Signs Your Team Is Working Around the System Instead of With It

Most teams don’t decide to work around their systems.

It happens gradually — one workaround at a time — until the workaround becomes the process.

This is especially common after ERP implementations involving platforms like Yardi, where the system technically works, but daily use feels heavier than expected.

Recognizing these signs early can prevent small adaptations from turning into permanent friction.

Why Workarounds Appear in the First Place

Workarounds are not a failure of discipline. They’re usually a rational response to misalignment.

Teams create them when:

• Processes don’t match real workloads

• Reporting doesn’t answer actual questions

• The system feels unpredictable or slow

• Getting the “right” answer takes too much effort

The system becomes something to get through rather than rely on.

Common Signs Workarounds Have Taken Over

1. Spreadsheets Are Doing the System’s Job

Spreadsheets aren’t inherently bad — but they become a red flag when they:

• Recalculate totals already in the system

• Reformat reports every month

• Act as the “real” source of truth

When teams trust spreadsheets more than the system, confidence has already shifted elsewhere.

2. “This Is Just How We Do It”

Listen for phrases like:

• “Yardi can’t really do that”

• “We always adjust this manually”

• “Ignore this part of the report”

These statements usually mask unresolved design or data issues that were never addressed after go-live.

3. Knowledge Lives With One or Two People

When only a few individuals understand:

• Why numbers look the way they do

• How reports are corrected

• Which steps can’t be skipped

…your system is running on institutional memory instead of structure.

That’s fragile — and risky.

4. Reporting Takes Longer Than the Decisions It Supports

If preparing a report:

• Takes days to assemble

• Requires multiple reconciliations

• Generates more debate than clarity

The system is no longer supporting decision-making — it’s slowing it down.

5. Changes Feel Risky

Another quiet indicator:

• Simple updates feel dangerous

• No one is sure what else might break

• Teams avoid improving things to avoid disruption

This usually means the system was never stabilized under real usage.

Why This Matters More Than It Seems

Workarounds don’t just cost time — they:

• Hide root problems

• Normalize inefficiency

• Increase dependency on individuals

• Make future improvements harder

Over time, organizations stop asking why things are hard and start assuming they always will be.