Planning management on Excel: good or bad idea?

The disadvantages of such a tool for managing your business

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While using schedule management with Excel seems like a good idea at first glance, many disadvantages emerge over time. Indeed, it is not in the nature of Excel to be solely dedicated to planning management. Here is the proof:

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Data that is impossible to centralize

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It is certainly possible to make Excel accessible and to share it with all your teams. However, planning management quickly becomes difficult, as soon as your projects are burdened with a lot of data, deadlines, stages, etc.

With calculation lines that are difficult to set up, entering and coordinating all your data is time-consuming. Not to mention that the data is scattered here and there among your various tools (ERP, CRM, HRIS, etc.), requiring you to work long, arduous and error-free. As a result, you risk:

• A lack of data cross-referencing between your various team members. You search for information on a case-by-case basis, wasting a considerable amount of time.
• You mix the data entered from one software to another, for errors that are sometimes costly in terms of time and budget,
• A loss of performance, in the management of the schedule on Excel.

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An absence of updates

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One of disadvantages of an Excel schedule : data automation. These must be done by hand. As a result, any change takes time out of the work of the HR managers or employees concerned.

Input errors are also at risk. An employee who is finally available is noted during an appointment. An error that can cost a contract with a customer, a service provider... Consequence of a running out of steam among teams.

Finally, the lack of automation keeps data out of date. You are facing schedule management with employees who are absent, on vacation, or who have left the company for a long time...

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A difficult collaboration

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La planning management on Excel is impossible as long as you want to collaborate on it. Indeed, files sent by email are lost, confused... With as a result:

• A blur on the right up-to-date document. The process is blocked and your managers are wasting time.
• Managers no longer have control over the schedules of other managers and collaborators,
• The original template is abandoned and everyone customizes the schedule as they see fit. The over-personalization of the schedule confuses its structure and the readability of the data.

Fake data

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Logically, schedule management on Excel is the consequence of significant data loss. Values are not secure or validated. Even riskier: not all changes are prioritized or kept in a history. Among other things, your file can be modified by anyone at any time.

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Models that are not adapted to your business

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Last argument: the fact that you cannot copy and paste Excel schedule examples online. These are too general, often in the form of images — you cannot copy the formulas used. In addition, as each activity is specific, you are wasting time finding an Excel schedule template, instead of working on a schedule tailored to your company...

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Scheduling management on Excel: a good idea... at the beginning only!

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Planning management on Excel should only be done in the case of launching a business, or if you manage few employees. As soon as you exceed 5 employees, input errors multiply. An Excel schedule is therefore a good idea to get started, because it is a free agile solution. However, it is not in his nature to create tailor-made schedules.

It is therefore preferable to use a dedicated service provider. In this way, you limit the risks of seizures and boost the performance of your teams.

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To understand how we can best support you in setting up a process of planning management optimal in your business, we invite you to contact one of our experts!