Using Databases and other Software in a Small Business

This hub describes what office automation and group collaboration software is used at Heather's Crew Inc. It also includes an analysis of the advantages and disadvantages of each software used.

How to Use Databases in a Small Business

Databases can be used to host information of any type. Heather’s Crew uses databases to store information like inventory, customer information, and sales history. The information from these databases is translated into reports and used to make business decisions on concerns like advertising, material purchases, employee payments, and target market areas. The information stored in databases can also be transported into customer emails. Repeat customer information can easily be updated and stored for current records without the hassle of locating old paperwork and printed contracts. At Heather’s Crew, the customer database is one of the most important parts of the computer system.

Purpose of using Databases in a Small Business

“Database applications are ideal for storing, manipulating, and retrieving data. These applications are particularly useful when you need to manipulate a large amount of data and produce reports and documents” (Reynolds & Stair, 2006). For example, Heather’s Crew keeps a record of all previous customers. Just as dentists send out reminders every 6 months to let their customers know they should schedule an appointment, Heather’s Crew sends reminders about necessary home maintenance including roof replacements, gutter cleaning, and pressure washing. Customer information is stored in Microsoft Access, and customers who call in are able to verify warranty expiration dates, transfer warranties to new homeowners, and set up profiles for realtors interested in referring customers. “In business, a database application can help process sales orders, control inventory, order new supplies, send letters to customers, and pay employees” (Reynolds & Stair, 2006).

Data Collection and Transfer of Information between Software Programs

Heather’s Crew begins data collection on customers during the first phone call. Because setting up customer files in Microsoft Access can take time, Heather’s Crew begins the collection process on paper, and transfers necessary information into the database at a convenient time. A variety of information is gathered. Some of this information is intended for use by the contractors only, other information, like names, addresses, and phone numbers, is important for Heather’s Crew to keep on file. “The process of capturing and gathering all data necessary to complete transactions is called data collection” (Reynolds & Stair, 2006). Other data collection occurs on a weekly basis, when inventory reviews are done. Though estimations are made throughout the week, many projects may use more materials than expected. Weekly inventory reports help Heather’s Crew stay aware of the materials on hand and to make better predictions of future material use. Other information, like customer estimate and payment information must be entered into the database immediately.

Managing Data with Computer Software for Small Businesses
(Data Editing and Correction)

Editing the information entered into the customer database is what helps the data remain useful over time. Many customers move, and need to transfer the warranty information for the new homeowner. At this time, Heather’s Crew has an opportunity to gather the original customers new home information. This way, Heather’s Crew can send promotions and home maintenance information to both the new customer and the existing customer. Other customer changes may include additional services provided, guarantee fulfillment, referral credits earned, or appointment changes. If customers are required to make a deposit before the beginning of a project, this information is also stored in the database. When data is tested for validity, error messages should occur when the length of a telephone number entered is incorrect or when letters are entered into a field designed for numeric entry.

Small Business use Software to Store Customer Data
(Data Manipulation)

“Data manipulation is the process of performing calculations and other data transformations related to business transactions” (Reynolds & Stair, 2006). Heather’s Crew takes the information entered into its database and transports it into documents used to print envelopes with customer information, send emails with website changes, and to calculate company profits and estimations of future work. Heather’s Crew also uses its database to store information about seasonal increases in traffic and weather based influxes to determine the best time to send out promotional items and spend marketing money. Purchase orders are also based on the data entered regarding required materials for projects, and on frequently used materials that are running low.

Benefits of Small Business Using Microsoft Access
(Office Automation Software)

Databases are an essential part of any business. Some companies still keep paper databases with customer information, material logs, and tax information. Still, with Microsoft’s provision of a user-friendly database, Microsoft Access, with its professional version software package, many companies have started making use of the program for data storage and manipulation. Heather’s Crew uses this program to store customer information, like names, home addresses, email addresses, phone numbers, and a description of work performed. Heather’s Crew also keeps information from consumers who were interested in an estimate but did not use the company to perform work. Material lists and payment information are also stored in the database, and updated as necessary. Heather’s Crew considers its customer database one of the best tools for organization and continued customer communication.