SmartsheetTraining for Producers€¦ · •Mark specific points along a project timeline. W2O \22 October 2019\Proprietary and Confidential Property of W2O Group Pg. 7 Glossary 2

$Page 1: SmartsheetTraining for Producers€¦ · •Mark specific points along a project timeline. W2O \22 October 2019\Proprietary and Confidential Property of W2O Group Pg. 7 Glossary 2$
W2O \ 22 October 2019 \ Proprietary and Confidential Property of W2O Group

by Lesley Martin & Brianna Kuhl

Smartsheet Training for Producers

Pg. 2W2O \ 22 October 2019 \ Proprietary and Confidential Property of W2O Group

What’s your impression of Smartsheet?

UglyClunky

Daunting

Confusing

Intimidating

Unfriendly

Dated

Robust Excel

Scary


The Magic of Smartsheet

1. Planning within dependencies & constraints 2. Monitoring progress3. Forecasting risks4. Finding creative solutions


AgendaBasics

How To Create a Timeline

How To Manage a Timeline

How To Share a Timeline

Best Practices

Case Studies

Pg. 5W2O \ 22 October 2019 \ Proprietary and Confidential Property of W2O GroupW2O \ 22 October 2019 \ Proprietary and Confidential Property of W2O Group

Basics• Glossary• Smartsheet RACI• Time commitment


Glossary 1

• Gantt chart• a chart in which a series of horizontal

lines shows the amount of work done or production completed in certain periods of time

• Duration• How long something should take

(typical quantity= 1 day)• Milestone

• Mark specific points along a project timeline


Glossary 2

• Predecessors• What must happen first in order for

another task to begin• Example: a client review is typically

a predecessor for a round of revisions

• Dependency• Something that can only happen once

it’s predecessor(s) have occurred. If there is a dependency, a timeline CANNOT move forward without • Example: Account team sign off on

a concept before a client presentation


Glossary 3

• Lead Time• Time spent when a task is waiting to be started or completed

• Lag Time• Time spent when a project is ’inactive’• Also, the ‘time in between’ 2 tasks

• Non-Working day• A day on which no work can occur. Can be a weekend or a

holiday. Dates can be altered by Smartsheet settings to be discussed on slide 14• Example: For W2O employees, New Years Eve is typically a

non working day


Glossary 4

• Owner• Originator of the Smartsheet

• Admin• Someone who can create and edit new Smart

Sheet – typically a producer• Editor

• Someone who can edit [and possibly share] the Smartsheet– typically others on a team

• Viewer• Someone who can view a Smartsheet, but cannot

edit – might be the client or vendor


Who uses Smartsheet, and how?

Producer DisciplineLeads

ResourceManager

Account Team

Client

RACI Accountable, Responsible

Consulted Informed Consulted Informed

How? • Develop timelines

• Daily tracking

• Risk reporting

• Owner/admin

• Consult Producer to determine steps and timing

• Review for upcoming schedules and work durations

• Input on resourcing projects

• Editor/viewer

• Review for upcoming schedules and work durations

• Resource projects daily/weekly

• Viewer

• Represents client on consultation for targeted dates

• Review client-facing timeline before sending to client

• Inform client on timing and risk

• Editor

• Receives high level timeline (as either a separate client-facing version, or edited export)

• Viewer


What’s the time commitment?

Build Timeline (1 hour)

Verify with Teams

(30 mins)

Maintenance (15 mins/day)*

*Substantial changes may take longer


How To Create a Timeline• Templates • Creating a project sheet• Predecessors• Duration• Non-working Days


Templates

Email Campaigns Template_EmailsWebsites Template_Website_updated_7.10.17Paid and Display Banners Template_Banners_Paid_DisplayPaid Search and Text Ads Template_Paid-Search-TextAdsVideo Animation Template_Video-AnimationBrand Concept & Execution Coming in early 2018!Social Coming in early 2018!

https://app.smartsheet.com/b/home?lx=HznXndXQ4Bws1rqcMdEUkw

https://app.smartsheet.com/b/home?lx=Tz2pgP8MmtlSM07mMsW0zA

https://app.smartsheet.com/b/home?lx=-NLDyW_sf8lFLxiSP7Kzfw

https://app.smartsheet.com/b/home?lx=WKE4GfaDGRAJUHns02cWLg

https://app.smartsheet.com/b/home?lx=DJOK-6Dy0hrVg2bl4-NdJQ


Creating a New Project Sheet


Start with Columns

Planning Monitoring


Understanding the Menu

Save

Undo & RedoPrint (export)

Grid & Gantt ViewsCard View & Calendar Views

Out-dent & Indent

Alignment & Wrap TextClear Format & Format Painter

Conditional Formatting & Highlighted Changes

Insert Rows & ColumnsInsert Links & Images

DANGER!Always save your work!


