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Popular Posts  |  Project Management


25 MUST-HAVE PROJECT MANAGEMENT EXCEL TEMPLATES AND SPREADSHEETS

by William Malsam  |  Apr 18, 2023
5.1k Shares





Popular Posts, Project Management


25 MUST-HAVE PROJECT MANAGEMENT EXCEL TEMPLATES AND SPREADSHEETS

ProjectManager
by William Malsam | Apr 18, 2023

Still using spreadsheets to manage your projects? Revolutionize your projects
with ProjectManager. Plan, track and report with automated tools.

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Before you can plan your project, you need the right tools to collect the
necessary data to formulate a strategy—and project management Excel templates
are a great place to start.


BEST PROJECT MANAGEMENT TEMPLATES FOR EXCEL

Visit our project management templates page and you’ll find Excel and Word
templates for creating all the project documents you need to manage your
project. But, if you just need free Excel project management templates and
spreadsheets, then look no further.

Here are 25 essential project management Excel templates you can download and
use right now. Transform your bland Excel spreadsheets into expertly-designed
project management templates, and take your project management Excel processes
to the next level.


1. GANTT CHART TEMPLATE

A Gantt chart is a visual tool that helps you see at a glance the scheduling of
tasks and their dependencies over the project timeline. That makes it an ideal
project planner template.

While it’s true that a Gantt chart template can be overly complex in Excel
spreadsheets, especially when you need of more advanced scheduling features like
task dependencies and resource allocation, they remain a vital part of any
project manager’s toolkit. That’s why we recommend using online Gantt chart
software to help plan tasks and projects collaboratively with your team.

Online Gantt chart tools integrate into project management & planning software,
so they update in real time. This allows for easy drag-and-drop changes and can
be color-coded to customize as you need. ProjectManager is a project management
software that does this and more. Try it for yourself today!

Use ProjectManager’s free Gantt chart template for Excel or open it in our
software to stay organized. Learn more

But to quickly make a Gantt chart from your task lists, download this free Gantt
chart Excel template, also known as a project timeline template, for an easy way
to create a project schedule. Simply add tasks and deadlines to this Excel
spreadsheet and visualize how long your project will take.


2. PROJECT MANAGEMENT DASHBOARD TEMPLATE

The project dashboard is what keeps you in the driver’s seat as you travel
through the lifecycle of the project. It allows you to monitor the project,
tracking the task status, budget and more in one place.

From this free project management dashboard for Excel, you create graphs and
charts that give you a visual and easily digestible look at your task and
workload management, as well as cost. It’s a sure way to stay on top of a
project generally and know where you have to drill down into specifics.

You can add more power to your PM dashboards when you use online project
management software. That way, when team members are updating task statuses, the
dashboards populate with real-time data.


3. PROJECT STATUS REPORT TEMPLATE

The need for a project status report is obvious. If you don’t have good intel on
what’s happening in the project, then you’re managing blindly. You have no idea
if you’re on track or if resources are being blocked.

With this free Excel project status report template, you have a tool to greatly
improve your project communications, both with stakeholders when you’re
delivering a presentation, but also with team members.

It’s up to you to decide on the frequency of the reports. But with a project
status report template, a lot of the busy work that can pull you away from a
project is already done, giving you greater access to the information you need.


4. ACTION PLAN TEMPLATE

A project is initiated to complete the realization of a goal. But achieving that
objective requires a strategy and the steps to implement that strategy
successfully. In short, projects require an action plan.

Projects are pragmatic and the action plan is a framework to collect your
thoughts about executing the project plan in an effective and efficient way.
With our free action plan template, you can fill in the blanks to ensure that
you’ve covered all bases and make your project start on the right foot. It’s a
great companion template to an overall project plan and project charter.

From prioritizing tasks to assigning and noting the status, timeline and
resources, we have you covered. And, again, the action plan can be uploaded
seamlessly into ProjectManager, so you can then use all our great features to
visualize workflow with kanban boards and monitor progress with our real-time
dashboard.


