Do you need better project management but don’t have time to create a whole new system?
The good news is that there is a simpler way to keep your projects well-organized: using project management templates on Google Sheets.
By finding the right template, your projects and team members will stay organized, never miss a deadline or delivery, and run smoothly (even under budget).
In this article, I will show you why you should use Google Sheets for project management and provide you with a list of the best free templates to help you meet your project goals.
Why Use Google Sheets?
As mentioned in this guide, Google’s suite of office tools (Docs and Slides) rivals Microsoft Office in many ways.
If you’re not already using Google Sheets, here are a few reasons why you should start today:
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It’s totally free: You don’t have to pay anything to use Google Sheets, including the templates I’ll share later in this article.
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It’s extremely accessible: With Google Sheets, you can log in to your account and access your spreadsheets from anywhere in the world – as long as you have an internet connection, of course.
Since your sheets are saved and stored in the cloud, you can save your work on your home desktop computer and pick up where you left off on your laptop while traveling.
You can access and work on your spreadsheets on any device that supports Google Sheets, whether through your web browser or their mobile app.
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It’s easy to use: Google Sheets’ simple toolbar is comparable to Microsoft Excel’s, with a few additional features.
You can also easily open your Microsoft Excel files in Google Sheets, so even if you and your team are used to working in Microsoft Office, you should have no trouble making the transition.
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It’s great for collaborating with your team in real-time: With the bright blue “Share” button in the top-right corner of Google Sheets, you can easily share the link to your spreadsheet with anyone on your team, including your stakeholders.
But they can also collaborate with you in the same document in real-time.
Did I mention they can do this from anywhere in the world?
So, if your New York office is working with your London division, you won’t have to wait five hours to see the changes made to the document.
As long as your team can manage the time difference, everyone can access the spreadsheet as needed, providing you with a faster way to adjust your plan and make updates.
Since I’m just as obsessed with organization as you are, I’ve divided these 15 free templates into three categories based on how they can help you:
- Meeting Deadlines
- Managing Your Team
- Staying Within Budget
Feel free to use one (or more) of these templates to ensure your next project is a success.
Templates for Meeting Project Deadlines
Good project managers know how to keep their projects and team members on a tight schedule.
So instead of getting overwhelmed by a stack of deadlines for your next project, choose one of these Google Sheets templates to stay on track and keep your head on your shoulders.
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Gantt Chart Template for Google Sheets: A typical Gantt chart consists of horizontal lines and a timeline indicating the project’s steps and milestones. This Google Gantt template has all these features.
This template includes:
- Information about each project step, including subtasks associated with each phase
- Assigned task owners
- Start dates
- Due dates
The different project phases are also represented by color-coded 3-week blocks for better organization.
If you like Gantt charts but prefer a broader calendar view, you might prefer the next template.
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Project Timeline Template: With this free project timeline template from the Google gallery, you’ll have a visually appealing and easy-to-understand way to visualize all the important details of your project.
As you can see in the image above, this template is similar to a Gantt chart in terms of style and displays your target milestones, goals, budget, project scope, etc. at a glance.
But what if you need less information and instead want a countdown for your project deliverables?
Try the next template.
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Condensed Project Timeline Template: Consider this template as a condensed version of the previous project timeline template.
It includes the same information, but the focus is more on the timeline than the project details.
Another cool feature of this project timeline is that it also includes a column for duration, so all team members working on the project can have a better idea of the length of each stage.
This is certainly helpful no matter what type of project you’re undertaking.
And as we’ll discuss next, projects aren’t the only thing you can plan and organize using a free Google Sheets template.
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Event Marketing Timeline Template: New product launches and other important events need a clear action plan, just like your projects.
And with this template, it’s just as simple to plan everything you need before your new product or event launch.
This template lists everything from traditional marketing for your product or event, like local advertising and public relations, to modern releases like content marketing and banner ads, to cover all the bases.
Plus, you’ll also have color-coded phases on the right to keep everything organized and on schedule.
You’ll see these same benefits with the next template.
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Project Tracking Template: This project tracking template is another template from Google’s gallery, which means it has a professional and clean design that intuitively includes everything you need.
You can track your deliverables, planned costs, and assign tasks as high, low, or medium priority.
There’s also a status key to keep all your team members informed.
Now, if one of your projects involves planning your company’s corporate retreat or booking your vice president’s travels, this next template can help you keep things in order.
Travel Planner Template: This simple travel planner makes the whole task of trip planning a breeze.
You can centralize all your important information in one place and then share it with as many people as needed.
Plus, everyone will have access to it on the go, which is especially useful during travels when you’re moving from one temporary workstation to another.
So, this first set of templates helps you meet your project deadlines, the next set will help you manage your team.
Templates to Empower Your Team
It’s important that every member of your team knows who is responsible for what.
With these templates, you’ll have built-in accountability for every project your team collaborates on:
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Team Roster Template: This Google Sheets team roster template is perfect for new employees looking to know who works where, but it also works well for projects.
If you’re leading a project that spans multiple departments, this template can provide your team with all the points of contact to reach out to during each phase.
As a bonus, you can also use it as a staff directory so your team has a handy resource to refer to.
