              |
   |
ADVERTISEMENTS
|
LAST UPDATE: 1/14/2012
To be competitive in business, you must be able to utilize the technology that is available to assist you. This includes computers, FAX machines, and copiers. This chapter will describe in some detail, the selection, purchase, and utilization of a personal computer in your business activities in order to make you more efficient and more profitable. FAX machines and copiers are briefly addressed. INTRODUCTION TO COMPUTERS Simply stated, a computer is a MUST for your business. A properly used small "personal computer," as they have become known, can be an incredible time saver. Examples of what you can accomplish with a personal computer include...
If you are not "computer literate," an excellent way to gain a quick and inexpensive education is to attend an introductory computer course at your local community college. As a general rule, these college courses are better than those given by many local computer dealers, since you will not be subjected to a sales pitch for the brand of computer being sold by the dealer, which may or may not be the best for you. Also look through a few of the computer magazines available at all bookstores and newsstands. PC World and PC Magazine are two examples of monthly periodicals. A computer cannot work magic. It is merely a tool that is only as good as the information you put into it. A computer is really a simple device and only operates and modifies data and information it has been given. It cannot correct your mistakes! There is a well known computer acronym to keep in mind; GIGO: "Garbage In, Garbage Out." SELECTING A COMPUTER There are two major (small) computer "platforms" in common use today:
PC and Apple users are very opinionated with respect to which platform is best. I'll simply state here that we prefer the PC platform because of the vast amount and variety of software that is available and will say no more about the two systems except to note that the remainder of this chapter is written based on PC platforms. Keep in mind that for the most part, software that runs on the PC system will not run on the Apple system and vice versa. (Note: Some newer versions of the Apple will run both kinds of software.) As suggested previously, purchase a few of the many computer periodicals available. Review the various advertisements and get a feel for what equipment is being advertised, the "packages" available, and costs. Reviewing these periodicals will also introduce you to the terminology used. The idea is not to become a computer expert, just an informed buyer. You will need both "hardware," the computer equipment itself, and "software," the programs that make the computer useful to you by allowing it to perform specific tasks such as word processing. The following short glossary of computer terminology will be useful in helping you under-stand the material to follow. GLOSSARY OF COMPUTER JARGON Processor. This is the brain of the system. These days, nearly all computers use some form of the Pentium microprocessor. Current processor speed, and hence the performance of the computer, varies from 400 to over 500 Megahertz. Memory. This is the component in which the computer stores information. The two major types of memory are "volatile" and "non-volatile." Volatile memory loses its data when the computer's power is turned off whereas non-volatile memory will retain its data even after power is removed. The most common type of volatile memory is random access memory (RAM) and is associated with the processor itself. Non-volatile memory includes read-only-memory (ROM), which you cannot change, that provides the processor with basic instructions it needs to operate. The most important memory parameter is size. Size is measured in bytes of data and normally expressed in millions of bytes or megabytes. A typical home business computer may use anywhere between 32Mb and 128Mb (megabytes) of memory. Byte. This is the basic unit of information used by the processor. Generally, since many bytes are required for information to be of use to us, larger units are utilized. For example, kilobytes (thousands), megabytes (millions), and gigabytes (thousands of millions). A short letter written using a word processor might be 3 kilobytes in size; the word processor software itself is a few megabytes in size; and a large database could be hundreds of megabytes. Storage.
These are the computer's "file cabinets." There are a large variety
of storage devices available and the most common are described in the
table below:
(K = kilobytes, M = megabytes, G = gigabytes) Operating System. This is the software that provides the background tasks required for your computer to run useful software. The most common systems in use today are Windows 98™ and Windows NT™. The operating system and interface will be furnished when you purchase the computer. If not, ask for it and have it installed before you buy. The newest operating system, Windows 2000, should be available by the time you read this. Monitor. This is the video output device (screen) or CRT. The most popular sizes being 15, 17 or 19 inches (measured diagonally across the screen like a television set). Virtually all monitors sold with computer systems are color with 17 inches the most popular size. Video Card. This is internal into the computer and "drives" the monitor. The card required depends on the monitor chosen and how which multimedia applications you will be using. You must have one for your system. Keyboard. The typewriter-like keyboard that you use to enter data into the computer. The most popular is the "101" key type which includes a separate "number grouping" and "arrow grouping," both of which are very handy. Ports. These comprise the hardware that allows you to connect external devices to your computer such as printers, mouse, scanners, etc. There are two types, serial, parallel. Serial ports are more flexible and parallel ports are faster. Serial ports may be used to connect a mouse or modem to the computer and most printers will require a parallel port. Virtually every computer sold today includes at least one of each type. Mouse. This popular pointing device is used to move the cursor around the monitor screen. Modem. This device allows your computer to be connected to another computer via a telephone line (connecting to the Internet for instance). It may be a small external box or be included inside the computer itself. (For example, you might transfer financial data to your accountant via a modem.) Printer. There are numerous varieties available with great variations in speed, accessories, appearance of output (black & white or color), etc. Common types include the laser and inkjet. Prices range from $100 to the stratosphere. SOFTWARE The computer is of no value without software (programs). Everything the computer does requires specialized software. Fortunately, the amount of software that is available today nearly boggles the mind. There are literally thousands of programs from which to choose. However, you will need only a few of the following programs to get started (many of these programs are part of "suites" such as Microsoft Office). Most PC vendors include a suite of software with a new computer:
