Working Smarter, Not Harder

Working Smarter, Not Harder
December 1993

If you're reading this column, you probably have an interest in computers. If you're in business, you most likely realize that computers can significantly improve office efficiency. But do you know how to use your computers to maximize profitability?

In the past decade, I've helped businesspeople to use PCs to perform word processing, manage databases, create financial spreadsheets, and prepare graphic presentations. But in the last few years, I've closely watched how business use, and don't use, PCs to their best advantage.

Owning the newest software and hardware is not the only answer. The real crux of the matter is "how well do you use what you have?".

Take for instance, an accounting office. From January 1^st through April 15^th each year, most accounting offices are snowed under in tax preparation paperwork.

Last week, I helped an accounting staff to prepare macros and templates in WordPerfect for Windows so they can ensure accurate preparation of tax-related papers. By spending a few hours now, the staff will save literally dozens of hours during the busy season.

This staff used what they had, WordPerfect for Windows, more efficiently. Instead of typing each letter, they now use buttons on the WordPerfect Button Bar to insert standard paragraphs and closing signature blocks. Also, by using a keyboard merge, they can fill in blanks in letter templates. Now, rather then spending 10 minutes on a single letter, the same letter can be prepared in under 1 minute.

This same office installed a Novell NetWare local area network (LAN) last year so all staff members could share expensive software programs and data files. Using their electronic mail (email) system, employees can share ideas and notes with each other without leaving their offices. The receptionist now sends phone messages electronically. Finally, an end to the paper Post-It notes!

Other companies that have installed LANs find that they are not only much more productive, but often much further in the black! Expensive laser printers can be connected to the LAN and shared by all employees. Rather than installing a laser printer in each office, many businesses install one, or maybe two, laser printers in common areas.

The first question when making any computer decision is: Will it make my business more profitable? The second is: How can we use computer systems for the greatest increase in profitability?

I'm watching my own opinions of computing change over the years. I used to be enamored of new technology. Now, I look for new ways to implement technology to increase productivity and profitability.

A coworker and trusted friend recently said that our company is more than just computer trainers and consultants. We are really "process consultants." Rather than focusing on just how to use software, we also focus on when and how to implement computer systems into the established workflow of an office.

I realized that this is what you and I, as businesspeople, should always be doing. Always ask ourselves, how can we do this task more effectively? I choose the word "effectively" because, to me, it includes both the connotations of doing a task well and doing it efficiently.

Please let me know how you have used computer technology to be more effective. You might become the subject of next month's article!

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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