Building a database can seem like a daunting task if computer data entry isn’t your forte, but an up-to-date customer database can save your company time and money and most importantly, help you attract repeat business.
Small businesses have many options for creating a customer database. You can custom build your own in a basic spreadsheet such as Excel – a good choice if you are already comfortable with this software. Or you can build a database using that feature in Microsoft Word. There are also more sophisticated, dedicated database software programs that can be helpful, as well as online solutions.
The best contacts and resources to help you get it done
Collect information
Think not only in the now, but also in the future, by gathering data on existing customers and future prospects.
I recommend: Learn how to build a
prospect database with solutions such as survey cards and business card fishbowls. Having customers fill out
online information that can be emailed directly to you is another effective way to collect information.
Find the right software
You don't have to be an IT expert to set up a database if you choose user-friendly database software.
I recommend: One of the most user-friendly database platforms is
FileMaker Pro, which lets you download a demo of how a small bike shop owner uses the program. If you aren't quite sure which software package is right for you, check out product reviews of database software at
PC Mag.
Start managing
Name, address, phone, and email are all important, but you'll need much more information on customers to take full advantage of your database. Creating your database is only the first step. You'll also need to set up a plan for its ongoing management. Who will update it? Who will purge outdated contacts? Who will have access to it? How will it be secured?
I recommend: Learn the ins and outs of database creation and lingo such as records, tables and fields with a comprehensive, three-step tutorial by the
Geek Girls. Check out advice on managing your database from
Coyote Communications. For tips on how to find outdated entries, check out advice at
nonprofit-info.org.
Outsource it
If you're just starting your business, chances are you have a lot on your plate. Save time and get up to speed with a database quickly by outsourcing the creation of it and then opting to manage it.
I recommend: MicroComputerWorks will design a database in a variety of software formats including FileMaker Pro, Microsoft Access, Oracle, My SQL and DB2.
The Alchemy Group specializes in creating databases in FileMaker Pro.
Sign on to a complete online solution
While it may be overkill for many small businesses, a complete front and back-office online solution for small business such as NetSuite can solve many problems.
I recommend: See a demonstration of this all-in-one business management system in action at
NetSuite.com.
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