The Perils of Pauline

Changing Computing Systems

 

Given the choice, many businesses, once they reach a level of success, just want to keep things rolling along. Every so often, however, the world tells you, “You have to change”. This is very disturbing news for most businesses. 

Some of the big changes of recent times were:

  • Y2000 compliance (The big computer question, “Does the year 00 really mean 1900 or 2000?” Ouch!!)
  • Use of non-leaded gasoline only
  • Microsoft not supporting Windows 3.1
  • From 33 rpm records to eight tracks to cassettes to CDs
  • Computer diskettes, zip-drives and soon CD's will be replaced with DVD's

When these events happen, it feels just like Pauline being strapped to a set of railroad tracks waiting for the train to come to cut her in half.  Of course, at the last minute, the hero comes and cuts the rope, and frees Pauline from the tracks and all is well.

Changing your company computer system has all the same stresses, feelings of un-controlled panic and FUD (Fear, Uncertainty and Doubt).  There are several ways to minimize the liabilities to keep the pain and suffering to a minimum.  The method you use depends upon:

  1. The number of computers in your company,
  2. How old the computers are, and
  3. What software you are currently using.

Here are two examples of how these events commonly affect businesses:

  1. One computer, more then three years old runs a “special software package”.  Most of these one-of-a-kind systems are based upon software packages/databases that are no longer in existence.  Now, if you need to upgrade your computer or version of Windows, you are stuck because the software package cannot run on the upgraded system 
  2. You have several computers of various ages, running a software package that is not well supported.    You can tell that is not supported because
    • When you call, no one answers the phone,
    • At get-togethers with business associates, you mention the program name and people say I never heard of that, and
    • Every time something goes wrong, you run up a big bar tab.   Yes, continuing like this is like driving a truck with failing brakes. Sooner or later it is going to crash. 

 

The solution in both these cases may be the purchase of new computers and/or new software.  You cannot afford to risk your business using unsupported software, and should make the change to new software before your current system fails.   The advantage is that you protect your business (and your sanity) during the change.  The downside is you will have to learn a new method of doing business, and it could take a little time to get use to the new program.

If you still have a working system that is running your business, keep it going and get a new PC (or 2, if you use several computers).  Install the new system on the new PC(s) and hire a part-time high school or college student to enter your data for active customers and then move forward.  If you are lucky, and you can export your data to Excel, most packages offer a free import from Excel if you arrange your data exactly in the order they specify. 

 You will have the old system and new running side-by-side, so you can switch over once you feel comfortable with the new system. 

As you can guess by now, it is never wise to just switch over to a new system.  You are running a business and depend upon your tools to remain profitable.  You are better off if you make sure you can do everything in the new software before making a full switch.  Yes, it may take more time and effort, but if you can avoid the FUD, it is well worth it.

 

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