Buying software for your business
Software will be one of your key investments when you're
starting a business - get it right, and it'll make your life much
easier, but get it wrong and you'll be left with a very expensive
mistake on your hands.
Before you buy
- Before you buy software, try it out to make sure
it's right for you. Most manufacturers have free
downloads on their websites which allow you have a 30-day trial.
Make the most of it - it could prevent you from making a very
costly mistake.
- From web browsers to firewalls and word processors to photo
editing programmes, almost every piece of software
available has an open source equivalent. Open source
is a relatively new idea which has built up a great deal of steam
during the recession: it gives users access to the source code,
allowing them to make changes to the actual fabric of the
programme. Because so many people contribute to it, open source
software is therefore seen as a collaborative effort, and is
generally free to download to anyone who wants it. Instead, open
source software companies charge you for technical support.
- If you're buying a complicated piece of software,
you'll regret it if you scrimp on the support
package. While support might seem expensive when
you're handing over the cash, you'll soon be glad if you encounter
a problem with the software. Remember: investing that little bit
more could mean the difference between being able to use it
confidently and having a useless piece of software.
- It may sound obvious, but there's nothing more frustrating than
getting something home and finding out it doesn't work - so make
sure your check the software is compatible with your
system before you buy it. There should be a list of
system requirements on the box, or on the website if you're
downloading software. If you're a Windows user, you can find out
which version you're using by going to your computer's search
function, typing in 'winver' and double-clicking on the application
which appears. If you're a Mac user, click on the Apple logo in the
top left-hand corner of the screen and click on 'about this
Mac'.
- Another way of buying software is to look at
Software as a Service (SaaS), which is a
sort of pay-as-you-go version of software where you download the
software for a certain amount of time, after which it is disabled.
The advantage of SaaS (pronounced 'sass') is it's a relatively
cheap way of buying software, and you usually get technical support
with it. CRM and supply-chain software (see below) both work well
under the SaaS structure.
Software you will need
- An office suite is a collection of
programmes which usually includes a word processor, a spreadsheet
package, a database programme, an email client and a slideshow or
presentation programme, but they can also include a graphics suite
and even an instant messaging programme. Almost every business will
need one of these components at some stage. While the industry
standard is currently Microsoft's Office package, OpenOffice.org is
an open source equivalent sponsored by software giant Sun
Microsystems.
- Accounting software has made the
lives of entrepreneurs easier - not only will it help you stay on
top of your finances, but it should help you file your tax returns
as well. The world of accounting software is vast and detailed,
though, and covered in another guide on Smarta. Click here to see
it
- The first computer virus emerged in 1982, and since then,
they've become a thorn in the side of businesses everywhere, with
almost three quarters of computers used for business affected by
viruses. While most are merely a nuisance, slowing down your system
or taking over your email to send out spam; some can be lethal - so
don't scrimp when you buy your anti-virus
software. Most new computers come with anti-virus
software already installed, but it's generally only a free trial,
so make sure you upgrade or install new software once the trial
runs out.
- If you need an easy way of managing your supply chain, you
might want to invest in supply chain
software. It doesn't come cheap, but it may help you
to make your system more efficient, allowing you to forecast supply
and demand and ensuring you pay suppliers on time and get paid by
clients. Most supply chain software goes into one of two
categories: planning software, which allows you to plan how much
you will produce and the best way to transport your products; and
execution software, which combines information from your inventory
and purchase orders to allow you to work out what to buy and when
to buy it. Be aware that most supply chains use the same software,
so speak to your clients and your suppliers before you make any
decisions.
Checklist
- Before you buy software, try it out
- Always check the software is compatible with your system before
you buy it
- If you're unsure of how to use it, pay for the technical
support package
- Don't be afraid to download SaaS or open source
FAQ
How do I know the open source software I want to
download is reliable?
When you're downloading software, look for projects which have had
frequent updates and have formed a community around them. A project
which hasn't been updated for the last six months probably won't be
very reliable. If you're in doubt, consult an IT specialist.
Resources
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