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Excel
Works, But When is Industry Specific Better.
Excel
Works, but when is Industry Specific Better?
There
are many businesses in the sign & graphics industry currently
using Microsoft Excel for quoting and tracking jobs.
In fact you could be one of them.
Under certain circumstances using Excel to manage these
tasks could be an adequate way to handle shop management.
But how do you know when it is time to look for pricing,
job tracking and a better software solution? What should you look
for when taking this next step?
When
is Excel Sufficient?
Companies
with a small number of people, where only 1 person estimates,
producing very few quotes daily, with little to no re-orders,
and selling a small number of products with few options, may do
fine using Excel as a shop management system. So as long as these
companies aren’t experiencing rapid growth and/or work flow difficulties,
Excel offers them a substantial return on investment. But when
one or more of these variables change the need for a better solution
increases.
When
is Excel Insufficient?
Excel
becomes insufficient when shops experience:
-
Company
growth (increase in employees, increase in revenue, etc.)
-
Pricing
inconsistencies
-
Duplicate
entry
-
Inability
to quote jobs quickly
-
Lack
of integration between management, marketing, & estimating
tools
These
are often shops that are looking for a way to:
-
Save
time and increase profits
-
See
where jobs are while in production
-
Easily
train others to estimate
-
Know
the cost of a job
-
Control
costs and stay competitive
-
Effectively
target market
-
Easily
export to accounting software
Am
I Ready Now?
The
key to an effective business management change, like incorporating
an integrated software solution, is to identify the right time
to make the switch. In
an article I read recently called “Estimating Software Yields
Higher Profits”, the author spoke of a shop owner who quoted all
his jobs using an Excel program they developed in house. Due
to this company’s growth and a strong need for an accurate representation
of their operating cost, the company decided to make the switch
and acquire a software estimating system. Why,
you might ask? The
owner said “When we lost our three largest customers by raising
prices, it really opened our eyes.”
Understanding,
Through Research
Trying
to understand the benefits of estimating/business management software
isn’t an easy task. As
you can see in the above situation it is not always clear when
your business is ready to begin searching for a shop management
system. One thing
that is clear though, starting this search early will help you
avoid the pain of losing customers, profits, and maybe even a
few strands of hair.
Choosing
an estimating/business management solution requires basic external
and internal research. You
need to examine what software is available and how that software
will fit your needs and benefit your shop. I
have come up with a short list of key items to note when you are
ready to purchase a shop estimating/management system.
What
Should You Look For?
First,
think about the many things you would like a system to do. Are
you looking for an integrated system to track customers, orders,
and estimate data in one package? Are you looking for a program
to help increase your marketing and management capabilities? Or
are you just looking for a system that acts like an estimating
calculator? No matter what you are looking for in a software package
talking with software consultants, such as Cyrious Software’s,
can help you to clarify your needs and give you an understanding
of the tools available and what they will do for you.
Second,
make sure you look at software that is designed specifically to
fit your industry. A
generic program like Excel can do some of the things needed to
run your business, but an industry specific shop management system
like Cyrious Software will be more useful in the long run. Industry
specific software is more valuable to your company not only because
of the tools it provides, but also because the training and support
staff available to address your company’s needs and business environment,
is already familiar with your industry.
Third,
make sure you understand what it’ll take to implement the system.
Some systems can be setup by you, others will require more time
and outside help. This
means look at it and get a feel for the software, get trained,
and then fine tune it for a smooth transition. Good software companies
should have a great implementation team as well as a great technical
support staff. These people will help you get the program up and
running quickly and smoothly. Also,
the software should be designed so it is easy for you to customize
every setting imaginable. If
you can’t customize the software to fit your shop, you shouldn’t
buy it. Cyrious Software
has shop management software that is flexible enough to allow
you to customize the system to match your company’s specifications
no matter how many different product lines you carry.
