Equipment, Supplies and Services for Your Business 5
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Is it a good idea to buy one machine that functions as a printer, fax, scanner, answering machine, and photocopier instead of purchasing separate devices?
If you are just buying equipment for the first time, a multifunction device is usually an excellent choice. It will let you accomplish most of the tasks you need done, at less cost than you'd have to spend to buy separate machines. Furthermore, the multifunction device takes up less space than multiple machines would. Once your business grows, however, you may discover you need a better scanner, or a separate fax or photocopier in addition to the multifunction device. When that happens, your multifunction device can still serve as your printer and as a backup fax, copier, or scanner.
Do I really need a computer?
Although some businesses can still function without a computer, sooner or later you are going to need one. Your customers may want to communicate with you by email, or your suppliers may expect you to order through their web site. Accounting, taxes, general correspondence, sales call notes, tickler files, and many other chores will be easier and faster in the long run to accomplish by computer than they would be manually.
Your customers or attorney may want to send rough drafts of contracts and other documents via computer to eliminate wasted paper, time and overnight mail costs. Parts lists, and price lists, financial planning and estimating, will all be easier by computer. With the right software you may even be able to design your own simple signs, posters, fliers, and ads.
How do I choose a computer?
To choose a computer you need to start by considering two things:
- What functions you want the computer to perform (word processing, accounting, financial forecasting, graphics, etc.).
- What computer capabilities the majority of your potential customers expect you to have.
Economy and the availability of a friend who has the same type of computer are worth considering, too, but are unimportant if your potential customers all use PC computers (personal computers running Microsoft Windows) and you buy a Macintosh. Although there are many programs that have both Macintosh and PC versions available, there can still be some file incompatibility problems. If you don't know what your customers will use and your business isn't graphic arts, your best bet is likely to be PC running Windows as the operating system computer.
If this is your first computer, look for package deals that include the monitor, software, and a printer. (Even if you later decide you need a better printer, it's always useful to have a spare printer.) If at all possible, try to choose a computer that comes "bundled" with Microsoft Office Professional or Microsoft Office Small Business edition. The Microsoft Office products are in widespread use in business and are more powerful and versatile than Microsoft Works, which is often bundled with new computers. The Word Perfect office suite bundled on many computer now, is an adequate substitute, in that it will allow you to do most tasks. But still, most offices use the Microsoft Office suite of products.
Keep additional software purchases to the minimum at first, focusing on the key application you expect to be using. Each software package takes considerable time to learn to use properly. If you buy several at once, some of them may have new versions out before you get to learn how to use them.
In 2004 you could get a good computer bundled with monitor, software and printer, enough, a large hard drive and 512K memory for under $800 after rebates. Look for the best deals at large computer discounters such as Best Buy.
Where can I get detailed information to help choose computer equipment and software?
Computer hardware, software, and peripherals (printers, scanners, modem, disk drives, etc.) are constantly changing. Read reviews in recent computer magazines and trade magazines to see what programs are most highly praised. Among the computer magazines you might want to look at are Computer Shopper, PC World and, MacWorld. Industry trade magazines are another good source of information, especially for sourcing industry-specific software. Chances are you won't find much about software and equipment for chemical laboratories in consumer computer magazines, but you may find information or ads that address your needs in Chemical & Engineering news. Your public library should have back issues of at least several of these publications.
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