Here's how to keep your Mac reliable and happy

In working with the Macintosh since 1985, we have developed some opinions about important techniques that can make your Macs faster and more reliable.

Our advice is primarily geared for offices. Home users -- particularly for kids -- can often adopt lesser standards in terms of hardware.

 

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1. The Macs in your office should be from the three most recent generations. Since its introduction in 1984, the Mac is now in its seventh. These generations can be delineated as follows:

1. 68000 processor, starting in 1984
2. 68020 processor, starting in 1987
3. 68030 processor, starting in 1988
4. 68040 processor, starting in 1991
5. PowerPC processor with NuBus slots, starting in 1994
6. PowerPC processor with PCI slots, starting in 1995
7. G3 PowerPC, starting in 1997

Organizations with 4th generation Macs should be replacing them with the goal of an all-PowerPC office by the end of this year.

Seven generations during 14 years means an average lifespan for a generation of about two years. Our three-generations rule, then, would have an office replace about one-sixth of its existing computers every year .

Unsure what generations you've got? Download a free database called Guru that's produced by Newer Technologies. You can also get it from the online services. It's an extremely useful tool that gives you critical information about how your Macs were shipped from the factory and what sort of upgrade options are available.

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2. Avoid extremely old and extremely new products. Both groups require a disproportionate amount of support resources. Any first-, second- and third-generation Macs in your office are sapping productivity to a degree that you can't imagine.

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3. Observe software licenses. In general, this means one copy of an application for every computer where it's installed and running. Why? Because it's the right thing to do. Otherwise, it's stealing. Also, the Software Publishers Association runs a very aggressive anti-piracy policy that encourages disgruntled employees to call an 800-number and spill the beans. A settlement with SPA is more expensive than buying the software.

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4. Keep system extensions to a minimum. Roving eyeballs, screen savers and zipples might be cute, but they take system resources from serious activities. Conflicts among system extensions are a primary source of computer freezes. Even if extraneous extensions aren't the cause of the problem, they complicate the process of isolating the real offender. Bona fide applications require enough extensions. Don't muddy the water further with things that aren't really needed.

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5. Prohibit employees from bringing in their own software. Software should be administered as part of an office-wide strategy, and one employee with good intentions can cause havoc. We once had a client with 50 Macs compelled to upgrade everyone's Microsoft Word because one guy brought in a new version. Once he started creating files in the new version, even though he wasn't really using any of the new features, everyone else had to have it in order to read his files. Software management should be centralized in every office, not a matter for any individual to take into her own hands.

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6. Realize your computer system will be an ongoing expense, like a car or a house. It's not an appliance like a television or refrigerator that you buy and operate without further expense. Someone will have to perform preventive maintenance and troubleshoot the inevitable problems. See our list of Macintosh Essentials for recommended tools.

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7. Don't buy a lot of excess capacity. By the time you need it, it will either be obsolete or cheaper. Buy only what you need today ... or a little bit more. This applies to CPU power, peripherals and storage.

A noteworthy exception to the "cheaper tomorrow" rule is RAM, the memory chips that are the backbone of your computer's brain. They are a commodity like oil or gold, and prices can fluctuate over time. The year 1996 saw a severe drop in RAM prices that continues in 1998. Despite fluctuations since then, memory prices are about the cheapest they've been in five years. You can make your computer more productive and extend its life cycle by adding RAM.

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8. Back up. Back up. Back up. As an ad campaign once said, there are two kinds of users: Those who have had a data loss .... and those who will. It's inevitable. You might as well prepare for it. Best backup combination: a Jaz drive from Iomega and Retrospect software from Dantz.

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9. Any device worth more than $50 is worth the price of a surge suppressor. We learned the hard way. Electrical damage to an unprotected coffee maker and stereo receiver cost us more than all of the surge suppressors we've ever bought. Today everything electronic in our office and in our home is protected.

A better step for your computer: an uninterruptible power supply (American Power Conversion is our favorite manufacturer) gives you a few minutes of battery power for an orderly shutdown in the event of a blackout. It includes an integral, top-quality surge suppressor and a generous insurance policy.

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10. Support good ergonomics for your users. This means good chairs, a workspace that puts the monitor and keyboard directly in front of the worker without glare and crisp, clear monitors that don't strain the eyes. Adjustable keyboard drawers help to avoid repetitive strain injuries. It's smart business because it increases productivity and reduces sick time and workers compensation claims. It's also the right thing to do.