Smartsheet is a powerful platform that combines project management, collaboration, and automation features into a single solution. Whether you’re managing complex projects or streamlining day-to-day tasks, there are several tricks and features that can help you maximise the tool’s potential. In this blog post, we’ll explore 10 must-know Smartsheet tricks that will boost your productivity and make managing your work easier.
1. Leverage Templates for Quick Startups
Starting a project from scratch can be time-consuming, but Smartsheet offers a wide range of pre-built templates to help you get started quickly. From project plans to budgets and Gantt charts, these templates save you the hassle of setting everything up manually.
Tip: You can customise these templates to fit your specific needs. Simply select a template, modify it, and save it as your own personalised template for future use.
2. Use Conditional Formatting to Highlight Key Data
Conditional formatting is a powerful feature in Smartsheet that allows you to automatically apply formatting (such as colours or bold text) based on certain conditions. For instance, you can highlight overdue tasks in red or flag items that require immediate attention.
How to use it: Go to the “Conditional Formatting” option in the toolbar, set your conditions, and specify how you want the data to be displayed. This helps you and your team stay on top of critical tasks and deadlines without manual checking.
3. Automate Workflows to Save Time
Smartsheet’s automation features allow you to automate repetitive tasks, such as sending reminders, updating fields, or notifying team members when tasks are completed. By setting up automated workflows, you can reduce manual work and minimise errors.
Tip: Use the “Automation” menu to set up workflows for common tasks like approving documents or sending alerts when deadlines are near. This saves you time and keeps your projects moving without constant manual intervention.
4. Customise Dashboards for Real-Time Reporting
Dashboards in Smartsheet give you a real-time overview of your project or department’s key metrics. You can pull data from multiple sheets and visualise it with charts, graphs, and summaries, all in one place. This feature is especially useful for tracking progress, KPIs, and budgets at a glance.
Tip: Customise your dashboard by adding widgets like charts, reports, and web content. You can also share your dashboard with stakeholders to provide them with real-time insights without needing to send constant updates.
5. Collaborate Effectively with Comments and Attachments
Smartsheet allows you to collaborate with your team directly on the platform. Instead of endless email chains, you can add comments to specific tasks, rows, or sheets, keeping discussions focused and organised. You can also attach files directly to rows, making it easier to keep all relevant information in one place.
How to use it: Simply click the “Comments” or “Attachments” icon next to a row to add notes or files. This is particularly useful for keeping track of approvals, document revisions, or sharing key project updates.
6. Create Gantt Charts for Visual Project Timelines
Gantt charts are a staple of project management, providing a visual timeline of your tasks and dependencies. Smartsheet makes it easy to create Gantt charts directly within your project sheet, giving you an instant view of task progress, deadlines, and bottlenecks.
Tip: Use predecessors in Smartsheet to link tasks together and automatically update timelines if a dependent task gets delayed. This dynamic feature helps you plan more effectively and adjust your project timeline as needed.
7. Integrate Smartsheet with Other Tools
One of Smartsheet’s strengths is its ability to integrate with other software tools like Google Workspace, Microsoft Office, Salesforce, and more. By connecting Smartsheet with your existing tools, you can create a seamless workflow across platforms.
Tip: Set up integrations using Smartsheet’s connectors to pull in data from other tools or send Smartsheet data out. For example, you can integrate Smartsheet with Microsoft Teams to share updates or use the Salesforce connector to sync project data between the two platforms.
8. Use Formulas to Simplify Data Calculations
Formulas in Smartsheet work similarly to Excel, allowing you to perform calculations directly within your sheets. From simple sums to more complex IF and COUNTIF statements, formulas can help you manage data more effectively.
How to use it: Click into a cell, then use the “=” sign to start writing a formula. You can add data from multiple sheets and automate calculations for things like budgets, project progress, or timelines.
Example formula:=IF([Task Status]@row = "Complete", "Yes", "No")
This formula helps you quickly see whether a task has been completed.
9. Set Up Alerts and Reminders
Smartsheet allows you to set up automated alerts and reminders to keep everyone on track. For instance, you can schedule automatic email reminders for approaching deadlines or notify stakeholders when tasks are completed.
How to use it: Go to the “Automation” menu and set up alerts based on criteria like task due dates, changes to task statuses, or when a new comment is added to a row. This ensures that everyone stays informed without needing constant manual follow-ups.
10. Utilise Filters to Focus on What Matters
As your project grows, the amount of data in Smartsheet can become overwhelming. Filters allow you to narrow down the view to only what’s relevant to you at the moment. You can filter based on criteria like task status, assigned team member, or due dates.
Tip: Save your filters for future use. For example, you could create a filter to show only overdue tasks or tasks assigned to a specific team member. This ensures you’re always focused on what matters most, without getting lost in the details.
Conclusion
Smartsheet is a versatile tool that can enhance productivity and collaboration across a wide range of industries. By leveraging these top 10 tricks, you’ll be able to optimise your workflows, save time, and stay organised. Whether you’re new to Smartsheet or an experienced user, these tips will help you unlock the platform’s full potential.
Ready to get the most out of Smartsheet? Contact Apollo Work Labs today to learn how we can support your Smartsheet implementation, training, and optimisation efforts!