Small businesses must make important decisions for their operations to be successful. Rent your office space or buy it? Buying new or used office furniture? Hire a receptionist or use an automated answering machine?
Another decision that small businesses may have to make is whether to implement a traditional or cloud-based appointment scheduling system. With many differences between the two technologies, it is important for small business owners to analyze their specific needs and do extensive research on which software packages would work best for them.
GENERAL DESCRIPTION OF APPOINTMENT SCHEDULING SYSTEMS
Appointment scheduling systems are software programs that allow small business owners and organizations, along with their staff, to more easily book and manage their scheduled appointments. Without scheduling software, most owners rely on the more traditional way of scheduling their appointments: a paper, pen, and receptionist appointment book or a staff member who takes appointments by phone or email. Some may also use basic computer software, such as a database, to keep track of their scheduled appointments. In addition to taking appointments, some companies and organizations also inform their clients, students, and patients of their scheduled appointments with some kind of reminder, such as a phone call, email, or postcard. In most cases, this process is inefficient and requires a lot of staff time to properly administer.
Also, a business’s office hours generally dictate when a person can schedule an appointment. Considering the number of people doing their personal tasks online, the above appointment process is inflexible and does not allow a person to schedule their appointments when it is most convenient, such as after hours.
With the right appointment scheduling software, these essential, though often time-consuming, tasks are managed automatically and with little effort on the part of the user. However, as with many software platforms, there can be many differences between vendors. Case in point: Cloud-based appointment scheduling software offers features not found in traditional appointment scheduling software packages.
GENERAL CHARACTERISTICS
Before discussing the differences between the two, let’s first describe the general characteristics of each. Cloud-based programs are a type of software as a service (SaaS) whereby users access software online as an on-demand service. As with most SaaS programs, online scheduling services are generally hosted online on a secure server. In addition, many do not require the installation or download of programs. All you need is an internet connection to access the software.
The more traditional appointment scheduling software programs are just that: retail packages available in stores and online that require installation on every computer where staff will have access to them. Consider a word processing or accounting program for your home computer that you buy and install. Software can also be purchased and downloaded online, but without direct access to online databases, functionality, and services. It is basically packaged software purchased over the Internet rather than from a point of sale.
BETWEEN THE TWO DIFFERENCES
Although both varieties of dating software may offer similar scheduling capabilities, it is important to note the differences found in each. It could have a dramatic impact not only on your business operations, but on your product expectations as well.
• Accessibility. This is probably the most important difference between the two. An online appointment scheduling system gives you the ability to access your account anywhere, anytime. All you need is an internet connection. Traditional software that you install on an individual computer is generally restricted to that device. Although you may have a program that allows you to access it from outside the office, it creates additional steps and is not an efficient way to manage your appointments.
• Self-programming. More and more companies and organizations allow their clients, patients and students to schedule their appointments online at their convenience. In fact, those who do not offer this service may be missing the boat, as some people will simply not choose a service provider that does not allow online transactions. Many cloud-based companies offer this feature, which is naturally suited to a SaaS program. People simply schedule their appointments in the same way as other online services, like buying trips or managing a bank account. It’s efficient, easy, and people can schedule their appointments outside of normal business hours. Traditional programming software can offer this, but it is most likely an expensive alternative to web-based technology, given the extensive programming and configuration procedures required to enable this functionality in existing computer systems and networks.
• Cost. Since budget constraints are a major factor in most business decisions, the cost of a new online appointment scheduling system is another consideration. Prices vary widely, from free to tens of thousands of dollars (for custom programming). Web-based software is generally the most affordable option and offers the best “return on your investment.” Additionally, some SaaS scheduling providers offer month-to-month service contracts without requiring a long-term commitment. This can often be the best option, especially for companies and organizations with limited budgets or changing future needs.
In the world of online appointment scheduling systems, it generally comes down to two options: web-based or non-web-based. Make sure your business or organization looks at your specific needs before making a decision.
