For simple project management, something as simple as a sticky note could do the job. But as tasks pile up, deadlines loom, and teams grow, you’ll need a system to stay organized. That’s where spreadsheets come in – a natural next step for managing timelines, tasks, and resources all in one place.
Individuals and teams can rely on spreadsheets for their flexibility and structure. Today, we’ll showcase the best project management spreadsheet templates to optimize your workflows – and introduce a powerful tool that can take your business beyond the limitations of spreadsheets.
Gantt chart templates for project management
Gantt chart templates could be a suitable solution if your team handles challenging projects. These spreadsheets are characterized by task visualization, mapping timelines, and showing dependencies in a structured format.
1. Simple project spreadsheet for mid-sized companies
This template is a great starting point if you’ve not used a Gantt chart before. It’s easy to use, sharable, and free from unnecessary extras that complicate planning.
Designed for mid-sized companies, this Excel project management template breaks tasks into clear phases like ‘Project Initiation’ and ‘Project Planning.’ Each task is assigned to an owner for full accountability.
Progress bars and percentage completion columns offer a quick snapshot of task statuses, making it easier to prioritize and adjust as needed.
2. Intuitive Gannt template for small and mid-sized teams
If your team prefers a simple, streamlined approach, this template offers exactly that. Unlike the first option, which highlights detailed phases like ‘Project Initiation,’ this template focuses on flexibility and customization.
It provides a clean project dashboard to group tasks into categories that fit your workflow. Blue bars show task timelines, helping teams identify overlaps or priorities without unnecessary complexity.
Using the template, you can track completion percentages, assign resources, and keep track of deadlines. It's perfect for teams needing clarity and structure without overwhelming details!
3. Project plan template
Try this project planner template
Planning sprints or feature rollouts? This project planner template offers a structured way to manage tasks and timelines. Unlike the earlier templates that focused on categories or flexibility, this structure tracks planned progress versus actual progress.
The Excel-based template includes a detailed dashboard to monitor activities along a structured timeline. Fields for planned start, planned duration, actual start, and actual duration highlight discrepancies between the plan and reality.
Percentages indicate task completion levels, allowing teams to address delays or prioritize tasks close to completion. Columns for periods show activity progression, providing a clear overview of the project.
Kanban board templates
Kanban templates organize tasks visually using columns like ‘To-Do,’ ‘In Progress,’ and ‘Completed.’ This board-style layout offers an easy way to manage workflows and track results. These templates work particularly well for software development operations or marketing campaigns.
4. Color-coded Kanban spreadsheet template
Prefer agile workflows? This Kanban-style project management template brings clarity and structure to your tasks. It organizes work into clear sections: Backlog, To Do, In Progress, and Test/Verify, helping you track progress and prioritize effectively.
Color-coded labels such as ‘Research,’ ‘Feature,’ and ‘Content’ make categorization straightforward, while columns for priority levels (Low, Medium, High) and estimated points simplify workload management.
Store ideas or future tasks in the Backlog, outline sprint priorities in the To Do section, and plan active tasks in the In Progress stage. Easily customizable in Excel and Google Sheets, this user-friendly template facilitates real-time team collaboration.
5. Sticky card-inspired Kanban dashboard
If you prefer an even more visual approach to managing projects, this Kanban-style spreadsheet uses a layout that organizes tasks across a project timeline.
It features columns such as ‘Backlog,’ ‘To Do,’ ‘In Progress,’ ‘Testing,’ and ‘Complete.’ Each task card includes essential details, such as status, assigned team members, and effort points for clear task management.
The template also includes a summary section to display overall progress, project duration, and team member assignments. It’s not only ideal for project managers but for teams seeking a practical way to stay focused on the bigger picture too.
6. All-purpose project status report template
Whenever you need a simple way to manage projects without unnecessary complexity, this project status report template fits the bill. It avoids overcomplicated columns and focuses instead on providing quick updates and efficient task tracking.
The template divides tasks into clear sections like Backlog, Active, Development, Testing, Deployment, and Complete. Each task appears as a color-coded card for easy organization, with assigned team members listed below.
It also adapts well for tracking multiple projects – offering flexibility and structure for teams managing various workflows.
Project timeline templates
Project timeline templates work well for project managers who need to break down a project into clear, manageable steps with defined time frames.
