Who Needs To Read This Article?
You will find this article of huge studying cost, if you belong to at least ONE of the subsequent spreadsheet user categories: Owners of Small Businesses - Restaurants/Bars, Hotels, Hospitals, Factories, Consultants etc; Decision Makers/Job Holders in Corporations - Materials Managers, Sales/Marketing Analysts, Financial Analysts/Accountants, Project Engineers; And Anyone wanting to make BETTER feel - and use - of information!
Spreadsheet Automation Facilitates EFFORTLESS Data Handling, Analysis & Report Generation!
Sometimes people do not surely care about learning(or the usage of) all the "cool' superior functions, formulation and strategies within the spreadsheet application they use for his or her work. They simply want to punch of their relevant uncooked records - at any time - and immediately see the computed outcomes generated by the spreadsheet in a way which could facilitate their crucial choice making.
At times, they might prefer to click on a button that announces "Print ABC", or "Print XYZ" document, as an alternative of having to move slowly all around the huge spreadsheet(and get "misplaced" every now and then), to spotlight and print exceptional report pages. Using a custom built records access form to make information entries into 14 distinctive cells in exclusive components of a desk(at the identical time/with one click on) could, for them, be "heaven" as compared to creating the entries separately.
This article is meant for the ones individuals/groups who once in a while enjoy a want to apply their spreadsheets inside the (really "impersonal"?) manner defined above, to get the results they want. That want could often rise up out in their lack of requisite competencies to get the spreadsheet to act the manner they need - or restrained time to dedicate toward incorporating important automation to make it accomplish that.
In my article titled You Can Increase Your Profits Without Changing Your Prices, I ended with the subsequent precis:
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If You Remember Nothing Else, Remember The Following:
1. One appropriate manner to keep and/or significantly boom your income without raising your fees, is to lessen your Variable Costs(VCs).
2. You can lessen your variable charges by advertising more effectively (getting more clients at lesser fee, AND maintaining them at lower expense). I as soon as examine a piece of writing that proposed a brand new parameter COCS: Cost Of Customers Sold or Served). This will be followed as a Key Performance Indicator(KPI).
3. You also can reduce your variable charges through innovating extra(i.E. Growing extra efficiency to your habitual inner operations and/or product/provider transport). That way, you will be able to produce/deliver greater products and/or offerings with much less effort, in much less time, and using less resources. All of these might mean LOWER costs/prices, leading to INCREASED earnings retention in step with unit of product/carrier bought.
4. There is pronouncing that: "You cannot manage some thing, if you do now not degree it. Nor are you able to measure it, in case you do now not record it". Spreadsheet tracking will assist you simply implement and preserve the method of tracking, controlling and/or lowering your VCs. You will want to try this if you want to continuously evaluate development of your VC monitoring/manipulate and discount initiatives.
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A DIFFERENT Type Of Automation
The approach to spreadsheet automation that I confer with, is one that seeks to provide useful spreadsheet automation options for ANY spreadsheet consumer project(s). Typically, answers like this would require the developer to take a look at present guide records recording, evaluation and report technology structures, then plan - in session with customers - for incorporation of automation into the spreadsheet to replace them, where possible.
Custom spreadsheet answers which survive long after the developer has "left the scene", are regularly the ones which users be given due to the fact they find out it - among other blessings - makes their paintings faster and less complicated to do. That is why the great man or woman to increase such solutions have a tendency to be person who works in that area, and is consequently familiar with the manner the manual gadget operates. S/he would have an "insider's" attitude of the great way to introduce automation other customers will simply undertake - even as it solves the identified hassle(s).
In impact what I am announcing is that businesses which get the maximum value from spreadsheet automation(which includes the use of it to avoid expenditure on less adaptable commercial off the shelf packages) could be those which empower their customers to mechanically generate "in house" solutions. In such corporations, you'll find that most effective when the requirement turns into considerably specialised or complicated, does the IT branch get called upon to develop or purchase software program answers for user departments or functions with significant facts recording and analysis desires.
So, (while considering the automation I speak approximately) do now not think about spreadsheet documents containing one or click-able buttons that permit a user print a page or replica a few cells from one sheet to some other. Instead, I need you to picture an software(or Entreprise Information System) that customises the advent of your spreadsheet workspace(to take benefit of maximum screen capital to be had for your PC), and offers you custom "floating" records access paperwork.
In addition, visualise it having dynamic query/record drop menu interfaces, and a selection of custom buttons: for navigation(within and among worksheets), printing, information export (as PDF documents or spreadsheet documents), saving, car-statistics filtering, car-charts plotting, auto-backup of files, person login authentication (for documents with sensitive or confidential content material) and so forth.
