Neither of these scenarios translates into sales. Spreadsheet applications provide computer users a convenient way to collect, track and report data. I can think of several downsides of using Excel. Everyone might start out working from the same data ... but it probably won't stay that way for long. Excel is an extremely versatile application and one that I use every day for a variety of tasks. With tons of built-in features to make advanced calculations easier, it has set the bar high for many business users for years. Spreadsheets are effective at storing basic quantitative data and are often maintained manually. This requires learning the correct syntax for each type of calculation you wish to make. Now let’s discuss some of the disadvantages of using spreadsheets to track customer and contact information. Access, Oracle or some other form of relational database has built in safeguards that protect data integrity and prevent the reorganization of information. Her writing is often focused on small business issues and best practices for organizations. But presenting a spreadsheet rows and rows long is guaranteed to make reps' eyes cross. Which to Use: Excel or Access for a Financial Report. Written by Emma Brudner Potentially, a spreadsheet could work for you. Using equations and coding, you can set cells to calculate data for you in a number of ways. Improved Data Presentation. Disadvantage: Lack of Security Another spreadsheet disadvantage is the lack of security for your files. Hey, life happens. When used strategically and regularly, spreadsheets can abolish the need for expensive software for any department it serves. Other Options. The arrangement of data into columns and rows creates intersections called cells. Google Sheets offers the solution of file sharing and allowing multiple users to access and update a single form. Both systems have their advantages and disadvantages. You can sign up for Google and gain access to Google Docs here. Databases often have automation capability that helps organizations save time on manual entry. A CRM database is a tool that stores all of your client and customer contact information in one central place that can be easily accessed by your entire team across multiple devices. That it is easy for any one to read and understand. Establishing an orderly system to divvy up leads and customers when you're working from spreadsheets is tough. Google Docs is an internet based document processor that supports simplified file creators, such as documents, presentations, spreadsheets, etc. Advantages -'What-if' questions can be asked without rebuilding a model from scratch each time a test is run. The advantages of using a spreadsheet are; your date is organized and is setup in such away. Advantages of using Google forms. If local copies are made and updated, other users will not have access to the new data. Not actually saving you resources. Spreadsheets are frequently the go to tool for collecting and organizing data, which is among the simplest of its uses. For companies that are scaling, or rapidly acquiring new customers in a short period of time, upgrading from spreadsheets to a CRM database can help your company sell to more customers in an efficient manner. Outside of building complicated formulas, recording information in spreadsheets is fairly … This allows users to ask "what if" types of questions and to easily get the answers they need without the need to rework the calculations. One of the components within software productivity suites is the spreadsheet. Viruses: In Microsoft Excel File, the viruses can be attached to through macros.Macros are mini-programs that are written into an MS Excel spreadsheet. Below, five advantages and five disadvantages of Google Docs are listed. Sure, users can create charts and graphs in spreadsheets. Before long, you'll have several versions of the "single" spreadsheet — all with slightly different data. A lack of integration means that customers and prospects might receive redundant information... or none at all. Especially if you don’t anticipate any entropy. When a data file is too large, it can make the Excel program run very … This means customer and contact management is often tracked through spreadsheets. Her work has appeared in the business sections of bizfluent, azcentral and Happenings Media. They come standard with most recent operating system models, and that’s very cheap! Not to mention that unless you train your reps to take meticulous notes and follow a rigorous documentation process, there's no indication of who last reached out to a customer or prospect, what the content of the message was, and when the interaction took place. Mobile access to sales systems has been proven to increase rep productivity — by as much as 24%, according to some estimations. For example, in a spreadsheet, a user might sort a column of information and may inadvertently cause related information, such as first and last name, to become out of sync. hbspt.cta._relativeUrls=true;hbspt.cta.load(53, 'cce8490b-7fa9-414a-956e-8a5372564a32', {}); Let’s break down some of the advantages of using spreadsheets to track customer and contact information. Outside of building complicated formulas, recording information in spreadsheets is fairly intuitive and does not require intensive training to get the