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Spreadsheet Overload
It never ceases to amaze me how many companies rely on a spreadsheet program to track relative business information. Since the creation of the Personal Computer, one of the first practical software applications has been spreadsheet applications. Simple to create, easy to enter data into, they have become the staple of most small to large business environments.
Don’t get me wrong, I do recommend using a spreadsheet program for tracking basic information, and who can argue with their formula calculation capabilities, but once they start to get a little large, using them can become a headache. Imagine tracking 10,000 rows and 50 columns of data. User friendliness goes away, processing speed decreases, and multiple file data analysis is almost impossible. The unfortunate part is that companies keep these spreadsheets alive for years and end up spending more time administering them than getting answers from them.
So what do I recommend? A database of course. I know what you’re thinking, way too sophisticated, unnecessary and I don’t know how they work. But, once given a chance to build and work with a database program, many users ask why they didn’t build one in the first place.
They can track 100 times more data than a spreadsheet program, provide better user interfaces, give complex data analysis reports, tighter security, data integrity and can handle multiple users at the same time. Another great feature of a desktop business database is that they can be migrated upwards into a more sophisticated system whenever the need arises. Any Microsoft Access© Database can, within a short period of time and effort, be upgraded into a Microsoft SQL© database.
How would you get started? What’s the best approach? Well, perhaps you should try creating a new database using the built-in Template Wizards. These are feature-rich programs, which come with most database software, which will step a user through a number of questions, to produce a ready to use database application (Order Entry System is a common example).
Another solution would be to start with a blank (empty) database and import your existing spreadsheet data into it. And yes, this is very easily done. Once done, building data entry forms, reports and automation features are just another couple of wizard steps away.
So, don’t be scared, try it! You’ll be amazed at what a desktop database application can do for tracking your business information.
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Al Walton is the President and Owner of “The Programmer Guy” based in London, Ontario. The business specializes in creating custom software applications for any and all type of businesses. Al can be contacted by phone at 519.659.2522, email at info@programmerguy.com or visit their Web site at www.programmerguy.com.
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