Success with Computers in Small Businesses

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Success with Computers in Small Businesses

• by Rob Nichols
• Winning with Computers and Softwarein Your Office

BUSINESS COMMUNICATION CONSULTANTS , LLC Bringing
People and Technology Together 15290 W Watson
Lane Surprise, AZ 85379 623-556-2884 Email
rob.nichols_at_usa.net
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Success is Balancing The Relationships Among the
Office Elements
Office Staff
Success
Computers
Software
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Striking a Balance within an Evolving Technology
Future
Windows 98
Personal Computer
Present
1980
1997
The Internet
DOS
Windows 95
Windows 3.1
1990
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Challenges Along The Road To Success

• New Computer Technology
• Faster, bigger, less expensive
• 486 Chip - Pentium - Pentium II
• Back-up Devices, computer networks, modems and
  the Internet
• Software Version Upgrades
• Accounting, word processing, spreadsheets,
  databases
• Communication, faxing, file transfer, remote
  access
• The Office Staff
• Learning new software features
• Applying computer and software features to the
  Office Operation

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Maintaining a Balance in The Changing Environment

• Whats really important in new computers?
• Operating System evolution - Windows 3.1, Windows
  95/NT
• Faster operation, larger disk drives, CD-ROM
  drives, sound
• Will new software versions really provide
  benefit?
• More features than every before
• New version coming out frequently
• How can I best use new computers and software in
  my Business?
• Adapting new Software features to office jobs
• Employee turn-over and new office employees

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Associated Sandblasting ContractorsAnnual
Meeting - October 1997Laughlin, Nevada

• 1. How many Companies have an office staff of
  ONE?
• 2. How many Companies have an office staff of 5
  or less?
• 3. How many Companies have an office staff of
  more than 5?
• 4. Does your office use at least 1 computer in
  your office?
• 5. Does your office use MORE than 1 Computer?
• 6. Does your office use a Computer Network?
• 7. How many Companies purchased a Computer this
  month?

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AgendaWinning with Computers and Software in
Your Office

• Highlights of the Computer evolution
• When should I buy a new computer system?
• What equipment should I get with it?
• Characteristics of new software versions
• When should I upgrade to a new version?
• Making Simple Internal Office Procedures
• How I document the Jobs in my office?

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Overview

• Success with Computers in Small Businesses

Business Growth
Computer Equipment
Selection
Setup
Software Programs
Selection
Configuration
Successful Use
Learning Applying
Written Job Procedures
Computer and Software Effectively Applied to the
Operation of the Office
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Continuous Computer Hardware Evolution

• What can I can count on?
• Computers will always get faster and smaller for
  less cost!
• 1600 - Multimedia Computer System, 200MHz MMX
  with 15 Monitor, CD-ROM and Sound
  (Damark mail order)
• When should I buy a computer?
• When you need one to effectively run the software
  in your Office
• Newer software in consuming much more Hard disk
  space
• Which model do I get?
• Always buy the highest specifications you can
  afford
• Ensures maximum value throughout its life time.

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What Should an Office Computer System Have?

• Backup Tape Drive
• Large enough to back up the entire hard disk
  drive. A scheduled event to backup every week
  night after work hours, on one of 5 tapes ,
  including the Windows Registry

• CD-ROM Drive (with Sound)
• Some new software will only be distributed on
  CD.
• Newer software come with instructional videos

• UPS (Un-interruptible Power Supply).
• Protection against un-planned power outages
  that can damage files on the computers hard
  disk

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Buying a new computerThe truth about the first 6
monthsfrom 25 consumers - source PC World 9/97

• 1. Bringing it Home
• Of the 15 purchased via mail order, 6 on-time, 6
  were late and 3 early.
• 2. Putting it Together
• 23 found setup easy, 2 rated it a little better
  than fair.
• 3. First Push of the Button
• 19 worked first time, 6 reported problems with
  CD-ROM, Floppy Driveskeyboards, monitors,
  motherboards, and the Operating System.
• 4. New Joy
• 2 had no trouble once the PC was running, 23 had
  problems along the way.
• 5. Tech Support Sagas
• 2 never needed help, 23 had to call Tech Support,
  holding from 0 to 4hrs.
• 6. Problem Solving
• 2 had problems resolved with 1 call, 1 waited 9
  months to sort it all out.
• 7. Doctor in the house
• 4 received on-site service, the next day, 2 days,
  3 days, and 6 weeks.
• 8. If youre Happy
• 23 were generally happy, 2 were unhappy, 18 would
  buy same brand again, 4 would likely not and 2
  would never buy same brand again.