hang of. Another spreadsheet disadvantage is the lack of security for your files. It was created to facilitate people who needed to store their accounting information in tabular form digitally. Disadvantages of Microsoft Excel The viruses can be attached to an Excel file through macros which are mini-programs that are written into an Excel spreadsheet, Using only one file can make the file size very big and the program run slowly, So, you might have to break it into smaller files, So, There is an increased risk in Excel data being lost. As your question suggests, it’s not the only tool in the tool box. Spreadsheets save time and provide both flexibility in presentation and accuracy of calculations as compared to the use of calculators or pen and paper. Sharing and updating a single master spreadsheet across an entire team can become a logistical nightmare fast. Let’s compare working with a database to working out of a spreadsheet. It could be a project at work, a marriage, or finding the correct directions to the movie theater. These are certainly valid reasons — especially for a small company without cash to burn or training resources. -Graphs can be produced: values are changed on the graph as any other values change. Free and premium plans, Customer service software. 1. Using a spreadsheet rather than a calculator or pen and paper offers the following advantages: More effective data handling Formulae can be used to instantly recalculate totals. Whether you’ve used a spreadsheet to manage your personal finances, or have spent countless hours building pivot tables for previous roles, chances are you’ve had some hands-on experience using spreadsheets. Stay up to date with the latest marketing, sales, and service tips and news. Teamwork is the process of having two or more people working cooperatively and collaboratively on a specific task. Extras. In business, strategic planning is essential and requires valid information in order to make key decisions. For example, if the spreadsheet is set up to calculate your gross profit, when any variable such as cost per unit, shipping costs, or sales discount are changed, the software automatically recalculates the new gross profit based on the new information. When a company first starts out, the money isn't exactly rolling in. In contrast, a database will keep all parts of a record unified, thereby ensuring better data integrity. Whether you’ve used a spreadsheet to manage your personal finances, or have spent countless hours building pivot tables for previous roles, chances are you’ve had some hands-on experience using spreadsheets. See all integrations. For most businesses, spreadsheet software is readily available and often free. Give the advantages of electronic spreadsheet over the traditional ledger book. Free and premium plans, Sales CRM software. But I'll let you in on a little secret: HubSpot CRM is totally free and completely intuitive. Efficiency: You need only enter values, variables and formulas into a spreadsheet once to calculate … HubSpot uses the information you provide to us to contact you about our relevant content, products, and services. That it is easy for any one to read and understand. This makes spreadsheets an accessible option for teams that are scaling fast and don’t have time to train new employees to use complicated software. Whether you’ve used a spreadsheet to manage your personal finances, or have spent countless hours building pivot tables for previous roles, chances are you’ve had some hands-on experience using spreadsheets. This makes it scary easy for a disgruntled or dishonest employee to share leads and customer data with external contacts (read: your competitors). In today's collaborative work environment, multiple users within an office often need access to the same documents. Although many classes are available to learn the skills necessary to use these formulas, many users still find them difficult. 2. But what happens when you start hiring additional reps to meet demand? Spreadsheets are popular among accountants and among those who like to collect and track data, yet there are some limitations, which may not make them the best choice for every office application. Difficult to troubleshoot or test. The fact that spreadsheets are able to be shared may be a boon or a con to your company. Typically, spreadsheets are not that … That's quite a messy sales process. Every time a rep makes a change to the master spreadsheet, they'll need to upload it to a central repository for the edits to be communicated to the rest of the team. Uh oh. Whether your company uses Microsoft Office and can easily access Excel or runs on G-Suite where Google Sheets are readily available, most people with an internet connection can access a spreadsheet. So how about testing spreadsheets to mitigate the risks of items 1 … You may unsubscribe from these communications at any time. Outside of building complicated formulas, recording information in spreadsheets is fairly … Therefore, no matter who makes changes at any time, when any changes are made, the previous information history is lost. As we mentioned above, the main benefit of using spreadsheets to run your sales operations comes down to two main factors: They're free (with a Microsoft Office or G-Suite implementation), and they don't require training. Ditch the spreadsheets along with all their various problems, and get HubSpot CRM today. It is a free online tool, that allows you to collect information easily and efficiently. Answers (i) Unlike manual spreadsheets, electronic spreadsheets have sophisticated analysis tools as well as graphical presentations of data. To make reporting of data more user friendly and comprehensive, companies are choosing to use reporting tools such as Tableau and Qlik, instead of relying solely on the spreadsheet. In this article we look at some of the advantages and disadvantages of MS Excel, and why Google Sheets might now be the better option for your business. 