PMIS vs spreadsheets: the difference and how to switch

Zero automation, version control nightmares, manual updates, and lack of real-time collaboration - sound familiar? Though fairly common, using spreadsheets for construction management will make you fall behind your competitors. Spreadsheets were never meant to be a construction management tool and may lead to costly project delays and budget overruns. Let’s then discuss the limitations of spreadsheets for project management, how they compare to PMIS, and how you can make the switch effortlessly.

Why are spreadsheets a bad option for project management?

Here are the significant challenges -

1. Spreadsheets lack real-time updates and collaboration.

Spreadsheets don't allow your team to work together on the same document at the same time, meaning you cannot update information right away.

As a result, the team members may make changes to different versions of the same document which may lead to chaos and confusion.

2. Spreadsheets are not scalable

If you try to manage bigger projects or multiple projects simultaneously on spreadsheets, it can cause chaos, waste time, and frustrate you.

Project managers need tools such as InnPMIS that scale with their projects, and spreadsheets just can’t keep up.

3. Spreadsheets lack advanced construction management features

When it comes to construction management, spreadsheets are like a basic toolbox. Though they may cater to simple tasks, they lack the advanced features required for effective construction management.

4. Spreadsheets are prone to errors

From wrong formulas to inconsistent data, spreadsheets are full of possible mistakes that can cause problems. Using spreadsheets is a slow process that invites errors easily. Not only do spreadsheets lead to more errors, but they also use up a lot of time that could be utilized for other essential tasks.

Your project’s success hinges on accurate data, and using spreadsheets can lead to incorrect information, messed-up reports, and decisions based on faulty information.

Now that we have discussed what could go wrong when using spreadsheets for project management, let’s discuss the key differentiating factors between spreadsheets and PMIS.

What is the difference between spreadsheets and PMIS?

Now that you know the difference choosing PMIS can bring to your construction management, let's discuss how you can switch from spreadsheets.

How can you transition from spreadsheets to PMIS?

PMIS improves collaboration, streamlines workflows, and ensures more effective project tracking. Here's how you can switch -

1. Audit your current workflow and challenges with construction management

Understand the limitations of spreadsheets and how PMIS can help you enhance your workflow by taking a step back and assessing your current situation.

1. Know your team’s pain points: Is your team facing issues with missed deadlines or version control? Do your team members constantly update data manually? Pinpoint where spreadsheets fail to meeting needs in maintaining collaboration, tracking tasks and managing milestones.
2. Map out your ideal workflow: Will your team benefit from Gantt charts or automated workflows to manage timelines? Do you need Kanban boards for task tracking? Visualize how you want your team to operate within a customizable construction software and then choose a tool that best aligns with your goals.
3. Select the best construction management tool: The market is flooded with options, and choosing the best PMIS may be overwhelming.
4. Compare top PMIS: Review the most popular tools in the market and choose the option that best suits your team's size and feature needs, such as task management, automation, reporting capabilities, and integration options.
5. Feature-needs assessment: Does your team require advanced resource management features, customizable workflows or AI-driven insights? Search for a PMIS that includes the essential features for your project types.
6. Team size and scalability: Whether you manage a small team or a large organization, choose a PMIS that scales with your team's growth. It should be able to handle complex workflows, multiple users, and large project volumes.

Inncircles offers a customizable construction software that adapts to your unique workflow. It does not require any complicated setup and you can effortlessly integrate your tech stack.

2. Migrate data without disrupting workflows

One of the biggest challenges when migrating from spreadsheets to PMIS is transferring data without disrupting team operations or losing information.

1. Structure and import data from Excel: Organize your existing spreadsheet data into a structured format (tasks, deadlines, teams, members, budgets, etc.) and upload CSV or Excel files directly into your PMIS.
2. Tips for cleaning and organizing existing spreadsheets: Remove outdated information and ensure all data is current when uploading. Clean up the columns and ensure they align with the fields in your PMIS to avoid confusion and ensure a smooth transition.
3. Plan for data mapping: Mapping how the fields in your spreadsheets will fit into the fields of your new PMIS will make the process more efficient.

3. Train your team and ensure adoption

How well your team adapts to the system will determine your PMIS's success.

1. Conduct hands-on training: Walk the project managers and team members through the PMIS's features, such as project tracking and task assignment.
2. Overcome resistance to change: Address concerns by highlighting the enhanced collaboration, time-saving features and improved project visibility. Ease the transition by offering hands-on training, peer support and easy-to-understand tutorials.
3. Create a 'champions' group: Select a few enthusiastic team members to act as champions for the new PMIS. These champions can accelerate the adoption by answering questions and helping others learn.

Inncircles is designed for ease of use so your team can hit the ground running from day 1.

Automate and optimize for maximum efficiency

It's time to unlock the full potential of your PMIS once your team is up and running.

1. Automate notifications and alerts: Alert team members about upcoming deadlines, changes to tasks, or project updates with automated notification features. This way there will be no need for manual follow-ups and everyone will be on the same page.
2. Use dashboards and AI-driven insights: Utilize the real-time reporting and dashboard features to monitor resource utilization, KPIs and overall project health. Identify bottlenecks and make prompt and efficient data-backed decisions with AI-driven insights.

With Inncircles, you can do the heavy lifting with AI-powered features, including predictive scheduling and automated reporting.

The final words

The era of spreadsheets is over. Though once a go-to for project tracking, spreadsheets simply can't keep up with the complexities and demands of modern construction management.

As projects become more intricate and businesses scale, manual updates and fragmented workflows won't cut it. PMIS drives productivity and helps you meet project goals with deep data insights, centralized project tracking, automation and real-time collaboration.

InnPMIS provides you with a more scalable, automated and efficient way of managing your projects. Schedule a demo today to know more.