So you’re tracking your day to day operations by using a spreadsheet. But you have the nagging feeling there’s a better way that’ll save you time and take things to the next level with achieving goals. We’ve got your back. Here’s the top ten reasons how moving from a spreadsheet to a system will help improve your tracking:
1. Retain information over time
- Spreadsheet: When tracking notes over time, you either overwrite history or make the spreadsheet wide and unmanageable to capture the details.
- System: Keep a history of all interactions, easily scaling as you add information over time, and still be able to generate a spreadsheet on demand.
2. Provide accountability
- Spreadsheet: Once details are added, you don’t know who did what and when.
- System: Create great documentation with time and date stamped notes show who did what.
3. Send communication
- Spreadsheet: No emails are sent from a spreadsheet and the only way to communicate is send the whole document.
- System: Alert the right people instantly and to take action as needed for specific items.
4. Control access
- Spreadsheet: Everyone can see everything in a spreadsheet and it’s critical for each person to update the most recent version.
- System: Control who sees what, automatically assigned during import of accounts and updated individually or in bulk.
5. Keep data safe
- Spreadsheet: The sort function can also destroy the data, which can be impossible to repair. The file can also become corrupt or lost.
- System: Only select people can change the structure of the site and safeguards protect and prevent deletion of data.
6. Include all data types
- Spreadsheet: Only simple data containing words and numbers are stored, requiring a separate task calendar, file sharing site, etc.
- System: Organize all notes, data, files, tasks and appointments for each record in one online place
7. Transfer easily
- Spreadsheet: The limited amount of information in a spreadsheet makes is hard to hand off a record from one person to another.
- System: A details trail in a system make transferring a simple, seamless process.
8. Set reminders
- Spreadsheet: Spreadsheets won’t remind people to take actions, nor push appointments to a calendar.
- System: Set one time or repeating tasks to follow-up, and have appointments appear in Google, iPhone or Outlook calendars.
9. Create deliverables
- Spreadsheet: The spreadsheet is your only asset.
- System: You can see on-screen dynamic reporting or create spreadsheets for different purposes, from high level to detailed results.
10. Scale your tracking
- Spreadsheet: Built for data analysis and calculations at a specific time, managed by very few people.
- System: Designed for managing initiatives with many people with powerful searching and generate various spreadsheets as needed.