Choosing The Best Software For Your Business

Choosing software for your business can be one of the most important decisions you make. It can also be one of the most frustrating if not done with some careful planning. The right software can make running your business more efficient and profitable. The wrong software cause problems and loss of revenue. So how do you choose the right software? Here are some key points to consider.

Why Are You Getting New Software

Male hand inserting a DVD into a disk drive. Black and white

Regardless of whether the software is for a new business or replacing old software, there are many things to consider before rushing out and purchasing a new software package. If the software is for an already established business, you should know that introducing new software into that business can, and most likely will, hit some bumps in the road during implementation. That’s a given. There will always be something, no matter how small, that will have been overlooked in the process that will cause some sort of snag even if it’s just a small one. That’s just the nature of software technology.

However, to reduce the chances of big issues it’s best to answer a few questions before jumping feet first into a new software package. First off, if the software is for an already established business, ask yourself what the old software didn’t do for your business that you need it to do. If it’s for a new business, ask yourself what you need that software to do for your business. It is generally advised that you make a list of the things that you want the software to do and then separate those things into two lists – your needs and your wants.

The needs list will contain only the features that are absolutely necessary in order for it to work well for your company. This generally is a fairly short list as most businesses only need some basic functionalities in order for software to work.

The wants list is probably going to be a much longer list. We generally have lots of functions we wish software could do for our business to make life easier for everyone involved but some of those functions may not really be an absolute necessity. Make sure you rank this list in order of importance so when you start shopping you’ll know which features to absolutely push for and which ones you can really do without.

Also, keep in mind, as mentioned earlier, that introducing new software almost always has some slight glitch during implementation. However, you need to be aware of how this new software will work with other software your organization may already use. Inquire with the software companies involved as to whether the two will seamlessly transition. Will there be modifications that need to be done to one or both software packages or will you have to replace that other software too? Not doing your due diligence could very well cost you more than you wanted to spend if you skip this vital step.

Ease Of Use


Easy button emoji

The best software on the planet will not help your business if it’s not user friendly too. If your employees can’t or won’t use the software because it’s too hard and makes their jobs harder to do, you’ve just thrown money out the window. You may think that if you implement new software your employees will have to use it to do their jobs. However, if you’ve hired intelligent people to help run your company, they will find alternate ways to do their jobs that allow them to avoid using software that they deem a hindrance to their productivity.

So after you’ve figured out what you need and want the software to do, the next important issue is ease of use. Make sure that the software is fairly intuitive and if there are parts that are more complicated, make sure the software itself or the vendor provides training for your employees. You will also want to know if this user training is included in the cost of the new software or an extra charge on top of the software charge.

Mobile Options

Human resources (HR) management app concept on mobile phone screen

77% of Americans have smartphones. This is up from 35% in 2010 and it continues to grow. It stands to follow then that making sure that any new software you purchase for your business can be adapted for use on mobile devices.

With more employees every year working virtually from home or travelling near and far, this is something that requires some thought. Will your business want its employees to be able to access the new software via mobile devices like smartphones or tablets? Even if it’s not something that is needed right now, consider the future. Will it be something that would help your business down the road? If so, now is the time to plan for that eventuality. Waiting until after you’ve already purchased software to think about this subject can cost your business in the end.

What Type Of Software?

Computer software box

There are basically two types of software available – off-the-shelf or custom and both have their pros and cons. That’s why knowing exactly what you need and want is so important before making the choice.


Off-the-shelf software is exactly what it sounds like. It’s software that you either purchase from a local computer store like Best Buy or Staples or you purchase from a vendor online. This type of software basically contains no surprises. It is what it is. Generally, it has set functions and those functions either can’t be changed at all or they have some slight customizations available in them but those are usually very limited in scope. If this type of software does what you need it to do, it can be a very cost-effective way to go. Generally, software of this type is the cheapest option but also has the least ability to be adjusted to your businesses specific needs and wants.

Pros: Lower upfront price point; could meet most of your businesses’ needs; user communities are usually available for self-help and support; Fast implementation; any upgrades are handled by the vendor automatically.

Cons: Usually have upgrade costs, licensing fees, or per user costs; Probably will not meet all your business’ needs; may have to change the way your business does some things in order to use software; May either have high customization costs or no customizations available at all; When software becomes obsolete you’ll need to find new software to replace it.

