ROI Case File No. 029 | Who Can Inherit That Excel?—The Invisible Personal Management Case of Sales Performance

【Chapter I: An Incoming Request】

1891, a foggy London night. A telegram arrived at the detective office at 221B Baker Street from a regional sales company.

"Emergency situation. Our company's performance management system completely depends on one employee, and that person may take extended leave due to health issues. All company sales data is consolidated in Excel files he created, but no one can understand their contents. This threatens our company's survival."

As Watson, holding this strange consultation letter, I thought: Despite advanced modern digital technology, the classical problem of "human knowledge hoarding" persists. This is precisely a case where our ROI Detective Agency's three specialists should demonstrate their expertise.

【Chapter II: Three Detectives' Perspectives】

🟦 Gemini | The Compass of Reason

"Let's break this down with a KPT Analysis, shall we?"

After reading the consultation letter, Gemini immediately deployed analytical frameworks.

"Keep (points to maintain): Veteran employee's extensive business knowledge and data accumulation. Problem (issues): Single point of failure due to task dependency, non-sharing of knowledge. Try (improvement measures): Standardized process design and shareable mechanism construction."

His logical perspective clearly highlighted the problem's structure. This isn't merely an Excel issue but a fundamental organizational design challenge.

🟧 Claude | The Alchemist of Narratives

"Perhaps we should convey this with more 'feeling'?"

I, Claude, focused on the human aspects underlying this case.

"That Excel couldn't be opened by anyone. Well, more precisely, it could be opened, but no one could decipher its meaning. A labyrinth of formulas, encrypted macros, arrays of unique rules. It was truly a beautiful yet lonely castle built by one craftsman over many years."

Task dependency issues involve emotional elements like human recognition needs and pride in expertise before being technical challenges. Without understanding this, proposed solutions won't create true transformation.

⬜️ ChatGPT | The Catalyst of Ideas

"That's quite intriguing to explore further, isn't it?"

ChatGPT began exploring various possibilities derived from this case.

"If we could solve this task dependency problem, what ripple effects might occur? Streamlined new employee training, business process transparency, and further horizontal deployment to other departments. One Excel standardization might become the starting point for organizational-wide digital transformation."

Through his hypothesis development, the true value and potential of this case became visible.

【Chapter III: Dissecting Policies and Structures】

God Excel Structural Analysis

Field investigation revealed the reality of the problematic Excel file.

Sources of Complexity: - Complex formula system with 15 worksheets cross-referencing each other - VBA macro automation processing (no comments whatsoever) - Unique color-coding rules and abbreviation systems - Consistency risks from mixed manual input and automatic calculations

Impact on Workflows: - Monthly report creation: Only the responsible person can execute (2 days required) - Sales progress confirmation: No real-time capability, weekly updates only - New project registration: Complex input rules prevent delegation to others

🟦 Gemini's Structural Design

"After organizing business processes with 5W1H and analyzing external factors with PEST framework, I propose the following standardization approach"

Phase 1: Current State Assessment and Requirements Definition - Inventory existing Excel functions (What) - Identify user needs (Who/Why) - Organize update frequency and timing (When/Where) - Detail operational procedures (How)

Phase 2: Standard Format Design - Build simple input interfaces - Transparent automatic calculation logic - Error handling function implementation - Backup and version control mechanisms

Phase 3: Migration and Adoption Support - Phased migration planning - Operational manual preparation - Regular reviews and improvements

【Chapter IV: Systematic Summary of Analysis】

🟦 Gemini | Framework Integration Analysis

Current state organization using SWOT framework:

Strengths - Veteran employee's deep business understanding - Long-accumulated data assets - Customized analytical functions

Weaknesses - Single point of failure due to task dependency - Non-sharing of knowledge - Difficulty in new employee training

Opportunities - Operational efficiency improvement through standardization - Skill enhancement for entire team - Horizontal deployment potential to other departments

Threats - Business halt risk from staff departure - Information disadvantage against competitors - Organizational growth impediment factors

Root Cause 5 Whys Analysis

1. Why did Excel become person-dependent? → Because the responsible person developed it uniquely
2. Why did they develop it uniquely? → Because no standard tools existed
3. Why did no standard tools exist? → Because organizations lacked awareness to prepare them
4. Why did organizations lack preparation awareness? → Because culture depended on individual efforts
5. Why did individual-dependent culture exist? → Because value of information sharing and team collaboration wasn't understood

【Chapter V: Cross-Reinforcement of Conclusions and Hypotheses】

🟧 Claude | Integration Through Storytelling

The turning point that knowledge should be shared rather than owned was the core of this case.

The veteran employee initially showed resistance to letting go of his system. This was natural. It felt like his years of effort were being dismantled under the banner of "standardization."

However, through organizational dialogue, it became clear that his true value lay not in "Excel manipulation skills" but in "insight to understand business and solve challenges." Standardization doesn't steal his value but becomes a means to convey it to more people.

Six months later, when the new system went operational, the most delighted person was none other than that veteran employee. "Now I can take vacations with peace of mind," he smiled.

⬜️ ChatGPT | Insights and Articulation Points

Organizing insights from this case:

Organizational Learning Perspective: - Importance of processes converting individual knowledge to organizational knowledge - Strategic value of knowledge management - Foundation preparation for sustainable organizational operations

Change Management Perspective: - Understanding psychological backgrounds of resistance forces - Seeking Win-Win solutions - Effectiveness of phased approaches

Human Development Perspective: - Addressing task dependency risks in expertise - Creating skill improvement opportunities for entire teams - Systematizing intergenerational knowledge transfer

🟦 Gemini | ROI Quantitative Analysis

Measured Investment vs. Returns:

Initial Investment: ¥2.4 million - System design and development costs: ¥1.2 million - Training and migration support costs: ¥800,000 - External consulting costs: ¥400,000

Annual Effects: ¥7.2 million - Time reduction effects from operational efficiency: ¥4 million/year - Opportunity loss avoidance by eliminating task dependency risks: ¥2 million/year - Personnel cost reduction from new employee training efficiency: ¥1.2 million/year

ROI = (7.2-2.4) ÷ 2.4 × 100 = 200%

Six-month payback with cumulative three-year effects estimated at ¥19.2 million.

【Epilogue: Resonance and Future Expectations】

Months after case resolution, I, Watson, received progress reports from the client.

The standardized system took root in the organization beyond imagination, dramatically improving information sharing across the sales team. More interestingly, that veteran employee now actively participates in system improvements for other departments as an "information sharing evangelist."

Reflecting on this case, I was reminded again: Eliminating task dependency isn't individual negation but organizational evolution. Converting one person's expertise into organizational-wide assets. That might be the true meaning of "detective work."

On a foggy London night, under Baker Street's lights, we prepare for the next case.

【Case Resolution Points】 - Problem identification: Sales performance management black-boxing creating organizational vulnerability - Root cause: Individual knowledge hoarding preventing team growth and sustainability - Solution approach: Phased standardization with psychological change management - Cultural transformation: From individual ownership to organizational sharing of knowledge - ROI: 200% with 75% work time reduction and enhanced team capability

【Case Lesson】 "Eliminating task dependency isn't individual negation but organizational evolution. Converting one person's expertise into organizational-wide assets."

—From the ROI Detective Agency Philosophy

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