{"id":24724,"date":"2025-08-18T09:56:30","date_gmt":"2025-08-18T09:56:30","guid":{"rendered":"https:\/\/smarterbusinessprocesses.com\/?p=24724"},"modified":"2025-08-18T14:09:20","modified_gmt":"2025-08-18T14:09:20","slug":"smartsheetisnotexcel","status":"publish","type":"post","link":"https:\/\/smarterbusinessprocesses.com\/smartsheetisnotexcel\/","title":{"rendered":"Why using Smartsheet like Excel could be holding you back","gt_translate_keys":[{"key":"rendered","format":"text"}]},"content":{"rendered":"\n<div class=\"wp-block-stackable-columns stk-block-columns stk-block stk-dcf7291\" data-block-id=\"dcf7291\"><div class=\"stk-row stk-inner-blocks stk-block-content stk-content-align stk-dcf7291-column\">\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk-block stk-e945246\" data-v=\"4\" data-block-id=\"e945246\"><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-e945246-container stk--no-background stk--no-padding\"><div class=\"stk-block-content stk-inner-blocks stk-e945246-inner-blocks\">\n<div class=\"wp-block-stackable-columns stk-block-columns stk-block stk-29ce841\" data-block-id=\"29ce841\"><div class=\"stk-row stk-inner-blocks stk-block-content stk-content-align stk-29ce841-column\">\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk--hide-tablet stk--hide-mobile stk-block stk-95c5ede\" data-v=\"4\" data-block-id=\"95c5ede\"><style>@media screen and (min-width:690px){.stk-95c5ede {flex:var(--stk-flex-grow, 1) 1 calc(20% - var(--stk-column-gap, 0px) * 2 \/ 3 ) !important;}}<\/style><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-95c5ede-container stk--no-background stk--no-padding\"><div class=\"stk-block-content stk-inner-blocks stk-95c5ede-inner-blocks\">\n<p><\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk-block stk-6deebba\" data-v=\"4\" data-block-id=\"6deebba\"><style>@media screen and (min-width:690px){.stk-6deebba {flex:var(--stk-flex-grow, 1) 1 calc(60% - var(--stk-column-gap, 0px) * 2 \/ 3 ) !important;}}<\/style><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-6deebba-container stk--no-background stk--no-padding\"><div class=\"stk-block-content stk-inner-blocks stk-6deebba-inner-blocks\">\n<div class=\"wp-block-stackable-image stk-block-image stk-block stk-27fce46\" data-block-id=\"27fce46\"><figure><span class=\"stk-img-wrapper stk-image--shape-stretch\"><img loading=\"lazy\" decoding=\"async\" class=\"stk-img wp-image-24725 lazyload\" src=\"data:image\/gif;base64,R0lGODlhAQABAIAAAAAAAP\/\/\/yH5BAEAAAAALAAAAAABAAEAAAIBRAA7\" data-src=\"https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg\" width=\"1080\" height=\"1080\" alt=\"Smartsheet Work Management Tool\"\/><noscript><img loading=\"lazy\" decoding=\"async\" class=\"stk-img wp-image-24725 lazyload\" src=\"https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg\" width=\"1080\" height=\"1080\" alt=\"Smartsheet Work Management Tool\" srcset=\"https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg 1080w, https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-300x300.jpeg 300w, https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-1024x1024.jpeg 1024w, https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-150x150.jpeg 150w, https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-768x768.jpeg 768w, https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-65x65.jpeg 65w\" sizes=\"auto, (max-width: 1080px) 100vw, 1080px\" \/><\/noscript><\/span><\/figure><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk--hide-tablet stk--hide-mobile stk-block stk-18afa4c\" data-v=\"4\" data-block-id=\"18afa4c\"><style>@media screen and (min-width:690px){.stk-18afa4c {flex:var(--stk-flex-grow, 1) 1 calc(20% - var(--stk-column-gap, 0px) * 2 \/ 3 ) !important;}}<\/style><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-18afa4c-container stk--no-background stk--no-padding\"><div class=\"stk-block-content stk-inner-blocks stk-18afa4c-inner-blocks\">\n<p><\/p>\n<\/div><\/div><\/div>\n<\/div><\/div>\n<\/div><\/div><\/div>\n<\/div><\/div>\n\n\n\n<p>When you first open Smartsheet, it\u2019s easy to see why people think of it as \u2018Excel online\u2019.<\/p>\n\n\n\n<p>You\u2019ve got rows, columns, and cells. You can type in text, dates, and formulas. You can colour-code, sort, and filter.<\/p>\n\n\n\n<p>But the reality is, Smartsheet is not Excel and using it like a traditional spreadsheet means you\u2019ll never unlock its true potential.