No More Déjà vu

By far, one of the most time-wasting tasks is double, or even triple, data entry. Yes, there is information that needs to be in more than one place on your system, but that does not mean that you should be entering it more than once!

In addition to wasting time, the task of entering the same data in multiple software programs lends itself to the possibility of human error. These mistakes lead to future problems, namely, not knowing which entry is correct. The best way to avoid these issues is to integrate your software programs.

Making Connections

Integration comes in two flavors; built-in and add-on or plug-in. (Additionally, when all else fails, you can also resort to the old standby of export/import.) The software programs you use will dictate which flavor is best. Not all software programs offer integration, but you will find it in a majority of the most popular programs. It’s in their best interests to play nice with each other in order to keep you as a loyal customer. The more you can integrate your software, the easier it is to work with your data. Win-win.

Let’s take a closer look at the different types of integration.

Built-In

Fairly self-explanatory. Some programs are made to work with other programs. A simple example is Microsoft Excel. Countless database programs include an Excel button that instantly converts the report you are viewing to an Excel spreadsheet. However, to eliminate double data entry, we need something more robust.

Typically, built-in integration is found in mid-range software programs. One example is SageCRM and Sage Accpac ERP (disclosure, I am a Sage Certified Consultant). During the installation of SageCRM it asks if you are integrating it with Sage Accpac ERP. If you answer “Yes,” it will install the required components and automatically find the ERP data. When the installation is complete, there are options that allow you to retrieve and send data between CRM and ERP.

Add-on or Plug-in

Just as the name implies, this is a piece of software that is added to, or plugged into, an existing software program. Once it is added or plugged in, it allows the software program to communicate with another software program. Staying with the accounting/CRM scenario, there are QuickBooks add-ons available for some of the best-selling CRM systems such as Salesforce.com, ACT!, Saleslogix, and SageCRM.

A different scenario is with contact information. It makes sense that contact information would be useful in your email client, sales automation (CRM), and an email marketing campaign. Microsoft Outlook has many add-ons available that allow it to communicate with all of these types of programs and online services.

Export/Import

There is nothing glamorous about this process but it can work well to save time. Basically a manual process, you can export your data from one software program into a generic format, usually comma-separated value (.csv), and then import it into the second, and third software programs. A .csv file can be opened in Excel, and Excel can also save an existing spreadsheet in the .csv format. This is useful if you want to view the data before importing it.

One Stop Shop

Data entry is time-consuming when you only have to do it once so take every opportunity to make sure you don’t have to do it more than once. Add-ons and plug-ins can easily be found through a Google search, but be careful what you buy/download. Many add-ons and plug-ins are written by third-party developers (meaning they are not written by the company that wrote the software you are using, such as Intuit or Microsoft). Look for a third-party developer who is certified by or in partnership with the company that did write the software you are using. You will usually find a logo or banner stating this displayed on their website, and if you don’t, then ask them.

By integrating your software programs it takes only a few mouse clicks to send data from one program to the other. In most cases you will see a list of what is going to be sent so you can confirm or cancel the transaction. Integration is not automatic but it is quick and easy, saving you time now and aggravation later.