When people get new computers they often tend to want to get fancy. They want the hottest new program with thousands of features (most of which they’ll never use). Later these people find themselves frustrated with the difficulty of using the programs they have bought, and decide that "computers are just too hard to use".

Computers are as easy to use as the software you put on them. It’s as simple as that. The computer itself just processes the requests from the user and the programs it run. With that in mind, my suggestion is to start with the basics and move to advanced programs as your comfort level increases.

Think of how long a tennis player practices basic ground strokes before attempting to add spins. Consider the value of each function that a package provides you, and determine which of these functions are fundamental, and which are "spins". If the 25 extra functions that entice you to buy a certain program are just "spins" to your business, then the program may not be for you.

Let’s take an example. You decide to buy an accounting program. You decide that your basic needs are;

• Keeping track of income and expenses (Managing your checkbook)
• Tracking the cost of each job separately
• Managing your accounts payable.

These are all important areas of your business, and a good programs should service those needs. Let’s say, however, that you see a program that offers all of the above, along with a promise to integrate inventory control and accounts receivable. Sounds great.

However, before we get all excited, consider the relevancy of these functions for your business. The leftover 2x4’s, changed windows and miscellaneous hardware that makes up your inventory is;

• A tiny fraction of your company’s expenditures
• Difficult to keep track of as it moves from the shop to jobs (Do you have someone responsible for this inventory?)
• Large in number of units but small in value

With that in mind, the time (and expense) of tracking this inventory is most probably greater than the value of the inventory. Also, the complexity that inventory control adds to your other daily accounting chores will slow you down on fundamental activities. If that is the case then inventory control is just a "bell and whistle" for you, and should not be considered as a deciding factor in your software purchase.

Similarly, if you have ten customers a year, is it worth putting accounts receivable "on-line"? Probably not. Wait until you become comfortable with the basics of your accounting package, and until your accountant is satisfied with the quality of information that you supply. Then you may want to add A/R as your company needs it.

If you use this approach to choosing your software you will be much more satisfied with the results that you get. Make your choices based on the basic needs of your business and not on cosmetic details. That way you won’t be confused by a dazzling array of features that serve only to complicate the program for you, and slow you down.

Why do we use computers? To get certain jobs done faster, and more accurately than we could "by hand". If you apply that simple rule of thumb when selecting your software for;

• Accounting
• Estimating
• Scheduling
• Contract Writing
• CAD

you will get software that you can, and will use, and you will accomplish your goals for computing.

Add-Vantage Software Inc.   PO Box 173   Medway, MA 02053   tel: 800-768-5636   fax: 508-533-5266   e-mail: info @ addvantage.com