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The familiarity trap<\/h2>\n\n\n\n<p>Many organisations start their Smartsheet journey by importing existing Excel files. It feels logical because you\u2019ve got working spreadsheets, so why reinvent the wheel?\u00a0<\/p>\n\n\n\n<p>The problem is that <a href=\"https:\/\/support.microsoft.com\/en-gb\/office\/what-is-excel-94b00f50-5896-479c-b0c5-ff74603b35a3\" data-type=\"link\" data-id=\"https:\/\/support.microsoft.com\/en-gb\/office\/what-is-excel-94b00f50-5896-479c-b0c5-ff74603b35a3\" target=\"_blank\" rel=\"noopener\">Excel<\/a> is a spreadsheet tool, whereas <a href=\"https:\/\/www.smartsheet.com\/why-smartsheet\" data-type=\"link\" data-id=\"https:\/\/www.smartsheet.com\/why-smartsheet\" target=\"_blank\" rel=\"noopener\">Smartsheet <\/a>is a work management platform. They may look similar, but they\u2019re built for different things.<\/p>\n\n\n\n<p>In Excel, horizontal layouts are common. You might have columns for \u2018Action 1\u2019, \u2018Date Due\u2019, \u2018Date Completed\u2019, \u2018Action 2\u2019, \u2018Date Due\u2019, \u2018Date Completed\u2019, and so on. That works fine for a single user tracking their own work, but in Smartsheet, it becomes a nightmare for reporting and automation.<\/p>\n\n\n\n<p>Here\u2019s a real-world example.<\/p>\n\n\n\n<p>We worked with a client who had a Smartsheet that collected data from end users, then tracked it through a complex process. Over time, they\u2019d added more and more columns:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>17 date columns for different actions.<\/li>\n\n\n\n<li>17 tick-box columns for completion.<\/li>\n\n\n\n<li>Multiple RAG status columns to track performance.<\/li>\n<\/ul>\n\n\n\n<p>On paper, it worked. In practice, it was almost impossible to answer a simple question such as <em>\u201cHow many actions were completed on time?\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p>To summarise the data stored horizontally would have taken huge nested formulas and every time a new action\/stage was added, the whole structure had to be updated.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The smarter (Smartsheet) approach<\/h2>\n\n\n\n<p>Instead of cramming every action into one massive, wide sheet, Smartsheet works best when you separate core data from actions. You keep your main data in one sheet, normally referred to as an intake sheet and log all related actions in a separate project or task sheet, sticking to one row per action.<\/p>\n\n\n\n<p>This structure means:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All due dates for all actions live in one column (Due Date)<\/li>\n\n\n\n<li>All actual completion dates live in another (Finish Date)<\/li>\n\n\n\n<li>With a progress indicator column covering all actions, Status&#8217; can be easily obtained<\/li>\n\n\n\n<li>RAG balls can be updated easily<\/li>\n<\/ul>\n\n\n\n<p>From there, you can run reports, create dashboards, and analyse performance without battling dozens of complex formulas. It\u2019s scalable, collaborative,  easier to manage, and plays to Smartsheet\u2019s strengths.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why this matters<\/h2>\n\n\n\n<p>Smartsheet\u2019s real value comes from visibility. Dashboards, reports, and automations give you live, reliable insights but only if your data is structured to support them.&nbsp;<\/p>\n\n\n\n<p>If you build Smartsheet like an Excel spreadsheet, you\u2019re stuck in a world of manual updates, limited reporting, and clunky workflows and you can never make the most of a dashboard overview.<\/p>\n\n\n\n<p>By thinking in terms of data lifecycle rather than static tables, you can design solutions that grow with you. You can easily answer questions like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Which actions are overdue?<\/li>\n\n\n\n<li>Which team is hitting their SLA targets?<\/li>\n\n\n\n<li>How many tasks are stuck in review?<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">The takeaway<\/h2>\n\n\n\n<p>Smartsheet isn\u2019t just \u2018Excel in the cloud\u2019. It\u2019s a powerful, collaborative work management tool that can automate processes, integrate with other systems, and give you real-time visibility across your organisation.