Business System Consultation Center - Our Business System ColumnVol.156 2024.10.01 Takahashi Minoru

The key figure in system design is the SE at the system company

Thank you for your interest and continued support.
This is Takahashi from the Marketing Plan Research Laboratory.


Excel and Access files created and used in-house
become more complex over time.
As Excel files grow more complex year after year,
to the point where only the original creator understands the contents,
and others are unable to make specification changes or troubleshoot errors.
I often hear about such cases.
I believe this is a common reality in many small and medium-sized enterprises.


On the other hand, system companies
often tout the benefits of so-called “moving away from Excel” and “reducing reliance on specific individuals,”
touting the benefits of eliminating complex Excel spreadsheets
and pitch their solutions to various companies.


We, however, feel a tinge of unease about this trend in the software market.
But should we really be “moving away” from that complex Excel?


It is only natural for manually built Excel and Access spreadsheets to become complex.
The main reasons are as follows:
・Work is the result of trial and error and the PDCA cycle
・The complexity of Excel is evidence of practical trial and error


Furthermore, complex Excel spreadsheets and tasks dependent on specific individuals cannot be considered inherently bad.
Even if there are accumulated elements of work that rely on specific individuals, they should be tolerated as of today.
It is only natural, in terms of causality, to infer that today’s operations are running smoothly thanks to past trial and error,
Consequently, there is no reason
should not be blamed retroactively.


That said, if the staff member who built up the Excel files leaves the company,
no one will be able to maintain those Excel files,
and it is a fact that the accumulated know-how becomes difficult to utilize.


If you truly wish to eliminate this reliance on specific individuals, even gradually, in the future,
you should either rebuild the Excel and Access systems from scratch in-house using your current operational know-how,
or hire a professional to build a system, or purchase one
It would be a good idea to implement one of these measures over the long term.


If you decide to rebuild the Excel system from scratch in-house, I recommend having “someone else” create it.
The original creator, Person A, should explain the system’s purpose, overview, and relevance to the business to the next creator, Person B,
Person B then organizes this information and builds a similar system from scratch in Excel or Access
This process ensures knowledge transfer and helps extend the system’s lifespan more effectively.
If you can involve multiple people in the role of Person B, or even the entire company,
this knowledge transfer will evolve into knowledge sharing,
and there may be absolutely no need to purchase expensive systems from outside sources in the future.


Excel is a repository of business know-how and a vital asset—a treasure—for the company.
Excel files that have been in use for many years possess a unique “flavor” of expertise built up through years of additions,
so it is only natural and to be expected that its contents become complex.
Rather than lamenting its complexity, its reliance on specific individuals, or the present and past,
and think about building the company of tomorrow.


That's all, Thank you for reading.

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