Avoiding Computer System Misconceptions

Computers are tools: they can do many tasks quickly and efficiently. For businesses, a computer system is the automation of a business process and a properly utilized computer system can provide incredible benefits. However, computers have definite limits and there are many tasks humans do that computers cannot. Despite this, many people make the false assumption that computers will "solve" all their problems.

To help avoid disappointment and misunderstanding, keep in mind the following points when selecting computer systems or software. (Note: "Computers" is used in this list to refer to hardware, software and/or both.) Better understanding about computer system's capabilities and limitations is very important when making decisions involving computers. Greater awareness helps prevent misdirection of time and funds.

• Computers will not clean up disorganization or end chaos in the office. Adding computers to this type of problem will only make the situation worse.
• Computers will not solve problems resulting from not enough people to do the job. In fact, a new computer or new software will even require additional attention that was previously spent on completing the task at hand. This is due to various requirements, including system conversions, training, and installation requirements.
• Computers will probably not save money by eliminating workers. Computer systems will speed many tasks and provide the means to accomplish more each day. However, the system will also require attention away from the tasks at hand and the availability of computing power will probably create new demands. In addition, the computers will also require upkeep and periodic maintenance.
• Computers will not define what tasks must be done to complete a job. The computer is only a tool; tasks must be defined by people first.
• Computers will not work perfectly from the start. New systems (hardware and/or software) require time and effort to install and integrate. Also, without extensive testing, system design miscalculations or flaws may remain hidden until the system is in actual use.
• Computers will not solve broad, poorly defined or subjective problems. Computers work by following precise, known and defined steps to solving a problem or automating a task.
• Computers will probably not exactly follow existing business procedures without special, customized changes or additions. It is best to use new ideas along with the computer system to economically solve problems and automate tasks. Many off-the-shelf products are very powerful. However, they may not perform business tasks in the same manner that a particular business operates or in the manner required.
• Computers will not solve errors induced by bad procedures or insufficient procedures. Once again, the computer is only a tool.
• Computers are not all the same. Buying an inexpensive system may be more expensive in the end. Systems that are low priced may also be technologically obsolete or will be soon. Software may not meet all the needs of the business. Lack of proper consideration about expected system performance, duties and requirements over the projected system life can result in the requirement to prematurely buy replacement computer systems.
• Computer software will rarely accept changes made by amateurs. Today's software is increasingly complex. Often changes made in one area can induce errors, ranging from barely detectable to dramatic, in other areas of the program.
• Computer projects will rarely succeed without good technical project management. Even the best computer programmers are not always experienced in project communications, total system design, scheduling, task assignments, developmental testing, and productive interaction with end-users. For the system to meet the needs of the business, it is imperative that the system engineers understand the business' needs and requirements and can implement a design that meets those needs.
• Computers are not always right. Computer systems can have hardware and/or software errors. In addition, input data may be inaccurate or entered incorrectly. Computer users can often misunderstand how to operate the system and interpret results.
• Individuals with computer training are not necessarily ready to use a new computer system or software. A person taught to drive a car is not necessarily able to drive a bulldozer, an airplane or a motorcycle (although all are methods of transportation). Similarly, an individual trained to use a specific computer system will not necessarily be ready to operate a new system or software package. In addition, the rapid changes of technology can also affect the usefulness of past training. Of course, the more training and experience an individual has with computers (or vehicles), the faster they can usually learn new systems. However, they often require additional training (formal or informal) to operate or best utilize the new system.

Hopefully, this list will be of assistance when accessing problems and deciding how to implement computer-oriented solutions and business procedures. Better understanding about computer system's capabilities and limitations is very important when making decisions involving computers.

Greater awareness helps prevent misdirection of time and funds. While this list mentions many things computer systems cannot do, remember that computer systems are still the ideal, cost-effective tool for accomplishing a tremendous number of tasks!

Computers have changed how businesses operate. Many business tasks that once took days or were not even possible a few years ago are now within reach of even the smallest businesses. The bottom line on computer systems in business is usually determined by how the strengths and capabilities of this powerful, technological tool are selected and utilized!