Translating Technology into English!
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The problem becomes even more compounded when the best solution requires the integration of multiple technologies and service providers. This can drive even a sane person crazy. I will try to help and address a few of the issues along with offering a few suggestions for you to try.
First of all remember, there is no silver bullet or no one size fits all solution. Every business & owner has unique needs and requirements, which is the first place to start. Make a list of both the businesses needs, your needs and the staff's needs.
The second step is to start by identifying the key software(s) you want/need to run your business efficiently. Selecting the best software can range from very robust (more expensive proprietary) software to off the shelf products (least expensive). Also factor in the future costs of upgrades, maintenance and if a skilled technician is required & the frequency of their help. A bundled product (accounting ?) or products that integrate seamlessly with each other will pay big dividends down the road.
The third step (before buying) is to understand and price out the hardware requirements of the software you like the best. Depending on the product, you may need 1-3 servers along with skilled help to install and maintain, monthly. The software will/should be clear in stating what the minimum hardware requirements are to operate their software properly.
The fourth step is to try to think out 5 years and envision how your company will operate in the future along with your staff size & various processes you would have in place. Checking to make sure your software & hardware can/will be upgraded or "expanded" is a good investment of our research time. Seeking help to think out of the box at this stage may be beneficial.
Although there are hundreds of other things you can do, by following these few steps before you present your "specific" needs to a product vendor, it will make you come across more knowledgeable, comfortable and ultimately obtain the best technology solution at the best price. If time and or comfort/knowledge levels are an issue, consider bringing in a 3rd party that is unbiased with one objective and that being to spec out what you "really" need at your budget level. Often you will find that person can also negotiate a better deal and pay for themselves in cost and time savings to you. Technology can be one of the larger capital investments a business can make and you don't want to "redo", but rather build on what you have.
Good luck and don't let your lack of knowledge hold you & your company back from taking advantage of the explosion of technology products & services available today for small businesses.
