Common Approaches to Capturing Actions: Whiteboard vs. Spreadsheet vs. Shared Database

Whiteboard

Pros:

Cons:

1. Visibility: A whiteboard placed in a central location provides instant visibility to everyone in the workspace. It serves as a visual reminder of pending tasks and upcoming deadlines

1. Limited Space: Whiteboards have finite space, which can become cluttered and disorganised, especially in larger teams or projects.

2. Flexibility: Whiteboards allow for quick and easy updates. Tasks can be added, modified, or erased as needed, making it a flexible option for dynamic environments.

2. Lack of Persistence: Information on a whiteboard is temporary and can be easily erased or altered accidentally, leading to potential loss of important data.

3. Ease of Use: No specialised software or training is required to use a whiteboard. Anyone can write on it with a marker, making it accessible to all team members

3. Limited Accessibility: Remote team members or those working from different locations may not have access to the information on the whiteboard, limiting collaboration and transparency.

Spreadsheet

Pros:

Cons:

1. Structured Format: Spreadsheets offer a structured format for organising and categorising tasks. Columns can be customised to include relevant information such as task description, priority, status, and assigned personnel.

1. Steep Learning Curve: Spreadsheets may require training to use effectively, particularly for complex functions and formulas.

2. Data Analysis: Spreadsheets allow for easy sorting, filtering, and analysis of data, making it simple to track progress, identify trends, and generate reports.

2. Version Control: Managing multiple versions of a spreadsheet can be challenging, leading to potential errors and inconsistencies.

3. Collaboration: With cloud-based spreadsheet software, multiple users can collaborate in real-time, updating and reviewing tasks simultaneously from different locations.

  3. Data Security: Spreadsheets may lack robust security features, increasing the risk of unauthorised access or data breaches.

Shared Database

Pros:

Cons:

1. Centralised Repository: A shared database serves as a centralised repository for storing and accessing task-related information. It provides a single source of truth for all team members.

1. Implementation Complexity: Setting up and configuring a shared database may require specialised expertise and resources.

2. Scalability: Shared databases can accommodate large volumes of data and support complex relationships between tasks, users, and other entities.

2. Maintenance Overhead: Databases require ongoing maintenance, including backups, updates, and performance tuning, which can add to the workload of IT teams.

3. Customisation: Databases can be customised to meet the specific needs of an organisation, with features such as colleague permissions, workflow automation, and integration with other workflows.

3. Cost: Developing and maintaining a shared database can be costly, particularly for small businesses or organisations with limited budgets.