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Looking to buy a new computer system? Regardless of whether you are looking at a system for your office or restaurant, there are a couple of things you must keep in mind when installing systems that will help you manage your office data and help you operate your business.

1. Network cables. The majority of systems are computer-based, designed to run on MS Windows technology. Which means your workstations and peripherals most likely will communicate over standard Ethernet networking. Although wireless communications have been the talk of the town these days, it’s still much better 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.

Inspite of who will work on the cabling, all must be properly plugged and tested before installing any equipment. Each piece of equipment will be needing a cable drop. A cable drop is the cable that connects a device to a network, like your computer or remote printer connecting to a networking source.

For POS systems, the restaurant 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 sometimes 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. There should be no other electrical equipment on this circuitry. Preferably, your network, phone, and electrical service will be near one another. An isolated circuit means that the circuit has a ground separate from the main electrical service. This helps prevent spikes and surges that may damage motherboards and hard drives. Note, however, you may still want to use surge protectors at each workstation.

3. Properly designed workspace. When it’s time to design workstation areas, make sure to leave enough space to comfortably fit your needed equipments. A flat roomy space for server stations should be large enough to place a computer monitor, guest check printer, and possibly a credit card terminal if you are planning to use separate credit card equipment. Leave enough space below the tabletop to hold your computer, surge protector, power strip and your UPS.

If you plan to place your workstations on millwork surfaces such as granite or woodwork, you may want to have your contractor pre-drill holes to place cables or power cords beneath the surface. A 2-inch hole should give sufficient space for cords and cables on most POS systems.

For cashier and bartender stations, the tabletop space should also be ample enough to 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. Service plans, as part of your system. Many vendors will offer different types of service plans 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 a restaurant environment. POS printers will eventually break, fans will slowl fail, and hard drives will crash. How often is dependent upon the conditions under which they operate. Dirt, dust, heat and moisture are the most common threat to office and restaruant POS equipment.

There are those people who rarely experience problems wih their computers while others continue to deal with same problems. The best thing an operator can do is to invest in good equipment and maintain it to prevent future damages. Many restaurant POS solutions provider will offer ongoing service contracts that are basically extended warranties. The annual cost for these services usually ranges from 10%-20% of the original purchase price.

Remember that computer systems represent a sizable investment. But if you set a time to make sure that the above steps are included in your checklist, then you are more likely 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 of this article is the Vice President of Customer Relations at POS-for-Restaurants.com — With over 20 years of restaurant experience helping businesses like yours to use your technology more efficient and make your business more profitable .