Dynamic Business

Databases save time and money that SMEs spend on information management, so that owners and managers can focus on the higher value activities that result in happier customers and provide the greatest returns. A good database is a ready-to-use solution for SMEs which allows everyone to access and search information through an intuitive user interface and produce various reports at the click of only one button whenever required.  Today’s databases can actually gather data from websites, create web databases, and give co-workers or customers access to your information wherever they are in the world, as long as they can access a browser.

So in short, databases do more than just hold data! They help you solve problems, answer questions, and make decisions. You can create formulas and calculations to help you analyse information, then whip together quick reports to help you share your insights. Making databases an invaluable tool for every business, big and small, and 2009 is a great year to take a closer look at the information in your business and think about how it could be put to work.

—Steve McManus is General Manager, FileMaker Inc. (www.filemaker.com.au) Asia Pacific.

What to look for in a database

Database technology can scare or confuse business owners and managers, however with the right advice it is easy to select a database, install it and begin to use quickly with high return on investment. Things you should look for or ask when choosing a database include:

• Is all the data stored in one location?
• Will it reduce manual data collection and ensure accuracy of data entry?
• Is the design interface attractive and accessible?
• Can you customise it to suit your needs?
• Can you search within it for information easily?
• Can you import information automatically with ease?
• Is it able to generate meaningful and correlated reports?
• What security features are there to limit access to information where necessary?
• Can you create formulas and calculations within it to analyse information?
• Will all your team have concurrent access to the information within the database?
• Does it have functions for automated printing of mailing labels, reports, invoices, badges for events and paper entry forms etc?
• Is it ready-to-use or will it require staff training?

Case study: Little Tots

Little Tots (www.littletots.com.au) produces an exclusive line of summer clothing, accessories and gift boxes for children aged 0-to-10 years. Managing Director Jody Phillips established the company after identifying a gap in the children’s clothing market. Phillips explained that as the demand for the clothing line grew, they needed systems and procedures to facilitate the expansion. “For the first three months we used Microsoft Excel to manage our business contacts but as the business grew we knew we needed a more sophisticated database administrative system and we chose FileMaker,” she said.

The addition of a database solution has had a positive impact on Little Tots and helped streamline administration procedures allowing Phillips to focus on promoting the business. “It has allowed us to organise company contacts, manage product images and stock, store event information and organise to-do lists. We can find the information easily and quickly by performing a keyword search. All of which allows me to spend more time marketing the business,” she said.

Phillips concludes: “Database technology improves the productivity and bottom line of small businesses. It frees owners from performing—or having to hire someone to perform—administrative tasks.”

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