7. Detailed project timeline template
Think long-term projects require overly complex tools? This template challenges that notion. Designed for projects spanning many months, it offers a structured way to track progress over quarters.
The template breaks work into phases such as project conception, planning, and execution. Each quarter is highlighted with a unique color, creating a visual guide to keep your team on the same page. Pre-filled phases provide a starting point, but you can tailor them to suit your specific project needs.
8. Timeline project management Excel template
This project schedule template is a practical choice for managing smaller projects or meeting tight deadlines. It focuses on tracking progress across weeks or months, providing a concise overview.
Divided into project phases, the template avoids unnecessary complexity while still giving a structured view of timelines. Though it doesn’t include built-in columns for task assignments, you can add them to designate responsibilities as needed.
9. Long-term timeline project management template
This project workflow template, available in Canva, organizes work into quarters and years with phases like Planning, Strategy, and Development, making it a helpful tool for visualizing long-term projects.
However, since Canva is primarily a design platform, it lacks the functionality of dedicated project-planning tools. Unlike Excel templates, it doesn’t integrate with other Microsoft tools, which may limit its utility for complex workflows. Still, it remains a solid option for creating visually appealing workflow overviews.
10. Barchart timeline template
What if you could combine a bar chart’s clarity with a detailed task breakdown? This project timeline template does exactly that. It uses colored bars to represent tasks, making it easy to spot progress, overlaps, and deadlines at a glance.
Categories like ‘Concept Development,’ ‘System Design,’ and ‘Detail Design’ group tasks into clear sections with defined start and end dates. The chart links seamlessly with the task table below, where you enter key details like dates, categories, and task names.
Once updated, the chart adjusts automatically. Colors highlight different phases of your project while bar heights and positions illustrate task durations.
Dashboard project management templates
If you’re a visual thinker (like 65% of people), dashboard project management templates might be exactly what you need. They turn raw data into easy-to-understand visuals so you can track progress and spot issues at a glance.
Dashboards show everything in one place – what’s on schedule, what’s delayed, and where bottlenecks could slow things down – helping you stay in control with minimal effort.
11. Budget-related dashboard template
Unlike basic project management templates, this dashboard provides a complete view of your project, making it ideal for task and budget management.
At its core is a detailed task list that assigns responsibility, priority levels, and current status – whether complete, in progress, or overdue.
Below the task table, a colorful pie chart shows overall task progress, highlighting what is on track and what needs attention. Budget oversight is ensured with a bar chart that compares planned and actual costs. A section for pending items, such as decisions or change requests, keeps unresolved issues visible.
12. Chart-only project management template
You can use this dashboard to stay on top of priorities and budgets. It shows project progress with a timeline and color-coded statuses for each task.
Below the timeline, pie charts show task statuses and priorities at a glance. A bar chart compares planned and actual budgets, providing a clear view of financial performance without switching to budget spreadsheets.
Pending items, like decisions and requests, have their own section.
Use Capsule CRM to automate project management
Project management involves more than just checking tasks off a spreadsheet. Capsule CRM integrates project management into your CRM – creating a single platform to centralize your team’s efforts.
Capsule CRM simplifies workflows, offers real-time visibility, and connects sales, service, and project delivery in one system.
Why Capsule CRM outshines spreadsheets for project management?
- Centralized project data: Capsule organizes all project-related information – timelines, budgets, and communications – in one accessible platform.
- Task management: Assign tasks, set priorities, and automate workflows using Tracks – a series of predefined steps ensuring consistency and clear progress for every project.
- Real-time visibility: Capsule provides dashboards that allow teams to monitor project status, identify bottlenecks, and see task progress at a glance.
- Mobile flexibility: Capsule’s mobile app ensures your team can log data, update tasks, and access project history even on the go.
- Integrated workflow: Capsule integrates with tools like Google Workspace, Outlook, and accounting software.
Get started with Capsule’s free version, explore advanced features with a 14-day free trial, and leave spreadsheets behind.
Conclusion
From detailed Gantt chart spreadsheets to simple Kanban boards, project management templates offer a variety of ways to organize tasks, timelines, and budgets. These templates work well for teams that prefer manual planning and tracking to keep projects on track.
But sometimes, spreadsheets aren’t enough: Capsule CRM goes beyond templates, combining project management with powerful CRM features.
Unlock simplified project management with Capsule CRM - get started for free today.
