In a previous article, I discussed the remarkable capabilities of tools like ChatGPT, which can interpret complex inputs—whether it’s a prompt or, in my case, a 30-minute monologue—and return meaningful insights. This ability to connect dots across vast amounts of data and respond with contextually rich feedback is incredible. In this follow-up, I want to take that analogy into the realm of Excel and automation.
Many of you are familiar with Excel tutorials on YouTube, demonstrating how to create dynamic, dependent, cascading drop-downs. While these techniques are useful for isolated, single-user tasks, what I’m discussing here goes beyond that. I want to introduce a concept that scales these ideas across an entire enterprise, where spreadsheets are no longer just static data holders but active, interconnected tools that drive business processes without any manual intervention.
What’s Really Happening Behind the Scenes
At first glance, what I’m describing may seem similar to those cascading drop-downs you’ve seen on YouTube. But what I’m talking about is much more powerful. Imagine a system where drop-downs are not just pulling data from within a single workbook, but are being updated by thousands—possibly tens of thousands—of spreadsheets across an entire organization.
These drop-downs reflect real-time stock levels from multiple warehouses, adjusted automatically as stock comes in, goes out, or is found to be missing during stock takes. If a customer calls to place an order, the stock levels adjust immediately. This data is also tied into systems that trigger reorder alerts when inventory runs low, notify the dispatch department when orders need to be shipped, and even flag orders that have been paid for (or, conversely, if a payment has been recalled).
This isn’t just about cascading drop-downs. It’s about a system where spreadsheets are handling the operational heartbeat of a company, without anyone needing to touch them.
Automation: The Self-Driving Car of Spreadsheets
Think of this system as the self-driving car equivalent in the world of spreadsheets. Just as self-driving cars eliminate the need for manual driving, this setup eliminates the need for manual spreadsheet management. Everyone—whether they’re in purchasing, stock management, or customer service—does only what they’re hired to do. They don’t need to create or manipulate spreadsheets because the spreadsheets are doing all the work for them.
Take, for example, the scenario of stock management. The system can trigger alerts when stock levels dip below a reorder point, prompting the purchasing department to place new orders. It can track promotions and automatically update call handlers so they’re aware of any active sales bonuses. And it ensures that everyone, from warehouse managers to accounts departments, is working with the most up-to-date information—all without anyone lifting a finger to create a single formula or run a single Power Query.
The Problem with Traditional Tutorials
Now, let’s talk about the contrast. Traditional Excel tutorials on YouTube might show you how to create cascading drop-downs or set up dynamic arrays. But none of them go into the kind of depth that enterprise-level processes require. The techniques they teach are often designed for one-off, isolated tasks, where you manually create the drop-downs, input the data, and run the formulas. When you need to repeat the task, you go through the same manual steps again and again.
But in the world I’m describing, we’re working with an entirely different scale. We’re talking about centralized data management where everything is interconnected. There’s no need to send spreadsheets around by email or manually update them—everything is linked and updated in real time.
Centralized Data and the Hub-and-Spoke Model
In this system, the only thing that’s flowing is data. The spreadsheets themselves remain static, but they pull from a centralized database that reflects the constantly changing reality of the business. This hub-and-spoke architecture ensures that everyone is always working with the latest data. Whether it’s stock levels, order statuses, or customer payments, all relevant information is available instantly.
This isn’t just about making your life easier. It’s about ensuring accuracy, scalability, and efficiency across an entire organization. Instead of six people emailing their spreadsheets back and forth, everyone taps into the same source of truth. No more confusion, no more version control issues, and no more Excel hell.
Responding to the Bigger Picture
The spreadsheets in this setup don’t just populate drop-downs. They respond to real-time events, triggering actions as needed—whether it’s informing the dispatch department of a shipment, updating the accounts team on a payment status, or flagging a stock discrepancy during a warehouse audit. Everything happens automatically, without the need for manual input or constant oversight.
This is a far cry from the isolated tasks you’ll see in popular Excel tutorials. What we’re talking about here is a system where Excel acts as the nerve center for a fully automated, scalable business process.
Final Thoughts: The Real Power of Excel
The next time you watch a YouTube video about Excel techniques, keep this in mind: while they may teach you how to manually create some impressive features, those techniques won’t scale in a collaborative, enterprise environment. The real power of Excel lies in its ability to handle complex, interconnected processes with minimal human intervention. When properly set up, Excel doesn’t just automate small tasks—it can automate entire business operations.
In the world of scalable, collaborative spreadsheet management, we don’t teach people how to use Excel in isolation. We teach Excel how to work for us, seamlessly integrating it into the larger framework of business operations. And that’s where the real magic happens.
This is a podcast by Hiran de Silva. Narrated by Charlie.
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