Top 5 Tips for Creating & Managing Databases Efficiently and Effectively

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One of the biggest unavoidable drudgeries of running a business is having to manage databases. No matter how big or small your organisation, you will have tons of data to collect, manage and extract value from and unfortunately you can’t completely automate database management.

You can make the process more effective and efficient. We’ve compiled the following tips to help make it easier for your employees and more valuable for your organisation.

  1. Have clear business rules and processes

It’s not enough to have an excellent database management system. You need rules in place to make sure that the system is being used in the same way across board: State clearly who can enter data, how it is to be entered, the types of membership and registration, etc.

It is good practice to have written documentation of all the procedures and processes and to continuously update them to ensure that database management is uniform throughout the company.

2. Be active

Many companies leave their database management systems to take care of themselves, but this is not enough. Businesses need to take an active part in the managing process in order to make the process more effective. An efficient way to start is at the data collection stage: Train your employees to confirm data while they are on the phone with customers or members.

3. Be aware of security & privacy issues

Make sure you are aware of the rules and regulations around security of data and privacy when collecting and managing data. Seek professional advice if you’re not sure, especially when you’re dealing with sensitive data.

  1. Collect and keep only data you need, when required

This means collecting and saving only the data that your organisation will find useful – just because you CAN collect data doesn’t mean that you necessarily have to. You have to question whether or not you need the information and train your data collectors to understand what they are looking at. Storing data can incur a variety of expenses including archiving, security, restoring, backups and administering. If you don’t really need the data that you collect, or if you’re collecting certain data many times over when there is no need to, it only leads to ineffectiveness.

  1. Don’t try to be perfect

Businesses often break their backs trying to make their databases perfect, and waste precious resources in their efforts. The fact is no database is perfect, there are bound to be inaccuracies, and it is futile for businesses to think that if they spend enough time and effort on it they can make it perfect.

Keep these tips in mind to make your database an asset, which helps the business be more productive and focused, rather than simply sucking up time. If you still find yourself struggling with the process of database management, then we may be able to help – after all, we’ve been doing it for years!