10 Best Practices for Project Management Spreadsheets!

Download my template here: www.jeffsu.org/shared-spreads...
It’s hard to get by at work without using some sort of project management shared spreadsheet with colleagues (be it Microsoft Excel or Google Sheets). In this video I go through 10 Best Practices for Shared Spreadsheets and I share concrete examples so you can follow along!
I first go through tips and tricks you can adopt within tabs (for example hyperlinking to specific tab URLs for call-to-action) and then go through how best to structure the overall spreadsheet (e.g. having empty tabs to visually separate different sections of the spreadsheet)
So whether you use Google Sheets or Microsoft Excel at work or for school, these tips (such as using data validation and conditional formatting) will all be applicable and will also hopefully increase your productivity!
TIMESTAMPS
00:00 Shared Spreadsheet for Project Management
00:34 Add Explanation to Every Tab
01:22 Make Deadlines Obvious
01:46 Hyperlink to Specific Tabs
02:30 Use Descriptions below Header Rows
03:07 Data Validation is Your BEST FRIEND
04:40 Use Formulas Whenever Possible
05:51 Import Raw Data Properly
06:50 Key Info Tabs
07:25 Raw Data Tabs
07:43 Share Spreadsheet with Teammates
RESOURCES I MENTION IN THE VIDEO
Google Sheets Formula Video - • 15 Spreadsheet Formula...
How To Take Notes at Work - • How to Take Notes for ...
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👨🏻‍💻 WHO AM I:
I'm Jeff, a full time Product Marketer. In my spare time I like to tinker with tools and create systems that help me get things done faster - or as one of my friends puts it: "Get better at being lazy" 😏
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Disclaimer: My opinions are my own and may not reflect that of my employer
#googlesheets #excel #bestpractices

[@JeffSu]

Do you empathize more with the sales person or marketer? 😏 TIMESTAMPS 00:00 Shared Spreadsheet for Project Management 00:34 Add Explanation to Every Tab 01:22 Make Deadlines Obvious 01:46 Hyperlink to Specific Tabs 02:30 Use Descriptions below Header Rows 03:07 Data Validation is Your BEST FRIEND 04:40 Use Formulas Whenever Possible 05:51 Import Raw Data Properly 06:50 Key Info Tabs 07:25 Raw Data Tabs 07:43 Share Spreadsheet with Teammates

[@alex-coelho]

Jeff thank you so much for this video! now lemme watch it cuz I got too emotional and made this comment before even watching it

[@alex-coelho]

edit: nevermind, it was already there, the very first link! Jeff you're awesome! I've just watched it and I gotta say: Jeff you nailed it! plenty of good ideas and best practices! would you mind making that spreadsheet available as a template in the description?

[@JeffSu]

@@alex-coelho you’re very welcome Alex 😁✌️

[@JeffSu]

@June@97 decrease column width

[@mogeebadel]

Your content is not available in my country (Yemen)... Please could you check this issue

[@nicolezapanta9265]

Jeff, you're a gift in this world! Thank you for sharing these super helpful and easy tips! I thank God for your existence here on KZbin. God bless!

[@JeffSu]

That's what my mom said as well, what a coincidence 😂

[@connorcscott]

First channel I have subbed with notifications turned on - every video is high-value, high-quality content. Great work Jeff!

[@JeffSu]

Thanks so much Connor!! I'll try my best to keep it that way

[@miker3347]

For real. My LinkedIn and resumes are on point now

[@jennchun]

Thank you for making your beautiful template available for free. I’m using it as a career counseling tool, and I appreciate your video’s detailed explanation of what each element is. I do believe you have that designer soul in ya.

[@JeffSu]

Hahaha thank you Jennifer! Never thought someone would describe me as a designer 😂

[@eventssimplifiedph3319]

very clear instructions, easy to follow and understand. Thanks for this! I've watched other videos and they just make it more complicated.

[@JeffSu]

Thank you 😁

[@meng-chichang3097]

What a knowledgeable video, I can't believe I can watch it for free. Thank you!!

