The Hidden Cost of Spreadsheets in Packaging Management
When a company is just starting out, it’s most common to begin by keeping track of the company’s accounting and resources, as well as managing returnable containers, using Excel spreadsheets. This is because Excel is a relatively easy-to-use tool that’s available on all of our computers.
Many people might think that adopting new technologies for business management can be difficult and costly, so they prefer to continue using methods they are already accustomed to, even if those methods are less productive.
Although Excel spreadsheets may seem like a free and inexpensive way to meet our company's needs, the truth is that they may actually be costing your company dearly in terms of productivity.
Let's take a look at the reasons why you should stop using Excel and start using an ERP system:
1. Lost Documents
We've all had times when the power went out or the computer froze, leaving us no chance to save our work. Or we simply can't remember what we named the document or which folder it's in, making it impossible to find and causing us to waste hours looking for it.
When we work with cloud-based management software (which stores information on external servers rather than on the computer), the information and all operations related to the management of returnable containers for returnable container delivery companies are automatically saved, with the data stored in the cloud.
2. Thousands of documents with different names
When we use Excel to track returnable containers, we must save the files and give them appropriate names. In addition, each Excel document can have multiple tabs with worksheets, and each tab has its own name. If we don’t remember the specific name of the document or the specific tab for each task, we can lose a lot of productive time and relevant information.
In returnable container delivery software, such as yaku.app, all information is managed from a single dashboard. Users don’t need to enter names or search for documents. With just a few clicks, they can create orders, assign orders to customers, change prices, assign deliveries to drivers, and more—all from a single user interface.
3. Human error
Although Excel is certainly a very useful tool for tracking returnable containers, it’s also true that we have to build all the information—as well as the formulas and all the functionality—from scratch; which carries a high risk of entering errors in the input data, setting up a formula incorrectly, or simply making mistakes while putting the entire spreadsheet together. This can result in significant losses of time and money for the company.
When you sign up for delivery company management software, you don't have to build anything—it's all already programmed and ready to use. Your company will save a lot of time and money by not having to figure out what's wrong with the formula in the Excel spreadsheet.
4. Slower process
Keeping all the information and tracking of returnable containers in an Excel spreadsheet slows down a worker’s productivity— ly compared to if they were performing that same task using an automated system or management software.
It's not the same to have a delivery app where customers are already saved, with all the information regarding packaging and orders—where all it takes is a click or a confirmation—as it is to start from scratch using cumbersome Excel spreadsheets, which aren't easy to use on a cell phone (for example).
Even if you think you’re saving money by using a free tool like Excel, the truth is that you have to pay for the time it takes your employee to manually enter and process all that information (and believe me, it takes quite a while). If you invest in automated software like yaku.app, you’ll be able to turn your employees’ time and that of your returnable container delivery company into greater efficiency and productivity.
5. More information, more cells
The more information you want to add about a user or transaction, the more cells you need to add to the right. This can be very problematic because the visibility of the information is limited to the number of cells that can be seen on the screen at one time.
ERP software for managing and tracking returnable containers has the advantage over Excel of displaying all the necessary and relevant information on a single screen in a compact format, making it easier for employees to analyze the data and make decisions.
6. The sheets are intended for use by only one person.
Everyone sets up their spreadsheets in their own way, and everyone has their own particular workflow, so standardizing a spreadsheet for use by different employees can be more than just a challenge—it can be an obstacle to the company's productivity.
Another important aspect is the confidentiality of information. Not all employees have the same level of privileges or perform the same duties; therefore, an Excel document does not allow you to restrict or grant access to information based on a user’s role in the organization. When you share a document via Google Drive, everyone will have access to the information. This poses a risk because information could be improperly leaked to competitors, or an unsuspecting employee could unintentionally damage the data.
For companies that need to track returnable containers automatically and with different access levels, management software like Yaku.app is the solution.
7. Not everyone has easy access to information regarding the tracking of Excel returnable containers
When sharing a spreadsheet—or when two employees need to work on the same spreadsheet at the same time—you must either email the file (if it isn't too large and can be sent) or upload it to a network drive (shared folder). As a result, access to the information is much more limited, which hinders work productivity.
In conclusion, the main advantage of software for managing the company’s returnable containers, products, suppliers, employees, and customers is the easy access to information, since it is hosted in the cloud.
What can be done to avoid these problems with Excel spreadsheets when tracking returnable containers?
Many new entrepreneurs and small and medium-sized businesses may find it difficult to trust new systems for their companies and feel that they are doing just fine using manual processes with tools like Excel. However, they may not realize that there are always opportunities for growth and that the first step toward a successful business is to increase productivity.
Adopting new technologies that help us make our companies' operations more efficient can be challenging, but it will always be a winning strategy.
Embrace technology today and sign up for a management system for your business. At Yaku.app, we offer lightweight, functional, and affordable cloud-based software that will help you improve the processes of your returnable container distribution business.
Contact us now and take your company's productivity to new heights.
Main photo: designed by Onlyyouqj - Freepik.com
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