7 reasons to get rid of Excel
7 reasons to get rid of Excel
The majority of manufacturers still use Excel to keep track of their product data. While Excel is a wonderful tool, it is not cut out for this kind of task.
So, why is it still being used?
Common reasons given include such statements as: “We have always used Excel for our product data, why change?” or “We don’t have that many data, so Excel suffices.”
At first glance, Excel does offer some benefits:
- Open to everyone, including calculators, production planners, marketers, sales
- Well-know and easy to use
- Versatile (tabs, spreadsheets, graphs, statistics and formulas)
However, many customers nowadays demand reliable and up-to-date product information, which is something an Excel spreadsheet might not be able to deliver.
We will give you seven reasons why it is high time to get rid of Excel and make the switch to a dedicated product information management system:
1. Prone to errors and time-consuming
Excel is often used to collect product data stemming from very different sources, such as an ERP system, product sheets, product database. While useful, this kind of data often has to be processed by hand as it is only available in widely differing formats. Moreover, Excel does not offer an easy way to check for duplication of data. Together this makes Excel prone to errors and time-consuming to use.
2. Complex and confusing
With hundreds of rows and columns an Excel spreadsheet quickly tends to become complex to manage and confusing to read. In addition, a large Excel file loads slow and heavy scrolling through rows of data does not facilitate finding a specific product.
3. No online options
One thing Excel lacks is the option to stream product data to online media such as a data pool (Artikelbeheer.nl, 2ba.nl, Arge Neue Medien, IGH), an online catalogue or a manufacturers website. This means that, while using Excel, online data have to be updated by hand using a data export.
4. No easy data-conversions
Different industry standards necessitate the easy conversion of data to differing formats such as PAB, Pricat, BMECat, of INSBOU. While possible, data-conversion using Excel is complex and requires specialist knowledge.
5. Non-multilingual
Excel does not offer automatic translation of technical terms. For each product-range translations have to be added by hand.
6. Limited search options
Excel offers several sorting, filter and search options. However, it is limited in using these to pinpoint certain product information. Conversely, a relational database is specifically designed to handle large amounts of data and facilitate finding a specific set of information. In addition, it is a powerful tool for manipulating these data.
7. Lack of automatic data-verification
Changes in industry standards, such as ETIM, necessitate corresponding changes in product data; for instance, a new class needs to be added for a certain range of products, or a category needs to be updated with new options. In Excel all these changes have to be added by hand, while a product information system will automatically report which information needs to be updated.
Down with Excel, switch to PIM
In conclusion, one could argue that while Excel excels at data-analysis, it is unsuitable for professional data management. For this kind of management, a dedicated product information system is the right tool. As such, Compano’s PIM system—specifically tooled for the building installations sector—easily outshines Excel:
1. Quick and accurate
2. Clear presentation of product data
3. Easy online publication
4. Conversion to multiple industry standards
5. Multilingual product data
6. Comprehensive search options
7. Automatic data monitoring
Interested? Feel free to contact Jurgen Immink of Compano, jimmink@compano.com