[@JeffSu]

You're welcome 😁

[@ljlombos4308]

Thanks a lot Jeff! Super helpful and I always learn a lot from your videos. Another feature I use is the group row function especially in our team's SMM planner so we can hide all past contents on a weekly basis. It makes the sheet cleaner and everyone to focus on upcoming contents. 👌

[@JeffSu]

Thanks for the tip LJ!! 😁

[@dansawaki1]

Love your videos!!!! Productivity tips are so good! Keep teaching us!

[@JeffSu]

Will do! Thanks Dan 😁

[@dagwould]

A few more tips: > validation lists: put them all in a 'sheet data' sheet, easier to manage them. Use tables to make the lists, then they will automatically include additional items. > use Excel tables as much as you can everywhere, they can then be analyzed via Pivot Tables. > use unique lists on user sheets (in addition to the sheet data sheet) to drive dropdowns. This starts on the way to building a system of relationships, rather than a set of 'dumb' spread sheets. E.g. your contacts list can then provide the drop down for activity assignments, document tracking, risk and issues logs, etc. if you don't have a PM system such as Procore, for example. >the system can then include and interrelate all project elements: activities (tasks), the WBS, schedule, costings, risk register, issues log, change log, management reports, document issue and receipt tracking, deliverables tracking, milestone reports, gantt chart, the WBS then drives activities in the schedule, deliverables, schedule, etc. with no double entry of data. Double entry is the door to disaster in any data system, including spreadsheets. >document the use and operation of each sheet

[@JeffSu]

These are AWESOME tips, thanks for sharing!

[@tayma___almezogy]

As a student just joining the corporate world. these tips are really valuable!! Thanks a lot Jeff and please keep it up🤩

[@JeffSu]

Will do Tayma 😁

[@jmac562]

Thank you for producing this content. ❤

[@JeffSu]

You're very welcome Jon! 😁

[@enfisya]

You’re the best 👏🏼 Amazing tips as always 💫 Thank you!

[@JeffSu]

You're very welcome Enfis! 😁

[@secreightcreatorspace]

I do this a lot but the import range formulas is new thing for me. Thanks so much for the tips!

[@JeffSu]

No problem my friend 😁

[@udaygehani3808]

Awesome Jeff. Thank You

[@JeffSu]

My pleasure!

[@soulhitlee]

Thanks Jeff, you use shortcut keys like a pro!

[@JeffSu]

Haha thank you 😁

[@lifebizz8121]

Such a life saver, Jeff. Thanks a lot. What would I do without you? 👍🤣

[@JeffSu]

I really don't know 😁

[@Andrea_Dong]

Thanks for the video, Jeff! You pointed out so many user-friendly features :D Tip #6 was actually something I had to learn the hard way. We had to make a DCF model once but because a lot of our cells were hard coded in due to us just copy & pasting the financials over, our inputs didn’t flow through the model properly 😂 but once the formulas were in, it felt magical

[@JeffSu]

Hahaha I feel you Andrea! Hard-coding is a very short-term solution 😅

[@FCVojo]

I like you for Your positive Energy! Good Job.

[@JeffSu]

Thank you Damian! 😁

[@justanotheryordle8752]

Watched the whole thing, had a great time, learned something, and I have nothing to do with what the video is about, but god daim your personality is just addicting to watch. Keep up the good work mate!!

[@JeffSu]

Hahahaha thanks for that Osama!! 😁

[@SajalNagwanshi]

Wow! amazing tips

[@JeffSu]

Glad to hear it!! 😁

[@victor_barranco]

Using these for sure. They are simple but practical.

[@JeffSu]

Glad to hear it Victor! Excellent profile pic by the way 😁

[@victor_barranco]

@@JeffSu Thanks, Jeff. Total inspo from your Linkedin Profile tips from a while back. That and your Inbox Zero video were game-changers for me.

[@KELASTERBUKACOM]

Thank you for the template

[@JeffSu]

You're very welcome 😁

[@DMC3586]

Great video! Thank you

[@JeffSu]

You're very welcome Didier 😁

[@lpanebr]

Very good tips!

