RV Dealership featured content: E-nnouncement for Spring 2006

Desktop or laptop for your small business?

A common question from our customers is whether they should opt for desktop or laptop computers. The answer is not simple: each has its advantages and disadvantages. But by understanding their features and shortcomings, you can make an informed decision and choose the right product for your business.

In this article:

In the Market Today

Trends in the market show that laptop computers continue to gain market share over desktops. It is estimated that by 2008, laptop sales will represent over half of computer sales in the United States. Large companies are deploying three laptops for every two desktops. Falling costs of purchasing laptops, combined with increasingly aggressive marketing are said to be the primary causes of this trend.

In the small business market, however, it's a different story. Research done by the Yankee Group indicates that businesses with less than 750 employees will buy 3 times more desktops than laptops.

Chief among the causes is the cost of notebook computers. They are more expensive both to own and repair, which is a problem for small businesses with small budgets. And as they are portable, they're going to take a bit of a beating here and there, further decreasing their reliability.

Advantages and disadvantages of owning a laptop

There are numerous advantages and disadvantages to laptop computers. Below are the major ones, which are most likely to affect your decision of which to purchase.

Advantages

Portability. This has always been the major advantage of laptops. You can carry them almost anywhere, and bring your work with you.

Convenience. Working in your office all day can give you that 'chained to the desk' feeling. With a laptop computer, you can work outside on nice days, or even in front of the television when a major story breaks or the game is on.

Aesthetics. Laptop computers look really neat and high-tech, and can give your business a modern feel. They also take up a lot less space, which is great in small offices.

Disadvantages

Purchase price. No matter how you look at it, laptops are expensive. It is true that laptops have become much more affordable, but for each laptop computer you find, you could likely purchase a comparable desktop for about half of the price.

Maintenance costs. Replacing components for laptops is more costly than for a desktop. A dead battery outside of the warranty period might set you back up to $300--if you are able to find a replacement. And if you have problems with the screen, you might as well buy a new computer.

Durability. The portability of laptops is very tempting, but don't assume that they're durable. If you drop a laptop on a concrete floor, neither the sight nor the results are very pretty. Crack the screen or destroy the keyboard, and you will likely need to replace the computer. Of course, extra-durable laptops are available, but they're even more expensive, weigh more than 20 pounds, and are as large as a briefcase.

Performance. Laptop computers generally trail desktops in performance. Size constraints present a challenge to computer manufacturers, who have to revise the designs of their components to fit inside the small cases. They also have to generate less heat and use less power.

Upgradability. Laptops are small, and can fit fewer components inside their case. With a desktop computer, you can upgrade as much as you want. Prices of components are also lower.

Security. A desktop computer is always in the same place. It's connected to your company's network, and inherits any security measures present on the network. Laptops are not inherently insecure, but precautions must be taken to ensure that sensitive information is protected, especially while travelling. The size and weight of the laptop computer also make theft a concern.

What should you buy for your business?

As a small to medium sized business owner, you know that cost is a critical factor. What you need to decide is whether or not the extra functionality provided by the laptop computer justifies the extra cost.

Do you travel a lot for work? If this is the case, a laptop computer is for you. While public computers, libraries, and Internet cafes are popping up all over North America, it is difficult to depend on these when it comes to your business. As a bonus, restaurants and coffee shops are being equipped with wireless Internet access, so you can stay in touch with the office wherever you are.

Do you move your computers around frequently? Desktops are not difficult to move, but the time involved in shutting them down, relocating them, and then restarting them, means lost productivity. Laptops literally just need to be carried to where they are needed, do not need to be shut down, and can be brought directly to customers so you don't have to keep them waiting.

Desktops, however, are more ideal for data entry and point-of-sale use, as the keyboards and mice are more user-friendly than small laptop keyboards and touchpads.

Are you going to be handling sensitive information? As the Internet's popularity soars, identity theft and computer fraud are also on the rise. As a result, customers are more concerned about these things, and are often interested in knowing how you can prevent their personal information from falling into the wrong hands. Desktop computers secured behind a router or server with a firewall will keep private information private. Your Glenbriar IT experts will ensure that your network is secure.

Are you concerned that desktop computers are big and ugly? Unfortunately, many are. But there are a lot of new solutions to this problem. Flat screen monitors are affordable and look nice. Computers can be easily tucked under a desk, but if you don't have the space, many small-case solutions are available.

Of course, don't be afraid to mix and match! If you feel you could use some portability for occasional travel, consider one or two laptops and a few desktops. Peartree Software's IT professionals can order you the products you need.



Acrobat & The Power of Reports

One of Dealership's best features is its reporting functions. You have likely noticed by now that whenever you press a Print button in Dealership, a program will open, which contains the report. This program is called Acrobat. Acrobat ensures that when you print reports, receipts, invoices, and quotes, the paper copy will look exactly as it does on screen. But did you know that you can also send the report itself to someone via e-mail?

Imagine that you want to e-mail a work order to a customer. Log in to Dealership. Go to the Service menu, select Update, and Open. Then, click on Work Order and select any work order from the list.

Click the Print button. If a window pops up asking you to select the work order to print, pick the first option in the list.

Your work order will now be open in Acrobat, which will look like the image below:

Acrobat

Near the top left-hand corner of the window, you will see a button that looks like a globe with an envelope in front of it. Click on it.

Send as e-mail

You will then be prompted by Acrobat whether you want to send a link or a copy of the file. When using Dealership, always select Send Copy.

Prompt

Acrobat will launch your default e-mail program, which will likely be Microsoft Outlook, with the report attached. Enter the recipient's e-mail address, and a subject (the subject will be something random, but you can change this to anything you want). Type in a message as well. If you send an attachment without a message, some e-mail systems will consider the message spam (junk e-mail) and refuse to deliver it. When you are finished, click Send.

Send

You're done! You have successfully sent a work order out as an e-mail. You can do this with virtually any report in Dealership! This makes communication and information sharing much easier. That's Acrobat and the power of Peartree Software reporting!

What is Acrobat, anyway?

In most cases, if you want to send a document to someone, they need to have the same program on their computer or they will be unable to view the file. To get around this, it is possible to save your document as a plain text file. Unfortunately, it will lose its formatting, such as text sizes, fonts, tables, and graphics. If you have something even more complicated, such as a chart or spreadsheet, you can really be in a bind. The solution to this problem? The Portable Document Format.

The Portable Document Format, or PDF, is a standardized method of sharing information electronically. Its main function is, as the name implies, portability. Anyone, whether they are running Windows, Linux, MacOS, or any other operating system, can open and read a PDF file. All that is needed to read the file is the Acrobat Reader program, which is available for a wide range of computers and operating systems, and is free of charge.

Acrobat is a seasoned and well-developed program used to share information. It is not used to create content itself, as word processors or image editors do. Instead, it translates documents created in these programs into a compact, universal format that preserves its original layout characteristics. This means that the recipient of such files will see the content exactly as you did when you sent it, and the layout will not be affected by different computers and operating systems.

Acrobat is developed by Adobe Systems. For more information, visit Adobe's Web site.