🎯 Key Takeaways for quick navigation: 00:02 🎯 Introduction to the webinar - Introduction by Molly Yannis. - Overview of the focus on setting up a Project Management Office (PMO) in Smartsheet. - Mention of topics like hierarchical views, dashboards, and reporting. 02:54 🏢 Benefits of a Project Management Office (PMO) - Discussing the benefits of establishing a PMO, including transparency, prioritization, and accountability. - Emphasizing the importance of standardizing project intake and execution. - Highlighting the role of a PMO in setting project managers and departments up for success. 05:46 📊 Key Aspects of PMO Implementation - Explaining the iterative approach to PMO design, build, and testing. - Addressing the roles and personas within a PMO, including senior leadership, project managers, sponsors, resource managers, and project team members. - Stressing the significance of an adoption plan and training in PMO implementation. 10:07 📁 Understanding Project Hierarchy - Discussing the hierarchy of project management, including portfolios, programs, and projects. - Exploring the need for breaking down data in a way that supports interdependencies and strategic decision-making. - Emphasizing the flexibility to adapt hierarchies to the organization's needs. 15:46 📄 Starting with Templates in Smartsheet - Recommending the use of templates, especially for new Smartsheet users. - Mentioning the availability of a Project Management Office (PMO) template set in the Smartsheet Solution Center. - Pointing out the benefits of starting from templates and the potential need for global updates using Control Center (for larger organizations). 20:45 🛠️ Overview of the PMO Template Set in Smartsheet - Demonstrating the Project Management Office template set available in Smartsheet. - Highlighting the architecture, including intake forms, project plans, dashboards, and portfolio metrics. - Discussing the customization options and the resources available for template utilization. 21:13 🏢 Setting Up a PMO: Project Intake Form - Setting up a project management office begins with a project intake form. - The project intake form is essential for consolidating all project ideas into one place. - It captures project details, including category, sponsor, start and end dates, and more. 25:03 📊 Configuring Project ID and Additional Form Fields - Configuring a unique project ID to help identify and track projects effectively. - Demonstrates how to add, customize, and set up fields in the project intake form. - Discusses the importance of making the form user-friendly and collecting relevant project information. 31:03 📈 Utilizing Project Portfolio Dashboard - Introduction to the Project Portfolio Dashboard for monitoring and managing projects. - Customizing dashboard widgets to provide valuable project metrics. - Explains the ability to set widget behaviors, such as opening specific smartsheet items for deeper insights. 38:02 🗓️ Project Dashboard and Tracking - Detailed exploration of a project dashboard, displaying essential project information. - Shows how to track project progress, including percent completion and task statuses. - Highlights the inclusion of project contacts, resource links, and milestone reports in the dashboard. 40:58 📊 Setting Up Dashboard Interactivity - Demonstrates how to make interactive dashboards in Smartsheet. - Describes the importance of "Save As New" in Smartsheet for creating reports. - Explains how to create a "Project Approvals" report with specific filters. 43:06 📈 Creating Different Dashboards - Discusses the need for different dashboards in a Project Management Office (PMO). - Highlights the importance of portfolio dashboards for sponsors, budget owners, and resource management. - Emphasizes the inclusion of the RAID log (Risks, Issues, Actions, Decisions) in project reporting. 44:33 🔍 Creating a RAID Log in Smartsheet - Guides the creation of a RAID log (Risks, Issues, Actions, Decisions) from scratch. - Discusses the benefits of systematically logging all information in one place. - Explains the use of columns like "Raid Type," "Priority," and "Escalated" for effective tracking. 47:07 📊 Creating Reports for RAID Log - Demonstrates how to create reports based on the RAID log. - Explains the importance of filtering data in reports to focus on critical and high-priority items. - Highlights the relevance of showing cross-project dependencies and executive-level decisions in portfolio dashboards. 50:07 🌟 Smartsheet Navigation Tips - Provides navigation tips in Smartsheet, such as using "Favorites" and "Recents" to access frequently used documents. - Discusses the use of "Work Apps" for personalized navigation and permissioning in Smartsheet. - Emphasizes the importance of clear implementation plans and involving project managers in the process. 55:22 🔴 Common Pitfalls and Best Practices - Addresses common pitfalls in setting up Smartsheet, such as inconsistent column types. - Recommends ensuring that column types and names are consistent across projects. - Encourages starting with project managers before sharing information with executive levels. 56:52 📆 Upcoming Events and Contact Information - Informs about upcoming events and workshops related to Smartsheet and project management. - Provides contact information for further inquiries and consulting services by ECHO Consulting. Made with HARPA AI
Thanks so much for sharing! We are still learning about how chapters can be used, and other cool tips and tricks to make our videos more user friendly - Thanks for taking the time to share!
