Success with Computers in Small Businesses

1. 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@usa.net

2. Success is Balancing The Relationships Among the Office Elements Office Staff Success Computers Software

3. 2000 Office Staff Success Office Staff Computers Software Office Staff Success Computers Software Success Office Staff Computers Software Success Computers Software Striking a Balance within an Evolving Technology Future Windows 98 Personal Computer Present 1980 1997 The Internet DOS Windows 95 Windows 3.1 1990

4. 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

5. Maintaining a Balance in The Changing 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

6. 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?

7. 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?

8. Overview Business Growth • Success with Computers in Small Businesses 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

9. 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.

10. What Should an Office Computer System Have? • Backup Tape Drive • Large enough to back up the entire hard disk drive. A scheduled event to backupeveryweeknight 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

11. 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 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.

12. Keep All Computer Books and Pamphlets • Why? • Allows adding both software and hardware components later

13. New 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

14. 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

15. 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

16. 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

17. How Jobs Are Documented Step 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

18. Accounts Receivable Accounts Payable Certified Payroll Daily Scheduling Correspondence General Office Inspection Requests Material Orders Step #1 Identify Existing Office Jobs Example:

19. 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

20. 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

21. Accounts Receivable“Enter Payments Procedure” 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. ... Example:

22. 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

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