Become more efficient immediately
MAY 2018 | 6 MIN READ
Spreadsheets have been a great way to manage data from equipment to bookkeeping, project management, task management and more. Have you ever thought of how efficient they are when transferring information between employees? Taking the time to update, save, print, send, update, save, update, save…….can be quite time-consuming and tedious.
One of the most popular spreadsheets is Microsoft Excel. The basics of excel were easy, and templates helped get you started but instantly there were limitations.
Does this look like any one of your spreadsheets? Numerous columns and rows leading to nowhere.
Because it was cheap, easy to use and popular doesn’t mean it’s the right tool for you and your team. Have you inturn looked at the disadvantages of using spreadsheets?
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Five Disadvantages of Spreadsheets
Fickle, erratic, undependable
- Ever had a computer crash after you have spent hours updating your spreadsheet? Hardware failures, viruses and software malfunctions can erase your hard work in a flash.
- With so much data how do you find and correct errors? Like finding a needle in a haystack, the larger the volume, the larger the haystack.
- Validating data with multiple people involved, tracking versions and updates? Time, time, and more time spent.
- Copy and pasting may be a quick way to enter data but can come with numerous errors such as formula errors.
- Moving data across multiple locations and sheets can lead to further undependable data
No Real-Time Data
- Keeping up with new data means repeatedly entering new data and saving. Now more employees need the same information, wait who has the current version and who has the correct version?
- Where is the audit trail when multiple are editing a spreadsheet and one error is made?
- Did we mention keeping your spreadsheet up to date?
- One person editing a spreadsheet is fine. Throw four people editing a spreadsheet. Now add all four editing at the same time.
- With no version control, you cannot tell who changed what and when. Mistakes could be blamed on anyone.
- With multiple copies of the spreadsheet, each user’s data may be manipulated differently.
- Editing data from your phone is often painstaking as the screens are too small and there are too many data fields.
Too complex for clarity
- Does your team have process flows and priorities? Do only certain employees need to see certain protected data? Excel can be unfunctional when it comes time to set security restrictions.
- Spreadsheets have never had a good user interface to lead employees to pick up workflows easily.
- Images can’t easily be inserted.
- Too much data can lead to irrelevant analytics.
- Line after line of dry data, where’s the colour?
- Predicting inventory needs and customer demand can be overshadowed by old data.
The bottom line
Spreadsheets were great, key word being ‘were’. Errors in data can quickly waste employees and company time, in turn, waisting your company money and creating stress at all levels.
Data can quickly become outdated, stay relevant with software that shows you what you want when you want, with the ability to dive into the data if needed.
If you are still using spreadsheets to do a majority of your work, you should look into an industry-specific business management system. Real-time data, workflow processes, employee input and more can turn your company into the efficient workplace it was always supposed to be!