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Keep All Computer Books and Pamphlets

• Why?
• Allows adding both software and hardware
  components later

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New Software Highlights

• Newer software versions have more features, but
  no one uses them all
• Statistically, an individual uses about 25 of a
  programs features, but everyone uses a different
  25
• It seems like Im always getting offers to
  upgrade our software
• Statistically, if you have 10 programs or more,
  you receive an update nearly once a month
• Software makers are building-in self updating
  capabilities via the Internet (This requires a
  connection to the Internet via an Internet
  Service Provider)
• There are programs available that search software
  makers Web sites, and inform you if an update is
  available

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Develop A Long Term Relationship With Your
Software Companies

• We are merely users, we do not own our software
• Software license agreements only allow us to use
  the software
• Select the Best software for your office and stay
  with it
• Select software products of companies, you
  believe will continue to evolve them along with,
  new computer technology
• For software programs germane to your office
  operation, such as accounting, obtain at least a
  telephone support agreement
• Changing from one software program to another
  disrupts normal office work flow
• Limit changing software programs to those which
  offer time saving features worth making the change

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Manage Software Updates

• When should I Update? -- Every other time
• 1. Skip an update when no new features important
  to your office are offered
• Plan upgrading only when new features can
  contribute to speeding up daily office Jobs
• 2. In the long run, its safer to have a recent
  version of the important programs in your office
• Software companies maintain support personnel
  trained only on the later versions, not on all
  versions
• When you do upgrade, the new version may not
  update your older data files to that of the new
  version

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Why Document Office Jobs

• Simplifies Job training
• Attain efficient performance more quickly
• Minimize confusion
• Prevent dropping the ball
• Simplifies Software training
• Know which computer(s) to use for each job
• Know which program(s) to use for each job
• Maintain Cohesion among office staff
• Reduces the amount of time for managing Staff
• Enables better planning and revising work flow

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How Jobs Are Documented

• Step 1. The Jobs already exist, just identify
  them
• Break-up the Jobs activities into simple logical
  steps
• Step 2. Write simple descriptions of each step
  including the end result needed
• Review the best sequence of actions to perform
  the Job effectively
• Step 3. Draw simple flow chart of the sequence
  of the steps identified

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Step 1 Identify Existing Office Jobs
Example

• Accounts Receivable
• Accounts Payable
• Certified Payroll
• Daily Scheduling

• Correspondence
• General Office
• Inspection Requests
• Material Orders

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Step 2Write Simple Descriptions, Identifying
Job Result Needed

• Example
• Accounts Receivable - Enter Payments - daily
• New payments recorded in accounting software
• Use QuickBooks Pro, Enter Payments activity
• Balances checked, over/under payments noted
• Discrepancies reported to Office Manager
• Statement printed and filed in customer job
  folder
• Deposit Slips written and ready for next day
  banking

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Step 3Draw Simple Job Flow Chart

• Accounts Receivable Enter Payments - daily

Example
In-box
Review
Note Report
(See Accts Receivable, Enter Payments procedure)
Accounting Software
Print Statement
File Cabinet
Ready for Banking
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Accounts ReceivableEnter Payments Procedure
Example

• QuickBooks Pro
• Enter Payments - Procedure
• 1. Open QuickBooks Pro accounting program.
• 2. Click the word Activities on the toolbar.
• 3. Click Enter Payments in the menu list.
• 4. Click the down arrow next to Customer Job,
  and select the job for this payment.
• 5. If not today, enter the date this check was
  received.
• 6. Enter the amount of payment, select method
  and check .
• 7. Select Main Receivable account into which this
  will be deposited.
• 8. ...

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Summary

• Buy top specifications in a new computer
• Ensures longer effective life, purchase less
  often
• Backup the whole Hard Disk every weekday night
• Upgrade Software every other time
• Upgrade to versions which update themselves via
  Internet
• Lower Software cost, less adapting/changing Job
  procedures
• Document Jobs in the Office
• Simplify training new employees, improve office
  Productivity
• Establish consistent standards and uniformity of
  work completed

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Questions?

• Any Feedback from this session?
• What was that you said?
• What did you really mean?