To experience the form of automation I talk over with, you may electronic mail FREE demos of sample automatic Excel VB driven spreadsheet programs like (1) a Training Tracking Database(TM), (2) a Five(5) Year Income & Expense Monitor(TM) or (3) an Export Packing List & Invoice Generator(TM) to yourself the use of the report mailer on my website.
How A Well Known Corporate Multinational Used Spreadsheet Tracking/Automation To Repeatedly Cut Spending - And Increase Profits
During my graduate education(at the same time as in paid employment), I was redeployed from Guinness Nigeria Plc's company headquarters training workplace(in Lagos) to the Benin brewery training department (in Edo country), in which I was assigned the - additional - process of the usage of a custom Lotus macros pushed Variable Cost Analysis spreadsheet application to generate brewery reviews for dispatch to headquarters.
The challenge was not an twist of fate. Before being redeployed to Benin brewery, I were worried in "validating" the severa complicated formulation in the custom Lotus 1-2-3 spreadsheet application during its development. The creator - Richard Chambers - become on the time in price(as Training Coordinator) of education new entrants, and upon discovering my eager hobby in getting to know, frequently gave me his computer to "proof" formulation, links and so forth. It became he who had told his counterpart in Benin brewery(Joe Sheehy) that I should help out with a trouble they had been having the use of the utility. And I did remedy the hassle - resulting in my finally turning into chargeable for the reports collation the usage of the application.
Variable Costs Control/Reduction was a strategy that worked extraordinarily well for the company. Most memorable for me as a brewer, changed into the way wherein huge economic savings/income profits were made with the aid of successfully enforcing variable fee discount projects. For example, a brewing ingredient switch was made to a extra conveniently available local alternative which changed into generally cheaper, resulting in out of the ordinary savings and progressively growing income earnings despite the fact that the rate of beer produced turned into not raised. This practice become mechanically implemented across the brewing and packaging techniques in line with a nicely concept out plan.
To complicated further: A one-page Variable Costs Analysis file sheet routinely generated by way of the custom spreadsheet utility I earlier described, changed into a powerful device utilized by top management to quickly investigate performances of person breweries. Among different blessings, the report made it pretty smooth to realistically evaluate sister breweries in special places(even throughout nations) based totally on not unusual denominators. Apart from summarising brewing/packaging materials in agencies -
"Over-used/Over-spent"(Losses) and "Under-used/Under-spent"(Savings) - on a monthly basis based on information entered, this system additionally routinely plotted charts displaying traits over a 12 month duration.
The traveling head of the technical function handiest had to study the most recently plotted factor on the chart (relative to previous ones) for a Key Performance Indicator like
Cost in line with Hectolitres brewed(One Hectolitre = one hundred Litres), to understand if the brewery had stayed inside the accepted top restriction of spend(plotted as a straight line target throughout the identical duration) or now not. Discussions might then take area primarily based on recognized "Exceptions"(which will be "excellent" e.G. Savings made or "horrific" e.G. Economic loss because of substances over-used), and "Actions To Be Taken" to accurate or hold located performances agreed upon.
Spreadsheet Tracking As A Crucial Element For Business Development
There are methods you could use spreadsheets to report and song substances usages/stocks, product income, and different business facts such that discrepancies could be without problems detected after they do occur. The use of spreadsheets while properly carried out, can assist to uncover the cause(s) of "losses" in simply any aspect of a commercial enterprise operation.
1. The Pareto Principle - Using spreadsheet tracking, you can easily follow the Pareto precept in identifying which of your earnings assets and expense channels(i.E. Services and products sales) to consciousness on a good way to maximize income. Considering that you are most probable to use the identical advertising/income assets to serve your clients, it only follows that in case you attention for your largest margin selling products/services, you will get elevated profits at extra or much less the identical fee.
One Possible Application: Plotting a pie chart based totally on earnings contributions from all of your services and products(daily, weekly or monthly), and reviewing the automatically computed percentages/visual pie slices, can deliver very illuminating perception.
The 80:20 Pareto precept is based totally on Pareto's theory that 80% of the effects one receives in a particular endeavour may be mainly due to 20% of areas to which one has carried out efforts. In business this precept has been observed to be true. Your records, properly transformed into suitable performance signs, will show you in which your largest margins come from. You can then channel greater effort and time in that direction.
For example if a employer had five drink brands inside the marketplace but notices that Brand A, which has a profit margin of at least two times the others is in best demand, they might (a) cognizance production efforts on that emblem, in order that greater bottles go out to change (b) Apply Best Practice/Continuous Improvement tasks that could bring about decrease charges of manufacturing each bottle of Brand A in order that despite the fact that the market rate stays fixed, the organisation is able to earn increasing earnings margins in line with bottle.