5. PROJECT TRACKER & TASK LIST TEMPLATE

Tracking the project is crucial to ensure that it remains on schedule. That
means also keeping tabs on the work at a task level.

This project tracker & task list template can help as a task to-do list, and it
includes columns for the planned and actual duration of the project to determine
what’s working and what needs more attention.

Once you integrate your project and task tracking template into a project
management software system, you can then produce Gantt charts to get a clear
visual on the project timeline, as well as get that data delivered to your
dashboard to note project progress in real time. And, of course, you can import
your Excel and Microsoft Project files seamlessly into ProjectManager. Our
software can transform your static Excel files into stunning, dynamic project
management tools.


6. PROJECT BUDGET TEMPLATE

A project can have a great plan, but without the financial backing to pay for
it, nothing can happen. That’s why a project budget, as tedious as it might be,
is one of the most important phases of getting a project on track to successful
completion.

With this free Excel project budget template, you can literally see when you’re
in the red because it’s color-coded. And this document, more than just one
that’s crucial to the start of a project, is also a way to track that budget
across the lifecycle of the project.

This template has room to cover all your costs, from easy ones to collect — such
as labor and materials — to ones that change or carry over from project to
project. Budgets are estimates, but with this free template, those numbers will
be more accurate.


7. KANBAN BOARD TEMPLATE

Kanban boards come from the Toyota factory floor, developed by Taiichi Ohno, an
industrial engineer and businessman, as a planning system to manage and control
work and inventory. Since being introduced as physical boards with columns
representing phases in production and tasks that are displayed as cards that
move across the board, they’ve evolved into digital tools.

When you download our free kanban board template for Excel, you’ll get five
columns and multiple cards, all of which are fully customizable so you can make
adjustments to reflect the production cycle of your project. We’ve set up the
kanban board to have five columns: backlog, to-do, doing, in review and done.

Cards are color-coded to show the priority level, from high (red) to medium
(green) and low (blue). On each card is the name and description of the task,
who it’s assigned to and what the due date is. Again, you can add as much or as
little information to the card as you like. Of course, you can also use a
project management template in ProjectManager and get access to dashboards,
reports, resource management features and much more.


8. TO-DO LIST TEMPLATE

A to-do list gets things done. Whether it’s the grocery list you stick on the
door of your refrigerator or a task list for a project, being able to collect
and prioritize work ensures that you don’t forget anything important and tackle
the most important tasks first. Plus, it’s a lot of fun crossing off tasks once
you’ve done them.

This free project management Excel template can list as many tasks as you have,
each with a start date, due date and even a column that shows the percentage
complete of each task. There’s also a column to note the process, for example,
to indicate if the task is done. Finally, a column is set aside for notes to
capture anything you need to add.

The to-do list template is a simple tool that can be used to make more complex
tasks manageable. It helps motivate you to do the work because it’s no longer
overwhelming, but doable. It’s a rudimentary plan, and everyone knows planning
is everything.


9. PROJECT RISK TEMPLATE

Risk is a part of managing a project. The job involves being able to anticipate
what risks are likely to occur and then formulating a response to get the
project back on track. That’s where this free Excel risk-tracking template comes
in.

First, it allows you to list all the possible risks you believe may happen over
the course of the project. Next, you can define how it’ll impact the project.
You determine the level of the risk and assign it to an owner so that someone is
responsible to keep an eye on it.

Now you have a plan in place to resolve that risk quickly, and a document that
can be shared so the risk is never given a chance to blindside a project.


10. PROJECT TIMESHEET SPREADSHEET

Team members need to have a way to track their work through the tasks they are
assigned, and a simple timesheet can provide an easy way to keep them on
schedule as well as give them the needed information to know where they are in
their tasks.

The free Excel timesheet can calculate cost per hour and includes vacation and
overtime columns, to accurately note the time spent on and off the project. But
project timesheets are useful for a number of different purposes, so this is a
handy tool.

When you manage timesheets with online project management software, then the
rubber hits the road. You’ll be able to filter columns and customize reports,
easily sharing them in an email, PDF or Excel and CSV file. Plus your team can
submit timesheets based on actual tasks in the system, and you’ll get alerted by
email when they do.


