Smartsheet PMO Template Setup - Part 1 - Setup & Customize

In this 3-part tutorial, I will teach you step-by-step how to set up the Smartsheet Project Management Office (PMO) template set. The PMO Template set is a Smartsheet-created template that provides a streamlined way for organizations to approve, track, and start new projects while aggregating critical metrics across all projects.
This Series:
Setting up the Smartsheet PMO Template - Part 2 - Customize Project Intake and Portfolio Level
• Smartsheet PMO Templat...
Setting up the Smartsheet PMO Template - Part 3 - Customize Project Level
• Smartsheet PMO Templat...
This is Part 1 of the 3-part series. In this video, we walk through how to create a New Workspace or your PMO Office; find the PMO template set; customize and personalize the Project intake sheet and form; copy and set up the Project specific folder; create the Project ID; and link the cells to your project ID from the Project Intake form.
The PMO template is recommended for the intermediate Smartsheet experience level and is at a medium complexity level. Please check out a few of my other videos if you are new to Smartsheet or need a little brushing up before setting up this template. Here are a few recommendations or videos that I referred to in this series that might be helpful.
Creating Smartsheet Forms
• Creating Smartsheet Forms
Mastering Your Project Schedule - Predecessors, Setting a Baseline, & Critical Path - • Mastering Your Project...
Managing (Human) Resource Allocation in Smartsheet in Less than 15 Minutes! • Managing (Human) Resou...
This Series:
Setting up the Smartsheet PMO Template - Part 2 - Customize Project Intake and Portfolio Level
• Smartsheet PMO Templat...
Setting up the Smartsheet PMO Template - Part 3 - Customize Project Level
• Smartsheet PMO Templat...
Email me! [e-mail]
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Learn more about Effective Flow Connections: www.effectivef...
Want to book a 1:1 coaching session with Kandis? You can do so via this link! www.effectivef.......
Kandis Porter is the Founder and Managing Director of Effective Flow Connections (EFC), a management consulting company that helps transform organizations through project management, process improvement, change management, facilitation of key meetings, and training. Kandis also works one-on-one with clients, focusing on Leadership development and growth. EFC enables organizations to do what they do, even better! Kandis Porter has more than 17 years of experience managing people and large projects in both the government and private sectors. She has supported clients in various industries, including the Department of Defense, Federal Aviation Administration, utilities, medical device, non-profit, and learning & development. Kandis has a Master of Science Degree in Project Management (MSPM) from The George Washington University and Master of Business Administration (MBA) in Human Resources. In addition, she is a certified Project Management Professional (PMP), PMP Exam Prep Course Instructor through Project Management Institute, Prosci Change Manager, and Six Sigma Green Belt. She is also certified as a Myers Briggs Type Indicator (MBTI) Practitioner, Thomas-Kilmann Instrument (TKI) Practitioner, and is a DiSC Workshop facilitator.
Connect with me on social -
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[@PMPexpert]

Smartsheet PMO Template Setup - Part 1 - Setup & Customize: kzbin.info/www/bejne/e3bdmpqnj89_oqM Smartsheet PMO Template Setup - Part 2 - Customize Project Intake and Portfolio Level: kzbin.info/www/bejne/hYicnn-ehNyJgqc

[@zodca]

As a 20yr IT Technical PM, who has done close to half a billion in work for Global and Fortune 100 firms, this is an awesome video for anyone new to using smartsheets and setting up a PMO. I'm doing it for a billion dollar Biotech who's running a wild-wild west PMO and Kandis is making it super easy to get it up and running without re-inventing the wheel. Good job and thanks for putting in the time to make this.

[@cathya586]

This was my first-ever viewing of Kandis. What an amazing instructor. Everything was so clearly presented and slow enough that you could follow along while setting it up. You do a GREAT job!!! Thank you, Kandis!

[@PMPexpert]

Thank you, Cathy! Wishing you the best with the PMO set. :)

[@johnkaveski5922]

Excellent instruction Kandis! Clear. Well-paced. Easy to follow and understand. Awesome job!

