Spreadsheets rarely become a problem overnight.
Usually, an organisation gradually adds more columns, formulas, tabs and
processes until one day the spreadsheet has effectively become a
software application---without the safeguards of one.
Here are five signs that this is happening.
1. You have multiple versions of the same data
If you regularly hear:
- "Which file is the latest?"
- "I sent you the updated version."
- "Please don't edit this copy."
you have a data management problem.
A central system can provide one source of truth.
2. Staff spend time fixing data
If people regularly correct duplicate records, broken formulas,
inconsistent names or missing information, the system is consuming time
that could be spent elsewhere.
Data validation and structured forms can prevent many of these problems.
3. The spreadsheet controls an important workflow
If your spreadsheet determines whether an application is approved,
whether a payment is processed, whether a client receives a service or
whether an important deadline is missed, it may deserve a more robust
system.
Critical workflows need reliability.
4. You need different access for different users
If managers should see everything but staff should see only their
assigned records, spreadsheet permissions can become difficult to
manage.
A database-backed application can enforce permissions at the record and
action level.
5. Reporting requires manual work every month
If someone spends hours copying data, cleaning it and preparing the same
report every month, the reporting process is a strong candidate for
automation.
What should you do?
Do not immediately throw away your spreadsheets.
Start by mapping:
1. What data do you store?
2. Who uses it?
3. What processes depend on it?
4. What problems occur?
5. What reports are required?
6. What should be automated?
You may discover that only one part of the workflow needs to change.
The bottom line
Outgrowing spreadsheets does not mean spreadsheets have failed.
It means the organisation has become more complex.
The right next step could be better spreadsheet design, automation, a
database or a custom application.
Trygg Montis helps organisations make that transition without
over-engineering the solution.