11. WORK BREAKDOWN STRUCTURE TEMPLATE

A project is made up of deliverables and those deliverables are created by
tasks. The work breakdown structure (WBS) is a way to visualize the project
deliverables, the tasks, and the subtasks, which are necessary to make them.

ProjectManager has a free WBS template that structures the process of breaking
down the large project into smaller and smaller tasks, in a hierarchical visual
that allows you to see the entire scope of the project work.

This is a key element of project planning, but it’s also critical to estimating
project costs and setting up a realistic schedule. Better still, because our WBS
free template is an Excel spreadsheet, it can then be uploaded into the
ProjectManager software to initiate a project, assign tasks to team members and
monitor and track progress once the project is executed.


12. PROJECT PLAN TEMPLATE

A project plan template has everything you need to map out your project once
it’s been approved. It has space for you to define your project goals,
activities and tasks as well as all the resources you’ll need to execute the
work. You can begin to schedule your activities, tasks and the duration of each
across a project timeline. There’s even a place to identify task dependencies.

Project plans are tailored around your project and no two are the same. That’s
why this project management template has a place to add appendices.  Here is
where you can attach a scope, cost and schedule management plan or a work
breakdown structure (WBS) as well as your business case, feasibility study and
project charter. The more detailed your project plan, the more you position
yourself and your team for success when the project is executed.


13. PROJECT ESTIMATE TEMPLATE

This free project estimate template for Excel will help you forecast a more
accurate budget and realistic schedule. Before you can plan a project, you need
to identify all the costs that will be associated with it. This free project
management spreadsheet allows you to do a more detailed collection of what
you’ll need to spend on your labor, materials and project resources.

From a job description to estimate details, this project template is a great way
not only to figure out your budget but collect the various vendors and
contractors you’ll be employing to help you execute the project. Create as many
project phases as you require. Each is subtotaled and those subtotals are then
tallied automatically for a final sum. Change is impossible to avoid when
managing a project, but the more accurate your estimate, the more likely you’ll
deliver on time and within budget.


14. RACI MATRIX TEMPLATE

Using a RACI matrix template is an essential tool for organizing projects.
Projects can be confusing, and if people aren’t sure of their roles, problems
are going to occur. The RACI template for Excel is a free tool to identify and
define the various roles and responsibilities of everyone involved with the
project.

This project management Excel template is broken up by project phase on the left
and across the top all the various project positions are listed. Then in the
corresponding box beneath the title is filled in with R, A, C or I to explain
their relation to that specific point in the project. RACI stands for
responsible, accountable, consulted and informed. Defining these roles with this
Excel spreadsheet leads to smoother operations.


15. ISSUE TRACKER TEMPLATE

Issues are when something is happening right now in your project. So, what do
you do when this happens? You track those issues and resolve them with the help
of this free issue tracker template.

The first thing, of course, is identifying those issues as they occur. This is
the document in which you can collect that information. The issue tracking
template serves you by making sure every step of the way, from identifying to
resolving the issue, is documented.

Of course, you’ll want to share the issue tracker template, and you can with
this free Excel template, but only as a static document. With project management
software, that information is easy to collect and share, as well as edit in real
time.


16. RESOURCE PLAN TEMPLATE

Resources are anything you need for a project. Our free resource plan template
for Excel is the first step to managing your team and resources. You can use it
to identify, list and organize all your project resources as well as figure out
how much of each you’ll need and what that’ll cost. You can use this project
Excel template to integrate with your schedule and budget to track costs as you
execute the project.

While you’ll want to start your resource plan during the planning phase of your
project, it should be a living document that’s regularly updated as things
change over the life cycle of the project. Once the project has been completed,
you can save the template and use it when you’re planning resources for future
projects that are similar. Using this free project management template for Excel
keeps everyone informed, which leads to a smoother project.


17. MULTIPLE PROJECT TRACKING TEMPLATE

If you’re managing a program or a portfolio of projects, then you need our free
multiple-project tracking template for Excel. When you download this free
project management Excel template, you have the tool you need to monitor the
progress of many projects at once.

