Microsoft Excel is undoubtedly one of the most successful applications in the world. Its intuitive interface, a rich set of functions, and the ability to program through Visual Basic make it incredibly versatile. Excel provides a balance of ease and power, enabling users to perform complex tasks with great freedom.
However, I’d like to talk about the darker side of Excel. Before diving into this topic, I should clarify that I’m a huge fan of Excel. Around 20 years ago, when I was still a student, I loved it so much that I earned several certifications in Excel. Later, in the early 2000s, I successfully transformed a company’s product manufacturing and inventory management system using Excel, achieving what was considered digital transformation at the time.
I still use Excel occasionally, primarily for one-off, ad-hoc tasks. For example, before writing code, I often use it to simulate calculations or generate bulk repetitive text with specific changes. Sometimes, I even create long-term Excel files for recurring calculations with small volumes of data, which don't require advanced systems or tools.
As a software engineer, I tend to focus on using the right tools for the job, and this often brings me into conflict with the ubiquity of Excel. The root of this conflict lies in the nature of Excel as a spreadsheet program. A spreadsheet’s purpose is to assist in quick calculations within a grid of rows and columns. This simple structure gives us comfort, as it allows us to visualize data in an organized and standardized pattern. But it’s precisely at this point where the rise of “Excel omnipotence” begins.
The Rise of “Excel Omnipotence”
"Excel omnipotence" refers to the behavior of using Excel simply because it can do something, not because it is the best tool for the task. One of the most common scenarios where Excel omnipotence is evident is in data collection tasks. Most of us have likely received requests to gather lists or schedules via Excel attachments in emails. Depending on the frequency of such requests, you might deal with them weekly, daily, or even hourly.
I get frustrated every time I’m tasked with such collection jobs. The inefficiency of the process is hard to bear. Here’s a rough breakdown of the steps involved:
- Download the attachment from the email.
- Open Excel (while already having many heavy developer tools running).
- Enter data into a disorganized, non-standardized table.
- Save the file, usually under a new name, on the desktop.
- Go back to the email, attach the file, and send it out.
- Close Excel after finishing.
The person collecting the data then repeats similar steps, merging fragmented data from multiple files, deleting redundant files, and managing email storage. The process is undeniably tedious and inefficient.
A Better Way
Instead of enduring such inefficiency, a little thought could lead to much better alternatives. For instance, tools like Google Sheets, which allow for collaborative real-time editing via a simple URL, are perfect for data collection. Nowadays, many modern software tools within organizations can streamline data collection efficiently. Rather than complaining about slow responses to collection requests, it would be far better to create an environment that allows team members to focus on what really matters—getting back to their primary work as quickly as possible.
That said, while Google Spreadsheets indeed makes collaborative editing much easier, it still remains a spreadsheet. No matter how collaborative and user-friendly it gets, it still carries the inherent limitations of being a tool designed for organizing and calculating data in grid format. It's not a comprehensive solution for all tasks, especially when workflows require greater complexity or integration.
Beyond data collection, Excel is frequently used for report writing, schedule management, and creating presentations. While this is not inherently wrong, the right tools for collaboration should be considered. For example, using text editors for reports, project management tools for scheduling, and presentation software for presentations would better suit the purpose.
The key takeaway is to understand the essence of Excel, consider collaboration, and make informed decisions about which tool to use based on the task. Particularly when dealing with progress reports or tracking tasks that require multiple people’s input, using project management tools is not only healthier for your sanity but also more efficient.
The Realization
Years ago, when I worked in the gaming industry, I encountered resistance when trying to introduce tools like Google Sheets and collaborative platforms. The resistance stemmed from concerns about the lack of rich features found in desktop Excel and PowerPoint. As a developer, it was frustrating to see colleagues dismiss modern tools in favor of outdated workflows. However, in the end, after a few years, everyone became very satisfied with the switch.
Conclusion: Excel—Love It, But Don’t Overuse It
For all my love for Excel, I also recognize its limitations. When used correctly, Excel files can be beautiful and incredibly powerful. When I open a well-organized Excel sheet, I can tell the person who made it has an understanding of structuring and maintaining quality work, similar to writing clean code for software development.
In many ways, using Excel efficiently is not so different from developing good software. It’s all about structuring it in a way that is maintainable, scalable, and serves the purpose without unnecessary complexity. The important insight here is to understand Excel’s essence and choose the appropriate tool for each task—whether it’s for collaboration, simplicity, or efficiency.