Checklists in 2025: outdated approach to organizing testing

With the rapid development of technologies and quality assurance practices, checklists - especially in the form of Google Spreadsheets or Excel documents - have long lost their relevance. They can no longer be considered a main tool in a QA engineer’s toolkit, and their use often contradicts the principles of modern methodologies such as Agile. Spreadsheets and checklists are outdated tools because they don’t allow for the collection of metrics and analytics necessary for effective test management.

Why checklists are becoming outdated

Chaos and navigation problems

Storing checklists in Google Spreadsheets or Excel documents leads to a large number of files that become hard to manage. Hundreds of versions, data duplication, and difficulty finding the right information create chaos, especially in projects with long life cycles.

Lack of analytics and metrics

Checklists in spreadsheets don’t allow for collecting statistics or tracking task progress during sprints. This is a crucial part of test management, as without clear metrics, it’s impossible to objectively assess testing progress or improve the process. Old methods, such as spreadsheets, are not suitable for this purpose.

Contradiction with Agile principles

Agile requires minimizing documentation to avoid slowing down product delivery. Sudden changes in priorities and fast testing sessions become difficult due to the need to update and revise checklists. Martin Fowler, one of the authors of the Agile Manifesto, writes: “Excessive documentation becomes a barrier if it doesn’t provide real value.”

Inadaptability to modern requirements

Old checklists lack functionality for automatically distributing tasks, integrating with CI/CD systems, and managing priorities based on real data. Modern tools like TestRail, Zephyr, or Xray offer broader functionality and allow for real-time adaptation to changes. James Bach, in his work “Lessons Learned in Software Testing”, notes: “Effective testing requires flexibility and tools that can adapt to the team’s needs.”

Limited audience for checklists

Checklists in spreadsheet format may be useful primarily for newcomers and entry-level professionals. For those who are not familiar with the product or testing processes, they serve as a minimalist safeguard against critical errors. However, experienced QA engineers find this approach too slow, limited, and outdated.

Modern alternatives

In 2025, companies striving for efficiency choose test management tools that replace spreadsheets and offer powerful functionality. Here are some of these systems:

• TestRail Centralized test case management, data analysis, Jira and CI/CD integration.
• Zephyr Scalability support, flexible Jira integration, visual test progress.
• Xray Advanced testing features, full automation support, priority analysis.
• PractiTest Planning tools, progress analytics, working with complex requirements.
• TestLink Test version management, support for manual and automated testing.
• QAComplete Integration with Jenkins and Jira, user-friendly interface, large data volume management.
• SpiraTest Planning and analysis modules, bug tracking system integration.
• qTest (Tricentis) Full CI/CD integration, managing test cases and defects in one system.
• Katalon TestOps Compatibility with Katalon Studio, test optimization, team planning support.
• Ranorex Studio Suitable for automated testing of desktop, web, and mobile applications.
• Microsoft Azure DevOps Azure DevOps provides extensive project and test management capabilities. This solution includes built-in tools for test planning, defect tracking, and result analysis, allowing for real-time adaptation to project changes. Azure DevOps also supports task automation, CI/CD integration, and collecting metrics to analyze performance, making it one of the most powerful tools for QA engineers.

Why they are better than spreadsheets

Modern tools significantly outperform outdated Google Spreadsheets and Excel documents in the following areas:

• Data centralization: A unified test management system instead of many separate files.
• Flexibility and adaptation: Tools allow for quick test priority changes and adaptation to changes.
• Metrics collection and analytics: Automation of data analysis helps generate accurate reports and evaluate progress.
• DevOps integration: These platforms work directly with CI/CD tools, speeding up testing processes.
• Reducing bureaucracy: Process automation minimizes manual actions, simplifying test management.
• Real-time reporting visualization:

1. Improved decision-making: Test reports provide detailed data on testing status, helping stakeholders make informed decisions about product release readiness.
2. Increased transparency: Reports give a clear view of testing progress, defect status, and test coverage.
3. Identifying trends and patterns: By analyzing test reports over time, teams can spot recurring problems, which helps eliminate root causes and improve future test planning.
4. Risk management: Test reports highlight the most risky areas of the application, allowing teams to focus on critical parts early.
5. Maintaining internal standards: Detailed reports ensure all aspects of the application are properly tested, ensuring high quality throughout the development lifecycle.
6. Efficient resource allocation: Detailed data from test reports enables more efficient resource distribution, ensuring time and effort are focused on the most important areas.
7. Compliance and auditing: For industries with regulatory standards, test reports provide the necessary documentation for compliance and audits.
8. Improved communication: Test reports act as communication tools between development, testing, and management teams, keeping everyone informed on testing status and issues.

Google Spreadsheets and Excel checklists are tools from the past that no longer align with the realities of 2025. They create unnecessary barriers, increase bureaucracy, and slow down QA processes. Companies aiming for success are transitioning to modern test management systems adapted to the dynamic environment and Agile needs.