Why You Should Automate Your Excel Spreadsheet with VBA Macros

Kids Build Rocket

Look What I Did

Spoiler Alert: I shamelessly self-promote our services here at ProsperSpark in Omaha, Nebraska.

You just built a sweet Excel spreadsheet.

It does everything your boss wants it to do. It tracks all of those pesky [insert your company’s key data points here].

It looks good.

It looks really good.

I mean, you even used the company’s logo, color scheme, and everything.

There’s just one problem. It’s super hard to update.

There are 100+ columns. It takes a while to enter a new row for each contract, sale, piece of equipment, service performed, or whatever else your company tracks religiously.

All that scrolling left and right to enter one row of data… it’s just too much.

Knowing the Possibilities

Half the battle is typically knowing what can be accomplished, not how.

Do you think Steve Jobs knew how he was going to create a brand new industry when the iPhone idea was pitched to him?

I highly doubt it.

What he did know was that touchscreen technology existed. He knew that mobile internet access was possible. He also knew that he had an army of software engineers at his disposal.

The point here is this; know what’s possible and then worry about how to execute. The same goes for your Excel spreadsheet or automation (VBA macros) project.

Keep this in mind; anything you do in Excel can be automated for the most part. Here’s a short list of examples of what you can automate within Microsoft Office.

  • Cleaning up an export file; rearranging columns, deleting rows/columns, etc.
  • Importing data. This includes opening a file, copying data, pasting into a different file/tab, and then closing the original file.
  • Clearing a form.
  • Parsing data. Maybe you get a report where all of the names/addresses are in one cell. This can be automatically separated into multiple columns.
  • Extracting data from an automated email you receive. (Yes, even in Outlook.)
  • Updating data, text, and/or charts in a PowerPoint presentation right from Excel.
  • Scraping data from the internet and inputting into an Excel database.
  • Sending weekly individual reports (like commission statements, performance reports, managerial KPI’s, etc.) out in a matter of a few seconds.

Bottom line, you may have graduated in 1999, but your spreadsheets don’t have to look and operate like they are.

Process Cost Per Year

The Numbers

You have got a great idea. It takes about 5-8 minutes to add a new row because you have to continually reference different fields in the database and other information from the client email.

You are going to automate the input. You’ve seen a few videos where somebody creates a form in Excel to update a database.

The company has grown quite a bit in the last year or two. You know that you will need to have better record keeping so you can leverage that data to win more future business. You know that in today’s age, companies don’t survive if they don’t employ data analytics.

Someone will be entering 15-20 entries every day. The hope is that the number of entries rises because if it does, that means the business is growing.

You start doing the math.

That means that in this example, the cost ranges from $9,620 to $20,536 depending on how many entries per day (15-20) and how long it takes (5-8 minutes)

The Math (Click Here to See Calculations)

There are 261 working days in a year. That means between 3,915 – 5,220 entries per year. Take that times 5 minutes per entry, and you get 326 – 435 hours in a year. That’s 8 to 11 full 40-hour workweeks.

At 8 minutes a piece, it comes out to 522 to 696 hours annually or 13 to 17+ workweeks.

The median household income according to an article on CNBC online, in 2018 was $61,372. That means that based on 2,080 working hours per year, the average rate per hour is $29.51. Take this hourly rate and multiply it times the annual hourly estimates provided above to get the annual cost estimates.

Yowser.

Sally, the sales administrative assistant, can get faster over time and she will probably be able to multi-task while she’s doing it.

Sure.

That’s probably a fair expectation. However, how much of an impact will that truly make? Ten percent? Twenty percent? Fifty percent?

You wouldn’t bet anything above twenty percent.

The Task

For the sake of example, let’s say you are attempting to generate sales quotes and record the deal details in Excel.

Looking at the data, you know that more often than not the company is quoting the same configurations over and over again.

That’s when you have a great idea.

