So, you're on the hunt for the best Smartsheet alternatives, huh? You've likely realized that while Smartsheet has its perks, it might not be the one-size-fits-all solution for your project management needs. Maybe it's the pricing or perhaps some key features just don't click with what your team is looking for.
In this article, we'll tell you all about the best Smartsheet alternatives for 2024. We'll also show you why people are on the hunt for alternatives in the first place and what to look for in the right alternative.
What is Smartsheet?
In order to look for Smartsheet alternatives, you need to know the most important features your team requires. At the core, Smartsheet is focused on project management, which helps keep your team organized. Smartsheet is certainly not the only project management tool out there, even though it's used by over 90% of Fortune 100 companies.
Why the Need for Smartsheet Alternatives?
Basically, it depends on the person or team. The need for a Smartsheet alternative can range from cost issues to lack of useability. Here's a few of the most common reasons why people look for an alternative for Smartsheet:
Cost is Too High
Smartsheet is a subscription-based platform, and some users or organizations might find it expensive, especially when scaling up or needing advanced features that require higher-tier plans. Although there is a free plan, it's very limited. The next level up costs $7/user/month/ and the business plan clocks in at $25/user/month.
Steep Learning Curve
While Smartsheet is designed to be user-friendly, new users might find it complex or overwhelming, especially if they're not familiar with project management software or spreadsheet-like interfaces.
As Christina shares in a G2 review:
There is a bit of a learning curve for those who are interested in diving deeper. It does take some time to learn the formulas which are similar to Excel but just "different enough" that it can throw you for a loop. Our suggestion is that you choose one to two people on your team to become subject matter experts in Smartsheet who can guide the team through the transition.
Lack of the Right Features
Although Smartsheet offers a wide range of features, some users might require specific functionalities that are not available or as developed in Smartsheet, such as advanced reporting, customization, or different project management methodologies (e.g., Agile, Kanban).
User Cecily remarks on the lack of features in this G2 review:
Well, I used to dislike that you couldn't do more between sheets - but SmartSheet updates things all the time! That said, I do wish I could "edit" templates without having to first use the sheet, and then re-save as a template. I wish we could save a "type" of sheet - and then all edits made to the type (ie, conditional formatting, column options [ie if I add an option to a dropdown on a change order log]) that it would add to all sheets of that "type." I understand that can be a little tricky, and I know I can edit the template but for sheets already in progress we don't want to lose the work and the updates are time consuming. "Apply this update to all sheets in this category" would be a great option!
Not User Friendly
Some users might prefer a different user interface or experience, finding Smartsheet's spreadsheet-like environment less appealing or harder to navigate compared to more visually-oriented or simplified project management tools like Basecamp, Trello, or Asana.
Customization is Limited
Users looking for more customization options for their project management tools might find Smartsheet limiting. This could include the ability to customize workflows, fields, forms, and reports to a greater extent than what Smartsheet allows.
Individuals and organizations have diverse needs and priorities when it comes to project management and collaboration tools, leading them to explore alternatives to Smartsheet that better align with their specific requirements.
What Features are Most Important in a Smartsheet Alternative?
Finding the right project management tool can be like searching for whatever is a digital needle in a digital haystack. With so many options available, pinpointing the perfect fit requires understanding what features matter most to your team's productivity and workflow.
If you're considering moving away from Smartsheet or simply exploring your options, here are essential features to look for in an alternative:
1. User-Friendly Interface
The best tools are those that require minimal training to get up and running. An intuitive, user-friendly interface ensures that all team members can navigate the software effortlessly, regardless of their tech savviness. This ease of use is crucial for maintaining high levels of engagement and productivity across various projects.
2. Collaboration Capabilities
In today’s remote work environment, collaboration is key. Look for alternatives that offer real-time updates, commenting capabilities, document sharing, and integrated chat functions. These features help keep everyone on the same page and foster a collaborative workspace even when miles apart.
3. Customization Options
No two teams operate exactly alike; hence customization is critical. The ability to tailor workflows, views (like Kanban boards or Gantt charts), reports, and dashboards means you can adapt the tool to fit your specific project needs rather than adjusting your processes to suit the software.
