In every single business that we have worked with, there are both sparks of excellence and tangles of spreadsheets; there will be some parts of the business that are using their systems to generate speed and service, while other areas are bogged down by manual workarounds and a confusion of spreadsheets. I think of these businesses as being a bit like an art gallery. They are beautifully curated and organised at the entrance, showing the finest pieces with perfect lighting. However, as you venture deeper into the bowels of the gallery, it becomes a maze of narrow, twisting pathways and obscure antechambers. The same beauty and majesty of the work, but in different contexts, make it difficult to appreciate.
When people don’t know how to manage information, they typically create a spreadsheet and share it with colleagues. Even when a spreadsheet is conceived with all the available and potentially useful information in it, what can happen is a series of diversions from that initial sheet to many other places. This can result in data becoming scattered and difficult to keep track of (not unlike the maze of backrooms in our gallery). We have seen that spreadsheets that look like they should be built with collaborative effort by six or seven different departments have actually evolved to the point where instead six or seven different spreadsheets are being created from exactly the same data, making it even harder for humans to keep up with what’s going on.
How did we get here? (the allure of the spreadsheet)
Spreadsheets are the go-to because they’re familiar and, to be fair, incredibly powerful. They offer a canvas for everything from simple lists to complex data analysis. However, their very flexibility is a double-edged sword. Without a clear purpose and structure, they can quickly grow into unwieldy beasts that require a personal guided tour to understand.
When the solution to not knowing what to do is to create another spreadsheet, it hides a deeper issue.
- Lack of clear process: Instead of addressing the need for a defined process or decision-making framework, we create a spreadsheet.
- Avoidance of addressing the real issue: It’s easier to bury oneself in rows and columns than to tackle the messy, human elements of teamwork and decision-making.
- Role confusion: Instead of clarifying who will do what and when and trusting that everyone will do their job, a spreadsheet is introduced to track.
- The illusion of progress: Creating something tangible, like a spreadsheet, can give us a feeling of making progress, even when it’s just adding another layer.
Breaking the cycle
Here are some things to try if you want to break free from the spreadsheet cycle and foster a more effective approach to problem-solving:
- Define the problem clearly. Before jumping to solutions, take time to understand the problem. What are we trying to solve, and why is it important?
- Consider if a spreadsheet is the right tool: Sometimes it is, sometimes it isn’t. Could a project management tool, a simple checklist, or a structured meeting be more effective?
- Simplify before you complicate: Before adding another layer of complexity, see if there’s a way to simplify the existing processes or tools. Less is often more.
- Embrace collaboration tools: There are myriad tools available that are designed for specific types of collaboration and decision-making. These can offer clarity and structure that a spreadsheet cannot.
- Invest in training. Sometimes, the issue is not the tool but how we use it. Investing in training on effective meeting management, decision-making processes, or even advanced spreadsheet functions can pay dividends.
At 6R Retail, we understand the dichotomy of innovation and inefficiency that spreadsheets can introduce into an organisation. Our approach goes beyond mere system implementation; it’s about weaving a narrative of change that transforms the backroom mazes into streamlined corridors of efficiency. Here’s how we make a difference:
- Strategic System Selection: We help businesses choose the right technology platforms to reduce reliance on spreadsheets, promoting a more integrated and transparent workflow.
- Process Optimisation: Our team specialises in identifying and rectifying process bottlenecks, often hidden within spreadsheet jungles, enabling clearer, more effective paths to decision-making and execution.
- Change Management: Embracing new processes and tools can be challenging. 6R Retail’s change management expertise ensures a smoother transition and fosters an agile, informed, and collaborative culture.
- Training and Empowerment: By providing comprehensive training, we ensure teams are not just equipped with new tools but are empowered to use them effectively, enhancing both individual and organisational capability.
In essence, 6R Retail acts as the guide through the art gallery, ensuring that every piece of your business is appreciated for its value, with the entire collection working harmoniously. We transform confusion into clarity, turning every corner of the gallery into a showcase of efficiency and innovation. Book a free 25 min call today.