HR spreadsheets cover

We get it, you’re busy! But wouldn’t it be great if you could spend your valuable time helping to create a better business, rather than being stuck doing repetitive administrative tasks? There are hundreds of reasons why you shouldn’t be managing your workforce with spreadsheets, here are five:

Spreadsheets are accident prone

According to research from Salesforce, “88% of all spreadsheets have ‘significant’ errors in them. Even the most carefully crafted spreadsheets contain errors in 1% or more of formula cells.” Sure, we check and recheck our data, but the chance of human error is just too high. Anyone—no matter their expertise with spreadsheets—could accidentally delete a cell or key information into the wrong place.
HR systems take care of the business logic, and often helps validate the information too, so you won’t need to worry about getting the maths right or entering data in the wrong fields.

Spreadsheets are never up to date

HR data changes almost constantly: leave is accrued and taken, sickness registered, bank details changed, people join and leave, add dependents, maternity/paternity, update skills and qualifications, complete performance reviews etc. And it’s almost impossible to make sure the new data is entered into the designated spreadsheet immediately—especially when the same data needs to be present in more than one spreadsheet.

In your self-service HRMS, employees are able to enter in their own personal information which is then routed to HR or line managers for confirmation. It’s convenient, effective and secure. In the Cloud, your records are updated in real time, your HR data is always easily accessible.

Spreadsheets are not secure

HR is in charge of some of the company’s most sensitive data. Sending HR spreadsheets back and forth between colleagues, or between devices, can leave confidential information at risk—even if it’s been password protected and limited to specific people. Since we aren’t able to restrict the viewing within the spreadsheet, data can often get overshared.

With Cezanne HR system, your HR data is protected by advanced security, with user authorisation based customisable roles within your organisation. So, everyone sees the information they need, and nothing that they shouldn’t.

Spreadsheets are slowing you down

They slow everything down. Not only does the manual entering and re-entering and checking of data take way too much of your time, but so does the reporting and answering employee queries.

In a time when HR is expected to deliver more than ever before, doesn’t it make sense to use a solution that is fast, simple and effective? Reports are available at the click of a mouse. Managers can help themselves to information about their teams. Employees can check their own absence plans and update personal information, so that HR isn’t stuck in the middle facilitating it.

Most importantly, spreadsheets don’t support HR processes

Spreadsheets don’t just swamp you with data entry: they let you down big time when it comes to HR processes. A spreadsheet won’t tell you when a sick note is overdue, a new employee is starting, mandatory training needs to be renewed, a visa is expiring, or a host of other important tasks you need to stay on top of to ensure business compliance and keep your company running smoothly. They won’t nudge managers to complete performance reviews, sign off holiday requests or authorise timesheets.

The best HR systems automate processes, and send alerts and reminders about tasks that need to be completed to the right people, at the right time. Cutting out the unnecessary administrative tasks, means you’re able to focus on the business strategy.


Read more about the self service and query & reporting functions of Cezanne HR to help you overcome your reliance on HR spreadsheets.

Sara Hultgren author image

Sara Hultgren

Sara is an Experienced Marketing Manager with demonstrated history of working in the (re)insurance and other b2b industries. Sara's also highly skilled in website management, content marketing and digital distribution.