Why Spreadsheets are not Ideal for Storing your Staff Training Records

Spreadsheets are often the go-to tool for many organisations when managing staff training records. Familiar, easy to use, and cost-effective, what’s not to like, right? However, when it comes to handling something as critical as training records, spreadsheets fall short in several key areas. 
Let's take a look at why it's time to ditch spreadsheets and move to cloud-based competency management software like CheckSafe.

Risk of errors and data integrity issues

Spreadsheets are prone to human error. Manual data entry, incorrect formulas, and accidental deletions can easily compromise the accuracy of training records, posing a significant risk to data integrity. 
Imagine a situation where an employee's training completion status is incorrectly recorded. It could result in non-compliance with industry regulations or even safety incidents. These errors are not just inconvenient; they can be costly.
Working online does away with these problems. Processes are automated, and you can revert to a previous version of the data if you make a mistake.

Limited accessibility and real-time updates

Spreadsheets offer limited accessibility and are often stored on individual computers and local servers. When multiple people need to access and update the same spreadsheet, it can lead to issues with version control and outdated information.
Cloud-based systems provide anytime, anywhere access from any device. All team members have real-time access to the most up-to-date information, allowing for better collaboration, decision-making and compliance.​

Data security concerns

Security is a critical concern when it comes to storing staff training records, which often include sensitive information. Spreadsheets stored on desktops are vulnerable to unauthorised access, especially if they are not encrypted or password protected. 
By contrast, competency management software offers robust security features, including encryption, secure access controls, and regular security audits. You can have peace of mind knowing your data is protected from breaches and unauthorised access.

Scalability and efficiency

As organisations grow, managing training records in spreadsheets becomes increasingly cumbersome and inefficient. They are not designed to handle large volumes of data or complex data relationships – think skills matrix and verification of competence. 
However, cloud competency management software is designed to scale with your company. Training management processes are automated, reducing the admin burden on HR and training departments. Your team will be more efficient and have the time and space to focus on more strategic tasks.

Enhanced reporting and analytics

Spreadsheets have limited capabilities when it comes to reporting and analytics. In contrast, cloud-based systems provide powerful reporting tools that allow you to generate detailed reports on training progress, compliance, and employee performance. These insights are invaluable for making informed decisions and improving your training programmes.

CheckSafe: The best alternative to spreadsheets

With our user-friendly competency management software, managing your skills matrices and verifications of competence is simple. From automated reminders for training renewals to easy tracking of training completion, CheckSafe helps ensure nothing falls through the cracks. 
Our platform makes the transition from spreadsheets to a cloud-based system smooth and easy. Check it out with a free demo today. ​