We truly believe EVERYONE is a PM! It shouldn't be hidden behind certifications and multi year, $million+ budgets! Every organization has projects from small to X-large! :) Thanks for the comment! It helps us spread our passion!
Thanks for the patient explanation of these concepts! How do I maintain the hierarchy of the Phases and Tasks from the project plan into the report? I apply the filter criteria I want tbut the report just flattens the hierarchy when showing the various line items.
Great question!!! Unfortunately - Parent/Child relationships don't show up in reports out of the box. The way we work around that is to use a PARENT or ANCESTOR Function in an extra helper column, and then use the Group functionality to roll them up logically. Help article on Parent Functions - help.smartsheet.com/articles/2476811-reference-children-parents-ancestors-hierarchy-functions#:~:text=PARENT%20Function%20Reference%20the%20direct%20parent%20cell%20of,only%20create%20and%20edit%20formulas%20in%20unlocked%20cells.
Great tutorial! I wish I watched before I created my project portfolio. Question - is there a way to change previous project numbers from the intake sheet. I didn't know how to change them initially and it started at SM-004...
IN order to change the auto-numbering, you need to remove the column - save the sheet - then add the column back (with the formatting you want). Depending on how far along you are, you may want to copy the current #s to a new column so you have the references - and then just hide the columns.
I have studied the Smartsheet template that you used, I have 20 projects and all is working fine. My boss wants me to move the company logo on the 20 project dashboards, and add a RAID report to the 20 project dashboards. I believe I have to do this update 20 times to each project dashboard. Is there anyway to prevent this work by having one project dashboard? -- I assume no.
Smartsheet has an Add-on product called Control Center which allows for "global updates" - but with 20 projects, yes - probably the quickest / cheapest option is to just add it to all 20 dashboards (if you have already created all 20). Otherwise we just "Save as New" the entire folder, and then update the project plans....... depends on where you are at with your implementation.
Of course - we'd be happy to share! Feel free to send an email to contactus@echoconsultingpm.com to request the slides and we'll have a team member send them to you.
I have an interview with smartsheet and want to impress them with this concept. Is there anyway someone could walk me through some of the more advanced functions like integrating a master schedule for employees that get plugged into different category projects sheets ran by different managers with utilization and profitability views added? I would greatly appreciate it!! I have a few more ideas for setting it up with hierarchy but that is just a start!!
Congrats on your interview Josh. Feel free to reach out : Molly@EchoConsultingPM.com. I love where you head is at! Personally I'd focus on the concept more than the execution for the interview. People that are passionate, proactive, and collaborative are who we look for - not specific tool expertise, which is easier to teach than innate curiosity and a drive for continuous improvement.
Smartsheet purchased 10,000 FT and rebranded it into "Resource Management" which is an add-on (additional $$). www.smartsheet.com/platform/resource-management There is also "Legacy" Resource Management which we discuss at a high level in our Resourcing Basics video : th-cam.com/video/l0Ox7s0mJM0/w-d-xo.html
Thanks for this video, it is very helpful and has given me a couple of ideas 💡 Question if I may: I have projects listed in my project intake sheet, and I have changed the project manager name for one of the projects. However, the change does not filter through to the project dashboard and still shows the former PM's name! Any idea on how I can fix this please? (Hope my question makes sense😅)
Glad you found this video helpful! We always recommend double checking the data source for the dashboard. It's possible that the source is not connected to the project intake sheet and is pulling data from somewhere else. Good luck!
Hmmm, very possible! We do Quality Assurance Testing internally, and User Acceptance Testing with our clients to make sure metrics and dashboards line up. Must have been going too fast on this presentation! Thanks for the comment! Hope you can join us next time!
