A customer database can save you time and effort by allowing you to record very useful business information for use perhaps in market research, customer support and accounting. Although there is a range of professional products on the market for creating and organizing databases easily, we recommend that you read this guide to learn the basics.
Steps
Step 1. Purchase database creation software
Choose a product compatible with your software tools and word processing programs, it will be easier to import and export data. This way, you'll avoid having to manually enter all the data into the tables.
Step 2. Decide the type of information to keep in the database
Most databases include information such as company name, email address, work or residence address, telephone, fax and email, as well as additional data such as terms of contract, prices, notes and assignments to be made.
Step 3. A database offers great possibilities
In addition to providing your business with a centralized source of data, think about how many different types of reports you can create using this data. For example, if you intend to use the database as a contact list to send emails, create mailing lists or send general communications by fax, telephone or other means, you can easily extract the data you need from the database.
Step 4. Organize your data
Create a simple template in which to enter data such as names and addresses in sequence. In this way it will be easy to switch from one data to another and quickly enter new customers.
Step 5. Set permissions on each data field
Including permissions such as which fields will be printed in reports and which types of data can be searched in the database. Assigning the right authorization to each field will save you time when you need to search for a certain data.
Step 6. Format the report
Generally, it is sufficient to always use the same formats that are already pre-packaged in the software, although it is possible to create custom formats in which to include fields such as "position in the workforce" and set permissions and levels of access to data.
Step 7. Establish access rights and credentials
A good database includes the ability to create login credentials so that only authorized users can find the information in the database. Furthermore, assigning a different level for each user will ensure that each user can see only the type of information allowed to him.
Step 8. Before using a database in your company
Review it and try it out. Use a beta version to be distributed for trial only to a small group of employees to make sure everything works as it should. Collect suggestions and make the database available to everyone only when you are sure that it works well and performs all the functions required by your company.
Advice
- Design the database so that there is always room to add more fields and data, as your business needs may change over time. In this way, it will be possible to continue to use the database for several years, before having to replace it with a more biting one.
- Don't be surprised if creating a customer database takes time. In fact, even if you use software that makes it easier for you, it could take weeks before you find the ideal format.
