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Selecting a Computer System for Your Business

Great Expectations
Maintenance / Consulting Services / Retailers
Analyzing Your Business
Ready to Shop
Is it Worth It?
A Shared Responsibility

One of the biggest steps a company can take in today's world is to computerize its business. And a step this large should not be taken without careful planning and consideration. Unfortunately, many companies purchase systems with the same thought they give to buying a new desk or file cabinet. The result is often a system which does not suit the user's needs. This mistake costs companies money, not only with the initial purchase, but in training, maintenance, system upgrading, efficiency, etc. To make sure the long road toward selecting a computer system is travelled safely, you need to chart your course carefully.

Great Expectations

Often, the worst mistake made when selecting a computer system occurs before the company even starts looking at systems. Many business owners think that a computer system will magically increase productivity and profits. Computers can't work miracles. They also cannot replace people. One of the keys to a business' success with a computer system relies on selecting the right system for the right job, and this can be a huge task. But there are companies available which can help you through this difficult process. These companies come in three categories. There are retailers whose representatives work with companies to help them make the best choices of software and hardware. There are also consultants who represent manufacturers. In addition, there are independent consultants. These companies can help you learn what to expect from a computer system and will help you determine which system is right for you.

Maintenance/Consulting Services/Retailers

If you want to add a computer system to your business and you need the help of a consultant, or if you already have a system, and are looking for a service company, here are some tips that may help you find the company that's right for your business: Get names of individuals and companies from business associates, such as accountants or lawyers, who use consulting or maintenance service. Also, check with professional associations. Ask for references from satisfied clients. Arrange an interview between the company representative and someone in a related field. For example, if you are looking for a company to help you with a payroll system, have the person in charge of payroll conduct an interview. If you are looking for a consultant, beware of conflicting relationships with vendors and manufacturers. If the consultant earns a commission on hardware and software purchases, his recommendation may not be objective.

Analyzing Your Business

When you find a company, you will be working together to determine what you need and what system will suit those needs. Don't expect this process to go quickly. The more time and care you take, the more valuable your system will be to you. Often, businesses get help in this analysis from computer company representatives who are hoping to gain a client. Don't expect this help for free. Once a sales call turns into consulting, it is reasonable to expect to pay for it. The first step in the selection process is to determine you needs. This is not only the first step, but also the most time consuming. Consider the costs of adding a system versus its benefits. You may find that a computer system will help your business, but not enough to justify the money you will spend. You should also consider the timing of adding a system. It takes more than a snap of the fingers to get a company working efficiently with a computer system. Employees have to learn how to work with it, and tutorials will have to be used. Don't try shortcuts to get the most you can temporarily get out of the system. Patience and thorough training will yield the best results in the long run. Because time will be lost during the transition, consider postponing any changes to the computer system that coincide with a project deadline. You may not want to computerize every aspect of your operation. Rank in order the applications you plan to computerize, such as 1) payroll, 2) word processing, 3) desk top publishing. Also, you should give thought to your employees and the office environment. Does everyone on your staff have the capability to learn how to use the computers? Training and reorganization will be necessary when the system is installed, and this takes time. Many people have a fear of computers, or are reluctant to change, so a period of adjustment will no doubt occur.

Ready To Shop

Now that you have completed the hardest part of computerizing you business, you need to select the software and hardware. Be sure to select the software you need first, and then the hardware. Good advise on products can come from books and magazines. Also, consult with an expert in a related field. For example, if you are looking for accounting software, have you accountant examine the product available. The chances are he will know what questions to ask regarding the software's capability.

What To Look For

When selecting a system, keep in mind that you will be buying more than just hardware and software. You will be entering into a partnership with a company that will be providing service and maintenance on your system for years to come. Because of this, you will want a company that will remain in business, rather than a fly-by-night company that offers you a low price. Another factor to keep in mind is the growth of you business. Don't expect your system to last forever. Even if your system is functioning correctly,it may not suit your needs two years down the line. Look for a system that can be upgraded and expanded as your needs change.

Is it Worth It?

The initial cost of hardware and software will ultimately be much less than the cost of the initial computer conversion, the operating costs, and the cost of upgrading and expanding your system. Also, keep in mind that you will be purchasing not only equipment and programs, but service, maintenance, and consulting expertise. Keep this in mind when comparing the cost of different systems. In addition, warranties and guarantees may vary between vendors and manufacturers. Check the warranties to see if parts, labor, or both are guaranteed. Also, find out whether the guarantee is from the vendor or the manufacturer, and how long the guarantee lasts. And don't be lured by companies that advertise low prices with the hope of later selling additional products and services. If you do, you may find yourself tied into a system that will end up costing you more than what other companies were originally charging.

A Shared Responsibility

Finally, remember that when you purchase a system, you will be working with the computer company for years to come. the company will be relying on you to know what your business needs, and to know how the new system will be implemented. While neither the computer company nor the computer system can work miracles, if you share the responsibility, the system can be a great benefit to your company. The BBB Can Help If you are not quite sure where to start looking for a computer company, perhaps you should start with the BBB. We have a list of computer companies that are participating in the Bureau's Business Computer Industry Program.

The Better Business Bureau does not endorse, recommend, or disapprove any product, service or organization.