4. Integration with Other Tools
Your chosen alternative should play well with other tools you’re already using within your ecosystem such as email clients, marketing automation platforms, CRM systems, Salesforce, etc., ensuring seamless data flow between different applications without manual intervention. Always check reviews and integration lists before signing up for a new software.
5. Rigorous Security Measures
In an age where data breaches seem commonplace, security cannot be overlooked. Ensure any potential Smartsheet alternative has robust security protocols including encryption methods during transmission/storage of data along with compliance certifications relevant to your industry (such as GDPR).
6. Affordable Pricing Structure
Last but not least - cost efficiency plays a significant role especially if scaling operations or managing tight budgets. Different pricing structures suit different sizes and types of organizations; therefore assessing total value against price points will guide you towards making an informed decision without compromising on necessary functionalities.
The Best Smartsheet Alternatives for 2024
Finding the right project management tool can feel like searching for a needle in a haystack. With so many options, it's tough to know where to start. If you're looking beyond Smartsheet for something that fits your team better, you're in luck. Here are some top alternatives that could revolutionize how you handle project management.
1. ProofHub
If organization and collaboration are at the top of your list, ProofHub deserves a look. It combines powerful features with simplicity, making it easy for teams to stay on track without getting bogged down by complex interfaces.
This platform lets everyone from team members to stakeholders collaborate seamlessly across tasks and projects. Moreover, the straightforward pricing structure offers a refreshing change for those weary of navigating through confusing per-user charges.
As user Dharvi says in a G2 review:
For me, the most stand-out USP of ProofHub is its capability to serve as an “all-in-one” solution for teams of any size across various industries. No other tool offers you such a vast array of features while keeping things simple and organized. A suite of thoughtful features, like task management, file management, time tracking, instant chat, etc, help you to seamlessly manage and prioritize your daily work, collaborate with others while keeping a close eye on your productivity and efficiency at work. The tool makes sure that you focus on most important tasks first and do not waste time on low-value tasks, which helps with timely completion and delivery of projects.
2. Workzone
Workzone is another strong contender with its blend of user-friendliness and robust functionality. For those who need more than what simpler tools offer but aren't ready for the complexity (or cost) of heavyweight software, Workzone strikes an appealing balance.
This instrument excels by offering tailor-made reports and mechanized processes that simplify tasks, ensuring all team members are up-to-date with their duties and timelines.
As one user noted in a G2 review:
Tasking using dependencies is very helpful and saves a lot of time, especially when project timelines and due dates get moved or are late from partners. The calendar view is also very helpful, especially when planning ahead for time off.
3. Google Sheets
Sometimes simplicity wins out over specialized project management tools. Google Sheets, part of the broader G Suite ecosystem, offers unparalleled flexibility for managing projects through spreadsheets—especially when paired with add-ons designed specifically for task tracking or resource allocation.
You might be surprised at how effectively this familiar interface can manage intricate projects once customized properly.
Here's what user Andy had to say about Google Sheet in a GetApp review:
The application has several positive aspects, but the first to highlight is that it is free! The comparison always arises between this app and Excel. Google Sheets is more limited than the latter, but it has enough functions to replace Microsoft in low-medium complexity tasks. Something that stands out with respect to the desktop versions of Excel is the possibility of sharing the document and working it between several people simultaneously remotely.
4. Microsoft Project
If comprehensive feature sets aligned closely with traditional project management methodologies appeal to you, Microsoft Project makes an excellent choice. Its detailed planning capabilities allow managers deep insights into resources utilization. Microsoft Project is used by over 20 million people worldwide.
Gantt charts serve as graphical representations, mapping out schedules visually.
All within one integrated solution. However, it comes at a higher price point and may have a steeper learning curve than some alternatives, so it's best suited to larger organizations or those heavily invested in PM frameworks like PMI’s PMP.