This free template provides a high-level overview of your projects, including
all relevant information, all in one place. You can track tasks, dependencies,
schedules and costs, which allows you to make more informed decisions when
allocating resources across all your projects and helps you identify issues
quickly.

Whether you’re a program manager, portfolio manager or work for a PMO, our free
multiple project tracking template is going to make your job easier. It will
serve you throughout the life cycle of all the projects you’re managing for
resource management, communicating with stakeholders and more.


18. PRODUCTION SCHEDULE TEMPLATE

In order to balance supply and demand when producing any commodity, you have to
have a production schedule. It tracks the production of your product over a
specific time period. No manufacturer is going to make anything without one.
Download our free production schedule template for Excel.

Use our free production schedule as part of your larger supply chain management
to manage resources, help your sales team and get your goods to customers on
time without negatively impacting quality. Our template helps you to make more
accurate production plans and manage your inventory.

You can manage both your workers and your materials, workstations and processes,
as well as track your targets, manage deliveries and more. Our free template is
a must-have document when you’re in production planning.


19. PUNCH LIST TEMPLATE

A punch list captures the work that still needs to be done on a construction
site. The job isn’t complete until that punch list is completed. The punch list
is also a great way to capture tasks that fall outside the contract and track
their progress. These are only some reasons why you need to download our free
punch list template for Excel.

Our free punch list template lists all the items on the punch list, including a
description and who has been assigned to do that work. There’s also space to add
a date for when it was first identified and when it was approved. You can also
add the estimated duration for doing the work.

This is a special template, too, in that you can use it as an Excel document or
open up the template in ProjectManager. If you use our software, then you’ll
have access to kanban boards to visualize workflow, a real-time dashboard for a
high-level view of your progress and performance as well as Gantt charts,
timesheets, workload charts and much more.


20. WEEKLY WORK SCHEDULE SPREADSHEET

If you need help handling your human resources, get our free weekly work
schedule spreadsheet for Excel. You can use it to manage your team’s weekly work
and the project’s workflow. Note the days your team can work and collect the
rate of pay and hours they work on their tasks. This flexible employee work
schedule can apply to the regular nine-to-five work week or a more hybrid model.

Use this project management template for Excel to get info on your team members
and their work schedule. You can add their name, tasks assigned to them and the
project on which they’re working. There’s space to list all the days they’ll be
working. This Excel template is a great place to capture data, but it’s a static
document. If you want to update it, you have to do that manually. It can take
time and pull you away from managing the project and your team’s work.


21. CHANGE LOG TRACKING SPREADSHEET

Try our free change log template for Excel and create a successful change
management process. Change is going to happen in every project, whether due to
requests from stakeholders or from external forces, such as weather or supply
chain issues. Being prepared for change and how to respond to it is going to
make or break your project.

This project management Excel spreadsheet allows you to number changes that you
identify in the project to track them easier. There’s a place to capture when
the change was first discovered, who owns it and who is tasked with dealing with
that change. There’s even space to note its status and set the priority so you
know which changes should be dealt with first. Having a change log means you can
manage change and not allow change to negatively impact your project.


22. CHANGE REQUEST FORM TEMPLATE

One thing that’s constant in any project is change. Those changes, however, must
be managed. That’s where the change request form comes in.

Our free change request form template gives you the structure to identify, track
and resolve those changes when they arise in a project. The free template has
space to note what the change is, give a team member ownership to lead the task
of resolving it and then get it signed off on.

When used in conjunction with ProjectManager, the change request form is more
dynamic. It can act as a collaborative platform in which team members can
communicate and attach relevant documents, even hand-offs and sign-offs. Keeping
everything under one roof is something you’ll not want to change.

Related: How to Run MS Project on your Mac Step by Step!


23. GAP ANALYSIS TEMPLATE

If you’re looking to improve your business and stay innovative, then you need
this gap analysis template for Excel. It’s one of the tools you can use to get a
strategic analysis of where you are now and how to get to where you want to be
in the future. This project management spreadsheet will help you devise an
action plan to move you from your current state of affairs to wherever you plan
to take your organization in the future, whether that’s an increase in market
share or getting a product to market quickly.

