I see many small businesses struggling, trying to manage their day to day business using multiple spreadsheets, databases, word templates and even card based systems. Often, the business has outgrown the capabilities of these tools, or, more accurately, the use of these tools is not optimal or connected. The business has grown, but the systems have not, adding up to an administrative nightmare.

The owner of a small or medium-sized business is generally very expert in his or her field and may not realise that there are often very simple solutions that can shave hours of administration time from essential daily tasks.

Taking an in-depth look at the administration processes of an English Language School, we found that the school was running on multiple disconnected spreadsheets and databases. There was a database for students, a database for agents, a database for host families and a spreadsheet for extra-curricular activities offered and their costs. Activity operators were on a piece of paper pinned to the wall. To compile student monthly, and end of study reports, each teacher needed multiple excel templates depending on the level of the student. The necessary information existed, but creating an enrollment form, a host family report to send the agent, student reports, and complying with reporting requirements of central government had become very arduous, frustrating and time-consuming.

So how can these processes be made simpler? The main problem was lack of connectivity. Enter the relational database. A relational database is one in that the different 'objects' can relate and connect to one another, or in other words, a collection of tables that are specifically related to one another using keys. This structure enables a single point of data entry, with any updates needed only once making for efficiency and data integrity. With this structure, it is possible to gather data for reporting purposes without having to reorganize the tables. It is also a simple process to add new data elements to a table or to add new tables.

With an English Language School scenario, the 'tables' are the students, the host families, the agents, student results and student activities. Using a relational database, the process from initial enrollment to the final student report and government reporting can simplified. Firstly, the student is entered as a new student. The student can then be assigned to a host family and an agent by selecting the host family and the agent from drop-down lists appearing on the student screen. Similarly, results and activities can be associated with the student over the enrollment period. Enrollment forms, home-stay reports, academic reports, activity reports and many other reports can be easily generated using the flexible data capabilities of the relational database.

The efficient storage of data lies behind the front end user interface. With a menu-driven database application, the user does not need to have database knowledge. Input screens provide the functionality to add and edit students, host families, agents, academic results, and activities undertaken. Links and buttons appearing on user screens provide navigation and functionality such as generation of the enrollment form, the host family report, and monthly and end of study results.

If the administration of your English Language School has become more difficult than you think it should be, you could well benefit from looking into a relational database system.

This article was submitted by Deborah Anderson, Director of TechSalad. TechSalad specializes in custom database solutions for small businesses.
Relational Database applications include English Language School administrative software and Club Membership invoicing management software.
Visit us to find out more at http://www.techsalad.co.nz