It has been surprising to
see how many churches us a spreadsheet to keep track of
members, contributions, and other areas of the church.
Let's discuss this.
A spreadsheet is rows &
columns. A spreadsheet is a 'flat' storage system,
the computer equivalent of a paper ledger. A row
is a record. A column is the data for that record.
This is the proper way to use a spreadsheet. As
more and more data is added for a record, columns are
added.
With a spreadsheet, you
have 1 record per row. Generally speaking, when
using spreadsheets for each function you use a different
worksheet.
Relational databases are more
versatile than spreadsheets. Because data is stored and
updated in only one place, a database can
eliminate duplications and inconsistent data. Data is
easy to retrieve. Mathematical calculations can be
performed along with integrating with MS Word to do
mail-merge letters and much more.
The key point here is in a database,
you only need to add the member once (if the database
program is designed properly). Then you "link"
items like contributions, donations, notes, attendance
and so on to that members record. This means you
only need to add members ONCE versus many times in a
spreadsheet approach.
Another advantage is in a database
program, when you pull up a members record you have all
of their information that's linked to their record at
your fingertips. In spreadsheet you would have to
open up many different spreadsheets and then find the
members record within the spreadsheets making
spreadsheets a much more time consuming method and much
harder way of managing data.
A church database program over a spreadsheet
allows you to access the data far faster and a lot easier,
along with giving you a lot more ways to use that data.
Reporting on the data is a lot easier and so is merging that
data with letters and into emails.
Plus, if the church database program
is written well you won't have to re-enter information
already in the system where it's not uncommon to have
re-enter the same information like the members name in a
spreadsheet numerous times.
You will find that when
you're dealing with more than 20 members, a church database
program becomes very advantageous and will save you an incredible
amount of time.
If you're currently using a
spreadsheet for your members or to process
contributions/tithes, moving over to a church database program will
give you a lot more flexibility and more options.
You'll wonder how you ever survived without a church database
program.
