Thanks for the feedback, Emily! Congrats on your new job. In Smartsheet, both "grids" and "projects" are types of sheets you can create to organize and manage data, but they serve different purposes and have distinct features. A grid is a flexible, general-purpose sheet where you can track and manage information in rows and columns. It's often used for tasks like lists, inventories, or any dataset where you need a structured layout. Grids have standard columns and rows where you can input text, numbers, dates, dropdowns, and more. However, grids do not have features for task dependencies, which are critical for project planning. You can customize the layout by adding or removing columns and rows as needed. While you can apply basic automation, like alerts or approval workflows, grids lack the project management focus found in other sheet types. On the other hand, a project sheet is specifically designed for project management. It includes tools to help plan, track, and manage tasks and timelines, making it ideal for managing projects. Project sheets feature a Gantt chart view that visually represents your project timeline, which makes tracking progress easier. You can create task dependencies, such as Finish-to-Start or Start-to-Start, which is essential for managing task sequences and understanding the project’s critical path. Project sheets often include resource management tools to assign tasks to team members and track workload. You can also set milestones to track significant events or deadlines within your project. Additionally, project sheets can use more complex automation, such as reminders based on task dates or status changes. In summary, grids are versatile and useful for various types of data tracking, while projects are tailored specifically for project management, offering tools like Gantt charts, dependencies, and milestones that are critical for tracking tasks and timelines. Choose a grid if you need basic data tracking, or a project if you need specialized project management tools.

@@PMPexpert Thank you so much for the thorough explanation! Really appreciate you taking the time.

Thanks for the suggestion, Colin! I agree a EVM video would be helpful for many. In the meantime, here are some thoughts on setting it up in Smartsheet...WARNING...this will be a lot of information! I hope it is helpful. Yes, you can use Smartsheet for Earned Value Management (EVM), though it requires some customization and setup to fully implement the key EVM metrics and calculations. You can also extend these capabilities to a portfolio level to manage and monitor multiple projects at once. First, you'll need to set up your project in Smartsheet by outlining all the tasks and subtasks in a project sheet. Ensure that each task has start and finish dates, assigned resources, and estimated costs. Use dependencies to define relationships between tasks, which is crucial for tracking project progress and understanding the critical path. To track EVM, start by entering the planned cost for each task in a column labeled "Planned Value (PV)." This represents the budgeted amount of work scheduled to be completed by a certain date. You can also set a baseline schedule in Smartsheet to compare actual progress. While Smartsheet doesn’t have a native baseline function, you can manually create a column for baseline dates and costs. Next, create a column to track the actual cost incurred for each task, labeled "Actual Cost (AC)." Update this regularly to reflect the current spending. Add another column for "Earned Value (EV)," which is the value of work actually performed. This can be calculated based on the percentage of completion multiplied by the Planned Value (PV). To calculate key EVM metrics like Cost Variance (CV) and Schedule Variance (SV), use the following formulas: CV = EV - AC and SV = EV - PV. Similarly, for the Cost Performance Index (CPI) and Schedule Performance Index (SPI), use CPI = EV / AC and SPI = EV / PV. You can set up formulas in Smartsheet to automatically calculate these variances and indices. Use Smartsheet’s dashboard feature to create visual representations of your EVM metrics, such as CV, SV, CPI, and SPI. Dashboards can include charts, graphs, and key performance indicators (KPIs) to monitor your project’s health in real-time. Additionally, you can generate reports to summarize EVM data across projects or for specific time periods, helping you track trends and identify potential issues early. If you manage multiple projects and want to apply EVM at the portfolio level, you can consolidate data from individual projects into a central portfolio sheet. Use cross-sheet formulas or cell linking to pull data from each project's EVM metrics into this portfolio sheet. In the portfolio sheet, create summary columns to aggregate metrics like total Planned Value (PV), total Actual Cost (AC), and total Earned Value (EV) across all projects. You can then calculate portfolio-level EVM metrics such as portfolio Cost Variance (CV), Schedule Variance (SV), Cost Performance Index (CPI), and Schedule Performance Index (SPI). Finally, set up portfolio dashboards to provide a high-level view of your entire portfolio’s EVM performance. Use Smartsheet’s dashboard feature to visualize aggregated metrics and monitor portfolio health. Automations can be set up to notify stakeholders when portfolio-level EVM metrics fall outside acceptable ranges, ensuring timely intervention. While Smartsheet doesn’t have a built-in EVM module, you can effectively manage Earned Value Management at both the project and portfolio levels by customizing your sheets with additional columns, formulas, and cross-sheet references.

@PMPexpert Thanks Kandis I've already created the EVM spreadsheet in Excel - I'll look at building it into a SS sheet. and follow the advice from there. What about a portfolio level dashboard that somehow indicates all the critical paths?

Glad it was helpful! I am loving the use of AI in project management. If you want to see anything specific related to this, please let me know.

More to come, ha ha! Thanks for watching.

Thank you very much!

