In theory, bringing a technology solution to your business is almost always a good idea. Who wouldn't want to adopt techniques and equipment that can save you and your staff time, labor and money?

In practice, however, the world of software and hardware, computers and upgrades isn't just a bandwagon, it's a train one that won't stop or even slow down long enough for you to climb on safely. With so many high-tech choices in the marketplace, how can you know which solution suits your needs? Enter the more specific world of mailing technology, in which shifting regulations and frequent rate changes can raise the blood pressure of even the most seasoned veterans, and the little engine that could becomes a fast-moving locomotive.

But don't panic. Certain landmarks can help mailing-software neophytes ensure they're headed down the right set of tracks. Prospective users' concerns tend to fall into general questions, all of which should be asked and answered by anyone who may be considering hopping aboard.

How much will it cost?

That's a key question for most new users, and it's more complicated than the software's sticker price might suggest.

Upfront costs are only the beginning. To be effective, mailing software requires a regular stream of revised U.S. Postal Service data (including everything from new ZIP Code records to rate increase details), which means you'll likely enter a leasing or subscription relationship with periodic software updates rather than a one-time purchase. You'll need that for your mailing software to perform properly, making it essential to budget regular annual funds for these updates.

Also, consider the personnel costs of operating the software. Some packages have automation capabilities that free operators from having to sit in front of a monitor for the duration of a project or even arrange for the job to run after hours.

Will it do what I need?

Actually, that question is just Part One; Part Two Will it not do what I don't need? is equally important. Overpowered software can be just as frustrating as an under-equipped package, adding unnecessary expense while forcing you to deal with fields, screens and options you neither need nor want. (Naturally, it should still be powerful and flexible enough to grow with your business.)

First, be sure the software you're considering has at least the minimum features you'll need. To meet the Postal Service's approval, the software must meet the Coding Accuracy Support System (CASS) and Presort Accuracy Verification and Evaluation (PAVE) standards. A good · place to start is by checking software companies to see if they're CASS and PAVE certified (Multiple certification levels exist as well.). If they're not, keep looking.

Next, it is important to think about the nature of your company's mailings. Your final choice will be dictated in part by whether it supports the types you need. For example, magazine or newsletter publishers will need software that can sort according to periodical guidelines. The ideal software solution pays for itself by making it as easy as possible for your mailing to be processed. Having the features you need makes that happen.

Will it work with what I already have?

Compatibility issues are vital when considering a high-tech mailing solution. Optimal compatibility ensures efficient, cost-effective performance; if your new software isn't configured for your existing equipment, your dreams of mailing efficiency could become a logistical nightmare.

Is your current system Windows-based, Unix, Mac or Linux? Most software packages will be configured only for certain platforms. The same goes for peripheral devices; certain printers that work just fine with other software, for instance, may resist conforming to your new mailroom model. It is important to make sure your software packages won't have that problem.

Don't forget that the minimum hardware specifications are likely only the minimum; if "recommended" RAM, processor speed and hard disk size specs are also offered, heed them. System and software upgrades should not be a deal-breaker in your final selection, but knowing what's needed in advance can prevent costly downtime later.

Finally, make sure your existing data is useable. Are you working from established lists previously created by yourself or a client? If the new software isn't flexible enough to let you import that data, problems can arise.

How easy is it to use?

Many software packages boast ease of use, but that's a relative term. The computer world is loaded with programs their developers understand thoroughly but make the rest of us scratch our collective heads.

How well does the software walk a new user through its operation? A long learning curve could cost you more in employee downtime than any short-term gains you might have expected from the software in the first place. The degree of knowledge required to run the software is also something to consider. If only one employee knows how to use it well, re-training another in that person's absence could be troublesome.

A good choice offers both user-friendly features and additional training opportunities. You should be able to use your new purchase without weeks of instruction, but knowing that in-depth education is available can be a valuable safety net. (Note: "Easy to learn" is not necessarily the same as "easy to use." Beware of software with step-by-step procedures so basic that they could actually slow you down after you've mastered the sequences.)

What if something goes wrong?

Answering machines and voice mail are terrific inventions, unless you're trying to reach a Customer Service Technician. When you're up against a tight mailing deadline and error messages are coming up on your computer screen, there's no substitute for a real live and real experienced human being.

What technical support does the company offer? How thorough is that support, and will it be there when needed? Telephone assistance had better be toll-free, and e-mail-based support ought to be live if it's going to do you any good.

Online user forums can give you the opportunity to share problems and solutions with other customers, even while getting quality answers from company experts. Because of this, many companies also offer downloads and product updates on their own Web sites a useful, time-saving customer-service feature.

How can you tell if a prospective supplier will satisfy you in these areas? Many companies offer their software for a free trial period. When trying it out, give their customer service technicians a call and ask lots of questions.

What do I know about this company?

A company's good reputation might not convince you to buy its software, but a bad reputation could convince you not to.

Seek out testimonials from colleagues (even competitors) who use mailing software. Contact your local Postal Customer Council for information on users and user groups in your area. Also, be sure to do some research, not just on the product you're considering buying but also on the company itself how long it's been around, its years of experience in this specialty and its record for product reliability and customer service and satisfaction.

Looking at these questions and being able to answer them should help you narrow this broad field and settle on a software solution that meets your needs today while still offering the power and flexibility to handle the growth you hope to achieve tomorrow.

Ted Seward is vice president of Marketing at BCC Software Inc. Contact him at ted_s@bccsoftware.com. For more information about BCC Software, call 800-453-3130 or visit www.bccsoftware.com.