[@PMPexpert]

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

[@dianecogswell8450]

I have never put comments for a youtube video before but I have to tell you how awesome your tutorial was! I'm new at smartsheet and was so lost, I even purchased some courses on Udemy and they couldn't even walk through it like you did. Thank you so much for sharing this information! I will be watching the next 2 videos. :)

[@PMPexpert]

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

[@chrisjohnson2295]

same here

[@anupamakapoor2197]

Dear Kandis, Thank you so much for making such an easy to understand and follow step by step video. I am new to Smartsheet and this has helped me immensely! May God bless you !

[@PMPexpert]

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

[@miguelhidalgo9372]

I tried this last year, and it flew over my head. Smartsheet HAS A STEEP LEARNING CURVE. I am back! Now, her entire sequence loaded with extras goes far beyond PMO basics, beautifully outlined and detailed, and makes sense even for a solopreneur. For me, it was about customizing the organization and structure from the ground up to the executive level. (One tiny piece of advice. Take an Udemy course to the immediate and advanced level, and then this will be your next extraordinary creation.)

[@PMPexpert]

Thanks for coming back for a ‘round 2’, Miguel! I agree Smartsheet takes time to learn…I am still learning little things about the tool every day. Best of luck with your projects!

[@lww1143]

You are a ROCK STAR Kandis. Thank you for doing these videos. Very helpful!

[@PMPexpert]

Thank you for watching! 🙏🏻

[@pierregrand1175]

Brilliant tutorial. Your step by step is a state of the art and your diction allows non English speakers like me to perfectly understand and do at the same time. Thanks a lot.

[@PMPexpert]

Thank you!

[@daitchis1]

I watched Part 1 of Kandis’ ‘Smartsheet Template Setup’ and found it to be extremely helpful! Not only did it answer a lot of questions I had, but I also found that Kandis is fantastic to follow and is very clear in her explanations. I’m looking forward to watching parts 2 and 3!

[@PMPexpert]

Glad it was helpful!

[@johngraham6506]

@PMPexpert - Excellent job. I have been playing with the different project rollup templates, trying to follow instructions and it is not simple. 45 minutes with you and I have a lot set up and I understand a lot more about SmartSheet naming and asset types. Thank you!

[@PMPexpert]

So happy this video was helpful, John! Wishing you the best on your projects. 🙌🏻

[@danielalmas9647]

Seriously this is the best Smartsheet video I have ever seen. Your presentation, flow and speed are all wonderful. New subscriber here

[@PMPexpert]

You’re so kind! Thanks, Daniel. Welcome to the channel!

[@steves3240]

This is the best video I have seen on this subject and was really easy to follow. I am going to try and put it into practice on Monday. Really helpful and I have subscribed - thanks very much.

[@PMPexpert]

Awesome, thanks for watching, Steve! Best of luck putting it into practice. 🙌🏻

[@chrisjohnson2295]

great content and delivery. should create an updated version to incorporate all the new upgrades. This video is still very relevant and very good and a great way to learn Smartsheet PMO set-up. well done! I'm on to Part 2........

[@PMPexpert]

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!

[@chrisjohnson2295]

@@PMPexpert looking forward to viewing

[@stallionmcmlxxxvii647]

Best turotiol so far!

[@PMPexpert]

Thank you, Stallion!

[@madelinehunter1843]

Thank you , Kandis. I am following your step by step instructions and it works for me, including your feedback

[@PMPexpert]

Fantastic! Thanks for the feedback, Madeline!

[@madelinehunter1843]

You are welcome

[@willsmith5038]

Thank you so much for this series explaining in detail. Very helpful

[@PMPexpert]

You're very welcome!

[@kashmoney1]

You're vids are just amazing! thanks for sharing!!!

[@PMPexpert]

Glad you like them! Thanks for watching.

[@TheSheSed]

This is an absolutely amazing video and you did FANTASTIC at going through all the details :) I look fwd to part 2! One questions... on the intake sheet... how did you get the column headers to be labeled across row 1?

[@paulconnell6408]

Great material, Kandis. Thank you for sharing!

[@PMPexpert]

Thanks, Paul! I hope you found it helpful. I tried to boil it down into simple steps. Thanks for watching!

[@paulconnell6408]

@@PMPexpert You did a great job of breaking each area down to simple steps. Perfect pace, content, delivery, and messaging!

[@kimberlywood7523]

Great instructions Kandis!

[@PMPexpert]

Thanks so much!

[@sherrysprecher8489]

fantastic - so helpful!

[@user-tb8wt4rp5t]

God bless you!

[@PMPexpert]

Thank you!