[@JeffSu]

Thanks so much Luciano, glad you enjoyed them 😁

[@nnennauko487]

Someone talked about how valuable your videos were. I took note of this and decided to check you out. I like how you delivered and your sense of humor especially the "stupid questions" part. 😂😂

[@JeffSu]

Hahahaha well tell your friend "thank you" from me for introducing you to my videos 😁

[@carlosescudero3161]

Great video! very useful, thank you 😸

[@JeffSu]

Not a problem Carlos 😁

[@jossilyns]

This guy is hilarious!! I love it.. keep it up!

[@JeffSu]

Thank you my friend 😁! Will do! 😁

[@SYNDESTV]

Time to up our spreadsheets game 🔥

[@JeffSu]

For sure 🙌

[@wanderfulljj]

Love you! Aa always, making my life easier XD

[@JeffSu]

Thank you! And you're very welcome 😁😁

[@FootballTradingAcademy]

Magnific!

[@JeffSu]

Thanks my friend 😁😁

[@di824]

Great vid!!! 🤘

[@JeffSu]

Thank you Di 😁

[@hazelchung4610]

Hi Jeff thank you again for the amazing content as always! I was wondering if you’ve ever done a video about starting a new job and what are some of the things we can do to make a great impression for the first few weeks? Would love to hear some of the things you did that helped you in the early stages of starting a new role :)

[@JeffSu]

Are the videos in my "Succeed in the first years of your career" not enough? 😅 That hurts

[@hazelchung4610]

@@JeffSu lol thanks I’ll go rewatch it

[@JeffSu]

@@hazelchung4610 Let me know if those videos are helpful!

[@royk23]

Great tips! Thanks a lot. Any chance of future tips on the table/spreadsheet design itself? I often end up with the same color across the board. You seem to have some pretty useful distinctions in there!

[@JeffSu]

I have 2 other google sheets videos up! Have you checked those out 😁

[@royk23]

@@JeffSu Should have checked that, will do! thanks :)

[@JerrellRoss]

Could you do a video on setting an agenda before a client meeting? Also, what are best practices before and after the meeting?

[@JeffSu]

I have a best practices for meetings video down the line 😁

[@benjaminmaglaqui6433]

Very impressive and informative presentation of this topic that really helps the PM per se. . Thank you very much!

[@JeffSu]

You're very welcome Benjamin 😁

[@ch0rz0andegg5]

excellent!!

[@JeffSu]

Thank you Dave 😁

[@rooy7516]

Hey Jeff!! Very interesting tips and must say your way of sharing knowledge with humor made me smile and laugh on your face expression. I believe the editing had a major part in that. AND YESSS I like the way you edited your video. Maybe you can share the way of doing the setup:P *No but really you should share* Wish you all the best. The hard work behind the video is felt.

[@JeffSu]

Hahahaha thank you my friend! Appreciate it 😁

[@MrMuhs]

Pro Tip: Grammarly has a Mac desktop version, and when installed, it will let you spell-check your Google Sheets documents. (Couple of typos on the one you shared) Thank you for the template, though. Super helpful.

[@JeffSu]

Oh wow where were the typos? Thanks for letting me know! I wanna go change them now hahaha

[@MrMuhs]

@@JeffSu On the Internal Whitelist Tab under the instructions.

[@drjtyson]

Jeff Su is the only reason I’ve not yet been fired from my job.

[@JeffSu]

That's so much pressure...

[@loveart18]

Thanks for sharing these tips!! What are your suggestions for an entry level project manager??

[@JeffSu]

These can be applied for any level 😉

[@hawnsthorpe]

Thanks

[@JeffSu]

Wow thank YOU Michael 😁

[@kdbcinco]

I came here for Mac app recommendations! But this is fine too. 😄

[@JeffSu]

Did you already finish all the mac app videos?

[@geensjc]

Great tips man, thank you! Now can you teach my project team how to open a spreadsheet and read for themselves lol

[@JeffSu]

Check out my event management video 😁

[@mahalrishda5683]

Great video Jeff!! Very informative! I see you copied Joma's style at @1:40. "Thought we wouldn't notice.. but we did..!" haha

[@JeffSu]

Wow that's an amazing compliment! I honestly didn't know that was his style but guess I'm moving towards the right direction!!

