Essential Software for Small Business
Computer Applications for SME, Home Based and Freelance Enterprises
Sep 17, 2009
Selecting the most appropriate software applications from the diverse options available to small and home-based businesses can be overwhelming, especially if freelancers have previously worked in a large or corporate environment where these decisions are often made by IT professionals.
The first step is to identify the requirements. Essential software for small business includes, accounting software, document management, computer security and protection software, marketing applications such as contact management databases or CRM solutions and communication software.
Communication Applications
Customer expectations mean that email is an essential tool for business and freelancers. Customers and suppliers may also demand the ability to communicate by phone, text message and FAX. Software exists to help meet all these requirements.
There are a number of decisions to be made regarding email. One of the most important is whether to use only web-based email or use a software package such as Microsoft Outlook to manage email. The choice of email name also matters as this relates to the company image and brand.
There are also web-based FAX services so an actual FAX machine is not necessary. Documents can be uploaded or emailed to the FAX service and sent. Similar facilities exist to send text messages to mobile and cell phones.
Document Creation and Management
Every business will need office software to create and manage documents such as letters and brochures. Word processing software usually includes featues to manage templates, helping ensure consistency. Some freelancers will also require specialist software applications. For example graphic designers and photographers will probably need image manipulation software such as Adobe Photoshop and web designers will probably need html editors.
Most small businesses will need a word processor application and many will also need spreadsheet software. Microsoft Office is a well-known application and free software such as Open Office also provides similar functionality.
Accounting Software
Accounting software is not essential, as records can be kept on paper in ledger books, but software applications can aid efficiency and save money on accountancy and book-keeping bills.
Accounting applications can include functionality to produce invoices, reconcile bank accounts, run payroll and produce reports. Options include keeping records in simple spreadsheets maintained by software such as Microsoft Excel or purchasing accounting packages such as Sage.
Marketing and Contact Management Software
There are many software applications to support marketing activities. For example, keeping basic contact records (name, company, address, phone numbers and email) is often included in email packages such as Microsoft Outlook and there are many contact databases available.
Customer Relationship Management (CRM) applications are also available, from free software such as SugarCRM to paid for such as ACT from Sage.
Computer Security and Protection
Software to protect computer security is essential and often overlooked by smaller business and freelancers. Although many people are aware that anti-virus software is needed, keeping it up-to-date is critical and software which includes options to automatically update both the software and the definitions is a sensible choice.
Taking time to define exact requirements and then selecting appropriate software based on user needs can help every small, home-based business and freelancer to make an informed choice
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