HUMAN Capital - Summer 2015 - (Page 8)
BY ADAM CZARNECKI, BA, CHRP
I have learned quite a few things over the course of my human
resources career. I have also made mistakes that make me cringe
when I reflect upon them and sometimes wish time travel was
possible-but all were good learning opportunities.
However, I do have one professional regret that I wish I could
go back and redo. That regret is creating the vast majority of my
human resources forms in MS Word instead of MS Excel.
Upon reflection about why I always started with Word, the simple
answer was, "because that's how it has always been done."
Manuals, policies, reports, investigations and interviews are all
done using Word documents so it is just a natural step to create
forms in Word. They are esthetically pleasing, fast and easy to
create; however, you end up with a static document that requires
additional manual analysis.
A performance review is an excellent example of how Excel can
create a superior product over Word, an example can be found
here http://bit.ly/HETREVIEW or on my LinkedIn profile. Other
than the automatic computation and analysis Excel can do, here
are some tips for creating superior forms with Excel.
Once you have created your form, give it a white canvas look on
the computer screen as a final product instead of the default grey
boxes by changing the color of the grid from grey to white. This
gives the impression of a clean white document.
The #DIV/0! Error can be distracting to a user before data is
entered into Excel. You can easily hide these error notifications with conditional formatting. Click on the cell (or multiple
cells) with the error, from the home tab click on "Conditional
Formatting", "New Rule", choose the second option "Format
only Cells that Contain," from the drop down choose "errors,"
and change the font to white. Now the font of the error is white
and appears as an empty cell to the user, when data is entered
it will automatically change it to a black font.
8 | www.hria.ca
Control which cells a user can enter data in. Hold the "CTRL" button
and click on all the cells that you want the user to be able to enter
data in. Then right click on one of the cells, "Format Cell", click on
"Protection" and uncheck the "Locked" option, then "ok." Now click
on the Review Tab on the ribbon, and then "Protect Sheet." I recommend not putting in a password as 1) you'll forget, and 2) most users
do not know how to unprotect it. Then uncheck "Select Locked cells."
This will now protect the document and only allow specific cells
to be fillable, avoiding the chance of a user accidently deleting
or changing a formula in a cell. In addition, it makes the filling of
the form faster as the user can "Tab" through the cells instead
of clicking on them.
Hide your side calculations in two ways. You can either change all
your calculations from black to white font or use the Hide feature.
Highlight the Columns you want to Hide, right click and select
Hide. Now the user will not be able to see or access those cells.
The most valuable use in Excel is creating check boxes that can
provide values and calculate formulas and scores. It is complicated; however, a quick google search will show you how and
this will evolve your forms to a new professional level.
When I demonstrated the new performance review forms to my
managers-the checkboxes, on the fly calculations and analysis-they were genuinely excited and motivated to start using
this new tool. When was the last time your managers was excited
about using a new form from the HR department?
Adam Czarnecki, BA, CHRP, is a member of the
Senior Management team of a heavy duty truck
dealership group in Alberta where he is
responsible for HR, H&S and IT. He is an HRIA
Board Member, a HR instructor at the University of
Calgary and Mount Royal University. He can be
reached at firstname.lastname@example.org.
Table of Contents for the Digital Edition of HUMAN Capital - Summer 2015
Seven Best Practices to Improve Candidate Care Through the Recruitment Process
Diversity and Inclusiveness in Today’s Workplace
Navigating the Current Job Market: Students, Professionals and Employers
The Meaning of Turnover
Changes in the TFW and LMIA Process
The Changing Face of Training and Development
Index of Advertisers/ Advertisers.com
HUMAN Capital - Summer 2015