How to choose the right alternative for your business when Excel hits its limits
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For many organizations, Microsoft Excel is the Swiss Army knife of productivity tools – versatile, intuitive, and invaluable. However, as businesses grow and processes evolve, even Excel has its limits. When workbooks become critical to daily operations and struggle with increasing complexity or data volume, it’s time to consider more robust solutions.
In my last column, I explored how to recognize when an Excel application has outgrown its usefulness. Now, I’ll focus on practical alternatives for replacing informal Excel workbooks with tools better suited to your organization’s needs. Each approach has benefits and trade-offs, from integrating functionality into existing systems to exploring Software as a Service (SaaS) options, low-code platforms, or custom applications.
Here’s a closer look at these strategies to ensure your organization’s transition is effective and sustainable.
Integrate the functionality into an existing application
Sometimes, an existing formal application already performs the same or similar function as your Excel workbook. This duplication can occur when:
- A formal application’s implementation was incomplete, leaving some divisions reliant on Excel.
- Different divisions adopted different systems, creating silos.
- Mergers or acquisitions left systems partially integrated.
To resolve this, the data from the Excel workbook can be migrated into the formal application, allowing the informal Excel application to be decommissioned.
Benefits:
- Eliminates the ongoing cost of maintaining the Excel workbook.
- Avoids introducing new systems, simplifying the organization’s application portfolio.
Implement a SaaS solution
The rise of Software as a Service (SaaS) solutions provides organizations with a wealth of options to replace informal Excel applications. Many SaaS offerings address common business needs, indicating widespread demand and robust vendor support.
Action: Implement the SaaS solution, migrate the data, and retire the Excel workbook.
Benefits:
- Provides access to an end-user community for best practices and insights.
- Outsources maintenance, reducing reliance on in-house expertise.
- Eliminates the cost, risk, and time required for custom application development.
However, this option introduces an ongoing operating cost in the form of the vendor’s subscription fee.
Develop a low-code application
If SaaS solutions or existing applications aren’t viable, consider developing a low-code application. Low-code platforms like Microsoft Power Apps or ServiceNow allow IT professionals to rapidly create custom applications.
Benefits:
- Cost-effective development and implementation.
- Clear separation of software and data, enhancing reliability.
- Highly responsive to current and future requirements.
Limitations:
- Restrictions on the number of concurrent users, data size, and calculation complexity.
- Ongoing maintenance costs, though generally lower than fully custom applications.
Develop a custom application
When no other alternative fits, a custom application built using a high-level programming language may be the best option. Languages like Python, Java, or C# provide virtually unlimited flexibility and scalability.
Benefits:
- No constraints on user numbers, data volume, or calculation complexity.
- High performance and adaptability to organizational needs.
Drawbacks:
- Higher development and maintenance costs.
- Longer implementation timelines.
Custom applications are ideal for organizations requiring maximum scalability and unique functionality.
Transitioning from informal Excel applications to more reliable systems is a critical step for growing organizations. Whether integrating functionality into an existing system, adopting a SaaS solution, or developing a custom application, the choice depends on your business needs, available resources, and long-term goals.
With the right strategy, your organization can ensure data integrity, improve performance, and continue delivering business value well into the future.
Yogi Schulz has over 40 years of information technology experience in various industries. Yogi works extensively in the petroleum industry. He manages projects that arise from changes in business requirements, the need to leverage technology opportunities, and mergers. His specialties include IT strategy, web strategy and project management.
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