[@karolflorez5907]

Hi Kandis, this video is very useful, thank you. We use Smartsheet at a basic level, meaning we capture the projects on the form, and all of them remain in the Intake sheet. We haven't implemented the next steps, but we want to. How can I build my PMO having as a base only my Intake sheet, which doesn't have any formula or link with other sheets?

[@YoggiDelaney]

Kandi your videos are amazing! Thank you ❤

[@PMPexpert]

Glad you like them! Thanks, Queen Yogi!

[@gupguerra]

Hello kandis! First, thank you for the brilliant explanation. Do you know if this template works in the Pro Version? Or just in the business version?

[@PMPexpert]

Hello! Yes, with a Smartsheet Pro account, you can access templates. The Pro plan allows users to both create their own templates and use pre-built templates available through Smartsheet's Solution Center. Reference: Create Your Own or Use One from the Solution Center (help.smartsheet.com/articles/522123-creating-using-templates). Best of luck!

[@steves3240]

Hi Kandis, finally got round to following this step by step and it was great til step 5, when not all the cells copied into the yellow cells on the project intake sheet. The Start and end dates didn't copy over. Any suggestions please?

[@nortiz436]

Loved the video! QQ- When updating the metadata, what do you do when it doesn't populate from the intake form? 😢

[@PMPexpert]

Hi Nortiz436! Is any of the information showing up as a new row after an intake form is submitted? Or is it just certain fields that aren’t populating? I’m trying to determine if it is a form link issue or other. Cheers!

[@brunomonteiro4998]

Hello! Congrats on the video, very clear specially for new users :) One question, is it mandatory to use the pre defined 6 questions in the Project Intake Form? For example, if i dont want to use the question "Category" can i delete it or will I impact anything else in another template contained in this set? Thank you!

[@PMPexpert]

Do you have other ways you categorize Projects? I would suggest using ‘Departments' or 'Areas of Focus' rather than ‘Category’ if that works better for your organization. You can delete it if you don't need it but it WILL change some of the reports that are organized by that ‘category’ column and the Portfolio Dashboard as the 'Number of projects by Status' and '# of Projects by Schedule Health' are both displayed by 'Category' column.

[@Elingsanto]

Thank you for the video. It's sad to see how Smarsheets doesn't really care about teaching. I'ts all about selling the software to managers who have never used excel/google sheets. : ..(

[@PMPexpert]

I'm sorry you haven't had a great experience with the learning side of Smartsheet! I do think it is a great tool, it just takes a bit of time to get up to speed. I hope this video helped. :)

[@bryanvs95]

They have a great free learning track for new users (:

[@user-tn6jz9ls8x]

Is there a way to have a workflow that will duplicate the Project template and auto populate inside the project metadata to keep it automated or will it have to still be done manually?

[@sherrysprecher6661]

I made a number of changes to the project folder and want to save that as my new template - do you recommend doing that?

[@PMPexpert]

Hello Sherry! Yes, as long as everything is properly linked to the PMO set, I highly encourage teams to tailor to their needs. Great work!

[@Velozity]

Hey Kandis, is it possible for an already existing project to be submitted through the Project Intake Form?

[@PMPexpert]

Hello! Sure, although if you want to use the template set to it’s fullest, I would go through the steps to update it in the project plan (e.g., tasks, percent complete, predecessor tasks, assigned to, etc.) after submitted. You may be able to do a simple copy/paste if a plan is already completed. Best of luck!

[@user-rh9rg2ps3c]

My Project ID isn't auto-populating in my intake sheet after I submit the intake form. I am not sure how to troubleshoot this? Any advice?

[@PMPexpert]

Hi! Scroll all the way down to the bottom of your sheet and see if it is showing up there. Could there be many blank rows that got saved while you were setting it up? You have the option to have new forms populate at the top or the bottom of the sheet (this is a setting in the Forms) and I prefer to switch it to the top for this reason.

[@davidcoronado2233]

Hi @Kandis it was a useful, what if I started my project with the regular template and don't have the metadata template? How can I get the Project ID?

[@PMPexpert]

Hello! To use the template set to its fullest, I recommend submitting the project with the intake form (which is part of the PMO template set) and then go through the steps to update it in the project plan (e.g., tasks, percent complete, predecessor tasks, assigned to, etc.). You may be able to do a simple copy/paste into the plan. This will ensure everything remains linked and you can continue to add new projects. Best of luck!