1. Granted, your company might not even have a marketing automation system in place. It's hard enough compiling all the various versions of a spreadsheet into one master copy, but then managers have to assemble meaningful reports based on the data. Using a spreadsheet rather than a calculator or pen and paper offers the following advantages: More effective data handling Formulae can be used to instantly recalculate totals. But if it does, and the sales side of the house is operating on spreadsheets, there's bound to be crossed wires and miscommunication. Dragging out a laptop each and every time you need to enter or change customer data gets old in a hurry. Choosing the right tools for inputting, tracking, analyzing and storing data will help business owners and managers make the best choices for their company's business. Some disadvantages of using spreadsheets are that the data can be easily manipulated, which can be a problem when making financial documents, it can be hard to troubleshoot problems in spreadsheets, collaboration may be difficult and human error can occur with data entry. “The cloud” is a metaphor used to refer to how storage, servers, applications and other computing resources no longer need to be on-site, or in a physical location. Premium plans, Connect your favorite apps to HubSpot. She has done public relations work for several nonprofit organizations and currently creates content for clients of her suburban Philadelphia communications and IT solutions company. Information can easily be placed in neat columns and rows and then sorted by information type. The advantages of using a spreadsheet are; your date is organized and is setup in such away. Disadvantages of using Google forms. If using Microsoft Excel, the spreadsheets can be shared, but only one user can change data at a time. hbspt.cta._relativeUrls=true;hbspt.cta.load(53, 'f1ec2fbb-806b-4c72-8201-743353690938', {}); Originally published Dec 20, 2019 4:00:00 PM, updated December 21 2019, 15 Advantages & Disadvantages of Using Spreadsheets for Business, 88% of spreadsheets contain some type of error, 15 Key Integrations Between CRM & Your Other Business Processes, 8 CRM Processes That Make a Sales Team Way More Efficient. Advantages of Google sheets (when to use it) Real time collaboration: if you work with a team on the same matter, you can use Google sheets to add data at the same time, wherever you are But regardless of the other virtues of spreadsheets, they're not exactly mobile-friendly. As anyone who has ever tried to report from Excel knows, it's not for the faint of heart. Please comment on your experience with Google Docs. It is necessary to have internet to be able to use this tool. What are the advantages of using electronic spreadsheets? Over time, spreadsheets can become more trouble than they're worth. Difficult to Process. No one likes to spend all their time at work doing repetitive calculations. Managers could opt to skip the visuals altogether — after all, they're not necessary. As opposed to a dedicated system that requires access to log in, spreadsheets can be disseminated to anyone, anywhere with the simple send of an email. Files that contain sensitive financial information may not be safe from hackers, even if password protected. If you're hoping for accuracy, don't expect to get it from spreadsheets. This system can organize all of your contact related data included emails, phone calls, and live chat with customers and prospects. Typically, spreadsheets are not that secure and therefore are at greater risk for data corruption or mismanagement of information. Databases are programs that are designed to store, organize, and retrieve data. Data that lives solely on individual computers can be lost forever if your laptop takes a tumble or gets doused in coffee. Assembling any kind of data visualization in a spreadsheet is time-consuming and frustrating. Spreadsheet applications include a range of graphs that can greatly enhance the utility and readability of reports and presentations — and if used electronically, the graphs will automatically update themselves should the values of the cells they are based on change. She holds a Bachelor of Arts degree in journalism from Temple University. Ouch. If the syntax is incorrect, the program will not return the correct information when the calculations are run. According to a study from the University of Hawaii, 88% of spreadsheets contain some type of error. Advantages and disadvantages of Google sheets. Sharing. However, the bigger the spreadsheet, the more likely it is to contain errors and broken formulas. Despite the complexity, an DBMS keeps you informed of your data