1. Database ProgramsHow much will it all cost ?
2. Word Processing
3. Design and Graphics
4. Spreadsheets
5. Accounting Programs
6. Communications, Internet , Email
Lately I've been reading some self-help and personal improvement books.
They talk about a concept called "modeling" which is described
as looking and learning from other peoples success and failures. This is
far preferable to having to make all the same mistakes yourself !
With this in mind, I intend to share my hard-earned knowledge of computers.
This experience involves the use of computers in our Retail, Wholesale and
Importing businesses over the past ten years. I have spent thousands of
hours and quite a few bucks in my pursuit of computer enlightenment. Now
I have found it, and my heart is so full of love (actually computer lust)
that I am willing to offer this experience to you free of charge.
Today is the day - You say you've managed to miss the computer revolution
so far. Well, it's not too late ! Computers are now so inexpensive and easy
to use that even the complete novice can be happily computing along within
only a few days of buying a new computer.
What is a Computer and what can it do? No, I'm not going to bore
you with BITS, BYTES, RAM, ROM, VGA, SCSI and other computer terms. What
I want you to grasp is the function of a computer. A computer can be compared
with certain other machines, such as a bicycle or a forklift. Much in the
same way that a bicycle expands your range and a forklift expands your strength--a
computer expands your brain. Apple Computer once used the saying "wheels
for the mind" to describe this effect.
Which System to Buy ?
Which system to buy?: This is the big question-- and I'm going to set it
to you straight ! I recommend the Apple Macintosh line of computers. No,
I'm not on their payroll but I can talk with some experience -- you see,
I used IBM and Compaq computers for three years before I went to Apple.
The secret of the Mac computer is in it's "operating system."
This is computer jargon for the connection between man and machine. A person
with no experience in computers can walk right up to a Mac and, using a
simple pointing device (the "mouse") can immediately become familiar
with the lay of the land. Apple engineers spent the equivalent of thousands
of "man-years" to develop this ease of use. The current IBM and
IBM compatible systems are trying to copy this style with "Windows"
software -- but you'd be better off buying the original -- it's far more
refined. If you intend to use a computer for only one application--such
as a specific accounting or inventory program-- then the IBM or compatible
may be a good option. However, if , like many folks, you would like to do
many different tasks with your machine, then the Mac is definitely for you.
If you insist on a Windows 95 computer - it won't be too bad. As we Mac
users like to say "Windows 95 is Mac 89".
What can I use a Computer For?
This article will touch on five of the most popular and productive uses
of a computer:
1. Database
2. Word Processing
3. Design & Graphics
4. Spreadsheets
5. Accounting
6. Communication/Internet/Email
Many of today's programs are "integrated" which means a single
program can perform many or all of your everyday business functions.
Database Programs: The most prevalent use
of computers today is record keeping and filing -- known in computer jargon
as "data base management." This involves the use of a computer
to replace any and all filing functions that are typically done on paper
or 3x5 cards (or not done at all )!.
In our business we use the popular database program called "Filemaker
Pro" by Claris Software. Filemaker Pro can be used for Invoicing, Mailing
lists, Inventory and many other office functions. This program helps us
to keep track of leads for our importing business. When we receive a phone
call or letter, the name is immediately typed into our program. Our office
manager then simply prints out the records once every couple of days, and
places the self-stick mailing labels on our literature fulfillment package.
Some of our customer lists have over 12,000 names in them. Even with a list
of this size, any single name can be found in a second or two. If Mr. Jones
calls and wants to know if we sent him his literature yet; I can simply
ask him for his name and zip code and have his record up on my screen within
a few seconds. The record will tell me when we typed his name in and when
his package was sent. The neat thing about these programs is that once you
enter the stuff in once--its in there forever!. If we want to send a special
offer or a second mailing to our leads, we simply select the folks we'd
like to send to--by name, zip, date, or any other criteria--and print out
mailing labels. We also can easily compare our "leads" against
our "sales" to determine which ads are the most effective. This
is very important information for today's businesses.
We also use our database to enter all our customer invoices and keep track
of payment information and inventory for our Retail Stores. At the end of
each month, we can send a "thank you" letter to hundreds of customers
just by giving the computer a few easy commands. We simply ask the computer
to find all records within the past month in which the sale total was over
$300. (we only send letters to these big spenders!). Our printer will then
spew out hundreds of letters--each personally addressed and signed. You
can bet this makes a good impression on our customers.
Word Processing: This is the computer name
given to what used to be called writing and typing. I can personally attest
to the effectiveness of word processing. You see, before I had a computer
I was unable to put words to paper in any way. Even if I did write something,
no one could understand my sloppy handwriting and misspelled words. Now,
I'm in writing heaven. The computer allows me to think more creatively and
to correct and reword my work as I go along. Some folks are scared to write
because they have poor spelling, grammar or punctuation skills. That's not
a valid excuse anymore. These new programs have built-in spelling checkers,
grammar checkers and Thesauruses. I find that my spelling and writing has
greatly improved over the years because my computer is always correcting
my mistakes. The most graphic argument for word processing is to hold two
letters side by side; one handwritten and the other printed by a laser printer
or ink-jet printer. Which letter makes the most favorable impression ? Handwritten
letters are just not taken seriously anymore. Word processing can also be
used to send form letters, such as the ones that you always get in the mail
telling you to claim a big prize. You can also use these programs for printing
handouts, flyers, and other documents for use in your business. Most word
processing programs can mix text and graphics on the same page. We print
all of our owners manuals this way and save a bundle on printing costs.
