5 Google Sheets Tips for Business Owners

5 Google Sheets Tips for Business Owners

Turning your small or medium-sized business into a trusted brand can be done with the help of a great project management tool. Enter Google Sheets, a free and powerful tool that can serve as the best buddy of many start-up businesses because it’s reliable, easy to use, and secure. Simply put, Google Sheets is a spreadsheet that can be accessed by your employees as long as they have a Gmail account. And while it may seem like a straightforward tool, it actually has a lot of functions and uses that can benefit your business.  

In this post, you’ll learn how Google Sheets can help your business grow and become more successful.

1. Use the Comment Feature to Your Advantage

Collaboration is essential for businesses. When using Google Sheets, you can alert your employees to a specific comment. The comment feature is one of the collaboration features built into Google Sheets. You can assign various tasks, like writing a business or sales proposal, and comment on how your employee can make their sales proposal stunning to clients.  

Business owners can designate schedules or a calendar of events in a Google Sheet, and add comments to specific dates. You can even comment on the specific dates you wish to conduct events, such as your next meeting or training. The concerned employee will be automatically notified once their email address has been added. 

Here’s how to use the comment feature of the spreadsheet: 

  • Add the employee’s email address to send an alert about a comment. 
  • To add a comment, right-click a cell. Choose ‘Insert Comment,’ or you can go to the menu, then choose ‘Insert’ and then select ‘Comment.’  
  • Now, you can write your comment details in Google Sheets. You can add instructions to a specific task, provide a time frame for the tasks, or provide your feedback for a completed task. 
  • Tag other people in every comment so they will receive a notification that they have been mentioned. For instance, you might want to tag Shirley in Finance to request to verify the details of the expense calculation. It saves a lot of time and effort rather than explaining things via email.  
  • Also, you can always tag someone in your comment by typing the ‘@’ symbol or through a “+” sign in the comment section, and then add the person’s email address you want to alert. As you begin typing, Google Sheets will automatically suggest email addresses right from your stored contacts list, so you don’t have to type the entire email address. Just select and click on the person’s name or email address that appears on the results.  

2. Google Sheets for Your Accounting and Finance

Business owners deal with a lot of numbers, from the capital, budgets, sales, to business metrics. That’s why every business needs a reliable tool for accounting and finance purposes. It’s a good thing that Google Sheets make it easy for business owners to calculate expenses and other important data using formulas. You can get help with the VLOOKUP formula and other advanced Google Sheets formulas so you don’t have to do manual work, saving you so much time and effort. 

Another great thing about Google Sheets is that you can create hyperlinks. Let’s say you have created a master sheet for your year-end financial report, and you want to add comprehensive details for your employees or investors to see. Instead of crowding one Google Sheet, you can hyperlink other spreadsheets that contain the detailed information of a certain expense.  

For instance, you want your investor to see how much your business earned from the first quarter or from January to April of this year. You can simply put the amount on the cell of Google Sheets and hyperlink another spreadsheet that contains the sales and revenue for that quarter. 

Business owners can also add a Home button to each tab in the Sheet to quickly go back to the first tab. Also, creating a table of contents in your Google Sheets is possible. Another example is linking to important calculation cells to make them easily accessible.  

Here’s how you can create hyperlinks within Google Sheets: 

  • Creating hyperlinks within Google Sheets makes it easier to find information. To create one, add hyperlinks to individual cells or to various tabs within Google Sheets.  
  • You have to right-click on the individual cells that you want to convert into a clickable hyperlink.  
  • Next, click “Insert link.” 
  • You can either choose “Select a range of cells to link” or “Sheets in this spreadsheet.” 

4. Create an Editorial Calendar

You can create an editorial calendar using Google Sheets if your business deals with publications. One example includes creating a newsletter for clients and customers. Creating an editorial calendar can be your invaluable asset, allowing you to check the covered topics.  

