00:00Hi there! Today I'll show you how to use the project management template available on our website
00:06spreadsheetshub.com. It's designed to help you plan tasks, track progress, and manage your
00:12projects more efficiently, all in one centralized workspace. Before getting started, take a moment
00:18to read the instructions on the first page. They'll guide you through how to use the template
00:22effectively. The first step shows how to specify the main categories. Drop-down lists will then be
00:29generated based on this information. The following section explains how to complete the task list.
00:35Make sure to enter all tasks accurately as this information will be used to generate the analysis
00:40sheets. This section explains how to analyze tasks for a selected period and project. The step shows
00:47how to stay on top of your tasks and make sure nothing gets missed. This step shows you how to
00:53monitor all tasks and make sure nothing slips through the cracks. This section explains how
00:59to analyze tasks using a Kanban board. The following explains how to use the weekly planner helping you
01:05stay organized, prioritize tasks effectively, and maintain clear visibility of your weekly progress.
01:12This section shows you how to track tasks using a smart calendar. Go to the settings sheets. On this
01:19sheet, you need to enter data for the main categories. Enter the data for the responsible category. In this table,
01:25you can assign each task to a specific team member or responsible person to clearly define ownership,
01:31ensure accountability, and improve task tracking across the project.
01:40In this block, you can assign and track each task using a unique project identifier, helping you clearly
01:47distinguish between different projects and maintain structured, organized task management.
01:55In the project category, you can define and organize different types of projects, such as marketing,
02:01product, development, sales, design, finance, and operations, to ensure clear structure and better
02:08segmentation of all tasks within your workflow. The idea in the project must match.
02:16Enter the data for the Tag 1 and Tag 2 categories. You can assign tags to each task to improve
02:23classification and filtering. Tag 1 represents the primary category of the task, while Tag 2 provides additional
02:31context or secondary classification. In the priority category, you can define the importance level of each
02:45task to help prioritize your workflow, focus on the most critical activities first, and manage workload
02:52more effectively. In this block, you can define the level of effort required to complete each task,
03:00helping you better estimate workload, allocate resources effectively, and plan project execution more
03:07efficiently. In the status block, you can track the current progress of each task, helping you clearly
03:15understand what is in progress under Review, Completed, Not Started, or Canceled, and maintain full visibility
03:23over project execution. You can specify up to 500 categories in each block. Go to the next sheet.
03:37On this sheet, you need to define each task. Enter the date. Select the project. The drop-down list is
03:46generated based on
03:47the data specified on the settings sheet. The ID is populated automatically. Enter the task.
03:58Select the responsible. Select Tag 1 and Tag 2. Select the priority. Select the effort. Specify the status.
04:10Enter the due date. Days left is calculated automatically. If necessary, you can specify notes.
04:22Let's enter a little more data for this example.
04:46To make things easier for you, the input cells are highlighted in light blue, and the formula cells
04:52that update automatically are marked in light pink. It's best not to change the formula cells as this
04:58could disrupt the calculations. These cells are also locked for protection. If you still decide to
05:04modify a formula, just enter your data and click OK when prompted. The formula will be updated. In the
05:12Excel version, you can unlock the sheet without a password if needed, but we recommend leaving the
05:17formulas untouched to ensure everything functions correctly. Go to the dashboard project sheet.
05:25The model is in English by default, but if you want to translate the tables into another language,
05:30you can use our Translate Hub tool. It's quick, accurate, and super easy to use. You'll find the link
05:37in the description below. Let's return to the model. The data on this sheet updates automatically.
05:43All you need to do is select the time period. You can also view the tasks for a specific project.
05:52The top section shows key metrics for projects, task count, overdue task count, and completion rate.
05:58The chart shows the breakdown of tasks by priority, helping you quickly identify workload distribution,
06:05focus on high-impact tasks, and make more informed decisions when managing project priorities.
06:11The tasks by responsible chart shows the number of tasks by person in charge, helping you quickly see
06:17workload distribution, identify overload, and balance tasks across the team.