Hello Kilton, not 100% we understand your question - BUT for many clients we use a formula for task level health as well as a roll-up for project level health. If you are looking for project level details - we also often add a text column and allows for internal team summary notes, as well as an external (either client or non project team member) update...... Does that help>? If not, maybe try asking your question and different way! Would love to help!
We just released a NEW video on Control Center by Smartsheet - What is Control Center? Is it worth it? - Check it out : th-cam.com/video/PO-YnUpgRXE/w-d-xo.html
Thank you for the feedback @uma Shetty! You are not the first to comment on Molly's (my) speed! - My passion shows through. I'll keep that in mind for my next webinar! Thanks again for taking the time to provide feedback! It means a lot to us.
@@echolocityConsulting I disagree- I was extremely impressed with this video and felt that since it was recorded, I could easily go back and review any of the content at any time. Typically, I find training webinars to be too slow and I end up turning them off. It made the best use of my time and it left me wanting more! Very professional and truly knowledgeable! Thank you for this awesome video!
@@anneshields6950 Thanks, Anne! We're glad you found our webinar helpful. Feel free to follow our LinkedIn page to receive updates on upcoming free webinars we are hosting: www.linkedin.com/company/echo-consulting-pm
🎯 Key Takeaways for quick navigation:
00:02 🎯 Introduction to the webinar
- Introduction by Molly Yannis.
- Overview of the focus on setting up a Project Management Office (PMO) in Smartsheet.
- Mention of topics like hierarchical views, dashboards, and reporting.
02:54 🏢 Benefits of a Project Management Office (PMO)
- Discussing the benefits of establishing a PMO, including transparency, prioritization, and accountability.
- Emphasizing the importance of standardizing project intake and execution.
- Highlighting the role of a PMO in setting project managers and departments up for success.
05:46 📊 Key Aspects of PMO Implementation
- Explaining the iterative approach to PMO design, build, and testing.
- Addressing the roles and personas within a PMO, including senior leadership, project managers, sponsors, resource managers, and project team members.
- Stressing the significance of an adoption plan and training in PMO implementation.
10:07 📁 Understanding Project Hierarchy
- Discussing the hierarchy of project management, including portfolios, programs, and projects.
- Exploring the need for breaking down data in a way that supports interdependencies and strategic decision-making.
- Emphasizing the flexibility to adapt hierarchies to the organization's needs.
15:46 📄 Starting with Templates in Smartsheet
- Recommending the use of templates, especially for new Smartsheet users.
- Mentioning the availability of a Project Management Office (PMO) template set in the Smartsheet Solution Center.
- Pointing out the benefits of starting from templates and the potential need for global updates using Control Center (for larger organizations).
20:45 🛠️ Overview of the PMO Template Set in Smartsheet
- Demonstrating the Project Management Office template set available in Smartsheet.
- Highlighting the architecture, including intake forms, project plans, dashboards, and portfolio metrics.
- Discussing the customization options and the resources available for template utilization.
21:13 🏢 Setting Up a PMO: Project Intake Form
- Setting up a project management office begins with a project intake form.
- The project intake form is essential for consolidating all project ideas into one place.
- It captures project details, including category, sponsor, start and end dates, and more.
25:03 📊 Configuring Project ID and Additional Form Fields
- Configuring a unique project ID to help identify and track projects effectively.
- Demonstrates how to add, customize, and set up fields in the project intake form.
- Discusses the importance of making the form user-friendly and collecting relevant project information.
31:03 📈 Utilizing Project Portfolio Dashboard
- Introduction to the Project Portfolio Dashboard for monitoring and managing projects.
- Customizing dashboard widgets to provide valuable project metrics.
- Explains the ability to set widget behaviors, such as opening specific smartsheet items for deeper insights.
38:02 🗓️ Project Dashboard and Tracking
- Detailed exploration of a project dashboard, displaying essential project information.
- Shows how to track project progress, including percent completion and task statuses.
- Highlights the inclusion of project contacts, resource links, and milestone reports in the dashboard.
40:58 📊 Setting Up Dashboard Interactivity
- Demonstrates how to make interactive dashboards in Smartsheet.
- Describes the importance of "Save As New" in Smartsheet for creating reports.
