Comprehensive Smartsheet Review: Is It the Right Project Management Tool for Your Team?

In this comprehensive Smartsheet review, we will explore the platform’s capabilities, usability, and pricing, helping you determine whether it is the right tool for your business needs. Whether you are a small business owner seeking better collaboration or a marketing professional looking to manage complex campaigns, understanding what Smartsheet has to offer can help you make an informed decision.

Smartsheet is a cloud-based work management and automation platform that combines the ease of use of a spreadsheet with the power of a robust project management tool. It offers a wide range of features, including task management, team collaboration, automated workflows, and real-time reporting, making it a versatile solution for managing complex projects and day-to-day tasks.

Smartsheet as a Project Management Tool

At its core, Smartsheet is designed to help teams plan, track, automate, and report on work, all in one centralized location. Unlike traditional project management tools that focus solely on task lists or Gantt charts, Smartsheet offers a flexible, spreadsheet-like interface that can be customized to fit the unique needs of any team. From managing marketing campaigns to overseeing product launches and coordinating company-wide initiatives, Smartsheet provides a platform that supports various use cases, all while maintaining a familiar, easy-to-navigate user experience.

Why Consider Smartsheet for Your Team?

Choosing the right project management tool can significantly impact your team’s productivity and efficiency. Smartsheet stands out due to its blend of simplicity and functionality. Its collaborative features allow team members to communicate directly within the platform, reducing the need for constant email exchanges and enhancing overall workflow visibility. 

Additionally, the Smartsheet app integrates with popular business tools such as Microsoft Office 365, Google Workspace, Slack, and Salesforce, creating a cohesive ecosystem that enhances data consistency and accessibility.

Key Features of Smartsheet

Smartsheet is more than just a digital spreadsheet; it’s a comprehensive work management platform that empowers teams to manage projects, automate workflows, collaborate in real-time, and gain actionable insights. Below, we take a closer look at some of the key features that set Smartsheet apart from other project management tools.

• Task and Project Management

At the core of Smartsheet’s functionality is its robust task and project management capabilities. Smartsheet allows users to create customizable sheets that function similarly to spreadsheets but are specifically designed for managing tasks and projects. 

With features like Gantt charts, Kanban boards, calendars, and card views, teams can easily visualize project timelines, track task dependencies, and manage workloads. Users can assign tasks, set due dates, track progress, and monitor project statuses, all from a centralized dashboard. This flexibility enables teams to manage simple to complex projects, ensuring that everyone stays on track and aligned with project goals.

• Automation and Workflow Capabilities

Smartsheet stands out with its powerful automation and workflow capabilities, which help reduce manual work and streamline processes. The platform allows users to create automated workflows that can trigger actions based on specific conditions, such as sending alerts and reminders, updating fields, or moving tasks to different stages. 

With the “Automated Actions” feature, teams can set up recurring tasks, approvals, and notifications, ensuring consistency and reducing human error. This level of automation not only saves time but also enhances productivity by allowing teams to focus on more strategic tasks rather than getting bogged down by repetitive administrative work.

• Real-Time Collaboration and Communication Tools

Collaboration is key to any successful project, and Smartsheet excels in providing real-time collaboration tools that keep everyone on the same page. Team members can communicate directly within the platform by leaving comments on specific tasks or sheets, tagging colleagues, and sharing attachments. This eliminates the need for long email threads and keeps all project-related communication in one place. 

Moreover, users can set permissions to control who can view, edit, or comment on specific sheets, enhancing security and data integrity. Smartsheet also offers a “Proofing” feature, which is particularly useful for marketing and creative teams, allowing them to review, annotate, and approve content directly within the platform.

• Reporting, Dashboards, and Data Visualization

One of Smartsheet’s standout features is its robust reporting and data visualization capabilities. Users can create customizable reports that pull data from multiple sheets, providing a comprehensive view of project progress, team performance, and resource allocation. These reports can be scheduled for automatic delivery, ensuring stakeholders are always up to date. 

Additionally, Smartsheet’s interactive dashboards allow users to visualize data through charts, graphs, and widgets, making it easier to identify trends, monitor KPIs, and make data-driven decisions. This feature is particularly beneficial for managers and executives who need a quick snapshot of project status and team performance.

• Integration with Third-Party Apps and Tools

Smartsheet’s versatility is further enhanced by its ability to integrate seamlessly with a wide range of third-party apps and tools. Whether your team relies on Microsoft Office 365, Google Workspace, Slack, Salesforce, Jira, or other popular platforms, Smartsheet ensures smooth data synchronization and workflow continuity. 