The good news is that you don’t have to invest in expensive publishing software because you can use free applications that are available online through Google. Using the Google Docs spreadsheet program, it’s easy to create an editorial calendar, giving you access to editorial calendar templates, and inserting the calendar into your Google Sheets. 

Here’s how to create an editorial calendar: 

  • Go to the landing page of Google Docs (or Google Drive). Enter your Google email address and password as needed.  
  • On the left-hand side of the screen, click on the “Create” button and select “Spreadsheet.” After this, a blank Google spreadsheet will open up in a separate tab.  
  • Type “Edition” or “Date” on cell “A1”, which can serve as your labels for different editorial editions.   
  • Add the label and go down the column so you can type in the dates or names of the editions. Make sure that you have adequate space so you can add all information by skipping cells after each entry. 
  • Choose cell “B1” and type in the first category so you can use it to track data in your editorial calendar and proceed below the first row to enter the names of other categories, such as “Submission Deadline,” “Completed Date,” “Photo needed,” and “Authors.” 
  • On the first edition date or name, click and hold the mouse button on the left side of the Google spreadsheet. Next, drag the mouse until you’re positioned in the last column heading of the first row. By this time, you can release the mouse button.  
  • You can choose any color you desire other than white by clicking on the “Text Background Color” button found at the top of the Google spreadsheet. 
  • You can repeat the same steps for every edition date or name on your editorial calendar using alternate or different colors, so you can easily see the data for each edition. 
  • Enter data on your editorial calendar in the cells under the headings. Also, you can add new additions to your Google spreadsheet so long as your publication schedule permits. 

Take note that you can use the same process for creating your calendar of events, such as for weekly business meetings or monthly training programs or conferences. All you have to change are the labels for the sheets in accordance with your desired activities.

4. Assign Work Schedules Using Google Sheets

Google Sheets is a powerful file-sharing tool that allows businesses to publish employee or work schedules. Creating the schedule directly in Google Sheets helps prevent miscommunication, which usually leads to uncovered shifts because employees don’t have a reference to the updated work schedule. 

Here’s how to create work schedules using Google Sheets:  

  • Use free templates from Google Sheets that you can customize. You can find these templates in Sheets from the “Template Gallery” menu.  
  • Choose “Schedule” and replace the template data by customizing the fields with the names of your employees, as well as their work and day-off schedule dates. You can also delete rows and columns that are not needed. 
  • If you want to create an employee or work schedule from scratch, you can open a new file by clicking on “Start a New Spreadsheet.” You can use the header to give the Google Sheet a title, such as “Weekly Schedule.”  
  • Use the first row to indicate the dates that the schedule covers. 
  • The next step would be to create a chart wherein the horizontal column headers show the days of the week and the shift times for the rows.  
  • In the corresponding shift boxes, you can insert the names of your employees. Google Drive automatically saves any changes you make with Google Sheets. You can also activate the auto-save feature or “offline sync” when offline.

5. Assign Tasks Using Google Sheets

It’s a good idea to use Google Sheets to assign tasks to your employees. Manage tasks by naming sheets and cells according to your preferences. You can create a master list of monthly or yearly tasks, adding sheets for specific months, weeks, or days within Google Sheets. 

You can label individual tasks, such as “current”, “ongoing”, or “completed” by adding comments or putting such labels on individual cells and highlighting them using your desired color choices.  

Because everything is automatically saved on Google Drive, you can always check if there have been any changes made. Also, you can send alerts to concerned employees if there are discrepancies regarding tasks completed, or to compliment those who have done a great job.  

Conclusion 

Google Sheets is a reliable and powerful tool that business owners can use to manage business operations effectively. You can take advantage of the comment feature for collaboration on a specific project, saving you a lot of time and effort creating and sending emails. Also, you can create employee schedules, task assignments, and a calendar of events using Google Sheets. Using this spreadsheet tool will make a significant impact on your business so that you can successfully achieve your short-term and long-term goals.