Is Computerization Right For You

For PCOs who haven't yet computerized their operations, the following summarizes why computerization is important and explains the basics of purchasing hardware and software.

For small businesses, the biggest issue for growth is time. Many pest control companies find themselves in a frustrating stage of continuing to grow with not enough time to complete paperwork. Eventually this stagnates growth. Hiring additional personnel is not always the key. With the rising cost of wages, taxes, insurance, etc., it is a difficult decision at best. Small PCOs have to continually maximize their time, as well as that of their employees. This is the single most important reason to computerize to maximize the productivity of your personnel. You can bet your bottom dollar that if you don't, your competition will.

Q. What should your first steps be when you decide to computerize?

A. First you need to make a list of priorities. You need to ask yourself what functions can be computerized to help lift the burden off your shoulders.

Important: Handle one area of computerization at a time. Novices and even experienced users frequently get themselves unnecessarily frustrated by biting off more than they can chew. As the saying goes, "Don't go grocery shopping when you are hungry." If you do, you'll end up buying something you don't even need, and you do want to make the best possible decision for the money.

Before buying your computer, find the software you want to use and make sure your computer has the minimum requirements the software needs in order to operate properly. Remember, a computer is just a computer. It is how the software works on the computer that helps you maximize time.

Important: In the business world, IBM/MS DOS machines are the driving force. If you purchase other machines (Apple, Commodore, etc.), you may not be able to find software compatible with your business, and you also may not be able to find widespread support and repair. Then you will be stuck in a very expensive way.

Buy as much hardware as you can afford. With technology moving at a fast pace, you do not want to buy a dinosaur to save a few dollars. A typical entry level system has a 486 processor, 4 megabytes of RAM (memory), and at least a 200-megabyte hard disk (storage). These specifications are guidelines for a middle-of-the-road entry system, but you can buy a lesser machine and still find a wide variety of software. You also need to keep the specifics of your machine handy or have a basic utility program installed. If you ever have to call for technical support, this information is a necessity.

Q. Should you take a basic computer class?

A. As a minimum, you should take a basic DOS computer course. You can learn how to operate the machine on your own, but you will find it much easier if someone shows you how. The best learning is done by seeing, hearing and doing.

Q. Once I buy my computer and software, how much time should I give myself before reasonably expecting to get any use from them?

A. When setting up your new computer and software, allow plenty of time to get comfortable with your new system. Don't get backed up against a wall, and don't go into it with false expectations. If time is sensitive for example, computerizing your billing make sure you allow at least one month to get the kinks out and back up the transition with your manual system. There will be a learning curve.

Q. After I computerize, are there any smoking guns I should be aware of?

A. When you computerize, your company information will be stored on your computer's hard disk. Computers are mechanical devices; like other machines, they can break down. That's the reason it's important to make backups of your files. Both novices and experienced users have been caught in the dilemma of having no backups. The sad part about this is that it does not have to happen.

Backing up is not a hard process and should be done at least once a month, preferably once a week. This is done by having a separate set of diskettes for each week of the month. Then you just rotate the diskettes, depending on what week it is. This will protect you in case something happens to one or more sets of your diskettes.

Proper care of diskettes should be taken. They should never be left on a magnetic surface, such as a monitor. Diskettes should not be touched on the tape edge or left in a hot car.

Computers need air-conditioned environments. Smoking, as well as dust, should be kept to a minimum. Also, computers, as well as diskettes, don't like any form of liquid!

Q. Are there software pitfalls I should know of?

A. When purchasing software, price is not always reflective of quality or quantity. You should be aware that some software companies only support forms provided by them. If this is the case, check the cost of their forms carefully. You may get caught paying more than you would with a large forms company.

Be aware that you will probably need some ongoing assistance, especially if you are a novice. Inquire about support policies. If the company says they have free support, ask if there are any potential ongoing fees, such as maintenance, rental, user fees, etc., that need to be paid before support will be provided.

Make sure there is no limit to the number of customers you can add to your system without additional cost. Make sure that if you make mistakes, you have the ability to easily go in and correct them yourself, without having to call in for passwords, etc.

Ask whether support will be provided even if you decide not to update. If the answer is yes, ask about the cost. If the answer is no, ask what the cost of prior updates has been.

Be wary of free support policies, as free is often not the best form of support. Free support lines often have long hold times, or the company will have someone call you back at its convenience and sometimes the answers can take weeks. Very few businesses can afford this type of down time.

Ask how many copies of the software have been installed. This will give you a good perspective at its popularity and functionality.

The most important advice: Keep it simple. Find the simplest software to handle the job and take it one step at a time. If you follow this, you'll be amazed at how productive and time saving computerizing can be.