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Today’s software solutions provide a range of valuable tools and features for project management. Google Sheets is an excellent example of a system that thrives as both a data analysis tool and a powerful resource for project managers. In this article, we will take a closer look at the capabilities and features Google Sheets offers for managing projects and directing teams toward greater productivity and success.
Features and Strengths of Google Sheets for Project Management
Google Sheets is a web-based software solution that enables users to easily create, share, and collaborate on spreadsheets. This program is an element included within the free Google Docs Editors suite and is compatible with Microsoft Excel file formats, making it one of the most valuable and versatile free project management tools.
Here are some of its key features and strengths:
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Task automation
Google Sheets users can use formulas and functions within their spreadsheets to automate tasks. Applying them to specific rows, columns, or cells can automatically trigger calculations, value adjustments, and other actions that are beneficial for organizing and analyzing project data.
Collaboration and real-time syncing
Google Sheets has collaborative features and real-time syncing that allow multiple users to access and modify project sheet simultaneously. Project managers can limit each user’s access by assigning Editor, Commenter, or Viewer permissions to make sure that only those who should be making changes on the spreadsheet can do so.
Pivot tables and filters
Applying pivot tables and filters to data within Google Sheets can reveal relationships between data points, making it easier to reach valuable insights. These can also be applied to analyze numerical data within large data sets. Users can apply filters to sort the data visible within the spreadsheet.
Third-party app integrations
Third-party app integrations expand the functionality of Google Sheets features. These integrations are especially beneficial for tasks like transferring data from external sources.
Google Sheets Pros & Cons
How to Start Using Google Sheets for Project Management
Google Sheets is a relatively easy tool to get started on. Before we dive into the various features of the application, you’ll need to access the program and create a spreadsheet for your project.
Step 1: Create a spreadsheet in Google Sheets
- Google Sheets is an online application, and users can access it by visiting sheets.google.com and opening the Google Sheets home screen.
- Once you have accessed the Google Sheets program, you can create a spreadsheet by clicking New +. This will generate and open a new blank spreadsheet.
- An alternative method for creating new spreadsheets is to visit sheets.google.com/create.
Step 2: Format and edit your Google Sheets spreadsheet
- Select the cells to fill information in. This can be numbers, text, or formulas.
- To select a cell, click on an empty cell or double-click on a cell that isn’t empty.
- Once the cell is selected, you can begin typing.
- Edit or format your spreadsheet’s content using the toolbar options.
- Apply functions and formulas in your spreadsheet.
Step 3: Collaborate with your project team
- Share spreadsheet files and folders with other individuals.
- Assign permissions that determine whether other people can view, edit, or comment on the spreadsheets.
Setting Up Google Sheets Basic Tools and Features
Now that you have a basic understanding of how to get started with Google Sheets, let’s look at some of the key elements this solution offers that can be valuable when used in project management.
Google Sheets has capabilities that can help enhance how teams manage projects, particularly how users can collaborate on a task seamlessly and gain more visibility into its status and objectives.
The instructions below describe how to set up and begin using the platform’s essential features, which include project dashboard, task list, schedule, Gantt chart, and work tracker tools. These resources can be easily created and configured by utilizing the templates provided within the Google Sheets program.
Project dashboard
Step 1: Create a new spreadsheet
- Start by creating a new Google Sheets document. This can be done by going on Google Drive and clicking on the “New” button (Figure A).
Figure A
- Clicking on “New” will reveal a list of various format options. Click on “Google Sheet” to generate a new spreadsheet. This spreadsheet will be used to create your project dashboard.
Step 2: Add your project data to your spreadsheet
- To represent your project data, you will need to have said data within the Google Sheets document. This can be done by creating a new sheet. Click on the + button (Figure B) at the bottom of your page.
Figure B
- Add your project data to your new sheet. This will make it easier for Google Docs to pull all information and use it to create visual representations.
- Use these sheets to insert data for each visual element you want to include in your dashboard.
Step 3: Choose visual elements to add to your project dashboard
- After you have added your project data, return to your project dashboard sheet. Now, you can decide which visual elements you would like to include and generate them within the spreadsheet.