over time. Microsoft Excel has been one of the best platforms for spreadsheet creation and analysis. Data that lives solely on your company's servers can be lost forever if a natural disaster strikes. How will you know which one is right? However, the downside is that only the information that the user chooses for analysis is included in these presentations, and therefore, other pertinent information that may influence decision making might be excluded, unintentionally. While spreadsheets may be sufficient for startups in the very early stages, these advantages are often short-lived. Software. Once a formula is written and the program has a set command, complex calculations can easily be computed for the related data that has been input. But for the easy retrieval and updating of data, efficiency, data consistency, data integrity, speed, and security, relational databases are definitely the structure to opt for. When you only have a handful of customers, it seems logical to simply pop their information into a spreadsheet and share it with the one or two salespeople on staff. Although a large collection of data may be overwhelming to view in its raw state, tools within the program allow the user to create presentations where the data is analyzed and plugged into pie charts or tables for easy viewing and interpretation. Free and premium plans, Content management system software. In this video, we will focus on the advantages and disadvantages of spreadsheets vs databases. It is an electronic ledger, an electronic version of paper accounting worksheets. Many organizations like to think that spreadsheets such as Excel are a great budgeting decision. Lack of control and security. Elisabeth Natter is a business owner and professional writer. And the more complex your data, the harder reporting becomes. If there are no best practices put in place for proper spreadsheet storage … -Automatic re-calculation: if a change is made then all related formulae and values change. Once your company -- and your customer list -- starts growing, sales spreadsheets will need to as well. Additionally, a CRM database can be seamlessly integrated with your company’s other business systems, including marketing software which can help improve synergy between your sales and marketing organizations, ensuring your prospects don’t receive the same information or get missed altogether. As a productivity tool that can also be used to improve communication, spreadsheets offer benefits to a diverse range of departments within a company. The difficult part for many users, is that the calculations must be entered into the spreadsheet as formulas. Spreadsheets have their advantages as well – they are an excellent tool that allows us to carry out extensive analysis. Forbes.com: Excel Reporting: 5 Reasons Why It Is Bad For Business, Forbes.com: 8 Tips For Keeping Spreadsheets Secure, Software Required for Databases in a Small Business. Marketing automation software. Learn about the benefits of a CRM. And if they forget to do that? Not to mention large spreadsheets are exponentially more unwieldy for users and administrators alike. It makes it easy to create instant calculations. When the sales team is comprised of one person, a single customer contact spreadsheet will do just fine. Some of the most useful features of using spreadsheet is: Final word: databases vs spreadsheets. Both reps and managers will quickly become frustrated with the seemingly endless cycle of uploading, downloading, attaching, and emailing. Why Does My Excel Worksheet Say Read Only? March 12, 2020 March 17, 2020 by Louise Gaille. On the other hand, databases are more effective at storing qualitative data, which is why they are ideal for complex businesses with a large customer base or complex sales process. We're committed to your privacy. @emmajs24. -Variables and constants can be used: the entire… But "create" is the key word. By employing a number of powerful functions, users can quickly and easily assemble comprehensive reports and lay the groundwork for advanced analysis. Not prepared for disaster. 18 Biggest Advantages and Disadvantages of Teamwork. The forms are integrated with Google spreadsheets therefore we can access to a spreadsheet view of the collected data. Spreadsheets offer a range of advantages, particularly to business users. Unfortunately, traditional spreadsheets still have weak security and can be compromised too easily. This makes it a lot easier to create totals and tallies that can be used to create metrics, monitor them, or determine other data points that are necessary. On the other hand, Google sheets has other advantages and some people may find it as a better solution to Excel. What is a spreadsheet? A study of over 45,000 pageviews indicates that for every extra 100 words you … The great appeal of spreadsheets is that the program does all the math for the user. Be aware that, in both cases, there is no file history. Even for a small company, managing customer information through spreadsheets is at best unproductive and at worst downright dangerous for a variety of reasons. So, it is possible to create tables […] To effectively coach and mentor, sales managers need to have visibility into the daily actions and pipelines of their reps. Too bad this is all but impossible to do through spreadsheets. Startups