How to Create a Kanban Board in Google Sheets: With Templates
Project managers: Are you looking for an organizational system to prioritize your tasks and requests? Try Kanban boards!
Kanban boards are perfect for attention management, so you always know what’s in the queue, in progress, and completed. These visual tools—in the right Kanban software— double as a status board and report.
And according to some sources, using a completely automated project status report supports better productivity for all project members!
Want to choose from other templates?
We have more Kanban board templates essential for every project manager who prefers visualizing their work (and if you’re managing campaigns, you don’t want to leave without template No. 3).
How to Create a Kanban Board in Google Sheets
Now to the main event—building a Kanban board in Google Sheets!
Step 1: Create each status column
In the first row, add each step in your work process as its own header cell: Backlog, To Do, In Progress, and Done. If there are other statuses in your workflow, be sure to add those in too!
Next, highlight a group of cells (including the header columns) and from the menu bar, click Borders and select All borders.
Step 2: Format the cells
The Kanban board looks a little bland. It’s nowhere near the powerful visualization tool we want it to be, so let’s add color to categorize the statuses!
Highlight your cells (including the header columns) and go to the Format tab. Select Alternating colors and choose the color theme that fits your preference.
Step 3: Change the background color of all headers
Then, select a header cell and in the menu bar, click Fill color and choose a light background color. Repeat this step for the rest of your header cells.
Step 4: Create a task card
Now let’s create a task card template you’ll use to copy and paste for new tasks! In a cell outside of your Kanban board, type the information required, for example:
Pro Tip: Google Sheets is missing drag-and-drop functionality to easily move tasks through a workflow, so use one cell for each task card. Otherwise, you’ll risk leaving behind any cells you didn’t copy and paste as you move your task card from one status to the next. In Google spreadsheets, here’s how to add a new line within the cell:
- Mac keyboard shortcut: Command + Enter
- Windows, Linux, Chromebook keyboard shortcut: Ctrl + Enter
Step 5: Save the Kanban Board Template in your Google Drive
Columns? Check. Task cards? Check. So let’s save this a template!
Rename your spreadsheet title and add the word “Template”. Click the folder icon next to the title and move your template into an existing folder in your Google Apps Drive or create a new Template folder!
More Related Resources:
- How to Make a Calendar on Google Sheets
- How to Make a Schedule on Google Sheets
- How to Make a Dashboard on Google Sheets
- How to Make a Gantt Chart in Google Sheets
- How to Make a Kanban Board in Excel
Kanban Board Templates to Solve Common Project Management Challenges
You’ve created a good Kanban board, but is it right for the modern workplace? Chances are you’ll want to share the board with your project members and clients. And Google products like Sheets aren’t designed for advanced project management.
As a project manager, you’re a flashlight in the fog to help everyone see the overall project progress. But between handing requests and building status reports multiple times a day, you constantly respond to conflicting priorities. Managing projects in Google Sheets isn’t the best solution.
And it’s not your only solution!
With a project and productivity platform like ClickUp, you only need the free version to get the benefits of powerful Kanban boards and get back stolen time from project challenges.
All the features mentioned are available in ClickUp with or without the template, but we shortlisted the essential Kanban boards you must have in your tech toolbox!
Agile project management isn’t a new concept, but it is necessary for teams to want visibility for improvement opportunities in their workflows. For the project managers who create new reports for every single team stand-up meeting…this is for you!
In stand-up meetings, people avoid staring at a static spreadsheet on their screens. They prefer viewing the information relevant to them, and this is why using ClickUp is so useful! In a few clicks, create Kanban boards for different audiences or criteria once. These public board views will then live as an everyday resource before, during, and after meetings.
Are you keeping track of every team request—from general operations to company swag? This is music to our ears. We love a streamlined process for these small but time-consuming tasks! This is why we created this template for you to keep every task moving through the pipeline and the requestor out of your Slack DMs.
Add the requestor as a watcher to their task request and keep communication centralized with comments. With Kanban boards in ClickUp, you’ll have an airtight container for all requests to manage on your time!
Can we talk about how the nature of campaigns moves faster than a toddler that’s just learned how to run? If you’re not using any type of campaign management template, this ClickUp template will be your first and last! All the various project departments involved in your campaign will appreciate the flexibility of ClickUp Kanban boards:
- Add files to give more context to the task (we have ClickUp templates for project briefs too!)
- Pin a cover image to quickly preview creative assets
- Make task updates in bulk with the Bulk Action Toolbar
- Move the task up or down to change the priority
Last but not least, a common project management challenge is too much work being requested or in progress. WIP (Work in Progress) limits in ClickUp are every project manager’s best friend to protect the workload capacities of all project members.
Here’s how it works: Set soft limits and get visual indicators when you are at or above the WIP limit. ClickUp won’t block tasks from being created, moved, or updated even if it would make the column over the defined limit!
Want to learn more about Kanban boards in ClickUp? Check out our video to get the best tips and hacks for any project workflow!