Like many professionals, I depend heavily on the use of spreadsheet applications like Excel and Google Sheets. These tools provide the means of collecting data, creating charts, building models, and performing ad hoc work on data sets. I know of very few professionals that would disagree with the usefulness of spreadsheets. However, I also know that common response of opening someone else’s spreadsheet for the first time – “ugh”.

Whether you are a new employee, a colleague, or direct report, there is always some trepidation when opening someone else’s spreadsheet. For some, the experience may be physical such as clammy hands, quickened heartbeat, profuse sweating, or the dreaded headache. For most, though, the response is a little more academic and involves self-reflective remarks like:

The bottom line is that opening a spreadsheet for the first time is stressful, to some extent, and is probably symptomatic of inefficiencies within an organization, to a great extent (the latter is a discussion for another blog post) . However, this spreadsheet psychosis can be easily remedied.

Several years ago, I attend a workshop at an AFP (Association for Financial Professionals) conference related to spreadsheet preparation. The presenter was describing some spreadsheet techniques that were pretty basic, until he got to the part about color coding.  Now I know that several readers may be thinking, “Duh”, and I would agree. I had the same thought, as I was reading through my e-mails, until I realized that the presenter was talking about the implementation of a company-wide set of standards for spreadsheets. Most organizations have protocols for things like forms and communications, but this doesn’t seem to be the case for something as widely used and shared as a spreadsheet.  

My suggestion for organizations is to create spreadsheet protocols today; this is low-hanging fruit. This will eliminate many inefficiencies that result in people spending anywhere from hours to days understanding someone else’s spreadsheet. These protocols will also convey to new employees that your company is dedicated to a culture of collaboration. So, if you are ready to bring some discipline to your spreadsheets, and end the “Spreadsheet Nightmares”, take a look below at this short list of questions to get the ball rolling on creating a set of protocols for your company.

Protocol Discovery Questions