Are you using Excel for project management?
There are only four reasons why you might actually use Excel as a project management tool:
- Your dad is a product manager with Excel
- Your dad is Bill Gates
- You are Bill Gates (Hi!)
- You are hoping to get money from Bill Gates (Uh, can we talk?)
As you can see, there are very few reasons why you should be using Excel for project management.
Don’t get me wrong, Excel is a powerful software for managing financial data. As far as businesses are concerned, it could be one of the most powerful innovations since sliced bread.
Excel can do awesome things. But even sliced bread can’t do everything.
And for project management, Excel is stale.
Here’s why most teams still use Excel for project management:
- They’re familiar with it.
- Typing in tasks into rows is easy.
- There are plenty of free Excel project management templates to download.
- You can create charts and graphs with it.
So, what’s wrong with it?
Nothing – if you are perfectly satisfied with your team’s productivity, communication and collaboration.
But you know that’s hardly the case with most teams.
PMI’s 2016 study, “The High Cost of Low Performance,” found that only 62% of all projects fulfilled their original business goals in terms of scope, budget, time, etc.
The report also concluded that organizations also lost $122 million for every $1 billion invested in projects and programs in 2016.
Therefore, if you want your team to:
- Deliver projects way faster and with fewer mistakes
- Collaborate more effectively as a team and have fewer conflicts
- Adapt quickly in the face of unforeseen factors.
And consequently, save a lot of time and money, then you need a dedicated project management tool.
Many of these tools, like ClickUp, have 100% free versions. You don’t even have to invest a cent.
Here are ten ways in which Excel damages your team’s productivity:
1. Excel for Project Management Causes Communication Gaps
Project team members need to constantly communicate with each other to ask questions, share files, information and updates, provide comments and feedback and so on.
There’s no way in Excel to do any of the above. You will have to communicate over email, or Slack.
This means digging through different tools to stay on track of all discussions about a particular task. People keep asking questions that have already been answered. Or worse, they miss an update entirely, leading to mistakes.
Communication is easy in social project management tools like ClickUp because you can see every single detail and all updates about each task within the tool.
Enter all the requirements of each task in its description box.
ClickUp has a commenting feature just like Facebook. You can see all the discussions that have taken place about a specific task or subtask.
Upload files and links to a particular task for easy access to all task-related documents.
ClickUp also has an integration with Slack, and syncs all your conversations between the two tools!
2. No Individual To-Do Lists in Excel Project Templates
Excel project management templates are designed for team projects. However, they make lousy to-do lists for individual team members.
Your project sheet in Excel would define the work items each team member needs to accomplish. However, everyone will have to finish several sub-tasks to complete every task. Therefore, they use their own additional to-do lists to note down all these subtasks.
Clutter and Confusion
Your team members could try adding sub-tasks to the same Excel sheet, but that would make your document extremely cluttered and cause confusion. Each team member starts adding their own tab and things get out of control. After all, the entire team doesn’t need to see all those work items.
ClickUp solves these problems because it’s an all-inclusive productivity platform. It’s a project management tool as well as an individual to-do list.
The project management tool has two broad types of dashboards – a Team view, to see the all the details of team projects.
And a Me view where people see only the tasks that are allocated to them.
Both views come with List-style as well as Kanban-style visualizations, and you can toggle between these visualizations with a single click.
3. Tasks are Forgotten in Excel
Many tasks involve coordinating with different people to deliver other sub-tasks.
But just because you’ve emailed someone to get a customer testimonial, or check out a bug, doesn’t mean that they will add it to their to-do list and set a deadline.
People will forget, until you remind them a week later! Any task that’s not documented on the Excel sheet, can slip through the cracks.
ClickUp allows every team member to assign a task to anyone in the team and set a deadline. The assignee will see it as part of their to-do list and get a ClickUp notification. No need to email them, too.
You will stop wasting precious hours following up and reclaim that for actual work.
4. Mobile Viewing is Difficult in Excel
Spreadsheets are simply not designed for mobile!
You can’t see the entire sheet on a small screen and will have to keep scrolling, zooming or squinting to see details of a single task or your project management dashboard. Editing documents is painful and its common to make inadvertent changes to other cells.
Honestly, it’s easier to carry printouts of your project spreadsheets in a briefcase rather than use Excel on your mobile phone.