Understanding the Expanded Menus


Add Rows for Rounds, Tasks, & Milestones


Indent to Create Hierarchy


Duration

Duration Format

Weeks 2w

Whole working days 4d

Partial working days 3.5d

Hours 7hMinutes 60mSeconds 500s

Combination 4h 30m


Predecessors

• Finish-to-Start (FS) • start after the predecessor finishes

• Finish-to-Finish (FF) • finish at the same time the

predecessor finishes

• Start-to-Start (SS) • start at the same time the

predecessor starts

• Start-to-Finish (SF) • finish before the predecessor starts


Predecessors


Predecessors


Why Won’t These Dates Work?


Add Non-working Days in Project Settings


How To Manage a Timeline• Status • Conditional Formatting• Comments• Assignments


Status


Conditional Formatting


Status Color Coding


Client Color Coding


Assignments


Comments


How To Share a Timeline• Sharing• Exporting• Internal Communication• Client Communication


Sharing Smartsheet


Print View / Export to PDF


Export Smartsheet to Excel


Emailing Dates to Team

1. Export Excel2. Copy & paste into email3. Edit for clarity


Gantt View


Steps for a Client-Friendly Version

1. Define level of client involvement

2. Define sharing file format • i.e. PDF or Excel

3. Remove internal dates

4. Remove internal notes

5. Edit columns • i.e. Assigned, Comments

6. Highlight due dates

7. Replace “Client” with “Company Name”


Link Cells to Create a Client-Friendly Version


Best Practices• Questions to Ask When Creating a Timeline• Round of Review• Daily Maintenance• Sharing Dates with Team• Creating Hotsheets


Questions to Ask When Creating a Timeline

• Are we driving towards a specific due date or event?

• What’s the client’s review process?• Which stakeholders at what points?• How long to gather feedback?

• What’s the legal review process? • What deliverables need to be legally reviewed?

• Where are the teams based?• Office closures and holiday schedules

• Who has upcoming vacations and OOO days?


Round of Review

• Each round has at least 1 Internal and 1 Client Presentation/Review

• Internal Reviews held at least 24 hours before Client Presentation/Review• We need internal sign-off before deliverables are sent to client• Never hold the internal review the same day as the client review• We need to give the creative team time to update creative based on internal feedback• For an open-ended deliverable, i.e. campaign creative or logo, we might hold two internal

reviews (with the first internal at least 3 days before client presentation)

• Difference between “Client Presentation” and “Client Review”• We should always present new creative to client during a call/screen-share• Client may review revised deliverables via email or with account team only

• Set a specific date for Client Feedback Due


Daily Maintenance of Smartsheet

• Reserve 15 minutes a day to

1. Develop hot sheet, or review hot sheet from the day prior2. Make changes based on real-time information3. Check how changes affect delivery dates4. Use RACI to inform consulted teams of changes5. Report on risks 6. Confirm that changes are internally approved

• Account for daily maintenance in your Staff Plans


Sharing Dates with Your Team

• Gauge your team members’ comfort level using Smartsheet

• Determine the best format for communicating dates• Smartsheet link• Exported file• Hot sheet / email


Creating Hot Sheets

• Producer develops timeline

• Discipline leads & account team input & sign off

• Producer reviews daily and sends by 10am

• Risk reporting• Flagging on hot sheets• Separate notes to involved teams• Document in email and/or Flow


Case Studies• AstraZeneca• Stryker


AstraZeneca Timeline Case Study

• Developed using basic printing and campaign execution template

• Client deadline required additional account team alignment

• Internal-use only to inform hotsheet

• Production schedule developed separately and links to concept artwork phase


Stryker Neurovascular Calendar

Master Calendar

Internal Status

Client Calendar


Stryker Neurovascular Internal Status


Stryker Neurovascular Client Calendar


Any questions?What was most important to you?What could be improved?

Documents

SmartsheetTraining for Producers€¦ · •Mark specific points along a project timeline. W2O \22 October 2019\Proprietary and Confidential Property of W2O Group Pg. 7 Glossary 2