Guide / Operations
How to replace a spreadsheet workflow
Map the work around the file. Pick one workflow to move first. Set one source of truth with owners and permissions. Migrate a clean slice, train on the real process, then expand.
01
Signs the spreadsheet is the system
- Nobody is sure which version is current.
- Formulas hold business rules one person understands.
- Data is copied in from other tools by hand.
- Mistakes surface weeks later.
02
Step 1: map the work
Watch it run. Log every input and its source, every rule hidden in a formula, every handoff, every exception.
03
Step 2: pick the first slice
One workflow, one owner, visible payoff: intake, approvals, quoting, scheduling or status reporting. Move history after the new process works.
04
Step 3: set the source of truth
| Question | Answer |
|---|---|
| Who sees it? | Roles based on the work. |
| Who changes it? | Named owners and approvals. |
| Where does it live? | One authoritative record. Link, don't copy. |
| What if it fails? | A visible exception, never a silent drop. |
05
Step 4: migrate and train
Import clean data with a rollback plan. Test with the people who do the work. Keep the business rules; drop the spreadsheet habits.