As user Mohammed says in a G2 review:
One of the standout features of Microsoft PPM is its intuitive and user-friendly interface. Navigating through the software and accessing various functionalities is a breeze, even for users with limited technical expertise. The ability to customize dashboards and reports according to my specific needs has greatly enhanced my productivity and decision-making capabilities.
5. Taiga.io
Taiga.io offers users an open-source option that balances agility with practicality perfectly for agile enthusiasts looking for customization without sacrificing ease of use. Its emphasis on user stories, kanban boards, and sprints makes it ideal for software development teams or any group following iterative processes.
As one user shares in G2 review:
Taiga is a project management software that has a platform that is responsible for designing the most attractive way to work tools, as it has the features and functions necessary to perform the tasks in the most intuitive, fast and easy way, among which is the compatibility with Kanban boards to organize the development of any type of project making it more visually compressible to perform analysis reports.
6. Agile Place (Formerly LeanKit)
Agile Place by Planview takes the Agile game up a notch, offering tools that let teams see their workflow in real time and spot any hold-ups right away. Planview is a visual project management tool that adopts the Kanban methodology to help teams visualize and manage their workflows more effectively.
It's designed to support the principles of lean management and just-in-time production, enabling teams to identify bottlenecks, manage workloads, and improve their processes over time.
Agile Place uses Kanban boards as its core feature to visualize work. Each board represents a project or process, with columns representing stages of work and cards representing tasks. This visual approach makes it easier for teams to understand their work's status and prioritize tasks effectively.
As user Riti N. Notes:
The platform's workflow and processing are given priority by the tool. simplifies the process of controlling the operating phases and being traceable.
This application also generates the reporting and analytical reports for numerous projects in an intuitive manner. simplifies managing and keeping track of numerous projects.
The application offers every dependable function needed to handle and analyze work and data in one location.
This has a variety of spectacular and practical automobile technical features that automate the process planning and save a significant amount of time.
Users may fully customize it to suit their demands and work style thanks to the user-friendly interface, which is really beneficial.
7. Open Project
For teams and businesses seeking a powerful open source Smartsheet alternative, OpenProject stands out as a robust option. It's not just an alternative; it’s a statement about valuing transparency, control over one’s data, and the collaborative spirit of the open-source community.
OpenProject not only meets but exceeds data privacy expectations, ensuring organizations can trust it with their sensitive information while navigating the complexities of GDPR compliance. Housing your information within the European Union elevates tranquility around abiding by legal frameworks and safeguarding data integrity. This aspect alone makes OpenProject a compelling choice for those prioritizing data protection in their project management tools.
As a user notes on a G2 review:
The vast feature set across traditional and agile methodologies allows any project management approach. OpenProject is super intuitive to use, there is a great online documentation (and personal support) but it is not really needed. I love that you can do everything in OpenProject and don't need any other tool. Even emails are not necessary because you are communicating in OpenProject, that really helps to streamline communication. We have increased our productivity because all information is in one space and you don't lose time going through different systems looking for the latest information.
8. Scoro
Scoro is a comprehensive work management solution designed to streamline workflows and enhance productivity for businesses and teams. As an alternative to Smartsheet, Scoro offers a wide range of features aimed at improving project management, time tracking, billing, and reporting, among others.
Scoro allows users to manage projects with detailed plans, tasks, and timelines. You can assign tasks, set priorities, deadlines, and track the progress of projects in real time. It supports both traditional project management methodologies and Agile approaches, offering flexibility in how projects are structured and managed.
A standout feature of Scoro is its work scheduling and time tracking capabilities. It includes a built-in calendar and planner that enable users to schedule work, meetings, and events efficiently. Time spent on tasks can be tracked directly within the platform, facilitating accurate billing and productivity analysis.
As user Cheryl says in a G2 review:
We've been using Scoro for over a year now, and it's had a significant impact on our operations. It's helped us streamline our processes, stay organized, and make data-driven decisions.
Integrating Scoro into our existing systems was straightforward and has boosted our productivity. Our team quickly adapted to it after group training, making the transition seamless.
The customizable views in Scoro have improved how we assess assignments, providing greater accuracy than before. The timesheet functionality is particularly useful, offering a quick overview of team productivity.