Why don’t we have a few buttons that pre-populate specific deal configurations for the quote in Excel? Well, if that’s possible, why can’t we have that same data be recorded in a database for data analytic purposes?

You can.

You can also have a button that exports your quote to a PDF with a dynamic name, saves it to a specified folder, and attaches it to a customized email. During this process, your sales database is updated with that quote with all of the pertinent details; quote number, sales rep, cost, price, margin, configuration, etc.

This all happens in a few seconds.

There’s just one problem. You have no idea how to do this.

Using Your Resources

That’s when you call Jim.

Yep, that Jim.

He’s the guy that you know is going to scold you for building it the wrong way. Now, he may not outright tell you that… but he lets you know.

Jim is the company’s de facto “spreadsheet guy.” Every company has a “Jim.” He is the guy that does all of that advanced Excel stuff throughout the company. 

There’s just one problem.

Jim has a real job. He is also the [insert Jim’s title here]. He’s got a full plate of work already, and it’s going to be several weeks or a few months before he can even look at a project that doesn’t help reduce his workload.

Saving Time & Making Life Easier

Now that you have an idea of what you can automate, it’s time for action.

Don’t be the one who settles for “it will be fine” or “we will figure it out.”

Expect more.

Nothing says you have to hire us here at ProsperSpark. Heck, nothing says you have to hire an outside firm or consultant. However, if you read my last article on this topic, you already know it’s in your best interest to do so.

You’re a good recruiter, plumber, electrician, therapist, insurance firm, mechanic, dentist, lawyer, [insert your profession here.] Either way, you know Excel spreadsheets are not your forte.

What you do know, is that spending $9,620 to $20,538 per year is crazy talk. Cutting that in at least half is more than doable and necessary.

This is why successful businesses, possibly your competitors, are automating processes where they can.

Stagnant processes cost you time and money.

That’s why automating processes should be a priority for your business.

Solution

You decided “it will be fine” was not fine.

You took action.

You picked up the phone and called ProsperSpark (okay, hopefully, you called us).

The solution was rather straight-forward. Instead of one large database, there was a simple button that the user clicks to pop up a form. The form is user-friendly with preset options for the sales configurations you typically present to your customers. All of the pertinent deal details were all visible on the screen in an organized fashion.

No more scrolling left and right.

Click a button to save it, and it adds the deal details to a database. It then automatically updates your new sales dashboard (yep, ProsperSpark creates these too).

To send it to the client, all you have to do is click a button, and the quote is exported to PDF. It is then saved to your shared drive, named appropriately with the client’s name, and attached to an email with the client’s email already populated.

All you have to do is hit send. It took just a few seconds to generate the PDF and email.

In the end, you cut your data entry time in about half; from 5-8 minutes to 2-4 minutes. Additionally, the entire PDF quotation generation time is now about a fourth of what it was before

You have a whole lot more time. What do you do with this new found time?

Whatever you want!

Maybe it’s more sales calls, more time for projects, or more time with your friends and family.

The bottom line is that more time allows you to improve your business and life.

Google “VBA macro consulting [insert your city name here].” Find a reputable consultant and reach out to them.

Stop accepting tedious and time-consuming tasks as “it’s just the way it is” and let someone help you.

Enhance Team Coordination with a Shared Calendar

Airtable’s built-in calendar goes beyond a simple scheduling tool. It transforms into a powerful hub for task management within your team. Project managers can create timelines, assign deadlines, and set reminders within the calendar view. Team members can access this centralized calendar to view upcoming tasks, track project progress, and collaborate seamlessly. This eliminates the need for multiple calendars and ensures everyone is on the same page, fostering efficient project execution.

Real-World Examples:

  • Marketing Team Campaign Management: Create a shared calendar to visualize brainstorming sessions, content creation deadlines, social media posting schedules, and campaign launch dates. This keeps everyone aligned and ensures a smooth marketing rollout.
  • Sales Team Activity Tracking: Use the calendar to track sales calls, client meetings, and follow-up deadlines. This allows managers to monitor individual and team performance, identify potential roadblocks, and provide timely support.

