Why Spreadsheets Struggle as Laboratories Grow
Spreadsheets are often the starting point for many laboratories. They are familiar, flexible, and easy to adapt in the early stages of operation. For small teams with low volumes, they can be sufficient for managing basic information.
As laboratories grow, however, the limitations of spreadsheets become more apparent. What once felt simple can begin to introduce inefficiencies, errors, and risk.
Increasing Complexity and Volume
As sample numbers rise, spreadsheets often multiply. Separate files are created for tracking, results, approvals, and reporting, making it harder to maintain a clear, consistent view of operations.
Managing larger volumes in this way can lead to duplication, version control issues, and increased reliance on manual checks.
Limited Traceability
Traceability is critical in many laboratory environments. Understanding who entered data, when changes were made, and how results were approved becomes more difficult as spreadsheets grow in size and number.
While it is possible to create controls around spreadsheet use, they are often dependent on process discipline rather than system enforcement.
Risk of Human Error
Manual data entry increases the risk of mistakes, particularly when information needs to be copied between files or systems. Even small errors can have downstream effects on reporting, compliance, or client confidence.
As workloads increase, the likelihood of errors tends to rise alongside pressure on staff.
Challenges with Collaboration
As teams grow, spreadsheets can become a bottleneck. Multiple users accessing or editing files can create conflicts, delays, or the need for strict access rules that reduce flexibility.
This can make collaboration harder rather than easier over time.
Difficulty Scaling Processes
Spreadsheets are inherently static. Adding new tests, workflows, or reporting requirements often means building additional files or complex formulas that are difficult to maintain.
Over time, this can make systems fragile and harder to adapt to change.
Closing Thoughts
Spreadsheets are not a failure. They are often a natural starting point. The challenge comes when laboratories continue to rely on them as complexity increases.
Recognising when spreadsheets are becoming a limitation rather than a support can help labs decide when it may be time to introduce more structured systems.
Ray Stephens
Passionate about internet technologies and innovation, Ray established his first internet services business in 1999 offering high-end expertise to charities and SMEs. His primary role at Reuben is to share his vision and knowledge of the internet and technology, helping clients create sustainable websites and digital business strategies.