06:22The task status overview chart shows the breakdown of tasks by status, helping you quickly track progress,
06:30identify bottlenecks, and maintain clear visibility of project completion.
06:34This chart shows the progress of project tasks, helping you easily monitor completion levels and track
06:40overall performance. The table below shows task details. Go to the task tracker sheet. The data on this
06:49sheet is updated automatically. The top section displays general information about the tasks. This chart shows the
06:56task completion rate. The upcoming deadlines section lists tasks with upcoming deadlines, helping you stay
07:03organized, prioritize time-sensitive work, and avoid missing important due dates. This chart will help you
07:10analyze the structure of tasks by completion status. This chart shows the number of tasks by person in charge,
07:17helping you quickly view workload distribution and balance responsibilities across the teams.
07:22This chart shows the breakdown of tasks by category, helping you easily understand workload distribution,
07:29identify focus areas, and improve task organization. You can analyze the tasks in detail in the table below.
07:37Go to the Kanban board sheet.
07:40Go to the Kanban board sheet. The data on this sheet is updated automatically. You can view tasks by
07:46responsible, project, tag, priority, and effort, allowing you to easily filter and analyze data from different
07:53perspectives for better organization and decision making.
08:03In the top section, you can analyze the total number of tasks by completion status.
08:09This chart shows the breakdown of tasks by status. This chart shows the number of tasks by project,
08:15helping you quickly understand project workload and compare task distribution across different projects.
08:21Using these charts, you can analyze tasks by the specified tags.
08:26Below are sections that display tasks by status. This information helps you easily monitor task progress,
08:33maintain full visibility, and ensure nothing is overlooked.
08:37Go to the Gantt chart sheet. The data on this sheet is also updated automatically.
08:43All you need to do is select the time period for which you want to display the tasks, ensuring always
08:48up-to-date and relevant task tracking.
08:50Selecting a time period automatically updates the calendar.
08:57The top section shows the total number of tasks. In this section, you can select a task
09:03and view its details for better tracking and management.
09:15The task status overview chart shows the breakdown of tasks by status.
09:20This chart shows tasks by person in responsibility.
09:23The chart provides a clear overview of task distribution by priority, allowing you to focus on high-impact work.
09:32You can use the calendar to view completion dates for each task, helping you track deadlines,
09:38monitor progress, and stay organized. For visual clarity, tasks in the calendar are color-coded to indicate their priority.
09:48Go to the Weekly Planner sheet.
09:52On this sheet, select the first day of the week and the data will update automatically.
09:57You can also select tasks for a specific project.
10:03These charts help track daily task progress, providing clear visibility of updates and helping you stay on top of ongoing
10:10work.
10:11The tables below provide detailed information on the tasks and the person in responsibility.
10:17Task completion is also marked automatically based on the statuses specified on the tracker sheet.
10:23You can use this sheet to track your weekly task plans, helping you stay organized, plan priorities effectively,
10:30and monitor progress throughout the week.
10:33Go to the calendar sheet.
10:35You need to select the year and month, and the data in the calendar will update automatically.
10:40You can also filter tasks by project.
10:47This table lists the tasks, their due dates, and the person responsible.
10:52The calendar shows tasks by day, helping you easily track deadlines, stay organized, and manage workload efficiently.
11:02And one technical point.
11:04If you're using the Excel version of this report, we recommend using Excel 2021 or later to ensure all formulas
11:10work correctly.
11:12Also, please avoid opening the Excel file in Google Sheets.
11:15If you prefer working in Google Sheets, we suggest using the dedicated Google Sheets version of the report instead.
11:22Try the project management template by adding your own data.
11:26You'll see how easy it is to organize tasks, track progress, and manage projects efficiently.
11:32The template is available for download via the link in the description.
11:36For more personalized solutions, our team can build custom tables tailored to any level of complexity.
11:43We also offer templates with resale rights, along with an open affiliate program for those interested.
11:48Thanks for watching, and have a productive day!
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