When a spreadsheet is enough
A spreadsheet can be a good fit for a small, understood task with clear responsibility and manageable records. Improving labels, validation or working practices may solve the problem without new software.
Review the process when multiple people depend on the same information and it becomes difficult to know which version is correct, who can change it or what should happen next.
Look at the work around the sheet
Roles and access
Who can view, edit or approve each part of the work? Are those boundaries clear?
Validation and history
What makes a record complete? Can the team understand what changed and why?
Handoffs and exceptions
How does the next person know work is ready? What happens when information is missing or a request changes?
An illustrative request workflow
A team records incoming work requests in a shared spreadsheet. One person checks each request and another carries out the work. The example below shows decisions to examine, not a measured result or a completed TEAL project.
- Request arrives: record its purpose and the information needed to assess it.
- Check completeness: mark missing information and give one person responsibility for obtaining it.
- Assign the work: identify an owner and make the next action visible.
- Handle an exception: if the request changes, record the change and decide whether it needs review.
- Close the request: record the outcome so the team knows the work is complete.
A better sheet, an existing product or a custom app might support this flow. The choice depends on the real requirements, not on a rule that every spreadsheet must become software.
Plan the transition before moving data
Identify the source records, required fields, owners and access rules. Check duplicates and missing information before moving anything. Test a representative sample, compare the results and agree how discrepancies will be handled.
Decide who confirms that the new workflow is usable, how any parallel working will be controlled and what the fallback will be if checks fail. Keep the original records protected until the transition is verified.
Choose the smallest useful change
Compare custom software with an off-the-shelf tool and map responsibilities and exceptions before deciding. If existing tools do not fit the process, learn about custom business applications.
Start with your business need
Tell us about the workflow and where work slows down. Leave out passwords and unnecessary sensitive information.
Let’s discuss your business needs