Discuss your software requirements
Spreadsheets often begin as a sensible way to organise work. Problems emerge when several people maintain different copies, formulas become difficult to check or one person understands how the whole workbook works. Replacing them should begin with the business process, rather than recreating every cell as a screen.
A practical example
A service company keeps enquiries, quotes and completed jobs in separate workbooks. Its first release could put those stages against one job record, while retaining an export for analysis. The team tests an amended quote and a cancelled job as well as a successful booking.
Questions and answers
Which spreadsheet should we replace first?
Choose one used frequently by several people where mistakes or repeated entry create a clear problem. Record its inputs, decisions and outputs. A rarely used planning sheet may be worth retaining.
Will we lose our existing information?
Plan a trial import before the final transfer. Agree how duplicates, blank fields and inconsistent dates will be handled, then compare sample records and totals. Keep a controlled copy of the original data.
Should every formula become a software feature?
No. Ask what decision each formula supports and whether that calculation is still needed. Define the rules with examples and have the people responsible for the figures check the results.
Prepare for a useful first discussion
Bring an example of the work you want to improve, a typical record and an exception that currently causes difficulty. Explain who carries out each step and which existing tools are involved. Separate the essential outcome from optional improvements so the first proposal can address a manageable piece of work.
Agree how you will test the result before development begins. The people doing the work should check a complete journey, including a correction or unsuccessful outcome. Use those findings to refine the scope and clarify responsibilities for support after launch.
Discuss your next step with Digital Solutions
Digital Solutions can help you define requirements for a bespoke business system. Tell us what happens today, where the difficulty occurs and what a better result would look like.
Explore our custom software development services or view our previous projects.