Excel Isn’t an Alternative to Integrated Workforce Management Software

The best cleaning and security guard company software can do so much more (with less manual work).

For businesses with tight margins — like cleaning and security contractors — finding ways to become more efficient is one of the only ways to reduce costs, improve your bottom line and see continued growth. Some tools may give the appearance of helping you be more efficient but are actually holding you back and consuming your valuable resources. Often, the problem begins with using spreadsheets to run your business instead of an integrated workforce management software system.

What is an ERP?

An ERP is an enterprise resource planning system designed to integrate the main functional areas of an organization’s business processes into a unified system.

When we talk about an integrated workforce management software tool, what we mean is that it operates like an ERP. It brings together your core business functions with the goal of making your business more efficient. It also:

• spares you from redundant data entry (information is shared across the system)
• enables greater accuracy and collaboration (information is accessible by multiple departments)

Use workforce management software to grow.

Companies typically turn to an integrated workforce management system when they outgrow spreadsheets and disparate, siloed software systems and need a tool with unifying capabilities to enable growth. Everyone sees the same information, reports and analytics at the same time.

Improving processes equals improved profit.

In my time providing specialized business process and back office support services to companies in the security and building service industries, I’ve seen firsthand the continued use and reliance on spreadsheets. In most cases, those companies are trying to patchwork the capabilities of spreadsheets (and other systems) to achieve the same deliverables an integrated workforce management solution by itself.

The negative impact of not using a workforce management solution is then evident in:

• Increased costs
• Reduced efficiency
• Inaccurate, skewed or lost data
• Lost time
• Lack of transparency

Alternatives to Excel

While spreadsheets have application in many situations, they’re not designed to handle scheduling your workforce, calculating benefits or managing daily labor budgets. There are many costs associated to trying to replace system functionality with a spreadsheet including lack of accessibility and visibility, and lost productivity.

In addition, the more complicated the spreadsheet, the more likely that it can only be updated and managed by a few expert users. There are a lot of negatives, especially if you have a workforce management software (ERP system) that can do the work for you.

Make the switch. Your team will be more informed, more productive and better aligned because they’re all operating from the same place.

See what TEAM’s workforce management solution (built specifically for your industry) can do.

Denise is the CEO at the Limato Group, which provides specialized outsourced business process and back office support services to companies in the security and building services industries. Using the WinTeam platform, we execute everything from hours management, inventory and equipment tracking, compliance tracking and system administration to insurance benefits administration, payroll, payables, receivables, and fiscal period closing.