Managing Your Technology Needs

April 13, 2006

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Most of us fall into one of two categories: either we love technology and desperately want every new gadget or we loathe it and want it to leave us alone. Both types of people often have trouble managing their technology needs. But the business owner who can handle basic technology will have the productive capacity of approximately five people, thus achieving significant savings on employees or outside service costs.

The first rule of thumb to follow is that you should define your business needs and then look for technology that satisfies those needs. Those who love technology tend to do this in reverse. They buy the technology (if it's on the market, it must have a use, right?) and then try to figure out a need for it. Those who hate the technology tend the avoid the problem altogether because they're not aware that technologically easier ways of doing things exist (how come no one sells carbon paper any more?). In either case, you'll be much better off if you start with a list of your needs first.

The second rule of thumb is that there is no Holy Grail in technology. No one piece of software, for example, will do everything you want. But you can buy pieces that can be fit together to do what you want done.

Recent advances in wireless communication have allowed you to become completely mobile, if that's want you want.

It's a great tool for those who are out selling their goods or services and want to keep in touch with those who are minding the store in their absence.

Software. A good place to start in evaluating your technology needs is with software. Here's a list of software that will be essential for most small business owners:

word processing software
spreadsheet
fax program that lets you send faxes from your personal computer
accounting program
small database software that lets you keep a record of your assets

Hardware. Most small business owners will need the following hardware, or at least access to the following hardware:

a personal computer, with enough hard disk space to hold all your files and business programs and enough processing power to perform the tasks you need performing
a fax machine
a modem
a printer

Save Money

If your technology requirements are limited to the occasional use, for example, of a fax machine or a printer, consider going to Kinko's or to a similar business for those needs rather than buying the equipment yourself.

Combining tasks. If you frequently find yourself wishing you had more time to get everything done, you should consider using technology to help you perform more than one task at a time. Try to think of ways that you can combine tasks. Many of these tasks don't have to be "high tech" at all. For example, lots of small business owners read their e-mail while they eat breakfast or make business calls on their cellular phone while they drive to appointments.

Work Smart

Listen to Books on Tape versions of popular business books in your car while you drive to appointments in order to keep up with the latest business trends. You can find the tapes in your local bookstore or, in some cases, at your local library.