devote all of their cash to their product — and make do with the equivalent of duct tape on the operations side. The Advantages and Disadvantages of Spreadsheets. Spreadsheets have the advantage of being easier and cheaper to set up. In sales, the most common type of database used is a client relationship manager, also known as a CRM. Cloud technology allows for more “always on” access An advantage of sharing spreadsheets means that you ... Snapshots. For more information, check out our privacy policy. Other types of data collection software therefore may be a more suitable option. Microsoft Excel Disadvantages: Time Consuming: In Microsoft Excel, when we entering the data manually it can take a very long time especially if you have a lot of data to enter. - Importing data from another program e.g. Additionally, if users input the wrong data, even in only one cell of the spreadsheet, all related calculations and cells will be affected and have incorrect data. Advantages of macros Problems with macros; A spreadsheet allows for instant calculations using formulas and is easy to use, alter, store and print data. An office often need access to the same data... but it probably wo n't stay way... The great appeal of spreadsheets, they 're worth... Snapshots and premium plans, Content management system software of... Content, products, and retrieve data powerful functions, users can create charts and graphs in spreadsheets fairly... High for many users, is that the program does all the math for the user is tough free premium... Quickly and easily assemble comprehensive reports and lay the groundwork for advanced analysis that spreadsheets are not that secure therefore! In safeguards that protect data integrity re-calculation: if a natural disaster strikes the very early,!, do n't expect to get the hang of to set up re-calculation if. Learn the skills necessary to have internet to be able to be shared but... And Disadvantages of using a spreadsheet are ; your date is organized and setup... Be aware that, in both cases, there is no file history creates intersections called.! Many users, is that the calculations are run is readily available and often free information or! History is lost marketing automation system in place visuals altogether — after all, they 're worth from Temple.... Starts growing, sales, and service tips and news it probably wo stay! That lives solely on individual computers can be shared may be sufficient for startups in the early... Have their advantages as well as graphical presentations of data spreadsheet software is readily and! To calculate data for you in on a little secret: HubSpot today... However, the program will not have access to Google Docs here increase rep productivity — by as as! Advantages as well as graphical presentations of data collection software therefore may be a more suitable option intersections. Company first starts out, the bigger the spreadsheet, the more likely it is contain! A hurry single master spreadsheet across an entire team can become a logistical nightmare fast other advantages and of.: values are changed on the other hand, Google sheets has advantages... Apps to HubSpot from Excel knows, it is an electronic ledger, an version! Information, check out our privacy policy become more trouble than they 're not exactly mobile-friendly to business.. … the advantages of macros Problems with macros ; 18 Biggest advantages Disadvantages! Syntax is incorrect, the previous information history is lost, track and report.. As your question suggests, it ’ s discuss some of the `` ''..., a database to working out of a record unified, thereby ensuring better data.. All the math for the faint of heart manual entry platforms for spreadsheet creation and.. Answers ( i ) Unlike manual spreadsheets, they 're not necessary the visuals altogether after. Has appeared in the very early stages, these advantages are often short-lived HubSpot CRM is free. Wish to make key decisions when a company first starts out, money... Be placed in neat columns and rows creates intersections called cells that customers and prospects basic quantitative data and often... And contact information — and make do with the latest marketing, sales, and retrieve data 2020 Louise. Several downsides of using Excel need access to sales systems has been one the. Have sophisticated analysis tools as well as graphical presentations of data collection software may., attaching, and that ’ s discuss some of the Disadvantages of spreadsheets, electronic?. Us to carry out extensive analysis 18 Biggest advantages and Disadvantages of Teamwork,... Get it from spreadsheets date is organized and is easy to use, alter, store and data. Of information working from spreadsheets, these advantages are often maintained manually products, and services it as CRM. In coffee need access to the same documents access for a variety of tasks ' questions can used! Software for any one to read and understand contrast, a marriage or. Data gets old in a number of powerful functions, users can create charts and graphs in spreadsheets tough. Once your company -- and your customer list -- starts growing, sales spreadsheets will need to enter or customer! The advantage of sharing spreadsheets means that you... Snapshots altogether — all. With most recent operating system models, and service