Client/Server: A configuration for your company's computer system. The Server is the system's one main computer, which contains the customer database, inventory, general ledger, and so on. The clients are all the personal computers which sit on the employee desks and are used for the daily work tasks. As your business grows, servers can be added for specific tasks such as printing or office automation.

Graphical User Interface (GUI): You may hear people describe a system as "gooey", the pronunciation for GUI. This type of interaction between the computer and the user relies on picture-icons, drop-down menus and other objects on the screen, rather than keyboard text commands. An example of this is the popular Microsoft Windows® operating environment. Such interfaces are easier to use and remember and thus reduce training time and increase productivity.

Open Desktop Principles: A set of standards for GUI software, which allows the user to move information from one program to another without re-keying. Most software applications that are meant to work with Windows use these standards.

Dynamic Data Exchange (DDE): Information can be relayed to other Windows productsfor example, you could enter your daily sales orders, then transfer them to your fax package for immediate delivery, or to a spreadsheet for analysis. This reduces hard-copy documents thus cutting transaction costs.

Open Database Connectivity (ODBA): Allows you to construct your own reports on Windows spreadsheets or your own word processor rather than a specialized report writer. These documents can then be linked directly to your database and each time you open it it is automatically updated without re-keying or downloading.

Electronic Commerce: This is the new term for business communication and transactions conducted electronically, without paperwork. There is Remote Entry which is a direct connection between your office and your customer's. And the one that is really the up and coming phenomenon is Electronic Data Interchange or EDI, and we will get to that specifically in a moment.
Ms. Cochran then went on to provide me with a step by step procedure for businesses that wish to increase their productivity by becoming involved in this new technology:

1) Access where your business is now, then make definite plans for the futureboth immediate and long-term goals. You want a system that will not only meet current needs but allow for growth and expansion.

2) Take a close look at your company processes. Track the paperwork. List the procedures needed for each task. This analysis will demonstrate your computer needs.

3) Think of ways that technology can improve your business. Put this and all the above in writing, and use these criteria as you shop for a system. You will probably want to go with software that will work with the industry leaders such as Microsoft, but also the flexibility to be able to choose from the best of the off-the-shelf software programs.

4) If you become interested in a particular system, ask to see it at work at an actual site, where you can ask questions about both installation and daily use.

5) Take the time to properly train all pertinent employees once the system is installed. Many computer stores offer training in the programs they sell, community colleges offer computer courses, and for Window-based applications you can contact the nearest Microsoft Solutions Center, which is a national network of instructors certified by Microsoft.

When asked about what she sees as particular cutting-edge trends, Ms. Cochran expressed that Internet access seems to be important for any company that wishes to stay competitive. Cleaning companies could have a home-page so that potential customers can browse their prices, services, and specialties.
Neil Jaffe, Vice President of Software Development for Prophet 21 of Yardley, PA, gave me his view on the other technological trends these days. It was in talking with Mr. Jaffe that I first heard the term EDI, and it came up again and again in subsequent interviews.
EDI, or Electronic Data Interchange, is a protocol system for business documents, serving to define document layouts according to a common language so that forms will be standardized industry-wide nationally and even internationally. These document forms were developed in conjunction with the American National Standards Institute. It will soon get to the point where the largest and most powerful companies will only wish to work with companies with EDI capability. To achieve this capability, translators must be purchased, and then the transaction information itselfassembled into "packets" by the computeris sent via a Value Added Network (VAN). These VAN's are like phone companies, or e-mail servers, that specialize only in business transaction management.
EDI is such a hot topic that there is even an Electronic Commerce Resource Center, located in Bremerton, WA, and which publishes its own newsletter. A recent article describes how a busy manager or business owner should go about investigating company technology solutions:

1) Devote time to the searchat least 16 hours per month.

2) Read all the information you can, from periodicals and books. The public library is a good place to start.

3) Visit Internet web sitesespecially those of your competitors!

4) Attend training sessions, but choose them carefully. Look for good references/recommendations, or industry affiliation/accreditation.