Blog Post #3 – Documenting a Day: Comparing Software Applications

 By Joseph Dugan

In today's digital world, software applications are the backbone of productivity—helping us write, calculate, visualize, and manage data in virtually every setting. As part of the Documenting a Day assignment, I had the opportunity to work with four core types of software: a word processor, a spreadsheet, a presentation tool, and a database application. Each played a unique role in helping me record and analyze how I spent a typical day, and the experience provided me with valuable insights into the advantages and limitations of each tool.

Word Processor: Capturing the Narrative

To begin, I used a word processor—specifically, Microsoft Word — in this case—to write a personal journal entry outlining the events of my day. Word processors are designed explicitly for structured writing and formatting, making them ideal for essays, reports, and reflective writing. The tools available—such as bullet points, headers, and citation management—made it easy to organize my thoughts clearly and professionally.

Pros:

• Great for writing and formatting text
• User-friendly and widely accessible
• Ideal for narrative and structured content

Cons:

• Limited in handling numerical data
• Not ideal for visual presentation or large-scale data analysis

For journaling and reflection, the word processor proved to be the best choice. It allowed me to express myself freely while organizing my thoughts with clarity.

Spreadsheet: Analyzing the Numbers

Next, I turned to Microsoft Excel to break down how I allocated my time during the day. Spreadsheets excel at organizing, analyzing, and visualizing data. Using basic formulas and pie charts, I calculated the percentage of time spent on work, exercise, family time, and rest. The visual aspect helped me quickly see how my day was divided.

Pros:

• Powerful calculation and data visualization tools
• Ideal for budgets, time tracking, and data analysis
• Supports large datasets with flexible formatting

Cons:

• It can be intimidating for beginners unfamiliar with formulas
• Less suited for narrative or visual storytelling

Although not ideal for writing or storytelling, the spreadsheet provided me with concrete insights into how I use my time—something a word processor alone couldn’t offer.

Presentation Software: Visual Storytelling

I then created a slide deck using Microsoft PowerPoint to present a visual summary of my daily activities. Presentations are powerful for summarizing information in a concise and engaging format. By combining text, icons, and graphics, I brought my routine to life in a way that resonated with an audience.

Pros:

• Effective for communicating ideas visually
• Great for audience engagement
• Easy to incorporate images, animations, and graphs

Cons:

• Not suitable for storing or analyzing large volumes of data
• Limited space for detailed content or complex analysis

Presentation tools are best suited for delivering high-level summaries or pitches—not for deep documentation—but they add immense value when sharing ideas visually.

Database: Structured Data Management

Finally, I explored the basic use of Microsoft Access to input and organize structured data from my daily activities. Although this wasn't the primary focus of the assignment, it highlighted the importance of databases in managing larger, interconnected datasets.

Pros:

• Ideal for storing, sorting, and retrieving complex datasets
• Can handle relationships between multiple data tables
• Powerful for organizing customer records, inventory, or student data

Cons:

• Requires technical knowledge to use effectively
• Overkill for simple, one-off data tasks

Though I used the database minimally, it's easy to see its importance in business settings where data relationships and searchability are key.

Final Reflection: Picking the Right Tool

Each application served a specific purpose in helping me document and understand my day. The word processor emerged as the best tool for detailed journaling and reflection. The spreadsheet gave me clarity through numbers. The presentation tool allowed me to share those insights visually, and the database showcased the power of managing large datasets when needed.

Understanding the strengths and limitations of each software application helps me choose the right tool for different tasks in my personal and professional life:

• Word processors for writing resumes, journals, and reports
• Spreadsheets for tracking expenses, time, or survey data
• Presentation tools for summarizing projects or delivering pitches
• Databases for managing customer or inventory records