Don’t make it rocket science when it’s not

So many tools

It never ceases to boggle my mind when people don’t jump on the chance to learn and fully take advantage of the amazing modern tools we’ve been handed and which are ubiquitous. If you work in any kind of office environment at all, whether it’s some stodgy traditional business or a bleeding-edge industry like tech or gaming, at the very least you’re dealing with either Microsoft’s Word, Excel, Outlook, etc., or the Apple equivalents.

If you’re using the Open Office or Chrome/Cloud versions, then this piece probably isn’t directed at you because you definitely get it. But, otherwise… really, people? These are literally the things that you use every day, and yet I constantly see very few people ever progressing beyond the merest basic ability to use any of the programs.

That is: Open document, type shit with defaults, save or send as-is.

If I open a spreadsheet you’ve worked on in an older version of Excel and see three tabs at the bottom named Sheets 1, 2, and 3, I will know that you’re an amateur. Likewise if the font is set to that hideous Calibri. Same thing in Word minus the tabs, but same crappy font, ragged aligned left, with auto-spacing before paragraphs or lines.

Word to the wise, people. The first thing you should do in Word is go in and set your default formatting so that the autospace before lines or paragraphs is 0, and line spacing is single.

Why is paper still a thing?

But this is just an intro to some recent heinous, and it’s this. I’ve managed to stumble into a situation where a lot of coworkers prefer to do things on paper, and it makes me nuts. Simple question: Why? Physical files can only be in one place, usually aren’t in the place where they’re supposed to be, and there isn’t a magic search function that can find them other than somebody maybe remembering that they worked on it recently, and where they put it. There’s also no standardization of fonts, so if someone scribbles a note in that file, there’s no guarantee that someone else will be able to read it six months later.

Not to mention that it’s just wasteful. Especially wasteful when there are so many ways to avoid it and so many resources to make that easier.

Case in point: One of the things I do regularly is enter and reconcile commission statements from various vendors, but I’ve had to do it by printing the things, manually entering the data into a spreadsheet, and then doing a careful audit to fix the inevitable errors, since some of these run to hundreds of entries.

But then I figured out how to pull the data directly from the statement, slap it into Excel, format it, and then use a few formulae to pull the new info into the old spreadsheet. The great advantages are that it uses the original data directly, so there are no entry errors to deal with. Also, the second pass just involves pulling out a copy of the original statement data and the target input by formula data, putting them side-by-side, using a few more formulae to spot errors due to differences in how names were spelled, making a few tweaks, and reconciling the thing a lot faster than before.

Pre-paperless innovation, a big statement could take me a few days (interspersed among all the other office duties) to finally balance it to zero. New method? I made it through four statements in one day, each one entered and balanced in two steps instead of about six.

The thing is, this isn’t really all that difficult, and anybody could learn to do it. One of the big helps in this process were the Excel functions INDEX and MATCH (which I’ll explain in a future post), and it took all of a two minute Google search and then reading the first good link to figure out how they worked in order to figure out how to do what I needed to do. What I needed to do: Compare the client’s first and last names and insurance plan type in one table in order to pull out a specific number from another. And this is literally all you need to do to learn how to make your office tools work for you.

Try it. Google “change the default font in Word,” or “turn off auto-correct in Word,” or “alternatives to VLOOKUP in Excel,” or any one of a number of other topics, and you’ll find the answers. It really isn’t any more complicated than reading a cookbook and making food from a recipe. Really, it’s not.

Using computers made easy

There is too much of an aura of mystery put around computers, but trust me, they are more simple than you think — and I’ve been working with them since… well, since most of my life, because I was just born at the right time. All that they ultimately understand are “Off” and “On.” “Zero” and “One.” Those are the only two states a switch can be in, that is what digital computing is, and it only gets two digits.

Maybe someday I’ll write a bit about how the electrons inside do what they do and turn it into intelligible information for humans, but for now suffice it to say that they pretty much only do a few things — input, store, and retrieve data through various devices; allow you to manipulate that data with various software programs; then allow you to re-store and output that data, again through various devices.

The nice thing about graphical user interfaces (GUIs) like Windows, OS, Android, Linux, etc., is that they tend to standardize across programs written in them, so that every program tends to use the same convention for the basics: Open, Close, Save, Save As, Print. Programs of the same type will also follow the same conventions — Format, Spellcheck, View, Layout, etc., for text editors; Image, Layer, Select, Filter, Effect, etc., for graphic design programs; Inset, Formulas, Calculate, Data, Sort, etc., for spreadsheets.

Finally, almost every program will have a Help function, whether it’s invoked via the F1 key, or by some combination of a control/alt/Apple/shift-click plus H move. Help menus, when well-done are great and, guess what? They were basically the hyperlinked documents we’ve all come to know and love via the internet, except that they’ve been around since long before the internet. Most of the time, they’ll answer the question but, if they don’t, you can always google it, as I mentioned above.

How to create job security

You may be wondering, “Okay, if my job is just doing data entry, or writing emails, or accounting, or… etc., why do I need to know so much about the software when no one else does?”

Simple. As the economy moves more and more toward service, knowledge becomes value. If you’re the one in the office who gets a reputation as the computer expert, you will get noticed, and you will save a higher-up’s cookies more than once. You’ll also earn the attention and gratitude of your co-workers if you become the one they come to when “I did something and something happened and I don’t know how to fix it,” and you know immediately upon looking that they accidentally, say, set Word to Web Layout instead of Print Layout. It’s called creating job security by taking that extra simple step that too many people refuse to. Try it!

Image Source: NASA, Apollo 11.

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