Business Software Review

Technology and Management Functions (Sample Company)

Based on my personal experience in the construction industry, this hub giving examples of how technology can be used to improve business and meet business needs.

Business Software and Technology Suggestions

Companies, like individuals, use technology for a variety of purposes. Computer technology can help companies improve processes and make better use of employee time. Technology, in most cases, helps make a process either more accurate or more efficient. Other advances in technology work to make products and processes more environmentally friendly. Alpha Construction Company uses computer applications to help improve data entry and calculations. The small construction company also uses technology to reach potential customers. Each employee of Alpha Construction Company has a GPS for use in navigating to daily appointments. The company website has forms available that allow customers to enter information in a form that forwards to email and can be opened either in the office or via blackberry. Though current technology meets existing business needs, Alpha Construction Company anticipates that advances will make future business process even more efficient.

Microsoft Excel for Small Business

Alpha Construction Company must perform complicated calculations to determine the size of each roof, the precise amount of each material needed, and the amount that the necessary amount of materials needed for each project will cost. The company must also calculate labor costs and the markup percentage for each project estimate. In order to accomplish this in the most effective way, Alpha Construction Company has created a worksheet on Microsoft Excel that calculates the quantities and prices for the workers. When a roofer measures each section of the roof, he simply enters the length and width of each section measured. He places these numbers by the shape he is measuring. The Microsoft Excel spreadsheet then takes these numbers, and calculates the total amount of materials that will be needed, the labor cost, and the total price including tax for the project estimate. This allows the roofers from Alpha Construction Company to calculate accurate and non-biased pricing for each project.

Using Excel Worksheets Small Business

Using similar worksheets in Microsoft Excel, Alpha Construction Company maintains a list of customer contact information. Each person who calls Alpha Construction Company provides contact information, including name, telephone number, home address, mailing address and email address. One of the major benefits of storing this information in a Microsoft Excel Sheet is that the information is transferable to Microsoft Word documents through Mail Merge. When Microsoft Word is used to create newsletters and promotional flyers, the Mail Merge feature allows each form to be personalized with the customer’s name. Envelopes are also easy to label and address using Microsoft Excel’s mail merge feature, and what once took hours of typing or writing takes only seconds. In some cases, only customers in a certain category are targeted, and Excel makes sending information to these select customers simple and efficient.

QuickBooks Construction | Accounting Software Small Business

Tax season is another chaotic time of year for small businesses, and if paperwork has not been kept in order, mistakes are easily made. The consistent entry of revenue, payments made, and deductions is the best way to enjoy the maximum tax breaks available. In the same way, this yearlong organization prevents penalties and fees from filing inaccurate or incomplete information to the IRS. In fact, QuickBooks has a feature that allows companies, like Alpha Construction Company, link the reporting directly with online banking. This union allows transfers of purchase information directly into the accounting software so that manual entry is no longer required for most bank transactions. This software also helps to maintain payroll data, and print end-of-year tax documents. QuickBooks Construction also allows construction companies to enter estimates, make forecasts and projections, and bill customers as each project phase is completed.

Internet Advertising Small Business

Technology has also played a role in the way companies market their businesses. The Internet offers hundreds of ways to reach consumers, and companies must determine the most appropriate way to spend advertising money. Traditional yellow page companies have printed their directories online, and offer premium placement on websites like www.yellowpages.com, www.superpages.com, and www.yellowbook.com. Search engines, like Google and Yahoo, also offer paid premium placements along the top and right hand sections of the display pages. Other industry specific advertising forums require attention online. Some sell leads, and only require payment for results. Others charge monthly membership fees that are due regardless of their effectiveness. Alpha Construction Company chooses to advertise using Google AdWords, and also spends time promoting its website in the natural search results using search engine optimization techniques.

Small Business Company Website and Email Me Forms

Once users are directed to CZ Contractor’s website, several communication forums are made available. Customers may make communication by phone, or they can fill out an online form that sends all of their information to the company email. This email prompts a special ring on the owner’s blackberry, which allows her to immediately respond to all customer inquiries. The website also provides valuable information for customers, which helps them prepare for questions that are asked on each phone call. Customers can compare material options, gather information about their current roofing systems, and read about promotions and upgrade options. With the information customers obtain on the company website, Alpha Construction Company is usually able to bring all necessary materials to the estimate, and take care of any repair needs on the same day upon the customer’s request.

Use GPS to find Customer Houses

Once appointments are made, Alpha Construction Company must send roofing contractors to give estimates, perform repairs, and install new systems as needed. Years ago, construction workers would have to meet at the company office each day to pick up materials and map out directions to each location. If lost, the contractor would have to find a pay phone to call for directions and inform the office of a delay in his schedule. In the more recent past, employees would stop by the office for Map Quest directions that guided them from point to point. Now, each construction worker is equipped with a GPS that automatically generates directions from location to location, and provides an estimated arrival time. The worker can then call each customer to inform them of this estimation, and in the case of an accident or road closing, a detour can be calculated with the push of a button.

Best Software for Construction Companies

Technology has changed the way small businesses conduct daily operations. Computer software has improved processes like data entry, estimate generation, and accounting maintenance. Microsoft Excel’s worksheets calculate project size, materials needed, material cost, tax, labor prices, and profits. These worksheets also store customer data and easily transfer specified information into letters, warranties, and promotional literature.

Best Accounting Software for Construction Companies

The owners expect programs like QuickBooks to maintain accurate tax information, and to help the company with projections and payroll. Technological advancements have also changed the way companies advertise, and communicate with customers. Alpha Construction Company advertises the company website on search engines like Google, and then directs the customer information entered on this website to the company email. Once appointments are set, the construction workers use another technological advancement, the GPS, to locate each customer’s home or business. Though existing technology already simplifies daily projects, Alpha Construction Company expects that future advances will make daily workplace activities even more accurate and efficient.