Rows, Columns & Chaos: A Lean Look at Spreadsheet Waste

Hello again, fearless Waste Hunters! Today, I'm taking you on a deep dive into a place many of us spend significant time, our spreadsheets. It might sound meticulous, even trivial, but believe me, the potential waste hiding in those little grid cells is staggering and surprisingly impactful.

Before we dive deeper, here's a gentle disclaimer: If you're already a spreadsheet expert, you're likely naturally leaning your processes. However, even experts benefit from structured Lean thinking, it's precisely because you're so efficient already that finding further improvements can become challenging. Lean offers a structured approach to interrogate even superior processes, pushing efficiency to the next level. For spreadsheet experts specifically, Lean methods like PDCA (Plan-Do-Check-Act) cycles or structured 5S audits (Sort, Set in order, Shine, Standardise, Sustain) can offer valuable frameworks to systematically challenge even the most optimised spreadsheet practices. For example, applying PDCA might involve planning a new formula structure, testing its efficiency, checking performance impacts, and then standardising the improved method. Similarly, performing a quick 5S audit could help identify subtle redundancies or inefficiencies, enabling continuous incremental improvements even at an expert level.

As always, here’s our Lean thinking check:

- Is it worth the hunt?  Quick reflection first: Are your spreadsheets truly as efficient, reliable, and manageable as they could be?

- Extreme spotting is valuable!  Don't shy away from micro-level observations. Recognising small, subtle wastes is the key to deeper insights.

- Quick, frequent improvements (PICA cycles):  Regularly identify and quickly address minor spreadsheet inefficiencies to avoid cumbersome clean-ups later.

Even as a seasoned Lean practitioner, my recent micro-waste hunt within spreadsheets revealed some eye-opening wastes!

Take 'Motion' waste: Initially, obvious wastes like frequent tab switching caught my attention. But pushing my thinking further, I realised I was constantly scrolling through excessively large data tables, small but repetitive movements eating away at productivity. By better utilising frozen panes and strategic cell links, I instantly reduced these subtle disruptions. Moreover, having multiple spreadsheets open simultaneously created unnecessary back-and-forth navigation; consolidating critical data into fewer, better-organised files streamlined my workflow substantially.

'Overprocessing' waste also showed up in unexpected ways. At first glance, complex formulas appeared efficient, yet upon deeper reflection, simpler functions often accomplished the task more clearly and efficiently. And let's talk about formatting, do those additional shades and borders really add clarity, or is it just unnecessary aesthetic perfectionism? Extreme thought perhaps, but highly insightful.

Then there's 'Inventory' waste. Beyond just outdated files, I recognised excessive backups of spreadsheet versions with minor incremental changes. The solution? Leveraging version control tools and clear naming conventions, significantly reducing confusion and wasted search time.

Quick Reference: The 8 Wastes in Spreadsheets (and Beyond!)

Here's a concise prompt list for your micro-level waste hunt:

-  Transportation:  Copying data between spreadsheets manually instead of establishing dynamic links.

-  Inventory:  Excessive backup files or multiple spreadsheet versions creating confusion and unnecessary searching.

-  Motion:  Frequent scrolling or tab-switching due to poorly structured data layouts or using too many spreadsheets simultaneously.

-  People Potential:  Under-utilising collaborative spreadsheet tools or neglecting team expertise in data analysis.

-  Waiting:  Delayed data inputs from external sources causing bottlenecks.

-  Overprocessing:  Complex formulas or unnecessary formatting that don't directly enhance clarity or functionality.

-  Overproduction:  Generating more data or reports than needed, adding unnecessary layers of complexity.

-  Defects:  Small errors in data entry or formulas, causing inaccuracies and time-consuming corrections.

Use these insights not just in your spreadsheets, but any data-handling tasks or documentation processes.

Leaning into Streamlined Spreadsheet Management

Applying Lean thinking to spreadsheets at this micro-level might feel extreme, but it’s incredibly rewarding! Recognising and addressing these subtle wastes has dramatically improved my data reliability, efficiency, and overall spreadsheet management.

Now it's your turn, grab those Waste Glasses and dive into your spreadsheets. Look closely, question everything, and uncover the hidden wastes that subtly eat away at productivity.

Stay tuned as we continue exploring Lean in the most unexpected places!

Happy, insightful spreadsheet hunting!

Michelle