For many small publishers, Excel has long been the go-to for keeping track of projects, titles, and deadlines. But as your publishing company grows, so does your workflow—and those Excel spreadsheets can really start slowing you down and hindering progress.
In BISG’s Micro-Webinar Series on Small Publisher Workflows, the session “Project Management Past Excel” explored how small teams can transition from Excel-based tracking to more efficient, scalable systems. Firebrand Technologies’ Joshua Tallent shared a practical roadmap to help publishers streamline and modernize their workflows.
The first step toward change is recognizing the problem. Before moving to new software, your team needs to recognize why Excel no longer fits your needs and what you stand to gain from a better system.
Start by talking to your staff about their frustrations and identify 5-10 concrete blockers that slow down your work, such as:
This step builds internal buy-in and creates urgency around the need for change.
Before shopping for any new tools, clearly define what success looks like for your team. Consider the following:
Setting these expectations early ensures your eventual solution fits your vision for the future—not just today’s needs.
Once you’ve mapped your pain points and success criteria, it’s time to explore your options.
Understand the difference between:
There’s no universal “right” choice—just the right choice for your company’s goals, budget, and ongoing growth (although, we’re biased towards Firebrand’s solutions and have many options for all types of publishers).
If you fail to plan, you plan to fail. Transitioning from Excel takes thoughtful preparation and patience. Go into the implementation project with clear expectations for your staff and expect to dedicate many hours of your staff’s time for:
Change management is a process, not a one-time event. The more time and preparation you invest, the smoother the transition will be.
Technology alone doesn’t fix workflow issues—people do. In order to make the change stick, consider incorporating the RACI model—a common method in Project Management circles for tailoring different assignments to staff within a project.
Also, identify your Champion staff members—typically one person per department (or one overall for smaller teams) who serves as front-line support. Champions become your internal experts, troubleshooters, and cheerleaders for the new system.
Finally, remember that no system is ever “done.” Like a car, your workflow will need occasional tune-ups and maintenance, so put that into your yearly budget. Plan to continue learning through training sessions, webinars, and internal documentation to ensure your system continues to evolve with your needs.
Moving past Excel is not an easy task—especially for teams who’ve relied on it for years—but the rewards are worth it: More efficiency, better visibility, better sales, and smoother workflows.
Ready to upgrade your publishing workflow?
Schedule a meeting to learn how Firebrand Technologies can help your team move beyond Excel.