IT - getting started

Publicans are known to IT professionals as 'slow adopters' when it comes to technology. We offer some tips on how to get started.

You may not have realised it, but as a publican you are officially what the IT industry calls a 'slow adopter'. All that really means is that most pubs have a tendency to start using technology well after other businesses.

A good example is EPoS (Electronic Point of Sale) systems, which were actually pioneered by a few pub operators, but were in general use in shops long before they were taken up by the licensed trade.

Predictably, use of new technology tends to start in the large managed estates and filter its way out through the industry. One-off operators, including tenants, lessees and freetraders, tend to be the last to take up technology, largely for reasons of cost - prices typically fall after a product has been on sale for a while. Having said that, there are still a few managed pub estates out there which, technologically speaking, remain in the dark ages.

IT, or information technology, can help you run your business more efficiently, and communicate more effectively with your customers. The key, particularly when you're starting out, is to decide exactly what you want an IT system to do for you, and to make sure you get what you want.

PC​ The basic requirement is a single computer terminal. This will usually be a PC, or personal computer. An alternative is a Macintosh, which does a similar job, but tends to have more specialist uses, such as in the publishing industry.

The physical parts of a computer are called 'hardware' and the basic hardware package consists of:

• monitor - the screen which shows what the computer is doing
• hard drive - the 'box' into which everything else is plugged. This contains the actual computer
• keyboard - used to type in text and commands
• mouse - the hand held device which can be used to 'click' on an area of the screen to give commands or move about the computer's programmes

Programmes​

The electronic programmes, or 'software,' are stored in the hard drive. To access these programmes, you use an operating system, the most common of which is Windows, created and marketed by Microsoft. Windows will almost certainly be loaded onto the hard drive by your supplier.

What will it do?​

With a PC loaded with a basic software package including word processing and accounts, you will be able to write letters and create other documents, draw up staff rotas, manage stock ordering and monitor cash flow, including VAT.

What else will I need?​

• Printer:​ although computers were supposed bring about the 'paperless office', most PC packages will include a printer as a standard piece of hardware. You will need this if you want to print out letters and other documents, and particularly if you are going to use the PC to produce menus and marketing material such as posters and leaflets.

Scanner:​ a scanner is also increasingly being included as part of the basic computer package. This can be used to scan photographs, illustrations, and even letters and leaflets to use onto the hard drive. This may be useful if you plan to produce a pub newsletter, for example.

Where do I buy?​

PCs have started to come down in price recently, so if you are buying a single PC you may find that a high street retailer can give you as good a deal as a specialist business supplier. On the other hand, a specialist who knows the pub trade will be able to give you better advice and provide a greater level of after sales support - although almost certainly at a price.

How do I use it?​

All software packages have a 'help' function which give onscreen directions explaining how to carry out a particular function. If you feel you need extra support when starting out, your supplier may provide basic training as part of the sales package.

Most local authorities run classes in basic IT skills, and there is Government funding for training schemes providing adults with IT skills - some classes have even been held in pubs.

Business software​

As well as the basic programmes loaded onto most PCs, there are plenty of software packages designed specifically for the hospitality industry. If you decide to buy one of these, you need to think about the following:

• Cost:​ specialist software will almost certainly cost more than a basic package
• Relevance:​ find out how much use the software will be for your actual business needs. Many 'off-the peg' hospitality programmes were developed primarily for the needs of hotels or fast food restaurants and may not adapt easily to the needs of a pub business. Even a programme designed to meet the needs of a large managed pub estate may be of limited use to a one-off operation. Ask to see the software in action, and if possible to speak to users running similar businesses to your own.

Marketing​ If you plan to use your PC for marketing, you will need to be careful that the package you buy is up to the job.

Although a standard word processing programme can be used to produce basic menus, posters, and leaflets, a more sophisticated graphics package will produce more professional results. You will probably also need a more powerful printer than the standard model to produce high quality images. For posters, it will need to be able to print at least A3 paper size.

Going Online​

Almost all PCs will have the capability to go online, using a built-in modem to connect to the Internet over a phone line. This will give you the capability to send e-mails and access information.

Potentially, the implications for the pub industry of going online are enormous, in terms of buying and ordering online, and the services you provide to your customers such as music, games and sporting events - imagine selecting any song you can think of from an online jukebox, or deciding which football match you are going to show from a choice of 20 or more live games. The full impact of the Internet for the on-trade is only just starting to become apparent, but it is already starting .

Checklist​

• decide what you need, eg a high quality printer for menus, and make sure the package you buy includes it
• prioritise what is essential for your business over what is desirable
• shop around, prices vary considerably
• but remember, in terms of after sales support, you usually get what you pay for
• plan ahead - can your system expand to cope with future needs of your business.