Use of databases in our organization - Essay Example

Use of Databases in Our Organization With the advent of modern technology, information has become tantamount to power. In this regard, management of data, which pertain to information in its unprocessed form, has become increasingly important for organizations. Hence, designing and establishing a firm's database, which is generally defined as a collection of records or related files stored systematically in a computer ("Computer Desktop Encyclopedia," 2004), are considered major factors in contributing to the productivity of the company.

In the case of our organization, which is involved in developing properties, the databases in MS Access are utilized for myriad applications. As such, the database is designed such that multiple users may take advantage of the data provided, thus, enhancing cooperation between departments. For instance, the finance, marketing and business development departments use a single database to monitor sales for a specific project. The finance department refers to this database for assessing the profitability of the company and budgeting purposes.

Likewise, the marketing department uses the same database in order to determine whether sales target has been by the sales group and plan for marketing activities to boost sales. Moreover, the business development team utilizes the database to aid them in planning and projecting sales for upcoming projects. Aside from this, another database is also used by both the finance and marketing departments. Through this database, the finance department is able to keep track of the status of clients' payments relative to the unit they have purchased.

Similarly, the marketing department monitors the payment status of buyers particularly the delinquent ones. To continue to establish good customer relations and minimize backing down of buyers, the key marketing staff follows up on these buyers and adds actions undertaken with regard to payment delinquency. Furthermore, one database is used by the project development and business development teams. The project development group, which is directly involve in constructing the projects, uses this database to check on the trend of cost of construction materials and labor.

This helps the team to keep the cost down and bargain with suppliers if need be. On the other hand, the business development team takes advantage of this database to complete their cost assumptions for their feasibility studies relative to ongoing and potential projects. In view of the above uses, it can be seen how vital databases are in enhancing the efficiency and of the organization. Given this, databases may be deemed as a crucial component with regard to the viability of the firm. As people are able to retrieve necessary information on time and easily coordinate with other employees, important decisions are made on a timely manner and more tasks can be achieved at a shorter period.

For databases to truly serve their purpose, users may be able to optimize utilization if the databases are easy to use. Some employees comments the MS Access can be complex to use at times. To address this, the company may consider holding trainings for all concerned employees on how to utilize the Microsoft database. Moreover, manuals may be provided to users to guide them through MS Access. Apart from this, databases should also be able to yield timely information. Thus, the departments involved should regularly update information, say once a week after office hours so that work during office hours may not be interrupted due to the downtime.

In addition, the database administrator should check for errors or glitches on a regular basis so as to avoid potential delays in day-to-day activities of the firm. Work Cited Computer Desktop Encyclopedia. (2004). The Computer Language Inc. Retrieved 22 June 2006 from