Excel: The Software That’s Hard to Quit
Excel has firmly established its place in the business landscape over its remarkable 40-year journey.
The Enduring Popularity of Excel
Despite advancements in technology, Excel remains a staple in offices, even as its competitors emerge. A nod to its evolution, many employees still recall the boss key from the 1990s—a clever feature in computer games that quickly switched screens to an Excel spreadsheet when a manager approached. Today, however, the notion of working on Excel might draw disapproving looks from supervisors.
– Approximately two-thirds of office workers utilize Excel at least once an hour, according to Acuity Training.
– Tom Wilkie, Chief Technology Officer at Grafana, points out that Excel is simply an excellent tool for small datasets, quick analyses, and presentation-ready charts: There’s nothing better for quick and easy analysis.
The Challenges of Excel in Data Management
While Excel has its strengths, it also exhibits notable weaknesses. According to Prof. Mark Whitehorn, emeritus professor of analytics at Dundee University:
– Many businesses treat data processing, analysis, and visualization interchangeably, which can be problematic.
– He notes the reliance on macros—shortcuts automating spreadsheet tasks—often leads to poorly documented processes. If the original creator of a macro departs, others may struggle to use or modify it effectively.
– This lack of central data control makes securing and managing an organization’s information cumbersome. In one glaring example, Health New Zealand faced significant challenges when their primary data file for financial performance management was an Excel spreadsheet, leading to issues with data collection, consolidation, and error management.
In 2023, the UK faced recruitment chaos for anesthetists due to spreadsheet mismanagement, while the Afghan data scandal was similarly precipitated by Excel document sharing.
Shifting Away from Excel: A Tough Battle
Centralizing data management is paramount, according to Prof. Whitehorn. However, migrating teams away from Excel presents a unique challenge. Moutie Wali, director of digital transformation at Telus, shares insights into this struggle:
– External tools face difficulty offering a solution that bridges multiple teams.
– Wali led an initiative to transition hundreds of employees off Excel onto a custom planning system, focusing on seamless data integration and automation.
Despite the transition’s advantages, many employees were hesitant to abandon their familiar Excel configurations. Wali emphasized the importance of resolving this inertia: It is crucial to eliminate the option of using spreadsheets alongside the new applications.
Excel’s Evolution and Modern Use
In defense of Excel, a Microsoft spokesperson highlighted its transformative journey:
– Over the past four decades, Excel has morphed from a basic spreadsheet into a versatile platform.
– Notably, monthly usage has consistently grown over the last six years, attesting to its status as a primary tool for data analysis and reporting.
Rethinking Excel Usage in Small Businesses
The need to rethink dependence on Excel isn’t restricted to large organizations. Kate Corden, owner of Hackney Bike Fit, illustrates this point:
– Operating her bike-fitting business involves managing both client data and bike specifications. As a former corporate business development manager, she was well-versed in Excel but faced data vulnerabilities.
– Corden transitioned to LinkSpace, a case management tool that accommodates complex workflows, stating, A complete data management system is vital for my growth.
Julian Tanner, a PR executive and charity treasurer, also experienced the benefits of moving beyond Excel. By adopting an online accounting package integrated with invoice data extraction and AI capabilities, he reduced the charity’s annual bookkeeping costs by over £6,000: It’s an expense we always aim to minimize.
Future Possibilities Beyond Excel
For larger organizations, migrating away from Excel means:
– Improved workflow efficiency and standardized data suited for AI and machine learning applications.
– Moutie Wali projects potential savings of C$42 million ($30 million; £23 million) annually by eliminating misaligned capital as teams adopt new systems.
Yet, this evolution requires a willingness to relinquish control—real or perceived. Whitehorn asserts, Data belongs to the company, not the individual.
While complete detachment from Excel might be unrealistic, rethinking its role in daily operations is essential. The future may require a revised boss key to keep Excel usage discreet.
Conclusion
Excel has certainly cemented its position as a powerful tool—but innovation and adaptation may lead to better solutions in data management. As organizations assess their reliance on Excel, embracing modern tools could pave the way for enhanced efficiency and reliability in data processes.