Scoro's ability to customize views for the team, projects, or individual tasks has been invaluable. Additionally, being able to revisit past projects and add new tasks for updates helps us leverage historical data for decision-making.
It's become an essential tool for our team, especially for managing daily tasks amidst a high volume of quotes and tasks. The integration between tasks, projects, and quotes simplifies our workflow. The search function makes it easy to match clients to quotes and access past job details.
9. Nutcache
Nutcache is a project management and collaboration tool designed to cater to the needs of small to medium-sized businesses and freelancers. As an alternative to Smartsheet, Nutcache focuses on providing an all-encompassing solution that includes time tracking, project management, invoicing, and expense management features.
This tool supports Agile methodologies, offering features like Scrum boards and Kanban boards, which allow teams to manage their projects with flexibility and efficiency. These tools help in organizing tasks, tracking progress, and adapting to changes quickly, making it suitable for teams that follow Agile practices.
Nutcache provides collaborative boards that enable teams to visualize their work process, share tasks, and collaborate in real-time. These boards can be customized to fit the team's workflow, making it easier to manage tasks, deadlines, and priorities.
User Olivia A. says in a G2 review:
It is a program designed for different things around the projects that can create in your company, you can through its modalities organize your projects, keep track of the employees who perform these projects and the costs it carries, you can through organizing the budgets of your projects in a simple way.
10. Celoxis
Celoxis is a comprehensive project management and collaboration software that offers a wide array of features to help businesses plan, manage, and execute projects efficiently. As an alternative to Smartsheet, Celoxis stands out with its robust set of tools designed for project planning, resource management, time tracking, and analytics.
Celoxis offers detailed project planning capabilities, including Gantt charts, project scheduling, and critical path analysis. It supports both traditional project management approaches and Agile methodologies, providing flexibility in how projects are managed. Users can set dependencies, milestones, and constraints, ensuring comprehensive project plans.
One of Celoxis' strengths is its resource management feature, which allows managers to allocate resources effectively, avoid overloading, and optimize utilization. The tool provides visibility into resource availability, workload, and performance, helping teams to balance demand and capacity.
User Naman says in a G2 review:
Celoxis is an enterprise project and portfolio management software tool that offers several features like analytics, dashboards, empowering teams to streamline their projects, resources, and workflows. It makes easier for users to traverse the software and perform tasks effectively. Documentation and customer support provided by the Celoxis team are of great use if I am stuck anywhere while using this tool.
11. MindManager
MindManager is a versatile tool designed for individuals and teams looking for a dynamic way to visualize information, manage projects, and improve collaboration. Unlike traditional project management software like Smartsheet, MindManager focuses on mind mapping and diagramming as the core of its functionality, offering a unique approach to organizing and presenting data.
At its heart, MindManager is known for its powerful mind mapping features. Users can create comprehensive maps that visually represent ideas, tasks, and information. These maps can be used for brainstorming, planning projects, outlining strategies, and organizing complex information in an easily digestible format.
Beyond mind mapping, MindManager offers tools for project planning and management. Users can convert their mind maps into Gantt charts for project scheduling, track deliverables, set priorities and deadlines, and assign tasks to team members. This integration of visual planning and project management tools makes it easier to see the big picture and manage details effectively.
One user, Robert, notes the following about MindManager in a G2 review:
There have been a number of updates to the system over time that have moved it to the cloud and added extra functionality around shareing and collaboration with a single document. They can also do more than just traditional mindmpas now which means the system is not as narrow in focus as it was. But at it's base level it's an excellent way to visualise and capture discussions and brainstorming. It's very easy to use and there is no implementation required so you just get a licence and away you go. It can be used in every meeting or ideation session where these kind of abstract ideas linked together need to be captured .
Which Smartsheet Alternative Will You Choose?
Finding the top-tier alternatives to Smartsheet can significantly enhance your team's efficiency. Cost doesn’t have to be a barrier since many of the tools featured offer great value without compromising on features. Tools for enhancing user interaction and team cooperation significantly shift the dynamics of team productivity.
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