Masonry Magazine June 1993 Page. 9
Using Computers Effectively
While mason contractors realize that computers are necessary to compete in an increasingly high tech industry, they have little idea on how to use them effectively.
By LARRY WENDT
Co-founder, RMI Computer Group
A client makes very good use of his computer systems. He recently went through a period where he had a number of audits for various reasons. Since his accounting has been computerized for several years, it was a simple task for him to produce the necessary information. It helped him restore accounting records for an entire year from a tape the size of an audio cassette. What could have taken days was accomplished in a few hours.
Shortly after that, I was contacted by another contractor that wanted to use a computer for estimating. When I arrived at his office, he had already purchased a very nice (and expensive) computer. I spent some time with him and suggested a number of possible approaches to estimating on his computer.
It soon became apparent that he really wasn't committed to the time and money he would need to really use his computer. So, right now, he has a $3,000 paperweight taking up room on his desk.
What does it really take to make a computer work?
For the past four years, my contacts in the construction industry have maintained a similar outlook regarding computers. Contractors realize that computers could be useful, in fact necessary, to compete in an increasingly high tech industry. However, they have little idea or experience on how to use them effectively. The purpose of this column is to provide information and ideas on how to use a computer as productively as possible for your office.
I think a good approach is to view a computer as a tool like a shovel, a mixer, a truck or a story pole. In general, you buy a tool to do a task more efficiently than you would be able to otherwise. Approach a computer the same way. Buying a computer and some software can save time and extend your capabilities in the office. If you buy a forklift, there is no question about how to utilize it. You put it on a job and move material to wherever it's needed. Put a shovel in someone's hands and you don't need a 45 page instruction manual. When was the last time you hired a consultant to install a line block? However, the most effective way to use a computer isn't well defined. You can buy literally thousands of different applications, making the choice of the appropriate tasks to computerize difficult. Don't buy a computer and software and then look for a way to use them; instead have a task firmly in mind, then buy a computer and appropriate software to accomplish it. What is being done day after day that is labor intensive, yet repetitive? Collection of job production figures, typing and preparing of proposals, waivers, forms and letters, job costing each of these things is well suited to a computer with two basic programs, a word processor and a spread sheet. Reducing the time required to accomplish labor intensive overhead tasks is money in your pocket.
A common misconception about computers is that their primary function is to save time. Just as importantly, computers can provide a means to accomplish things that you would otherwise not be able to do at all.
For example, a one-person office is unlikely to see a significant day-to-day time savings in the computerization of accounting. Every invoice and check must be entered in the computer. Totals must be checked to make sure a mistake wasn't made during data entry. Payroll or a summary of payroll must be entered every week.
But, with your accounting computerized, you can do much more with the data, without spending more time. Job costing is immediate and accurate to a degree that would be difficult.
General Computer Concepts
THERE ARE TWO main components of a computer system: the hardware and the software. What's the difference?
Hardware is the physical parts of the computer. Items such as the case that contains the computer, the monitor, the keyboard and the printer are all considered hardware. Hardware is only so much scrap metal and silicon without the software.
Software provides the "thinking" or "processing" element to computers. The software contains instructions that the hardware can interpret. Essentially, the software says "add 2 and 2, then display the answer to the user." The hardware then performs the task as instructed. Software is often referred to as the application or the program that the computer is running.