These integrations help consolidate data from different sources, reducing information silos and enhancing overall productivity. Additionally, Smartsheet offers an API for custom integrations, allowing businesses to tailor the platform to their unique needs and further streamline their workflows.

Pros of Using Smartsheet for Project Management

Smartsheet offers numerous advantages for businesses looking to streamline their project management processes. Here are some key benefits:

Intuitive and User-Friendly Interface

Smartsheet’s interface is designed to be user-friendly and easy to navigate, making it accessible for users of all skill levels. Smartsheet combines the familiarity of a spreadsheet with powerful project management features, allowing teams to quickly adapt and start using the tool effectively. This intuitive design enables teams to become productive.

Powerful Automation Features to Streamline Workflows

One of Smartsheet’s standout features is its robust automation capabilities. Users can create automated workflows to streamline repetitive tasks, set up alerts, manage approval requests, and configure recurring processes. This automation not only saves time but also reduces the risk of human error, allowing teams to focus on more strategic aspects of their projects.

Enhanced Team Collaboration with Real-Time Updates

Smartsheet excels in collaboration among team members, even in remote work environments. The platform allows for real-time collaboration, file sharing, and effective communication. Team members can work together seamlessly, with updates reflected instantly across the platform. This real-time collaboration ensures that everyone stays aligned and informed throughout the project lifecycle.

Customizable Dashboards for Data-Driven Decisions

Smartsheet provides customizable dashboards that offer a comprehensive overview of project progress and status. These dashboards can be tailored to display the most relevant information for different stakeholders, enabling data-driven decision-making. With real-time visibility into project metrics, team performance, and resource allocation, managers can make informed decisions quickly and effectively.

Cons of Smartsheet

While Smartsheet offers a range of powerful features for project management, there are several drawbacks that potential users should consider before making an investment.

Steeper Learning Curve for New Users

Despite its spreadsheet-like interface, Smartsheet can present a steep learning curve, particularly for those unfamiliar with its advanced features such as automation and integrations. Users may require additional time and resources to fully understand and leverage all the functionalities effectively. This can be a barrier for teams looking for a straightforward tool to implement quickly.

Cost Considerations for Small Teams

Smartsheet’s pricing can be a significant consideration, especially for small teams or startups operating on tight budgets. The platform’s more advanced features are often locked behind higher-tier subscriptions, which may not be cost-effective for smaller organizations. This financial barrier might deter some potential users from adopting Smartsheet as their project management solution.

Limited Mobile Functionality Compared to Competitors

While Smartsheet does offer a mobile app, it is often criticized for being less intuitive and feature-rich compared to its desktop counterpart. This limitation can hinder productivity for teams that rely heavily on mobile access for managing projects on the go. Competitors might offer more robust mobile solutions, which could be a deciding factor for mobile-first teams.

Overwhelming Feature Set for Basic Project Management Needs

For teams seeking a simple task management solution, Smartsheet’s extensive feature set can sometimes be overwhelming. The platform offers a wide array of functionalities that might be more than necessary for basic project management tasks, potentially complicating rather than simplifying the workflow. This abundance of features can be daunting for users who need only basic project management capabilities.

Smartsheet Pricing Plans

Smartsheet offers a range of pricing plans designed to cater to different types of users, from individuals to large enterprises. Here’s an overview of the different pricing tiers:

Overview of Different Pricing Tiers

• Free Plan: This plan is ideal for individuals just starting with task and project management. It allows for one user and up to two editors, with limited features such as 500MB of file storage and 100 automation runs per month. The free plan includes Gantt, Grid, Card, and Calendar views.
• Pro Plan: Priced at $7 per user per month when billed annually, or $9 per user per month when billed monthly, the Pro plan supports up to 10 licensed editors and unlimited viewers. It includes unlimited sheets, 20GB of attachment storage, and 250 automation runs per month, along with integrations with tools like Microsoft 365 and Google Workspace.
• Business Plan: This plan costs $19 per user per month with annual billing, or $24 per user per month with monthly billing. It includes unlimited editors, 1TB of attachment storage, unlimited automation, and advanced features such as proofing, document builder, and conditional form logic. It’s tailored for businesses that need to manage projects and programs at a larger scale.
• Enterprise Plan: The Enterprise plan is designed for larger organizations requiring scalability and enhanced security features. It includes everything in the Business plan plus additional features like SAML single sign-on, directory integration, and advanced extensions for portfolio management. Pricing is custom and requires contacting Smartsheet for a quote.

