The idea for this article came from a Canadian frameshop. They were looking for software because their normal cash register didn’t give them any useful information at the end of the day. They indicated that another gallery was having some success getting the information they wanted with an accounting package, but that it wasn’t very comprehensive and wasn’t suitable as a point of sale system.
I couldn’t agree more!

Margins are shrinking throughout our industry. Competition is getting harder. The lines between frameshops and galleries are getting blurry. More and more frameshops are selling prints and originals. I’ve even seen a bit of sculpture! At the same time, more and more galleries are realizing that the margins are often higher on framing than on the print or canvas!

It’s more important than ever to make sure your software can handle your specific headaches. Accounting packages have their place but I believe that businesses today need a software system that helps them to compete, not one that just replaces their ledger books.

I’m sure that all of you are using some method to stay organized – with varying degrees of success. This can range from using simple index cards to custom designed software for your own operation. Whichever road you travel, the chances are that you have been going down the same path for years.

Your system probably even works! Somehow, every day, you manage to sell your product. And you do your bookkeeping. And you ship your clients’ purchases to the right places (usually). And you know your customers. And you pay your taxes.

Somehow. But it’s time for a change.

Maybe you’re feeling pressure from your staff.

Maybe it’s economic uncertainty.

Maybe your business is growing and you can’t do everything the way you used to!

Or maybe, you’re considering new software because you have to keep up with your competition in a changing world.

It’s not enough to simply count what you sold at the end of the day; total your receipts and your done with it…

You have to know whom you sold to. You have to REMEMBER your clients. Know their tastes. USE this knowledge to market to them in the future. It’s not unusual for a client to expect you to remember how they had a piece framed 6 years ago. Nor is it unheard of for a client to ask you what piece would go best with their previous purchases.

You have to do this. Your competition is. If you’re a frameshop, you’ll find that the gallery down the road offers framing. If you’re a gallery, you’ll find the frameshop on the corner offering your clients something to hang in their den.

The ONLY way you will keep up is with computer power designed for your business.

Computers these days can AUTOMATICALLY relate each customer to their previous purchases and payments. They can update your web sites by checking your in-store inventory. They can pay your artist consignments. And yes, they can remember how a piece was framed 6 years ago.

As I write this I’m sitting in an airplane on my way to the East Coast to talk to a major client about a joint marketing idea. While I’m there, I’m going to help train their staff on using our latest version of Masterpiece. This client has had the original generation of our Masterpiece Manager for several years and now they’re converting over to our new version. They have a large, multi-location operation using the latest networking technology. They already know what our software can do for them. They have trusted our company for several years.

But taking this step means change. Like most of us, they don’t like change – even a little change.

They’ve decided that since they’re changing versions, they might as well change several of their operational procedures as well. They understand that change is needed, and, like all of us, they want the change to happen as smoothly and rapidly as possible.

Why do I tell you this? Well, this major company already has a system that works well for them. They could keep using it for years. They’re upgrading because of new features in the new product. They’re upgrading to stay ahead. Now, if a company like this is considering changing the way they operate so that they can stay ahead of the competition, shouldn’t you be taking the same look at the way you operate?

Someone said to me recently, nobody in our industry does anything unless 15 of his or her close friends are doing the same thing. Is this true? I was under the impression that our industry was full of innovators! I believe you should listen to your friends, learn from their mistakes, but don’t wait for them to act before you do!

What to do? What software should YOU purchase?

I’d love nothing more than to give you specific recommendations on what software to purchase. Aside from my natural bias toward our system, the truth is, I can’t. And that is because this isn’t a cookie cutter question. Different businesses need different solutions.

Now, I can tell you all of the FEATURES of not only our system but those of our competition. But you can get plenty of product comparisons yourself from this publication and others. Where these FEATURES turn into BENEFITS depends on what you need.

What I believe you need to know is that there are really just three things you need to keep in mind when looking for software.

1. Change – How much change are you willing to accept?
2. Focus - What headaches do you want to solve the most?
3. Scale – Whether large or small, plan for the future.

Everybody wants their new software to be easy to use. However, even with our software, which we believe is the easiest to use in the industry, you have to expect to go through some changes.

If you could do everything the same way you have been, you wouldn’t need to get new software, would you? So when you do buy a system, be prepared to let the system work the way it was designed.

Whether an accounting system, graphics package, or a database package such as ours, there are features that have been designed into the system to make it better for you.

This is the most important point of this whole article.

If you try to force your new system to work the way you’ve always done things in the past, YOU WILL NOT get the full benefit of the system.

The clients (of ours) that have the greatest success are the ones that let the system guide them, instead of the other way around. Software companies like ours deal with thousands of clients. We’re not trying to take away your individuality or creativity. However, we’ve found from experience that some things work, and some things don’t.

So before you even start looking at different systems, figure out what your pain threshold is.

Wait a minute - PAIN ??

You want new software to make your life easier, right?

It will, I promise.

And not only easier, but BETTER.

My question is, how much change can you and your staff handle? Whatever you do, forget about trying to install a new system in the middle of your busy season. If EVERY season is a busy season, you’ll have to set aside a week or two, possibly longer, to really implement new procedures.

If you, or your staff, are not willing to make these changes, you will need to change your thinking before you change your software. Remember those competitors are waiting to sneak up on you.

The next thing to consider is your business. Seems simple. What’s your biggest headache?

If you run an antique store, you probably don’t lose any sleep over framing decisions. If you operate a gallery, tracking artist consignments might be your worst nightmare.

If you’re wanting to keep better track of your inventory, a spreadsheet MIGHT work, but don’t expect an accounting system (like Quickbooks or Peachtree) to fix your problems.

On the other hand, if you simply want a better way to print mailing labels, you might as well just use Word or WordPerfect. You probably have one or the other on your computer already.

Just make sure you are looking for a software product to fix the headaches YOU have. They are not necessarily the same headaches all your friends have.

The next thing to consider is scale. Even if you’re not big now, run your business as if you were. I’m not saying you should go purchase a huge computer system and spend tens of thousands of dollars. I’m saying that, since you hate change, make decisions now that will minimize future changes. As you look for a new system, make sure it can grow with you.

That’s it. All of this sounds so obvious.

Decide if you’re really ready to change, decide what problems you need to solve, and consider where you might be some time down the track.