Good question! I would break the task into three subtasks, so that only one resource is assigned to each row, and reflect the appropriate % allocated for each resource. Best practice is to break the work down into small enough components so that one resource can be assigned. This helps with accountability and is also how many of the project management tools calculate availability of resources when looking across projects. I hope this is helpful! Thanks for watching and best of luck on your projects.

@@PMPexpert with a 700-line project plan and many tasks requiring various expertise to complete (3PV, EE, QA) it’s more trouble to explode each task into separate. Was hoping there was a technical solution, not more tasks.

@@daleclough9001 I hear you! If you need more advanced resource management features (like resource allocation, forecasting, and workload balancing), you may want to explore Resource Management by Smartsheet, which is a premium add-on designed for detailed resource planning. It integrates directly with Smartsheet, although there is additional cost for this: www.smartsheet.com/platform/resource-management. I'm sure Smartsheet would be more than happy to demo it for you if you want to learn more. If that isn't an option, MS Project does have more advanced capabilities when it comes to managing resources (via the 'Resource' Tab in that tool). I think MS Project is a fantastic tool, although not nearly as collaborative. Every tool I have worked with has its pros and cons!

@@PMPexpert I have RM. That module cannot provide the functionality desired. I’ve had several call with several groups inside the Smartsheet ecosystem and they all scratch heads. I’ve enjoyed TEAMS calls where I demonstrate, using MS Project, what I need and they haven’t been able to provide a solution. This basic functionality, I fear, is what keeps Smartsheet from reaching the next level, an industry standard tool.

@@daleclough9001 Thank you for sharing your experience, and I’m sorry to hear you’ve encountered challenges with Smartsheet. I’ve heard similar feedback from some of my clients-particularly when the Smartsheet support team doesn’t fully grasp the more advanced project management needs. That’s why our company takes a tool-agnostic approach and avoids partnerships that push specific technologies. Instead, we focus on understanding the client’s unique project management needs and then identifying the right solution-which isn’t always Smartsheet. While I do appreciate Smartsheet’s capabilities, I agree it’s not always the best fit for every scenario. MS Project definitely stands out for complex scheduling, though it lacks the collaborative features that Smartsheet offers.

Thank you! PMI is predicted that the global economy needs 25 million new project professionals by 2030. I believe that AI will play a central role in automating routine tasks like scheduling, risk management, and resource allocation. Project managers will rely on AI-powered tools for predictive analytics to forecast project outcomes and optimize decision-making. I do not, however, believe that AI will replace project managers. Managing people can be a challenging aspect of project management and AI won't be able to do that. :) Here is an interesting PMI article on talent gaps in the project management world: www.pmi.org/-/media/pmi/documents/public/pdf/learning/career-central/talent-gap-report-2021-finalfinal.pdf?rev=a7ff58552b8645789b7f3dbe26d0402d&sc_lang_temp=en

Thank you for your comments! Best of luck on your projects.

Thanks for watching! You can email us at [email protected]. Wishing you the best on your projects.

@@PMPexpert email message sent. Thanks

Thank you!!!

Thanks for watching! Unfortunately, Smartsheet does not (currently) have an explicit "schedule from finish" feature like Microsoft Project, but I'm hoping it will at some point. Here is a workaround: Work backward from your fixed end date using the Start-to-Finish (SF) dependency type in Smartsheet: Row 3: Practical Completion: This is your fixed end date on 5/30/2025, and takes 1 day to complete. No predecessor is needed for this task. Row 2: Final Inspection: This task has a duration of 1 day and should finish when "Practical Completion" starts. In the Predecessor column, enter "3SF" (Practical Completion is in row 3). This will set Final Inspection to end on 5/29/2025. Row 1: Construction Wrap-Up: This task has a duration of 8 days and should finish on 5/28/2025, the day before "Final Inspection" starts. In the Predecessor column, enter "2SF" (Final Inspection is in row 2). This will set the dates for Construction Wrap-Up to start on 5/19/2025 and end on 5/28/2025, assuming you are on a Monday - Friday workweek for the project plan. Best of luck - let me know how it works for you!

Thank you! We created the charts in Excel. If you email inquiry@effectiveflowconnections, we are happy to share the Excel file with you. Cheers!

@@yams20241 thanks for watching and the feedback! 🙌🏻

I'm glad it was helpful!

Absolutely! Project management remains a critical role in 2024. As organizations continue to undertake complex projects, the need for skilled project managers is growing. They play a vital part in ensuring projects are completed on time, within budget, and meet the desired quality standards. Additionally, with the rise of remote work and digital transformation, project managers are increasingly important for coordinating teams and resources effectively across different locations and platforms.

You are so welcome!

Sure! You can access our templates directly from our website at www.effectiveflowconnections.com/getefctemplate

@@skeerburke nice add! Thank you for your comment! Wishing you the best.

@@PMPexpert Thanks for the video! You helped me break through my stuck point with Smartsheet.

Thank you, John! Much appreciated feedback. Wishing you the best and thanks for watching. 🙌🏻

Thanks, Andrew! Are there any other concepts/terms that have come up during studying for the PMP that would be helpful for me to explain via a video? I’m always looking for new ideas! Best of luck!