[@kingastryszowska-hill1648]

Jeff, I love your video production style. Can you make a video about how you make videos 😂? (I actually need to make a video for work so this fits within your brand). Or if you don't feel like making a video, can you list some resources?

[@JeffSu]

Hi Kinga! That video will probably come much later this year haha. I'd recommend Ali Abdaa's skillshare course on final cut pro!

[@aadhisp2287]

Man your videos are superb and we'll presented !! I hope you get millions of views!! Totally deserve!! Is there any way to password-protect specific areas/cells in a spreadsheet? Like the headings only or cells with certain values only?

[@JeffSu]

I hope I get millions of views too Aadhi 😉. You can right click and select protect range

[@aadhisp2287]

@@JeffSu Thanks a lot mate! 👍🏼

[@stuartpj8000]

I love Google Sheets as well, but what the comparitive steps for Excel? BTW love your work!

[@JeffSu]

I haven't used Excel in years unfortunately 😅

[@VeronicaSteele]

This was so helpful! Thank you for sharing. Any chance you have a spreadsheet template for managing vendor contacts and contract info? Asking for a friend 😉

[@JeffSu]

Check out my Personal CRM video for Notion 😁

[@NunchakuMan]

3:35 yes, it is. Just copy from other cell and paste it there 😕

[@JeffSu]

Hahaha technically true but at that point that person might just be messing around on purpose 😂

[@NunchakuMan]

@@JeffSu Well, I had a spreadsheet treated like that and my colleagues were putting in something that wasn't in the list. I didn't understand how they did it and then I found out that there is this bug 😀

[@OrigamiTree]

Hi Jeff, Thank you for all of your Google tips. I've been binge watching your videos!! Is there a way to password protect SPECIFIC TABS within a Google Sheet? For example, I'd like to share a sheet with someone that has 30 tabs, but I only want this person to be able to see 1 of the 30 tabs. Thank you so much!

[@JeffSu]

Yup, right click on tab > protect tab

[@OrigamiTree]

@@JeffSu Thank you for your response and time. However, that only allows you to protect people from accidentally editing the contents of the tab. They can still view the data inside. 😬 Do you known how to hide the data? Thanks.

[@JeffSu]

@@OrigamiTree Ah I see. Unfortunately not. In that case I would importrange the data into a shared spreadsheet and only importrange the data you want to share

[@OrigamiTree]

@UCwAnu01qlnVg1Ai2Ab%F0%9F%98%82tTMaA Aww shucks! Thanks so much. I've been doing it that way, but then it creates a whole bunch of unnecessary sheets. Boooooo. 🤣

[@ShafiUllah-du9cl]

Thanks for this video Jeff! But I want to know to add explanation text in a cell. Can you help me about this.

[@JeffSu]

Use the "Add note" feature

[@paulapana6241]

Please do more GSheets tips especially about the basics to be more productive on the tool! 😭

[@JeffSu]

Will do Paul! Did you check out my other 2 videos on Google Sheets?

[@angelanna728]

Sales Team got called out 😂😂

[@JeffSu]

😂

[@JeffSu]

😂

[@gioyfa]

Always enjoy your useful tips. Did you get access to my spreadsheets? 😂

[@JeffSu]

Thank you George 😁

[@processdrivenrealestate]

Can we be friends? 😂 you crack me up.

[@JeffSu]

Of course Jason 😁

[@cassioalexan]

I love those tips on using Docs, Spreadsheets, Slides and other Google products. Thanks for this new video. By the way, I suppose everyone from a sales team company might not be happy with all those jokes about them... ;) \0/

[@JeffSu]

Shhhh don't tell them about this video! 😁

[@icreditdisputerscivillaw]

Your session learnings are spectacular, all of me when I fully administered - however, your sarcasm takes away from your intellectual mind-

[@JeffSu]

Thanks for the feedback my friend! Glad you still enjoyed the learnings though 😁

[@janda1543]

thank you for the video. I have one question: how can I make excel file on laptop to be related to google spreadsheet, and whenever make change on google spreadsheet it will appear on excel file, and not vice versa. could you please help me with that?

