PLANNING: How do you Plan/Outline/Chart your New Projects?

NeilKY

This isn't really a "Basic" question but more for Admins or people with several Smartsheet Projects under their belt.

I recently got a job working with a few people at a helpdesk that creates Smartsheet solutions for departments in our city.

They don't have a system for project intake/planning yet. So typically we use templates from Smartsheet's Template Gallery and then modify them to fit the needs of the departments that request them.

My problem is that I often get deep into a project only to realize that if I had planned better, the end product would have been MUCH SIMPLER OR EASIER.

For those of you who create/have created Smartsheet solutions for other people, can you please share your wisdom with me??

1. What your process is for gathering information, mapping it out, and clarifying it with the customer?
2. Do you use a specific layout on every project you do because it works well? Example: Metric sheet.
3. Do you have any tools you like to use to keep it organized?
4. Is there any other question I should be asking you that would make my job easier and my output better?

I know using Control center and add-ons are great, I do that already. I'm more looking for processes you use and best practices to follow…

Even if you only share one tip here, I'm sure it will help me (and others reading this) tremendously.

THANK YOU ALL!

Darren Mullen

@NeilKY You're not alone in your struggle!

And you are correct that planning upfront saves lots of time and less rework. However, planning out the solution is usually the hard part I find.

Usually the stakeholders you are building the solution for have a general idea of what they want, but don't really have a great process documented. I push back when I can and ask for a documented process, but usually the answer is "we don't have one".

So…. I try to help them create one with a flow chart or process map as best I can and ask questions to pull what I can out.

I then build as iteratively as I can giving them frequent updates. And stress frequently the need to get the template right to avoid rework.

Get clear definitions for any terms the stakeholders use. Example, people will use the term "intake" to mean many different things.

It's important to also ask about WHO will perform certain tasks in the solution and which roles will own them.

I usually have a metrics sheet in just about all solutions. I've started building solutions before thinking I won't need a metrics sheet, but then I get asked about X metric and end up always needing one!

In any sheet with hierarchies, a column to show the hierarchy is very helpful too.

I try to use as many column formulas as possible to prevent breakage.

I like to make the solution easy for the end user even if that means complexity on the back end. That is my philosophy, but doesn't work for everyone or all situations.

NeilKY

https://community.smartsheet.com/discussion/comment/476727#Comment_476727

Good insights. Thanks.

Anyone else?

PeggyLang

@NeilKY
Great response from @Darren Mullen !
Here are a couple of my 'cents' worth.
I like to over build; try an anticipate how stakeholders may want the data they are capturing sliced and diced after some usage.
I use quite a few 'helper' columns, ie.,;

- where hierarchy is involved a level column (=IF(COUNT(CHILDREN(Task@row)) > 0, COUNT(ANCESTORS()) + 1)

- conditionally format for visual ease using the level column; i.e., top level is darkest colour with appropriate font colouring, next level down is a shade lighter, and so on

- as @Darren Mullen suggested, identify parents in a column - this helps TREMENDOUSLY with reporting

- again as Darren suggested column formula everything you can

- I typically use the 'Sheet Summary' section for notes about the worksheet, i.e., document how columns are populated-manual input, datamesh, formula automation, etc.; you can add certain metrics in the Sheet Summary section; you can add links to other assets in the solution in your Sheet Summary; document changes/version iterations of the asset; document the wants and needs of stakeholders and keep track of where you are at with those items; etc.

- I try to keep all my 'helper' columns to the left of the guts of the worksheet preceded by a column titled '←HIDE', as well as colour all 'helper' columns a unique colour so visually you realize those columns should be hidden

- I try to use 'checkbox' columns ONLY where it is an automation that checks; if a manual process is required to check I will instead use a dropdown with 'Yes' or other applicable verbiage; Check boxes can easily be unknowingly checked or unchecked (space bar will do this).

Stakeholders looking for a solution to their process typically don't know or understand the power of Smartsheet so I ask A LOT of questions about how, when, why and where will the data be consumed. This will give you some idea of whether or not automations can help; approval processes, update requests, notifications, cell changes, archiving a completed item to an archive sheet, dynamic view, reports, etc.

Hope some of this helps (as opposed to confuses). Good luck. Continue to mine the community - LOTS of great talent here!

Good luck!