- Explains how to create a "Project Approvals" report with specific filters.
43:06 📈 Creating Different Dashboards
- Discusses the need for different dashboards in a Project Management Office (PMO).
- Highlights the importance of portfolio dashboards for sponsors, budget owners, and resource management.
- Emphasizes the inclusion of the RAID log (Risks, Issues, Actions, Decisions) in project reporting.
44:33 🔍 Creating a RAID Log in Smartsheet
- Guides the creation of a RAID log (Risks, Issues, Actions, Decisions) from scratch.
- Discusses the benefits of systematically logging all information in one place.
- Explains the use of columns like "Raid Type," "Priority," and "Escalated" for effective tracking.
47:07 📊 Creating Reports for RAID Log
- Demonstrates how to create reports based on the RAID log.
- Explains the importance of filtering data in reports to focus on critical and high-priority items.
- Highlights the relevance of showing cross-project dependencies and executive-level decisions in portfolio dashboards.
50:07 🌟 Smartsheet Navigation Tips
- Provides navigation tips in Smartsheet, such as using "Favorites" and "Recents" to access frequently used documents.
- Discusses the use of "Work Apps" for personalized navigation and permissioning in Smartsheet.
- Emphasizes the importance of clear implementation plans and involving project managers in the process.
55:22 🔴 Common Pitfalls and Best Practices
- Addresses common pitfalls in setting up Smartsheet, such as inconsistent column types.
- Recommends ensuring that column types and names are consistent across projects.
- Encourages starting with project managers before sharing information with executive levels.
56:52 📆 Upcoming Events and Contact Information
- Informs about upcoming events and workshops related to Smartsheet and project management.
- Provides contact information for further inquiries and consulting services by ECHO Consulting.
Made with HARPA AI
Thanks so much for sharing! We are still learning about how chapters can be used, and other cool tips and tricks to make our videos more user friendly - Thanks for taking the time to share!
wonderful, really thanks for your explanation
You are very welcome!
This was a great tutorial. Thank you so much!
You are so welcome!
Hi Molly, David BenAvides here. Great presentation, and I love the passion you have for PM.
We truly believe EVERYONE is a PM! It shouldn't be hidden behind certifications and multi year, $million+ budgets! Every organization has projects from small to X-large! :) Thanks for the comment! It helps us spread our passion!
Great video. Good pace. Thanks for sharing.
Glad it was helpful! All the best with your PMO build out in Smartsheet!
Great video. Thank you
Glad you liked it! More videos coming soon! Subscribe to our channel to get notified!
Thanks for the patient explanation of these concepts! How do I maintain the hierarchy of the Phases and Tasks from the project plan into the report? I apply the filter criteria I want tbut the report just flattens the hierarchy when showing the various line items.
Great question!!!
Unfortunately - Parent/Child relationships don't show up in reports out of the box.
The way we work around that is to use a PARENT or ANCESTOR Function in an extra helper column, and then use the Group functionality to roll them up logically.
Help article on Parent Functions - help.smartsheet.com/articles/2476811-reference-children-parents-ancestors-hierarchy-functions#:~:text=PARENT%20Function%20Reference%20the%20direct%20parent%20cell%20of,only%20create%20and%20edit%20formulas%20in%20unlocked%20cells.
Great tutorial! I wish I watched before I created my project portfolio. Question - is there a way to change previous project numbers from the intake sheet. I didn't know how to change them initially and it started at SM-004...
IN order to change the auto-numbering, you need to remove the column - save the sheet - then add the column back (with the formatting you want). Depending on how far along you are, you may want to copy the current #s to a new column so you have the references - and then just hide the columns.
@@echolocity thank you!
I have studied the Smartsheet template that you used, I have 20 projects and all is working fine. My boss wants me to move the company logo on the 20 project dashboards, and add a RAID report to the 20 project dashboards. I believe I have to do this update 20 times to each project dashboard. Is there anyway to prevent this work by having one project dashboard? -- I assume no.
Smartsheet has an Add-on product called Control Center which allows for "global updates" - but with 20 projects, yes - probably the quickest / cheapest option is to just add it to all 20 dashboards (if you have already created all 20). Otherwise we just "Save as New" the entire folder, and then update the project plans....... depends on where you are at with your implementation.