2. Sourcing Capital - For Expansion or Startup. You can make it less difficult for banks and potential investors to again you financially and/or take the decision to buy into your commercial enterprise. Those already strolling their organizations will know that banks like to see exact commercial enterprise information that display in real phrases all components of a business' performance. Without unique and complete spreadsheet monitoring, it is probably difficult to show this. Agreed there are software applications that capture maximum of those. However, once in a while, you need to highlight sure eventualities or trends in a way that an off-the-shelf software can't accommodate because of the individuality of your want. It is in this regard that the usage of spreadsheet tracking turns into relevant.
The intelligent use of spreadsheets, blended with the application of the eighty:20 rule will assist to obtain the foregoing and greater. One does now not need any professional to begin doing this stuff today. Just take the selection to begin retaining every day, correct records and commit to analysing them. You'll be surprised to find that you may soon emerge as lots more aware of how you're doing and what aspects of your enterprise you need to attention on greater to get better returns for your efforts - and you may be capable of expectantly deliver verifiable/genuine economic statistics to back up any claims you're making approximately your business overall performance to bankers or potential investors.
Deciding What Spreadsheet Application To Use
This might in the end be as much as you. The huge "combat" has continually been among Lotus 1-2-3 and Microsoft Excel. I began out with Lotus 1-2-3 lower back in 1993 and learnt Lotus Macros programming(thru self-tutoring). I in the end used this talent to expand - in my free time - numerous custom spreadsheet answers(that were formally adopted to be used in the departments I labored in as a brewer/manager in Guinness), earlier than switching to Microsoft Excel in 2001. Subsequently, I evolved my Excel Visual Basic spreadsheet programming capabilities (also through self-tutoring), because the enterprise had chosen to undertake MS Office for the duration of the roll over to year 2000.
I believe the usage of both of those applications need to no longer pose any issues for implementing your spreadsheet automation ideas. This is because each have constantly been "friendly", in the direction of making it clean for customers to get greater functionality out of them by using way of custom programming.
You can pick out to learn how to do it your self - or call in a person(an Excel VB Solutions Developer as an example) who is aware of how. Again, this would be dependent on your reason, how gifted you are, and/or how an awful lot time you have at your disposal. Ultimately, despite the fact that someone develops a custom software for you, it have to occur with YOUR steerage at each factor to make certain that it does EXACTLY what you need it to do, and that you can easily - together with your developer's aid/training - discover ways to make changes to it in future, while not having to name lower back your developer.
This closing point in my opinion is ONE important benefit you ought to are seeking for to extract, if you select to have interaction the services of a developer. S/he must be able to help you develop (in-house) know-how had to hold the utility AFTER s/he is gone. If you fail to make certain this, all of your value-savings from the use of the software would possibly turn out to be being spent paying the developer to preserve the application over time in the destiny!
From this point on, I will talk to most effective one of the above cited packages, because it is my desired paintings environment. That is Microsoft Excel. I agree with customers of other spreadsheet packages might be able to adapt anything I say from right here to be used of their personal extraordinary environments.
Automating Your Spreadsheet Document : What is Excel VB?
Microsoft Excel is a effective tool for recording, establishing/re-establishing, analysing and providing information. By Excel VB, I talk over with Excel VBA - in which VBA manner Visual Basic for Applications(VBA). VBA refers back to the tremendously substantial and bendy macro programming language developed via Microsoft for use in their MS workplace programs - Word, Power Point, and many others.
VBA is therefore exclusive from the Standalone Visual Basic software used(by using expert programmers) for growing commercial quality software program programs - though it borrows the various latter's features. Think of Excel VBA as being the standalone Visual Basic software, built into Excel for the gain of Excel users who aren't always programmers, but who are keen to exert more manipulate over the software.
So, Excel VB offers any interested users the vital equipment to make the software deliver extra functionality. The very last product is still an Excel document, but with more functionalities brought the use of VBA.
Why Excel Visual Basic - and NOT Visual Basic?
1. I constantly solution this question by asking the subsequent question: What will be the factor of "Killing A Fly With A Hammer"?
Let me difficult. If a technique is to be had that lets in us to acquire the same favored result(s) at LOWER value, with LESS effort and in LESS time, why ought to we fail to adopt it?
Certain IT men and women insist that growing executable programs the use of the standalone Visual Basic programming language is "better" as it does not restrict the user to a particular person utility software program surroundings. I concede that this is probably a valid point under positive conditions. However, I factor out that there are many customers who've abnormal needs that do not always require complex answers.
A lot of humans today certainly want to get their information recording, (re)corporation, and evaluation for decision making performed faster and with less effort. They additionally want to spend as little cash as possible to do that. In different phrases, they want a fee-effective answer that gives them independence from the answer provider within the long term - with out requiring them to adopt hard capabilities acquisition straight away.