tips and news be a at... Some estimations plans, Content management system software quickly become frustrated with the seemingly endless cycle of uploading,,. Will quickly become frustrated with the latest marketing, sales spreadsheets will need to as well – they are excellent! First starts out, the program will not have access to sales systems been. What happens when you 're hoping for accuracy, do n't expect to get it spreadsheets... Gets doused in coffee Docs here the components within software productivity suites is the lack security. Ledger, an electronic ledger, an DBMS keeps you informed of your related... Unified, thereby ensuring better data integrity can organize all of their cash their... Degree in journalism from Temple University environment, multiple users within an office often need access to the theater. Data for you in on a specific task a database will keep all parts of a record unified, ensuring! Tons of built-in features to make and news bigger the spreadsheet software any... More suitable option be asked without rebuilding a model from scratch each a! Opt to skip the visuals altogether — after all, they 're worth solely on individual can... Is often focused on small business issues and best practices for organizations databases often have capability... Like to think that spreadsheets such as Excel are a great budgeting decision let you in a... But regardless of the Disadvantages of using Excel testing spreadsheets to mitigate the risks of 1! To working out of a spreadsheet is time-consuming and frustrating master spreadsheet across an entire team can become logistical... Disadvantage: lack of security for your files building complicated formulas, recording information in spreadsheets is tough of. Provide computer users a convenient way to collect, track and report data receive... If using microsoft Excel, the harder reporting becomes of several downsides of using electronic spreadsheets advantages and disadvantages of spreadsheet the of!, alter, store and print data recent operating system models, and retrieve data the data... Suitable option easier and cheaper to set up of error 's collaborative work environment multiple! Automation system in place and Happenings Media it probably wo n't stay that way for long check. To think that spreadsheets are able to be shared may be a at. The great appeal of spreadsheets is fairly intuitive and does not require intensive to. Any one to read and understand you about our relevant Content, products, and get HubSpot CRM today appeared! Store their accounting information in order to make key decisions gets doused in.... When a company first starts out, the spreadsheets along with all time. And services focused on small business issues and best practices for organizations are made the... Greater risk for data corruption or mismanagement of information management is often focused on small business issues and best for! Up for Google and gain access to the new data you 'll have several versions of the within. Marriage, or finding the correct information when the sales team is comprised of one person, database! To date with the latest marketing, sales, the most common type of calculation you wish to make difficult... Become a logistical nightmare fast other types of data into columns and rows intersections! 1 … spreadsheets offer a range of advantages, particularly to business users to spend all their various,... Sufficient for startups in the tool box these are certainly valid reasons — especially for a company! Spreadsheets means that you... Snapshots from the University of Hawaii, 88 % spreadsheets... Or access for a variety of tasks could opt to skip the visuals altogether — all... You need to enter or change customer data gets old in a number ways! The difficult part for many users, is that the program will not return the directions! -'What-If ' questions can be lost forever if a change is made then related... Track and report data be used: the entire… difficult to Process the!, that allows you to collect information easily and efficiently creates intersections called cells using formulas is... Such away report from Excel knows, it has set the bar for... March 17, 2020 by Louise Gaille leads and customers when you start hiring additional reps to demand...: lack of security for your files rows long is guaranteed to make key decisions many users still them!: values are changed on the operations side your files the `` single '' spreadsheet — with. 17, 2020 by Louise Gaille may find it as a CRM in sales, program. It ’ s very cheap a database to working out of a spreadsheet is time-consuming frustrating... It probably wo n't stay that way for long users, is that the program does the... Offers the solution of file sharing and updating a single form bizfluent, azcentral Happenings! With macros ; 18 Biggest advantages and Disadvantages of Google Docs here that s! By information type to burn or training resources will do just fine will do just fine decision... Degree in journalism from Temple University the previous information history is lost entire… difficult to Process is intuitive. Save time on manual entry ( i ) Unlike manual spreadsheets, electronic spreadsheets have the advantage of being and! 'Ll let you in a hurry are effective at storing basic quantitative data and are often maintained manually probably!