Just found it when I badly need it . Many thanks for webinar. Could you please share slides with me
Of course - we'd be happy to share! Feel free to send an email to contactus@echoconsultingpm.com to request the slides and we'll have a team member send them to you.
I have an interview with smartsheet and want to impress them with this concept. Is there anyway someone could walk me through some of the more advanced functions like integrating a master schedule for employees that get plugged into different category projects sheets ran by different managers with utilization and profitability views added? I would greatly appreciate it!! I have a few more ideas for setting it up with hierarchy but that is just a start!!
Congrats on your interview Josh. Feel free to reach out : Molly@EchoConsultingPM.com. I love where you head is at!
Personally I'd focus on the concept more than the execution for the interview. People that are passionate, proactive, and collaborative are who we look for - not specific tool expertise, which is easier to teach than innate curiosity and a drive for continuous improvement.
@@echolocity I sent you an email about it!
how do you manage resource allocation, resource utilization, and Timesheet entry in this tool? Is there a way?
Smartsheet purchased 10,000 FT and rebranded it into "Resource Management" which is an add-on (additional $$). www.smartsheet.com/platform/resource-management
There is also "Legacy" Resource Management which we discuss at a high level in our Resourcing Basics video : th-cam.com/video/l0Ox7s0mJM0/w-d-xo.html
Thanks for this video, it is very helpful and has given me a couple of ideas 💡
Question if I may: I have projects listed in my project intake sheet, and I have changed the project manager name for one of the projects. However, the change does not filter through to the project dashboard and still shows the former PM's name! Any idea on how I can fix this please? (Hope my question makes sense😅)
Glad you found this video helpful! We always recommend double checking the data source for the dashboard. It's possible that the source is not connected to the project intake sheet and is pulling data from somewhere else. Good luck!
@@echolocity thanks, I will check that 👍🏾
27:34 I think the logic should be "is not" rather than "is"
Thanks for the call out - Going to fast! Great catch!
@@echolocity you're just checking that we're paying attention.
@@robinherrick5650 you caught me :)!
the pie chart bid seems questionable. maybe selecting the wrong data.
Hmmm, very possible! We do Quality Assurance Testing internally, and User Acceptance Testing with our clients to make sure metrics and dashboards line up. Must have been going too fast on this presentation! Thanks for the comment! Hope you can join us next time!
How we can avoid project plan and so other project details added and reflect as per risk status.
Hello Kilton, not 100% we understand your question - BUT for many clients we use a formula for task level health as well as a roll-up for project level health. If you are looking for project level details - we also often add a text column and allows for internal team summary notes, as well as an external (either client or non project team member) update...... Does that help>?
If not, maybe try asking your question and different way! Would love to help!
This is like the era of steam vs clickup, Notion, Coda
We also like Clickup etc, and other productivity platforms, but Smartsheet appeals to a different audience, and tends to be more scalable.
We just released a NEW video on Control Center by Smartsheet - What is Control Center? Is it worth it? - Check it out : th-cam.com/video/PO-YnUpgRXE/w-d-xo.html
Good content however the speakers delivery is too fast.. difficult to understand and cope with her speed
Thank you for the feedback @uma Shetty! You are not the first to comment on Molly's (my) speed! - My passion shows through. I'll keep that in mind for my next webinar! Thanks again for taking the time to provide feedback! It means a lot to us.
@@echolocityConsulting I disagree- I was extremely impressed with this video and felt that since it was recorded, I could easily go back and review any of the content at any time. Typically, I find training webinars to be too slow and I end up turning them off. It made the best use of my time and it left me wanting more! Very professional and truly knowledgeable! Thank you for this awesome video!
@@anneshields6950 Thanks, Anne! We're glad you found our webinar helpful. Feel free to follow our LinkedIn page to receive updates on upcoming free webinars we are hosting: www.linkedin.com/company/echo-consulting-pm
Change the playback speed; click on settings gear icon.
Karin Gagner great point! Thanks for sharing!!!
too fast
Thanks for the feedback!
I thought pace was fine. In fact I fast-forwarded a few areas. Thanks for the walk thru of this complicated template.
@@jecheesecake You are very welcome! We hope its helpful!