Additional Costs for Premium Features and Add-Ons

Smartsheet offers additional premium features and add-ons that can increase the overall cost. These include specialized functionalities like separate encryption keys and automation bridges, which are only available through the Smartsheet Advanced package on the Enterprise plan. Users may also incur extra costs for third-party integrations, training, and support services.

Comparing Smartsheet’s Pricing with Other Tools

When compared to other project management tools, Smartsheet’s pricing is competitive but not the lowest in the market. For instance, Zoho Projects offers a starting price of $4 per user per month, which is significantly lower than Smartsheet’s Pro plan. However, Smartsheet offers a more comprehensive set of features and customization options, which might justify the higher cost for businesses that require advanced project management capabilities.

Overall, Smartsheet provides a flexible pricing structure that can accommodate a wide range of business needs, but potential users should carefully consider their specific requirements and budget constraints when choosing a plan.

Straight Talk – What You Need to Know

Since implementing Smartsheet, what unexpected advantages have emerged in managing my business? Were there any challenges it solved that I didn’t foresee?

After switching to Smartsheet, one of the biggest unexpected benefits was the ability to centralize all our project data in one place. Initially, I saw Smartsheet as just a project management tool, but it’s transformed into a real-time hub where my team can collaborate, track progress, and even manage client interactions. What I didn’t anticipate was how much it would reduce miscommunication and missed deadlines across my team. We were previously struggling with scattered information across email threads and different platforms, and Smartsheet completely eliminated that. The clear visual dashboards also helped identify bottlenecks in our processes that I hadn’t even noticed before.

If I had to highlight one feature of Smartsheet that made the biggest difference in my workflow, which would it be and why did it have such a significant impact?

The automation feature, hands down, has been the most transformative for my workflow. It’s allowed us to set up automatic alerts, reminders, and updates that keep projects moving without manual follow-ups. Previously, I had to chase after team members or manually update stakeholders on progress, which took a lot of time. Now, Smartsheet does that work for me, and the automation has freed up hours each week that I can now focus on growth-related activities. It’s been a game-changer in terms of improving efficiency and ensuring nothing falls through the cracks.

How has Smartsheet enhanced collaboration within my team, especially with many of us working remotely or in a hybrid environment?

Smartsheet has completely redefined how we collaborate, especially in a hybrid work setup. Before Smartsheet, coordinating between team members working from different locations felt fragmented, but now, everyone can access the same up-to-date information at any time. The shared workspaces, coupled with real-time updates, mean that we can collaborate seamlessly on documents, project plans, and timelines without any confusion. It’s also been extremely helpful to have task assignments and deadlines clearly visible to everyone, which keeps the team aligned and accountable no matter where they are working from.

Have Smartsheet’s automation tools truly saved me time and effort? How has that increased efficiency contributed to measurable growth in my business?

The automation tools have saved a significant amount of time and effort. We’ve automated routine tasks like status updates, approval requests, and task reminders, so we no longer have to do things manually. This has not only reduced the risk of human error but has also increased our overall productivity. As a result, our turnaround times on projects have improved, and we’re able to take on more clients without overburdening the team. Smartsheet has allowed us to operate more effectively while maintaining high quality in our deliverables.

How Easy Is It to Use Smartsheet?

Smartsheet is designed to be a versatile project management tool, but its ease of use can vary depending on the user’s familiarity with similar software and their specific needs. Here’s an overview of the setup process, available training resources, and the user interface

Getting Started: Setup and Onboarding Process

The initial setup and onboarding process for Smartsheet is relatively straightforward. Users can sign up on the Smartsheet website and start with a free trial, which provides access to the Business plan for 30 days. The platform offers a variety of pre-built templates to help users quickly set up their projects, which can be especially helpful for those new to project management tools. Users can customize these templates to fit their specific needs, making the setup process efficient and adaptable.

Training Resources, Tutorials, and Support

Smartsheet provides extensive training resources to help users get the most out of the platform. The Smartsheet Learning Center offers a wealth of information, including how-to guides, reference materials, and best practices. Users can access video tutorials, webinars, and courses through Smartsheet University to enhance their skills. Additionally, the Smartsheet Community is a valuable resource for users to ask questions, share experiences, and learn from others. For those seeking more structured learning, there are beginner tutorials available on platforms like YouTube, which cover everything from basic setup to advanced features

User Interface and Overall Ease of Use

Smartsheet’s user interface is designed to be intuitive, with a layout that resembles traditional spreadsheet software. This familiarity can help users transition smoothly, especially those accustomed to using tools like Excel. However, some users might find the interface less visually appealing compared to more modern project management tools like Asana or Trello. 

