Buying computer equipment is no small task for most small businesses. The dizzying array of brands, specifications and prices can make shopping for something as simple as a mouse into a time-consuming exercise.

The trick is to do enough research to know exactly what you need. Once you have accomplished that, you can quickly eliminate a large portion of purchase options and focus on the few that do meet your requirements.

Essential requirements to assess in determining hardware needs:

• Processing speed
• Modem speed
• Color capability
• Memory size
• Hard drive capacity
• Monitor size

For example, a company that generates a large volume of computerized graphics work, such as an advertising agency, would want to shop for computers with very large hard drives and super-fast processors, because of the memory-guzzling nature and processing complexity of graphics work. Meanwhile, a flower shop, with very basic computing requirements such as bookkeeping, inventory control and invoicing, would be well-served by a computer with a lesser amount of hard drive storage and mid-range processing speed, since these computing functions require only average speed and storage capacity.

It is also important to consider the growth projections of your business and the likelihood that you will need to upgrade in the future. Because computer technology is evolving so rapidly, what you buy now will be obsolete very quickly. On the other hand, your specific business needs may be such that you do not need to have the latest and greatest products every year.

At the very least, try to project your computing needs three to four years into the future. Then, you can shop for equipment that may be slightly excessive for your current requirements, but will be adequate two years down the road.

If your company uses several different computing functions such as word processing, database marketing, desktop publishing and spreadsheet functions, it may pay to retain a computer consultant to help you integrate the various functions without wasting money. Good consultants can be found by contacting your local Chamber of Commerce, asking colleagues for referrals, or consulting a local computer buying publication.

To keep track of the many options offered by various brands and models, consider using a simple checklist, enumerating your specific requirements and the various equipment options that include each feature. That way, once you have looked at 15 or 20 different choices, you will be able to quickly see which ones come closest to meeting your requirements.

There are four main methods for buying hardware:

• Computer store
• Outlet of a national computing retail operation
• Mail order
• Internet

Each option has benefits and tradeoffs. You will usually get the best service from a local computer store. These stores are usually small and have the ability to focus on your individual needs. Often, these businesses will custom-build systems to your specifications in addition to selling national brand equipment.

You probably will pay a little more for your system by dealing with a local retailer, but the added expense may make sense if it gets you personalized service and support.

Shopping at a large retailer is usually the best way to get inexpensive prices on brand-name systems without having to order by mail. You can talk to a representative to help make your decision. You also can get a hands-on feel for the hardware instead of just looking at a picture in a catalogue--which is what you do when you shop via mail order.

Mail order is the way to buy your machine if you just want the absolute lowest price or if you want to build your own system. But to do this properly, you must know the exact technical specifications of the equipment you need--something not all business people have time to figure out.

In addition to some very good mail order services, you may find it even more convenient to shop on the World Wide Web.

The Best Price

Prices can vary significantly from one vendor to the next regardless of whether you are shopping at the local, national or electronic level. So it always pays to shop aggressively. Check on-line vendors, mail-order catalogues, local retailers, and newspaper ads for sales.

In addition to the price, be sure to ask:

• Does the product you are buying have a warranty?
• When does it expire?
• Can you return the product for a refund?
• If you are buying from a mail order operation, does the vendor charge a re-stocking fee?

Always read the fine print on every purchase order, and make sure that you get warranty and return policy details in writing. Always make purchases using a credit card. It makes it much easier to solve problems regarding charges. If you purchase with a check and the vendor cashes it, you will not have much leverage if the product is not deliver as promised.

If possible, arrange to take delivery of new computer equipment early in the week. That way you increase your chances of getting in touch quickly if there is a problem, and you will not have to wait if the vendor does not offer weekend support.

When the shipment arrives, check to make sure that all the parts, accessories, documentation, etc. are included. Do not discard the packaging because you may need it to return defective items.