We LOVE Excel
And we know how tempting it is to start entering those actions after meetings etc. It's really easy to set up a simple spreadsheet to capture all the details relating to actions, colour code important items and produce beautiful and informative reports in a relatively short time
But – and you knew there was a ‘but’ – it’s just not good enough for rigorous action tracking – let us count the ways:
1. Lack of Real-Time Updates
One of the biggest drawbacks of using Excel for action tracking is its inability to provide real-time updates. In a dynamic environment, tasks and projects are constantly evolving, and it’s crucial for all team members to have access to the most current information. Excel lacks real-time collaboration features, which means that when multiple users are working on the same spreadsheet, they may not see updates until the document is saved and shared again. This can lead to confusion, duplication of work, and missed deadlines.
In contrast, dedicated action tracking software allows for real-time collaboration where changes are instantly visible to all users. This ensures that everyone is working with the most up-to-date information, reducing the risk of errors and enhancing overall efficiency.
2. Limited Collaboration Features
Excel was designed primarily as a spreadsheet tool, not a collaboration platform. While it does offer some basic collaboration features, such as sharing files via email or cloud services, these are not sufficient for effective action tracking. Collaborative action tracking requires robust communication tools, task assignments, notifications, and the ability to track the progress of tasks in real-time.
For example, in a dedicated action tracking system, tasks can be assigned to specific team members, and the system can automatically send notifications when deadlines are approaching or when tasks are completed. Excel lacks these automated features, making it harder to keep everyone on the same page and ensure that tasks are completed on time.
3. Poor Task Management Capabilities
Excel can be used to create simple to-do lists, but it lacks the advanced task management capabilities needed for complex projects. In an effective action tracking system, tasks are often interdependent, with some tasks needing to be completed before others can begin. Managing these dependencies in Excel is cumbersome and prone to errors, as there is no built-in functionality to handle task dependencies, prioritisation, or complex workflows - for example an action may need to be approved by several reviewers before close-out.
4. Difficulty in Maintaining Data Integrity
Maintaining data integrity is a critical aspect of action tracking, especially when dealing with multiple tasks, deadlines, and responsible parties. In Excel, it’s easy for data to become corrupted or for errors to be introduced, particularly when multiple users are making changes to the same file. There is also a risk of accidental deletion or overwriting of important information, which can have serious consequences for project management.
Dedicated Action tracking software usually maintains a rigorous audit trail, so that all changes to data are clearly visible.
5. Challenges in Scaling for Larger Teams or Projects
As projects grow in size and complexity, the limitations of Excel become more apparent. Excel is not designed to handle the volume of data or the level of complexity involved in managing large projects with multiple team members. The lack of scalability can lead to slow performance, difficulty in managing large datasets, and increased risk of errors.
In contrast, dedicated action tracking tools are built to scale. They can handle large volumes of data, support multiple users simultaneously, and provide advanced reporting and analytics capabilities. These tools also offer role-based access controls, ensuring that team members only have access to the information they need, which is particularly important in large projects where sensitive data must be protected.
Additional Considerations
We couldn't stop at 5 reasons - here are a few more we thought of :
- Limited Integration with Other Tools: Excel does not easily integrate with other project management and communication tools, such as Slack, Trello, or Jira. This lack of integration can lead to information silos, where critical data is stored in different systems and is not easily accessible to all team members. Specialised action tracking tools, however, often offer seamless integration with a wide range of other business applications, ensuring that all relevant data is centralised and accessible.
- No Automation Capabilities: Automation is a key feature of modern action tracking systems. These systems can automate repetitive tasks, such as sending reminders, updating task statuses, and generating reports, freeing up valuable time for team members to focus on more strategic activities. Excel does not offer these automation capabilities, meaning that much of the work must be done manually, which is time-consuming and prone to human error.
- Inadequate Reporting and Analytics: While Excel can be used to create basic charts and graphs, it lacks the advanced reporting and analytics features needed for comprehensive project management. Dedicated action tracking tools provide detailed dashboards, customisable reports, and real-time analytics that give project managers deep insights into task progress, team performance, and potential risks.
- User Experience and Accessibility: Excel can be difficult to use for those who are not familiar with its advanced features. Dedicated action tracking tools, on the other hand, are designed with user experience in mind, offering intuitive interfaces and user-friendly features that make it easy for all team members to use the system effectively. Additionally, many modern action tracking tools are cloud-based, allowing team members to access the system from anywhere, on any device.
- Attachments are tricky: The best action management systems allow actionees to attach additional information to support their work - Excel will allow this in a slightly clunky fashion but it's very difficult to restrict access so that only those involved in the action can attach files.