Are you one of the 62% of Facilities Managers* still relying on spreadsheets to manage assets and service locations?
There is a better way – a much better way.
Top line – the ProAstra NFC platform gives you complete compliance and asset visibility, streamlining inspections, maintenance and audits – making them faster, more accurate and consistently reliable.
It’s simple. It’s foolproof. And it’s built for the people who actually use it.
Spreadsheets come with serious limitations
Whilst using spreadsheets (such as Excel or Google Sheets) to monitor and track business assets is a common practice for small businesses, it becomes a major liability as a company grows. The primary disadvantages stem from manual processes, lack of real-time collaboration, and poor scalability, which can lead to data errors, security risks and inefficient workflows.
Add to that list of potential problems:
- High risk of human error
- No real-time visibility
- Poor version control
- Limited scalability.
No wonder the risks of using this method to track assets are high!
Problem 1: High Risk of Human Error
Manual Entry Mistakes: Because data is entered by hand it is highly prone to typos, omissions and copy-paste errors.
Broken Formulas: A single incorrect keystroke in a cell can corrupt formulas, causing all related calculations (e.g., depreciation) to be wrong. Fixing these can be time-consuming and difficult.
Low Confidence in Data: Studies show that up to 88% of all spreadsheets contain errors, which can cause major headaches, wasted resources and unreliable analysis.
ProAstra’s Solution:
- ProAstra’s unique NFC technology powered asset management platform is digitally-based.
- NFC tags facilitate asset identification enabling immediate reporting of the asset’s location to the system.
- One tap on an asset sends information in real time to a designated manager’s computer-based control panel.
- Real-time data obviates the need for spreadsheets as it makes the job of asset tracking completely accurate.
Problem 2: Lack of Real-Time Updates and Collaboration
Version Control Chaos: When multiple users edit a spreadsheet it’s hard to know which file is the “master” version. This often results in multiple, conflicting versions of the truth.
Lack of Live Data: Spreadsheets are not “live.” They do not update automatically when an asset is moved, repaired or assigned to a new user leading to outdated information.
Locked Files: Often, when one person is editing, the file becomes “locked” for others, disrupting workflow.
ProAstra’s Solution:
- The system delivers each report to the relevant email recipient for timely, informed action.
- All results are accessible simultaneously on the User’s PC.
- Real time live reporting – automating maintenance schedules, fault alerts with rectification tracking, warranty status and asset lifecycle insights.
Problem 3: Poor Scalability and Performance
Unmanageable with Growth: While spreadsheets work for 10-20 assets, they become unwieldy and slow when tracking hundreds or thousands of items across different locations.
Limited Data Handling: As data sets grow, large spreadsheets become slow to load, difficult to navigate, and frequently crash.
ProAstra’s Solution:
- With ProAstra’s no-barrier-to-entry approach, you can begin with a single category, deliver value quickly and build at your own pace.
- Focus on priority areas first, refine your approach and expand only when it makes sense.
- Start small and scale smart
Problem 4: Limited Functionality and Automation
No Automated Alerts: Spreadsheets cannot automatically notify you when an asset’s maintenance is due, a warranty is expiring or a lease is ending.
Manual Maintenance Tracking: Every service update must be manually recorded, unlike specialised software that can track full maintenance histories.
Lack of Attachments: It is difficult to directly attach photos, PDF manuals or warranty documents to specific assets in a spreadsheet.
ProAstra’s Solution:
- Faults are reported from the asset location, triggering an instant email alert to a designated recipient.
- Track and manage the status in the fault tab and generate reports from the fault log.
- Easily track the status of maintenance, warranty and asset lifecycle, ensuring real-time visibility and informed decision-making.
Problem 5: Security and Audit Vulnerabilities
Weak Security Controls: Spreadsheets are easy to copy, email and share, increasing the risk of unauthorized access or data breaches.
Poor Audit Trails: It is difficult to track who changed a specific piece of data and when it was changed, which is problematic for compliance and audits.
“Ghost” Assets: Without live linking to physical assets (e.g., QR/RFID tags), records often diverge from reality, resulting in “ghost” assets (items listed but lost) or “zombie” assets (items used but not recorded).
ProAstra’s Solution:
- Proof of Attendance: One tap on an asset by a contractor using a mobile phone sends real-time updates to a manager’s control panel, ensuring checks are never missed.
- Audit Trail: Every log, inspection and fault report is stored securely in a central system, making audits quick and reducing reliance on paper records.
- Compliance: Meet statutory requirements, health and safety obligations and environmental standards – reducing risk, liability and disruption
Problem 6: High “Key Person” Dependency
Knowledge Silos: Often, only one person knows how to maintain the complex formulas, macros or links in an asset spreadsheet. If that person leaves, the system often breaks down.
ProAstra’s Solution:
- ProAstra has built in user permissions so no single individual has sole responsibility.
- Different user levels ensuring that only authorised personnel can view or modify data.
It’s time to rip up the spreadsheets. Adopting ProAstra means you’ll never miss maintenance schedules or asset Lifecyle again. No wasted capital expenditure on replacing lost items; compliance issues a thing of the past.
Book your demo today or call the Team direct on 0800 844 5103
*Source:Idox
