When spreadsheets stop being suitable operations infrastructure.

Spreadsheets are useful until the process outgrows them

A spreadsheet is often the fastest way to organise a new process. The problem begins when many people depend on it, several versions exist, access is unclear and management reporting requires repeated manual repair.

Recognise the warning signs

• The same customer or transaction is entered in several files.
• Staff cannot see who owns the next action.
• Important changes have no reliable history.
• Reports depend on one person cleaning data manually.
• Permissions are effectively all-or-nothing.
• Growth increases errors faster than capacity.

Do not digitise confusion

Buying software before agreeing the process can create a more expensive problem. Map the records, roles, decisions, exceptions, approvals and reports first. Decide which information is authoritative and who maintains it.

Move in controlled phases

Start with the smallest connected workflow that establishes dependable data and visible ownership. Import only understood records, test permissions and exceptions, and run acceptance scenarios with the people who perform the work.

Keep an exit path

A maintainable business platform should support documented administration, controlled exports, backups and clear responsibilities after launch. The objective is not to replace one dependency with another; it is to give the organisation a dependable operating system it can govern.