Custom Software

Custom software is the most flexible option available. This type of software is designed specifically for your business and will do everything you need or want it to do. However, with that flexibility comes a higher price point.

Generally, for this option you would hire a software developer to go over specifications your business and users need. The software developer would create the software to meet those specifications and make sure that it works with all processes and applications running in your business. The developer usually also installs the software and provides training for the entire company. After successful implementation the developer is usually available for any improvements and assistance on a retainer or ad hoc basis.

Pros: Fully customizable; able to make software to suit your users needs; installation and training available; developer has intimate knowledge of your business and users for additional custimizations and upgrades.

Cons: Higher upfront price point; any new features have to be specifically designed to work and will add to cost; no user community to provide self-help.

How much Should You Pay

Unrecognizable mature man holding US Dollar bills

As you can see, depending on which software approach you take the cost could be vastly different. Custom software generally has an upfront, all-in cost structure, and once it’s paid for it’s yours to use as you see fit. The only additional costs would be if the software needs to be updated or changed at a later date.

Other software options usually have subscriber fees that apply to each additional user or an ongoing monthly fee that is paid. With these types of fee structures it’s a good idea to know how many users need to use the software now and in the possible future. This will help you to budget out which software option would be the best fit for your organization and eliminate costly surprises down the line.

Also, know that any software worth it’s weight should let you have a free trial period where you can test drive all the features and see if it’s the right fit for your business and users. So keep a watch for those types of features when weighing your options. Not all software works for every business and having the option to try it out first can save a lot of money, headaches, and frustration in the end.

As you can see, there’s a lot to consider when choosing new software for your business but it doesn’t have to be a frustrating process. If you plan accordingly and perform due diligence ahead of the purchase, the choice will eventually jump out at you and you’ll know you’ve made the right decision.

Don’t forget also that there are professionals that can help you and your business with the process of choosing and implementing new software. DataOne can help you choose and implement your organization’s software and get your business up and running in no time. Click here and contact us today to get started!

How To Choose The Right Hardware For Your Business

Setting up a business can be a daunting task. There are so many pieces of the puzzle that need to be put together and deciding what hardware you need to get your business started is just one of them.


Male doing estimation on screen

There are probably not very many businesses in the world today that don’t have a computer in some shape or form. In this age of technology, it’s next to impossible to even run a business without the help of a computer.

One of the first things to decide on when choosing a computer is what kind of computer is the best fit for your business? Do you need desk top work stations for all your employees? Is it more a mobile business that requires laptops? Do your employees need tablets? These are all things you have to consider before investing in computers for your business. You may decide that you need some combination of the above in order to have your business running smoothly. Just consider what the computer is going to be used for, where it’s going to be used, and how many are going to be needed so that you can make sure you’ve purchased the best option for your business.

Next, you’ll probably be wondering what brand of computer to purchase. Generally speaking, all computers and laptops out there, regardless of the brand name that’s on them, have the same components inside. There are only one or two companies that make computer components so no matter what brand you pick the inner workings are more than likely the same. However, what you do have to consider is durability, upkeep, and that it will do everything you need it to.

You ultimately need to make sure that the computer can handle whatever your business throws at it. If your business uses lots of multi-media, then you need to make sure that the computer or laptop you buy has enough storage for all those bulky multi-media files and that it has a processor that can handle all that work.

You also want to make sure that the computer, laptop, or tablet will last several years and that the hardware will require minimal upkeep. Making sure the computer is user-friendly and easy to use is another feature you might want to look into.

If your company requires something more specific than is available in local stores, then you can have a computer custom built to your businesses needs by a reputable computer service.



Printers are another must have when running a business and which type of printer you install depends entirely on the type of business you’re running and what you need it for. Some businesses will just need to print occasionally and a standard printer found at your local chain computer store will do just fine. Others will be printing on a constant basis and will need something a little more heavy duty and industrial.

Printers range from compact ones that just print to all-in-one versions that print/scan/fax to industrial printers that can handle any amount of work you throw at them. Determining which printer is needed depends on what type of business you’re running and how much you will use it. However, it is commonly agreed upon that having at least one printer in house is a must for any business and the cost is minimal for the convenience you will get from it.


Closeup Of A Server Network Panel with Lights and Cables

If you are running a small business you might be able to get away with using a personal computer as your network server for awhile. However, there are many advantages of having a dedicated server for your business. Advantages like having a faster CPU, higher performance memory, enhanced security, and larger storage capacity are just a few. Network servers help to support your database, email applications, and other files as well as giving you more backup options.

