Spreadsheets Vs. Cloud Based Software

Spreadsheets Vs. Cloud Based Software

Like most companies we speak to, you may still be using spreadsheets as your asset tracking solution. Alternatively, you may still be using an old clunky, heavy system that nobody quite understands and everyone dreads having to log on to. If you haven’t yet come across cloud-based software, it has some excellent benefits that could completely modernise the way you manage assets.

We all use spreadsheets for so many different things because they’re so handy. However, there are usually better alternatives for specific tasks if you know where to look. Here we’ll take a closer look at the pros and cons of spreadsheets vs cloud-based software.

The Benefits Of Spreadsheets

1. The cost

The main benefit of a spreadsheet is straightforward. They are free!

All it takes is signing in to google sheets, and then you can begin to enter data without much hassle and without spending any money.

Of course, Microsoft Office and Excel are not free, but with the Google alternative, if free is what you’re looking for, then that is what you can have!

The best cloud-based software won’t be free, but it will provide you with many additional benefits when compared to spreadsheets.

A GPS asset tracking system allows you to couple your GPS trackers with a range of functionalities. For example, you’ll be able to use your GPS trackers in tandem with QR code asset management operations.

This means that you get the complete benefits itemit’s asset tracking software can provide. Not only will you be able to create a robust, accurate, and automated fixed asset register, but you’ll also be able to use GPS trackers to take your location tracking to the next level.

Then, you can also use a wide range of features, such as asset audit, issues management, and bookings to control your asset register fully. This gives you a fully transparent way to log, view, and edit your asset information.

Using this type of asset tracking system and integrating GPS means that you’ll be able to lose fewer assets, speed up many of your existing operations, and gain transparency over maintenance and downtime.

2. Ease of use

Another benefit of using spreadsheets is that they are easy to use and offer a great deal of flexibility. You can use a spreadsheet to create a very basic asset register quickly.

The Downsides Of Spreadsheets

Unfortunately, with free and easy to use spreadsheets, there are some big catches and significant drawbacks. Although spreadsheets are free, the limitations they put upon your business and processes means in the long run, they will end up costing you a great deal of both time and money.

1. Prone to many errors

The chance of human error is very high when it comes to the use of spreadsheets. Most people allow anyone with access to the spreadsheet to update any data in the cells. This means that the integrity of your data can come into question.

If you think about how many times an asset changes hands and how many times it is used, damaged, or depreciates, having to manually input this makes human error almost guaranteed.

2. Out of date data

As spreadsheets don’t update in real-time whenever the status of an asset changes, every change requires human input. In most cases we’ve come across, because spreadsheets are not easy to update on-the-go, they are updated at the end of the day or every few days. Usually, this means that paper records are kept daily and then manually entered to update the spreadsheet at a later point in time.

Not only is this duplication of effort a real waste, but it also increases the chance of data being entered incorrectly.

3. Inaccurate data

The chance of ghost or zombie assets is also significantly increased due to this lack of accountability.

Cloud-Based Software Benefits

With cloud-based software, you’ll be able to use QR code or RFID asset tags to create a more accessible, faster, and more widespread tracking.

1. Asset register updated in real-time

Every scan of an asset tag means that the user and location will be instantly updated.

There’s no need to update who’s using what and where by typing it onto a spreadsheet, it’ll simply update in real-time and automatically.

2. Easy but controlled sharing of data

You’ll be able to share asset data with your colleagues and set their permissions. Choose whether your team needs access to run reports, add new assets to your register, edit information, etc. Alternatively, just let your team scan your assets so that their location is automatically updated.

3. Save money

Save money? But we told you cloud-based software costs money, right?

The most significant benefit of using cloud-based software over spreadsheets is in fact that it will save you money in the long run.

As we’ve discussed already, due to the high chance that your asset register spreadsheet is out of date and inaccurate, it’s only a matter of time before you fall into one of these pitfalls that will be costing you money:

  • Purchasing replacement assets because you didn’t know the business already had what you need
  • Purchasing replacement assets due to the asset you need having gone AWOL
  • Inaccurately reporting assets in your accounts
  • Inability to deliver services due to not having the required assets to hand.

4. Update records from anywhere, anytime

Cloud-based software is a modern solution for asset tracking as it takes advantage of smartphones and the very latest technology stacks. In practice, this allows you and your team to all access the same set of data, no matter where you are. Thanks to smart syncing capabilities, the best cloud-based software even lets you work offline and update asset records once you’re reconnected.

Cloud-Based Software Drawbacks

1. Change Management

Switching to a new system or a new way of doing things can sometimes mean you face pushbacks from the wider team. A lot of people don’t like change, and so it will be necessary for you to handle this carefully to ensure your new tracking software is a success.

2. You need to commit to your new cloud-based software

We won’t lie to you, you need to invest some upfront time and resource to your new software. Allow some time for tagging your assets, it’s quick and easy to do, but depending on how many assets you have, you’ll need that time to be available to get you up and running. Also, share asset tracking tutorial videos with your team, so they have the chance to get familiar with the tool.

The additional accountability and real-time tracking of cloud-based software mean that managing your assets is about to become a much faster and more efficient process.

Using itemit as your Cloud-Based Asset Tracking Software

itemit was created as an alternative to spreadsheets. Over time it has developed and grown based on listening to customers’ needs and is now a bespoke and easy to use cloud-based software solution that makes asset tracking simple.

To find out more, contact us or start a free trial by filling in the form below.

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