Does your business need a database?
We’ve all seen it – someone scratching their head, rustling through papers or clicking through files saying, “I know it’s here somewhere”. Information is the lifeblood of any business – whether it is customer information, supplier details, product listings and stock levels, or just a simple phone number.
But having the information is only one part of the equation – to have the ability to access this information when you want it is just as important. If you don’t have the information at your fingertips, you don’t have the ability to execute tasks and make decisions that help the bottom line.
One solution to keeping fast and efficient track of your business-critical information as well as the ability to share it with others is to create a database. After all, managing your information means managing your business.
An effective database will not only arm you with the information you need, it will enable you to streamline and automate business processes, such as ordering supplies or generating invoices. Databases can solve real-life business problems like tracking projects and costs, customers, documents and images. The possibilities for creating and deploying databases are as varied as today’s businesses.
Where do you start? What are the key features your database will need?
No matter what line of business you are in, there are a few key features you should look for in your database software solution.
Ease of use
Your database should be easy to use. When you’re running a small business, you don’t have time to learn a complex new product – that would distract you from your day-to-day operations. Likewise, you are unlikely to have the luxury of an on-site IT department to show you how to it works. Look for a database program with a simple, user-friendly interface. You should be able to look at the screen and instantly know where to go next to find the information you need.
Robust enough to handle your needs, now and in the future
You also want your database to be robust enough to handle the volume of information you need to efficiently perform the tasks you want it to do. It also needs to be dependable – if your database system crashes, so do a myriad of business opportunities.
Likewise, as your business grows, you need a database solution that can grow with it. You are a small business now but you should plan for future growth. The IT industry refers to this as ‘scalability’. As your business scales up, so should your database software’s ability to handle its increased demands. Don’t fall into the costly trap of buying a solution that only meets the needs of your present business – if your business outgrows your database software’s ability to handle it, you will have to go out and pay for another product at a later date.
Keep it simple and effective
As a small business, you are probably your own IT manager and you don’t want to waste valuable time during the workday or after hours being your system’s trouble-shooter. Worse still, you don’t want to have to wait for – and pay – a third party to come out and fix any problems for you.
Minimise your training time
Look for database software that integrates with the office productivity software you are already using, like word processing. A database product that has a familiar look and feel to your other software will make it easier to become productive.
It should be Web friendly
As more businesses extend their services and products to the Web, you should also consider a database product that lets you easily publish your databases on an intranet, with no need to write HTML code or to have a separate Web server.
How long it will take to be operational
You should also consider how long it would take to get your database set up and running. If you have decided your business needs to adopt a database strategy, you don’t want to have to spend a lot of time (and money) waiting for someone to develop a solution to suit your needs. You certainly don’t want to spend valuable time learning programming to do it yourself.
Look for a product that lets you get started quickly by including a range of ready-to-use database templates. These could include templates for tasks such as invoices, purchase orders, proposals and form letters. Why create from scratch when all you need to do is drop your data into existing solutions?
Customise it to your business
You certainly don’t want your business to look like everybody else’s, so make sure your database software gives you the option of making your designs and layouts look the way you want them to, from the way you view tables through to professional reports complete with impressive 3D effects or QuickTime VR clips. The more flexible your database software, the more possibilities it opens for your business.
Consider your networking needs
How many people are there in your small business? How many of them need access to the information in your database? How are you going to share that information? The most effective database software is one that enables you to share information easily and securely.
For example, what is the point of having a complete customer contact history in your file, if they phone up and speak to your partner who knows nothing about them? Database software is most effective when it can provide instant peer-to-peer networking so you can quickly and easily share the information with each other over the network.
Look at the all the costs
Finally, look for a product with low total cost of ownership. To appreciate the true cost of any software or hardware, you need to look beyond the initial price tag and consider ongoing costs. Is it still a bargain if you are paying a consultant to come out and fix the system because it is unreliable and keeps crashing? Will you have to pay for additional training and support just to be able to use it? Will you have to buy another product if your business grows beyond the software’s ability to handle it?
Do your homework and look for a database product that is reliable, robust, easy to use and flexible enough to grow with your business and meet its changing needs.
No matter what goods or services your business provides, one thing is certain, you are in the information business too. Implementing a database strategy that helps you manage and share that information as you need it, now and in the future, is a sound investment.
