Software
If you buy a hardware package that includes the features described above, it will likely come with software, some of which will be essential, some entertaining and even useful, and some entirely unnecessary. But for the basic tasks you'll need your computer forward processing, accounting and perhaps a spreadsheet don't let what might come with your hardware package be the last word. The best programs aren't likely to be the ones they give away.
Nevertheless, you'll likely find in your hardware package, in addition to a Windows operating system, integrated software packages such as Microsoft Works, which will give you word processing, record keeping and spreadsheet capabilities all in one program and may meet your needs. A step up from there are the "suites" of more powerful individual programs, including Lotus SmartSuite and Microsoft Office (about $500 to $700).
The key, as always, is deciding what kinds of programs are most important to you. For me, word processing is tops, yet my needs are modest: I still use WordPerfect 5.1, which does the job just fine. You may want a newer, Windows based version of WordPerfect or Microsoft Word, which are leaders in both IBM and Mac circles. Also popular for IBM compatibles is Lotus Ami Pro.
Spreadsheets, which are key to any kind of analysis you'll be doing, are led by Lotus 1 2 3, Microsoft Excel and Borland's Quattro Pro. You can pay anywhere from $50 to $400 for them.
How big do you have to be to need an accounting package? Not very. As soon as you're writing 25 or 30 checks a month and filling in a 13 column ledger, you'll want to investigate the features of one of the leading small business accounting packages. My accountant's own recommendation, which I've seen confirmed in several reviews, is that Quick books 3.1 (including payroll) is as good, easy and trouble free as they get. I've also seen and heard good things about One Write Plus and for more sophisticated operations Peachtree. To me, it made sense to go with my accountant's recommendation, to minimize any disagreements we might have over my record keeping. Ask yours.
Printer
You probably want to go laser here, but if your needs for good looking printed materials are limited, you could get by with a portable ink jet unit for around $200. If you're doing anything beyond the occasional letter, though, you'll appreciate the professional appearance and graphics capabilities of a good laser printer, for which you can spend up to $1000 or more ($1500 and up for color). But keep an eye on ink jet printers; terrific advancements are being made in their capabilities. Within five years, forecasters say, we'll be buying color ink jet printers with resolution of 1200 dots per inch for about $200.
Fax Machine
Plain paper is the only way to go here. Forget that curly old photo paper you have to slice up and iron. Also, be sure to get a fax machine with memory to safeguard faxes received when you're out of paper or your printing cartridge has just given up.
Photocopier
This is one tool I haven't sprung for yet, but probably will soon. So far, though, I've been amazed at how little I've missed that big beauty we had at work (the old days!). Maybe I used to make a lot of unnecessary copies one for each file, one for everybody in the office, and so on. Now, 111 make one copy of something I really need on the fax machine or stop at a friend's office on the way to the post office for a more substantial copying project. Otherwise, I simply settle for having just one copy of a lot of things and find it's no big deal to operate that way. Also, automated record keeping certainly cuts down on needs here; if I need a copy of anything, I can print it on demand rather than making copies "just in case I ever need this."
Meanwhile, if you haven't yet bought a fax machine or printer, take a good look at an integrated machine, such as the Hewlett Packard Office Jet (about $700). This is an all in one plain paper fax (with memory), photocopier (that enlarges and reduces) and printer. It makes a lot of sense for a small office.
Phones and Phone Services
You should have at least one phone line just for business, but from there the choices open up to all kinds of personal needs and preferences. Assuming you won't have a secretary answering your business line, an initial choice depends on whether you want to be interrupted by call waiting (so as not to miss incoming calls while talking to someone). Do you want people simply to get a busy signal, or do you want a machine to take messages on a second line?
For me, sending out a busy signal wasn't an option. I want to be more responsive to my clients than that. But the next choice whether to use call waiting or take messages on a second line is tough. Many people prefer to know immediately who else is calling, but I dislike having to interrupt a conversation to say, "Excuse me, another call, be right back." So I use a second line with an answering machine or, to be more specific, a two line integrated phone and answering machine. In fact, to be even more specific, I prefer the more realistic sound quality of tape recorded messages to the robotic tones of digitized recorders, so I like the Panasonic Easa Phone KX T2740. With it, I can record two outgoing messages on tape. One says I'm on the other line or away from my desk for a few minutes; the other is for after hours or longer absences.
I just push a button when I enter and leave the office to put the appropriate message on. My main phone line, when busy, rolls calls over to the second number, which the machine answers for messages (I don't give out this number, to avoid any confusion). I also use the second line as my modem line, which means I have to watch it when I'm on line and on the phone simultaneously (rare), since incoming callers will then get a busy signal. Finally, I have a third line just for the fax machine.
At first I shared the fax and backup phone on one line and kept the modem line separate; my phone and fax machine could handle incoming calls, whether voice or fax, appropriately. But, I found this set up to be troublesome: Manual faxers had to press a special code to activate the signal in my fax machine. I gave the fax machine its own line and find it's much smoother to share the modem line.
Also, make sure your main phone has a speakerphone feature, not because it's professional to talk on one (unless you have two people in the room who need to participate), but for all those hours on hold for customer service and for hands free redialing of busy numbers. In fact, I dial every call on speaker phone then pick up when I get through. Finally, go for the sound quality of a corded phone, but keep a portable plugged into the same line. That way, you can carry it around the house or yard so you don't miss calls. You'll be spending $300 or more for two such phones, but what equipment is more important to your business?
There are many other phone features to pursue according to your needs: call forwarding, voice messaging through the phone company toll free numbers and cellular phones. Consider your needs.
One more phone tip before moving on to other kinds of communication: Do you know how easy it is to create a phone bill that lists your long distance calls by client or project for purposes of reimbursement? I often find that when I mention doing this, and how much time it saves me when the phone bill comes, many people are surprised that this is available. Here's how it works: Instead of dialing 1 before the area code, dial 0 (like a credit card call), then punch a 3 digit number you've assigned to the client to which you're attributing the call. When your phone bill arrives, your calls will be categorized by client, and subtotaled for record keeping convenience. Although this requires a few seconds in dialing each call, it saves hours of trying to figure out which calls go to which accounts. By the way, it's free. Get details from your long distance provider.
