I admit it. I’m an overthinker.

Over-analyzer, over-engineerer. (not sure that’s a word)

I’ve never met a simple problem I couldn’t fix with a complex solution.

I’m also a firm believer that every skill is a double-edged sword.

The reason I can solve complex problems is the same reason I can get stuck on the simplest of tasks.

I used to spend most of my time in accounting software. Whether it was QuickBooks, Xero, or FreshBooks, I got my client work done in one app.

Now I spend most of my time in spreadsheets.

No, I haven’t switched back to bookkeeping in Excel.

Some clients have their data spread across multiple sources. Not all of it is accounting data, so it doesn’t fit in accounting software. However, they do want reports built based on that data.

Although I like Excel, Google Sheets is better suited to these tasks. I can pull data from time entries, invoices, and the company CRM, even if each is held in a separate app.

Large companies use expensive enterprise software that does everything. Most small businesses are duct-taping systems together with whatever parts they can find and afford. And, let’s not forget, the bookkeeper doesn’t usually have a say in what software gets used.

Where overthinking is a blessing.

Over the years, I’ve gotten pretty good at creative problem-solving. If a client needs a report that uses data from HubSpot, Xero, and a few random spreadsheets, I can develop some crazy solutions.

It’s allowed me to do a lot of work normally reserved for an accountant or CFO. Don’t get me wrong, there are situations where an accountant or CFO is the best choice. I don’t pretend to be at that level. However most small businesses can’t afford to pay CFO rates for every project.

Where overthinking is a curse.

Sometimes, these solutions break. Ok, let’s be real; everything breaks eventually.

If you create a simple solution, it’s easier to fix and doesn’t require anyone specific.

If you over-engineer a solution that you barely understand yourself, untangling the errors can become a nightmare.

Here’s a formula I’ve been working on this week. It was working fine until it suddenly started giving the client errors. As I’m writing this, I think I’ve fixed it, but it took hours.

I’m not sure how often you use spreadsheets. To you, this may seem pretty basic or look like complete gibberish.

What it is, either way, is overly complicated.

Oh, did I mention that this isn’t in just one cell? No, this formula is in a table with hundreds of cells. And this is what it looks like AFTER I simplified it.

The goal was a system that updated itself based on external data. To that end, mission accomplished. But where do you even begin to troubleshoot when something breaks? Most of the time, there’s one “$” missing or my fat fingers hit an extra key by mistake.

Patching is always quicker than fixing.

Something like this is created for a simple reason: We’re all too busy managing too many tasks, projects, and people.

We build something that works well. And then someone asks for one more feature.

We bolt it on quickly to get back to our other work. We don’t stop to ask if there’s a better way, and we don’t document the changes. Pretty soon, the tool/spreadsheet/process is bloated and nobody remembers how to fix it.

Sometimes, the best choice is to start over.

I have a few other spreadsheets like this. I decided this was the year I’d make some changes, so I rebuilt them from scratch.

I’m so glad I did.

It took a long time. Rebuilding one of them took around 3 hours. But it was worth it. Why?

Updating them each week took up to 20 minutes. I knew that was too long, but it wasn’t 3 hours. There was always an excuse to put it off.

But now it takes 5 minutes to update; it’s more responsive, and the team uses it more.

This isn’t just for spreadsheets.

Look at your task list.

Specifically, look at your recurring tasks. Look for tasks that:

• Have a lot of steps
• Are hard to explain to others
• Tend to cause you stress

Ask yourself a few questions.

• Is this task still necessary?
• Do the steps still make sense, or is there a better way?
• Are there ways to automate or delegate this now?
• What about newer tools that could do a better job?

You should do this exercise once or twice a quarter. It’s like Spring cleaning for your work.

What about you?

Did my example remind you of something you’re dealing with? Do you have some projects that are out of control? What’s your advice on dealing with them? Bonus points if it’s also a spreadsheet.

Well, I’m off to fix a few more things. Have a great week!

​

​

​​​​