This free Excel template has everything you need to start meeting your goals,
from general information and the current state of your business to the future
state you’re aiming to achieve, what the gap percentage is and the actions
necessary to close that gap. You can identify who in the organization can lead
the initiative and even track the status. You have to start somewhere and a gap
analysis is where it all comes together.


24. STAKEHOLDER ANALYSIS SPREADSHEET

Stakeholders are invested in the project and project managers have to keep them
updated and manage their expectations. That’s where this free stakeholder
analysis template for Excel comes in. It helps you identify and manage all the
stakeholders in your project. This free template is a cornerstone of any
thorough stakeholder management plan.

The stakeholder analysis template gets you started with a project overview,
which is followed by a list of all the stakeholders involved with the project.
There’s a dropdown menu to note if that particular stakeholder is of high,
medium or low influence. That means, how much power they have to impact the
project. That information is crucial to how to manage them. Then you identify
each stakeholder in the spreadsheet as they relate to the project. Note the
frequency you need to communicate with each stakeholder and more to manage them
and keep the project moving forward.


25. COST BENEFIT ANALYSIS SPREADSHEET

Crunch the numbers to learn if your project is worth pursuing with our free
cost-benefit analysis template for Excel. You can see if the project can be
delivered within a specific time frame and reasonable cost. This Microsoft Excel
template allows you to compare what you expect to spend against the benefits or
opportunities the project might provide. From a cost perspective, you can see if
the project is viable.

Whether a personal or professional project, our free cost-benefit analysis
template is a powerful and flexible tool. It can be used over and over again,
collecting the project information, quantitative costs (indirect, intangible and
opportunity) and quantitative benefits (direct benefits, indirect benefits,
intangible benefits and competitive benefits). Adding up the three cost sections
and the four benefits sections of the template provides a total cost to compare
against total benefits. It’s an essential analysis to undertake before
committing to any project.


USING EXCEL FOR PROJECT MANAGEMENT

Think of all the things you have to process along the way to a successful
project—scheduling, resource planning, defining tasks and milestones, etc. The
days of Post-It notes and notebooks filled with scraps of paper are long gone.
Thankfully, today project managers can use Microsoft Excel templates for project
management.

Microsoft Excel does a lot of things well: mathematics, analysis and
organization. But, it’s not intuitive for project management due to its blank
spreadsheet format. So, without using pre-built project management spreadsheets
or templates, it’s hard to execute project management on Excel.


GO BEYOND EXCEL PROJECT MANAGEMENT TEMPLATES & SPREADSHEETS WITH PROJECTMANAGER

Project management software can take you way further than Excel templates for
project management ever could. ProjectManager, an award-winning project
management software, is a comprehensive platform that lets you plan, track and
report on your projects online. Because it’s an online tool, you get live
visibility into your project team and their tasks.

Plan your projects from start to finish with our Gantt chart feature. This
feature allows you to map your project tasks in phases and assign them to team
members. You can even create dependencies and set milestones. Plus, you can
import Excel files and Microsoft Project files into the Gantt chart, bringing
your static templates to life. In addition, ProjectManager integrates with over
1,000 third-party apps such as Google Drive, Slack and Microsoft Office 365 so
that you can share your project with everybody on your team.

Team members (and managers) can choose to manage their own tasks in either the
task list or kanban view. The kanban view is a favorite for visual workers who
are involved in many projects. The customizable columns on a kanban board allow
a user to easily see their progress, or sort their tasks by project or
department. Of course, every view, whether it’s the Gantt, list or board, allows
you to collaborate with other team members and get more work done than you ever
thought possible. You’ll wonder why you ever used project management Excel
processes.

Get all the features of these Excel project management templates and more when
you use ProjectManager. All of these tools are available in our award-winning
project management software to help you plan, track and report on your project
in real time. See what it can do for you by taking a free 30-day trial run.

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