Simplify.Organize.Manage.Data | How to re-format Company's forms to sync with business software

2013 E-Newsletter, Managing Time; How to re-formant Company's forms to sync with business software

Reduce the time spent on administrative tasks by re-formatting your forms to sync with your business software template.

Do you spend three or more seconds scanning through a document searching for the data to input in your system? Those seconds can add up to minutes and even countless hours of your time each day. Streamlining your spreadsheets and docs can help you manage time and data more effectively.

If you are new to creating reports, have no fear! There many sites including Microsoft.com that provides free online business templates. Also Adobe Reader has improved its basic function that allows you to revise PDF files for free. In the illustration below a Microsoft Office template was used, however you can use another business software. Matter of fact, I started out using HP built-in computer spreadsheets back in the early 90's and still manage to create custom reports, so having a fancy software is not the only option.

For instructional purposes this was designed in a basic format, but as you become more experience you can customize without using any template. However, designing a layout and testing for errors are crucial. And always remember to store notes about your design for future revision.

Now let's get started!

Step 1. Review your payroll report (Make notes of the layout and changes you want to make).

Step 2. Download original Microsoft weekly time sheet template.

Step 3. Copy, cut & paste relevant content and reconfigure formulas as needed.

Step 4. Save changes and test new design (Dress up new template by revising fonts and adding color).

Step 5. Start using your new spreadsheet.

A few points to consider...When I downloaded the Microsoft Weekly time sheet template I did the following:

1. I noted my design changes by re-examining the Payroll Report. (You can grab a notepad, print or save this template to the desktop, but the point is- to create an outline to make changes. And it won't hurt to have a spare/copy template just in case you're unable to undo an error). 
2. I also noted where the formulas were and if changes were needed prior to moving or deleting them .... 
3. When I was finished with the outline only then I applied changes to the spreadsheet.
4. I tested and re-tested for errors or layout problems. 
5. Once that was taken care of, I re-adjusted page breaks, fonts, print area and customized-add color, logos or charts.. you name it.. to get the look I wanted.
6.  Finally, after saving it once more (seems like a million times) I printed the spreadsheet, which I did sparingly to minimize waste, in order to test print friendliness
7. I made additional changes, if needed and Viola...done! 

Remember, practice practice practice makes perfect!

Hope you enjoyed this savings tip from Biz-Pro LLC!