The Problem: An Outdated Work Method
Managing and sharing company data is a challenge for many organizations, especially when internal processes rely on traditional tools like Excel and email. This was the case for a logistics company specializing in warehouse and shipment management. With over 50 employees spread across administrative offices, sorting centers, and field drivers, the company needed to ensure that critical information – such as work shifts, vehicle availability, and delivery status – was always up to date and easily accessible.
However, the system they were using was inefficient and caused several problems:
- Multiple versions of files: Every time an employee modified an Excel sheet and sent it via email, different versions of the same file were created, increasing confusion.
- Outdated data: Employees often worked with obsolete information because they did not have access to the latest version of the file.
- Risk of errors: With multiple people manually updating data in Excel, the risk of errors and inconsistencies was high.
- Access difficulties: Field employees, such as drivers, often had to call the office to get updates, slowing down workflow.
The company knew they needed a more effective solution to centralize data and ensure quick and secure access to information.
The Solution: Basebear for Centralized Data Management
After evaluating several options, the company chose Basebear to revolutionize its data management and sharing system. Basebear offers a simple and effective way to create private online databases, allowing for centralized information storage and precise access control.
Here's how the company implemented Basebear and the benefits it achieved:
1. A Single, Shared Database
Instead of managing multiple Excel files, the company created a centralized database on Basebear, accessible to all authorized employees. Now, information on work shifts, vehicle availability, and shipment status is updated in real-time.
2. Real-Time Updates Without Errors
With Basebear, every modification is immediately saved and made available to all users. There are no more multiple file versions or the risk of working with outdated data. Every employee can access the same up-to-date data source in real-time.
3. Access Control and Data Security
The company set up different levels of access:
- Administrators can modify and manage the entire database.
- Employees can only view the data relevant to them.
- Drivers can update delivery statuses directly from their smartphones without needing to go through the office.
4. Accessibility from Any Device
With Basebear, employees can access data from anywhere, whether from a computer or a mobile device. This significantly improved communication between administrative staff and field operators.
The Results: Improved Efficiency and Productivity
A few months after implementing Basebear, the results were clear:
- 40% reduction in time spent managing data, thanks to the elimination of emails and Excel file error corrections.
- Elimination of errors caused by outdated file versions, improving data accuracy.
Better internal communication, with employees now accessing updated data directly without the need for calls or email requests. - Greater flexibility for field employees, who can update information in real-time.
Conclusion: Why Basebear is the Right Choice
Thanks to Basebear, this company completely transformed the way it manages and shares data. The transition from Excel and email to a centralized system brought immediate benefits, making work more efficient and reducing the risk of errors.
If your company is facing similar challenges in data management, try Basebear and discover how it can simplify your workflow.
➡️ Try Basebear today and see the difference!