[@JeffSu]

Hmmm I don't think that's possible unless you upload the Excel to Google Drive...

[@vincentgo6439]

Hi Jeff, do you have a blank project management template? I am a career shifter and would like to practice on your templates while watching your videos. please and thank you

[@JeffSu]

Yup you can download from my Skillshare course!

[@Mach3Maelstrom]

Question on implementing Tab Explanations ( 0:36 ): I use Zapier to automate my Google Sheets-driven project management sheets and they require headers to be row 1. How would you create these notes so that they're obvious yet not impeding with my scripts?

[@JeffSu]

Great question my friend! Row 1 is arbitrary so you can use Rows 2, 3, 4, etc. The point is to have the note in a very obvious location so others won't miss it 😁

[@Mach3Maelstrom]

​@@JeffSu Thanks! I'll test that. I also realize that for tabs that Zapier must interact with, I can also use your tip to use IMPORTRANGE, allowing the Raw Data to be unimpinged and Zapier-friendly while having the tabs, views, & explanations available in the new tab. I've been working on a project schedule Google Sheet for myself, and your tips have made it a LOT easier to navigate my monster of a spreadsheet. Thank you so much for these tips!

[@JeffSu]

@@Mach3Maelstrom That's awesome to hear!! You're very very welcome!

[@warinthicha]

No.3 in excel, I cannot add hyper link to only word but entire cell which covering whole sentence 😭 did I do something wrong?

[@JeffSu]

You have to click into the cell 😁

[@vaishalisridhar293]

Is it possible to hyperlink or create a link for specific rows of the sheet to consolidated part of the same sheet? When they click on that link, it should navigate to certain rows/range of the same tab.

[@JeffSu]

Yup you need to copy and paste the link of a specific cell 😁

[@vaishalisridhar293]

@@JeffSu Thanks. Yeah I just learnt about defining/naming ranges and ctrl+K'ing them. Thanks. Your videos are super useful. Your Excel tips saved my Guide outlook to my team. Is there a video of you discussing Agile/Scrum/kanban?

[@JeffSu]

@@vaishalisridhar293 Not yet!

[@vaishalisridhar293]

@@JeffSu Thanks for letting me know. Looking forward to seeing it.

[@pirravinsooriyakumar5542]

I would like to know best books for project management

[@JeffSu]

I would honestly recommend online courses instead of books since online courses are more interactive!

[@spadhnik]

Use Jira?

[@JeffSu]

I've heard of this tool before. How is it?

[@patyolisilva]

Thanks @jeffsu .I couldnt download the template....it says wring adress.

[@JeffSu]

What happens when you click the link? You need to be signed into Google

[@patyolisilva]

@@JeffSu it says it is not available, I've removed the word "copy" at the end of the link, and then it worked.

[@patyolisilva]

I was logged

[@JeffSu]

@@patyolisilva Oh great!

[@taerikee]

who doesn't enjoy poking fun at the sales team?

[@JeffSu]

I know right 😏

[@LuisjmGil]

What can I say?... Did you know glaciers and ice sheets hold about 69 percent of the world's freshwater? 😂 Just kidding, but it's true! Thank you for another one mate.

[@JeffSu]

Wow I DIDN'T know that haha. Thanks Luís! 😁

[@LuisjmGil]

@@JeffSu And someone teach me that stupid questions does not exist, only stupid answers. Make so much sense.

[@LS-gy9bq]

****Jeff, please resend the link to the cover letter I purchased from you yesterday***. The link does not show up in my promo or junk mail and I should have had it already. I wouldn't have normally even purchased something like that but I really liked the format and didn't want to take the time to reproduce it when I could just have that editable version so that's why I purchased it in the interest of time.

