So You Want to Create a Database? Here's What You Need to Know First

Creating a database is like putting together a puzzle. Creating a database without a plan is like putting together a puzzle without looking at the picture on the box.

Sure, you can do it. However, it’ll take longer, leads to more frustration, and you’ll probably have to redo parts when pieces don’t quite fit. Having a clear plan upfront helps you see the big picture, organize your data efficiently, and avoid time-consuming mistakes down the line.

At The Great Canadian Training & Consulting Company, we’ve helped businesses go from chaos to systems that actually work. Here’s what we’ve learned about doing it right the first time.

This article will discuss:

• Understanding the Basics of Databases
• Types of Databases (Microsoft Access Database, SQL Server Database, Azure Cloud Database, etc.)
• Go Beyond a Database Template – Build Something That Works for You!
• Who Will Be the Primary Key Users?
• What Is Your Data?
• How Will Information Get into Your Database?
• Where Does Your Data Need to Go Next?
• How One Logistics Company Made a Database That Works
• Before You Design and Build a Database, Get in Touch with The Great Canadian Training & Consulting Company

Understanding the Basics of Databases

Even if you’ve already started planning (or even building) your database, it’s worth stepping back to revisit the fundamentals. Sometimes, database projects get stuck because of misconceptions and misunderstandings of what a database actually is and how it should be structured.

You might think of a database as just a more advanced spreadsheet, but it's actually much more. A database isn’t just about storing data. It’s about storing related data in a way that supports consistency, automation, and meaningful reporting.

Basically, a well-designed database helps you:

• Eliminate duplicate data entry
• Maintain accuracy across your records
• Create smart connections between different types of information (like clients, products, and invoices)
• Save time by automating repetitive tasks or generating reports with a click

Types of Databases (Microsoft Access Database, SQL Server Database, Azure Cloud Database, etc.) 

There’s no one-size-fits-all when it comes to choosing a database. At The Great Canadian Training & Consulting Company, we don’t push a template or design on you. We don't force your processes to fit into a one-size-fits-all system. We consider how you will use the database, who will manage it, and other relevant details to create a solution that meets your needs.

Here are a few popular options that we use for our clients. 

Web-Based Applications

• The gold standard in custom line-of-business database development. A cloud-based database (we use SQL Server on Azure) with a custom-built interface hosted online that you can access from any web browser.
• Access your data from anywhere, on any device. Ideal for remote teams, multi-location businesses, and anyone who wants to share real-time data with clients or vendors.

Best for: Flexibility, multi-location access, and long-term scalability.

Microsoft Excel

• The opposite end of the spectrum, but still useful depending on your needs.
• A familiar tool that’s great for organizing early-stage data. While not a true database management system, it’s often a helpful starting point.

Best for: Simple tracking, one-off projects, or early-stage planning before moving to a more robust system like Microsoft Access or SQL Server.

Microsoft Access

• A powerful, cost-effective option for local or small projects. Great for automating tasks and centralizing info—without complex infrastructure.

Best for: Quick setup and simplified workflows within a local network.

Microsoft Access + SQL Server Backend

• Combines the ease of Access with the security and scalability of SQL—on-prem or in the cloud.
• If you already have a SQL Server environment and are not quite ready to start using web applications, this is your best option.

Best for: Making use of existing infrastructure. 

Go Beyond a Database Template – Build Something That Works for You!

Planning a database might feel technical, but it all starts with something simple — the same 4 W’s and H you learned back in school: Who, What, Where, When, and How.

We’ve created the graphic below to help guide your decisions. Before you build anything, take the time to walk through each one. This step may seem basic, but we have seen it time and time again. Skipping it is one of the most common (and costly) mistakes you can make.

Who Will Be the Primary Key Users?

We ask this not just to check a box, but because every decision that follows (how the database is designed, how data is entered, what gets locked down, what gets automated) depends on the people using it.

Will it be your admin staff? Your sales team? A mix of internal and external users? Each group will have different needs, levels of tech comfort, and expectations. What feels intuitive to one person might be a roadblock to another.

That’s why it’s so important to involve your team early. Don’t just build a database for them, build it with them. Ask questions, gather input, and really listen.

The most effective database isn't just functional. It's one your people will actually use.

What Is Your Data? 

At its core, a relational database is built to connect related data. So instead of just copying what’s in an Excel worksheet, this is your chance to get clear on what you’re tracking and how everything relates.

Start with broad categories:

• Do you need a database to track quotes, shipments, and invoices?
• Should it also include contact details for the clients or vendors involved?
• Do you need a product list that ties into your quotes and invoices?

Once you’ve outlined those categories, break them down into individual fields (the details you’ll store in each table).

Say you want to create an Access database to manage client information. What data do you need for each contact?

• A name (but is it one field or separate first and last name fields?)
• An email address or mailing address? Or both?
• Will clients have multiple phone numbers, and if so, should you assign one as their primary contact number?

Each of these decisions affects how you’ll build relationships between tables, assign primary keys, and define the data types that will shape your database design.

How Will Information Get into Your Database? 

Even if you build the fanciest database, if entering data is slow, confusing or tedious, your team just won't do it. 

That’s why input planning matters. It’s not just about where your data comes from. It’s about making sure the process is quick, accurate, and built into your team’s existing workflow.

Here are a few common (and low effort) input options:

• Simple, intuitive forms for manual entry
• Uploads from Excel, CSV, or text files your team already works with
• API integrations that sync automatically with other tools
• Web forms clients or vendors can fill out themselves
• Automated imports from emails or structured flat files

The smoother the input process, the more your team will use the system. If it’s a hassle, you’ll end up with gaps, workarounds, and a database no one trusts.

Where Does Your Data Need to Go Next?

It's been said that data is like oil - it's only useful once it's refined. 

Collecting data is only half the job. The real value comes from what you do with it. A good database helps you use that information to grow your business, improve operations, and make smarter, faster decisions.

That starts with planning how your data needs to flow out of the system.

Some common output options include:

• Automated emails that notify clients or staff of key updates
• CSV or flat files that can be uploaded into other software or tools
• Custom PDF reports tailored to what your stakeholders need to see
• Excel files formatted for specific departments or use cases
• Web-based dashboards that make key metrics visible in real time

Whether you're reporting on performance, syncing with another platform, or giving your team a clear view of what’s happening, your database should make it easy to get the right data to the right people at the right time.

How One Logistics Company Made a Database That Works

This logistics company knew they needed to create a database that could handle real-time updates, automate communications, and support a growing business. 

The first thing we did was take the time to ask the foundational questions about their users, their data, and how the system needed to function day to day. That early planning gave us the insight to design a solution that worked for their real-world operations, not just in theory.

The result? A custom logistics web application that automatically processes thousands of API calls daily, tracks order status changes, and pushes real-time updates to clients and internal teams. 

Because they were willing to pause, plan, and partner with us on the strategy, they ended up with a tool that matches their business. 

Before You Design and Build a Database, Get in Touch with The Great Canadian Training & Consulting Company

At The Great Canadian Training & Consulting Company, we don’t believe in one-size-fits-all systems. Your business isn’t generic, so why should your database be?

We take the time to understand how you work. That means looking at real workflows, quirks, and priorities that make your team tick. Then we build a solution that fits. Whether you’re planning a new database, stuck mid-project, or trying to clean up a system that’s grown a little wild, we’re here to help.

From designing the structure to writing the queries to building a database using the right tools, we make it our business to know your business. 

Let’s build something better than a template. Let’s build something that works. (You can learn more about our approach to Database Development Services here.)

Contact us today for your free database assessment to get your database plans started and your business to the next level.