@@HH-df8dh thanks for watching! Wishing you the best. 😃

Fantastic! Thanks for watching.

Hi Rob - absolutely! Great idea. Thanks for watching.

Glad it was helpful! Thank you for your kind words. Wishing you the best on your projects. 😀

Thank you for your kind words, Heather!

Hi Heather! I had my project sheet setup with conditional formatting for the colors. Here is a great reference on how yo set that up: help.smartsheet.com/learning-track/level-1-get-started/conditional-formatting. Best wishes!

@@PMPexpert thank you! I think my issue is I’m bringing in multiple sheets in the report and I filtered out the parent rows because I only wanted to see the child tasks.

@@heatherhickok-freeman9427 ah! Yes, unfortunately you cannot format within the reports themselves, as it just copies the formatting of the sheets. You’ll need to make any formatting updates in the individual sheets. 😀

Hello! I’m actually working on a new video focused on Smartsheet’s new “Workload Tracking” features in Smartsheet, as there have been some updates since I published the video you are referring to. Here is a Smartsheet article that covers some of the basics: help.smartsheet.com/articles/2483101-workload-tracking-in-smartsheet. More to come with the video soon!

Thanks, Karen! Wishing you the best.

You're welcome! I'm thrilled to hear you found it helpful. Stay tuned, as we'll be releasing new videos each week.

Thank you! I'm glad you enjoyed the tutorial. Stay tuned for more videos coming soon!

Thank you! I'm glad you found the refresher helpful. Here are the names of the other videos mentioned: Smartsheet Formula Handbook Template Set Overview - kzbin.info/www/bejne/nJfZaaJ5qNprjMU Proofing in Smartsheet - Getting Approvals & Feedback - 15 Minute Video! - kzbin.info/www/bejne/ipame5aVos1omM0 Creating A Project Schedule In Smartsheet | Tips For Project Management - kzbin.info/www/bejne/l2jSnmmJo5Wloac Mastering Your Project Schedule - Predecessors, Setting a Baseline, & Critical Path - kzbin.info/www/bejne/jJvYppano8SAm5I Smartsheet Reports Tutorial - Create a Row Report in Less Than 20 Min! - kzbin.info/www/bejne/jJvYppano8SAm5I I also have a Smartsheet playlist you might find helpful: kzbin.info/www/bejne/aHKmk2Zvo5pme7ssi=XpcNhsmLSqKBCKlX

Also, here is a new video that may be helpful as well! Creating Your First Sheet: kzbin.info/www/bejne/d2mUYqVuiNufpK8si=MgBDR8bfRKip0Kda. Best of luck!

Glad it was helpful! Wishing you the best with Smartsheet, Rob.

Thanks again!

Thanks, Chris! I’m working on a video showcasing the newer workload management features that helps project managers organize resources across multiple projects. This is one of the biggest asks we’re getting from clients currently (without having to pay for the resource management add-on module). We are excited to launch some new beginner, intermediate, and advanced Smartsheet tutorials!

@@PMPexpert looking forward to viewing

Glad it was helpful! Best of luck on your projects.

Thank you for your kind words. Best wishes.

Yes, I completely agree with this. Those columns are intended to be actual dates while the baseline dates are the forecast you are comparing against to determine if you are behind schedule or ahead of schedule. Great suggestion!

Hi Kyle! I can agree with this sentiment. This is also why influence skills are so important for PMs. We need to find a way to educate and influence leadership to help them understand we get better OUTCOMES (which is generally what they care about), by following sound PM practices. I suggest starting small with a ‘pilot’ to prove the concepts work. Best of luck to you!

Hi Raj! Smartsheet has recently released a new feature called Workload Management. This pulls information in from project schedules to help manage resources. You must ensure the following fields are included at the task level in each schedule, to get the rollup of allocated resources: Start Date, End Date, Assigned Resource, Allocation Percentage, Duration, and Predecessors. I have been exploring this and plan to record a new video on it soon. Below are a couple of links, if you want to investigate it in the interim: * Overview of Workload Tracking: Workload tracking in Smartsheet | Smartsheet Learning Center: help.smartsheet.com/articles/2483101-workload-tracking-in-smartshee t * Workload Tracking FAQs: Workload tracking FAQ | Smartsheet Learning Center help.smartsheet.com/articles/2483178-workload-tracking-faq Cheers!

Thank you for the positive feedback! Wishing you the best on your projects and utilizing the PMO setup. 🙌🏻

Thanks for watching and I hope the information is helpful! I’m leaning into AI as much as possible. Do let me know if you have any specific requests in this area! Best of luck.

Thank you for your comment! I believe that AI is going to be a gamechanger in the PM world. I think it will help us with all aspects of a project. I've been using it very often. There is some interesting information out of PMI.ORG on the use of AI as well. Here is the report: www.pmi.org/learning/thought-leadership/benefits-of-ai-for-project-management. Best of luck on your projects!

Thanks for watching! I’m so happy to hear it’s helpful. New videos on Smartsheet are coming soon.

Thank you! I feel honored to be your first YT comment. Wishing you best of luck on your projects. :)

same here