- To view the visual element options, click on the “Insert” button located at the top of the page.
- A drop-down menu will appear with a list of elements you can insert into your spreadsheet. Most of the visuals typically used in project dashboards can be accessed by selecting the “Chart” option (Figure C). This will generate a blank chart within your spreadsheet, and a “Chart editor” will appear on the right side of your screen.
Figure C
Step 4: Configure your visual elements to represent your project data
- If your “Chart editor” ever disappears, double-clicking on your chart will bring it back.
- Select the “Chart Type” button within the “Chart editor.” (Figure D). This will reveal a list of visual element options that you can choose from to represent your data.
Figure D
- Click on the chart type that you would like to create.
- Provide some data for the dashboard by clicking the Data range button, which will allow you to navigate through the different sheets in your file and select the relevant data for your chart.
Step 5: Insert new visual elements within your dashboard
- Repeat steps 2 through 4 to generate new elements representing your project data within your dashboard.
How this feature applies to project management
Creating a project dashboard within Google Sheets makes it easier for project managers and team members to have a visual representations of important project data, helping them gain essential information and insights, as well as track project progress. These dashboards are also automatically stored in Google Drive, one of the top document management systems available today, providing teams the reassurance that they can always go back and review past works should they need a reference for future projects.
Task list
Step 1: Select the to-do list template
- First, go to Google Drive and select the “New” button (Figure A) to create a new document. This will open a drop-down list that contains different format options.
- To generate a spreadsheet that can be used as a functioning task list, you’ll need to use a Google Sheets template. Click on the arrow on the right side of the drop-down menu and select “From a template” (Figure E).
Figure E
- You will be taken to the template gallery, where you will choose the “To-do list” template. (Figure F)
Figure F
Step 2: Edit and customize your to-do list
- Name your to-do list.
- Add additional columns by right-clicking on the column header and choosing “Insert 1 left” or “Insert 1 right” from the drop-down menu.
- Color-code tasks by highlighting the row you want to change the color of and selecting the fill color icon from the toolbar at the top of the screen.
How this feature applies to project management
The Google Sheets program can be used to create task lists that function similarly to your average to-do list but way more customizable and collaborative. Google Sheets task lists help teams stay organized and streamlined while managing multiple projects. Being that the task list is customizable, it can be configured to suit the needs of the team and the projects at hand. Other advanced capabilities include conditional formatting, adding checkboxes, color-coding cells to organize tasks, and filtering tasks by color for easy viewing.
Schedule
Step 1: Select the schedule template
- Select the “New” button in Google Drive to create a new document and choose from the different format options on the drop-down menu.
- To generate a schedule spreadsheet, you’ll need to use the schedule template. Click on the arrow on the right side of the drop-down menu and select “From a template.”
- Select “Schedule” from the template gallery (Figure G).
Figure G
Step 2: Edit your schedule’s title and dates
- Change the “Daily Schedule” title at the top of the schedule to a custom title that reflects your project.
- Edit the “Week of” section to input the starting date for your schedule. When you select the starting date, you will see a drop-down schedule. Choose your ideal schedule start date from the dates on the calendar.
Step 3: Customize the schedule with shifts
- Edit the values within the spreadsheet to reflect the shifts of your project’s team members.
How this feature applies to project management
By creating a schedule on Google Sheets, project managers get an organized view of their project team’s work schedule and keep records of their hours on the clock. This template can be useful for a wide range of purposes including employee time tracking, budgeting, and resource management.
Gantt chart
Step 1: Select the Gantt chart template
- Create a new document in Google Drive by clicking the “New” button. This will open a drop-down menu with a list of format options.
- Select the arrow on the right side of the drop-down menu and click on “From a template.”
- Click on the “Gantt chart” template (Figure H) that is listed among the template gallery options.
Figure H
Step 2: Input your Gantt chart data
- Add your project data to the Gantt chart using the columns provided (Figure I). This should include the names of each task, as well as their start and end dates.
- Once your project data has been added to the spreadsheet, the template will automatically create a Gantt chart visual.
Figure I
Step 3: Customize the Gantt Chart
- You can further customize the Gantt chart template to fit your project’s unique needs and requirements.
