Getting the Most out of Your PC

6. A Central Database

6.1 Creating and using databases can help you better manage your business relationships.

• A database retains knowledge in your business by storing it in one place.
• A wide variety of database software is available. You may already have some, as professional versions of Microsoft Office include a database program called Access.
• Record key data about customers in your database. For example, their contact details, what they have ordered from you, how they heard about you and details of every contact your business has with them. This will help you and your employees to have fast access to the right information when dealing with customers.
• You can also use your database as a powerful sales and marketing tool. See 7.
• You can also use a database to manage details of suppliers and staff.
• Keep your database as up to date and accurate as possible. The more errors or outdated pieces of information on your database, the less useful it will be.

6.2 Link as many functions to your database as you can to avoid duplication of effort.

• For example, make sure your accounts software can connect with your database so it can automatically generate reports of overdue invoices, or listings of your top customers.