{"id":4142,"date":"2022-02-23T10:09:06","date_gmt":"2022-02-23T09:09:06","guid":{"rendered":"https:\/\/parm.com\/?p=4142"},"modified":"2026-04-21T13:22:27","modified_gmt":"2026-04-21T11:22:27","slug":"excel-in-project-management-useful-or-not","status":"publish","type":"post","link":"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/","title":{"rendered":"Excel in project management &#8211; useful or not?"},"content":{"rendered":"\n<div class=\"et_pb_section_0 et_pb_section et_section_regular et_block_section\"><div class=\"et_pb_row_0 et_pb_row et_block_row\"><div class=\"et_pb_column_0 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_0 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h1>Excel in project management - useful or not?<\/h1>\n<p><span style=\"font-size: large;\">What are the advantages of using Excel and when should it not be used?<br \/><\/span><\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_1 et_pb_row et_block_row\"><div class=\"et_pb_column_1 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_image_0 et_pb_image et_pb_module et_block_module\"><span class=\"et_pb_image_wrap\"><img decoding=\"async\" src=\"https:\/\/new-site.parm.com\/wp-content\/uploads\/2022\/02\/Post_Excel_EN.jpg\" title=\"Post_Excel\" alt=\"Excel in project management - useful or not?\" \/><\/span><\/div><\/div><\/div><div class=\"et_pb_row_2 et_pb_row et_pb_equal_columns et_block_row\"><div class=\"et_pb_column_2 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_1 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>In our experience, Excel is one of the most used tools in project management. And that, although the spreadsheet program is not actually intended for project management. What are the arguments in favor of using Excel for project management anyway and what are the limits of the application?<\/p>\n<\/div><\/div><div class=\"et_pb_text_2 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p style=\"text-align: center;\"><em>&gt;&gt;Excel is not made for project management, but it is nevertheless the tool that probably every project manager has used for his or her projects.&lt;&lt;<\/em><\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_3 et_pb_row et_block_row\"><div class=\"et_pb_column_3 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_3 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_83 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/#What_is_Excel_used_for_in_project_management\" >What is Excel used for in project management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/#Difficulties_with_Excel_in_project_management\" >Difficulties with Excel in project management<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/#Why_is_Excel_used_frequently_anyway\" >Why is Excel used frequently anyway?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/#When_to_switch_to_a_different_tool\" >When to switch to a different tool<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/parm.com\/en\/excel-in-project-management-useful-or-not\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_is_Excel_used_for_in_project_management\"><\/span>What is Excel used for in project management?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p> Since Excel is a very flexible program, it is used in project management for different purposes.<\/p>\n<ul>\n<li>Task lists can be nicely recorded in an Excel spreadsheet. The status of the various tasks, appointments and comments can also be recorded using Excel.<\/li>\n<li>Excel is also ideal for checklists.<\/li>\n<li>The main function of Excel, however, is of course spreadsheet calculation. It is very useful for filtering and analyzing data. Excel can also be very helpful for visualizing this data. This helps project managers with reporting, the project status or budget planning.<\/li>\n<li>When communicating with external project staff, it can be helpful to use Excel to provide them with the part of the project plan that is relevant to them. This allows them to tick off the tasks assigned to them and to allocate their working hours.<\/li>\n<\/ul>\n<\/div><\/div><div class=\"et_pb_text_4 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Difficulties_with_Excel_in_project_management\"><\/span>Difficulties with Excel in project management<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3>1. Overview<\/h3>\n<p>For simple projects, Excel offers a good overview. However, the more complex a project is, the more difficult it becomes to keep track of it in Excel. The project plan becomes too large to be displayed well, and different spreadsheets are needed for different data, so users have to switch between them. In addition, simple lists are no longer sufficient, but pivot tables and macros have to be used. This requires a lot of time and energy - and above all someone who is very familiar with these functions. Since hardly anyone other than the creator can keep track of this data, unused data graves and knowledge islands are often created - associated with the risks of process inefficiency and loss in the event of staff changes.<\/p>\n<h3> 2. Teamwork<\/h3>\n<p>By now, several people can work on an Excel document at the same time via a cloud or the internal company server. This makes teamwork much easier than it was in the days when you had to send the latest version of a file by email. Nevertheless, teamwork is not yet ideal, as there is no way to notify people about assignments in Excel, for example. This creates a great potential for errors. More serious, however, is the fact that such cooperation requires great discipline from all those involved. Because as soon as just one team member saves the file locally and changes it, chaos can arise with different versions that the project manager then has to fix. And what happens if the colleague with the current version of the file is suddenly unavailable?<br \/>The handling of access rights is also not optimally regulated in Excel. Files and spreadsheets can be protected and cells can be locked. However, there is no way to set this for individual employees or roles.