W/Q: Cabdullaahi Sheikh Cabdi | Somali Students | Date: 29-03-2016
ADVANTAGES OF
COMPUTERS
1. Data
Storage: Many small businesses keep and store important business
documents on their computers. Since these computers have big storage
hard-drives, they can be in position to store millions of files and the
discovery or retrieval of these files is very easy. Data can be stored in
specific folders to make it easy to access, and some data can be made private
by use of password protected folders. For medium size growing companies, they
invest in a centralized powerful computers which store all business data, this
data can be accessed via an internal or external network with in the company.
This all process creates efficiency within a business and it also helps in the
transfer of data and information from one department to another.
2. Education:
Many companies use computers as a training tool at work. Due the increased
advancement in technology and business trends, it is very important for a
business to train their employees new skills. So for a business to save money
in this process of training employees, computers can be used to educate and
update their employees. However, to save time, business owners or human
resource managers can use virtual technologies to communicate and train their
staff; this means that employees will stay in their departments and on their
desks as they attend a lesson. Virtual communication software like SKYPEcan
be used to train employees virtually, all you have to do is to create a
GROUP and add all your employees in that group, so you will talk to them at
once and they can also ask you questions via their computers.
3. Research: It is very
difficult for a business to survive in today’s competitive business world. For
any business to succeed and gain a certain degree of competitive advantage in
any market, they have to carry out extensive research about that target market
and their competitors. It is very important to know what your competitors are
doing, this information can help you strategize your business and look unique
in the eyes of the consumer. A computer can be used to make business research
on the internet, the power of the internet is unmeasurable, because search
engines like GOOGLE will give you insights in each and every market and
company. Online analytical companies like Compete.com will help you
measure your competitors’ strength online and this will help you make wise
business decision basing on facts and figures.
4. Accounting: Since
accounts deals with facts and figures, it is very essential to use a computer
during the accounting process, this reduces on human errors and it also helps
business owners keep track of their businesses without any need of learning
accounting basics. Computers make accounting look too simple, so any one can
use programs like QuickBooks to balance and track inventory. Mobile computers
like tablets and notebooks can be used to access accounting data remotely.
Online QuickBooks software from companies like intuit.com can automate
the invoicing process, billing and reporting which creates efficiency in a
business.
5. Marketing: A business
can use a computer to create a business website. Today, it is very easy to
create a website, if your budget is limited and you can’t afford a website
designer, all you have to do is to pay for cheap hosting of around $4 per
month, register your companies domain name for only $10 per year, then
install WordPress on your domain. To create a beautiful company website, go to Themeforest.com
and buy a business WordPress theme for only $45 then install that theme on your
default WordPress site, then start editing the theme to fit your company goals,
the all process is simple and cheap. You can use your website to market your
services and products, reach more customers by integrating your website content
with social media sites like facebook and twitter.
6. Creating
and Editing of Business documents: One of the
most popular business applications you can use to create and edit documents is
”Microsoft Word” with this word processing application, you can create any type
of business document, Microsoft Word can check spelling errors , correct
grammar mistakes, include graphics in the document. You can also use Microsoft
Excel spread sheet to organize data inform of figures. Spread sheets can help
business owners manipulate decision variables and determine their impacts on
outcomes like profits and sales. Using a spread sheet, a business owner can
have an accurate answer to a given question in minutes and can often glance at
the whole financial image of the company on a single page. You can also use
spread sheets to set a price for a proposed product.
7. Transfer of
information: Computers can be used to transfer information with in an
organization / business. In this lesson we have already seen that a computer
can be used to store data, so this data can be moved across the company using a
computer. Information can easily move from one level to another using an
internal network or external network. An internal network ensures that
information is only shared within the company, so an infrastructure to move
this data is created so that employees and business managers share data using
their computers. Yet for an external network, users will be in position to
access data stored on company database using the internet, in most cases,
companies set up websites which require users to login to access this data.
8.
Communication: One of the key factors which drive a business is
communication. Computers can be used to accelerate the communication process
within a business. It is very important to stay in touch with your customers
and listen to their needs and demands, many small businesses are using
electronic mail as a communication media to reach their customers and business
partners. Also computers can be used in virtual communication, in this process
both parties need to install a virtual communication software like SKYPE on
their computers and start communication through VIDEO, small businesses can
create group chat rooms on SKYPE for free, this will help them stay in touch
with each other from anywhere.
