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Why You Should Update Your Spreadsheet Scheduling
Spreadsheets are inexpensive and easy to use, especially for basic purposes. You can use them to keep track of payroll, expenses, general schedules or inventory of your stock. Over the years, companies that finally computerized their data used spreadsheets like Excel to manage their employee schedules.
Managers and administrative offices use worksheet templates for various purposes at work. These templates were often modeled after print out or whiteboard tables. It usually consisted of names of employees in one cell and assigned shifts in other cells. Copies are then usually printed and distributed to everyone in the office for reference, or forwarded by email.
Of course, due to many factors, this simplicity is not true in all businesses. One thing to note is that the complexity of the schedule and workload varies from one organization to another. That said, some spreadsheet tables are more complex than others, requiring the use of more cells, formulas and calculations.
Problems with spreadsheet employee scheduling
While using spreadsheets to schedule tasks, workloads and other administrative related items is possible, this method is not without its own disadvantages. Here are some of the cons that most people experience when using spreadsheets for staffing and assignments.
- It is difficult to integrate information for different departments such as workload distribution, attendance, salary and management. Hence, it takes time and effort to include all these in a single file.
- Lack of multi-user access. If you’re sharing a file across the office, not everyone can immediately change or access the same file if other users are updating it.
- Most administrative staff spend a lot of time with Excel files, taking time to update and re-enter data. Resizing, aligning and color coding cells manually takes up valuable time for other tasks.
- It is complicated to use and can seem intimidating, especially to new or uninitiated users. Although companies can make spreadsheets available for everyone to access, a simple mistake or change in cells can wreak havoc on the entire content. This requires care from all users, a requirement that can be difficult to accomplish in an office with hundreds of employees.
- Simple spreadsheets make it difficult to track down conflicts for workers and staff changes. In fact, people using the scheduling material should still look and check carefully to see which places are taken or not assigned.
- Spreadsheets limit you to fixed schedules with fixed hours and it can take time and effort to create a model for flexi time or multiple hour work weeks.
Improve your spreadsheet scheduling experience
If you’ve been relying on spreadsheets for years, it may be time to improve and upgrade your experience. This can be done using reliable scheduling software. Good scheduling software is basically like your typical spreadsheet version, but much more flexible and powerful. They are generally designed for several purposes, including:
- Work assignment
- work schedule
- Employee attendance
- Recording leave and absence
- Facility and resource reservation
Most scheduling software is designed with the entire workplace in mind, allowing you to plan and schedule as many needs as possible – so you don’t need separate software for each. They are easy to use and easy to share, allowing workers to actually use the program and work for themselves. Such programs save time, effort and money by reducing administrative tasks and time needed to focus on planning staff schedules.
While many programs are relatively inexpensive compared to free templates for Excel, the move to this type of technology is not without great benefits. By saving time, effort and manpower and preventing lack of resources for other tasks, an excellent scheduling software is indeed indispensable in the office.
So, what are you waiting for? Take your scheduling to a new level and learn more about employee scheduling software today!
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