Some business owners encounter situations where they need to change how they document and manage their records. For example, you may want to switch from using Google sheets to Excel for one reason or another. Such a transition can be a complex project if you use complicated sheets for documentation.
In such a case, the best way to make the transition as easy as possible is to hire excel experts to help. However, if you are confident in your Excel skills, you can choose to do it in-house. There are tips you can use to simplify the exercise and avoid errors. Critical guidelines include:
- Breaking down the project.
- Aligning with your team.
- Get your formulas right.
- Having multiple people review the outcome.
Breakdown the Project
If your business has always relied on Google Sheets and all operational records are in the program, don’t expect to make the whole transition in one sitting. For a better change process, break it down into phases. The phased approach ensures that operations are least interrupted as you change over.
Make more people or teams responsible for various phases to avoid overburdening one individual. Having multiple people in charge provides a third-eye approach and errors caught before they become a catastrophe.
You may feel the pressure to have strict deadlines in the transition and compel teams to work extra hours to conclude. However, remember you want fresh eyes to make sure things don’t fall through the cracks, so don’t let team members spend too long on the project without taking a break.
Align with Your Team
It is critical to get buy-in from your team regarding the change process and the reasons behind it. Make sure your team understands what is happening and the steps to make the switch. After the transition is in effect, ensure everyone understands what needs to happen going forward with Excel.
When implementing a new system, it must be fully embraced and consistent. There may be challenges of inadequate skills to run the new system. Recognize the capacity issues early enough by equipping teams with the necessary know-how to run the new program.
Team alignment also helps circumvent any possible resistance to change that is typical when there is a changeover. Change management is a critical aspect that helps to ensure everyone remains optimally productive even though operational processes change.
Get Your Formulas Right
There are several similarities between Google Sheets and Excel. However, the likeness does not mean all formulae in the two programs are easily compatible. If you are not keen, you may wreak havoc on your financial data analysis and produce erroneous reports. The critical element of a spreadsheet is the formulas. Be sure the computations make the transition over to Excel.
There is software available online to help you automatically shift between the two programs. You won’t have to worry about back-end computations as there is an automatic download by the software. Such solutions are available for people who like easy changeover between the two programs as they use both frequently.
The critical aspect of transferring between the two programs is the computations. Take cognizance of the formulas in Google Sheets, ensuring they have identical duplicates in Excel. There may be formatting issues to address but prioritize the computations.
Have Multiple People Review
When dealing with complex data, you can never have too much oversight. It can be easy to miss details, especially if you have been working on it all day. A solution for such negligence is for multiple people to review the sheet and compare it to the old one to ensure nothing is amiss.
Several people shifting roles from creator to reviewer and back and forth will help to keep minds and eyes fresh whenever reviewing the content. Pick out the functions in Google Sheets that do not work in Excel and pay special attention to them. An Excel-friendly operative should replace all the non-compatible Google Sheets functions when making the change.
To be safe, maintain parallel spreadsheets on the two programs during the transition process. When you confirm that they are generating the same outcome, eliminate one of them. Multiple people can randomly generate reports to validate the output.
Switch with Ease
People have different reasons to switch between Google Sheets to Excel. It could be internet accessibility challenges, as working on the online spreadsheet means you have to have a reliable internet connection. Or probably the Excel interface works better for your team.
Whatever the reason, the switch need not be a painstaking process. Whether you choose to do it yourself or employ an Excel expert, you can have your dashboards back in shape in no time by paying attention to the details of the change.