The
most important requirement of any software system is the ease
of use. Most shops
we talk with have more work than they are able to handle. This
means shops can’t afford a slow down due to a complicated software
system. “A few
clicks, and that’s it!” You should make sure the benefits and
features of the program are saving time. If the software
isn’t saving you time, it’s definitely not saving you money, therefore
isn’t adding any value to your company.
Cost,
is it an issue?
One
thing you shouldn’t do when searching for a software solution
is focus solely on the cost of the system. Be sure to look at
the life cycle cost including support and compare that to the
cost of not making a change. With
estimating/management software, you really do get what you pay
for. Remember a good software system is an asset to your company.
The more customizable
the software, the more valuable the system is to your business.
Since you will continually
save hours a day, focusing totally on the initial cost would be
a mistake. You should
base your investment on the total package: software features,
performance, technical support offered, time and money saved.
Whether
you are a small shop still estimating manually or a larger shop
reluctant to upgrade from your “tried and true” system, the capabilities
of estimating/business management software, like Cyrious Software,
is worth an investigation.
For
more information on using Cyrious software to increase sales,
we recommend that you contact Cyrious Software at 800-552-1418
(U.S.) or 001-225-752-2867 for international callers, or by email
at info@cyrious.com.
Economic
Outlook
Manufacturing
growth picks up
Manufacturing
activity picked up in December, according to a closely watched
report Monday that came in close to forecasts on Wall Street.
The Institute
of Supply Management said its index of manufacturing activity
rose to 58.6 from 57.8 in November. Economists surveyed by Briefing.com
had forecast an increase to 58.5.
A number above
50 indicates growth in manufacturing, so this reading marked
the 19th straight month of expansion in the sector.
Many of the components
that make up the ISM index also showed improvement. The new
orders index, for example, jumped to 67.4 from 61.5.
But the employment
index dipped to 52.7 from 57.6 in November. Those reporting
more employees slipped to 19 percent from 20 percent in November,
while those reporting fewer employees rose to 14 percent from
9 percent the previous month.
Still, this marked
the 14th consecutive month of employment growth in manufacturing,
following a 37-month period of declining employment in the sector.
Prices paid by
manufacturers came in at 72.0, down from 74.0 a month earlier.
The
Digital Opportunity in Wide Format Printing
Screen
printers are rightly proud that they are part of an ancient
tradition that is as much an art form as carrying out an industrial
process. While digital inkjet printing has none of those familiar
associations, it does offer technical and economic solutions
to the very real challenges faced by today's screen printers.
Click
here for full story
Humor
Mill: Joke of the Month
- This
Months Humor Mill entry comes to us come from jokes.com
Top 10 Funny
Store Signs
1.Outside
a muffler shop: "No appointment necessary, we hear you
coming."
2.Outside a hotel: "Help! We need inn-experienced
people."
3.On a desk in a reception room: "We shoot every
3rd salesman , and the 2nd one just left."
4.In a veterinarians waiting room: "Be back in 5
minutes, Sit ! Stay!"
5.At the electric company: "We would be de-lighted
if you send in your bill. However, if you don't you will be."
6.On the door of a computer store: "Out for a quick
byte."
7.In a restaurant window: "Don't stand there and
be hungry, come on in and get fed up."
8.Inside a bowling alley: "Please be quiet, we need
to hear a pin drop."
9.In the front yard of a funeral home: "Drive carefully,
we'll wait."
10.In a counselors office: "Growing old is mandatory,
growing wise is optional.
Think
you have the next "Joke of the Month"?
If your joke is
selected, you win $50 off your next purchase. All you have to
do is click the link and e-mail us your name, e-mail address,
and name of your business to enter. Submit
your jokes here.
Health
& Fitness
14
Keys to a Healthy Diet
The
following basic guidelines are what you need to know to construct
a healthy diet.
1.
Limit your total fat intake. Fat should supply less than 30%
of your total daily calories. Limit your intake of fat by having
a semi-vegetarian diet. Choose lean meats, light-meat poultry
without the skin, fish, and low-fat dairy products. In addition,
cut back on vegetable oils and butter—or foods made with these—as
well as on mayonnaise, salad dressings, and fried foods.
