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![]() Spreadsheets Work, but when is an Industry Specific Solution Better? You be the judge.
There are many businesses in the sign & graphics industry currently using spreadsheet programs for quoting and tracking jobs. In fact you could be one of them.
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Companies with a small number of people, where only 1 person estimates, producing very few quotes daily, with little to no re-orders, and selling a small number of products with few options, may do fine using a spreadsheet program as a shop management system. So as long as these companies aren’t experiencing rapid growth and/or work flow difficulties, spreadsheet software will offer a substantial return on investment. But when one or more of these variables change, the need for a better solution increases. When Are Spreadsheets Insufficient? They become insufficient when shops experience:
These are often shops that are looking for a way to:
Am I Ready Now?
Understanding, Through Research Choosing an estimating/business management solution requires basic external and internal research. You need to examine what software is available and how that software will fit your needs and benefit your shop. I have come up with a short list of key items to note when you are ready to purchase a shop estimating/management system.
What Should You Look For?
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Second, make sure you look at software that is designed specifically to fit your industry. A spreadsheet program can do some of the things needed to run your business, but an industry specific shop management will be more useful in the long run. Industry specific software is more valuable to your company not only because of the tools it provides, but also because the training and support staff available to address your company’s specific needs and business environment, are already familiar with your industry. Third, make sure you understand what it’ll take to implement the system. Some systems can be setup by you, others will require more time and outside help. This means look at it and get a feel for the software, get trained, and then fine tune it for a smooth transition. Good software companies should have a great implementation team as well as a great technical support staff. These people will help you get the program up and running quickly and smoothly. Also, the software should be designed so it is easy for you to customize as many settings as possible to fit your company needs. If you can’t customize the software to fit your shop, you shouldn’t buy it. Shop management software should offer enough flexibility to allow you to customize the system to match your company’s specifications, no matter how many different product lines you carry. The most important requirement of any software system is the ease of use. Most shops looking at management software already have more work than they are able to handle. This means shops can’t afford a slow down due to a complicated software system. “A few clicks, and that’s it!” You should make sure the benefits and features of the program are saving time. If the software isn’t saving you time, it’s definitely not saving you money, and therefore it isn’t adding the needed value to your company.
Cost, is it an issue? Whether you are a small shop still estimating manually or a larger shop reluctant to upgrade from your “tried and true” system, you should make time to look into the benefits of industry specific estimating/business management software for your company. You will find an array of benefits and features that will help increase productivity, profits and save you and your staff time.
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