So then, what do you really need ... at least to start? If you visit ten computer stores you will get ten opinions, if you ask ten friends with computers you will get ten more opinions. If you read on, you'll get yet another. The fact is, that with all the equipment and software that is available the possible combinations are nearly infinite! At the risk of getting into all kinds of trouble, we are going to recommend a starter system that should be adequate for your initial needs regardless of what your business will be. At first, one system should be adequate for the task. Later, when your business grows, and more than one person needs the use of a computer, you can add systems as needed and "network" them together with readily available software and hardware. The chart on the following page is my suggestion for a "starter" system. Your favorite computer expert will no doubt disagree with some items, but nevertheless, it's still a good place to start. SUGGESTED
"STARTER" SYSTEM:
As a specific example, for $1450 you could pur-chase a Quantex M400C which utilizes a 400Mhz processor and includes 128Mb of RAM, 128Kb cache, 13Gb harddrive, DVD/CD player, and 19-inch color monitor. (http://www.quantex.com). PURCHASING YOUR COMPUTER The most economical and efficient way to purchase your computer system is through one of the many reputable mail order firms presently engaged in the sale of IBM clone systems, software, and various peripherals. From time to time the more popular computer magazines contain reviews of the various mail order vendors. Review back issues at your local library or visit the magazines' website. Select a vendor that has at least a 30-day money back guarantee (many have 60-day return policies) and PAY BY CREDIT CARD. DO NOT SEND A CHECK TO ANY MAIL ORDER VENDOR. Payment by credit card gives you recourse in the event you have problems with the vendor. When ordering do not be hesitant to negotiate ... there is tremendous competition between the various mail order houses. If possible, purchase everything you need as a package since it puts you in a better position to negotiate. Some popular and highly rated mail order manufacturers include Dell, Gateway, and Micron. An example of a reputable mail order vendor that can supply a variety of systems, software, and accessories is CDW, (800) 631 4239 and on the Internet at http://www.cdw.com. The major mail order manufactures also have websites that include online configuration of their systems and ordering.
You can also purchase a reconditioned computer from these major manufacturers at considerable savings over a new machine. Buying a reconditioned computer has few disadvantages but be sure you deal with a reputable company. Make certain you understand the terms of the warranty and return policy. CHECKLIST #13: PURCHASING BY MAIL
The printer is normally a separate item and not part of a basic system due to the variety of features and cost. Because of this, it is difficult to be very specific with advice but here is a short checklist when considering the purchase of your printer. CHECKLIST #14: PURCHASING YOUR PRINTER
To assist you in your printer selection, here are a couple of examples with typical discount prices.
Inkjet printers are best for inexpensive color printing tasks; laser printers are best for higher volume, high-quality black and white printing needs. COMPUTER OPERATIONS
You will probably use your computer daily for a variety of tasks and as time goes by you will come to rely upon the data that it contains as well you should. However, since the computers available these days are so reliable and easy to use, it is not difficult to forget that certain precautions need to be taken to ensure continued proper operation as well as assurance that your data will always be available to you. These precautions can be divided into three areas:
REGULAR MAINTENANCE The most obvious item of maintenance is simply keeping the computer clean. Wipe the monitor screen from time to time with a soft cloth (special cleaning pads are available from most computer supply stores); keep foreign material from falling into the keyboard and don't keep your coffee where an overturned cup will spill into the keyboard. From time to time, make sure the cooling fan exit grill (at the rear of the computer cabinet) is clear of any material that might block airflow. A not so obvious maintenance item is the harddisk. If you remember that your harddisk contains all your data files and software, you might be more inclined to give it some loving care. This care can be accomplished with simple and inexpensive software that is designed to read the disk and repair damaged portions to ensure continued data integrity and maximum performance. The Window's operating systems include this software. You simply run the program every few weeks to ensure continued good performance from your harddisk. Incidentally, don't allow smoking around your computers ... they do not like smoke. The micro-scopic particles in smoke can attach themselves to the surface of your harddisk and potentially cause many problems. BACKING UP DATA One of the most heartbreaking events that can occur with your computer is a "harddisk crash." This means that for any one of a variety of reasons, you can no longer read and recover any data that was stored on your harddisk. In other words, all your data is gone. Someone just took all your filing cabinets! Even with the software maintenance described above, any number of problems (both operator error and equipment malfunctions) can cause your harddisk to crash. Furthermore, it is possible to make a mistake at the keyboard and erase all the data on the disk! This is more than embarrassing or inconvenient ... it can be a disaster. Think about losing ALL your files! The only way to absolutely ensure you will never lose data is to periodically make and store extra copies of it. Once again, thanks to readily available software, this is easy to do. Unfortunately, it is also easy to FORGET to do it!
