5 reasons you shouldn't be using spreadsheets to manage HR

Published on January 17, 2017 by Camille Brouard
    HR systems

HR spreadsheets are used by many HR departments and small business managers to record company and people data, from keeping and tracking employee information to managing holiday requests and absences. But are they the best medium for recording and analysing HR data?

The problems with HR spreadsheets

When you're using spreadsheets for HR tracking and other activities, be aware of the following potential pitfalls...

1. Human error

When people deal with changes in information on spreadsheets, especially when dealing with lots of numbers, formulas and analysis, it increases the risk of misinterpretation of data.

2. Time consuming consolidation

Spreadsheets need to be consolidated by more than just one person. End users from various departments have to collect and collate information to their department heads and for their managers. This whole process makes the data more susceptible to errors, incorrect cell entries or, even worse, silly copy-paste errors!

3. Confusion during updates

People using spreadsheets to maintain information have to make immediate changes as and when they happen and keep details up-to-date. This can lead to confusion and sometimes even duplicate entries, leading to some major mix-ups!

4. Delays in decision making

Collating data and constant interruptions for approval can waste precious time and lead to managers spending time away from the real decisions.

5. No accountability

People can make changes to the original document without approval and manipulate the information without accountability, which can lead to trouble in the business.

What's the solution?

Using HR software instead of spreadsheets

HR software is a fantastic alternative to spreadsheets when you're looking for a more secure and accountable HR management system. As a central system for your organisation's HR data, an HR software platform is always updated in all areas, helping keep information accurate for everyone.

Users with different clearance levels can access the system from the office or on the go, so they always have access to the up-to-date information they need. This makes it much easier to record absences and book holidays, with self-service options reducing admin burden.

Plus, you can still export the data from your system into handy HR reporting spreadsheets, so you're getting the best of both worlds when it comes to storing and using your people data.

To find out more about how HR software can help you, you can get in touch with us to book a demonstration.

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Picture of Camille Brouard

Written by Camille Brouard

Camille is a Senior Marketing Executive for myhrtoolkit who writes on topics including HR technology, workplace culture, leave management, diversity, and mental health at work.

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