Smartsheet has rapidly become a preferred platform for UK businesses looking to improve collaboration, automate workflows, and manage projects efficiently. However, a successful Smartsheet implementation requires careful planning and execution. Whether your business is a small start-up or a large enterprise, this comprehensive checklist will guide you through each phase of implementing Smartsheet to ensure you get the most out of the platform.
1. Define Clear Objectives for Implementation
Before rolling out Smartsheet, it’s essential to define what you want to achieve.
Checklist:
- Identify the core business challenges you aim to solve (e.g., improving cross-departmental collaboration, reducing manual data entry, better resource allocation).
- Set specific goals and KPIs (Key Performance Indicators) for measuring success (e.g., reducing project delays by 20% or improving team productivity).
- Determine the scale of implementation (Is it company-wide or for specific teams?).
🎯 Practical Tip:
Start with a pilot program involving one or two departments to test the system before a full rollout.
2. Choose the Right Licence Plan
Smartsheet offers several pricing tiers: Pro, Business, and Enterprise. Selecting the appropriate plan based on your business needs and scale is critical.
Checklist:
- Compare licence features and identify which ones you need (e.g., dashboards, automation, advanced reporting).
- Confirm the number of users that will require access.
- Determine if any add-ons (like Resource Management or Premium Apps) are necessary.
🎯 Practical Tip:
UK businesses with larger teams should consider the Business or Enterprise plans, which offer more advanced features and integrations.
3. Prepare Your Data and Processes
Transitioning to Smartsheet will be much smoother if you prepare your data and workflows ahead of time.
Checklist:
- Map out existing workflows and identify areas for improvement.
- Consolidate spreadsheets and project management tools into a single system.
- Organise data into logical sheets (for example, create separate sheets for project tracking, resource management, and budgeting).
🎯 Practical Tip:
Simplify your data before importing it into Smartsheet to reduce the risk of errors during migration.
4. Assign Roles and Responsibilities
Having clear ownership over Smartsheet tasks is essential for maintaining accountability.
Checklist:
- Assign a dedicated Smartsheet Champion or administrator responsible for overseeing the platform.
- Define user roles (Admins, Editors, Viewers) and allocate permissions accordingly.
- Ensure that key stakeholders from different departments are involved in the decision-making process.
🎯 Practical Tip:
Provide training to department heads so they understand how to use Smartsheet effectively in their teams.
5. Customise and Optimise Smartsheet for Your Business
Smartsheet is highly customisable, and you should tailor it to your organisation’s specific needs.
Checklist:
- Set up custom dashboards for different departments (sales, marketing, operations) so they can track relevant metrics at a glance.
- Build custom templates for recurring projects to save time.
- Use conditional formatting to highlight important data points, such as overdue tasks or projects approaching budget limits.
🎯 Practical Tip:
Leverage Gantt charts and Calendar views to give teams a visual overview of their tasks and timelines, improving overall project visibility.
6. Integrate Smartsheet with Other Tools
For full functionality, integrate Smartsheet with the tools your business already uses, such as Microsoft Office, Google Workspace, Jira, or Salesforce.
Checklist:
- Review the list of integrations supported by Smartsheet.
- Plan how data will flow between Smartsheet and other systems (e.g., syncing customer data between Smartsheet and Salesforce).
- Set up automated workflows using tools like Zapier if Smartsheet doesn’t natively integrate with a tool you use.
🎯 Practical Tip:
Automate approvals, alerts, and task assignments between Smartsheet and other tools to eliminate manual follow-ups and improve efficiency.
7. Set Up Automation to Save Time
One of Smartsheet’s greatest strengths is its ability to automate workflows.
Checklist:
- Identify repetitive tasks that can be automated (e.g., sending reminders, tracking task completion).
- Create simple workflows using the Automation menu to send notifications, request approvals, or update task statuses based on conditions.
- Regularly review and optimise automation workflows to ensure they remain effective.
🎯 Practical Tip:
Start with basic automation, such as reminders for task deadlines, and gradually incorporate more complex workflows as your team becomes comfortable.
8. Train Your Team
Even the best tool will fail if your team doesn’t know how to use it properly.
Checklist:
- Arrange Smartsheet training sessions for all users, focusing on their specific roles and how they will interact with the platform.
- Provide resources such as video tutorials, user guides, or one-on-one support sessions.
- Make sure that your Smartsheet Champion is available to assist teams with questions and issues.
🎯 Practical Tip:
Use Smartsheet’s official support resources, such as webinars and community forums, to keep your team updated on new features.
9. Monitor and Measure Success
Tracking the effectiveness of Smartsheet implementation is key to ensuring it meets your business objectives.
Checklist:
- Set up regular reviews of the platform’s performance, including how well it aligns with your initial goals and KPIs.
- Use Smartsheet’s built-in reporting tools to generate status reports for stakeholders.
- Collect feedback from users about what’s working and what needs improvement.
🎯 Practical Tip:
Keep an eye on usage statistics (available in the Admin Center) to see how often teams are interacting with the platform and if certain areas need more attention.
10. Plan for Continuous Improvement
Smartsheet is an evolving platform, and your business will likely grow and change as well.
Checklist:
- Regularly audit your Smartsheet workflows and integrations to ensure they are still effective.
- Stay informed about new features and updates to Smartsheet by subscribing to product release notes.
- Revisit your initial objectives to see if additional Smartsheet features, like advanced automations or integrations, could help meet new business goals.
🎯 Practical Tip:
Work with Smartsheet consultants, like Apollo Work Labs, to help you refine and optimise your use of the platform as your needs evolve. Continuous improvement ensures your business continues to benefit from Smartsheet over the long term.
Conclusion
Smartsheet offers a powerful, flexible platform that can transform how UK businesses manage projects and collaborate across teams. By following this complete implementation checklist, your organisation can ensure a smooth transition to Smartsheet, optimise workflows, and empower teams to work more efficiently. For businesses looking for expert assistance with their Smartsheet implementation, Apollo Work Labs can provide tailored support to help you maximise the value of the platform.