[@JeffSu]

Hi L S - Please DM me on instagram (@j.sushie) your email. I'll not only send you the link but I'll also refund you 😁

[@eramuneer]

I graduated from "being dumb" 😑😑 Feelin you 😂😂

[@JeffSu]

I really REALLY hope my colleagues aren't watching this 😅

[@eramuneer]

@@JeffSu what about your manager 😂

[@JeffSu]

@@eramuneer She's in marketing, she'll enjoy this video 😉

[@1996goyo]

Hi Jeff, is it possible to subscribe to your newsletter without paying for it? 🙂

[@JeffSu]

Hi Goyo! Not right now since it would be a bit unfair for the paying members, but 99% of the content on my website is free (have you checked out the posts under Productivity, Career, and Job Search)? So hopefully you still have plenty of stuff to go through 😁

[@1996goyo]

@@JeffSu Thank you for the fast answer and for the value of you nice free videos. 🙂 I am sure I will find much stuff to go through on your website. 🙂 Have a great week!

[@JeffSu]

@@1996goyo you too!!

[@chypher]

yea. commenting for Algo. come to singapore. eat chicken rice with me :D

[@JeffSu]

If I make it to SG, I will let you know for sure (via. Instagram stories), please hit me up!

[@LS-gy9bq]

Hi Jeff, I just purchased one of your cover letters and haven't received it yet. Pls ✅

[@JeffSu]

Have you checked your spam/promotions folder? 😅

[@LS-gy9bq]

@@JeffSu I checked earlier but I just checked just now and there's still nothing. Are you able to check and make confirm receipt of payment and that it was sent to my email?

[@JeffSu]

@@LS-gy9bq sure I can check. Could you share your email or dm it to me on Instagram?

[@Erin-Thor]

You use your hands just like President Trump. 👍🏽

[@JeffSu]

Hahahahaha is that good or bad 😅

[@Erin-Thor]

@@JeffSu - Dunno… do you have any political aspirations? 🤣

[@JeffSu]

@@Erin-Thor Not even a little bit 😂

[@Erin-Thor]

@@JeffSu - Then it’s all good! 😎

[@kristijones3307]

Liked, subscribed, and would like to have you just follow me around all day making my life easier

[@JeffSu]

I'd be happy to, but that sounds a bit creepy haha

[@raghavansrinivas1379]

Stealing productivity tips from here........ 🤣🤣🤣🤣🤣

[@JeffSu]

Steal away 😂

[@philipshomevideos9833]

Labelling questions as “stupid” and making it sound casual can discourage team mates from asking questions. So they pretend to know stuff, carry on and end up making more mistakes. And since this culture of calling mistakes as stupid has become casual, those who are still learning can feel more insecure about it. So, please don’t be one of the condescending people. Great tips though.

[@JeffSu]

Hi Philip! Thanks for the feedback! This is my type of humor and I hope most viewers will give me the benefit of the doubt and won't view it as condescending. I really do appreciate you sharing your perspective! 😁

[@fira5520]

Why you cry?

[@JeffSu]

No idea

[@fredsalfa]

Too much common sense we often don’t think of

[@JeffSu]

Hahahaha agreed!!

[@Allprowebtools]

Great video. It helps me a lot. Thanks Jeff

[@JeffSu]

You're very welcome! Thank you!!

[@lucas_teo]

Never knew spreadsheets could be this sexy.

[@mehtasdeepak]

Lol despite numrous follows up still no reply to my messages. As a paid subscriber i am very disappointed . I just followed your advise and reached out to you on IM. Good luck for your videos but i am opting out of your subcription.

[@JeffSu]

Hi Deepak! Sorry to hear that! To be very transparent with you I don't commit to responding to paid subscribers messages so I apologize if I gave you the wrong idea. It sucks (for me) to be in a position where if I responded to every single comment (even those from just paid subscribers) I wouldn't have any time for my job and these videos (that are hopefully benefiting others at scale). Feel free to ask questions on here and I'll try my best to respond!

[@mrCetus]

This was so helpful! Thank you for sharing. Any chance you have a spreadsheet template for managing vendor contacts and contract info? Asking for a friend 😉

[@JeffSu]

Unfortunately not (yet)! 😁