In the ever-evolving landscape of business technology, one software has managed to maintain its stronghold despite the passage of time – Microsoft Excel. As the 40-year-old spreadsheet program continues to dominate the corporate world, industry experts and researchers are grappling with the challenges it poses to more streamlined digital workflows and the integration of advanced analytics.
According to a study by Acuity Training, two-thirds of office workers use Excel at least once every hour, underscoring its ubiquity in the business environment. The software’s persistence is partly attributed to its widespread integration into technology education, alongside other staple programs like Word and PowerPoint.
“Excel is just a really good tool. If you want to look at a small data set, try an idea, or make a quick chart for a presentation, there’s nothing better for quick and easy analysis,” explains Tom Wilkie, the chief technology officer of data visualisation firm Grafana.
However, the reliance on Excel has also created challenges for organisations, as they often fail to distinguish between data processing and data analysis and visualisation. Professor Mark Whitehorn, emeritus professor of analytics at Dundee University, highlights the issue of “small departments where data comes in, goes into a spreadsheet, is run through macros, and it spits out the other end.”
This fragmented approach to data management can lead to critical issues, as seen in the case of Health New Zealand, which used an Excel spreadsheet as its “primary data file” for financial performance analysis, resulting in discrepancies and difficulties in gaining a real-time overview.
Attempts to wean organisations off their Excel dependency have proven challenging. Moutie Wali, the director of digital transformation and planning at Canadian telecom firm Telus, shares his experience of overseeing a drive to shift hundreds of staff members off Excel and onto a custom planning system. Despite the aim to improve data integration, increase automation, and incorporate AI, Wali faced resistance from employees who wanted to keep their existing Excel setups.
The reluctance to abandon Excel is not limited to large enterprises. Kate Corden, who operates a bike fitting business, Hackney Bike Fit, has also grappled with the risks of data loss and alteration inherent in Excel. She has since switched to a more comprehensive data management system, LinkSpace, to streamline her operations.
While the benefits of moving away from Excel can extend beyond improved data management, such as cost savings and enhanced reporting capabilities, the task of completely excising the software from organisations may be unrealistic. Professor Whitehorn suggests that the “boss key” – a feature that allowed employees to quickly switch to an Excel spreadsheet to appear busy – may need to be redesigned in the future to accommodate the continued use of spreadsheets.
As the digital landscape evolves, the challenge for businesses will be to find the right balance between embracing new technologies and leveraging the familiarity and versatility of Excel, all while ensuring data integrity and streamlined workflows.