  • Product Development Team Sprint Planning: Block out dedicated times for user interviews, design sprints, development cycles, and testing phases on the shared calendar. This transparency ensures everyone involved knows what’s happening at each stage and fosters collaboration.

  • Customer Support Team Shift Scheduling: Create a visual schedule for customer support representatives, including breaks, training sessions, and planned maintenance windows. This ensures adequate coverage during peak hours and avoids customer service disruptions.

  • Content Creation Team Editorial Calendar: Manage a shared calendar for brainstorming sessions, content assignment deadlines, editing and revision cycles, and publication dates. This keeps the content creation process organized and on track.

Simplify Resource Management with Custom Spreadsheets

Airtable’s true strength lies in its ability to transform traditional spreadsheets into dynamic tools for resource management. Gone are the days of static data! Airtable spreadsheets can be customized with various field types, including formulas and automation. Teams can track project budgets, allocate resources efficiently, and monitor project timelines, all within a single, adaptable workspace. This level of customization empowers teams to manage resources effectively and identify potential roadblocks before they arise.

Real-World Examples:

  • Project Budget Tracking: Craft a custom spreadsheet to track project expenses, categorize costs, and compare them to allocated budgets. This allows for real-time financial health monitoring and facilitates informed resource allocation decisions.

  • Team Member Capacity Planning: Design a spreadsheet to visualize team member workloads, including deadlines, project assignments, and estimated time commitments. This helps identify potential bottlenecks, distribute tasks efficiently, and avoid overallocation of resources.

  • Inventory Management: Create a custom spreadsheet to track inventory levels, reorder points, and supplier information. This ensures you have the necessary resources in stock when needed and avoids stockouts or excessive storage costs.

  • Client Project Profitability Analysis: Develop a spreadsheet to track project costs, billable hours, and client fees. This facilitates profitability analysis for individual projects and helps identify areas for improvement in resource allocation for future client engagements.

  • Scenario Planning and Resource Forecasting: Build a custom spreadsheet to model different project scenarios and their resource requirements. This allows you to anticipate potential resource needs, plan for contingencies, and make data-driven decisions about resource allocation.

Boost Productivity through Automation

Airtable automates repetitive tasks, freeing up valuable time for your team to focus on high-impact activities. Imagine automatically sending task reminders, assigning new projects based on workload, or generating reports based on predefined criteria. Airtable’s robust automation features allow you to streamline workflows and eliminate manual data entry, boosting overall team productivity.

Real-World Examples:

  • Automated Task Management: Automatically create tasks in a to-do list when a new record is added to a specific Airtable base. This eliminates manual data entry and streamlines your workflow.

  • Email Reminders and Notifications: Automate sending email reminders or notifications based on deadlines or specific field changes in your Airtable base. This ensures you and your team stay on top of important tasks and upcoming events.

  • Data Pre-Population and Field Updates: Use automation to pre-populate fields with default values or automatically update related fields based on user selections. This reduces manual data entry errors and saves time.

  • Data Aggregation and Reporting: Automate the process of collecting and summarizing data from different Airtable bases into a single report. This saves time on manual data manipulation and provides a consolidated view of key metrics.

  • Content Approval Workflows: Create automated workflows that route content for review and approval based on pre-defined criteria. This streamlines the content creation process and ensures timely feedback and approvals.

Keep Projects Aligned with Real-Time Updates

Airtable Sync ensures your teams are constantly working with the latest information. This innovative feature lets you link projects across different bases, enabling real-time updates. No more refreshing pages or chasing down the newest document version – Airtable Sync keeps everyone in the loop, fostering smoother collaboration and faster project completion.