And for readers in need of a project charter template, the next one is for you:
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Project Charter Template: This free template created by Matt McCarty helps you create a project charter in a matter of minutes.
It essentially includes all the information you need to kickstart your project and get approval from all the stakeholders involved, including:
- Project title
- Problem or opportunity to solve or exploit
- Objectives
- Project scope
- Stakeholders
- Priorities
- Constraints
- Approval
With its professional design, you’ll come across as polite, organized, and competent.
This next template can help you optimize your workload if you’re short on resources such as time or team hours:
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Resource Timesheet Template: Don’t worry the next time your project resources are stretched thin.
This template created by Adam Thomas can help you allocate hours to stay productive without getting confused or accumulating overtime.
This handy card will help you determine where your team’s hours are going and whether any adjustments are needed.
The additional tabs at the bottom (not shown) can also help you connect your billable costs to each task. Now, you can see how profitable your team’s time is.
Speaking of costs, the last set of templates is designed to not only help you understand project budgets but also assist you in staying within them.
Templates to Stay Within Your Project Budget
Another common role of project managers is to manage and organize finances.
So, if you need a financial overview of your business or want to track project expenses, these templates might interest you.
They can help you organize your finances, eliminate unnecessary expenses, and give you an idea of your position in the profit and loss columns.
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Ultimate Business Dashboard Template: Without a well-organized system, you could end up with a costly mess on your hands as a project manager.
Luckily, this template developed by Lon McGowan can save the day.
In the “Data” tab, you’ll be able to list your:
- Employee breakdown
- Income statement
- Balance sheet
And the second tab, “Dashboard,” allows you to track your revenue and profit, as well as your sales and marketing expenses, along with return on investment (ROI).
This allows you to quickly compare your profitability throughout the year.
And if managing your team’s expense reports drives you crazy, your mental health needs this next template.
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Expense Report Template: Instead of asking your employees to send you their own weird versions of an expense tracking form, use this template to create a universal system.
The cool thing about this expenses sheet is that you can send it electronically to save paper or print it out to distribute and collect. Either way, you have a written record to refer to.
Simply ask your team members to duplicate (or print) the original each month, so a log is automatically generated.
These next templates will help you plan how to spend your budget.
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Budget Planning Template: While the official title of this template focuses on family budget planning, simply rename it and use it as a budget planner for your business.
When you do, you’ll get a realistic picture of where your budget is really going.
The next template will help you break down your monthly budget even further.
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Monthly Budget Tracker Template: Another template usable for both personal and professional purposes, this Google template is also visually appealing and very easy to use.
Another advantage of this sheet is that it automatically generates bar charts based on the information you enter.
This can help you, as well as your stakeholders, understand all aspects of your finances.
Once you’ve calculated your monthly totals, you can then enter them into this annual tracker to see how you’re doing for the year.
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Annual Budget Tracker Template: This Google annual budget template also creates bar charts based on the information you add, and it even gives you a good idea of how each month compares.
Note: If you’re using it for professional purposes, you’ll need to rename certain expenses to expenses that make more sense for your brand.
Finally, the last task you may be required to manage when it comes to projects is subcontractor timesheets.
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Weekly Timesheet Template: Luckily, this Google weekly timesheet is here to help you.
In the same way, you’re going to ask your team to use the expense report we mentioned earlier (template #11, in case you forgot), you should also ask your contractors to do the same.
This creates not only an organized system but also ensures there are no discrepancies between both parties.
Don’t forget to ask your contractors to duplicate each sheet onto a new tab so that everyone has a tally and a record to refer to if needed.
The great advantage of each of these templates is the ability to customize and brand them to meet your needs.
There are also a few additional ways to enhance your templates…
Tips for Improving Your Project Management Templates
You can add advanced-level features to your Google Sheets by following these tips:
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Add task descriptions to project parts that require additional details and developments. This ensures everyone is on the same page.
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Set up progress tracking to help quickly differentiate tasks that have been completed from those that are still to be done or assigned.
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Add notifications to alert you to changes in status or updates to your sheet. This way, you won’t have to waste time constantly checking.
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Create drop-down lists in cells to add a list of teammates, job descriptions, or any other element that your team or stakeholders need to know.
While these tips may seem small, they will enhance a standard Google Sheets template into an impressive one that you and your team can rely on for everything.
Start Using These Free Project Management Templates on Google Sheets Today
Whether you need help meeting deadlines, bringing your team together, or staying within budget, you’ll have a better way to manage your projects from start to finish with the right spreadsheet.
With this list of 15 free templates in your project manager toolbox, you’ll always have a Google spreadsheet ready to handle whatever your project demands.
And when you also add the four enhancements we discussed, you’ll improve your spreadsheets without much effort on your part. It’s a win-win situation.
If you want to become more familiar with Google software tools, check out this course on how to be more productive with Google Drive from Crawlan.com. If you think you need to hone your skills as a project manager, browse the GoSkills course library on project management.
Ready to go beyond Google Sheets? Check out this ultimate list of free project management templates from Crawlan.com. And if you’re looking for other handy templates, check out the best free Excel templates and the best free PowerPoint templates too!
