Reasons for implementing databases into businesses:

• Prevents redundancy of data (this means you are not entering the same data over and over again by different staff for the same entity, as an example, when creating invoices, each staff member types in the full clients name and address for each and every invoice.
• Organises information for all to see and use (information is not just confined to one PC and one staff member - imagine having only one telephone directory in the building and every time you want to find a number you go and see Joe and ask him to look a number up for you!  Ridiculous, maybe, but many businesses do everyday tasks without the aid of a database!  True!!!
• Saves Time & Money  When a customer is awaiting their invoice for the services you have carried out for the or the goods you have supplied them, I would challenge anyone to a speed contest: It is quicker when generated from a computer program specifically designed to carry out perform the duty, than for anyone to write a manual invoice.  Hence, saving time equals saving money for you!
• Prevents Mistakes (or at least reduces them drastically.  Contrary to popular belief, computers don't tell lies; humans do, by telling the computer wrong things!!)  Remember, if you fail at something and you want someone to blame, don't come to me and tell me it’s the computer!  I’m not going to believe you, am I?
• Tidy Presentation; Tidy Business  Everyone knows that anyone that seems to be organised is more believable, more trusted and more useful!  This also extends into business.  If your customer sees you as being organised and methodical, they are less likely to question something you say or a bill that at first may seem high.  Since your computer generated their invoice, they are more likely to believe it is correct than a hand written one.  Unfortunately, we live in a world where a handwritten invoice is often considered dodgy, creatively overpriced and back-handed. Although the likelihood of an error is slim, when you grocery shop, you rarely ever check the invoice - it's because you trust a computer to get it right, all the time, every time!
• Reduced Training Costs  When a staff member leaves and needs to be replaced by a person that is not familiar with your system, the amount of time used to train new staff is reduced significantly.  Such reasons as, they only need to follow procedures, rather than know all there is to know about your business, so if they're invoicing, they only need to familiarise themselves with how you perform the task, not having to remember pricing, layout, discounts, customer profiles and a multitude of other facets unique to your business.  All that kind of information is either redundant or can be stored inside the database to be tapped into at a moment's notice!
• Consistent Reporting  Another often overlooked reason to implement computer database systems is the additional output that can be generated, almost for free, from the data you have input. Such basic reports like, how much was our income from sales this month or what was our nett profit during the past three months or where can we reduce costs without sacrificing our sterling service?  Many of these questions take about five minutes to answer, again and again, each month or during the month, anytime of day or night!  Why?  Because all data already input is able to analysed on the fly, keeping a note of every sale, every purchase and every transaction that is pertinent to the business. No waiting for management to create a report each month, no waiting for an accountant to receive all your transactions, and compile a report, it's always available to you.

Since we have been creating databases for our clients we have seen significant changes in the way business is carried out.  It is no longer acceptable to post someone an invoice, since you need to get paid straight away.  It is no longer tolerated by customers being charged random prices for services you carry out.  It is no longer an excuse to say you'll get someone a duplicate invoice to them next week when you've located it from the archives.

From a marketing aspect, the advent of computers has allowed everyone to accept NOW as the only option for anything, waiting is not on the list of options any longer!  We want it NOW! seems to be the order of the day, anyone who can't deliver will be left behind.  It is a cruel world for the businessman!  Now there's online shopping, people will shop around in the comfort of their own home (or chair at work!) to find a product or service at the best price.  People are price-driven.  It is up to you to persuade a potential customer to appreciate your value.  So, the tools you need are to be able to know your market.  From a personal viewpoint, we don't find it acceptable that a business doesn't know its competition.  If you have no interest in your competition, then it could well be the demise of your business.  You need to know why a customer is drawn to your competition and not you!  There are many articles available to prove these points on the internet, so here is not the place to discuss an area already well researched.  The scope of this site is to assist everyone to be aware of the benefits of using simple database systems to enrich their business.

Next, we list a few opportunities where exploiting the use of strategically designed databases can make a huge difference to your business.  Obviously, it depends on where your business is at, as far as information utilisation is concerned, but you'll note that some may have already been applied to your business, while others may not.

• Invoicing
• Marketing Mail Merge
• Extend the capabilities of existing reporting
• Custom Billing System
• Asset Valuation and Comparison
• Plant/Vehicle History & Maintenance
• Fully Customised Sales Analysis
• Asset Use, Allocation and Booking
• Animal Breeding Customisation
• Builders Materials Negotiation
• Storage Unit Availability
• Asset Servicing Schedule
• Educational Progress
• Property

Environments where benefits can be implemented:

• Retail
• eBay/Amazon Marketing
• Online Shopping
• Health & Fitness Centers
• Rental Business
• Automotive Workshop
• Vehicle Bodyshop
• Insurance Valuation
• Antiques Valuation
• Equipment Hire
• Toy Library
• Kindergarten Management
• Equestrian Activities
• Pet Breeding
• Manufacturing
• Building and Construction
• Transportation
• Storage Operations
• Real Estate
• Property Letting
• Bookkeeping
• Consultancy
• Administrative Services
• Fleet Management
• Property Management
• Entertainment
• Education Systems
• Information Services
• Insurance Brokering
• Hairdressing
• Any Business supplying a Service
• Any Business supplying Goods
• Repair Services

Your business may not be listed as such, but every business has both common components that many businesses use and unique components that require a certain amount of thinking over to find a solution to an issue.  So, do not think that we are limited to what is seen above, rather, let us show you where we can improve your day-to-day processes in a way that will embraced by both you as an owner or manager and your staff as users.

 

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