5 reasons you need to ditch spreadsheets
Excel spread sheets have been quite useful as data formatting and calculating tools – but are they truly good enough to manage all your business processes? Truthfully, spread sheets are now obsolete and can cause more damage than good to businesses.
Nevertheless, several businesses across the world use spreadsheets primarily to manage the entire business workflow and lifecycle - from lead management, to time tracking, to reporting and everything in between. Not so ironically though, these businesses all experience a common set of challenges - Inefficiency, lack of empirical data, and deep insight analytics.
On the other hand, a job management solution like ArcWorkflow can handle your entire business workflow and increase your process efficiency, positively impacting productivity and profitability.
A major trap a lot of businesses fall into is complacency. Many businesses have grown so used to spreadsheets they refuse to look beyond. Using Google’s sheets isn’t going to make much of a difference, if you don’t have a powerful workflow manager handling the show.
Do you want your business to avoid this trap? Then, you would do well to watch out for these five signs that are screaming in your face it’s time to evolve.
1.Multiple versions of data
With spreadsheets, there is a 90% chance for data or formula errors in at least one version of the data. And that’s the catch, with multiple users formatting multiple version of the same data, it becomes increasingly difficult to maintain an empirical record. Also, with spreadsheets, you need to consolidate data every single time a new version of the file pops-up.
Storage of a super file is also difficult, since for collaborative purposes it has to be stored on the cloud – Google spreadsheets or the Dropbox widget might help you with versioning, but it can do little else.
This causes unnecessary frustration and forces employees to spend more time on non-productive, redundant jobs. Ironically, without employees spending time on this step, it might be near impossible to find accurate data, when push comes to shove.
2. Lack of visibility
With isolated versions of spreadsheets and no way of bringing up an empirical file without halting all updates, it’s next to impossible to have real-time visibility of business progress. Without this, a high velocity service business would fail severely, if it were to stop all processes just to see if all the data adds up. This, in turn directly impacts the time to delivery of services or products, and therefore impacts business bottom line.
Because of this severe drawback, you can only draw monthly, quarterly, or end of year reports, and no real-time data on the progress of every odd job and process.
With a job management software like ArcWorkflow, you’d be able to track the absolute status on jobs, staff scheduling, workload, etc., helping you to always stay on top of all your deliverables, without missing a beat.
3. Lack of business insights
The only way you can run a successful business, especially in a post-pandemic economy, is to make data-driven, informed, quick decisions, as the business landscape demands. Business leaders need to be on top of veritable data to take split-second decisions that could make or break a project. For such a feat, it is aggravating to have to compile data from multiple spreadsheets and present it in a way that makes sense.
To achieve this, it would consume time and resources, not to mention highly trained resources, who have substantial experience in data mining and analytics. Otherwise, you might end up with more errors than is negligible.
With a robust job management software, you’d be able to wrangle the data easily, helping you create reports and present analytics, that would be both, highly real-time and highly veritable. Better reports and better analytics mean better business decisions and therefore, better productivity, better performance, smoother workflows and better looking bottom line figures.
4. Lack of process consistency
With spreadsheets, you can customise and organize the sheets any which you want – there are literally endless ways to organize, format or display information. Although this sounds like a really good feature to have, it breeds serious inconsistency in the spreadsheets. With various stakeholders creating different versions, it is easy to miss the standardized format.
In an ecosystem like this, it is easy for teams to end up with process inconsistency and complicated workflows.
With a workflow management software in place, you can standardise processes to track time, tasks, costs and other data, organically increasing efficiency.
5. Space for improvement
For all of the above reasons, spreadsheets may not be the way forward to achieve organizational efficiency or process improvement. While spreadsheets might have helped with basic operations, you’d definitely need something more effective to set your plans for business improvement in motion.
A robust workflow management software offers an easy way to wrangle data from various business sources such as accounting and payroll, and helps to ultimately improve business operations.
If you are looking to grow your business and detest being stuck with obsolete spreadsheets to process your data, we are here to help.
Get in touch with our experts to know how ArcWorkflow can help you organize your workflows and derive deep insights of your data. It’s time to go into overdrive – get ready to board the Arc!