Why We Use Smartsheet
And Why You Might Want To, Too
As project managers, we’ve learned that clarity isn’t just a nice-to-have — it’s essential. We’re constantly balancing moving pieces, team bandwidth, client expectations, and timelines that always seem a little too ambitious. That’s why the tools we choose matter. For us, Smartsheet has become the quiet backbone of how we operate.
What We Love About Smartsheet
Beyond just keeping tasks in check, Smartsheet helps us communicate. It helps our clients see the health of their projects in real time — where things are strong, where attention is needed. That kind of transparency builds trust and keeps everyone aligned.
Some of our favorite features?
Custom Reporting: Build reports that actually mean something — not just data for the sake of it.
Visual Timelines: Gantt charts make schedules intuitive and fluid.
Automation: Set it and forget it (reminders, notifications, status updates).
Collaboration (when it makes sense): We typically don’t invite clients into the backend, but when collaboration is needed, it’s seamless.
We treat Smartsheet as a controlled visual tool — not a free-for-all. That means less inbox overwhelm and more intentional check-ins.
A Few Setup Tips We’ve Learned Along the Way
Starting fresh? Keep it simple. Smartsheet has templates you can build from, or you can start from scratch and layer in complexity over time. Use hierarchy to map parent/child relationships. Add filters and views to show only what’s needed. Think of it as designing your own lens.
Color-coding, conditional formatting, milestones — it’s all there, waiting for you to shape it.
Ways to Get the Most Out of It
Use templates as launchpads, not limitations.
Automate the repeatables — task reminders, follow-ups, approvals.
Train your team — a little upfront time pays off big in the long run.
Check in regularly — Smartsheet gives you the tools, but process is still king.
Integrate smartly — emails, calendars, other platforms? Smartsheet plays well with others.