5 Valid Reasons Your Help Desk Should Replace Spreadsheets with Help Desk Software

Replacing spreadsheets with a dedicated help desk software gives numerous advantages for businesses of all sizes: increased efficiency and security are just a start.

Are you still coping with your help desk operations with cumbersome spreadsheets? Are you finding it increasingly more difficult to keep track of customer issues and support requests? If so, you’re not alone.

From a survey published by Statista Research Department, in 2020 58% of customers said that they contacted customer support within the beyond month, highlighting the essential function of help desks in present-day agencies. However, counting on spreadsheets to deal with these needs can cause inefficiencies, errors, and security threats.

In this blog post, we’ll explore 5 valid reasons why your help desk needs to replace spreadsheets with dedicated help desk software.

1. Have Visibility into Help Desk Operations

One of the sizeable drawbacks of using spreadsheets for help desk management is the shortage of visibility into operations. Spreadsheets may additionally provide a static log of incidents. However, they fail to offer insights into ongoing methods and overall performance metrics.

Help desk software, on the other hand, offers comprehensive visibility into all components of help desk operations. This visibility isn’t handiest valuable for internal reporting and performance monitoring but additionally for end-users.

With the help desk software, end-users have access to a self-service portal in which they can effortlessly view the services available to them and track the status of their requests. This transparency enhances consumer satisfaction and reduces the burden on the help desk workforce with the aid of empowering users to locate solutions independently.

2. Automate Processes

Another compelling reason to interchange from spreadsheets to help desk software is the possibility of automating processes. Excel sheets require manual elaboration of reports and lack the capacity to streamline workflows correctly. In contrast, the help desk software presents strong automation features that could considerably improve performance and productivity.

By automating daily tasks, which include ticket routing, prioritization, and escalation, the help desk software allows support teams to be aware of the time spent and focus on greater strategic initiatives. Automation also reduces the chance of human errors, ensuring that important issues are addressed directly and consistently.

3. Increased Security

Security is a paramount challenge for any business enterprise managing sensitive customer information. Unfortunately, spreadsheets are inherently insecure and short of the essential controls to defend confidential data. Excel does now not provide access permissions to records based on business function, making it prone to unauthorized admission and data breaches.

Moreover, spreadsheets offer no history for changes made to the records, making it not possible to track mistakes or pick out responsible events. This lack of accountability poses a full-size hazard to corporations, especially in regulated industries.

In contrast, the help desk software guarantees strong security features, which include function-based access, encryption, and history of records. These features ensure that sensitive data stays secure and accessible to the right personnel, decreasing the chance of security incidents and compliance violations.

4. Reduce Chances of Errors

Using spreadsheets for help desk management introduces a high hazard of mistakes because the volume of records and complexity of operations increase. Manual data entry is at risk of typos, inaccuracies, and inconsistencies, leading to delays and confusion.

Help desk software gets rid of those dangers by providing structured data entry forms, validation rules, and automatic information processing. By standardizing approaches and defining data integrity, help desk software minimizes the probability of errors and ensures that correct information is captured and processed in real time.

5. Scalability

Perhaps the most good-sized benefit of help desk software over spreadsheets is scalability. Excel sheets aren’t designed to address the developing needs of a modern-day help desk, leading to overall performance problems and operational obstacles.

As corporations expand and customer support requirements evolve, help desk software programs give the flexibility and scalability needed to accommodate growth. Whether it is supporting a larger person base, scaling operations across more than one channel, or integrating with different systems, help desk software can adapt to changing needs without compromising overall performance or efficiency.

Overlooking the possibility to scale the solution whilst buying help desk software may be unfavorable for your business growth. You should test with sales and customer service teams if the solution you’re evaluating can help a large extent of customers.

Go for a help desk software that suits your growing business requirements.

Let us say you’ve got a small team at present, but the business should increase at some unspecified time in the future. With business growth, you would want an effective help desk ticketing system to handle the rising volume of customer issues and requests.

A scalable and modular software facilitates you to better manage customer communications and collaborate with teams successfully without dropping any customer queries. Help desk managers can relax assured that their help desk tool will be more than prepared to grow alongside their business needs even in case of fast commercial growth.


Replacing spreadsheets with a dedicated help desk software gives numerous advantages for businesses of all sizes. From extended visibility and automation to higher protection and scalability, help desk software offers a comprehensive solution for managing customer service operations successfully.

We are thrilled to provide you with the possibility to test our help desk software for free, an effective tool designed to enhance the work of your help desk team and foster the relationships with your clients. Our free demo offers you access to all the features of Deepser Help Desk software, letting you discover how Deepser can transform the way your company handles requests and provides support.

Our help desk software is designed to enhance the efficiency of your customer service and make certain customers are satisfied.

Try our demo and discover how our software can remodel the way you manage requests, decreasing response time and optimizing multi-channel support.

Sign-up now for our demo and start your journey to greater efficient and effective customer support!

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