Remote working spreadsheet problems
Version confusion
Working remotely makes it more likely that multiple copies of spreadsheets will be saved by staff, which can make it difficult to identify the most current version. Additionally, the data in the spreadsheets exists only in flat files – often on remote users’ computers. The more frequently an Excel file is cloned, updated and circulated, the greater the uncertainty. As amended versions accumulate on users’ systems, there’s an increased risk that employees could work on, and exchange, out-of-date spreadsheets, which could cause serious problems for your business. The issues related to version confusion could be further exacerbated by the current remote working setup, as it’s much harder to maintain effective communication.
Proprietary data & intellectual property security
Spreadsheet collaboration could also unwittingly expose your company’s proprietary data and intellectual property. As Excel files must be emailed and copied between remote employees, it becomes extremely hard to guarantee that only authorized workers will have access to them, and this renders both your data and the business logic embedded in Excel vulnerable to hackers. This is made worse by the fact that your employees may be working from separate networks, hindering your ability to implement blanket cybersecurity measures for protecting your data and IP. With spreadsheets often containing proprietary information and business logic, your company would be particularly vulnerable if these files fall into unauthorized hands.
Compatibility issues
Remote employees will probably work with different operating systems, and potentially have different versions of Excel with varying settings. As a result, compatibility issues are a big concern, with functionality potentially impacted, leaving some users unable to access the files they need to use. The drawbacks to productivity are plain to see, while compatibility issues can even trigger data loss.
How EASA can resolve remote working issues
EASA allows you to webify your spreadsheets, creating web portals where all Excel files can be securely accessed and shared. This can help mitigate the issues associated with working from home outlined above.
Eliminate version confusion
EASA prevents version confusion by ensuring that users can only access and edit the latest version of the underlying spreadsheet. Only the administrator is able to update this “master version” by uploading a new version of the spreadsheet to the EASA system. Multiple staff members can also use the same version of a spreadsheet simultaneously without having to check in or out, and with no possibility of overwriting somebody else’s work.
Protect proprietary data & intellectual property
As EASA ensures that only authorized personnel can access your spreadsheets, and that everybody is working from one centralized web portal, there’s no need to download, edit, copy or email spreadsheets. Reducing this potentially risky activity means that EASA can keep your intellectual property safe from being exposed or modified by an unauthorized individual.
Prevent compatibility problems
To access the portal, employees only need a web browser and an internet link to your secure servers via your network or the cloud. This means they do not have to download any locally-installed software from their home computers, or even install Excel itself. Mobile users can easily access the web portal too, ensuring that all remote staff can work normally without compatibility problems.
