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FACT SHEET:

? Who ? What ? Where ? When ? Why ?
Please note that the following information is general in nature and
not intended for specific technical or legal usage.

-AntiSpam/AntiVirus/Firewall software: Clean and safe for computers means reliable tools for humans.
Computer spam and viruses are all harmful. They cost us in both time and money to correct and/or repair. As in any battle, the best defense is a good offense. This means using competent products for spam, virus, and intrustion detection/correction to monitor your computer's activities at all times.
For PCs the individual software packages are not very expensive and for networks the client licenses are even cheaper because the server can handle the majority of the work for protection. There are several good systems available and your choice should also include consideration of who you want to maintain it and, when the time comes, upgrade it to current standards. This software is like good insurance so never neglect it or you will be bitten and your system may be unrecoverable.

-Database: This is information in an organized and usable form.
Examples of databases range from your PDA (personal digital assistant, or palm computing device), daytimer book, address book, personal telephone list, telephone book, customer list, dictionary, encyclopaedia, and so on. In business today, we know it is information arranged and stored on a computer by people using a computer program. Storage could be on a PC or a network server or even a mainframe computer. This allows the information not only to be put to use in many ways but also to be used by more than one person at the same time.

-Data Storage: How information is kept.
There are a great many choices to make. One could use a CD-ROM writer (up to 650 megabytes of storage) for about the equivalent of 450 floppy diskettes. This is fine for occasional use but when personal computers are commonly being sold with 20 to 40 Gigabytes of hard drive space we can see where a tape drive system with up to 70 Gb storage or more is truly better. With automated backups via software and a tape backup system in place, your data can be stored safely.
Why should information be kept this way? As part of a well structured Disaster Recovery Plan, off site data storage is key to the speedy restoration of your business. Should you merely experience a computer failure or suffer a major fire, your critical business data is not going to be permanently lost. Resumption of business is immediately reduced to a matter of hours rather than a question of "IF?".

-Email for Business: Communication for humans.
This is not your spouse's home email program. Business email must not only be as secure as possible but also be protected from computer viruses which can be part of the email or part of an attached file. Email should be part of an integrated document management system, it should be able to accept appointments in your electronic calendar for you, track memos, follow projects as they are developed by various personnel or even book a meeting room for you.

-Employee Training: Benefits both the employee and the employer. That's right, both will benefit. With well planned and implemented training, the employee's benefit comes with greater confidence in their ability to perform the job well, which leads to higher satisfaction in the work environment. At the same time the employer is able to realize productivity gains through areas such as higher employee efficiency, lowered absenteeism, and a more stable work force over the long term. This is like keeping a car in good repair, increased reliability and better mileage.

-Internet Access: A tool for modern business but double-edged.
Many employers feel that employees will just 'goof off' all day if on-demand internet access is available. While it is true that some may do so, most employees become bored after an initial 'exploration' period and relegate it to its proper place as an information-age tool to be used as needed. Additionally, a good manager can generally predict who the ones are who 'goof off' at any given time and should be able to steer these ones back to productive tasks.

-Network: A method for sharing and using business information.
An aggregate of computers, usually within one building, able to pass information to one another. This structure is not necessarily limited to a building as network software today allows for Local Area Networks (building), Metropolitan Area Networks (within locality), Wide Area Networks (cross-country), even around the world on private lines or Virtual Private Network (point to point via the internet). The range of information shareable is completely unlimited. It should be pointed out, though, that the farther afield a network extends, the greater its vulnerabilities become. Security becomes a major issue but is by no means a show-stopper.

-Macro Customization: Tailoring productivity programs to your needs.
There are certain types of word-processing chores which are both time consuming and repetitive. Much of the drudgery can be eliminated and efficiency improved by utilizing Macros to handle them. These are programming routines specifically tailored to the task and word processing program your company uses.

-Office Automation: Integrating all the tools to make it work better.
   An example of this is a standard corporate groupware software package, centralized hardware components, and rationalized employee placement.
   If everyone knows how to use the same word processing program, good. Add to that, the fact that they have access to the same forms through that program, the same manuals, etc. Clearly, there is less reason for inconsistencies to crop up due to individual 'fixing up' or 'improvisations'. When a form change is approved, it only has to be made to one electronic document and the whole company can immediately work with it.
   With centralized hardware components reduced maintenance is a benefit. The example here is of printing documents. If ten employees in one area require a $500.00 printer in their offices you are faced not only with the initial outlay of around $5,000.00 but also with the consumables costs for each of those printers. A better method is to utilize a 'workgroup' printer. Such a printer, equipped with a network interface card, extra memory and an extra paper tray can cost as little a $2,500.00 - $3,000.00. That initial benefit, along with reduced consumable and maintenance costs, makes the case.
   Finally, have employees organized into natural work-process groups and fit the location of such items as work-group printers into the best area of each one. Many factors will fit in here, even including the layout of the building or office space.
   Quite a challenge but well worth the effort. With input from all, adding to the mix, a corporate culture of energy, growth, and productivity can be the satisfying result.

Last Updated: December 22nd, 2003.