Business Computerization
The word ubiquitous means ever present or
occurring everywhere. This term could
be used to describe the use of the
computer in the business. The business
world’s benefit alone is enough to
make a head spin. Every time a person goes
to the grocery store, the bank,
the local ATM, or even the neighborhood gym the
benefit by the use of
computers in modern society is unforeseen by most
civilians. Many fields in
business depend on the convenience, speed, accuracy,
and reliability that
computers have become known for. However all companies
small and large
benefit from the use of computers. First a company must research
the impact
computers will have on keeping track of there accounts. Then they
must choose
the correct hardware and software to best suit their particular
needs, while
at the same time making themselves familiar with the new
enhancements that
increase productivity. Finally, the company must allow time
for installation
and training. When evaluating the need for a computerized
system in a company
one will also need to forecast the future demands of the
company. After all
to survive in the business world one must anticipate the
future and not react
to the past. How does one know when it is time to make the
critical
transition? It is when management finds itself unable to keep track of
its
business? Which products are profitable? Which are not? Which customers
pay
on time? Which are delinquent? Having easy access to this data is
essential to
running a healthy and competitive business. When the company has
grown enough
that management no longer has access to the data used to make
informed
decisions, then it is time to switch to a computerized data
management system.
These computerized data management systems are often
called information systems.
The company now has two choices. It can
either hire a professional consulting
firm to help select and install the
computer system, or venture out on its own
to make these important decisions.
Adequate planning is the most important step
in assuring the successful use
of computer technology. Most companies would be
better off seeking the aid of
a consulting firm. They are better informed on the
different types of
hardware and software that would best suit the computing
needs. An outside
firm is a better choice because they are less likely to make a
costly mistake
when choosing the new system. Another benefit to using a
consulting firm
would be there help in setting-up the procedures for using the
new computer
system and the necessary training to implement those procedures.
Once the
company has decided that they will benefit from computer enhancements
it is
then a matter of choosing which software and hardware at would be
most
useful. Software is just another name for the programming that computers
run on.
It is the language that tells computers what to do. When choosing
software it is
important to, make sure to select the right number and
combination of software"modules" to meet a company’s needs. The objective is to
come up with an
integrated system by selecting the modules important to the
company. Here is an
example of an integrated system. Say your employee sends
a bill to customer.
With manual systems one would have to post it three
times to the sales journal,
to a customer receivable account and to the
general ledger. But with an
integrated computer system one entry and the data
will be posted automatically
to all the appropriate files. There is an
alternative to buying packaged
software. A Company can have a custom program
written. Custom programs are very
expensive. Costing, up to $25,000 more,
depending on the number of modules one
will buy. They are generally
uneconomical and unnecessary. In most cases people
are able to purchase
pre-packaged software at a fraction of the cost of custom
software. The
software will then be able to handle up to 80% of the needs. Price
is not the
only consideration. Before one buys, find out what comes in a
software
package. Read the manuals and determine if the features satisfy
everything
that the company requires. A good word to describe computers is
ever
changing. One should always be on the lookout for new computer
technology to
help the company. Very often the company can increase
productivity with just a
few enhancements. For example, multilingual programs
have grown important over
the years. As trade barriers in the world crumble
and new opportunities continue
to grow. Mid-sized and even small businesses
expand their market beyond U.S.
boarders; they are then faced with using
multilingual computer systems. The
basic tools that do these jobs constitute
a unique class of software especially
designed for the international arena.
Technology does not have to be new in
order to be useful. The need for it is
what is important to the company. So do
not over look anything when searching
for new tools. The next step is selecting
the appropriate hardware to handle
the computing needs. Hardware comprises all
the physical items that allow a
computer to run programs, such as a printer, a
monitor, a mouse, a keyboard,
and a modem among other things. The memory where
information is stored on a
computer is also considered hardware. When choosing
the proper hardware one
should not base all the decisions on price alone.
Compare several
vendors, selecting the one with the best combination of service,
training,
and warranties. The company will start to rely on the computers, so
make
certain that it can get serviced. Try and look for a vendor with a
strong
service outlet near the company. Also steer clear of systems that have
just
entered the market, considering the high mortality rate in the
computer
industry. The company may not be around when it comes time to get
service. There
are many things to consider when purchasing hardware as well
as software, so be
sure to give proper consideration to using a consulting
firm. They could end-up
saving money. When the company finally makes the
decision to computerize and has
selected the suitable hardware and software.
The company must then allow an
appropriate amount of time to install the
system and also train their employees.
The new system may take several
months before it is thoroughly up and running,
so be patient. When training
employees, they can sometimes be hesitant toward
computerization. So extend
assurances that the computer is a tool to help them,
not to replace them. The
rule of thumb, as with anything, is to be patient. This
whole process of
computerizing may at first leave a person totally confused. One
must remember
that being confused is only a part of success. Make sure it is
time to change
from a manual system. These new changes may only confuse people
with a new
system. Second, make informed choices when choosing hardware and
software.
Perhaps a consulting firm would be the smart way to go. Also remember
to keep
track of new technology, it will make a company more productive.
Finally,
allow plenty time for installing and training. Taking time may help
prevent
costly delays. The most important thing to remember is taking time and
making
informed decisions.