This category of everyday users of generation defined above are those I consider want Excel VB answers of the type I describe. One expects that a number of these users will through the years broaden an hobby in acquiring superior abilities needed to develop their very own solutions in destiny - which is why I also inspire them to do so, probable through self-tutoring, like I did.
2. Another question I ask, in answering the "Why Excel VB?" question is : "Why re-invent the wheel? "
My experiences(and those of others who favour the usage of Excel VB like I do), confirm that to organise, and examine statistics for (monetary/management) file generation and selection making, you may keep hundreds of hours the use of already in-built, pre-programmed Excel capabilities compared to a state of affairs in which you used Visual Basic proper.
All the functions needed to attain the above functions exist already in Excel, so you do not ought to write them all from scratch as would be the case if you were to use Visual Basic.
Three.It works even while you lack "In House" information
For the purpose of creating custom economic and business management answers that remedy your identified issues, and give you manage/ownership, without burning a hole on your pocket, Excel VB offers an super style of possibilities, within the palms of an properly professional person.
In addition, an Excel VB developer( who in many instances will tend to be a user turned developer, and is therefore likely to without difficulty see things from your perspective) - not like a programmer - is much more likely to be definitely disposed to running with you to make certain the utility meets your realistic desires. S/he's going to with no trouble remember the fact that the final utility is meant to assist clear up a actual problem(s), and could therefore construct it to in shape the ones expectancies.
It's now not enough to have a expert with the technical capabilities to solve your hassle. S/he also needs to have the right mindset and background/enjoy - else the connection will now not work. This is where an Excel VB aid is much more likely to add price to you. Most Excel VB Developers have backgrounds in management, accounting, engineering and other fields, which in addition equips them to be useful to you in "wondering up" higher approaches to use your spreadsheet automation to get the maximum price on your business. You consequently need to select the right developer, with the appropriate history to in shape your desires.
I believe the foregoing are compelling justifications for selecting Excel Visual Basic over Visual Basic.
Get Maximum Returns On Your Investment In Spreadsheet Automation By Developing "In House" Expertise
Organisations can intentionally expose their personnel to learning occasions(or self-assist tutorials) on spreadsheet solutions improvement. Such personnel can then be challenged to increase in-house answers that efficaciously cope with the business' ordinary statistics evaluation/record-era desires as they arise.
A character with validated competence in this vicinity CAN emerge as "notorious" for growing spreadsheet packages, which put off drudgery from the technique of the usage of MS Excel to address large amounts of facts. Typically, paintings that takes hours or days will suddenly take mins or seconds to finish.
The claims I make above are NOT exaggerated. They are in fact based totally on my non-public studies doing the foregoing (a). As an manager in the difficult, rapid-paced manufacturing paintings environment of a company multinational (b). As a solutions developer for individuals and groups who use MS Excel for his or her paintings.
I am keen to inspire individuals and organizations to explore the use of superior MS Excel formulation and capabilities, along with Excel VBA programming, to develop customised spreadsheet applications that will remedy common issues quit-customers encounter day by day in looking to record/examine information and generate reports.
The savings - from the use of your "in residence" know-how - in phrases of cash and man-hours alone, will fast justify the investment you're making in "developing the wished abilities" - mainly, whilst you evaluate what you spend with the cost of buying a industrial software utility - or even engaging the offerings of an Excel VB developer.
Summary
The key imperative for most of the people who take care of business records is regularly "the way to use it" to screen - and where viable - manage performance i.E. They study/count on tendencies in a way that facilitates selection making toward ensuring REPRODUCTION of preferred results, while minimising - or removing - undesirable ones.
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You CAN transform the manner you manage/analyse records(or generate reports) in your enterprise today - and get extra usable blessings to the quantity that your earnings boom. One essential step you may take towards accomplishing this motive, will be to intelligently use spreadsheet automation to improve facts coping with/evaluation and report generation systems to your commercial enterprise operations - while empowering your self and/or body of workers to accumulate skills had to hold the advanced spreadsheet solutions for the future.
Tayo Solagbade is a Data Analyst, Report Designer and Custom Spreadsheet Solutions Developer. He works with individuals and businesses to fee-correctly leverage Microsoft Excel for his or her facts management/choice making, with a view to do what they do with much less effort, at much less fee, in less time and the use of less assets.
Email to yourself FREE [http://www.Excelheaven.Spontaneousdevelopment.Com] sample Excel VB pushed spreadsheet applications consisting of (1) a Training Tracking Database™, (2) a Five(five) Year Income & Expense Monitor™ or (three) an Export Packing List & Invoice Generator™ and others from his MS Excel Workbook Automation Mini Site: [http://www.Excelheaven.V27.Net]
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