How to get the most out of your computers and business software

By Ingrid Tugwell

Computers can solve a variety of business problems. However, it’s not the computers but rather the software

 that makes your business productive. Common uses for software applications range from preparing accounting 

statements to creating brochures and mailers and maintaining customer lead lists.

With the large number of products on the market, narrowing your software choices can be a daunting task, so 

you need to do some homework before you buy. First, make a list of all functions in your business for managing 

information that requires speed and accuracy. List all reports currently being produced as well as those you would like to produce. 

Be sure your list includes preprinted forms such as checks, statements or vouchers. Consider both Web publishing and desktop 

publishing needs, since you may be producing both online and print advertising and marketing materials.

Preparing a list beforehand will help you decide which software programs will be the most useful.  

Here are some examples to help tailor your computer resources to your business needs.

·                    An “office suite” such as Microsoft Office or Lotus SmartSuite is a good starting point for most businesses: These suites bundle many of the products you need, including a spreadsheet, database, word processor and calendar package. In many cases, you need look no further than an office suite.

·                    If you do your own accounting, you may opt to purchase separate accounting software rather than use one that comes with your office suite. If you do purchase a separate package, be sure it is compatible with your other software so you can import and export accounting data.

·                    Give consideration to one of the most time saving innovations: the ability to send and receive faxes via computer. 

·                    There are many options to choose from for your desktop publishing needs. Depending on your company’s specific requirements, it might be best to start with one of the smaller and less complicated desktop programs to see if it does the job before you consider one of the more expensive full-featured programs.

·                    With the advent of WYSIWYG (What You See Is What You Get) applications, building a Web site is easier than ever. As with desktop publishing packages, Web publishing packages run the gamut from simple to complicated. In choosing a package, be sure to consider the site design capabilities and maintenance tools the package offers.

  As with any other tool, the computer requires that its users learn the skills needed to use it productively and correctly.  If you spend the time up front to do the necessary planning and research, you can save yourself and your company time, money and aggravation in your quest for productivity