Most office workers with a few miles on the clock will be all too familiar with Excel, which released its first spreadsheet back in 1985.
Although modern spreadsheets have come a long way since then in terms of features and functions, it’s a testament to their practicality that after nearly 40 years they’re still widely used by businesses of all sizes where large amounts of data need to be organised and presented.
Between
1.1 to 1.5 billion people use Microsoft Excel in 2024, and figures from a 2019 market study revealed that more than half of businesses globally (54%) were using this spreadsheet service.
Many of us use spreadsheets daily - and some feel extremely passionate about this. In the US, when
finance professionals were threatened with having their beloved Excel dropped in favour of a cloud-based alternative, they threatened to rebel saying the spreadsheet software would have to be pried out of their “cold, dead hands.” Old habits can be hard to break!
As the world’s leading spreadsheet programme, it’s not hard to see why people find it indispensable. Easily available, versatile and inexpensive, Excel retains good functionality with a range of formulas and filtering tools and most people can manage the basics.
Excel Challenges
However, it’s fair to say that the world of spreadsheets is not all plain sailing.
Certain challenges are hard baked into these tools as they rely on manual entry. This can expose organisations to errors and risk because - let’s face it – none of us are perfect. Even those who have completed an Excel training course are not immune from making spreadsheet typos or errors.
Some of the world’s best known and most successful organisations have suffered public embarrassment and fallout from spreadsheet data errors, including MI5, AstraZeneca, JP Morgan,
Public Health England, Kodak and Barclays Capital.
The consequences ranged from financial loss, accidental release of confidential information, and inaccurate results, leading to time consuming demands on each organisation to analyse what went wrong, address the root causes of the mistake and implement preventative measures. Ouch!
Apart from the obvious problem of human error, there are also concerns about vulnerability because the volume of data that organisations want and need to generate means grappling with an increasing number of spreadsheets. That’s more work, more room for error and more complexity.
Security risks also come into play, and the risk of misuse and cyber attacks require companies to be extremely careful about the information stored in their Excel sheets and who has access.
Who is HR Software For?
For those considering moving away from spreadsheet software, let’s look at the alternative.
Advances in cloud computing have made integrative HR platforms a very real and affordable option for growing businesses. Particularly suited to SMEs with a headcount of between 50 and 250 employees, GDPR and data compliance are built in alongside streamlined, time saving workflows.
Secure and Accessible
By its nature, HR information is highly sensitive so storing everything securely on one platform makes sense. User permissions are set to ensure that only the right people have access and employee information can be instantly updated.
HR systems usually offer a range of services and features like holiday management and time tracking, that help with managing daily admin so nothing is missed. Companies will often need the flexibility of a system that can expand with them, allowing them to take advantage of additional services such as expenses, recruitment and other useful add-ons.
Information can be updated in an instant, securely stored in the employee’s digital HR file and shared with those in the team who need to see it. Everything is accessed at the click of a button, and the best systems also offer on the go access via mobile applications.
Support
Switching to an HR software platform is a significant move for many SMEs and you’ll need good support to ensure a smooth, timely and seamless transition.
As an independent, founder-led
software supplier, we’re up close and personal with business owners who come to us to discuss their concerns. Often, they’re thinking about importing their data, training their staff and the all-important affordability question.
Need to Know
✔️ We can import your data
✔️ WorkSmarter’s platform is simple and intuitive so teams can quickly get going
✔️ We offer affordable plans. No contracts, set up fees, or hidden costs
SME Insights and Experience
Like many SMEs,
Icon Plastics employed traditional methods for managing their 75 employees, using spreadsheets for tracking holidays and absences. But these old-school systems were causing no end of stress and hassle.
Operations Manager Charlie Goodfellow explains: “Before using Work Smarter we had spreadsheets for holidays and absences as well as holiday forms and timesheets. What came with all of that was a constant headache, which involved updating spreadsheets, cancelling and re-adding holidays, possible errors and people questioning their holiday entitlement.”
We sat down with Charlie to get a sound understanding of Icon’s business and find out exactly what they needed from a cloud-based HR platform.
There’s nothing to replace seeing the system in action so, having understood the issues, we followed up with a real-world demonstration of how everything works.
Good systems are designed to be clear, easy to use and compliant with current HR law, so there’s less chance of human error. WorkSmarter’s intuitive platform keeps everything as simple as possible, helping staff take the right actions from start to finish.
The Verdict
Nearly 12 months on after joining WorkSmarter, how has moving away from spreadsheets worked for Icon?
“In our search for a solution, we came across WorkSmarter and never looked back,” says Charlie. “This is a one-stop shop and provides an answer to all the issues we were experiencing.
“All our staff love it too: it allows them to organise their holidays in advance, see their remaining entitlement and clock in/out all from their phone.
“All in all, I can’t fault the application, or the service provided by everyone.”
Finding the Right Solution
With more businesses now choosing to move their HR online as an easy and cost-effective way to manage daily people tasks and connect their teams, it’s all about choice.
Some organisations will prefer to stick to Excel if that’s a sure and trusted solution for them while others may be tearing their hair out with frustration and want to see what else is out there.
Doing your research is crucial so you have all the information to hand and can see exactly what your options are. As a great starting point, read our
definitive guide to Software as a Service (SaaS) for SMEs.
Transformational Software
Created and run by experienced business owners and experts in their fields, WorkSmarter offers an easy and affordable way to manage daily people tasks and connect teams.
Want to know if WorkSmarter’s a good fit for your business? Book a no-obligation
demo and get your first 3 months’ free.