TRUISM 26 Here is a little reminder: PERFORM A DAILY BACKUP! It is not possible to stress this point enough. Loss of data can be a disaster. You can easily back up your data by using a software utility to place copies of your data on diskettes, a removable storage device (like a ZIP disk) or a tape drive with removable tapes that can be stored away from the machine. As you might expect, the diskette copy method is inexpensive, but a bit more trouble, whereas the removable storage or tape drive approach is quick, easy, and expensive by comparison. Many backup utilities are available. One of these inexpensive utilities is all you will need for making your daily data backups. This software is available at most computer stores or by mail order. Consider one of the new high-density removable media such as the Zip Drive by Iomega that stores up to 100Mb on a single cartridge. Great for backups and it's very fast! Whatever backup method you decide to use, backup utility, tape drive, or removable media, ensure that you initially make TWO complete backups of your harddisk and store them in two different locations (one of the locations should be somewhere other than your office). You just never know what can happen ... theft, fire, and damage. And remember if you lose your data, IT'S GONE FOREVER. After making this full backup, it is not necessary to make a complete backup each day, you need only backup any files that you have changed that day. Software backup utilities make this very easy by checking each file for a change, and then automatically backing up only those files Important Hint: After making your first backup, test it by attempting to recover the data that has been backed up. You don't want to find out that the backup does not work properly when you really need it! COMPUTER SECURITY No, I'm not going to tell you to lock up each night. You do that anyway. Furthermore, you better have insurance that covers the loss of your computer. But physical security is not the issue here ... DATA SECURITY is. Your computer will contain most, if not all, of your business records; financial, customer and vendor lists, marketing information, business strategies, planning documents, and more. It is doubtful that you would want certain of this data in the wrong hands. To minimize this possibility, we can again turn to software. Numerous utilities (and some application software) are available that will allow your computer to be used only by authorized personnel with passwords that can be updated and changed from time to time. Furthermore, it is easy to allow certain individuals access to only selected information. This is important since it is likely that different people will use the same computer. Just like the determined burglar, a determined computer thief can get into your computer in spite of password protection. Additional levels of security are available, if necessary, depending on the sensitivity of your operation. Discussions of these advanced security methods are beyond the scope of this book but computer security consultants are available to assist in this area. For most of us, however, a password is more than adequate. TRAINING Part of your employee-training program should include computer training covering the various software packages you are using. This training can be done by you or by sending the employee to a short seminar covering the specific software package he or she will be using. Many computer retail stores provide these seminars for the more popular software packages at very reasonable fees. Don't try to save a nickel by giving the employee the manual for the software and telling him to get smart. This will extend the learning curve and you will lose in the long run. Furthermore, it is highly likely the employee will bring back from the seminar a detail or two about the software that is new to you. Recommendation: The Internet now provides a number of opportunities for interactive online training. This is effective, convenient and inexpensive. For example BSCNet University at http://aristotle.bscnet.com/ provides access to over 180 computer-related courses at a cost of $12.95 per month per student! CHECKLIST #15: COMPUTER OPERATIONS
You all know what these are ... an electronic mail box. They are becoming quite inexpensive and are becoming nearly indispensable in conducting business. They allow instant transfer of drawings or text to any other FAX machine in the world using your telephone line. Current models, and there are plenty to choose from, produce excellent output. As with all electronic equipment, shop at the discount stores for heavy discounts from "list prices." FAX machines can be used for regular correspondence and can represent a savings over regular postal service. You save postage, envelopes, administrative time, and you get immediate no-delay delivery! FAX during evening and weekend hours for even more savings by taking advantage of reduced telephone rates. Another approach to the "traditional" FAX machine is the FAX-Modem card used in conjunction with a personal computer. These cards, along with appropriate software, enable you to send and receive FAX's with the computer. An incoming FAX is simply stored in the computer until you are ready to read it and you send an outgoing FAX by selecting the appropriate file. The major disadvantages of the FAX-Modem card approach are the inability to send unless the data can be stored in the computer and the fact that the computer must be on to receive a FAX. Caution: FAX transmissions are no more secure than your telephone line. Keep this in mind if you are handling sensitive infor-mation. FAX transmissions may be encrypted with appropriate hardware at both the trans-mitting and receiving end. Consider the following when selecting your FAX machine: CHECKLIST #16: PURCHASING YOUR FAX MACHINE
You will probably need one. Even with your computer and printer plus the FAX machine copy function, there will be too many times you will need to copy multi-page and odd-sized documents. Copiers are a pain ... they all seem to have problems, so make sure whatever you buy comes with a good guarantee and that repairs will be easy when required. The best advice for selecting a copier is to purchase one with only the features and speed you need ... more speed and features mean more potential problems. SUMMARY Using available technology is a must in order to stay competitive in business in today's environment. A personal computer is the major example. Get one and learn to use it! It's fun, fairly easy, and a great time saver. Heed the earlier warning about backing up your data. Remember Murphy's law; "If something can go wrong, it will." Your data can be lost in the blink of an eye. Please remember this. Shop carefully for your other technology needs such as FAX machines, copiers, and telephone systems. Do not buy anything fancier than you need and understand fully the vendor's return policy and warranty.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||