Despite this, Smartsheet offers a clean and organized interface with easy navigation through its various features. The platform provides tooltips and in-app guides to assist new users, making it relatively easy to learn the basics and start managing projects efficiently.

Real-World Use Cases: How Teams Can Leverage Smartsheet

Smartsheet’s versatility allows it to cater to diverse teams across various industries. Here are three real-world use cases that showcase how teams leverage Smartsheet to enhance efficiency and collaboration.

Case Study 1: Marketing and Campaign Management

Marketing teams often use Smartsheet to plan and execute multi-channel campaigns. For example, a tech company’s marketing team utilized Smartsheet’s Gantt charts and calendars to organize timelines, assign tasks, and track progress. They streamlined creative reviews with the proofing feature and automated workflows to ensure deadlines and approvals were met. Real-time dashboards helped monitor KPIs like lead generation and ROI, enabling quick, data-driven decisions.

Case Study 2: IT and Product Development Teams

IT and product teams benefit from Smartsheet’s project management and integration capabilities. A software development team used Smartsheet to create a comprehensive product roadmap, manage tasks with Kanban boards, and integrate with tools like Jira for seamless task tracking. Automated alerts kept team members updated on changes, and reporting tools provided insights into progress and resource allocation, helping deliver projects on time and within budget. 

Case Study 3: HR and Operations Management

HR and operations teams use Smartsheet for managing employee onboarding, performance reviews, and planning. An HR team at a retail company employed Smartsheet to automate the onboarding process with dynamic forms and Automated Actions, reducing manual errors and ensuring a smooth onboarding experience. For operations, the platform facilitated scheduling, maintenance tasks, and inventory management, with data visualization tools helping to identify bottlenecks and optimize plans. 

You can go through more details on the smartsheets case studies here. 

Smartsheet vs. Competitors: How Does It Stack Up?

When evaluating Smartsheet against its competitors, it’s important to consider various aspects such as features, pricing, usability, and customization. Here is a comparison of Smartsheet with Asana, Trello, and Monday.com.

Smartsheet vs. Asana: Features, Pricing, and Usability

Features: Both Smartsheet and Asana offer robust task management capabilities, but they cater to different user preferences. Smartsheet is known for its spreadsheet-like interface, which is ideal for users familiar with Excel, while Asana offers a more flexible task view with options like lists, boards, and timelines. Asana’s automation capabilities are more comprehensive, allowing for more custom automation rules.

Pricing: Smartsheet’s pricing starts at $9 per user per month for the Pro plan, while Asana’s pricing begins at $10.99 per user per month for the Starter plan. Asana’s free plan is more feature-rich, making it a better option for small teams or startups.

Usability: Asana is generally considered more user-friendly, with an intuitive interface that allows users to get started quickly. Smartsheet, while powerful, can be more complex and has a steeper learning curve.

Smartsheet vs. Trello: Customization vs. Simplicity

Customization: Smartsheet offers advanced reporting, project planning, and automation capabilities, making it suitable for complex projects. It provides more native view options, such as Gantt charts and grid views, which are ideal for detailed project management.

Simplicity: Trello excels in simplicity with its Kanban-style boards, making it easy for users to organize tasks visually. It is highly intuitive and suitable for smaller teams or projects that do not require extensive customization.

Use Case: Smartsheet is better for teams that need detailed project management and are comfortable with spreadsheets, while Trello is ideal for those prioritizing ease of use and visual task management.

Smartsheet vs. Monday.com: Which Offers More Value?

Features: Monday.com is praised for its modern, colorful interface and ease of use, offering a wide range of task management features. It provides more integration options and is considered easier to use than Smartsheet.

Pricing: Monday.com’s pricing starts at $9 per user per month, similar to Smartsheet, but it offers more features at this price point, making it a better value for many users. Smartsheet’s Pro plan is comparable to Monday.com’s Standard plan, which costs $12 per user per month.

Value: While Monday.com offers a broader range of features and is easier to use, Smartsheet provides better value for businesses that require a spreadsheet view and robust security options. Smartsheet is particularly advantageous for large enterprises dealing with confidential data.

