7 ways Excel-like spreadsheets hurt your business

by Deputy Team, 4 minutes read
HOME blog 7 ways excel like spreadsheets hurt your business

In a world where push notifications and pop up dings remind us about everything, mobility is no longer a ‘nice to have’ for running our businesses — it’s essential.

Most people are now well-used to using mobile technologies to manage many day-to-day tasks on the go because they’re convenient, user-friendly and efficient.

So why use manual spreadsheets to handle employee scheduling needs? There is a smart, efficient way to organize your team, and it’s not with Excel.

Here are 7 reasons why:

1: Excel was created for numbers, not people.

Excel (or any similar spreadsheet app) was created for manipulating mathematical data.

It was never intended to manage people. And young people in this Facebook generation do not want such outdated ways of scheduling. They want to check their phone for their schedule; they want updates and communication as fast and easy as they receive other information in their daily lives.

2: Spreadsheets don’t give you analytics.

Knowledge is power. Analytics can show us patterns of behavior, such as overtime trends, that may be costing you money you didn’t plan on spending.

With cloud-based technologies like Deputy you can touch a button to get this invaluable information, but it’s almost impossible to get analytics on the fly with Excel. How much time will you save — and how much more can you achieve — if you can quickly analyze and act on workplace trends?

3: Spreadsheets aren’t automated.

Automation reduces human-error on monotonous tasks and simply saves time. When you find a way to automate a routine task you can free yourself to focus on bigger and better things.

Deputy’s customers often tell us they’re saving several hours, sometimes even days, simply by automating scheduling, shift changes and vacation requests. The push of a button can make these exhausting tasks simple.

Sounds like freedom to us.

4: Excel doesn’t provide reminders.

Reminders to do payroll definitely help managers get employees paid on time.  Excel won’t remind an owner that a team member requested Wednesday off for class, nor will it remind employees what tasks they need to cover on their shifts.

In the 21st century, workers and managers alike expect automatic reminders because they get them everywhere else.  Calendar reminders and push notifications that say “you’ve got a shift in an hour” will help staff get organized so they arrive at work on time.

5: Spreadsheets aren’t team-friendly: they can’t be easily shared.

Even if you like working with spreadsheets, most people don’t. Using an Excel-like spreadsheet for scheduling is not only time consuming for you, it could also be tedious for everyone else.

Spreadsheets can’t efficiently handle shift changes or push schedules live for all to see.

Hourly employees want schedules they can easily access on the move, at work or at home and they want to be able to quickly change their shifts if something comes up.

Likewise, managers want to find an available employee quickly, ideally at the tap of a button. They certainly don’t want to have to call 15 different people to finally find someone who can fill in when ___ is sick.)

6: Excel doesn’t neatly integrate with your other business software.

To make smart decisions you want all the data about your business activities to be integrated. You need time records to manage payroll, point-of-sale to manage inventory, and all three of these sources of data to manage your accounts.

Deputy easily integrates with popular business software, including payroll systems, point of sale (POS), project billing and accounting packages.

7: Wrestling spreadsheets takes you away from the things you love.

Is staring at Excel eight hours a week really your dream? What could you do with that time instead? You know what you love to do.

When you automate rote tasks you can reclaim more hours to do more of what you love — more of what matters.

Deputy makes it easy to manage your team.

  • Create fully costed employee schedules in no time. And notify everyone with just one click.

Deputy gives you visibility of every minute worked.

Deputy does more for you.

  • Easily capture when and where your people work for greater HR compliance, payroll accuracy, and insight into workforce productivity.

Deputy integrates well with your other business systems.

  • With out-of-the-box support for Quickbooks, Xero, ADP, MYOB, NetSuite and many more, take advantage of streamlined approvals from timesheets to payroll.

Deputy keeps everyone in the loop.

  • Give your employees an easy way to stay informed, share important messages and contribute to the workplace conversation via their mobile devices.

Deputy delegates more effectively.

  • Create and assign tasks to your employees quickly and easily. You’ll even get notified when they’re done.

Deputy gets you mobile.

  • With applications for Android, iPad, iPhone, and Apple Watch, it’s easy to manage your workforce from any location.

Deputy rewards employees.

  • Employee performance won’t go unnoticed. Journaling allows managers to recognize and reward top performers.

Deputy never takes a vacation so you can if you want to. By handling your staff management needs in the cloud Deputy lets you check in and update from anywhere you have internet access.

Deputy helps managers quickly view and schedule the right employee to the right shift or job using smartphones and tablets. We make it easy to reach out to staff members and confirm replacements, giving your staff an easy way to keep in the loop and contribute to the workplace conversation.

Want to learn how you can use Deputy to find the right employee to do the job? Try Deputy for free today at Deputy.com or call us at 1-855-6-DEPUTY (855-633-7889).