Excel or digital maintenance logbook: which to choose?
The maintenance logbook is a key element in the management of a condominium.
Taking into account the rise of online tools, many administrators and managers hesitate between an Excel vs. digital maintenance logbook. The purpose of this article is to answer your questions, in full transparency, although Borée prefers the Excel spreadsheet format for the time being. We will explain why...
In Quebec, what are the common formats for maintenance logs?
The experts authorized to keep a legal maintenance logbook could use different formats: a PDF, a digital logbook, a physical binder and, like us, an Excel spreadsheet logbook.
All of these are correct answers. However, they are not all your correct answer. Your best choice depends on your needs and the requirements of the law in force.
PDF format
In some cases, the maintenance logbook is provided in PDF format. This protected format allows it to be shared and viewed, without the possibility of modifications, by all members of a condominium association.
Digital logbook
The digital format provides a centralised location for storing information related to the maintenance logbook. Depending on the tools and packages chosen, various additional features may also be offered. This type of online tool, application or specialised software facilitates collaboration.
Physical binder
The paper format, with organization by sections, is still used in some cases. It has the advantage of keeping management very simple for co-owners who are comfortable with a traditional format.
Spreadsheet (such as Microsoft Excel)
The maintenance logbook in Excel format is used in a large number of cases. A spreadsheet allows logbooks to be customized while reducing dependence on technology.
Screenshot of the Calendar section of our template for a free maintenance logbook. Download it!
The maintenance logbook is generally divided into several sections
By law, the maintenance logbook is more than just a list of maintenance work to be carried out on a building. Among other things, it must include several documents that are essential for the condominium. For example: contracts entered into, maintenance manuals, the various guarantees, etc.
Since the maintenance logbook has several sections, your expert could present the different sections in different formats.
Here are the most common.
Regular maintenance schedule
The regular maintenance schedule is most often presented in the form of a spreadsheet because of its flexibility and ease of updating. More specifically, the table is often used to structure information and facilitate the monitoring of tasks, those responsible and the status of the work.
Schedule of major repairs
The schedule of major repairs is usually presented in the form of a spreadsheet. In most cases, when a spreadsheet is used, you will find a provisional plan. The provisional plan provides a clear overview of the work planned over the next twenty-five (25) years.
History of works and contracts
The history of works and contracts is usually presented in PDF format.
Should you opt for an Excel or digital maintenance logbook?
It depends on your needs.
Ask yourself these five key questions:
Do many stakeholders need to collaborate on this document?
Are the users comfortable with the technology?
Are you willing to pay for a subscription?
Where will you store the information?
How often do you use your maintenance logbook?
Borée has chosen not to use the digital logbook
Why?
Because administrators of small condominiums can use Microsoft 365 or Google Drive free of charge to manage their condominium association.
With these tools, administrators are able to set up a simple and efficient document structure. They can also easily group communications (emails, shared documents, accounting monitoring, etc.).
In the case of large condominiums managed by professional managers, we notice that many managers already have advanced management software. The spreadsheet can be grafted onto their system without adding costs or dependence on a new technology.
Furthermore, digital logbooks alone do not ensure comprehensive and cross-functional management of the buildings in question. Therefore, it is possible that the work is unnecessarily duplicated between the management tool and the digital logbook.
What are the advantages and disadvantages of a building maintenance logbook in spreadsheet format?
A customizable Excel spreadsheet remains a versatile, accessible and powerful solution for tracking your components. You can even use it to export your data without becoming dependent on paid technology.
Benefits of Excel
Customizable: Excel allows you to create custom templates and formats to meet specific tracking needs.
Familiarity: Many users already feel familiar with Excel, which makes it easy to use without having to learn a new software program.
Data analysis: Excel offers powerful functions for analyzing data, creating graphs and generating reports.
Offline access: Users can access and modify their logs without needing an Internet connection.
Economical: If you already have Microsoft Office, using Excel does not incur any additional costs.
Disadvantages of Excel
On the other hand, Excel may not be suitable for you if several members of your union and experts have to contribute to it. Moreover, Excel is not a format that is easy to consult on a cell phone.
Manual input: Requires manual input, which requires attention to avoid errors and inconsistencies.
Limited automation: Excel's many formulas, although powerful, do not offer automation functions.
Related documents: Related document management cannot be stored in a spreadsheet.
More difficult collaboration: It is preferable to opt for the Excel format if there are few stakeholders in order to avoid version conflicts.
Not ideal on cell phones: Although you can view an Excel document on your cell phone, it does not offer a good mobile experience.
Tips for getting the most out of an Excel spreadsheet or Google Sheets
Lock your document when you edit it.
Back up your documents in a secure cloud space and encrypt your sensitive data end-to-end with tools like Tresorit or Proton Drive.
Use a tool like Zapier (free option offered) or an API to export your data to your management system, if needed.
What are the advantages and disadvantages of digital logbooks?
The great advantage of a digital solution is that it facilitates collaboration between many stakeholders. So if there are several of you who want to learn about a new technology, the digital format may be a good choice.
However, this advantage comes at a price and with the cost of technological dependence. Beyond the expense, make sure you take advantage of a digital solution that protects the confidentiality of your personal information.
Summary
Major advantages
It often offers cloud storage options.
It often offers reminder functions and automated maintenance schedules.
It facilitates collaboration between several users at the same time.
Major disadvantages
It normally requires an Internet connection.
It usually involves installation and subscription costs, as well as a learning curve.
It often imposes a fixed structure that makes customization difficult.
Good to know
You will read that a digital solution facilitates sharing with other tools. However, it would be more accurate to say that these solutions favor the integration with their own tools.
In reality, data can generally be shared from one tool to another if import and export are possible. Most platforms allow information to be exported in formats such as Excel or CSV, but few allow importing.
However, some solutions restrict access to data by limiting export options or reserving certain features for paid subscriptions. In addition, not all APIs are open, which can complicate the automatic transfer of information.
Therefore, check the export and integration options before choosing a digital tool.
Why is the Excel logbook still a good choice despite the trend towards digital logbooks?
Excel spreadsheets or Google Sheets are still a good choice despite the rise of digital notebooks. Excel's advanced data processing capabilities, familiarity and integration with other tools contribute to its long-standing popularity.
Borée services professionnels particularly likes the fact that the Excel format does not impose any structural limits.
Why doesn't Borée services professionnels use digital platforms to share its maintenance logs?
One of the major players in the field of contingency fund studies and maintenance logs, Mr. Réjean Touchette, emphasized in the latest issue of Condoliaison (p.12 VOL. 25, N° 3 | WINTER 2024):
The success of this tool lies in its ease of use and durability. We must avoid ending up with obsolete platforms in ten years' time. A universal medium such as Excel could be an effective solution. I cannot stress this point enough!
Borée services professionnels shares this opinion. For the majority of our customers, simplicity, durability and efficiency are essential.
