Time to put your Excel spreadsheet in order

Do you use forms in your business? Perhaps they are printed forms for entering details, recording temperature readings or visitor details. Or they may be Excel spreadsheet forms, designed for capturing data.

Whichever format they take, there’s a good chance they are not performing what they need to do, for you. Many businesses carry on using forms, or systems, long after the reason they were developed has been forgotten. And as a result, little bits of time are wasted, day in, day out, filling in poorly designed forms that are no longer fit for purpose.

The time saved by more efficient systems improves productivity, giving you more hours in your day to usefully do what you need to do.

So, why not ask your virtual assistant to help improve your efficiency, with a review and makeover of your regularly used forms. They can start by asking the basics, such as why information is captured, how it is held, and how long it remains relevant. They can redesign excel spreadsheets, taking out redundant columns, checking formulas and ensuring they are locked down so they cannot be inadvertently corrupted.

If information is held in an Excel spreadsheet, are you using the full capabilities of the software? Information can be used in a variety of helpful ways, shared into a database or other systems, and recorded and stored efficiently online. Often, it is better to dispose of paper copies, and the lever arch files they are kept in, by scanning the sheet and holding an electronic copy safely online.

Alternatively, it may be possible to build an excel spreadsheet-based form, to help automate and unify the gathering of data that is currently brought together on paper, or in disparate CRM systems. There are lots of ways to improve on efficiency – all you often need, is for a fresh pair of eyes to take an inquiring look at the way you do things. And, with their experience of helping many different businesses trade more efficiently, a VA is just the right person to help with that transformation.

Sometimes, using paper as a way of storing information can be completely replaced by an app-based solution. A smartphone or tablet can be used to record key data, enabling it to be automatically logged, or forwarded for action. It can even be automatically stamped with time and GPS information, providing proof of when it was logged.

So, if you need help with your excel spreadsheet or any of your business forms or business processes, take the first step, and talk to one of our excel spreadsheet experts at Time Wise VA today on 0161 211 9837 and see how we can help you, or you can contact us here.

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