Project plan and tracking


Hello All,

I am new to Smartsheet and looking for advice on tracking and managing tasks. My project work is across 10 Brands. Each Brand has a set of 4 to 10 forms. The project work for each Brand involves tasks and sub tasks at the brand level plus tasks and sub tasks at the form level for each form. So, all Brands/Forms have the same set of tasks and sub-tasks. I have time estimate for each sub-tasks.

What is the best way to organize and track the project at the sub-tasks level? I want to know every week planned mile-stone, how do we track in reality and what is backlogged etc.


Brand Tasks

Brand Subtasks

Form 1

Form Tasks

Form sub tasks


Thanks in advance.

Best Sri


  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭

    Hi @SriCBB

    I hope you're well and safe!

    Welcome to the Community and the wonderful world of Smartsheet!

    Depending on the specifics, I'd probably recommend creating a structure by Brand. One sheet/brand and then a report or/and Dashboard to show an overview.

    Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too,

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!


    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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  • SriCBB

    Thank you Andree! Appreciate the response and support. Hope you and your family are safe.

    As I described the hierarchy is Brand -> Forms -> Task -> Subtasks. Ideally would like one project plan with all these included. Otherwise, if we create Project Plan per Brand, we will have 10 sheets. Then we need to have 1 overall summary project plan based on updating 10 sheets.

    Just looking for advise on what the best practice would be. Ideally one project plan would be good.