#3 - Have you outgrown Excel

Work Smarter

Welcome to Episode 3 of the Work Smarter podcast, the show that helps you discover how technology can make a positive impact on you and your business. Each episode, we share the latest trends, tips, and tools to enhance your operations and create happier, more efficient workplaces. Today we dive into the topic of whether you’ve outgrown Excel.

Microsoft Excel is an essential tool in many careers and remains the most popular BI and reporting tool. It's used extensively by finance and sales teams for various tasks, from managing financial data to tracking sales opportunities and renewals. However, many organizations push Excel beyond its intended limits, making it a critical application that, if corrupted, could disrupt business operations. Issues such as multiple users needing access, sensitivity labels restricting co-authoring, and the dangers of relying on macros that may become obsolete with software updates highlight the challenges of overusing Excel.

If your business would be significantly impacted by an Excel failure, it’s time to consider more robust systems. Problems with version control, data size limits, and the need for multiple people to use the same file are clear indicators that you may have outgrown Excel. Alternatives like Microsoft Lists, Airtable, and Smartsheets offer enhanced functionalities. Microsoft Lists is an online database allowing for multiple data types, easy access management, mobile compatibility, and integration with reporting tools like Power BI. Airtable and Smartsheets provide better data connectivity and the ability to automate workflows through integrations with tools like Zapier or Microsoft Power Automate.

Moving to a more tailored application could be beneficial, ensuring better data integrity and security. Maintaining a single, accurate source of data is crucial. Ensuring proper data entry and avoiding duplicates or incorrect entries helps maintain data integrity. Protecting personally identifiable information (PII) and sensitive data is essential to prevent data breaches and comply with privacy regulations.

To transition effectively, start by analyzing your current use of Excel and identifying key areas where it falls short. Before purchasing new software, check if your current ecosystem offers tools that can meet your needs. Avoid fragmentation by consolidating onto fewer, more robust platforms that integrate well with your existing systems. Consolidation and sticking to core platforms will streamline processes and make life easier for both users and IT teams.

Stay tuned for our next episode, an AI primer for business leaders. We’ll demystify the buzzwords and concepts in AI, from large language models and GPT to prompts and priming AI. Join us as we break down these terms and explore how AI can benefit your business.

The Work Smarter Podcast is proudly presented by Propelle. Visit us at www.propelle.com.au.