Project tasks distribution in spreadsheets

by May 20, 2020

As a project manager, you know how hard it is to keep track of multiple projects and team members. The entire project can only be finished on time if your team members reach the deadlines of each task.

This is why you need a system that gives you a clear overview of each team member’s progress. The first step in managing a project well, of course, is deciding which tasks need to be completed. But there is no easy, automated way to share the specific tasks to their responsible owners.

Distribute project tasks

Create your list of to-do’s and automatically distribute the project tasks to their rightful owners with Sheetgo’s distribute feature. After that, your team members have their own spreadsheet to register their progress. And finally, send the progress data of each person back to your master sheet to have a clear overview of all projects and potential delays or unexpected issues.

Follow the steps below to see how to set up this system.

Step 1: Install Sheetgo

Make sure you have Sheetgo installed. Once you are inside the web app, start creating the Distribute connection.

Click on Connect to start. Firstly, select your data source (where the data comes from). The options are Google Sheets, Excel file, CSV or TSV file, multiple files, or an entire folder.

In this case, select Google Sheets, your spreadsheet with the list of tasks to complete.

Step 2: Choose your data destination

In this step, we send the data to all team members. In other words, select Multiple Google Sheets in a folder as your data destination. Choose whether or not Sheetgo needs to create a new folder with these spreadsheets. If you already have a folder in your Drive where you want to store these project task spreadsheets, then select that one.

If you let Sheetgo create a new folder in your Drive, give that folder a name (here: Project management).

Next, select the source column. The name or value in this column defines which spreadsheet the source data is distributed to (here: Project owner). Each unique entry in the selected column will create and populate a different spreadsheet. This criterion can be an employee name, a date, a client email, or any unique identifier.

Step 3: Save the distribution

Finally, click on Finish and save to complete your task distribution. Whenever you now update the tasks list inside your spreadsheet, it automatically updates all your team members’ sheets.

As an example, imagine that you hire a new team member called Meghan. As a result, you add new project tasks to your to-do list. The distribute connection will automatically create an extra spreadsheet named Meghan. This spreadsheet consists of all of Meghan’s tasks.

Step 4: Bring back project updates

In the previous steps, you set up a system to distribute all project tasks to your employees. 

It is very convenient to now set up a Consolidate from a folder connection back to your master sheet, so you can automatically monitor each team member’s progress.

Step 5: Automate the workflow

To finish the process, and automate the workflow, click on Automate on the floating bar of your workflow.

Choose between hourly, daily, weekly, or monthly updates to have your project tasks distributed automatically whenever you need it.

Conclusion

This is how you easily set up an automated project management system in spreadsheets. Distribute project tasks across multiple project collaborators, and even set up full automation to monitor each member’s progress. If you want to include a Gantt chart in your setup, check out this post.

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