Be A Geek
 By Alex R. Merriman

Don’t let technology trends pass you by while you’re tending to the day-to-day tasks of running your small business.

Technology can improve your productivity, give you a competitive edge and help you better manage your precious time.

Check out these technology tools and tips. Be a geek – and you’ll be a better business owner.

Four Tech Tools

1. Accounting software
Geeks don’t put up with paper ledgers anymore. They long ago migrated to computer-based accounting systems.

Accounting software helps you track accounts payable and receivable. It provides a billing and invoicing system. And it generates reports that makes reviewing expenses, revenues and profits a snap.

AFS Members can save on two top-notch accounting programs: A-Systems and QuickBooks. Check them out in the benefit section of this Web site.

2. Digital camera
How can a digital camera help your small business? Try these ideas:

• Post photos of your business location, customers and employees on your Web site

• Take photos of products for your flyer, brochure or Web site

• Get photos of how-to procedures during a product demonstration

• Snap shots of presentations by clients or suppliers

3. Postage meter
Putting a postage meter on your desk saves trips to the post office for mailing packages or buying stamps.

AFS Members should check out the Pitney Bowes mailstation, designed especially for small businesses. With a built-in scale, it weighs your mail and calculates the exact postage needed with just one touch of a button. It also automatically updates postal rate changes. This compact machine only takes up a small area of your workspace. Go to the benefits section of this Web site for more information

4. Telephone headset
Take calls, make calls and keep your hands free for other tasks. There are wireless headsets that replace your existing phone; headsets that work with your corded phone; and headsets that work with your cordless telephone. Compare your options at www.headsets.com.

Five Tech Tips

1. Pay taxes online
Pay your taxes online at www.eftps.com. This is the Web site for the Electronic Federal Tax Payment System (EFTPS).

You can schedule all four estimated tax payments in one session. You can also make payments for other taxes, including employer’s quarterly taxes (Form 941), employer’s annual unemployment tax (Form 940), quarterly excise tax (Form 720), partnership withholding tax (Form 8813) and more.

2. Pay bills online
Pay bills for your telephones, credit cards, magazine subscriptions and more with a click of your mouse. If your bank allows free online bill pay, use it. If not, go to the individual sites of each of the providers where you can pay online for free.

3. Subscribe to e-mail lists
Don’t waste time searching the Web for information you need. To keep up with industry and small-business trends, subscribe to e-newsletters.

These deliver news right to your desktop. Be discriminating. Subscribe only to those that consistently give you information you need. If you travel frequently, sign up online to have hotels, airlines and rental car companies e-mail you discounts and specials.

4. Back up your data
If you’ve ever suffered a computer crash, you know how much time it takes to recover lost data.

Find a convenient, easy way to back up your files so you’ll do it regularly. You can back up to CDs or use the services of an online back up company. Either way, spend a little time each day or each week backing up your critical files.

5. Get a Web site
If your small business doesn’t have a Web site, you’re way behind the technology curve.

Having a Web site is now the standard for all businesses. Even if you don’t sell online, your Web site should promote your products and services, tell customers about your business, and provide contact information.

(Posted February 2007)

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