With Microsoft Excel nearing its 40th birthday, we thought we would take a look at one of most businesses’ favourite tools and shine a spotlight on some of the more infamous mishaps caused by spreadsheet reliance in businesses of all sizes. From missing commas leading to million-pound losses to hidden formulas throwing off entire forecasts, the “bloopers” are a reminder of the risks inherent in using Excel for complex business functions. 

Let’s start with our favourite blooper, ‘Computer says 000… MI5, the UK’s domestic intelligence agency, tapped 134 incorrect telephone numbers in 2010, following a spreadsheet error that altered the last three digits in the numbers to “000”. If you are anything like us, your first question might be, “Is this how crucial cases are managed?” We’re not sure whether to laugh or shed a tear. As workloads increase and the number of catastrophes increase, it’s easy to stick with the status quo and leave improvement plans on the back burner…which can lead to problems down the line.  

Looking ahead, what we do know is that as companies grow, so does their complexity, and the need for reliable, efficient, and scalable systems becomes ever more important. Knowing how to tame the complexity can be tricky, but Eximious Alliance has helped numerous organisations transition from spreadsheet dependency to structured, tailored systems that are fit for their future ambitions. 

Moving Beyond Excel to Transform Your Business 

Excel, was originally designed to store, organise and analyse data, and it’s a great tool for that.  Yep…we’ve got the “I 💗 spreadsheets” mug! And who remembers Kelly Rowland in the bizarre moment she “texted” Nelly via Microsoft Excel in the 2002 music video for “Dilemma” – it is hilarious to look back on – much like how most business leaders feel when they shift away from Excel and mature into a system that is designed for their required purpose. But for all its flexibility and popularity, it was never designed to be the backbone of a business. However, many growing organisations find themselves relying heavily on it for crucial operations, long after the point where they need a more sophisticated solution. Not only does this make the day-to-day running of your business less efficient than it could be, but it also introduces opportunities for duplication and error and the results, can be chaotic and costly. Let’s take a look at some common issues: 

Data Loss and Formatting Woes: One well-known issue with Excel is the ease with which critical data can be overwritten, formatted incorrectly, mistakenly deleted, or simply vanish. We worked with a client in 2022 who faced exactly this problem. Valuable data was lost at the worst times, putting projects in jeopardy and disrupting team workflows. We lifted and sifted their data, then shifted it into a purpose-built system to ensure that their information was not only governed and managed better, but instantly accessible to everyone who needed it at any given point.  

Collaboration Headaches – The Spreadsheet Shuffle: When multiple users work on the same spreadsheet (or any document for that matter!), it’s common to run into version control issues if the document is not managed well. One of our clients found themselves in a real pickle, facing significant delays and inefficiencies because they kept losing track of updates. They were juggling Excel spreadsheets for everything from data storage and analysis, scheduling meetings, customer management, and record keeping to tracking credit spend. 

Despite knowing their document storage setup was a bit of a dinosaur, they didn’t know what better alternatives there were out there. Their system only allowed one colleague to access a spreadsheet at a time, instead of enabling the magic of collaborative editing through SharePoint. This led to a productivity traffic jam, as team members had to wait for others to finish their work. The result? Multiple copies are being downloaded, edited, and re-saved, creating a chaotic mess. 

This scenario is a classic example of the pitfalls of relying on spreadsheets which work in the early days but as the business grows soon get out of hand and turns into a bottleneck when it comes to collaboration and real-time updates. Switching to more collaborative tools and cloud-based solutions can turn this headache into a breeze, allowing teams to work together more efficiently and effectively. 

Formula and Forecasting Fail: A single hidden error in a formula can derail projections instantly, setting off a chain of poor decisions and inaccurate predictions – risks that only grow as your business scales. Recently, a client approached us because they lacked reliable forecasting tools for strategic planning. Given their growth stage, they needed to move beyond traditional spreadsheets, a decision influenced by both past experiences and future growth expectations. We migrated their data to an automated system that handles data entry and analysis, ensuring accuracy and preventing costly errors. Now, their strategic planning forecasts are more accessible, accurate, and trustworthy than ever. 

Another infamous blooper – ‘During the coronavirus pandemic, nearly 16,000 cases went unreported in England after an Excel error occurred. It was reported that the mistake may have been caused by a file containing test results, sent from NHS test and traced to Public Health England, exceeding the number of rows it could contain. As a consequence, test reports were missed off and thousands of potentially infectious people were missed by contact tracers.’  

 

Why Systems Matter, AKA ‘Beyond the Spreadsheet’ 

So with all that said, by now you can tell that we’re firm believers in the power of well-implemented systems. Through our projects, and our research into the numerous bloopers experienced over the years, here is our take on how they provide lasting value and how we can implement them for you: 

Tailored Fit for Your Needs: Off-the-shelf solutions often fall short as businesses grow and their needs become more complex. For each client, we start by thoroughly understanding their workflows, operational goals, and the unique challenges faced by each individual in the organisation. For instance, our forward-looking client in the charity sector had incredible growth plans, a true forward-facing robust organisation. We designed and implemented a CRM that perfectly matched their client management needs. This tailored system enabled them to drastically reduce errors and boost productivity, all while seamlessly fitting into and supporting their existing processes. 

Cleaner Data and Better Decisions: When organisations move from Excel to a more sophisticated system, it’s a prime opportunity to clean up and streamline data. We worked with a client to sift through years of accumulated data, creating a polished and accurate database that was not only easier to work with but also more useful for decision-making. Good data leads to confident decisions. Not only that but we also made sure that good data management practice was built into their processes so that their data would stay that way! 

Rigorous Testing for Reliability: Unlike Excel, where errors often only appear in use, the systems we implement undergo robust testing. Our team creates realistic scenarios based on each client’s operational needs to catch potential issues before launch. Recent examples include, testing a system integration for a client in the sports industry, testing the systems for a business entering a new market and testing an app before launch with a tech scale-up. Using a clear risk-based approach we reduce the risks of go-live and ensure clients hit the ground running from day one. 

A system that scales with you: One of the key issues with Excel is its limited ability to adapt as businesses grow. As your data volume increases and your team expands, spreadsheets can become cumbersome, slow, and, ultimately, error-prone. With a well-designed system, however, your organisation gains flexibility, security, and scalability. When we implemented a Field Service Management system for a client in the Heat Network industry, they were able to seamlessly manage operations as they increased in size, without adding new complexity or risk. 

So what do we think? 

Spreadsheets work for a bit and can be great for new businesses as well as specific tasks, but don’t rely on them as a ‘system’. While Excel has been a valuable tool, its limitations become clear as organisations grow. The good news is, businesses don’t have to rely on outdated systems, or wait until the system no longer serves the purpose. By moving to tailored, scalable solutions, companies can eliminate inefficiencies, reduce risks, and make better, data-driven decisions. 

Eximious Alliance helps organisations transition from spreadsheets to systems that are designed to support growth. Whether improving collaboration, automating processes, or ensuring data accuracy, the right system empowers businesses to focus on long-term goals. 

Our approach, tested and tailored, has helped countless businesses eliminate the bloopers, improve accuracy, and set the stage for growth.  

Click on the links to read more about our work, and how we have helped our clients:  A charity’s path to CRM success  | Tailored CRM solutions