Art-ology

In today’s world, we have almost endless options for communication. Postal mail, email, and videoconferencing are just a few of our choices for keeping in contact with vendors and clients around the globe. Yet the sheer number of choices can lead to confusion. Many options are quite costly, so a balance must be found between function and price.

It’s now possible to use a computer as a multi-purpose communications system for your home based business, because computer programs are available that offer phone service, fax capabilities, video conferencing, and internet. Alternatively, dedicated hardware can be used for each of these functions.

Whether or not to use your computer for various forms of communications depends largely on the power of your system. Communications tools are resource-heavy, requiring large amounts of free hard drive space, as well as taking over most of the computer’s RAM when in use. Additionally, most programs become resident in your system tray, meaning that they use a portion of your resources even when not actively in use. Powerful new computers can handle this easily, with no loss of usability. However, older or less powerful computers may show a decided decline in performance due to the utilization of virtual memory and hard drive space.

If your computer can handle it, software-based communications tools offer a number of significant advantages. One is office space. You will not need to dedicate desk space to separate components. Additionally, many programs, particularly those purchased as part of a package, work seamlessly together. Your computer can answer the phone, and then automatically direct the call to fax or voice as appropriate. You can set up a rather extensive voice mail network, instructing the caller to enter the appropriate code to leave voice mail for varying departments. This feature can actually add authenticity to your company, as even if you are a corporation of one, you will present the illusion of a busy office.

If your work is performed primarily on the computer, it may be to your disadvantage to set up your communications through your main computer. Pop-up windows will appear every time the phone rings, over whatever you may be involved in. Some business owners find this significantly more distracting than simply answering a regular phone. So, every window that opens leads to another possibilty for a system freeze or crash. This could lead to loss of data.

Another possibility is to obtain software for your own use in dialing out or sending faxes, but install separate components to handle incoming communications. This solution offers maximum flexibility, but requires a higher initial cost outlay. This also has all the drawbacks of both options.

There are many choices on the market for communications software. Quality and functionality can vary widely from program to program. Therefore, it is necessary to carefully read the fine print. Your communications software is an integral part of your company, so do not skimp. With low quality software, your calls may drop and your faxes stop in the middle. Low quality software is also more likely to cause resource conflicts on your computer. The right software, however, will provide ease of use and high levels of functionality and reliability. It is highly recommended that you read reviews and speak with other users, as quality varies and price is no indication of good software. If you take the time to do your homework, communications software can become an integral part of your home office.