Real-World Examples:

  • Centralized Project Hub: Consolidate all project-related information in a single Airtable base, including tasks, deadlines, files, and discussions. With real-time updates, everyone can access the latest project information, fostering transparency and alignment.
  • Dynamic Dashboards and Reporting: Develop dashboards that automatically update with the latest Airtable data. This provides a real-time view of project progress, metrics, and potential roadblocks, allowing for data-driven decision-making and course correction.

  • Automated Dependency Management: Set up automations to track dependencies between tasks within your Airtable base. When a dependent task is completed, the automation can trigger updates or notifications for subsequent tasks, ensuring a smooth workflow and everyone stays on the same page.

  • Streamlined Communication and Feedback: Leverage Airtable’s commenting features to provide real-time feedback directly on tasks, files, or project updates within the platform. This eliminates the need for separate communication channels and ensures all project conversations are documented and centralized.

  • Collaborative Brainstorming and Planning: Use Airtable as a collaborative workspace where team members can brainstorm ideas, add notes, and update plans in real time. This fosters a dynamic and interactive environment where everyone can contribute and see the project evolve continuously.

Organize Workspaces by Linking Records

Airtable goes beyond simple data storage, allowing users to create relationships between records. Imagine linking customer information to related sales orders or connecting project tasks to their corresponding deadlines. This functionality fosters organization within your workspace, making tracking dependencies and visualizing project flow easier. Additionally, Airtable offers pre-built templates with pre-defined relationships, saving you time and ensuring a well-structured workspace from the outset.

Real-World Examples:

  • Content Management System: Create a system where content ideas in a brainstorming base are linked to corresponding production stages in a separate base. This allows you to track the progress of content pieces seamlessly across the entire creation process.

  • Sales Pipeline Management: Link opportunities in your sales pipeline to relevant customer information in a separate CRM base. This provides a holistic view of each prospect and streamlines the sales process.

  • Bug Tracking and Development Workflow: Link bug reports to corresponding tasks assigned to developers. This allows developers to easily access all relevant information for each bug fix and track the progress of their work.

  • Event Planning and Vendor Management: Link event details to specific vendors involved in the planning. This keeps track of all associated vendors, their services, and any communication threads related to each event.

  • Research Project Management: Link research topics to relevant source materials, such as articles or data sets. This allows researchers to easily access and reference the sources used for each aspect of their project.

Flexible Task Scheduling Options to Suit Any Project

Not all projects require the same management style. Airtable caters to this by offering a variety of task-scheduling options. Choose from list views for a simple overview, Kanban boards for visualizing workflow stages, Gantt charts for tracking project timelines, or gallery views for showcasing creative assets. This flexibility allows teams to select the view best suits their project management style and needs.

Real-World Example:

  • Agile Development Sprints: Airtable’s flexible scheduling allows you to define sprints (iterations) within your project base. Tasks can be assigned due dates within each sprint, enabling agile development teams to manage short work cycles and adapt to changing priorities.

  • Freelancer Project Management: Assign tasks with flexible deadlines based on freelancer availability and project milestones. This approach caters to the dynamic nature of freelance work, ensuring clear expectations while accommodating individual schedules.

  • Content Marketing Calendar: Schedule blog posts, social media content, and other marketing materials with specific publish times or deadlines. Airtable’s flexibility accommodates recurring tasks and seasonal content, ensuring a consistent and well-paced marketing strategy.

  • Event Planning with Staggered Deadlines: Manage complex event logistics with tasks due at various stages leading up to the event date. This could include tasks for venue booking months in advance and social media promotion closer to the event.

  • Long-Term Project Roadmaps: Airtable’s flexible scheduling isn’t limited to short-term tasks. Outline major project milestones and phases with tentative due dates, providing a high-level roadmap that can adapt as the project progresses.

Centralized Documentation for Easy Collaboration

Airtable isn’t just for data – it can also house all your project-related documents, images, videos, and files. This eliminates the need for scattered folders and email attachments, centralizing everything in one easily accessible location. Team members can collaborate on documents in real time, add comments, and ensure everyone has the latest version readily available. This fosters a culture of transparency and streamlines communication within your team.