- Rename the title or legend fields by double-clicking on them. Once you have selected them, you can use your keyboard to input the new name or press the “Delete” key to erase their contents.
- Customize the appearance of the bars by clicking twice on the side of the chart next to the row you wish to change (Figure J). This action selects all the cells within the row, but you can click again on any one of them to choose it and change its fill color. Changing the task bar colors will make it easier to distinguish tasks.
Figure J
How this feature applies to project management
Gantt charts are valuable tools in project management, as they provide a convenient way of tracking a project’s timeline and real-time progress. As a collaborative tool, Google Sheets not only allows users to create Gantt charts, but it also enables any approved team member to view these charts and see the project’s status and trajectory. Gantt charts are a great visual tool for informing stakeholders of the project’s status and assigning tasks to team members.
Work tracker
Step 1: Select the project tracking template
- Project managers can use the project tracking template to track the work required for projects. First, create a new document in Google Drive by clicking the “New” button, which will prompt the drop-down list to appear and reveal the format options.
- Select the arrow on the right side of the drop-down menu and click “From a template.”
- Click on the “Project tracking” template (Figure K) included within the template gallery options.
Figure K
Step 2: Input your project data
- Input your project data in the corresponding sections of the template. This information can include your project title, task names, assignee names, task start and end dates, and budgetary details.
- Indicate the status of each project using the arrows and selecting from the drop-down menus (Figure L).
Figure L
Step 3: Customize the project tracking template
- You can further customize the project tracking template to track your deliverables based on their importance by setting priority levels for your tasks.
How this feature applies to project management
Project managers can easily visualize their team’s progress on tasks and deliverables. Furthermore, administrators can grant permission for other team members to update the status of their work on the spreadsheet as well. This way, approved team members can easily adjust and reference the sheet and maintain it as a single source of truth.
When to Use Google Sheets for Project Management
Google sheets can be a powerful tool for managing projects and aligning team members on a singular goal. There are numerous scenarios where it would be advantageous to use Google Sheets for project management, such as the following:
Simple project management
A great aspect of Google Sheets for project management is its ease of use. The solution is designed to be an easy tool for users to create spreadsheets, and it even comes with sample templates that are attuned to the needs of teams managing projects of any size. Unlike other programs that have a steeper learning curve, Google Sheets is easy for team members of all skill levels to master.
Customizable project management
Since Google Sheets isn’t solely a project management software solution, it is highly flexible for teams with unique customization requirements. From custom formulas, formatting, data manipulation and more, Google Sheets offers plenty of ways for users to adjust the solution to meet their needs.
Collaborative project management
Collaborative features are essential in any project management tool, given that project execution requires a group of people to work together toward the same goal. Google Sheets supports collaboration by enabling users to share their sheets with others and even grant them permissions to make changes or leave comments.
Low-budget project management
Google Sheets is a free service, making it a great cost-effective option for businesses looking for an economic project management solution. While it may provide fewer extensive features and capabilities than other specialized project management solutions, it offers enough necessary tools for simple and effective project management.
Google Sheets Templates for Project Management
Several project management platforms offer free Google Sheets templates designed to make project management easier.
Smartsheet
If you can’t already tell by its name, this Google Sheets Project Management Template by Smartsheet was created with project management in mind. It provides areas where users can track assets for multiple projects, like deliverables, expenses, project details, and tasks.
Unito
Unito’s Project Tracking Template makes building comprehensive project reports easy. Users can link data on their project progress, task statistics, sprints, and other important information by synching to data sources, allowing it to populate within Google Sheets automatically.
Hubspot
The Hubspot Product Roadmap is one of several project management templates that Hubspot offers for Google Sheets. It helps project teams manage all deliverables, milestones, and goals associated with their product development.
FAQs
Bottom Line
Because it is technically not one, Google Sheets lacks the core features of a good project management software solution. However, its task automation capabilities, collaboration features, and compatibility with project management applications make it a great addition to a project manager’s toolbox.
With the right template, users can leverage the features and functions of Google Sheets to ensure seamless collaboration between team members and other stakeholders and boost project success.