2.
Limit your intake of saturated fat. This is the kind of fat,
found mostly in animal products, that boosts blood cholesterol
levels and has other adverse health effects. It should supply
less than one-third of the calories derived from fat.
3.
Keep your cholesterol intake below 300 milligrams per day. Cholesterol
is found only in animal products, such as meats, poultry, dairy
products, and egg yolks.
4.
Eat foods rich in complex carbohydrates. Carbohydrates should
contribute at least 55% of your total daily calories. To help
meet this requirement, eat plenty of fruits and vegetables and
six or more servings of grains (preferably whole grains) or
legumes daily. This will help you obtain the 20 to 30 grams
of dietary fiber you need each day, as well as provide important
vitamins, minerals, and phytochemicals (plant chemicals essential
to good health).
5.
Avoid too much sugar. Besides contributing to tooth decay, sugar
is a source of "empty" calories, and many foods that
are high in sugar are also high in fat.
6.
Make sure to include green, orange, and yellow fruits and vegetables—such
as broccoli, carrots, cantaloupe, and citrus fruits. The antioxidants
and other nutrients in these foods are regarded as increasingly
important in helping protect against developing certain types
of cancer and other diseases. Eat five or more servings a day.
7.
Maintain a moderate protein intake. Protein should make up about
12% of your total daily calories. Choose low-fat sources.
8.
Eat a variety of foods. Don't try to fill your nutrient requirements
by eating the same foods day in, day out. It is possible that
not every essential nutrient has been identified, and so eating
a wide assortment of foods helps to ensure that you will get
all the necessary nutrients. In addition, this will limit your
exposure to any pesticides or toxic substances that may be present
in one particular food.
9.
Limit your sodium intake to no more than 2,400 milligrams per
day. This is equivalent to the amount of sodium in a little
more than a teaspoon of salt. Cut back on your use of salt in
cooking and on the table; avoid salty foods; check food labels
for the inclusion of ingredients containing sodium.
10.
Maintain an adequate calcium intake. Calcium is essential for
strong bones and teeth. Get your calcium from low-fat sources,
such as skim milk and low-fat yogurt. If you can't get the optimal
amount from foods, take supplements.
11.
Try to get your vitamins and minerals from foods, not from supplements
(with the exceptions listed below). Supplements cannot substitute
for a healthy diet, which supplies nutrients and other compounds
besides vitamins and minerals. Foods also provide the "synergy"
that many nutrients require to be efficiently used in the body.
12.
Consider taking supplements of the antioxidant vitamins E (200
to 800 IU daily) and C (250 to 500 milligrams daily). Even if
you eat a healthy diet, it's unlikely you will get these amounts
of E and C. Also consider taking a basic daily multivitamin/mineral
supplement, especially if you are a woman of child-bearing age
(who needs extra folic acid, a B vitamin) or over age 60 (because
of decreased nutrient absorption by the body).
13.
Maintain a desirable weight. Balance energy (calorie) intake
with energy output. Eating a low-fat diet will help you maintain—or
lower—your weight, as will regular exercise.
14.
If you drink alcohol, do so in moderation. That is one drink
a day for women, two a day for men. A drink is defined as 12
ounces of beer, 4 ounces of wine, or 1.5 ounces of 80-proof
spirits. Excess alcohol consumption leads to a variety of health
problems. And alcoholic beverages can add many calories to your
diet without supplying nutrients.
Serious
Problems / Cyrious Solutions
Each
month, we will raise one common problem in the sign and graphics
industry, and demonstrate how Cyrious Software directly solves
this problem:
Q: Have
you ever lost/misplaced an order or left important product information
off of an order when rewriting information?
A: With
Cyrious Software you can easily convert estimates to orders
within seconds. Never again will you have to re-write information.
All the information on the estimate follows through to the invoice.
You won't ever again lose profits due to something being omitted
from and order.
Quote
Of The Month
"The
best thing about the future is that it comes only one day at
a time."
- Abraham Lincoln
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