How I’m Using AI to Supercharge Smartsheet Project Management

HockinsonJohn

Hey everyone,
I wanted to share how I’ve been blending AI into my Smartsheet setup to make project management more efficient—especially across large-scale fiber construction programs.

Here’s what I’ve been doing:

Custom GPT Assistant – I built a GPT that understands my project trackers and helps analyze trends, flag issues, and summarize performance. I use it alongside Smartsheet to review crew logs, identify bottlenecks, and prep summary reports.

AI-Powered Reporting – Using GPT and Excel exports, I’ve automated status summaries and dashboard insights for leadership. It turns raw tracker data into clean overviews I can paste directly into emails or meetings.

Prompt Engineering Playbook – I even created an AI Prompt Mastery manual to train my team (we call it “ShadowOps”) on how to get better, faster results from GPT when managing Smartsheet data.

If anyone’s exploring ways to bring AI deeper into your Smartsheet workflows, I’m happy to compare notes or share some templates I’ve built.

Would love to see how others here are leveraging AI too—especially with Smartsheet’s new AI features rolling out.

LijuGeorge

Automate Data Flow - Use Smartsheet Data Shuttle (push data to Excel/Sheets automatically) Or connect via Smartsheet API → Power Automate / Zapier → GPT integration for real-time feeds.

AI Inside Smartsheet - Smartsheet is rolling out AI summaries and insights directly in the platform. Leverage that to cut down on exports.

Secure AI Use - If handling sensitive project data, use GPT inside a controlled environment (e.g., Azure OpenAI, private GPTs) instead of public models.

Standardize Team Prompts - Build a Smartsheet + AI SOP, Export > Run prompt X > Generate summary > Paste into dashboard/email. This avoids inconsistent results from team members.

I’d suggest: Start small by exporting your project tracker → asking GPT to summarize risks/delays. Then gradually automate exports (Data Shuttle/API). Finally, build AI dashboards that refresh automatically.