There are literally thousands of different software programs available for business computer users. How do you choose? With planning, analysis, and help from an expert, you will find the right software program for your needs.

Almost every business requires a word processing program. Most businesses also have database management and spreadsheet programs. You may also need an accounting program. These are general requirements; you'll have specifically analyzed your needs before you find the software programs that perfectly match your business.

We recommend that businesses automate routine and repetitive tasks to minimize errors and to keep costs down. Remember, automation doesn't necessarily mean computerization. Many tasks are automated with standard procedures and checklists—without being computerized. Use the personal computer (PC) as a tool to help you store information and manage it more efficiently. The PC, when used effectively, should support your current information needs, rather than redefine them. Once you decide which tasks you want to computerize, selecting the best software program for your needs can be straightforward and fun.

Here are some hints:

Analyze your needs. List all the tasks that you want to do on the computer. Here are two examples of computer tasks: store customer names and addresses, and print customer lists based on specific criteria.

What information do you want to keep about each customer? You may need only each name, address, phone number, and contact person. You may need more detailed information such as billing preference, facsimile number, purchase history, shipping instructions, and personal notes about each previous contact.

The criteria to select the customer reports may be: name, ZIP code, or all customers with an annual purchase volume over $5,000. Do you need the ability to create custom reports or are standard tabular column reports sufficient?

The task examples listed here pertain to a database management system. However, you should list your required and desired tasks for each type of software that you are considering. Your list of tasks will help you decide which software programs you will need: database management, word processing, spreadsheet, etc.

Prioritize your needs. List your computer tasks in priority order. Place your most needed functions at the top of the list, and work your way down to the bottom of the list. Also, make a check mark next to each task that is essential to your business. Don't be afraid to add to your list of tasks if you think of more items.

You may find it difficult to rank your tasks. But stay with it; be rigorous! It's important that you know which capabilities you need (and how much you need them) before you shop for software. The top-selling software products share hundreds of similar features. For example, all database management programs can track names, addresses, and phone numbers. But not all may be equally easy to set up and manage. All word processing programs can help you type, format, and print text. If you also need to place graphics or import spreadsheet data into your written reports, you will find your product options significantly narrowed.

Evaluate Software Programs. Read magazine reviews, talk to business associates, and ask for professional advice.

Once you have a prioritized list of computer tasks, you're ready to shop for software. Before you set foot in a software store, do your homework. Read the product reviews in magazines such as PC Magazine, PC World, and Byte. Read your professional journals for reviews of software products that are specific to your business. Also, most leading software manufacturers publish newsletters and magazines that offer tips on using their product. You may check the local library for copies of these—or better yet, call the manufacturer and request a complimentary issue. Business publications such as The Columbia Business Journal, Inc., and Success may also include software reviews.

Ask your business associates (even your competition) for advice. Most business owners are more than willing to share their advice; you're complimenting them by even asking! Ask which product they use. How well does it work? Does it have any significant limitations? Was it easy to learn?

Don't forget to seek professional advice if you're looking for long-term success. The cost of software is a small part of the investment that you will make in your business computerization. Make sure that the product that you purchase today will meet your needs a year from now. Often, only a professional computer consultant can help you correctly analyze your long-term computer needs. It's the consultant's job to keep current with product availability and specific capabilities.

Once you have a complete evaluation of your software options, go for it! Purchase your software, and know that you've got the best product for your business. There isn't anything better than knowing you've finished a job well done.

In future editions, PC Expert will evaluate specific software products and answer specific reader questions. If you have a specific question that you would like answered, please write to The PC Expert , The Columbia Business Monthly.

David Stephen Murphy is President and CEO of Damar Group, Ltd. which presents computer training classes, publishes computer learning guides, and helps organizations do business on the Internet. The website is http://dgl.com, and Mr. Murphy may be reached at dave@dgl.com or 410.567.5366.

updated November 2, 1996
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