<\/p>\n<h3>3. Time expense<\/h3>\n<p>Creating simple lists in Excel is quick and easy. However, as soon as more complex projects are to be represented, the creation of corresponding files becomes very time-consuming quickly. As soon as something changes in the project plan, the details have to be adjusted and updated manually. In addition, Excel has no interfaces to other systems, so that the necessary data can`t be transferred automatically. Entering the data therefore takes a lot of time. In addition, manual data maintenance is also very error-prone: a transposed number, an entry in the wrong format, an accidentally deleted cell or formula and the data is no longer correct. Troubleshooting in extensive and confusing pivot tables can quickly become a search for the proverbial needle in a haystack.<\/p>\n<h3> 4. Project specific functions<\/h3>\n<p>In order to be able to handle projects optimally, some project-specific functions are needed, e.g:<\/p>\n<ul>\n<li>Time and expense recording<\/li>\n<li>Dependencies of work packages<\/li>\n<li>Assignment of tasks<\/li>\n<li>Multi-project management and program management<\/li>\n<\/ul>\n<p>As a spreadsheet program, however, such functions are not provided in Excel. Of course you can, for example, assign work packages by providing them with the name of the employee responsible. But in complex projects, this quickly leads to confusion - especially if there are dependencies between different tasks or if the responsibility changes. Coordinating all of this and entering it into the lists by hand is inefficient and error-prone.<\/p>\n<h3>5. Reporting<\/h3>\n<p>Even reporting, the parade discipline for which Excel is very often used, is not always easy. In order to control projects effectively, project managers should be able to access up-to-date data at all times in order to quickly create reports on the current project status. This is the only way they can react flexibly to changes and prevent risks. Data that has not yet been updated or is incorrect is a major problem here. Moreover, while Excel can present data nicely visually, someone has to take the time to create these reports first. This means that the data must be formatted, edited, updated and checked.<\/p>\n<h3>6. Traceability<\/h3>\n<p>Versioning and document management are also difficult in Excel. Although you can also specify a version in the file name, it is difficult to document a changed requirement. You can note the author, the date of change and the reason for the change, but as soon as you want to save an e-mail from your customer, Excel is no longer suitable.<\/p>\n<p>&nbsp;<\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_4 et_pb_row et_block_row\"><div class=\"et_pb_column_4 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_5 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Why_is_Excel_used_frequently_anyway\"><\/span>Why is Excel used frequently anyway?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li>Excel is provided as standard in most companies. Therefore, no additional tool needs to be purchased if Excel is also used for project management. Furthermore, it is assumed that every employee has at least a basic command of Excel.<\/li>\n<li>For small projects and in small companies, it makes perfect sense to start with Excel as a project management tool. However, many companies then miss the time to switch to a more suitable software. Often companies simply do not see the need to switch because Excel has served them well in the past and they are not aware of the alternatives or their potential. \"We've always done it that way,\" is then used as killer argument against any change.<\/li>\n<li>We also frequently experience that people do not switch because it is assumed that a change is very time-consuming and also associated with high costs. The necessary budget and above all the necessary time are usually not available. <\/li>\n<\/ul>\n<\/div><\/div><div class=\"et_pb_text_6 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"When_to_switch_to_a_different_tool\"><\/span>When to switch to a different tool<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Excel provides many possibilities, but taking full advantage of them requires a lot of work and discipline. In the case of less complex projects with few dependencies, a short duration and a small team, this effort is justifiable and can still be mastered. However, as soon as the complexity increases so that maintaining your project documents in Excel becomes a task in its own right, it is time to look for suitable project management software.<\/p>\n<p>&nbsp;<\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_5 et_pb_row et_block_row\"><div class=\"et_pb_column_5 et_pb_column et_pb_column_3_5 et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_7 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you have no other option available, or only implement very small projects, Excel is a quick and easy tool. For very extensive projects, however, the disadvantages outweigh the advantages, as Excel is not intended as project management software. The strengths of Excel lie, for example, in budget planning and the fact that every employee can use it, at least fundamentally. Ultimately, every company and every project team must decide for themselves whether Excel is the right choice for project work. It is also important to remember that most project management software can be used in conjunction with Excel. myParm, for example, has bidirectional interfaces to Excel that allow you to combine the advantages of Excel with customised project management software as well as to transfer data from existing Excel templates into the new system.<\/p>\n<\/div><\/div><\/div><div class=\"et_pb_column_6 et_pb_column et_pb_column_2_5 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_8 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>More about the project management software myPARM:<\/p>\n<\/div><\/div><div class=\"et_pb_module et_pb_button_module_wrapper et_pb_button_0_wrapper preset--module--divi-button--default_wrapper\"><a class=\"et_pb_button_0 et_pb_button et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-button--default\" href=\"https:\/\/new-site.parm.com\/en\/myparm\/\">More information on myPARM<\/a><\/div><div class=\"et_pb_text_9 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>Would you like to get to know myPARM in a demo presentation? 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