How to Deal with Those Different Project Excel Sheets

Posted by  Martijn van der Hoeden

Every project manager has faced the dilemma of juggling far too many excel sheets. You have time sheets, schedules, lists, content and countless other sheets floating around throughout the project. Plus, you probably have various versions stuck in your people’s inboxes, project management tools and personal devices. So what’s the best way to deal with this dilemma without losing vital information or needing your team to redo work due to incorrect spreadsheet versions?

Centralize Your Project Documentation

Your first step to address this issue is to centralize all of the files and documentation related to your project. A single version of the truth is essential to prevent people from working on outdated files, as that’s one of the biggest productivity problems you can run into. In some cases, you don’t even realize that these errors were made until you reach the end of the project or hit a milestone. This situation creates a domino effect that could double or triple your original completion time.

The other benefit of a centralized location for your Excel spreadsheets is avoiding data loss when an employee calls in sick, goes on vacation or leaves the company. These inbox-stored documents are difficult or impossible to retrieve in these situations. Could you afford to lose out on files that contain your client information or another component critical to your project? Plus, you no longer need to field questions from your people about file locations.

Replace Excel Sheets With a Professional Services Solution

Centralizing your project files gives you a good productivity boost, but for long-term productivity boosts, you need something more robust. A self-driving ERP solution, such as Unit4 PSA Suite, offers tools designed to empower project managers and your teams. The information that you previously stored in Excel sheets can transfer to your ERP and integrate with organization-wide systems.

For example, your design teams could pull the specification sheets for project designs directly from the ERP rather than requesting a spreadsheet and waiting while your people scramble to find the right Excel document. You also collect critical data on how your team uses this information. You can see the most accessed parts of the project, identify whether your team is missing out on critical tools and view short- and long-term performance.

Your projects run smoother when you eliminate the inefficiencies presented by Excel documents scattered throughout your organization. Learn more ways to boost your performance watching our on-demand webinar

Martijn van der Hoeden

As Founder of the PSA Suite and Global Head of the PSO Center of Excellence, Martijn van der Hoeden drives to provide the Professional Services Organizations to improve their performances and maximize their organizations efficiency with the Unit4 PSA Suite.