For years, spreadsheets have been the go-to tool for tracking almost everything—budgets, sales forecasts, hiring plans, and yes, even company goals. They’re flexible, familiar, and nearly every team knows how to use them.
But when it comes to OKRs (Objectives and Key Results), spreadsheets eventually hit their limits. What works for a five-person startup often turns into a headache once teams grow, priorities multiply, and leadership needs clarity at scale.
That’s why more and more companies are asking: Should we keep using spreadsheets for OKRs, or is it time to move to OKR software?
Let’s break down the comparison.
The Case for Spreadsheets
It’s easy to see why many organizations start with spreadsheets:
- They’re free (or close to it). Google Sheets and Excel cost little to nothing compared to specialized software.
- They’re flexible. You can design them however you like—simple lists, charts, color-coded cells.
- They’re familiar. No onboarding required; nearly every employee already knows how to use a spreadsheet.
For small teams just testing out the OKR framework, spreadsheets can actually work fine. They allow for quick experimentation without committing to a platform.
Where Spreadsheets Fall Short
The cracks start to show once the company grows. Here are the most common issues teams run into:
- Version control nightmares. Multiple versions float around, and no one is quite sure which one is the latest.
- Slow updates. By the time someone collects and enters progress data, it’s already outdated.
- Limited visibility. If you’re not on the email thread or shared folder, you may not even know the goals exist.
- Scalability issues. Adding new departments, layers of goals, or tracking hundreds of key results quickly becomes messy.
- No built-in accountability. Unless managers chase people for updates, goals often get forgotten.
What starts as “simple and cheap” often turns into “confusing and inefficient.”
The Case for OKR Software
OKR platforms are designed specifically to manage goals. They solve the issues that spreadsheets create and add capabilities that make alignment easier.
- Real-time updates. Progress is tracked continuously, so dashboards always reflect the latest information.
- Company-wide transparency. Everyone can see how their work connects to larger objectives.
- Check-ins and reminders. Built-in features keep goals from fading into the background.
- Scalable structure. Whether you’re tracking 10 key results or 1,000, OKR software keeps things organized.
- Analytics and insights. Leaders don’t just see status—they see trends, bottlenecks, and areas for improvement.
Instead of bending a spreadsheet to do the job, OKR software gives you a system purpose-built for scaling alignment.
Which One Drives Better Outcomes?
The answer depends on where your company is in its journey:
- If you’re small and just starting with OKRs: A spreadsheet might be enough to test the framework. Think of it as training wheels.
- If you’re growing fast or already mid-sized: Spreadsheets will eventually slow you down. At this stage, clarity, transparency, and accountability matter more than saving a software subscription fee.
In other words: spreadsheets can help you learn OKRs, but OKR software helps you win with OKRs.
A Real Example
A marketing agency with 25 employees started managing OKRs in a spreadsheet. For the first quarter, it was manageable. By the second quarter, things got messy:
- Different teams edited different copies.
- Check-ins were inconsistent.
- Leaders spent hours gathering updates.
When they switched to OKR software, the process changed overnight:
- Teams updated progress weekly inside the platform.
- Everyone could see how their goals aligned with company objectives.
- Leaders had a dashboard view of the entire organization.
The result? Faster alignment, fewer missed targets, and less time wasted on admin work.
Final Thoughts
Spreadsheets will always have their place in business. But when it comes to managing OKRs, they eventually buckle under the weight of growth.
If you’re serious about driving real business outcomes—keeping teams aligned, tracking progress in real time, and building a culture of accountability—OKR software is the clear choice.
Think of it this way: spreadsheets help you organize. OKR software helps you execute. And in a competitive market, execution is what separates companies that hit their goals from those that fall short.
