Everyone has been using spreadsheets forever. They are easy to get started with and most people know how to use them.
In the last 5 years, software has changed and it might be time for you to catch up. There are other software that give you all the benefits of a spreadsheet, but additional superpowers.
Ready to learn more?
What might be better than a spreadsheet?
Software terms are pretty lose and undefined as they are still so new.
Depending on what you need, you might want to consider one of these tools instead of a spreadsheet (more details on each below)
- Project Management Software
- Database software
- No-Code Software
- Low Code Software
What are the benefits of these tools?
1: Ease of use
A lot of the features are similar, like the ability to filter and run calculations. The difference is, it is easier for people to set up and use. These features are already intuitively built into the software.
2: View Types
These softwares give you the ability to view tasks (or rows in spreadsheet speak) in different ways. Kanban views allow you to see them as cards, calendar view allows you to see the tasks on a calendar, and Gantt view gives you a timeline view. There are many different views and you are able to see the same tasks in different views. You can also filter and group items in different ways in each of the views.
This allows you to get work done faster and more intuitively. These views can be saved so you can always toggle back and forth between different views in the software and you can save as many as you need. Many softwares even give you the ability to make certain views private so only specific people can see them.
3: Automation
Many of these softwares come with relatively easy-to-use native automation. This allows some of your work to get done for you. For example, if you have tasks that get completed but then need to be reviewed by a supervisor, you can automate that when a task is marked as done, change the assignee to the supervisor, and change the status to review. Another example would be to email a client when a task is complete.
4: Grouping
This allows you to group tasks by different things. For example, grouping tasks by client, status, or due date. It makes visualizing everything easier. As a bonus, you can switch groupings or even save a few different groupings and save them as views so you can toggle back and forth.
5: Custom Fields
Custom fields are equivalent to what would be columns on a spreadsheet. But they are specific types like a number field, an address field, a email field, and many more. This makes is much easier to view your data neatly and validate it. There are also fields that are simply not present with a spreadsheet. Like a signature field, voting, color picker and more.
6: Collaboration
Spreadsheets lack the ability to have clear conversations about tasks with tagging people. The software we recommend, allows you to assign tasks, have discussions post images or attachments, and get feedback.
7: Integrations
Many softwares come with already built-in native integrations to things like your email, CRM, calendar, time tracker, and more. This allows your work to be even more seamless.
Ok I get it, But how to I choose one?
Let’s go back to the beginning of the article, where I shared the categories of software you might be looking at. I’ll give a quick description to help you see which one might be right for you.
- Project Management Software: This is great if you are managing project or tasks. Many project management software have some database functionality, and can also be refered to as no-code tools.
- Database software: This is good if you are primarily storing data. For example, a database of vendors, or a database of properties you manage. Database software can often be called no-code or low code as well.
- No-Code Software: This is a term to describe how much coding is needed to set up the software. No-code means that you do not need to code at all. Project management and database software can fall into this category.
- Low Code Software: This is a term to describe how much coding is needed to set up the software. Low code software is definitely the trickiest on this list because you definitely need coding skills. Advanced database software can fall into this category.
You can use our software database to help you find some options.
Or you can try some of our favorites like Monday.com, Airtable, or SmartSuite.
If you want some personalized help, send us a message here