Still using spreadsheets? Here are eight reasons to make the switch to resource management software.
How does your business decide who works on which project? If you’re here, you’re probably still trying to make spreadsheets work.
You likely make project allocations, arrange PTO, and forecast utilization from behind a safety net built from cells and formulas. Maybe each department even has its own spreadsheet.
The difficulty here is that keeping multiple spreadsheets updated is time-consuming, there’s no simple way to share information or resources across departments, and long-term scenario planning is a no-go.
Thankfully, there's a better way. Resource management tools are designed to help managers understand who's working on what and when making it easier than ever to get the most out of your people. Here are eight reasons why making the switch will be the best decision you'll ever make.
As your company grows, so do your resource management needs. Unfortunately, spreadsheets become unwieldy under the weight of all the data you’re collecting, from project requirements to people’s skill sets.
Dedicated resource management tools are designed to handle large volumes of data and users more efficiently than spreadsheets, meaning they can scale with you as you grow.
Resource management tools provide a centralized platform for storing and accessing data related to employees, their skills and proficiency levels, projects, assignments, and so much more.
When your information is scattered across multiple tools and spreadsheets, you lose visibility. And poor operational visibility makes it impossible to make good decisions.
Having a single source of truth improves visibility by allowing you to see all your resources, project needs, and more in one place, in turn, improving accessibility, consistency, and data sharing.
Compared to decentralized spreadsheets scattered across different departments or teams, this approach makes it way easier to report on your resources and make strategic decisions.
Continue reading ➡️ Centralized Resource Management: The What, Why & How
Unlike spreadsheets, which require manual updates and aren’t always available online, resource management tools offer real-time collaboration features. Multiple users can work on the same data simultaneously, reducing delays and miscommunication.
That means no worrying about version control or waiting for your colleagues to finish their edits before you can access the shared document.
Plus, resource management tools allow you to centralize the process for requesting, approving, and allocating resources to projects via resource request workflows. A key factor in effective resource planning, this ensures people are assigned to projects according to project priority, skill fit, and potential to deliver value, no matter which department or team they ‘belong’ to.
Dedicated resource management tools often include automation features that streamline repetitive tasks, such as scheduling, reporting, and resource allocation.
Automation can save time spent on tiresome manual data entry and reduce the likelihood of human error. (We’ve all keyed the wrong number into a spreadsheet before, right?)
While you can build reports from the data collected in spreadsheets, this process is time-consuming and requires a strong understanding of the software.
On the other hand, resource management tools come with built-in reporting and analytics capabilities that provide a much gentler learning curve. Reporting presets provide an easy starting point while custom reports offer greater flexibility when creating utilization reports and more.
With access to improved reporting capabilities, managers can gain deeper insights into resource utilization, project performance, and other key metrics, helping them make more informed decisions and optimize resource allocation.
Related ➡️ 5 Resource Management Reports for Better Decision-Making
If you’re still using spreadsheets, chances are you have issues with data silos. And who has the time for that?
Resource management tools play nice with other software systems, from project management to HR, providing access to the up-to-date project and people information needed in real time.
Automated data sharing via integrations and APIs means reduced risk of error, smoother workflows, and improved decision-making.
Dive deeper ➡️ How to Break Down Silos Within an Organization
Resource management tools are designed to store sensitive data, such as employee information and financial reports. As such, they come with robust security features purpose-built to protect this sensitive information, like role-based access controls, data encryption, and audit trails.
This provides an added level of security that can’t be achieved with spreadsheets, reducing the risk of data breaches and ensuring compliance with relevant regulations.
Yes, spreadsheets offer a degree of flexibility — but that’s because they’re designed to store all kinds of data, not resource or project information specifically.
Dedicated resource management tools may be designed for one purpose, but they offer greater customization options, allowing businesses to tailor the system to their teams’ specific needs and workflows. This flexibility allows companies to adapt the tool as their requirements evolve over time, something that is not possible with spreadsheets.
What’s more, with tools like Runn, you can add the information that's valuable to your organization, making it easy to track important data in a uniform way.
Whether that means including people’s locations, preferred project types, or even their favorite food, there are no limits to the number of custom fields you can have.
Learn more ➡️ Custom Fields for Projects and People
The simple truth is that you won’t regret migrating from spreadsheets to a dedicated resource management tool.
From benefits you’ll realize from day one, like improved collaboration and efficiency, to long-term improvements to decision-making, productivity, and project success, there’s much to be said for adopting a purpose-built resource management tool.
Ready to ditch the spreadsheets and embrace a more intelligent solution?
➡️ Check out these five spreadsheet alternatives for resource planning and forecasting.
➡️ Get advice on how to transition from spreadsheets to Runn
