|
Paper
and Pencil |
Advantages |
Disadvantages |
|
- Reliable: Remains functional during
power outages
- More Personal: Spending more time processing
records means more familiarity with volunteers
and clients
- Affordable: May be all a program on
a shoestring can support
|
- Time-consuming
- Inaccurate: susceptible to human error
- Isolating: As more work is done on
computers, the pressure is on to work in the
same media as colleagues and sponsoring agencies
|
|
Spreadsheets |
Advantages |
Disadvantages |
|
- Time-saving: Data is entered once and
can be selectively linked to other data to use
for many purposes (timesheets, reporting hours,
etc.)
- User-friendly: Once program is set
up, does not require extensive expertise to
use
- Cross-functional: Data doesn't need
to be translated from another program: Can use
same spreadsheet for payroll management, accounting,
reporting to sponsors, reporting to volunteers.
|
- Unwieldy: As more data is added, the
document expands across the screen
- Limited sorting: All data entered is
displayed at once. If a user wants to see the
mileage figures for a volunteer, he or she has
to sort through every other bit of information
to find that one piece, or pull the selected
info into another sheet.
- Not text-friendly: Text can be entered
(and lists even sorted alphabetically), but
no lengthy text (like letters) can be included.
|
|
Pre-Packaged
Databases |
Advantages |
Disadvantages |
|
- Fast learning curve: Don't need to
be a programmer to use
- Offers all the best features of a database: Time-saving, displays only relevant data, multi-purpose,
doesn't get unwieldy
- Buy and use: Aside from data entry,
no set-up required.
- Built to fit: Some databases are built
specifically for volunteer and client management;
usually effective at anticipating the needs
of users
- Help is at hand: Tech support available
if problems occur or new needs come up
|
- Inflexible: Unlike customized database,
difficult, to impossible, to add new features.
- Limited: May not offer all functions
you want
- Text-oriented: Not as adroit as spreadsheets
at managing stipend information and other complex
numerical information
|
|
Customized
Databases |
Advantages |
Disadvantages |
|
- Flexible: Customized databases can
grow and change along with the organization's
needs
- Time-saving: Once the initial time
is put in, customized databases are generally
the most time-saving of the four options
- Avoids the irrelevant: Because "reports"
display only the desired information, don't
have to weed through extraneous data to find
what you're looking for
- Multi-purpose: Can easily generate
the same information in different formats (letters,
mailing labels, Corporation reports, United
Way reports, etc.)
- Streamline: Can grow extensively without
becoming unwieldy
|
- Time-consuming set-up: Extensive programming
is required to develop the database
- Requires expertise to maintain: If
no one in the organization is familiar with
the programming (because either the person who
set it up has left or an outside consultant
was used) the program cannot be further refined
- Text-oriented: Not as adroit as spreadsheets
at managing stipend information and other complex
numerical information
|