9. Office and
Supply Management: On a daily basis, businesses deal with buying and
selling of goods and services, a computer can be used to manage supplies and
inventory efficiently. Companies like Intacct.com will provide you with
a cloud based inventory management software which will enable you gain control
and visibility into inventory from anywhere using a computer. This all process
will help you maximize cost savings and also improve on capital efficiencies.
You can as well use a computer to manage and track basic supplies in a
business, these supplies can include papers, printer-ink, and other small
supplies used on a daily basis in a business.
10. Human
Resources Management: Computers can be used to manage, hire and
interview new employees, today, many small businesses and human resource
managers use the internet to find talented individuals. Human resource managers
can use a computer to train new employees on how a business operates and also allocate
tasks to each new employee. Business managers can use computers to monitor the
performance of each individual at work, this process ensures that no employee
misuses company facilities and time. Business owners can use online employee
scheduling software to dedicate work to each employee.
DISADVANTAGES OF COMPUTERS
1. Requires
Training: In most cases, small business owners don’t know
how to use a computer for business purposes, so they have to hire experts to
teach them and their employees on how to use computers to accomplish specific
business tasks. To some extent, this process is costly and it takes time. For
example, if a small business owner wants to use Quickbooks to manage their
accounts , they have to take off time and learn how Quickbooks works, or they
will have to pay an extra fee to hire a Quickbooks expert to teach them. Even
though the end result is good, time and money will be spent during this
process.
2. Computer
Crime: Computers are used to provide efficient ways for
employees to share information, but at the same time employees with malicious
intentions can use this opportunity to hack into the system to access private
business information for their personal gains. In most cases this information
can be sold to business rivals, which is harmful to a business. Computer crime
is on the rise and many small businesses have been victims of data loss. Some
times employees or outsiders can modify computer programs to create false
information or illegal transactions or install viruses to corrupt stored
information.
3. Require
Additional Infrastructure: Integrating computers in a business can be
costly, you don’t stop at buying a computer, you need to invest money in
different types of business software, this software is used to accomplish
specific business tasks like accounting, tracking inventory, sales, data
security and so much more. You also have to invest money in computer
maintenance contracts with Geek experts who will service your computers every
month to ensure that they operate efficiently. This all process can be costly
and some small businesses can’t afford them.
4. Replaces
Human Labor: If a business decides to use computers to complete most
difficult tasks, humans will not be much needed and this will cause job loss
and unemployment. Lets take a simple example in a Bakery business, electronic
temperature sensors can be used to control and report room temperature in the
baking room, in this case, the bakery will need only one person to monitor
results on the computer from the baking room, if the temperature drops or
rises, notifications will be sent to the computer and the controller will
respond immediately. This is a good technology for a business, because it will
guarantee efficiency and quality, but it will also cut off so many people.
Wastage of
time and energy: Many people use computers without positive purpose.
They play games and chat for a long period of time. It causes wastage of time
and energy. Young generation is now spending more time on the social media
websites like Facebook, Twitter etc or texting their friends all night through
smartphones which is bad for both studies and their health. And it also has adverse
effects on the social life.
Data Security: The data
stored on a computer can be accessed by unauthorized persons through networks.
It has created serious problems for the data security.
Privacy
violation: The computers are used to store personal data of the
people. The privacy of a person can be violated if the personal and
confidential records are not protected properly.
Health risks: The improper
and prolonged use of computer can results in injuries or disorders of hands,
wrists, elbows, eyes, necks and back. The users can avoid health risks by using
the computer in proper position. They must also take regular breaks while using
the computer for longer period of time. It is recommended to take a couple of minutes
break after 30 minutes of computer usage.
Impact on
Environment: The computer manufacturing processes and computer waste
are polluting the environment. The wasted parts of computer can release
dangerous toxic materials. Green computer is a method to reduce the electricity
consumed and environmental waste generated when using a computer. It includes
recycling and regulating manufacturing processes. The used computers must be
donated or disposed off properly.