Software & apps
Replacing spreadsheets: when your own software pays off
5 min read
Almost every small business has one: the spreadsheet a whole process depends on. Orders, schedules, stock or customer data. At first it is ideal, flexible and fast. At some point, though, it becomes a bottleneck.
Warning signs
- There are several versions of the same file, and nobody knows which is current
- Only one person really understands the formulas
- Data is copied by hand between files and systems
- Mistakes are noticed only when a customer complains
- Everyone sees everything, because access cannot be restricted sensibly
- Staff on the road have no good access
Three ways out of the spreadsheet
Off-the-shelf software: for common tasks such as accounting or time tracking there are good ready-made solutions. They are introduced quickly, but make you work their way.
Low-code tools: they let you build simple databases and forms yourself. Good for small teams and manageable processes, but they reach their limits as requirements grow.
Your own software: worth it when the process is central to your business, many people work with it or it has to connect to other systems. It fits your processes exactly and grows with you.
How the switch succeeds
- Start with the process that costs the most time or causes the most mistakes
- Look at a clickable prototype before anything is programmed
- Introduce a first version with the key features, then extend it
- Move the existing data over carefully, so nothing is lost
- Involve staff early, they know the pitfalls of today's spreadsheet best
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