Solution Guide

PROJECT .02

Knowledge
Management
Find it online: smartsheet.com/pm-solutions/knowledge-management

Coordinate Anything
About Knowledge Centralize program knowledge
Create wiki-like sheets to leverage program stakeholders’
Management collective knowledge.

Good knowledge management increases Improve project delivery consistency

productivity, improves the quality of project Publish and share templates and methodologies so your
outputs and drives consistency across project managers can focus on delivery excellence.
deliverables. Smartsheet not only helps you
capture, organize and centralize program Increase project team productivity
Reduce new resource ramp-up time with role transition
resources, but it also helps you turn project
templates and onboarding checklists.
learnings into organizational assets.
This guide is built to help you use Smartsheet
Easily preserve and transfer learnings
to achieve your knowledge management goals. Document, archive, and transfer task guidance, project
documents and deliverables, roles and responsibilities.

Knowledge Management Solution Guide 2

Who should use this guide? What You’ll Learn
This guide is designed to show you how you
Whether you’re establishing new knowledge management processes
can build and execute world-class knowledge
or seeking ways to improve your current ones, you’re in the right place.
management processes to support your project
Common roles/titles who would benefit from this solution include: teams with Smartsheet. This guide will cover
the following:
Program Managers
Project Managers 1 An overview of the solution
Knowledge Managers
Knowledge Editors 2 A tour of the individual sheets
Knowledge Analysts
Business Analysts 3 How to get going
Business Consultants
Subject Matter Experts 4 Helpful resources and cheat sheets
Operations Managers
Operations Specialists

Knowledge Management Solution Guide 3

Components

ORGANIZE PUBLISH TRANSFER

Deliverables Project
Program Archive Closeout
Templates & Form
Resources Methodologies
Onboarding Program
Checklist Glossary

Role After Action

Transition Review
Organize program information in a Drive consistency across projects
central location for easy reference. by publishing templates and
methodologies. Preserve the deliverables and
learnings from your projects.

Knowledge Management Solution Guide 4

Program Resources A
Link to supporting information,
like expense or time tracking
forms.
Sharing program resources and information with project stakeholders is harder than it needs to be.
Instead of using a patchwork of applications, shared folders, intranets and emails to share information,
use Smartsheet as a single wiki-like repository. Smartsheet makes it easy to compile, share and update Attach any type of document,
information that lives in a variety of formats. B
like detailed policy information
or past newsletters.

Easily share the sheet with

C custom permission levels so
D
topic owners can keep their
A information up to date.
B
Use columns that can
D auto-update, such as “Last
Modified” date, so others know
how recent the information is.

Knowledge Management Solution Guide 5

 Create a custom sheet to
A personalize the onboarding Onboarding Checklist
experience.
Someone’s role in a project is not like a typical job role -- there is rarely sufficient time for onboarding.
Creating an onboarding checklist in Smartsheet helps smooth the transition to a new project. New team
Check off tasks as they are members can work through the checklist in their own time, speeding up their onboarding time and freeing
B completed so managers can up managers to focus on project delivery.
see progress.

Emphasize the most important A

C items, using conditional
formatting to highlight the row.
E
Set email reminders so nothing
D is missed during the chaos of B
onboarding.

C
Save the onboarding sheet as D
E a template for easy reuse.

Knowledge Management Solution Guide 6

Templates & Methodologies A
Organize templates by phase
so project teams can quickly
find the most relevant ones.
Methodologies and templates are seldom found nicely bundled together, ready to use. Project teams
don’t want to spend time searching for or creating new project templates. Instead, they’ll benefit greatly Attach templates directly to the
from using Smartsheet as a one-stop shop for approved methodologies and templates so they can B sheet – Smartsheet supports
concentrate on the actual project. virtually any file type.

If your templates live in other

C sheets, you can link directly to
them.

A D E List owners so everyone

D knows where to direct
questions.

Track changes with

E the “Modified” date column
B
that automatically updates
whenever a change is made.
C Know you’re working with
F
F current documents by tracking
document version controls.

Knowledge Management Solution Guide 7

 Filter any column or use
A hierarchy to group terms Program Glossary
alphabetically for familiar
navigation. Every organization has its own colloquialisms. To those who understand them, they speed up
communication. For new team members, it can be like learning a foreign language. Use Smartsheet as a
wiki-like solution to define and publish common terms. You can even crowdsource new terms by inviting
Attach or link to supporting project teams to add their phrases and definitions.
B information, like images or
websites to learn more.

View the change history of any

C cell so you know who made
which changes and when.
A
Share the sheet so others
D can add terms as they come
across them.
B
C

Knowledge Management Solution Guide 8

Deliverables Archive A
Upload deliverables directly to
the sheet to maintain a secure
record.
Treating project deliverables as important assets can be often overlooked. To adequately preserve your
institutional memory, you need to maintain a record of your project outputs that can serve as reference
material for the future. Smartsheet is a great place to catalog and archive your deliverables because it’s Filter any column, like Project
secure, available from anywhere, and easily searchable. B Name, to hone in on all of
the deliverables for a specific
project.