In conclusion, the choice between Smartsheet and its competitors largely depends on the specific needs and preferences of the user. Smartsheet is ideal for those who need a powerful, spreadsheet-based project management tool, while Asana, Trello, and Monday.com offer more user-friendly interfaces and are better suited for teams looking for flexibility and ease of use.

Key Considerations: Is Smartsheet the Right Choice for Your Team?

​​Deciding whether Smartsheet is the best fit for your team depends on several factors, including team size, project needs, and budget. Here are key points to consider:

Team Size and Structure: Which Teams Benefit Most?

Smartsheet is ideal for medium to large teams that manage complex projects across departments. Its advanced automation, reporting, and collaboration features are valuable for teams with structured roles and high-volume projects. Smaller teams might find it more than they need unless handling detailed, multi-layered projects.

Specific Project Management Needs and Use Cases

Smartsheet’s flexibility caters to diverse project management styles (Agile, Waterfall, hybrid). It excels for teams needing comprehensive task management, automation, and collaboration—such as marketing teams managing campaigns, IT departments overseeing product development, or HR teams streamlining onboarding processes. For simpler needs, alternatives like Trello or Asana may suffice.

Budget and ROI Considerations

Smartsheet’s pricing varies from individual plans to enterprise solutions. While smaller teams may find it costly for basic needs, larger teams can see substantial ROI through enhanced efficiency and project outcomes. Consider both the cost and the potential productivity gains when evaluating Smartsheet’s value.

Who Is Smartsheet Best For?

Smartsheet is best suited for teams and organizations that require robust project management capabilities combined with flexibility and scalability. Here are the key groups that benefit the most from using Smartsheet:

1. Medium to Large Teams: Teams that manage complex projects involving multiple stakeholders, cross-functional collaboration, and numerous tasks will find Smartsheet’s features—like automated workflows, Gantt charts, and real-time dashboards—extremely valuable. It’s particularly useful for larger organizations that need to standardize processes across departments.
2. Project Managers and Team Leads: Professionals who need to oversee multiple projects simultaneously and require detailed insights into task progress, resource allocation, and team performance will benefit from Smartsheet’s comprehensive reporting and data visualization tools.
3. Departments with Specific Workflow Needs: Departments like marketing, IT, HR, and operations that need to automate workflows, manage detailed processes, and collaborate in real time can leverage Smartsheet’s customizable features to streamline their operations.
4. Companies Seeking Integration with Existing Tools: Organizations that use various business tools (e.g., Microsoft 365, Google Workspace, Jira, Salesforce) will appreciate Smartsheet’s seamless integration capabilities, which help unify data and enhance overall productivity.
5. Teams Focused on Data-Driven Decision Making: Teams that rely heavily on data and reporting to drive decisions will find value in Smartsheet’s ability to create dynamic reports, dashboards, and data visualizations that provide a comprehensive view of project and business performance.

Conclusion: Smartsheet as a Project Management Tool

Smartsheet stands out as a versatile and comprehensive project management platform, offering a blend of advanced features and flexibility that can cater to diverse team needs. While it provides robust capabilities for managing tasks, automating workflows, and fostering collaboration, it’s important to weigh its benefits against your specific needs.

Key Strengths of Smartsheet

• Adaptability and Customization: Smartsheet’s flexibility allows it to be molded to fit various project management styles—whether you prefer Agile, Waterfall, or a hybrid approach.
• Powerful Automation and Collaboration: The platform excels in reducing repetitive manual tasks and enhancing team collaboration with real-time updates, alerts, and proofing features.
• Data-Driven Decision Making: Smartsheet’s powerful reporting and dashboard tools help teams and leaders make informed decisions based on real-time data and insights.
• Seamless Integration: With its ability to integrate with a wide range of third-party apps, Smartsheet ensures smooth workflows and a unified digital workspace.

Potential Considerations

• Learning Curve and Complexity: For smaller teams or those without complex project management needs, Smartsheet may present a steeper learning curve and more features than necessary.
• Cost vs. Value: While Smartsheet offers extensive functionality, teams should consider whether the investment aligns with their budget and the value they’ll derive from the tool.

Final Thought

Smartsheet provides a comprehensive suite of tools that can significantly boost productivity and collaboration for the right teams. Ultimately, its value will depend on your team’s size, complexity of projects, and specific workflow needs. Carefully consider these factors to determine if Smartsheet is the perfect project management partner for your organization.

Frequently Asked Questions (FAQs)