IMPORTANCE OF ORGANIZED DATABASE
Why Your Business Needs an Organized Database
Virtual assistants receive and process dozens of new information from their clients every day. To store and keep track of all this data, VAs will need a database. Having a database system in place will help you and your client in organizing every piece of information you work with, old and new. If you are still unsure, here are a few reasons why your business needs an organized database.
Keeps Everything Organized
Many small businesses use spreadsheets to organize information, but they can be hard to work with. For each new data received the spreadsheet needs to be updated manually. And as the collected volume of information grows, it becomes increasingly difficult to maintain and organize. An unorganized spreadsheet will result in missed appointments, conflicting customer details, and wasted inventory.
With a database, VAs can easily keep track of everything. Databases can be programmed to have specific filters to sift through the information, and updates can be done with a few clicks and button presses. Depending on how information was collected, the client or their VA will still need to manually input it into the database. Once it’s in the system, it can be kept organized with ease.
Keeps Information Centralized
A database helps centralize information. This means anyone from the company, such as the client and their VAs, can access the information from anywhere and at any time. This removes the need for a dedicated database manager as anyone can add or remove information as necessary. And since updates are done in real-time, everyone will see it. This is a big contrast to using spreadsheets or physical documents, where the chance of having duplicates or conflicting information is high.
Databases can serve multiple purposes for your company. Your marketing team can use a database to keep track of potential and existing clients, while HR can use one to keep track of employee payrolls and attendance. Employers can automate certain tasks and prioritize goals as needed. Some databases also have built-in analytical tools to assist in making better business decisions.
Information is the lifeblood of every company. It needs to be correct, updated, and timely. If a database is not organized, the company is setting itself up for failure.