A D
C List the project owners
C alongside the deliverables so
you can track accountability.
E
A D
Use a web form to streamline
D the submission of completed
deliverables by project teams.
A

B B

Knowledge Management Solution Guide 9

 Use hierarchy to group
A information for enhanced Role Transition
navigation.
Few things are more frustrating than starting a new role and lacking the guidance, resources or dedicated
time with your new team. Oftentimes, the best person to learn from is actually the person who previously
Easily share the sheet with held the role. Smartsheet’s Role Transition template gives people a place to impart critical knowledge, like
B other team members so key resources, important contacts, task specific instructions, important meetings and general tips and advice.
they can help add relevant
information.

Link directly to supporting

C resources, like other sheets, C
documents or URLs.
A

Create a template from the

D Role Transition sheet so it’s
easy to create a new one for
every new person. B
D

Knowledge Management Solution Guide 10

Project Closeout Form A
Use the form to capture key
information, including budget
and schedule performance.
Project closeout activities rarely receive the attention they deserve. The closeout process requires that
deliverables are archived, contracts are closed and learnings are documented. Smartsheet’s customizable
web forms streamline the process by giving project teams an easy-to use form that walks them through Automatically collate web form
the information they need to provide. That information is then fed directly into a sheet, where program B submissions in one sheet.
managers can analyze a complete list of completed projects.

Filter by project managers so

C C you can see how they perform
A D over multiple projects.

B
E D
Verify that project managers
D have completed all of the
A necessary tasks with a simple
checklist.
A

Knowledge Management Solution Guide 11

 Attach or link to supporting
A documents, like budget or Project After Action Review
schedule analysis.
An After Action Review (AAR) is a simple process to capture the lessons learned from a project with the
Use symbols, like flags, to call goal of improving future performance. It is an opportunity for a team to reflect on a project, activity, event
B attention to the most important or task so that they can do better next time. Using Smartsheet to document your learnings not only helps
takeaways. structure the AAR, but it also helps you preserve the information in a shareable way so others can benefit
from the findings.
Use discussions to capture
C and preserve notes from the
AAR meeting.

*Best Practice: Conduct the

AAR as soon as possible after
the project ends so learnings A
are still top of mind.

Knowledge Management Solution Guide 12

Jump-Start Your Knowledge
Management with Smartsheet
Read through the solution guide You’ve had an overview of the solution – now try Smartsheet for yourself.

Sign up at smartsheet.com/pm-solutions/knowledge-management
Sign up or log in to Smartsheet You can also use this with your existing account by logging in.

Once you’re in Smartsheet, click on the “Getting Started” sheet in the pane
Open the Getting Started Sheet on the right. This sheet will orient you to everything you need to start
working in Smartsheet.

The sample data and structure is only there to help you get going. You
Customize the sheet can type over things, insert or delete rows or columns, rename columns,
change column types etc.

To open another sheet in the solution, simply return to the home tab, select
Start working and sharing the folder, and then the sheet. You can invite others to collaborate by
clicking the sharing tab on the bottom of the sheet.

Knowledge Management Solution Guide 13

 Other Recommended Steps

Delete sheets you don’t need Deleting a sheet is easy! You can learn how to here.

We know you have unique needs – that’s why we built Smartsheet.

Build your own sheet Click the + tab at the top of the sheet so you can build your own solution
from a blank sheet.

To help you get the most out of Smartsheet, we’ve included cheat
Use the “cheat sheets” in this guide sheets for formulas and shortcuts at the end of this guide.

Website Management
Knowledge Management
Solution
Solution
Guide
Guide 14
 Have questions or want to
learn more about Smartsheet?
Smartsheet Help Center - help.smartsheet.com
Everything you need to help you get the most out of Smartsheet.

Smartsheet Community - community.smartsheet.com

Ask questions, share best practices, and get help.

Submit your question - [email protected]

Want personalized help? Our design and services teams have you covered!

Send us your feedback - help.smartsheet.com/customer/portal/emails/new

Share your thoughts or suggestions about Smartsheet or our Solutions.

Plans and Pricing - smartsheet.com/pricing

Enjoy your 30-day free trial.

Knowledge Management Solution Guide 15

 Smartsheet Cheat Sheet Formatting
Keyboard Shortcuts Inserts a carriage return
+ (or) + or line break in Text
Basics Number cells. In order to
see the carriage returns
in the sheet, apply wrap
/ + Enters edit mode on selected cell formatting to the cell by
clicking the Wrap icon in
the left toolbar.
+ Saves all unsaved information
+ Indents Primary Column only

+ Undo the previous action since last save

+ Outdents Primary Column only

+ Redo the previous action since last save

Fill down
+ Italic + (also available
+ Inserts a row above the selected row.
by dragging cell
corner)
+ Bold

To insert multiple rows at once, press + Underline

and select multiple row headers, then click .

