How can I use Smartsheet as a Project Management Tool?

“I’d like a Project Management Tool which allows me to assign and track tasks among an internal Project Team and with third party suppliers/contractors, which shows a Gannt View of the timelines and with just 1 central file that anyone can update?”

Smartsheet Project Sheets are your answer!

Getting to Grips with Projects in Smartsheet

Work your way through this process flow diagram to see which modules we’d recommend for you.

See the tables below for more detail on each module
Each module is £350 / $400 for up to 6 delegates – this track covers up to 8 modules.
1- Introduction to Project Sheets
ObjectiveDesign and create the project sheet required to use as the survey data sheet
Content* Navigating the Smartsheet Environment
* Creating a New Project Sheet
* Understanding the Default Columns
* Adding Columns & Understanding Datatypes
* The Project Settings
* Enabling Dependencies
* Understanding Data Hierarchy (Parent/child relationships)
* Adding and Assigning Tasks
* Sharing Sheets/Workspaces
Pre-Requisites* Attendance on or knowledge of the content of Business Process Mapping is useful but not essential

2 – Smartsheet Automation (OPTIONAL)
ObjectiveCreating workflows within your tracker to streamline your process by giving the Smartsheet the coding to notify/remind/request data as per your processes
Content* Creating a Notify Someone workflow
* Creating a Reminder workflow
* Sending Update Request workflows automatically
* Setting up Approval workflows
Pre-Requisites* Attendance on or knowledge of all areas covered in our Introduction to Project Sheets module

3 – Smartsheet Logical Functions (OPTIONAL)
ObjectiveTo create helper columns based on IF() Functions to allow us to see progress and health of the data flowing through the Project
Content* Creating a checkbox helper column to show the meeting of a milestone using an =IF() Function
* Creating a text based helper column to show the status of the data flowing through the tracker using a Nested IF() Function
* Creating a RAG helper column to show a Red/Amber/Green ball to indicate the health of the process using a Nested =IF() function
Pre-Requisites* Attendance on or knowledge of all areas covered in our Introduction to Project Sheet module
* Previous knowledge on writing basic functions is useful but not essential

4 – Resource Management in Smartsheet (OPTIONAL)
ObjectiveTo show allocation to assignees and display warnings when over allocating
Content* Create % Allocation required column
* Project Settings – enable Resource Management
* How to resolve an over allocation
* Creating a Resource View
* Demonstration on 10,000ft
Pre-Requisites* Attendance on or knowledge of all areas covered in our Introduction to Project sheet module

5 – Using Smartsheet Summary fields and function
ObjectiveTo analyse the project data using statistical functions in order to feed a dashboard project statistics
Content* Add new Summary Fields containing =SUM(), =COUNT(), =AVERAGE() type functions
* Expand on the Summary Fields by using =SUMIF() and =COUNTIF() type functions
* Explore creating a second Grid type Smartsheet to analyse data using Cross Sheet References for an easier way to feed Charts in Dashboards
Pre-Requisites* Attendance on or knowledge of all areas covered in our Introduction to Project Sheet module
* Previous knowledge on creating basic functions is useful but not essential

6 – Smartsheet Dashboards
ObjectiveTo create a visual representation of the process
Content* Creating Row Reports
* Creating a Dashboard and adding the following widgets:
** Title
** Image
** Metric
** Charts (If applicable)
** Reports
** Shortcuts to Smartsheet items or external URLs
Pre-Requisites* Attendance on or knowledge of all areas covered in our Introduction to Project sheet module

Setting Up a Risk/Issues Log (2 * OPTIONAL modules)
ObjectiveTo create a grid sheet with a data collection form, statistics to analyse risks/issues
ContentThe first two modules from the Using Smartsheet as a Survey Tool track is applicable here

Every workshop is:

  • 90 minutes long
  • Delivered live via Zoom Meetings by a Smartsheet Certified Professional
  • Organised for a time of day that suits all delegates
  • A mixture of demonstration and hands-on exercises which can be tailored to use your examples
  • With Q&A open throughout the session to allow for feedback at all times