A few readers have asked me questions about the last few newsletters and blogs concerning how to choose technology. After mulling it over and answering e-mails, I decided my seven word slogan "Define Your Process Then Pick Your Tools" can be shortened to three words: Task, Process, Tools. Isn't that how small businesses operate, by doing more with less? Seven down to three certainly sounds like less, and I think it does more.

Let me define what I mean by each term so we're on the same page. "Task" is a better term than job, because a job consists of many tasks. For instance, the job description may be shipping and receiving clerk. That description includes a great many tasks. The job at hand may be to accept a new shipment of widgets needed for an assembly process and future sale. Inside that description lurks many tasks.

Second, "Process" means a well-thought out series of steps needed to reach a specified goal. If you need widgets for assembly, the assembly "process" defines exactly how and where to install those widgets. You can't throw all the parts of the final assembly into a box, shake them up and hope they assemble themselves while tumbling about. The steps showing how to combine the materials into a final product define exactly and in precise order every step of the process.

Finally, "Tools" means the technology used to support the defined process. Many times the technology requires skilled handling by trained employees to make things work out properly. Other times, tools may be a series of steps learned through training and repetition and not a computer.

Let's watch Steve the Shipping Clerk receive a box of widgets and see what tasks are involved. As soon as Steve opens the box, we have a task. Do the contents of the box match the purchase order?

The task list for accepting the widgets can be long. Did you order widgets? Are the right number of widgets in the box? Are they the right color? Are all other physical characteristics correct?

Each task will have its own distinct process, but they'll all be similar. Count the widgets, check the purchase order, mark whether accurate or not. Check the widget color, and the color ordered.

New processes become important as the widgets continue their march through the system. Mark the purchase order as filled completely or partially. Place the widgets into the inventory system. Maybe even alert sales and marketing the long-awaited widgets have arrived so they can work to increase orders. Lots of processes needed to fulfill the tasks.