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Finding the perfect database

Current issue for my business: the database.

Every business needs one. To manage clients, almost-clients, colleagues, contractors, and lots of other types of contacts that don’t begin with “C”. It’s a relatively simple concept–store names and vital info about these folks for easy reference.

But then you also want to be able to tag them with different types of info, be able to sort them in a variety of ways, and be able to send appropriate info in a timely manner.

At this point, i.e. after considerable contemplation, I wish I had the easy, simple answer of a solution to recommend. But truth is, I still have yet to decide for myself. Certainly there are many great options depending on industry and needs… but which is right for my business?

I’m in the fortunate situation of having a friend who is willing to put together an online database for me. As I started to list out the information that I wanted tracked, I got confused. Being accustomed to making do with Entourage, I started doubting whether I really needed a database. I thought, “what do I want that I can’t do know?” Definitely one of the draw backs of being one who likes to create solutions with what I have on hand.

A systematic approach would be useful here. Part of my issue seems to be identifying the right questions to ask. Let’s start with what I know I want:

web-based
selective syncing with my PDA/Address book (my regular contact list)
able to track/sort client cycle status and interests
ability to send email from sort queries
able to link to products/services purchased
easy to use and navigate
affordable

I don’t currently have a shopping cart and merchant account because I don’t sell much online. I do, however, see moving into that realm, especially downloadable products, within the next year. Let’s put that under Future wants:

connected to shopping cart
auto-responder with multiple messages over time capability

What else should I be asking? Or am I at the point of specifically listing what I want it to track? I think that’s the next step!

2008/02/03 | Inside PS | Email this | Print this |

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Comments

Douglas Keachie

Comment by Douglas Keachie | 2008/02/04 at 09:04:37

You might want to consider the modern PDA capabilities too. I just got a Verizon VX6800 with Windows, and the information capabilities include a rather extensive contacts sheet which links with to your computer. The thing not only receives email, it also can serve as a modem for your laptop. It runs at the same speed as a dedicated card, but has the advantage of not requiring a two year commitment for the $60/month data Internet connection. You can go month to month with this. The phone will ring over the data connection, so you don’t miss calls.

If your a Mackie, this may not be of interest.

You might want to have someone explain to you what a relational database is. If you use Excel, learning that ALT Return gives your the ability to store multiple lines in one cell, discrete from one another, may be of interest. Using multiple sheets in one workbook, we store our personal family stuff (including all medical records/plans) in a simple to printout system. Be sure to switch on gridlines in page layout to get an easy to read version. Printouts in the glove compartment, but no credit card numbers, just call in points.

Credit card info is best stored in a hand written notebook, with the numbers stored in a square. Each edge has 4 numbers, plus a fifth that tell you which block it is. You can vary the location of the fifth number by putting a big number in the center of the square that tells where to find the block number. Big 3 means use 3rd number in is block sequence number.

If you pick a phrase that is meaningful to your family, like say, When In The Course Of Human Events There Comes A Time, and then add on a number that also is meaningful like a year of significance, you will get a password like WITCOHETCAT2008, which is virtually uncrackable to protect the spreadsheet.
shawn

Comment by shawn | 2008/02/04 at 22:46:40

Dennis,

I certainly am considering the PDA possibilities–the other outstanding question on the table these days. I am indeed a “Mackie” which doesn’t show up in the specs of the “smart” phones too often–besides the obvious iPhone.

I don’t know that the Mac precludes the others though. I’m basing this on my experience of my last PDA purchase several years ago. I got a Palm Zire72, the specs for which said nothing about compatibility with Mac. My previous Palm did work with Mac so I got the Zire72 on faith, somewhat. Sure enough, I quickly found a download for an “Entourage conduit” and have been happily syncing ever since.

I’d happily trade in my two gadget situation for a single, increased capacity gadget if I knew it were compatible with Mac—and probably Mail, not Entourage, since I’m considering switching as I’ve heard it’s been greatly improved with Leopard.

Thanks for your additional data storage thoughts and tips–I’m sure readers will find those helpful!

ST

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