Need help managing your projects?
A project manager has the difficult task of managing several projects at once. Each project is different and it can be a real headache trying to oversee the work of multiple collaborators. On top of that, the project manager has to plan each project perfectly with an ultimate deadline – and make sure this deadline is met. Unless you’re a superhuman manager with an incredible memory and multitasking skills, you need some kind of project management tool to help you keep track of what’s going on.
There’s a host of project management software out there, but it’s actually possible to create an effective and easy-to-use system using the tools you already know – spreadsheets. That’s why we’ve created a free project management template, ready for you to use in Google Sheets.
One of the hardest elements of a project manager’s job is prioritizing tasks. In order to do this, it’s helpful if you can visualize the progress of different projects. A classic project management tool for visualizing progress is a Gannt chart.
What’s a Gannt chart?
In its most simple form, a Gannt chart is a barchart showing tasks and time – or a schedule of what has to be done and when. More advanced versions include other information such as how different tasks relate to each other (dependencies) or what resources are required. Our project management template contains a Gannt chart with a clear color-coded display showing you whether project tasks are behind, on schedule, ahead of schedule, or finished.
Why use a project management template in Google Sheets?
If you want to manage your projects in a simple and effective way, there’s no need to buy expensive or complicated software. You can do it all in a spreadsheet – for free. With our free project management template you can:
✅ Track mutiple tasks within one project
✅ View progress in an automated Gannt chart
✅ Calculate dependencies between tasks
✅ Monitor the work of teams and/or individuals
✅ Increase productivity – saving time and money
In one single spreadsheet.
What do I need?
We’ve created a template for you in Google Sheets so all you need is a Google Account. It’s completely free.
Using our ready-made, standalone template you just enter the data, and our spreadsheet does the work. Easy. We’ve already written the formulas for you.
🙂 Free Sheetgo standalone project management template
🙂 No need for special software
🙂 Easy to use – in Google Sheets
How to get the template:
- Click here to get a copy of the project management template
- The template is saved to your Google Drive and it opens automatically
How do I use the project management template?
Our free project management template is ready-to-use so you can start entering your data straight away. Everything is outlined in the Instructions tab but we will cover the steps here too.
Fill out the “Settings” on the right hand side of the Instructions sheet. Choose your project start date and how frequently you’d like the Gannt chart to update.
Fill out the WBS tab (but don’t touch the grey cells). The start date and end date change automatically.
Sometimes one task needs completing before you can start another task. This relationship is called a “dependency“. Each task you enter in the spreadsheet is automatically given a number, for example 1.4.2. In the dependency column, you must select whether another task needs completing before you can start this task.
Let’s say you are entering task 1.4.2 in the spreadsheet. If you need to complete task 1.2.1 before you start task 1.4.2, select that task number (1.2.1) in the Dependency column and in the Dependency relationship column choose “finish-to-start”. This means 1.2.1 must be finished before you start 1.4.2. “Start-to-start” means there is no dependency (both tasks can be started at the same time).
Choose a duration for the task (number of days) and assign each task to an owner (the person who will do it).
Fill out “% Done” in the Gannt tab. The Gannt chart will automatically calculate whether your team members are behind, ahead, finished or on schedule.
Your project management system is ready. You now have a clear overview of the progress each team member is making on their tasks – in one single spreadsheet. You can see the status of each task and decide what to prioritize next or where extra help is needed.
Working in a large team with lots of spreadsheets?
Try connecting spreadsheets with Sheetgo
Are you looking for a more advanced or collaborative system to manage multiple project tasks?
You can expand this project management template into an automated system by using the Sheetgo add-on for Google Sheets.
This allows you to connect spreadsheets belonging to other colleagues, teams or departments – directly with your master file. As a result, you centralize all project progress in one single spreadsheet, in an automated system. When you connect spreadsheets with Sheetgo, the data is transferred automatically.
Spreadsheets are a brilliant, universal tool for managing your projects – everyone has free access to spreadsheets and they’re easy to use. But they rely on time-consuming manual work and copy/pasting can lead to errors. Imagine if your spreadsheets could “talk to each other”…
With Sheetgo, they can. If you can use spreadsheets, you can use Sheetgo to automate your spreadsheet workflows. This means you can:
- Connect different spreadsheets
- Import data from multiple spreadsheets into one master sheet
- Collaborate in teams
- Get automated updates
- Save time
- Reduce manual errors
Why use Sheetgo for project management?
By connecting spreadsheets you make life simpler for your colleagues. And yourself.
Only the project manager needs a full overview of all data, and all tasks in the project. Using Sheetgo connections, individuals or teams keep track of their own progress in their own spreadsheet. This data is then automatically transferred to the project manager’s master spreadsheet. This means:
✅ Team members simply enter their own data in their own spreadsheet
✅ Tidy and streamlined working practices
✅ Privacy – only the project manager sees the progress of all projects
✅ You save time
✅ Eliminate copy-pasting and back and forth communication
✅ Automated system reduces the risk of human error
How do I connect spreadsheets?
Sheetgo is a connection tool. To use it, you create your spreadsheets in Google Sheets. Sheetgo powers connections between them – this allows data to flow from one to the other, in an automated system.
You will now use the Project Management template (the one we gave you earlier) as your master sheet. It’s now a destination sheet for data imported from other spreadsheets, so this means you don’t enter any data into this sheet manually. Instead, your colleagues will update their own (input) spreadsheets. And the data will flow automatically.
Let’s get you started…
Install the Sheetgo add-on from the G Suite marketplace.
Click here to get a copy of the Individual Tasks Status Report (input) spreadsheet. It’s a Google Sheets file named “Colleague #1″ and it saves automatically in your Google Drive. Make as many copies as you need and rename them. You can allocate a copy of this spreadsheet to individual team members or teams.
Colleagues will use these spreadsheets to keep track of their progress.
Go to Menu > Add-ons > Sheetgo > Start. Sheetgo opens as a sidebar on your screen
Open your project management master sheet (the template we gave you earlier) in Google Sheets. This is now your destination sheet.
Go to the menu bar > Add-Ons > Sheetgo > Start. Sheetgo opens as a sidebar on your screen.
Click the green Connect files button.
It will ask you to select a data source.
Click Select file(s).
Select Colleague #1, or whatever you named the file. If you cannot see the file, search for it in My Drive.
In the dropdown menu, select the data source tab: input status.
In (2) Settings you now need to change the connection name.
This step is really important.
It currently says “SG_Input Status”. Change this to “Input Status”. This will replace the original tab in your master sheet.
Click the green Save Connection button.
You have made your first Sheetgo connection.
Look inside your Project management (master) sheet – you will now see that the data in the Input Status tab has been automatically transferred from the Colleague #1 (input) spreadsheet.
With Sheetgo, the data will now flow – automatically – into this tab.