Look for friction, not file size
A large workbook is not automatically a problem. More useful signals are repeated data entry, uncertainty about the current version, and people waiting for one person to explain how a calculation works. Start by observing a complete workflow rather than choosing a replacement tool.
Follow one record
Choose a real example: a customer request, work order or purchase. Note where it begins, who changes it, who approves it and which reports use it. If the same facts are copied several times, there may be an opportunity for a shared record with different team views.
Keep human decisions visible
Digitising a process does not mean removing every approval. Define who can edit, review and authorise information. A connected system should make accountability clearer, including what happens when a record is incomplete or an exception needs attention.
Start with a useful boundary
Choose one workflow with a clear beginning and end. Agree what the first release includes and which existing tools remain. A focused integration or small application may deliver more value than a broad replacement programme.
Prepare for discovery
Bring a blank example of the forms you use, the names of connected systems, and a description of the main delays. Remove confidential information first. The goal is to explain how the business works, not to arrive with a finished technical specification.
Have a workflow in mind? Turn it into a useful starting brief.
Open the Solution Architect