So how do you pick the right network server solution for your business? Well, unless you are well versed in network applications and servers we would strongly suggest you talk to a specialist in this field to make sure you get exactly what you need to have your business run efficiently.

Telephone Systems

When success calls, pick up that phone

I think we can all agree that telephone systems are at the heart of all businesses. Without proper communications, businesses just don’t run. Plain and simple! But like all the other categories mentioned, there are so many choices to pick from.

Contrary to what some might think, businesses and some individuals still make use of landlines and they do have their advantages. However, many businesses these days run strictly on cellphones and VOIP connections.

Cellphones are probably the single-most used piece of technology around. Just about everyone you meet has one making cellphones a great resource for all businesses. Many businesses can run entirely by cellphone. Smartphones are especially critical for businesses and their employees that are constantly on the go because they not only provide voice connection but also email connection and apps that help accomplish everything from checking schedules to booking a flight. Truly, these little devices are like having a personal assistant in your pocket at all times.

Now another option that can be used exclusively or in concert with a landline/cellphone situation, is a Voice Over Internet Protocol or VOIP telephone solution. Although the name may sound scary and intimidating to those who have little tech knowledge, it’s likely that you already use this type of service in your personal life. There are many VOIP solutions out there but by far the most recognized one is Skype. Although not the only VOIP service available, it is one of the most widely used ones and it generally is free to use for most applications. Other services may charge a small fee for businesses to use their services. However, most also allow you to have video calls so it is definitely something every business should have set up.

Network Equipment

Home Solution & wifi Devices network

The category called network equipment can include everything from wireless routers and access points to firewalls and other security appliances to network interface cards. It is more than likely that you will need at least one wireless router somewhere in your business. This will allow employees, and possibly clients, the ability to get online easily from their laptops, tablets, and cellphones.

Most items in this particular category we would highly recommend you talk with a specialist about to make sure you get the right solutions for your business. Depending on the size of your organization the solution could be very simple and easy for you to implement on your own or it may be more complex and need a professional to set up. Setting up your business right from the start will save you a lot of frustration and work later on.

DataOne can help you to set up your organization’s network and get your business up and running in no time. Click here and contact us today to get started!

The Benefits of On-Site Data Management

In the business world, keeping data safe and available at all times is of the utmost importance. However, there can be controversy over whether it’s better to manage your data on-site or offsite. Although there are pros and cons to both options and it can depend on the industry your business is in, there are distinct benefits to onsite data management.


7 Ways To Easily Speed Up Old Technology

Technology plays a large part in almost every aspect of business and pleasure in the world today. Those that do not have access to the latest and greatest are seen to be in a state similar to starvation by those that do. While it seems ridiculous when described in that manner, if you take a step back and look at all of the recent human achievements made possible by technological advancements, it may not seem so far fetched. Advancements in tech have allowed for the eradication of diseases and the ability for companies to manufacture clothing in bulk for a fraction of what it used to cost. It has allowed for the automation of tedious tasks and made managing daily activities as simple as a few clicks on your computer or even a swipe on a smartphone.


5 Signs You Need to Upgrade Your Software and Computer Systems

Computers and software are a major investment, so it is easy for businesses to fall into the trap of trying to squeeze as much life out of their systems as possible before spending money on upgrades. Below are some signs that you’ve stopped saving money and are instead costing your business money – in time, lost data, efficiency, and security.


5 Business Security Mistakes You May Be Making

Businesswoman pressing security button on virtual screens, Business concept and technology information security and data encryption.

It’s undeniable that the progression of computers has created unlimited possibilities for all types of businesses. The computer network allows for easy communication, a shared work environment between employees, and protected data storage. With these unlimited possibilities also come unlimited risk. (more…)

How to Create an IT Security Policy

creating an it security policyEven in a time of tremendous publicity surrounding recent security breaches, many businesses do not take the time to formulate an IT security policy and disseminate it to their employees. Perhaps local business owners think they are too small to be hacked, or maybe overworked IT managers simply can’t find the time.

Whatever the reason, an IT security policy that protects the company from both internal and external threats is necessary for every business. Small and medium businesses are at risk; over half of all small and midsize businesses have been hacked, according to recent research by specialty insurer Hartford Steam Boiler, and nearly three-fourths of those businesses weren’t able to recover all the lost data. (more…)