I’m not tech support, or even IT, I’m simply the youngest person in my department and have the most tech-related knowledge, so I’m usually in charge of implementing any kind of documents or processes in our software, Excel, etc.
A coworker just came to me and asked me to redo and simplify the Excel sheet. A tech-illiterate coworker is complaining about how inefficient it is and that she doesn’t understand it.
She’s the temporary stand-in for me because I have the next two weeks off. To clarify, it’s literally a table with three columns and a bottom row summing up column B and C, respectively. (A is for the date).
So, because I don’t really know what’s supposed to be so hard about typing in a number into a cell, I walk over and ask what the problem is.
Me: “Hi, [Tech-Illiterate Coworker], I heard you have trouble with the sheet?”
Tech-Illiterate Coworker: “Yes! The list makes no sense. Why did you only put one field for the sum? It’s totally inefficient because now I have to print out a new page every day!”
Me: “What? Why would you print it out? It sums it up automatically.”
Tech-Illiterate Coworker: “What do you mean?”
Me: “Okay, explain to me how you intended to go about it.”
Tech-Illiterate Coworker: “I print it out and write the numbers into the fields. Then, after each day, I add it up and write the total in the last row. But I have to print out a new one every day. That makes no sense!”
Cue me explaining that in Excel, you can type a number into a cell and the SUM-function adds up the numbers automatically; you don’t have to use a calculator.
And no, you don’t have to print it out; you just leave it in the group share folder where it’s already in.
And no, you don’t have to send the thing as a printed-out version to our boss because she has access to the document and can check it whenever.
Sadly, I can’t appoint someone else as a stand-in because the others are too busy. Due to this, my manager asked me to fill in the Excel sheet even though I’m on vacation. She now only sends me the numbers via email, and then I update the document.
So… she can type in the numbers into Outlook and send me an email, but can’t type the same numbers into Excel and click “save.” Great.