Every company or organization at a certain point needs to take a decision how to store and manage data required for accomplishing major business tasks. The range of tools used for this purpose is really extensive – from simple Excel datasheets to complex automated web-database fine-tuned to needs of a particular company.
Let’s take a closer look at these two polar examples. Each solution here has its own advantages and drawbacks. Being simple and not too cost-demanding, Excel cannot solve the problem of sharing information among multiple users and is not intended for teams where each member should work with a centralized database while performing own tasks. Customized automated databases, on the other hand, can be a perfect solution for maintaining data flow in the required order, but this approach demands either deep technical knowledge in a database management or even requires consulting services for the system support. Ask yourself, how many businesses can afford extra expenses for hiring database managers or giving money out to support organizations?
As an option, you may choose to make a one-time investment and order a database that will ideally suit your business processes. That can be a good idea for large organizations with an intricate workflow. However this approach also has a number of pitfalls: deadlines are often put off, project budgets are constantly extended and the end product is sometimes far from being really suitable and user-friendly. Not to even mention that later on as your business evolves, the system may need a change and the workflow may need to be reorganized and enhanced. Spending time and money on re-designing custom databases is not always affordable and surely is not really pleasant.
If you have ever come across problems described in this article and still haven’t taken the final decision, take a look at hosted web-based systems, such as TeamDesk.
TeamDesk is a web database used for gathering, storing and managing data. The database is targeting a wide range of businesses – from small- and medium-size businesses or independent departments in larger companies to large enterprises. There’s no need to waste your time on a sophisticated installation process or database tune-up– the system is ready for production usage from the very beginning.
Another advantage of such databases is that no special knowledge is required – if you feel comfortable with Excel, you will easily find the way with TeamDesk. In addition you can take a 14-days’ trial to get a hands-on experience.
Database data is organized in a form of tables. New information (records) is added via web-based forms that have the same fields as tables or can be imported from various resources. Each element of tables, forms or other objects in the system can be changed according to your particular needs.
Sounds pretty good so far, but what about pricing? Here again, TeamDesk is very flexible. Your expenses will depend on how many users will work with your database. Choose the required price package or, if necessary, mix packages just the way you need.
No one can define the workflow and the structure of your processes better than you – who could argue with that? Ready-to-use databases are not always that good: usually a single database is not able to completely address all of your organizational needs. In this situation you would have to search for additional software modules and try to integrate them with existing ones.
Unlike many integrated solutions, TeamDesk allows you either creating your own database structure from scratch or starting from a ready-made template to give you a jump-start. If you understand your business process flowchart and your team members’ access rights then you are a one step away from your dream database. If you don’t feel like creating an database yourself, TeamDesk professionals are always ready to help. As all database aspects are highly customizable, you can be sure that each tiny bit of your business process may be taken into account and included into the workflow.
Once the main business rules are defined and the business process is implemented, your team can start using the database.
First of all you need to open a 14-days free trial account or sign up for the required database package right away. Once your request is processed, you will receive a link to the database. Now you can log into the system and get started. It doesn’t takes too long to add an database and create a table for storing the information you want to operate. All columns in the table are highly customizable and can hold any data types, such as plain text, e-mails, dates, formulas or whatever you like. Once you created the table, the system adds a form that will be utilized by your team for working with table records.
After this you can set reports that will analyze selected datasets and represent them in graphical format. In addition, you can design and attach document templates or set up notifications that will be sent on certain events.
The next step is defining user roles and assigning set of permissions for each role. When you are ready to launch the new database, invite your team members and spend additional couple of minutes explaining how to work with the database and the system. It's that easy. Now, as everyone has access to the centralized data and can accomplish his/ her work assignments, your teamwork is organized like never before.
It wouldn’t be correct to assume that TeamDesk databases are intended for an internal team usage only. Not at all. Your custom-designed web-to-record entry forms can be incorporated into a web site to gather information from web site visitors and save it in your database.
TeamDesk is capable to generate very different types of online database – from invoicing to task tacking, from project management to customer support; from document library to online surveys (you name it).
What you will like about TeamDesk. Not to beat around the bush, we’ll list some of the TeamDesk advantages:
- Highly customizable database structure;
- User friendly interface;
- Secure data transmission using 128 bit SSL encryption;
- Regular database backup for data reliability;
- Free automatic lifetime updates and free unlimited customer support;
- Library of predefined databases;
- Ability to design and generate reports;
- E-mail notifications and reminders;
- Document templates;
- Ability to add user groups, define access rights and share information.
Here you can take a quick tour of how easily you can get started by conversion your spreadsheet into web Database.