“We really need to track this information. Can you create a spreadsheet so we can start logging this please?”

Sounds familiar? For many it does. “Death by Powerpoint” is a well-known expression but we might as well add “Fatigue by Spreadsheet” to it.

Don’t get me wrong, spreadsheet and Excel have their time in place. But if Excel is your go-to solution when you need to gather, manipulate and present data, is it always the best tool for the job? Or is it just the one you know?

I’m often asked to research IT training and this got me thinking about the above. Excel is relatively easy to use, especially if you just use it to store data and don’t delve too deep into its formula-gobbledygook (which, admittedly, can be very helpful if you know how to use it). But we don’t live in the 1980s anymore and technology has moved on. Do you even know what alternatives are available to you?

Besides, we know a lot more than we used to about different learning styles. Especially neurodiverse people (but in reality, virtually all of us) might not find a spreadsheet the easiest and most user-friendly way to share information. In the interest of diversity you can’t really ignore this even if Excel works perfectly fine for you.

In my teaching days I often used visuals to clarify my points. Visual learners (of which I am one) like to see what you are talking about. A graph or diagram will be a lot more engaging than rows and rows of numbers. I’m not great at maths. Numbers scare me. And by now I know I’m not the only one.

So what tools would I recommend? Well, no tool or software package will work for everyone in every situation. But personally I have fallen in love with Visio recently. It’s part of the Microsoft Office packages – so chances are you already have it – and it helps you to create everything from floorplans to flowcharts. This is particularly great if you’re mapping processes or large projects.

If you’d like to try something more advanced, try Power BI. Power BI lets you manipulate and visualize data in ways Excel can only dream of (if it had the ability to dream). You can even create interactive reports based on different types of data source, which is particularly handy if you handle data pulled from different systems. Once you’ve got the hang of it this will save you a lot of time, energy, and swearing at your laptop.

The downside: it’s always difficult to get used to new software and the tendency is often to shell out for a training course. But those are expensive, time consuming and you might not even learn the skills you really need. I recommend self-study instead: easy to fit in around your other tasks, self-directed (so you only learn what you need) and a lot more fun. Microsoft Learn is useful (obviously only for Microsoft products) and Kevin Stradvert has made Youtube tutorials about virtually every type of software under the sun.

There’s no need to become an expert. Aim for a basic understanding of the tools that are out there to help you, so you can make an informed decision when the next project rolls around. Don’t stick to spreadsheets because it’s what you know or what everyone uses. Using the next big thing should of course not be a goal in itself but a lot of time is being wasted using software that’s not best for the job at hand. Instead of sticking with what you know , why not start using curiously?

Image my own @thecococatani