Smartsheet has introduced a suite of AI-powered tools designed to revolutionize productivity and streamline workflows. These features aim to simplify complex tasks, enhance data analysis, and support effective project management. We had a chance to explore these new features and in this article, we’ll summarize the capabilities of these tools, their practical applications, and some of their current limitations.
For organizations wondering how to use Smartsheet for project management, these AI tools can serve as a game-changer, offering intuitive ways to handle tasks, analyze data, and create actionable insights.
Key Features of Smartsheet AI
Generating Formulas
Smartsheet’s formula generation tool allows users to describe their needs in plain language, and the AI generates the corresponding formula. We found this to be a particularly valuable tool, especially for users who lack advanced technical skills but need accurate and efficient calculations. Instead of manually constructing complex formulas, users can simply explain their objectives in natural language. The AI tool interprets these inputs and delivers precise formulas tailored to the task at hand. Additionally, Smartsheet offers a convenient auto-complete feature when creating formulas. As users begin typing a column name, the system provides suggestions and auto-completes the input, ensuring direct and accurate references to columns in the sheet. This not only saves time but also minimizes the risk of errors caused by mistyped column names. Together, these functionalities drastically reduce errors and accelerate workflow efficiency, especially in time-sensitive environments.
A project manager might use this feature to streamline resource allocation and tracking. For instance, they could generate a formula to calculate total hours worked by team members in a given week by typing a simple description such as “sum hours worked for all team members this week.” The AI will then create a formula referencing the appropriate columns. By leveraging auto-complete suggestions, the project manager ensures that columns like “Team Member” and “Hours Worked” are correctly linked, reducing the risk of manual errors and saving valuable time during busy project cycles.
One significant limitation of Smartsheet AI's "Generate Formulas" feature is the inability to reference external sheets or sheet summaries. This restriction can pose challenges for users managing multi-sheet projects, where data consolidation across multiple sheets is essential. For example, if a project manager needs to calculate the total budget across all department sheets, they would need to manually consolidate the data or rely on traditional cross-sheet referencing instead of leveraging AI for automation. This limitation impacts workflows that require a unified view of data spread across various sheets, reducing the tool's efficiency in large-scale or complex projects.
Creating Text Summaries
The text and summaries tool transforms raw data into meaningful narratives, enabling users to extract insights and communicate effectively. This feature is ideal for summarizing project updates, crafting persuasive ad copy, or generating executive-level reports. By analyzing the underlying data in a Smartsheet, the tool produces coherent and relevant textual content. This capability ensures that information is not only accessible but also actionable, saving time and enabling better decision-making across teams.
A project manager could use the text and summaries feature to craft detailed progress reports based on data from multiple teams. For instance, by summarizing task completion rates and overdue assignments, the project manager can generate an easy-to-digest narrative for stakeholders. This allows them to communicate project status quickly and effectively without manually sifting through raw data.
One potential downfall is that the AI may struggle to provide nuanced summaries for datasets with ambiguous or incomplete information. Generated text often lacks specificity or context, especially for highly specialized industries or unique use cases. Users may need to refine and adjust the AI-generated summaries to ensure they align with the intended communication tone and objectives. The tool’s effectiveness also heavily depends on the quality of input data, which can limit its usefulness in scenarios with inconsistent or poorly structured datasets.
Analyzing Data
The AI’s data analysis capabilities provide a powerful way to visualize and interpret information. Users can input natural language queries, such as "what were the quarterly sales by region?", and the tool will generate visual representations like bar, pie, or line charts. This functionality bridges the gap between raw data and actionable insights, making it easier for users to spot trends, identify areas of improvement, and present data-driven findings. By removing the technical barriers to data visualization, Smartsheet AI empowers users at all levels of technical proficiency.
Project managers might leverage the data analysis feature to track project performance metrics visually. For example, they can request charts showing task completion trends or budget utilization over time. These visual insights help managers identify bottlenecks or resource imbalances, enabling proactive adjustments to ensure project goals are met without having to manually sift through data in the sheet.
Despite these strengths, the visualization tools lack advanced customization options required for presentation-quality outputs. Users might find it challenging to refine visualizations to meet specific needs or branding guidelines. Additionally, vague or overly broad queries can lead to incomplete or misleading charts, requiring further clarification or re-querying. Handling large datasets may also result in delays when rendering visualizations or processing queries, potentially disrupting workflows during high-demand periods.
In-App Assistance
Smartsheet’s AI assistant acts as a dynamic guide within the platform, providing instant support and suggestions. Whether you’re a new user trying to navigate the interface or an experienced professional seeking advanced functionality, the AI assistant adapts to your needs. It simplifies onboarding for new team members by providing step-by-step instructions, while also helping experienced users optimize workflows and implement best practices. This tool ensures that users can maximize the platform’s capabilities with minimal downtime or confusion.
For project managers, the AI assistant is an invaluable tool for setting up new sheets or automating repetitive tasks. For example, they can use it to establish automatic reminders for upcoming deadlines or to create workflows that notify team members of task dependencies. This helps managers maintain organization and keep the team aligned with project milestones.
While helpful, the AI assistant has limitations in addressing complex or highly specific queries, often necessitating escalation to human support. The suggestions provided by the assistant may sometimes feel too generic for advanced workflows or nuanced configurations, reducing its effectiveness for seasoned users. Additionally, over-reliance on the AI assistant for routine tasks might lead to a lack of deep platform knowledge among team members over time, potentially impacting long-term productivity and skill development.
Conclusion
Smartsheet AI represents a pivotal shift in project management, enabling teams to handle complex tasks with greater ease, improve efficiencies, and maintain focus on critical project timelines. From intuitive formula generation to insightful data visualization, these tools empower organizations to streamline project planning and decision-making processes. However, maximizing Smartsheet’s potential requires expertise in implementation and strategic use of its features.
Partnering with MustardSeed PMO ensures you fully leverage Smartsheet for your project management needs. With deep expertise in Smartsheet’s capabilities and a commitment to tailoring solutions for your organization, we provide the guidance and tools needed to elevate your project management practices.