The Spreadsheet Spiral: How To Spot It—And Escape It
There comes a moment in every growing business where things just feel... off. Tasks take longer than they should. Data lives in ten different places. Everyone is constantly double-checking numbers or asking, “Wait, is this the latest version?” And somewhere at the center of it all—there’s a spreadsheet trying to do way too much.
Welcome to the Spreadsheet Spiral.
What Is the Spreadsheet Spiral?
The Spreadsheet Spiral is that sneaky phase where a spreadsheet starts as a helpful tool—but quickly becomes a fragile, overburdened system duct-taped together with formulas, filters, and crossed fingers. It starts small: tracking customer leads, managing orders, logging project statuses. But before long, it’s a maze of tabs and color-coded chaos. And when something breaks? Everyone scrambles to patch it without knowing exactly why it broke in the first place.
How to Spot the Spreadsheet Spiral in Your Business
Not sure if you’re caught in it? Here are a few red flags:
Spreadsheets are your source of truth. You’re making business-critical decisions based on them.
Only one person “really knows how it works.” That person is a single point of failure.
You're constantly copying and pasting data between tools. Manual work multiplies mistakes.
It crashes or lags. (Shoutout to your 17MB Excel file.)
You've built mini-systems in Google Sheets. Dropdowns, scripts, complex formulas—the works.
You’re afraid to touch it. Because you’re not sure what might break.
Sound familiar? You’re not alone—and you’re not stuck.
Why Spreadsheets Break at Scale
Spreadsheets are amazing for flexibility and speed. They let non-technical teams build systems without waiting on developers. But they were never meant to be databases, CRMs, inventory systems, or automation engines. Eventually, the complexity overwhelms the convenience.
From Chaos to Clarity: Escaping the Spreadsheet Spiral
Escaping the spiral doesn’t mean throwing out all your spreadsheets. It means recognizing their limits—and replacing brittle, manual workflows with tools designed to scale. Here’s how to start:
1. Map Your Workflows
Document what your spreadsheets are actually doing. What are the inputs? What gets calculated? Who uses the results—and how?
2. Identify Repeatable Processes
If you're doing the same steps over and over—manually generating reports, updating fields, notifying teammates—that’s automation gold.
3. Pick the Right Tools
You might need a lightweight CRM, a real database, or a custom internal tool. Don’t default to off-the-shelf if your workflow is unique—especially if it already “kind of works.” That’s where a custom solution can shine.
4. Start Small
Replace just one high-friction spreadsheet with a more resilient workflow. Show your team what’s possible. Build momentum.
5. Plan for Handoff & Documentation
Your new system should be easy to maintain. Build with your future self—or your next hire—in mind.
Real-World Example: Scaling Client Onboarding
A client came to us with a massive Google Sheet used for tracking onboarding steps across dozens of clients. It worked—until it didn’t. New hires didn’t know which column did what, notifications were always late, and audit trails were non-existent.
We built them a lightweight internal app with:
A structured onboarding workflow
Automated status updates and reminders
A clear dashboard for managers
The result? Faster onboarding, fewer mistakes, and a team that could finally breathe.
You Don’t Have to Do It Alone
At Red Halyard Consulting, we specialize in helping ambitious teams sail out of the Spreadsheet Spiral. We build custom tools that match the way you work—turning tangled workflows into clear, scalable systems.
If you’re ready to stop wrestling with spreadsheets and start building for the future, let’s talk.
Want help spotting which systems to automate first? Reach out—we’ll chart the course together.
