A Computer is an empty box without right Software.

Today, each and every one of us own a computer and are familiar with its functions and usage. All of these computers come with the software installed in them. Many among us don’t use it other tha sending emails or browsing on the social website face book. There are small or medium scale business establishments those who should have been using the computers for their business but they don’t. for the reasons best known to them.  A Computer Software is similar to a car in some respects. A car gets you where you want to go and is a great deal faster than walking. Similarly Software performs much the same function. It drives the computerisation of your business, getting you to your destination – accounting, for example in a far less time. Or word processing preparing your content to be published in no matter of time. And just as with a car, you should not buy software without thoroughly investigating the wide variety of models or packages available. Software is not cheap and its selection is perhaps the most critical decision to be made when computerising your business.

In fact before choosing hardware you need to decide what software you will use. A computer is only as good as its software. However, very few computer buyers approach it that way. The result is that many automation projects either fail or never live up to their full potential.

If you are planning of computerisation of your business, it is important to do a lot of research before you go shopping. First and foremost is you should have understanding of how your business works. What information you have, what information you want to see on the paper and how the information flows through your operation. While it takes considerable time, if you do it right, I can assure you that it can change your life. It will be much more easier than what it used to be and will save time to be with your family.

Always begin your software search by knowing what results you want to achieve. Are you interested in word processing? Are numbers and calculations important? Do you want to produce news letter or do some graphics? Also take into account the employees in your establishment who will access the information and their degree of computer experience.

Once you have decided which functions you want to computerise, the next step is to find out what packages will meet your specific needs.

Spend a few months shopping around. Go to trade shows and talk to vendors. Attend seminars and read the magazines. Seek out owners of similar businesses to see what works for them. Compare how their products match up with your requirements. You need to be as conversant as possible with what is available in the marketplace before making any purchase decision. Even if you hire a consultant to help make your selection, you will have to become involved with your software at some point. 

The best thing is to visit as many computer stores as you can in your locality or in your area. Or those who specialise in software sales or software developers who write programmes for the businesses. Ask these vendors or developers to demonstrate their products to you and verify yourself if the same is applicable to your business. Are you getting what you want? Can it deliver the information the way you want it?

You wouldn’t buy a car without driving it first. It is the same here with software. It is very important to try the software before you purchase it. Off course you wont learn all the ins and outs at least you will see what the screens look like and how software functions. Factors to consider include whether you can switch from screen to screen easily and if the program moves logically.

A vendor selling the software should be willing to demonstrate at least two brands of software for each job function and explain their relative advantages and disadvantages. Also look through the manual for each program to see if it is easy to understand.

For a small to medium scale business establishments, you need three major programs. Word Processing, Spread Sheet and a Low End accounting if a considerable amount of receivables and billings are involved. Off course Someintegrated programs offer all three in one package like windows. For those businesses with very specialized needs like veterinarians and dentists for example programs exists that have been specifically designed for them and can usually be obtained through the software vendors.

The most important factors is reaching your computerisation goal. No matter what programs you choose or the training that you get from the vendors is crucial for your future operations.

Another most important thing is, You should invest as much money in training as was spent on the software itself. People who will be using the software on a day to day basis need time to learn and feel comfortable using it. When you plan to computerise your operations, your expectations are high that the moment you start the computerisation the system should start operating immediately. In fact, it takes not less than six to eight months after installation on such activities as input of data and transferring the required files before the actual performance could be witnessed. This is a crucial stage for any business as it takes lot of time to compile the data in the required format that needs to be fed into the computer. But it is worth it as you will get the right information at the end of it.

The most important thing in choosing software is to know exactly what information you want from the computer and to communicate that clearly. Otherwise you can get lost in the rhetoric and end up with information you don’t need. For example, if in near future Dilipbab of Bimb decides to computerise his establishment and make” eBimb”  and make the magazine available online, he needs to scout for the software that can scan the data and upload the same to the website and the same information is available to the readers at the click of the button on the ipad or laptop or on the mobile. In addition to performing sophisticated technical functions the software enables us to keep the track of time and materials, and make necessary adjustments so the projects come in on budget and within the prescribed time frame. Computerisation has resulted in obtaining the needed information more quickly and in increased efficiency.

As I said earlier, computerisation is not cheap. It costs lot of money. But it is worth and there are lot of options such as instead of buying the software, you can lease these software on a monthly or annual fee. Lot of Small and Middle size business establishments should take advantage of the technology that is available at our door step. It is the next step to their prosperity.