Now, just a disclaimer, when I say "save time," I mean save time over time. All spreadsheets take at least a bit of time to set up, but once they are designed and in use, they save you time on the day to day. Here are 3 ways I have used spreadsheets maximize my list-making potential.
1. Grocery List. If you are like me, you usually buy the same foods at the grocery. Having a coupon is an exception. But lets all be honest, we are all creatures of habit. For example, if you don't typically buy cranberries, you are more than likely not going to wake up one day and think, "hmm... I think I'll buy some cranberries," or "hey... I think I need to start putting hairspray in my hair." If you haven't done it before in your life, why would you start now? Anyway, I'm getting off topic.
Lets assume that you are always going to get the same grocery items at the store. Now obviously, some things run out earlier than others, so you're not going to need the same list for every grocery experience.
Here's where a spreadsheet can help you: A master list. I found this trick in an organization book, and sometimes I use this method when I shop. You have the master list on the fridge and then as you run out of things during the week, you just put an X beside them. On grocery day, you don't have to think about what you've run out of, or rummage through your cabinets and fridge.
Using a spreadsheet to make your grocery list can save you time in several ways. Firstly, you don't need to take time to actually write out your list; its already written. But lets get real, actually writing the words "eggs" or "rice" or "turkey" doesn't take that much longer than writing 3 X's.
A real time-saver is the aspect I mentioned above: you save time by placing X's as you run out, NOT the day before you go to the store.
Now, here's the game-changer.... In my grocery spreadsheet I have items divided by section in the grocery. This helps me because, I usually go through the store a very particular way, and its always, 100% of the time, the same. So, lets say you get to the store and you look at your regular hand-written non-excel list. You know that it would be a huge time-waster to not grab all of your produce at the same time while you are on that side of the store, so you do just that. You put bananas, tomatoes, strawberries, and carrots in your cart. You move along down your list, and likewise through the store. About halfway through your trip, you realize you forgot apples, so you go back to produce, get the apples, and then pick up where you left off.
If you're like me, when I go into the grocery with an unorganized list, its almost as bad as not having a list at all.... It wastes so much time and makes me thoroughly frustrated. So, if you use a spreadsheet, you can organize via section of the store you shop. Spreadsheets are also very easy to edit, so if one day you DO decide you need cranberries or hairspray, hey go for it!
Every week or month, just print a new page. I also have separate lists for different stores.
2. Record Keeping. Saying "record keeping" really opens up a can of worms, because that could mean anything.... But let me just elaborate. Using a spreadsheet to help you keep track of items where you may need several aspects of each list items, can just help you in remembering what you've done or what you need to do. To elaborate more, I'll show our "Moving Address Change List."Now, I actually found this idea online somewhere, when I was researching places that require address changes when you move, just so you know. Anyway, this spreadsheet is helpful because Nathan and I were able to work together in getting this done. This also helped us keep track of things we still needed to get done.
Sometimes, its important to not only have the primary list, but also have specific information going along with that list. If I had to guess, I'd say this is the most common use of spreadsheet among all users. Spreadsheets, in essence, are a never-ending table, so many times, when people want to make a table, they use excel spreadsheet or another spreadsheet service.
In this case, we wanted to keep track of numbers we called, representatives who we spoke to, and dates we completed the address change. This was a Google Sheets spreadsheet so that Nathan and I could both access and edit the table in real time. Additionally, we could access this on any device with internet. Google Sheets makes collaboration very easy.
Now, we can print off this completed page and save it with our important documents.
3. Address Lists. I realize there are those people who have a physical address book. The people that flip through a tiny leather-bound book and see hand-written addresses, then write letters using textured stationary and antique stamps. I like those people, and I appreciate their style, but I can't even pretend to be one of those them. Yes, I'm the girl that makes a spreadsheet for everything, and I'm not ashamed of it.
Anyway, this is a spreadsheet that I would suggest everyone to have, especially if you don't care that your Christmas Card addresses are printed on labels (we'll get to that later).
We have a spreadsheet with a bunch of addresses. It pretty much has everyone we know, due to our wedding invitations going out a year and a half ago. We have tabs for Family and Friends, Old Friends, and Acquaintances. Different occasions may require different addresses, so we have them separated to find people easily.
This tool is handy in several ways. Firstly, you can EASILY search for people, simply by using the 'find' command. Secondly, you can sort or filter your spreadsheet based on state, last name, or whatever. Thirdly, and most importantly, you can use an address spreadsheet to create labels in a jiffy. It takes some getting used to as far as what options to click, but once you have it down, it is SO fast. Again, this is a case of saving time in the long run but investing more time in the beginning.
Another reason I prefer to use a spreadsheet to store addresses is because they can easily be changed. ALSO, if you use Google Sheets you can share this with all of your family members.
Additionally, as with all spreadsheets, you could add another column on the edge titled "Christmas Card 2014" or "Moving Announcement" or "Birthday Package" or whatever, that way you can keep track of what you have sent people. Its just a thought.
These are only 3 useful ways to use Spreadsheets to List. The possibilities are literally endless. Tune in next time to read about Using Spreadsheets to Schedule.
Other Spreadsheet Posts
Tips & Tricks | List | Schedule | Organize | Calculate
Awesome! Something I have never done but I like your style! May have to try this out! I just went to get groceries, and yes, I was all over the store several times trying to get everything. Thanks Ashley!
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