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The criteria that prove that it is time to equip yourself (and no longer use Excel as a staffing tool)
Resource management
Change Management

The criteria that prove that it is time to equip yourself (and no longer use Excel as a staffing tool)

Agathe Placet
Content manager
April 3, 2023
4 min

The Choice of a Excel file Or a β€œhomemade” tool to manage the staffing of employees is the first instinct when starting a business. However, It is not a reliable enough solution for it to be sustainable.

Poor centralization of data, Waste of Time and Energy, Errors and data loss : you will quickly notice these numerous problems that will affect your performance and profitability.

To best anticipate possible complications, it is essential to equip yourself with a Expert tool On the subject.

But first and foremost, analyze your environment and listen to the signs.


Have you reached a critical size or do you want to grow and increase your workforce?

Why Wait Until There Are Too Many To Set Up A staffing process optimal? Take the lead, because without an established process, you risk complicating the transmission of information as soon as you exceed thirty employees.

And for good reason: information held only in a few heads, necessarily, can compromise the sharing, centralization and retrieval of information by third parties, and ultimately, fact. Wasting Time.

One Staffing tool Allows you to centralize all the information in the same place and to be able to consult it at any time, but also by everyone. You will no longer have problems in case of absence!


Surely you use a CRM for sales? An HRIS for employee management? An ATS or a recruitment agency?

That's normal, you need tools adapted to each process/needs! Well, it's the same for staffing, you'll see real performance gains by using a Expert tool.

In addition, Excel is very limiting :

  • It's impossible to create connections with the rest of your ecosystem
  • It suggests lots of double entries
  • It Prevents the Smooth Flow of Data
  • It increases the slowdown in the staffing process

Do you feel like you are losing performance?

You end up with sub-optimal staffing and monitoring is very difficult. Result: It is the person in charge of staffing who pays the highest price : quick phone calls, informal exchanges in the hallway, untimely emails...

So, it becomes difficult to respond correctly to all the requests that are multiplying. You are wasting time and responding to the customer too late, you cannot anticipate mission outings... You feel overwhelmed by your data and poorly organized information.

It is time to equip yourself, why wait? Tools exist and are made to meet these essential needs concerning project management, the allocation of resources and the mobilization of the skills of your employees!


The Concrete Case of Matters

Difficulties were being felt in relationship to the Screening Of their performances Over Time, Their Internal Communication And at the Transparency Of the data. They quickly realized thatExcel was showing its limits in a context of growth.

To remedy this, they therefore used Napta, a tool that brings them real added value for The Financial Management of Their Projects. Matters employees have a stubs And a Visibility On the Current and upcoming projects, they can now communicate more accurate information effortlessly.


Managing your staffing on Excel is very limiting We have many points. Opt for A Staffing Management Platform Dedicated and you will find that the time savings will be immediate and your return on investment obvious.

To Remember

If you decide to equip yourself with a Staffing software, do not neglect your efforts or the time to spend on:

Communication : communicating effectively is essential to ensure adoption and support ambassadors who will help you disseminate information internally. We advise you to focus on multichannel, take care of the content of your communications and to have a detailed and adapted communication plan.


The training : if your software publisher offers you the possibility of carrying out training courses, offer them to your employees so that they can learn and get their hands on the tool and especially so that detractors (if any) become ambassadors!


Onboarding : keep in touch with the ambassadors you appointed from the start of the project, and be open to feedback from users. Also, follow up with the main stakeholders of your publisher on a regular basis during the deployment of the tool.


These are the important points for your change management to be a Attainment And Ensure the adoption and use of your software.

In Short, With a Staffing tool, You Will Get more efficient and accurate management of your resources, automation of repetitive tasks, better real-time collaboration, and deeper data analysis.


Do you want to go deeper into the subject? We have lots of resources at your disposal to help you go further.

In addition to this subject, find our White paper ”The keys to an optimal staffing process”.


Also discover our guides, templates and checklists in the Resources tab.

See you soon at Napta!


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