient and your business more profitable.

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