Spreadsheets aren't databases—stop using them like one

Spreadsheets have been around for decades and are a staple tool in many workplaces. They are easy to use, flexible, and can handle a wide range of tasks. However, there is a growing problem with using spreadsheets as databases.

Spreadsheets are not designed to be databases, and using them as such can lead to data inconsistencies, errors, and security vulnerabilities.

Here are some reasons why we should stop using spreadsheets as databases.

1. Limited Data Structure: Spreadsheets have a limited data structure, which means they are not designed to handle complex data relationships. While they are great for simple data structures, they fall short when it comes to handling more complex data structures.
2. Lack of Data Validation: Spreadsheets do not provide the same level of data validation that databases do. This means that it is easy to enter incorrect data or make mistakes. In a database, data validation rules can be set up to ensure that data is entered correctly, reducing the likelihood of errors.
3. Limited Security: Spreadsheets are not secure. They are easily shared and can be easily copied or edited by anyone who has access to them. This makes them vulnerable to data breaches and unauthorized access. Databases, on the other hand, can be secured with strong passwords and encryption to ensure that only authorized users have access to the data.
4. Limited Scalability: Spreadsheets are not designed to handle large amounts of data. As data volumes increase, spreadsheets become slower and less reliable. Databases, on the other hand, are designed to handle large volumes of data and can scale easily as data volumes increase.
5. Lack of Audit Trails: Spreadsheets do not provide a reliable audit trail. It is difficult to track changes made to a spreadsheet, which makes it difficult to identify who made changes and when they were made. In a database, audit trails can be set up to track all changes made to the data, making it easy to identify who made changes and when they were made.

In conclusion, spreadsheets are not databases, and we should stop using them as such. While spreadsheets are great for simple data structures, they fall short when it comes to handling more complex data structures, providing data validation, security, scalability, and audit trails.

Rather, use a CRM(Customer Relationship Management) system to store and manage customer information. In fact, a CRM system is a type of database that is specifically designed to manage customer interactions and relationships.

A CRM system can store a variety of customer data, such as contact information, purchase history, communication preferences, and customer service interactions. This data can be easily accessed and updated by sales, marketing, and customer service teams, allowing them to provide better customer experiences.