Most companies are still using excel to track their leave but let’s be honest, this manual process comes with it’s fair share of disadvantages.
The thing is that, when it comes to leave management, spreadsheets have been the trusty method for years. In the past it was the most convenient tool to use, but with technological advancements there are more efficient ways to process data. Especially when it comes to calculating leave in South Africa. Excel allows you to record and process leave but what it does not do is to automatically allow you to confirm whether or not your company is BCEA compliant.
A leave management system can follow the leave requirements set out in the BCEA and includes all the required leave types, so that you don’t have to worry about still going back to check it. But that is just one of the advantages that come with using updated tools like leave management software and before we get into that, let’s look at some of the disadvantages of using excel to track leave:
There’s a high chance of data errors
We are only human and it is so easy to make mistakes when manually entering data into an excel leave tracker. Employees have to merge documents, convert information from multiple files and records while also copying and pasting data entries. One slip up can cost your company.
Here’s the kicker: Up to 88% of excel spreadsheets contain errors, a survey by Market Watch) had found.
It’s time-consuming
There’s no denying that tracking leave via excel is a time consuming process. You have to collect data from various sources across multiple departments, and capture it into a spreadsheet. Then you have to manually summarize the data and still submit it to department heads. They then have to review it and resubmit the documents back. This entire process takes time and effort that could be used to focus on other tasks.
It’s confusing
Spreadsheets are often created by individuals who are using their own terms and formulas that they understand. Now consider this: employees come and go and you may find your new HR manager cannot decipher files that were left by the previous employee. Your new staff member will then go about editing the information on the spreadsheet so that it makes more sense to them. This cycle can continue until you end up with spreadsheets that are impossible to understand and make changes to.
It’s not collaborative
Leave management requires a collaborative effort. Employee’s need to apply for leave. Manager need to approve leave and have the latest figures on hand. However when using Excel to track leave you end up with a situation where one person is responsible for capturing all data and providing reports.
There is no privacy
Excel does not allow you to control what information you show others. Sure, you could password protect your file but certain information may still be accessible to employees and other members of staff. Information in a spreadsheet can be altered, even deleted.
The solution
The good news is that there are multiple online business tools available. If you are looking specifically for a way to streamline the leave management process then what you need is a good online leave management tracker like LeavePro to replace those spreadsheets.
A couple of years ago it was not possible for multiple personnel to access all information in one place, from any device, but more and more businesses are moving over to cloud based solutions and it makes sense. This is the future.
Sign-up for a free LeavePro trial and put your companies leave management on autopilot.
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