There is no denying that spreadsheets have a place in business management. They are quick to create, familiar to almost all of your employees and can be flexible enough to manage everything from contact lists and stock records to project tracking and financial reporting.
However, there comes a point in the growth of every business where reliance on spreadsheets can create a weak point or, worse still, a risk.
Multiple Versions Are in Circulation
Data accuracy is crucial to any business. It’s easy to find yourself in a scenario where several versions of the same spreadsheet are all being used at once. Staff may have saved copies locally, versions may have been emailed between employees and copies may be stored in different folders. All of this can make it difficult to know which version is the most accurate or up to date.
As usage of the file grows, so too can the risk. The result is likely to be duplication of work, outdated information and decisions being made off the back of incorrect data.
Only One Person Understands It
Another vulnerability can occur when there is a reliance on a single employee for the ongoing management of the spreadsheet.
They may be a whizz when it comes to creating complex formulas and macros – things that make sense to them, but no one else. But what happens if that person is unavailable?
If they are off due to illness, on holiday or simply leave the business, that spreadsheet may suddenly become a lot more difficult to manage.
Errors Are Harder to Spot
Spreadsheets will often rely heavily on the manual entry of data. It can be very easy to accidentally mistype a figure, delete a formula or incorrectly copy a row of information. Those mistakes can affect reports, calculations and customer records without being immediately obvious.
As your spreadsheet grows, checking every row of data for accuracy can become increasingly difficult. Small errors will often remain hidden for some time and, in some cases, will only be discovered once they have caused a problem.
Access Is Difficult to Control
Controlling access to sensitive data is important to all businesses. Not every employee using your spreadsheet will require visibility of all the information it contains. However, traditional spreadsheets can make it difficult to control what individual users can view or edit.
This can create data protection and security risks – particularly if the file contains personal, financial or commercially sensitive data. Password protection may provide a certain level of control, but cannot be relied upon to fully protect your document.
Reporting Takes Too Much Time
Having quick access to key data aids decision-making. If employees have to spend hours copying information, preparing reports or moving data between separate systems, it can significantly impact the smooth operation of your business.
These repetitive tasks again increase the likelihood of manual errors being made, as well as taking staff away from more valuable tasks. If regular data feeds and reports are required, there may be a strong case for investing in automation.
What Is the Alternative?
Spreadsheets will always have an important place in business, but the key is to recognise when what should be a temporary tool has become a permanent system – without the controls, security or resilience that a system of that kind requires.
Get in Touch
If your business relies on a spreadsheet that has become difficult to control, vulnerable to errors or too time-consuming to manage, now may be the right time to replace it with something built for the job.
RWD Click has experience in developing systems capable of managing millions of rows of data. We can simplify your processes, improve data security and give your business greater control over the information that it depends on.
Speak to our team today to discuss your current system and discover how a tailored solution could save time, reduce risk and support future growth.