<\/p>\n\n\n\n<p>At Smarter Business Processes, we help clients reimagine their workflows for Smartsheet to give them the insights they need without the headaches they don\u2019t.  Take a look at our <a href=\"https:\/\/smarterbusinessprocesses.com\/category\/case-study\/\" data-type=\"link\" data-id=\"https:\/\/smarterbusinessprocesses.com\/category\/case-study\/\">case studies<\/a> and <a href=\"https:\/\/smarterbusinessprocesses.com\/testimonials\/\" data-type=\"link\" data-id=\"https:\/\/smarterbusinessprocesses.com\/testimonials\/\">testimonials<\/a> to find out what the clients say about us.<\/p>\n\n\n\n<p>If you think you could be working more efficiently with Smartsheet, or you\u2019re still stuck with Excel spreadsheets, <a href=\"https:\/\/smarterbusinessprocesses.com\/free-consultation-trial-licenses\/\">book a consultation call<\/a> to find out how we can help you move forward, or call us about our <a href=\"https:\/\/smarterbusinessprocesses.com\/smarter-business-processes-presents-smarter-training\/\" data-type=\"link\" data-id=\"https:\/\/smarterbusinessprocesses.com\/smarter-business-processes-presents-smarter-training\/\">Training programs<\/a> to help you structure your Smartsheet&#8217;s in the best way possible.<\/p>\n\n\n","protected":false,"gt_translate_keys":[{"key":"rendered","format":"html"}]},"excerpt":{"rendered":"<p>When you first open Smartsheet, it\u2019s easy to see why people think of it as \u2018Excel online\u2019.<br \/>\nYou\u2019ve got rows, columns, and cells. You can type in text, dates, and formulas. You can colour-code, sort, and filter.<br \/>\nBut the reality is, Smartsheet is not Excel and using it like a traditional spreadsheet means you\u2019ll never unlock its true potential.<\/p>\n","protected":false,"gt_translate_keys":[{"key":"rendered","format":"html"}]},"author":8,"featured_media":24725,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[],"class_list":["post-24724","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog"],"blocksy_meta":{"disable_featured_image":"yes","styles_descriptor":{"styles":{"desktop":"","tablet":"","mobile":""},"google_fonts":[],"version":6},"page_structure_type":"type-3"},"featured_image_urls_v2":{"full":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg",1080,1080,false],"thumbnail":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-150x150.jpeg",150,150,true],"medium":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-300x300.jpeg",300,300,true],"medium_large":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-768x768.jpeg",768,768,true],"large":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-1024x1024.jpeg",1024,1024,true],"1536x1536":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg",1080,1080,false],"2048x2048":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large.jpeg",1080,1080,false],"wp_review_small":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-65x65.jpeg",65,65,true],"wp_review_large":["https:\/\/smarterbusinessprocesses.com\/wp-content\/uploads\/2025\/08\/SBP-work-management-Large-320x240.jpeg",320,240,true]},"post_excerpt_stackable_v2":"<p>When you first open Smartsheet, it\u2019s easy to see why people think of it as \u2018Excel online\u2019.<br \/>\nYou\u2019ve got rows, columns, and cells. You can type in text, dates, and formulas. You can colour-code, sort, and filter.<br \/>\nBut the reality is, Smartsheet is not Excel and using it like a traditional spreadsheet means you\u2019ll never unlock its true potential.<\/p>\n","category_list_v2":"<a href=\"https:\/\/smarterbusinessprocesses.com\/category\/blog\/\" rel=\"category tag\">Blog<\/a>","author_info_v2":{"name":"mike_admin","url":"https:\/\/smarterbusinessprocesses.com\/author\/admin\/"},"comments_num_v2":"0 comments","gt_translate_keys":[{"key":"link","format":"url"}],"_links":{"self":[{"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/posts\/24724","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/comments?post=24724"}],"version-history":[{"count":0,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/posts\/24724\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/media\/24725"}],"wp:attachment":[{"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/media?parent=24724"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/categories?post=24724"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/smarterbusinessprocesses.com\/wp-json\/wp\/v2\/tags?post=24724"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}