Getting the Most out of Your PC

5. Speedy Communication

Do you electronically connect with the outside world as much as you could? You could miss a competitive advantage and ignore potential efficiencies if you don't. As electronic communication becomes more widespread, customers are increasingly becoming used to speedy information transfer.

5.1 Sales support via email is fast and inexpensive.

• Queries to and from customers can be dealt with quickly.
• You have a permanent record of what you have said.

5.2 Managing your suppliers through email can save time and ordering through the Internet can save money.

• Email requests to suppliers should be dealt with more quickly.
• Many suppliers offer discounts on orders placed through their websites.

5.3 Communicating electronically with your accountant and bank can have significant benefits.

• Make sure any accounts software you use is compatible with your accountant's. This will make communication between you faster, more efficient and help control costs.
• Electronic banking offers more immediate control of your finances. Electronic services are generally available 24 hours a day. You can control exactly when payments are made, rather than wait for a supplier to cash a cheque. Transaction charges are lower. Ask your bank for advice on what you need to get started.

5.4 If your business needs to transfer data regularly, you can make full use of an Internet connection.

• Small files can be transferred by email.
• Larger files can be accessed from outside your business if you set up an FTP server. This is an area of your computer people can connect to that you define using the Windows operating system. Customers can either download files from it or place files on it for you. You will need a fast, always-on Internet connection to use it effectively. See Going online.
• For more demanding IT-based work that requires online collaboration, consider an extranet. This allows outsiders onto your PC through an Internet connection. Consider security carefully when setting up an extranet. See Security and the Internet.

5.5 You can make cheap international calls through your PC and Internet connection.

• You will need some additional hardware and software. The choice depends on your existing phone or Internet connections, the size of your business and how many calls you want to make simultaneously.