Best Of

Hello Everyone,

We onboard new Release List Smartsheet users through a structured process designed to ensure a smooth transition and effective adoption. This includes:

• Adding users to our dedicated Microsoft Teams site for collaboration and resource access.
• Scheduling Instructor-Led Training (ILT) sessions to provide comprehensive guidance.
• Conducting personalized 1:1 walkthroughs of key processes and workflows.
• Providing Job Aids and Quick Reference Guides for easy, on-demand support.
• Offering access to a custom-built Copilot Agent, enabling users to ask questions and receive instant assistance related to our processes and their role.
• Maintaining a dedicated Q&A channel and an FAQ repository, ensuring users have quick access to common questions and answers.

This was a while ago, but I helped revamp the project workflow for a team. They were handed a process that was ultimately created for people that were no longer around and most of the process did not serve them or what they needed. I sat down with different team members to understand what they were doing on a day-to-day and what would be most helpful for them and simplified the process to make it easier and more helpful for the team. They were extremely grateful and made it clear that it was me taking the time to understand them and what they do that made a difference. One of the quotes I received from possibly the biggest skeptic on the team:

"Smartsheets has gone from being an awkward, forced, and frustrating tool that doesn't serve our creators to now being a powerful, data driven, efficient tool that our whole team can use in whatever way is best for them. I'm personally so excited to learn more about how we can use it moving forward and for the hours it's going to save us."

When I first discovered Smartsheet, and all that it was capable of, I immediately set out on a journey to introduce it to my school district (this was back in 2017). While this was a huge undertaking, I knew that it would be worth it in the end. At first, the struggle was always helping teams understand why Smartsheet was more than "just another spreadsheet", once that hurdle was cleared, I set out to develop a full-scale New Hire Induction solution. This solution has evolved multiple times over the years and I am very proud of the current status of this solution. Once people were able to experience first-hand just how much time could be saved by using Smartsheet, they were hooked. Since we are a K-12 Public School District, we do tend to utilize Smartsheet in many different ways across multiple departments, but I believe that is why Smartsheet is such a valuable tool for us. Especially now that we, like many other school districts across the nation, are experiencing declining student enrollment which has a direct impact on funding for the district. Another impact is that we are experiencing is when folks retire or resign from our district, more often than not, their positions are not being backfilled. This results in job duties needing to be absorbed by remaining staff, which continues to put a strain on everyone. Smartsheet, with its powerful capabilities, has been a game-changer for us during these times.

The main way we have handled barriers to adoption of Smartsheet is by creating a dashboard for our licensed users, providing them with initial onboarding training, and then providing them with the resources within our district for support with their department's adoption of Smartsheet. I have also been working on developing our internal support team (our power users) member's knowledge and ensuring they know and understand the importance of taking the time to listen to our newest licensed users. This helps us with meeting them where they are at with their learning and implementation. I love hearing about their successes, and even their pain-points, then helping to guide them on ways to fix and adjust their solutions to eliminate any remaining pain-points. Watching our departments staff members change their mindset from "this is just another spreadsheet", to "wow, this is so easy and fun and is saving me a ton of time in my day", are just a few examples of why I love working with Smartsheet and sharing with everyone and helping find their own success with using Smartsheet in their department.

I’m excited to put into practice in 2026 the work I’ve been building over the past week — turning my Smartsheet Admin API data extraction into a fully automated workflow.

I’ve been developing Python scripts to extract and analyze admin data such as user access, group governance, seat utilization, and workspace/asset usage. In 2026, I plan to publish this as a fully working GitHub project and set it up with GitHub Actions to run on a daily schedule, automatically refreshing insights without manual effort.

At the moment, the setup requires manual updates of session cookies and XSRF tokens due to server-side constraints, but I’m looking forward to refining this further and exploring more sustainable approaches.

The goal is to make governance and visibility proactive instead of reactive, giving teams and leadership a clear view of adoption, usage trends, and optimization opportunities over time.

Really looking forward to refining this and learning from others in the community too!