Growing Beyond Spreadsheets

The "Get Data" option in the Data menu lets you link outside spreadsheets and resources to a cell or table in Excel. This can include another spreadsheet, a OneDrive file, or even an SQL or Microsoft Access database. If you find yourself needing to link a number of outside resources to a single spreadsheet, it may be a sign that you need to leverage a database or dedicated reporting software.

If you find yourself leaning on multiple spreadsheets to generate key pieces of business intelligence, you may benefit from moving to reporting software. Spreadsheets make for excellent general tools, but specialized software will provide more robust functionality and unlock more efficient operations. If you aren't ready to commit to a full migration to new software, Microsoft Power Apps, Power Automate, and Access can be used to create a separation between your "data collection" and "data analysis" tools, improving performance and flexibility.

Having a single Excel file that multiple users need to access can cause issues in larger businesses. Shifting spreadsheets to a cloud environment such as OneDrive or Google Sheets can allow multiple users to access a spreadsheet at once and track changes to allow for data to be rolled back if problematic changes are made. However, dedicated reporting software will be much more robust and offer a greater array of options and built-in functionality.

Compiling data in a spreadsheet is an easy way to quickly analyze data. It is helpful to keep source data separate and protected, using references to the original cells to prevent this foundation from being deleted. If you have a value that is calculated using multiple formulas, such as a series of IFs or VLOOKUPs, consider spreading the calculation across multiple columns, with each running the previous column's result through a single function. These interstitial columns can be hidden to ensure the spreadsheet is still presentable, and breaking the calculation up can help troubleshoot errors. Once you begin using multiple cross-references, intricate LOOKUP functions, or complex pivot tables, standalone reporting software can provide the same or greater functionality, with more reliable performance and resiliency.

Identify requirements.

Ask the members of your team what they use their spreadsheets for, the challenges they may encounter, and what capabilities would make their jobs easier. AVIBE's dedicated Strategy Workshop can help make this an efficient and exciting process; we've helped numerous organizations produce a detailed Scope of Work outlining the exact functionality they need out of their business software. Stakeholders across the organizational hierarchy are invited to weigh in, ensuring that all requirements and use cases are captured in the final summary.

Determine budget. 

When assessing the budget available for new software, it is crucial to account not just for the financial resources that could be dedicated to the purchase, but also the potential for increased productivity that new software can unlock. For example, replacing a physical invoicing process with an online workflow might triple the number of bills that can be issued in a given timeframe, and creating digital guardrails could reduce the time and money spent fixing mistakes.

Locate product or company. 

Once you know your requirements and budget, you need to find a product that meets your defined criteria - or, connect with a custom development company to create a piece of software that exactly matches your needs. While off-the-shelf software can offer a wide range of features for a competitive price, it inevitably comes with compromises. Working with a company like AVIBE lets you fully define the final product, with complete control over the look and functionality.