Success with Computers in Success with Computers in Small BusinessesSmall BusinessesSuccess with Computers in Success with Computers in Small BusinessesSmall Businesses

by Rob Nichols

Winning with Computers and Softwarein Your OfficeBUSINESS COMMUNICATION CONSULTANTSBUSINESS COMMUNICATION CONSULTANTS , LLC , LLCBringing People and Technology TogetherBringing People and Technology Together

15290 W Watson Lane15290 W Watson Lane

Surprise, AZ 85379Surprise, AZ 85379

623-556-2884623-556-2884

Email: rob.nichols@usa.netEmail: rob.nichols@usa.net

Office Staff

Computers Software

Success is Success is Balancing The Relationships Balancing The Relationships Among the Office ElementsAmong the Office Elements

Success is Success is Balancing The Relationships Balancing The Relationships Among the Office ElementsAmong the Office Elements

Success

Striking a Balance within an Striking a Balance within an Evolving Technology Evolving Technology

1990

1980

Personal Computer

Computers Software

Office Staff

Success 1997DOS

Windows 3.1

Computers Software

Office Staff

Success

Windows 95

The Internet

Present

Computers Software

Office Staff

Success

Windows 98

Computers Software

Office Staff

Success

2000

Future

Challenges Along Challenges Along The Road To SuccessThe 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

Maintaining a Balance in The Maintaining a Balance in The Changing EnvironmentChanging Environment

Maintaining a Balance in The Maintaining a Balance in The Changing EnvironmentChanging Environment

What’s 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

Associated Sandblasting ContractorsAssociated Sandblasting ContractorsAnnual Meeting - October 1997Annual Meeting - October 1997

Laughlin, NevadaLaughlin, Nevada

Associated Sandblasting ContractorsAssociated Sandblasting ContractorsAnnual Meeting - October 1997Annual Meeting - October 1997

Laughlin, NevadaLaughlin, 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?

AgendaAgendaWinning with Computers and Winning with Computers and

Software in Your OfficeSoftware 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?

Overview Overview Overview Overview Success with Computers in Small Businesses Success with Computers in Small Businesses

ComputerEquipment

Computer and Software EffectivelyApplied to the Operation of the Office

Computer and Software EffectivelyApplied to the Operation of the Office

Selection

Setup

Software Programs

Selection

Configuration

Learning & Applying

Business Growth

Written Job Procedures

Succe

ssful

Use

Continuous Computer Continuous Computer

Hardware EvolutionHardware Evolution

Continuous Computer Continuous Computer

Hardware EvolutionHardware 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.

What Should an Office What Should an Office Computer System Have?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 computer’s hard disk

Buying a new computerBuying a new computerThe truth about the first 6 monthsThe truth about the first 6 months

from 25 consumers - source: PC World 9/97from 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 Drives

keyboards, 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 you’re 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.

Keep All Computer Keep All Computer Books and PamphletsBooks and Pamphlets

Why? Allows adding both software and hardware

components later

New Software HighlightsNew Software HighlightsNew Software HighlightsNew Software Highlights Newer software versions have more features, but no

one uses them all– Statistically, an individual uses about 25% of a program’s features, but

everyone uses a different 25%

It seems like I’m 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

Develop A Long Term Relationship Develop A Long Term Relationship With Your Software CompaniesWith 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

Manage Software UpdatesManage Software Updates

When should I Update? -- Every other time1. 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

Why Document Office JobsWhy Document Office JobsWhy Document Office JobsWhy 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

How Jobs Are DocumentedHow Jobs Are DocumentedStep 1. The Jobs already exist, just identify them

Break-up the Job’s 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

Step #1 Step #1 Identify Existing Office JobsIdentify Existing Office Jobs

Accounts Receivable

Accounts Payable

Certified Payroll

Daily Scheduling

Correspondence

General Office

Inspection Requests

Material Orders

Example:

Step #2Step #2Write Simple Descriptions, Write Simple Descriptions, Identifying Job Result NeededIdentifying 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

Step #3Step #3Draw Draw SimpleSimple Job Flow Chart Job Flow Chart

Accounts Receivable Enter Payments - daily

Example:

In-box

Review Note & Report

Accounting Software

Print Statement

File Cabinet Ready for Banking

(See “Accts Receivable, Enter Payments procedure”)

Accounts ReceivableAccounts Receivable“Enter Payments Procedure”“Enter Payments Procedure”

QuickBooks ProEnter 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. ...

Example:

SummarySummary

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

Questions?Questions?

Any Feedback from this session?

What was that you said?

What did you really mean?