Computers As A Tool

Computers As A Tool
March 1993

Congratulations, your business is growing, and so are your computer needs.

This isn't all bad; the price of computer hardware is about half of what it was 18 months ago. Now, a high-speed i486 computer is available for $1,500 from many vendors, and there are thousands of software programs available. You're sure to find the exact combination of hardware and software to meet your needs.

But, let's not forget why we use computers. The bottom line: a computer is a tool to increase human effectiveness. I use the word effectiveness because to me, it includes the other common terms of efficiency, productivity, and accuracy. These are the reasons we use a computer; well, these and the latest computer golf games.

In this article, I want to explore how businesses use computers: the success of sharing information.

Let's examine Company X, a local firm that effectively uses PCs. Company X has an office staff and a cadre of traveling sales associates. The greatest need is to share tips, updates, and messages quickly.

To do this, they implemented an electronic mail system. Each staff associate receives his messages when he turns on his computer. A traveling associate receives her messages by dialing-in to the office network from her laptop computer and remotely reading her messages. They have created a smooth path for transmitting information amongst all members, and have totally eliminated Post-It and While-You-Were-Out notes.

Their second need is to share dozens of software programs and thousands of documents. The office staff researches, updates, and prints information from the customer files throughout the day. And the sales associates produce sales proposals and desktop publish marketing literature.

For the typists, the ability to have access to a word processing program isn't the only critical factor; they each need access to the same list of documents for editing, no matter who the original author is.

The sales staff, one of whom is located out of state, shares chapters and other portions of market surveys, as well as company style and printing standards. Common page layouts and graphic images are used in every publication. It's vital to prevent duplication of effort.

Company X has solved their information needs by installing a local area network (LAN). They use two Novell NetWare file servers to speed access to shared programs and documents.

The network connects the PCs and laser printers, as well as modems and computer fax machines, to allow incoming and outgoing computer links and facsimiles.

By using computer hardware to facilitate staff actions, they are able to improve customer service and reduce costs. The cost savings of having multiple sales associates able to share leads and prospect history significantly increases their marketing effort, thus increasing profits.

But how easy is it for you to have the benefits of a computer network?

If you only need to share word processing and spreadsheet files, you may be able to install a peer-to-peer network yourself. Many local computer stores, and most of the discount membership warehouses, offer low-cost networks that are straight-forward to install.

However, if you have multiple software programs, large data files, or more than just a few employees, you should evaluate network systems like Novell NetWare. Netware uses a separate PC, called a file server, to store the shared files and manage printing services.

NetWare, the most popular networking system, allows hundreds of employees to share network resources: programs, documents, printers. NetWare also allows exact control over which users have access to data. Privileged data, such as accounting and payroll information, is easily restricted to only the bookkeeping staff. On the other hand, commonly shared data may be made available to all network users.

If you are thinking that your business may be too small for a computer network, think again. If you have two computers and a word processing program, you will benefit from a network. Just the ability to send electronic mail, share documents, and use a single laser printer are worth the network. In fact, a second laser printer costs more than a simple network!

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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