[@justbeingtasha4962]

Your tutorials are awesome ! I am stuck on the project ID from the intake form not copying over into the Project Metadata , do you know the best way to solve this issue?

[@yvonneschroter9030]

Thanks Kandis for this awesome material! I was following all the steps but the auto-linking part (min 35/36) doesn't work for me. I even started from scratch with a new template set but the data doesn't update automatically. From your experience, do you know what potentially went wrong here? Is there a change that something in the settings needs to be enabled?

[@kiltonroy5441]

Same for me, Let me know If you are now able to edit or set up new project id in project metadata.

[@kiltonroy5441]

Hi @kandis can you help how to put the project id in project metadata, so automatically other details will reflect. Mine is not working, I am tried lot of times with correct ans same to you, but it didnt work

[@MM-ow2md]

At 29:50 in Row 1 under the new "PM Timezone" heading, the field is empty. Will that present an issue later? (the other fields on Row 1 have titles)

[@MM-ow2md]

Anybody have any thoughts on this?

[@KK-ek4os]

I recently took over a project from previous employee how do I copy the plan sheet and replace the project level plan in PMO project level template and link to all other sheets within the project level templates for tracking

[@PMPexpert]

When starting a new project, copy the ‘Project Template’ folder located within the ‘Project Level’ folder. Paste the copied folder within the ‘Project Level’ folder and rename it to reflect your Project Name. When you copy the entire ‘Project Template’ folder for a new project all project-level sheets, reports, and dashboards are created along with the necessary links. You should not have to establish any new links. You will need to input the Project ID within the ‘Project Metadata’ sheet to have data pulled into the Project folder from the intake form.

[@noemiescutia]

I love your videos. How can I contact you via email to ask for recommendations on setup.

[@PMPexpert]

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

[@noemiescutia]

@@PMPexpert email message sent. Thanks

[@lilyrodd5554]

Do you have a project management deck for an office move?

[@PMPexpert]

I don’t, Lily. However, maybe this (fast brainstorm) for a WBS may be helpful to organize your thoughts? I once managed an office move and stakeholder input is critical…especially when it comes to the seating arrangements (don’t underestimate how competitive people get for an office window!). Wishing you the best. 1. Project Planning 1.1 Develop a Project Plan 1.2 Define Project Scope 1.3 Develop a Project Timeline 1.4 Determine Budget 2. Moving Company 2.1 Identify and Hire a Reputable Moving Company 2.2 Obtain Quotes 2.3 Negotiate Pricing/Contract Terms 2.4 Schedule Moving Date 3. Inventory of Office Items 3.1 Create an Inventory List 3.2 Assign Labels and Tags to Items 3.3 Conduct Regular Inventory Checks 4. Team Management 4.1 Assign Roles and Responsibilities 4.2 Communicate the Move and packing dates to Employees 4.3 Provide Training if Necessary 4.4 Schedule Shifts & Absences Accordingly for packing and move 5. Communications 5.1 Develop a Communications Plan 5.2 Notify Clients, Vendors, and Suppliers of the Move 5.3 Update Company Website and Materials with New Information 5.4 Communicate Change of Address to Key Parties 6. Utility Setup 6.1 Set Up Electricity, Internet, and Phone 6.2 Request Building Access 7. New Office Setup 7.1 Develop a Floor Plan 7.2 Install Furniture and Equipment 7.3 Install Systems and Tools 7.4 Implement Storage/Organization 7.5 Create seating plan (consider your stakeholders!) 8. Cleanup 8.1 Conduct Cleanup at Existing Location 8.2 Dispose of Unwanted Items 8.3 Donate Unneeded Items 9. Employee Support 9.1 Prepare for Employee Assistance 9.2 Coordinate Move-In 9.3 Address Facilitation and Needs 9.4 Issue building access badges 10. Evaluation 10.1 Evaluate Success & Lessons Learned 10.2 Identify area for improvements

[@PMPexpert]

Smartsheet PMO Template Setup - Part 1 - Setup & Customize: kzbin.info/www/bejne/e3bdmpqnj89_oqM Smartsheet PMO Template Setup - Part 2 - Customize Project Intake and Portfolio Level: kzbin.info/www/bejne/hYicnn-ehNyJgqc