In a recent post by Rick de Groot, shared on LinkedIn, a discussion emerged around specific Power Query functions such as *Table.ToList*, *Table.ToRows*, *Table.ToRecords*, and *Table.Partition*. These M code functions are praised within the community for their utility in managing data in Excel. While these techniques are indeed fantastic for solving particular challenges, there’s a broader conversation that must be had: the limitations of thinking within the single-user Excel framework, and the need to evolve into a more holistic approach that addresses organizational data processes.
The Single-User Focus
Many Excel and Power Query users operate within a limited environment–one person working on one spreadsheet, isolated from larger organizational processes. In this space, individual users take great pride in fine-tuning their tasks, transforming and cleaning data using powerful tools like those mentioned by Rick de Groot. However, this type of work, while essential in its own context, does not scale well when applied to the broader needs of an enterprise.
In this paradigm, collaboration often occurs by sharing files–spreadsheets, CSVs, or other static data formats. These are passed between colleagues like digital baton relays, fostering a fragmented and inefficient workflow. The real challenge is that these methods, while functional for small, isolated tasks, become cumbersome and slow when applied to larger, more complex processes. This creates friction, as workflows remain siloed, each person working within their own limited “square” of data.
Shifting to a Broader Perspective
The core issue is the mindset. Excel users are often confined by the limitations of working on a single spreadsheet, on a single machine, performing isolated tasks. This “square” represents the individual’s focus–painting their square perfectly, without considering the larger canvas.
To break free from this constraint, we need to adopt a broader view. Instead of seeing data management as an individual task, we must approach it as a seamless, systematized, ongoing process. In a modern enterprise, the objective is no longer just about perfecting individual spreadsheets but about managing data flows across departments and teams. This approach eliminates the need for physical file exchanges and fragmented workflows, fostering collaboration and efficiency across the organization.
The Square vs. Canvas Analogy
Consider the analogy of painting a square. Imagine several individuals tasked with painting their own squares perfectly–clean lines, smooth surfaces, and even colors. Each person takes great pride in their work, focusing on making sure their square is flawless.
However, when you step back and look at the entire wall, the goal isn’t to have perfectly painted individual squares. The goal is to paint the entire wall quickly and efficiently. In this case, a different tool is needed–a spray gun. The spray gun covers the whole wall in a fraction of the time, and with less concern about the boundaries between individual squares. This is the shift in mindset that is required when scaling from individual Excel tasks to enterprise-level data management.
The point is not that the meticulous work on individual squares is wrong; in fact, it’s often necessary in certain contexts. However, when we consider the broader objective–painting the entire wall, or managing data across an entire organization–these small, isolated tasks become less relevant. We need tools and methods that allow us to manage data on a larger scale, in a more integrated way.
Eliminating Boundaries for Efficiency
When we focus on the individual square, we establish boundaries–where one task begins and another ends. These boundaries can become a source of pride for the individual, but they also create inefficiency. In a business context, boundaries between individual tasks or departments often slow down the overall process. The more we compartmentalize tasks, the more difficult it becomes to maintain an efficient workflow across the organization.
Rick de Groot’s post highlights a very real strength of Power Query and M code for individual tasks, but it also serves as a reminder that these techniques are often rooted in a limited, single-user approach. The challenge for modern organizations is to move beyond this mindset and adopt a more fluid, integrated approach that views data management as a continuous, enterprise-wide process.
Conclusion: Adopting an Enterprise Mindset
The single-user Excel mentality–perfecting small squares–is a valuable skill, but it doesn’t scale well in an enterprise context. As organizations grow, the need to manage data more holistically becomes increasingly critical. Instead of focusing on the boundaries of individual tasks, we must zoom out and look at the larger picture. This means embracing data flows, systemization, and processes that break down silos and enable collaboration across teams.
In essence, it’s about putting down the paintbrush and picking up the spray gun. With the right tools and mindset, we can move beyond the individual square and work towards painting the entire wall, achieving greater efficiency and effectiveness in the process.
Rick de Groot’s insights are a valuable reminder of the power of Excel, but they also serve as a springboard for a larger conversation about how we manage data in the enterprise era. By thinking bigger, we can achieve more.
You’ve been listening to a podcast by Hiran de Silva. Read by Bill. Check back for the video presentation where you’d see the paining the wall illustration more clearly.
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