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7 Reasons Why You Need to Ditch Excel as a Non-profit

Written by Jolanda Konarska

Excel is a great tool as a spreadsheet but has its limitations when being used to store complex data on multiple sheets. Read our latest blog for more information and see why 'Katala' is the CRM for you.

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Excel is a great tool that has been used by many businesses for many years.  Since its creation in 1985, it has been the favourite for producing attractive spreadsheets and gratifying charts. 

However, it has recently been reported that an estimated 16,000 coronavirus cases have been missed due to an Excel spreadsheet reaching its maximum file size, meaning that it failed to update. As a result, some 15,841 cases between September 25th and October 2nd were not uploaded to the government database.  The details were not passed to contact tracers, meaning people exposed to the virus were not tracked down so they could be told to self-isolate.

With an error like this occurring, it has made us question Excel processes even more. Here are 7 reasons why you should consider switching from Excel as a Non-profit.

It’s outdated

Excel was launched by Microsoft back in 1985 – Yes! Excel is 35 years old! And as brilliant as it is, it’s just not up to scratch for managing operations and storing data on multiple sheets. There are many new modern tools that will help you manage your data in an easier and more fun way!

Excel was not designed to manage events 

Microsoft Excel is a spreadsheet program, not an events program. That means it’s used to create grids of text, numbers, and formulas that specify calculations. This is extremely valuable for many businesses that use it to record cash flow and plan budgets, but what about events?

How do you record events on Excel and measure their success? This might be possible, and you might already use Excel to manage your events, but it’s no easy task. Step away from the spreadsheets and use Katala to help you organise, track, and measure the impact you’re making in your organisation.

Too many people!

As the saying goes, “two’s company, three’s a crowd”. Well, this applies to Excel. Excel spreadsheets are created and stored on your computer live on your hard drive. No one can access this data unless it is shared directly with your team. Even then, your spreadsheet can’t be edited centrally, and all of a sudden you have ‘version 5’ of your spreadsheet being passed around your team. This isn’t the only problem though. When a spreadsheet is stored in a network folder, only one user can edit the document at a time. This really isn’t an efficient way of working and can slow down your team’s efficiency.

Lastly, if you find yourself having to send your spreadsheet around your team means the chances of data not being saved properly is high. The document can easily be made corrupt, and if this happens, can be a royal disaster to repair!

You would think with Microsoft being one of the industry leaders that they would have solved these gaps in their software, however, they haven’t, which means it’s time for you to leave Excel in the past.

It’s not secure

Isn’t it great that you can protect your spreadsheet with a password! But what happens when someone who has access to your password copies the data? There are softwares out there that are made specially to crack the password on your excel spreadsheets. Not only are you dealing with money, but you’re also dealing with the personal information of the people and volunteers in your organisation. 

Don’t put your data at risk by using Excel. Switch to Katala, our specially designed software which will keep your organisation’s sensitive data safe.

Excel spreadsheets make volunteer registration a nightmare

Managing volunteers is not easy and is something that needs to be done with great care and attention. Doing this through excel spreadsheets isn’t great either. There are some tools out there that allow you to export your spreadsheets with volunteer information on them, however, they most likely will create a separate spreadsheet per volunteer!

Using an event database or cloud tool which handles your volunteer registration, allows you to make changes, and scheduling all in one will make your life much easier, and you won’t have to search amongst hundreds of spreadsheets for volunteer information.

Excel can leave you stranded on event day

If you have pulled off a successful event using Excel, then great! We think you’re a superhero!

There is a high chance, however, that changes will occur throughout the day, and when this happens, you don’t want to be stuck referring to a scribbled on spreadsheet. Using Katala to help you keep your events up to date will not only save you precious time but will also update your colleagues on any changes you have made, so you don’t have too.

Excel is ugly!

We know! Beauty is in the eye of the beholder, but we can’t help but think that Excel is just ugly! Sure you can change fonts and colours, but we feel it takes the fun out of your work!

Remember when Facebook was the most popular social media network? Well now it’s Instagram. And remember when everyone used to Skype each other? Well everyone uses Zoom.

The reason why people move on from certain software tools is mainly because newer programmes have a more modern feel, meaning that people will engage with them more. 

We have designed Katala to be faster, more efficient, and easy on the eye.

Using Katala will make your work more fun and a whole lot easier. If you don’t believe us, then try our 30 day personalised free trial so we can prove you wrong!

We hope you enjoyed our blog! If you want to make the switch from using spreadsheets to Katala, then click here for your 30-day free trial!

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