Working smart is working easier. By reducing duplicate information, you can concentrate on what is most important and avoid costly mistakes. One way to manage your information is through spreadsheets. By using a PDF to Excel converter you can cull redundant data and be more efficient and effective.
Data redundancy has two meanings. There is the more complicated IT version of the term, but we aren’t going to get into that. We are talking about the numbers and words that you work with every day.
Excess paperwork bogs us all down and makes your job miserable. How much duplicate data do you have on your desk or in your computer? By taking some time out of your workday to organize your work, you’ll be able to work with a clearer vision.
Moving information into spreadsheets makes it much easier to keep track. Have you ever had to go through a Word document and search to see if you have already duplicated that information? It’s a pain in that part of your body that is getting sore after sitting at your desk for eight hours.
Sometimes you unintentionally create redundant data when you are working on a project. This often happens when you are working with a team, and they are all giving you information. Collaboration is great, but in order to be effective, people can’t be duplicating work. When you are putting all that information into a report, it’s much easier to use a format where you can quickly catch information that has already been taken care of.
Excel automatically recognizes when you are inputting the same information. You’ll need a PDF to Excel converter to transfer some of your redundant data to a spreadsheet. The name of this software doesn’t live up to it’s capabilities, but we can’t exactly call it a “PDF,Word, Everything to Excel” converter. That would be inefficient.
You can scan documents and import them to the program and convert them to a spreadsheet.
Manually entering data is another waste of your time. Why spend time sitting inputting numbers that can be managed quickly by software?
Redundant data is more than just an annoyance, it can cause costly errors. For example, if you are sending out invoices and you have accidentally inputted the same information twice, your client is going to be ticked off. Or, you may pay the same employee twice, which would make them very happy.
You have to have the proper checks and balances in place to make sure that this doesn’t happen.
Start cleaning up your data now, and you’ll find that your processes run much smoother. Most of us think we are efficient, but every organization can use more help in this area. That is why the government and large corporations hire efficiency experts. They know that it saves money and helps people to perform their jobs faster.
Whether you are an entrepreneur, a manager or an administrative assistant, you can work more effectively when you reduce that redundant data. Make this your goal for next week and you’ll find that you have a new outlook on your day.