Page 110 - Budgeting for Managers

Checking It Twice
Errors Created by
Reading Aloud
Spreadsheet Programs
Catches Errors
Some people might think,
tables, you can have someone read
“I can skip this chapter: I When you have complex 93
your work aloud to you while you
use a spreadsheet program check it against another copy.The
and it doesn’t make mis- other reader will read what he or she
takes.” Unfortunately, sees and you’ll hear errors that you
that’s simply not true. couldn’t see. If you say “OK” every
When we change tools, time a number is right and the other
we change the types of person says,“Next line” every time
he or she goes to a new line, you can
errors we make, but we
create a rhythm and go very quickly.
don’t get rid of errors. With
word processors and spell-
checkers, we make fewer spelling errors than we did with type-
writers and dictionaries. But we make more errors of using the
wrong word, because the spell-checker can’t catch those.
It’s the same with spreadsheet programs. There are fewer
addition errors, but there are more errors of other types: errors
in formulas, inserted columns that throw off our totals, and
other such things.
Spreadsheets can even make addition errors. Take a look at
columns A1 and B1 in Table 6-1, which was copied directly
from an Excel spreadsheet. Then, check the addition yourself.
Which column is right?
The “Everything Gets Checked” Office Policy
Some people think that if we want to check their work, we
think they aren’t doing a good job.To depersonalize this
issue and show people that we get better results by accepting help
and working together, try this. Make a rule that two people see every-
thing before it leaves the department. Start by having people read
what you write and correct it for you.When your team sees that you
want help (and they find a few dumb mistakes you’ve made), they’ll be
willing to receive help as well. Of course, you should make a policy
appropriate to your department’s workload. Perhaps you don’t check
every e-mail, but you check letters, tax forms, purchase orders, and
legal documents.