Building Your Databases

In doing your research for this venture and in any previous work experience, you probably have come across lots of databases. They are used to store, analyze and retrieve all kinds of information. Now you will need to build your own – probably several. Databases not only ensure timely retrieval of information, but they can give strength to your decisions.

What kinds of databases will you need? Good starting points would be one for all contacts in your business that could be used for mailings, one to gather appropriate names for seeking further information down the line, etc. Some database programs will allow you to put all information about any and every contact you make (or should make) in a listing that also describes the type of contact it is, what potential it has for your business, times you have used it, characteristics about it, and so on. These typically are called relational databases.

Other database systems are less complicated and less “intuitive.” It might be wise to establish the general all-purpose list, then set up separate databases for customers, suppliers and other vendors, subcontractors, etc.

Any contact you have made at any point should be on a database. Any contact that you think you should make should be on a database. File drawers and folders, even computerized address listings, have worked for projects, committees and family information purposes. Now that you have a business to run, you need to step up to the database level.

The type of database program you purchase and use is up to you. There are advantages and disadvantages to the various programs on the market. Some things to keep in mind, however, are typical questions applying to any computer software program:
  1. How well will a program integrate with the other computer programs you use?
  2. How much of various types of capacity in your computer will it take to run the program efficiently? Do you have it in your system?
  3. Will it allow you to store all of the information you think you might need?
  4. Will it perform quick sorting and retrieval of information in ways that help you?
  5. Is it something you can learn to operate quickly and not just keep unused on the shelf?