Real-World Examples:

  • Single Source of Truth: Consolidate all project-related documents, such as meeting notes, design specifications, and user manuals, within a dedicated Airtable base. This ensures everyone can access the latest and most accurate information, eliminating confusion and wasted time searching for scattered documents.

  • Version Control and Revision History: Airtable tracks changes to documents stored within bases. This allows teams to collaborate on documents in real-time, see revision history, and revert to previous versions if necessary. This fosters transparency and prevents accidental overwrites.

  • Inline Collaboration and Feedback: Airtable facilitates document collaboration directly within the platform. Team members can add comments, suggestions, and questions on specific sections of documents, streamlining feedback exchange and eliminating the need for separate communication channels.

  • Conditional Content Visibility: Leverage Airtable’s view functionality to control document visibility based on user roles or project phases. This ensures team members only see the information relevant to their tasks, reducing information overload and maintaining a focused workspace.

  • Centralized Knowledge Base Creation: Develop a comprehensive knowledge base within Airtable to store best practices, FAQs, and troubleshooting guides. This centralized repository empowers team members to find answers independently, reducing the need for repetitive questions and promoting knowledge sharing across the organization.

Expand Functionality with Custom Apps

Airtable’s open API unlocks a whole new level of customization. Developers can leverage this API to create custom applications that fit your business needs perfectly. Imagine integrating your CRM system with Airtable for seamless customer data flow or connecting your project management tool for a unified workflow. The possibilities are endless, allowing you to tailor Airtable to your unique business processes and maximize its functionality for your team.

Real-World Examples:

  • Advanced Data Integration: Airtable offers robust built-in integrations, but the Open API allows for even deeper connections. Imagine a custom app that pulls real-time weather data from an external API and integrates it with your project timelines in Airtable. This could be crucial for construction projects where weather can significantly impact scheduling.

  • Customizable Workflows and Automations: While Airtable automations are powerful, they might not handle every complex scenario. The API allows you to build custom apps that trigger multi-step workflows based on specific events in your Airtable base. This could involve sending automated notifications to multiple channels or initiating external actions upon data changes.

  • Machine Learning and AI Integration: The API allows you to incorporate machine learning or AI functionalities into your Airtable workflows. Imagine a custom app that analyzes customer support data in your Airtable base and suggests potential solutions or categorizes incoming tickets based on sentiment analysis.

  • Custom User Interfaces and Branding: Airtable offers a functional interface, but the API allows you to develop custom apps with a user interface tailored to your specific needs and branding. This could be crucial for creating public-facing portals or client dashboards that seamlessly integrate with your Airtable data.

  • Advanced Data Analytics and Reporting: Airtable’s built-in reporting features are useful, but for in-depth data analysis, you might require more. The API allows you to connect your Airtable data with powerful analytics tools. This could involve building custom dashboards with interactive visualizations or generating comprehensive reports that go beyond Airtable’s native capabilities.

 

Conclusion

Airtable offers a powerful and versatile toolkit that can revolutionize your company’s operations. By implementing the strategies outlined above, you can streamline workflows, optimize resource allocation, and foster seamless team collaboration. Imagine a work environment where everyone has access to the latest information, tasks are completed efficiently, and projects stay on track. Airtable can be the key to unlocking this efficiency level and propelling your business towards sustainable growth.

But what if Airtable’s pre-built features aren’t quite what your team needs?  ProsperSpark’s team of Airtable consultants and developers can help.  We craft custom Airtable solutions tailored to any team’s needs and workflows.  Whether you need help with automation, data management, or building a complex project management system, ProsperSpark can turn your Airtable vision into reality.

Here are a few more resources to learn more about Airtable and its potential for your business:

ProsperSpark’s Airtable Consulting Services

Airtable for Beginners Guide

Airtable Community Forum

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