9 Signs You Need Help With Your Online Database Software

Maze need help


Are you using your online database software in an optimal way? Find out by reading this article showcasing 9 signs you may need help with your business solution.


1. You are not using it

You subscribed to this promising business solution with the best intentions to use it to improve your efficiency and business productivity. Three months later, you are not using it yet. Why did this happen? It may be that you got carried away and you made this decision on your own, not consulting with your team. Skip to #4 of this list. It may be that you didn’t take the time yet to explore this software and take advantage of the support the vendor is offering. If it is the case, please contact your vendor. She will be thrilled to help you build the perfect system for your needs!


2. You still have an “on the side” system to help you use it

I see this all the time with (don’t take offense) the older generations of technology users. If you have a notebook on the side or still have a paper organizer to note your data first and then you log into the software and you enter your data, you fall in this category. The only solution to optimize your use of the software is to burn that piece of paper that is slowing you down. Learn to type the data straight into your account, no matter if you are on the phone or sitting in a meeting. The extra step you are currently taking is not only slowing you down but it is also making you prone to make mistakes when transferring the data into your account.


3. You think it takes too much of your time

This sign is in a straight line with #2. If you are not using the software properly, you will sure think it is taking more time to get your data into the cloud. Of course, if you went from not keeping a trace of any of your data to logging it all into the cloud, you may need some getting used to that extra step you need to add throughout your day. Give yourself some time to getting used to it, I promise that you will learn to love it. The added bonus of knowing exactly where you stand with your work and the one of your colleagues will also convince you that you made the right decision.


4. Only a few members of your team use it

Having a handful of super-users in great, but they should not be your only users. This situation is typical when introducing a new technology in a company, especially if you have a lot of low technology literacy users in your team. Be patient with the users who may have a bit more difficulty with the adoption of the new software and pair them with the super-users who will be more than happy to help. You may also want to organize formal or informal training sessions with your whole team to make sure everybody know how to use it.


5. You don’t use the search feature

Searches help you access specific subsets of your data quickly and easily. The searches are the foundation for many other features built in your online database software including the reports and the dashboard widgets. It is fundamental to the optimal use of your account to learn how to create and use searches both at the application and at the project level. To start with, I suggest you base your searches on dates, assignments and statuses of your items. For example, you may want to create a search listing all the contracts created in the last seven days, all the tasks assigned to your assistant or all the potential blog titles you already used.


6. You are not sure about the terminology

Not sure what is the difference between a project and an application? What is the difference between a search and a template? If you are in this situation, you first need to read this. Understanding the terminology will improve your global understanding of what online database software is and of what it can do for you and your business. Finally, not understanding the terminology put you at high risk of making huge mistakes with your account and trust me, you don’t want to go there.


7. You work in silos

If your account is used in the same way as 90% of the basic accounts, you probably have a client application, a task tracker and one or two more applications like contracts or meetings. But if none of these applications are linked together, you are working in silos and you shouldn’t. It is highly probable that your tasks are related to your clients, contracts or even meetings. To make sure you get the most out of your online database software, make sure you link the appropriate items together.


8. You did not create multi-projects custom calendars

This is another sign that you are working in silos and not seeing your data as a whole. You are definitely on the right path if you are viewing your items in calendars when you are dealing with searches based on date, time and date-time fields. If we go back to our tasks, contracts and meetings, instead of looking at three calendars, you can create a custom one where you will include a date-related search for each of these applications. If you have more than one project per application, this feature is also applicable. To facilitate the identification of each project, benefit from a colour-coded legend. The multi-projects custom calendars will save you a lot of time.


9. You have someone typing in your preexisting data

Let’s be honest, this is very mean to the assistant doing this mind-numbing job. I totally understand that you don’t want to loose your preexisting data and you shouldn’t have to. But you should have access to importing these data from spreadsheets to your applications without too much work. If your spreadsheets are relatively clean, this action should be a matter of minutes. And even if your data isn’t that clean, working on it to polish it a bit before the import should take a fraction of the time it would take to start over and type it manually. Do your assistant a favour and use this fast and easy feature offered to you.


Do you recognize yourself in any of these situations? Please leave a comment to share what problem you encountered with your online database software and how you successfully solved them.


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