Why It’s Time To Swear Off Spreadsheets In Your Workplace

by Glenn Hicks on September 13, 2018

Spreadsheets are fine for making quick comparisons or solving simple math problems.

But when it comes to managing space, keeping track of assets and other tasks that come with workplace management, they just don’t cut it anymore. We know how hard it can be to break free from the cells—especially when you’ve been relying on them for years.

In a recent survey conducted in partnership with TechValidate, 63 percent of our customers said they were using Excel spreadsheets before making the move to our integrated workplace management system.

If you’re still using spreadsheets to manage your workplace, here are a few reasons to think hard about getting rid of them.

Why Spreadsheets Are Terrible For Workplace Management

1. They’re Prone to Human Error

Unless you exported them from a software system, spreadsheets require a lot of manual data entry. Not only is this time-consuming, it can also contribute to inaccuracies. The more data you and your team needs to enter, the more potential there is for making mistakes.

2. There’s No True Source of Data

In addition to being prone to error, spreadsheets are easy to copy and often exist as multiple versions within an organization. This can cause data discrepancies that can be difficult to reconcile. For instance, the facility manager might keep his own spreadsheet on space occupancy, while the HR manager has her own copy of the same document that she consults when a new employee is starting. Because the facility manager isn’t always informed about new hires, his version of the spreadsheet can become outdated quickly.

Unless there is a single version of the data that’s visible across your organization—and a controlled process for updating it—you can’t be sure you have the most up to date information.

3. There’s No Integration With Other Data Sources

Good workplace management doesn’t happen in a silo. Let’s say you’re planning an office move. It’s important to have space utilization data, but you also need to know what furniture and equipment you have. Ideally, you need to be able to see this all within your current floor plan and envision how it will look within the new floor plan.

If you’re trying to do all this with spreadsheets, you’re in for a logistical nightmare.

Now compare this to using move management software, which allows you to drag and drop workstations to create move scenarios, manage assets and even manage service requests related to your move.

4. Spreadsheets Aren’t Mobile-Friendly

These days, workplace management happens on the go.

You respond to emails on your smartphone between on-site construction meetings. You respond to a service request call and delegate that work to another team member. And when your accounting director asks when the lease is up for your downtown Houston office—and that information lives in a spreadsheet on your desktop—you’re going to have a hard time responding in a timely manner.

A Better Tool For Workplace Management

When it comes to keeping up with your responsibilities and meeting the growing demands of your workforce, our integrated workplace management system beats a spreadsheet every time.

All the information you need to manage spaces and assets, plan moves, handle service requests and more is in one place, updated in real time. The data is easily accessible to anyone at your organization who has a login or a mobile app.

It’s easy to see why so many workplace leaders have made the switch from spreadsheets to our IWMS. Our customer survey results speak for themselves:

  • 85% said iOFFICE is easy to use
  • 72% said it allows them to create reports that provide valuable insights
  • 62% said its real-time data accuracy helps them make more informed decisions
  • 56% said it’s improved workplace productivity
  • 53% said it improves the employee experience
  • 43% said it’s improved visibility into their processes
  • 25% said it’s helped them identify and/or eliminate underperforming spaces

Spreadsheets still have their place, but they don’t belong in a modern workplace—at least not when you’re using them for facilities management. An integrated workplace management system like ours is much more efficient, reliable and mobile-friendly. But don’t take our word for it. Request a demo to see it for yourself!


Glenn Hicks

A member of the Business Development team, Glenn has years of experience with business process improvement on the Commercial Real Estate and Facilities Management sides.

Capterra Ratings: ★★★★★ 4.5/5