All project management tools have mobile apps and ClickUp has a pretty great one!
It’s easy to check out different aspects of the project. Check out the big picture and visualize all your projects, or drill down and check out a specific subtask.
5. Task Updates Require Manual Follow Ups
When teams use Excel for project management, team members keep individual to-do lists.
Managing two tools is simply too much work. So, most people do not regularly update the Excel spreadsheet with the progress on the task.
There’s no way for project managers or anyone else to know what the status of each task is. People keep emailing – “Hey, where are we on that thing?”
Project teams using Excel for project management also have more meetings – the sole purpose of which are to update Excel sheets!
Do you really want to waste hours every week behind staying updated? Especially when all this can be automated through ClickUp?
Since your entire team has all of their individual to-do lists in ClickUp, you avoid the headache of multiple tools and repetitive meetings rehashing the same project updates. Project managers and all concerned team members get automatic notifications whenever someone completes a specific task or subtask.
6. Excel Templates are Difficult to Customize
There are plenty of Excel project management templates available. But finding one that’s a great fit for your team is tough.
Project managers will need hours to customize templates for their own teams. Moreover, unless you are a whiz at Excel, you will have to find someone who understands functions to do the customization for you.
A dedicated project management software does not need any customization – simply because it’s designed for one thing only – managing projects!
It just takes 10 minutes to set up ClickUp, add team members and start using it!
7. The Excel Software Keeps Crashing
Excel isn’t really a project management software. If too many people open the same spreadsheet at the same time, it will keep crashing.
The moment a file crashes, you will have to spend precious time recovering the project file and checking up with all team members to ensure that the copy is up-to-date.
Cloud-based project management software like ClickUp almost never crash! You have 99.98% uptime.
8. Access Rights Can’t Be Customized in Spreadsheets
Who has access to your Excel project management spreadsheet? You have two choices.
You can give editing access to everyone, but then, you have no way of keeping track of who has made what changes to the file, unless you use Office 365.
Moreover, do you really want every single employee to be able to view projects and tasks that only senior management should have access to? This poses serious confidentiality problems.
Alternatively, you could just give viewing rights to the team and editing rights only to the project manager. But then, the project manager will have a full-time job updating and tracking the project sheet.
ClickUp allows you to grant different user permissions and access rights according to teams and projects.
9. Excel Doesn’t Work for Agile Project Management
Agile Project Management is all about adaptability. We don’t make elaborate plans about every single step of a project anymore. Unforeseen factors can creep in and make large sections of your plan irrelevant.
Agile teams need to be able to change course rapidly in the face of these unforeseen events. But if you use Excel as your project management tool, it’s extremely difficult to change tack.
Updating a spreadsheet is way more cumbersome than updating a project management software. You will have to update, add or delete rows, and update functions and links between different worksheets.
Project managers will have to do the entire updating themselves, because you don’t want someone to make a mistake which messes up the entire sheet.
Whatever changes team members make to their own tasks in ClickUp gets automatically reflected in the project dashboards.
Updating any dedicated project management software is easy. Period!
10. Project Dashboards are Lousy
Project managers and senior leaders should be able to examine the big picture of all the company’s projects at a single glance in simple management dashboards. Trying to do that in Excel is a nightmare.
Even if you did find an Excel template which has project dashboards, it would be limited to visualizations like Gantt charts which have limited use for Agile project management.
And you would have to have the skills and the time to use maddeningly complicated formulae in excel to design your own management dashboards.
ClickUp has several built-in project dashboard views.
Use Board view to have a Kanban/ Agile view.
List View for a GTD-style view.
Box view to get a broad idea of what each team member is working on.
ClickUp is the only project management software that lets you toggle between different views with a single click.
Let’s summarize the limitations of Excel as project management software:
- Excel Causes Communication Gaps
- No Individual To-Do Lists in Excel Project Templates
- Tasks are Forgotten in Excel
- Mobile Viewing is Difficult in Excel
- Task Updates Require Manual Follow Ups
- Excel Templates are Difficult to Customize
- The Excel Software Keeps Crashing
- Access Rights Can’t Be Customized in Spreadsheets
- Excel Doesn’t Work for Agile Project Management
- Project Dashboards are Lousy
Using Excel is a sure-fire way to drastically slow down your team’s productivity. Instead, why not opt for a 100% free project management tool like ClickUp?