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Kanneg, M Keith

December 02, 2003

Originally Published:20031101.

Tedious paperwork is the bane of existence for most small businesspeople. Salespeople, service technicians, plumbers, electricians, franchisees and contractors of every nature, even mobile dog groomers-name one who you think would rather be behind a desk filling out forms than out doing their job. Whether business takes you to retail locations or under a homeowner's kitchen sink, that's where the money is. The more time you spend in those situations, the more profitable you can be.

But what happens when you get too busy? Does billing get delayed? Ever misquote a customer? Are parts inventories magically depleted? Have you missed appointments, or gone to the wrong location? Ever lost customer estimates under a mountain of paperwork?

If you're human like the rest of us, then chances are you muttered uh-huh to one or more of the above questions, or you work with someone who has. To keep your head above water you do invoicing at night; weekends are spent preparing for the upcoming week. Robbed of leisure and family time, you resent it, but if you don't do the work, it won't get done. If this rings a bell for you, then technology may have a solution.

Mobile Computing

It's called mobile computing, and we're not talking about laptops. In the business world where the race usually goes to the swiftest, the latest advances in mobility solutions can make you more nimble than ever before. No matter your business type, service, or product offering, mobility is taking its place as one of the great business enablers of all time. Elevating personal digital assistants (PDAs) beyond convenience factors like storing your appointment/phone books and grocery lists, new applications are emerging thanks to the fusion of multiple technologies. Now it is not only possible to bring your business to the customer-you can actually conduct business transactions from virtually anywhere-essential to gaining a competitive edge.

The recipe for successful mobile computing solutions includes ingredients that have been around for several years. Looking back, it seems obvious we should have foreseen the convergence of these components, and maybe wondered why it hadn't happened sooner, but the commercialization of robust business-enabled PDAs is now reaching critical mass. Manufacturers of PDA hardware opened their platforms to add-on functions, like bar-code laser scanning, portable printing, and most importantly, wireless communications. Windows CE and Palm OS bridged the gap between desktop software operating systems and "lite" versions that delivered portability while allowing data to be synchronized back to the desktop.

Initial software applications that provided utility to mobile workers were usually proprietary solutions built to meet an explicit business need for a single (and usually very large) customer. As such, mobile computing was viewed as a highly-vertical application that was never accepted by small business. With the introduction of several industry-standard software applications modified to run on "thin clients," all that has changed.

Portable Versions

Leveraging the growing popularity of business-capable PDAs, several software developers have introduced portable versions of their products that deliver the desktop application's core functions, but are sufficiently streamlined to operate on a handheld device. One example is a version of Intuit's QuickBooks, perhaps the most ubiquitous small business accounting software. Designed to run on Windows CE and/or Palm OS, it allows for instant on-site data entry. Business can be conducted anywhere, anytime, with complete access to the latest inventory, pricing, and customer records.

For the independent contractor or field service representative, working away from the office is a way of life. Previously, that meant manually filling out estimates, order forms, or recording changes in customer files and pricing by hand, and then returning to the office to reenter that same data into the accounting software. The process was inefficient and wrought with errors. Today, those same processes can all be executed with a few taps of a stylus in seconds, with 100 percent accuracy, while eliminating the tedious tasks of re-keying the day's work. 13#vety=7;enum=1; Armed with a wireless, scanner- and printer-enabled PDA, you can now check inventory to make sure you have the parts on hand to complete the job-without rifling through your truck each morning. You can search for items by name, description, or bar code. The integrated device provides anytime-anywhere information no matter what your location. Of course, the proper pricing is associated with each item, so you never have to worry about misquoting or calculating discounts. A few taps of the screen, and the PDA produces an estimate for the job, including a summary of all parts and a detailed description of the project, complete with profit margins. A portable printer delivers accurate, immediate hardcopy records, improving customer satisfaction. When the job is done, a few more taps turns the estimate into an invoice-speeding cash flow and eliminating unnecessary delays between job completion and billing. Throughout the day you can update customer files, add unscheduled appointments, update inventory counts as parts are consumed, produce credit memos, and even issue purchase orders if you have to stop at a supplier during the course of the business day.

The Best Part?

By simply synchronizing the PDA with the desktop system, using either a hard-wired cradle connection or a wireless local area network, all of the day's activities are instantly dumped into the accounting application and all records are automatically updated. There's nothing to remember, no transposition errors or discrepancies, no lost files, and no redundant data entry tasks to accomplish. You'll have more time to pay attention to customers, and more free time to pay attention to life.

Further, professionals who support independent contractors with accounting, financial, or tax preparation services will benefit from their clients' use of a business-enabled PDA. Rather than deciphering mountains of paperwork and dealing with last-minute surprises in the form of "forgotten" income and expenses, they'll receive timely, accurate business transaction records from every client, sent directly to them in a familiar industry-standard format.

As existing technologies meet the needs of an increasingly mobile workforce, they will be embraced as productivity-enhancing tools that enable users to focus on the job at hand, not ancillary paperwork. That means more profitable businesses, more satisfied customers, and less redundant tasks for employees and service providers like CPAs. And, you can still keep your grocery list with you at all times. 13#vety=7;enum=2;13#vety=2;enum=0; It's called mobile computing, and we're not talking about laptops. 13#vety=2;enum=0; Mobile computing was viewed as a highly-vertical application. 13#vety=2;enum=0; And, you can keep your grocery list with you. 14#vety=16;enum=0; M. Keith Kanneg is senior director, new market development, of Symbol Technologies, Inc. He can be reached at .

(C) 2003 Franchising World. via ProQuest Information and Learning Company; All Rights Reserved

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