(see sample page from manual).
Design and Graphics: The computer can work
wonders with adverting layout, newsletters, product design and scale drawings.
Graphics programs can combine text of different sizes, borders and pictures
on the same page. These programs have become so popular that many big city
newspapers are actually publishing on Apple Macintosh computers. USA TODAY
uses them extensively for illustrations and maps. It is quite simple to
work up some ads for your local newspaper. The ads can be saved on disk
and changed later to fit with the current occasion. Pictures of stoves and
other products can be scanned into the computer with another miracle of
modern technology, the page scanner. We use these design programs for retail
store layout, wiring and plumbing diagrams and new product design. These
programs consists of a blank sheet of paper and a palette of tools on the
screen. You use the computers' pointer (the mouse) to select the proper
tools and perform the drawing functions. If you want to draw a line, simply
select the "line" tool and point at where you want to start and
end--viola--a straight line is drawn. if the line is not quite right you
can grab it and fiddle with it to your hearts content. Using one of these
drawing programs is much like a throwback to childhood. It reminds me of
the old etch-a-sketch I used to have. The creativity just seems to flow
when the computer does all the hard work. In fact, some neat inventions
have been coming out of our office lately. We actually have a patent pending
on one of them--the 1/2 kettle (for sitting on top of those too-small stoves
and inserts). The use of these graphics and design programs are limited
only by your imagination.
Spreadsheets: Spreadsheets are an Ideal
tool for the number crunchers among you. A spreadsheet can be compared to
a gigantic printing calculator. It consists of a series of Rows and Columns-and
therefore many individual cells . Data can be entered in the cells and then
this data can be manipulated based upon formulas that you enter in the cells.
We use a spreadsheet to keep track of the value of the US dollar against
foreign currency. We also use spreadsheets to keep track of monthly, quarterly
and annual sale figures for our retail stores. I admit it --Spreadsheets
are for nerds! But spreadsheet programs have another function that would
bring a smile to the face of even a tough guy like Ross Perot. Yes, I'm
talking about those great charts the Mr. Perot likes to use. The truth is,
charts are a very friendly way to express numerical information. Perfect
charts in any type, size or color can be produced just by selecting some
numbers from your spreadsheet and pointing to a command that says "CHART".
Accounting Programs: There are many different
accounting programs available. Whether you desire simple "one-write"
check writing or full-fledged double-entry accounting, you can surely find
a program to fit your needs. One word of caution : unless you truly understand
accounting and/or unless you have an employee to study, learn and understand
these programs, you may be biting off more than you can chew. I recommend
doing a lot of research before purchasing an accounting system. Talk to
folks who are using different programs and get as much free advice as you
can. Some mail order software companies offer free technical advice and
30 or 60 day money-back guarantees. This way you won't be stuck if the software
is not right for you.
Communications and the Internet: The explosion
of the internet is just one more reason to start using a computer. Imagine
talking with other retailers, manufacturers and industry members on a dialy
basis...with no phone bills. If you are not really familiar with the internet
and it's uses, here is the text of the recent seminars
I gave at the hpa show. It should help you understand the internet in detail.
Here's some examples of different systems:
1. Basic system- Macintosh Quadra/Performa and Stylewriter Printer, Modem
and basic software - Approx $2,000
2. Advanced System - Power Macintosh, Laser Printer, Modem, Scanner and
Software - Approx. $4,000
Here's what's new and up-and-coming:
FAX Modems-Allow you to send and receive faxes right from your computer
screen without a fax machine. The computer can also be commanded to send
the same fax to lots of folks and it will do this without any intervention
from you. Watch out for fax junk mail !
VIDEO and Multi-Media--You can now process Video ,sound and animation
on computer. This will be useful for everything from editing home video
to creating fancy training tapes and presentations. Voice Recognition--Very
soon you will able to give commands to your computer in plain English--or
whatever language you speak.
Watch out Dick Tracy--Personal Digital Assistants (PDA's) are a new
"information appliance" that will be hitting the streets within
a year. Imagine a combination computer, fax, cellular phone that fits in
the palm of your hand and can communicate with your home or office computers.
These little computers have no keyboard--they can recognize handwriting
and speech!
CD-ROM--These are available now. They are CD's that look just like
the musical kind but are packed with amazing amounts of information. Encyclopedias,
books and other references are just a "point and click" away.
You can even buy CD's listing every household in the US (it takes 7 of these
disks to hold all that information).
Craig Issod spends his days sitting in front of his Macintosh(s) (he
has 7 or 8 now), and happily running Stoveworks and CHI associates, his
consulting business. He hopes that one day soon he'll be able to earn a
living as a computer consultant and writer, but fears that no one will pay
him for his advice or writing.