The reality check: Spreadsheets aren’t cutting it anymore.

I’ve always felt a certain respect for the humble spreadsheet. It’s straightforward, adaptable, and easy enough to start with. Many of us, myself included, once swore by their simplicity when managing environmental, health, and safety (EHS) processes. But truth be told, spreadsheets have limitations—and EHS Managers around the UK deserve better tools, because we’ve all felt the pain of hitting those limits.

Here’s the reality any seasoned EHS manager knows: spreadsheets were designed to crunch numbers, not manage complex compliance documents or generate audit-ready safety logs at scale. Yes, we may have got by for years with sheets and cells, but just “getting by” breeds inefficiencies, mistakes, and unanticipated headaches down the line.

During a big safety audit a few years back, I was tasked with pulling detailed compliance records going months back. I found myself sifting through multiple tabs, navigating confusing versions, and sweating at the prospect of someone overwriting crucial information. It was nerve-wracking, inefficient, and a clear signal it was time to ditch our trusted cells and columns for something engineered specifically for safety compliance.

What the Data Tells us About Spreadsheet Risks

Let’s be direct—spreadsheets aren’t reliable enough tools when we are responsible for the safety of our people. They don’t scale, they don’t audit easily, and they are prone to human errors. A shocking number of spreadsheet errors lurk in most company archives, silently jeopardising compliance and safety reporting efficiency.

According to a research paper published by the European Spreadsheet Risks Interest Group, around 90% of spreadsheets have some degree of error. To put it bluntly, that’s 9 out of 10 files harbouring potentially costly mistakes.

I also came across a study from Ventana Research indicating that 44% of organisations identify spreadsheets as a major cause behind inaccurate information used in critical decisions. Imagine, nearly half of our critical safety reports could be compromised simply because they’ve been maintained on spreadsheets instead of proper EHS management software.

Moreover, the absence of version control and access restriction in spreadsheets means any team member can easily create duplicate or conflicting data. When an auditor arrives, unclear version histories become a nightmare to navigate, leaving you scrambling around at the last minute—trust me, I’ve been there, and it’s not pleasant.

The Automation Advantage: It’s About Working SMARTER, not Harder.

There comes a point in every EHS manager’s work-life when we realise spreadsheets just aren’t good enough. Fortunately, the solution isn’t mysterious or complicated—it lies in automating safety data management through dedicated software. Making the leap to automating our EHS processes equips us to escape daily firefighting. We shift instead towards proactive planning, compliance accuracy, and audit-ready safety logs.

Automation through EHS software designed specifically for our profession not only eliminates spreadsheet chaos but also enables a streamlined, transparent, and real-time recordkeeping system. No more relying on manual entries or searching through endless files. Clear dashboards provide actionable insights, intelligent alerts ensure nothing slips through the cracks, and compliance documentation is always audit-ready with just a click of a button.

Earlier scepticism among team members who loved Excel dissolved quickly after experiencing the immediate relief automation brought. Workflows simplified, reporting became faster and accurate, and productivity soared as tasks previously taking hours were reduced dramatically to a fraction of that.

Practical Solutions: How Automation Changes the Game in Everyday EHS Workflows

Let me paint you a very real and relatable scenario. A site manager notices a safety concern on the shop floor. With automated EHS software in place, they can instantly log that observation on their mobile device, attach photographs, and tag it for follow-up. This real-time entry is then automatically routed to the responsible team for action and tracked to resolution without ever opening a spreadsheet or emailing attachments back and forth.

Remember those cumbersome audits I spoke about earlier? Automating compliance with digital audit trails literally saves hours of preparation every quarter. Everything becomes truly paperless, structured, complete, and easily retrievable. An unexpected inspection? Instead of panic or anxiety, my team can now confidently tap into any report we might need, formatted clearly and immediately accessible.

With automated reminders for safety inspections and scheduled audits, there’s no worry about missing critical compliance deadlines. Actionable insights surface naturally from transparent dashboards, allowing teams to prioritise effectively without guesswork or second guessing.

Automation also simplifies incident reporting. Imagine filing an incident report through your phone or tablet, instantly notifying relevant stakeholders, kicking off automated investigation workflows, and ultimately generating useful analytics to highlight areas for improvement. It removes ambiguity and ensures nothing gets lost in communication breakdowns or overlooked in Excel nightmares.

Over the past few years, I’ve realised that automation isn’t a luxury—it’s the difference between a competent EHS management strategy and a chaotic one. Shifting away from spreadsheets to purpose-built software is simply another evolutionary step towards safer working environments and more effective management.

Let’s leave spreadsheets for numbers and budgeting—they’re excellent at that, after all—but managing crucial safety information demands dedicated EHS software. After all, your role and your colleagues’ safety deserve tools that actually support you, not trip you up at the worst possible moment.