Analysis

Analysis
As the estate agent?s system of working is on paper and cards, there
would be a number of problems they may have had to deal with. One
problem which would occur would be that there would be a great
difficulty in updating customer information, this is very important as
when the customers change any of their personal details such as
addresses, telephone numbers, names, the estate agent will not be able
to keep track of these things, leading to no contact with the
customer. This could also result in them loosing business as
difficulties could be faced when there are potential buyers of a
property are then not able to proceed with their interest due to lack
of communication and necessities of a company. The form in which the
data is stored is also unreliable as it is stored on paper. The paper
can easily be damaged or lost For example, there could be a fire
destroying the paper, drink could also be spilt on the papers. In
addition, the loss of paper is much easier than the loss of a file.
This is much harder to track down whereas finding a particular file on
a computer based system would be much more quicker and more
efficient.
The solution to this problem is by storing client?s and customer
details on a database. It would be easier and much more effective as
all information and contact details including types of properties etc
can be viewed quicker. Microsoft Access would be the best way of doing
this, as it would be the key to the database. Actions such as
updating, transferring and adding customer information can easily be
done. Databases also allow searches to be done, allowing the estate
agents to search for specific details such as type of property, area
and so on.

Another problem that may take place is actually finding customer
information when it is needed. When a property is available for
purchase, the estate agents needs to find contact details of the
potential buyers. The paper documents would cause them to loose
business, as they would not be able to locate buyers as information is
lacking and therefore it would not sell. The customer would be highly
unsatisfied as they have not been successful and overall there would
be a negative effect.

The estate agents would need to devise a system to allow the company
to find information easily and in a short period of time. The system
would also need to be able to sort the customers into different groups
according to details such as type of property and other areas. It
would benefit the company as properties would be sold and everyone
would be happy.

The loss of data is also a high possibility when there is no computer
system. When information is stored on paper it is possible the paper
may be misplaced and then hard to trace. This would cause a lot of
inconvenience, as they would be a loss of valuable time as there would
be a huge pile of unnecessary work to replace. The paper could also be
easily damaged. Events such as natural disasters, floods, and fires
can also be a problem. Although the chances of these events taking
place are low, there is still a chance and no business should take
such costly risks. Precautions need to taken, as the case of paper is
hardly an area for protection and cover. If such events would happen,
it would lead to the loss of vital information. There would be no
solid backup and the business would suffer severely. There is no way
to recover anything on paper but this would be easy in other much
different circumstances. To prevent this problem the agency would need
to identify a way of storing data, which would not be threatened by
the hard-hitting threat of natural disasters. The best solution would
be a computer as back-ups and storage is available.

Another problem that could be faced because of the lack of a computer
system in the estate agency is the fact that it would be hard to send
necessities such as mail shots to customers. The employees would need
to type out (using an old fashioned type-writer) a letter; this would
need to go through the process of photocopying and enveloping,
addressing, stamping etc. This process would be quite lengthy compared
to through he use of a computer. I would be very boring and tedious
and a waste of vital moneymaking time. This problem could be avoided
through the use of a system that allows customer names and addresses
to be merged into documents automatically, which would save a lot of
money, effort and valuable time.

Analysis 6.9 of 10 on the basis of 2767 Review.