NOTE: Mac users should use instead of unless otherwise noted.

Knowledge Management Solution Guide 16

Formulas
+ x1
Inserts $ before column name
(horizontal cell reference lock).
Additional
Inserts $ after column Inserts $’s around
x 2 name (vertical cell x 3 column name (full cell + Displays the Open a Sheet form.

reference lock). reference lock).

Displays the Go To Row form. Type in the row number
+ you’d like to scroll to then click OK.

Date Column Cells Takes you to the first cell of Takes you to the top
the row you are currently on. + left cell of your sheet.
t:  Inserts today’s date.
Takes you to the bottom
+:  Enters date x days from today. Takes you to the last cell of
the row are are currently on. + right cell of your sheet.
-:  Enters date x days before today.
mon / tue / wed / etc... Inserts date of the current
Moves you up in your sheet.
week’s Monday, Tuesday, Wednesday, etc. Moves you down in your sheet.
yes:  Inserts yesterday’s date.
Displays or removes a checked box, star or flag in
tom:  Inserts tomorrow’s date.
the selected cell. Learn more about checkbox, star
next week:  Inserts date seven days from today. and flag columns in our Column Types article.
last week:  Inserts date from seven days ago.
Dec 15 / Jan 3 / etc: Inserts date of string entered.

Knowledge Management Solution Guide 17

 Smartsheet Cheat Sheet
Formulas

Numeric Formulas
SUM(): Adds selected values, or a range of cells. ROUND(): Rounds a given number to the desired # of digits.
Example: =SUM(Cost1: Cost5) Syntax: ROUND(cell1, #_of_digits)
Result: 1125.75 Example: =ROUND(Cost5, 1)
Result: 425.8
AVG(): Averages selected values, or a range of cells.
Example: =AVG(Cost1: Cost5) ABS(): Returns the absolute value of a given number.
Result: 225.15 Example: =ABS(-85)
Result: 85
MAX(): Returns the highest numeric value, or latest date.
Example: =MAX(Cost1: Cost5) COUNT(): Counts non-blank cells in a given range.
Result: 425.75 Example: =COUNT([Task Name]:[Task Name])
Result: 5
MIN(): Returns the lowest numeric value, or earliest date.
Example: =MIN(Cost1: Cost5) LEN(): Returns the number of characters (length) in a given cell.
Result: 100 Example: =LEN([Task Name]5)
Result: 6NOTE: Formatting/currency values aren’t included.
INT(): Returns the integer portion of a given number. Dates have a length of 5.
Example: =INT(Cost5)
Result: 425

Knowledge Management Solution Guide 18

Logic Formulas
IF(): Performs a logical test. One value is returned if the test is true, a different value is returned otherwise.
Syntax: IF(logical_test, value_if_true, value_if_false)
Example: =IF([Due Date]1 > [Due Date]2, “Date 1 is Larger”, “Date 2 is Larger”
Result: Date 2 is Larger

ISBLANK(): Used within an IF formula to test if a cell is blank.

Example: =IF(ISBLANK([Task Name]1), “Cell is blank”, “Cell isn’t blank”)
Result: Cell isn’t blank

ISTEXT(): used within an IF formula to test if a cell contains text (and not checkboxes, dates, numbers, etc).
Example: =IF(ISTEXT([Due Date]1), “Cell is text”, “Cell isn’t text”)
Result: Cell isn’t text

ISNUMBER(): Used within an IF formula to test if a cell contains a number (a value which is not text, date, or checkbox).
Example: =IF(ISNUMBER([Task Name]1), “Cell is a number”, “Cell isn’t a number”)
Result: Cell isn’t a number

ISDATE(): Used in an IF formula to test if a cell contains a date.

Example: =IF(ISDATE([Due Date]1), “Cell is a date”, “Cell isn’t a date”)
Result: Cell is a date

ISBOOLEAN(): Used in an IF formula to test if a cell contains a boolean value (check box, priority, star or flag).
Example: =IF(ISBOOLEAN(Done1), “Cell is a boolean”, “Cell isn’t a boolean”)
Result: Cell is a Boolean

Knowledge Management Solution Guide 19

Smartsheet Cheat Sheet
Formulas

Logic Formulas (cont.)

AND(): Used within an IF formula. Evaluates if a set of logical expressions are True or False. If any expression is False it will evaluate as False.
Syntax: AND(boolean_expression1, boolean_expression2, boolean_expression3, ...)
Example: =IF(AND(Done1, Done2, Done3), “All Tasks Complete”, “Tasks Incomplete”)
Result: Tasks Incomplete

NOT(): Used within an IF formula. Performs a logical NOT on the supplied boolean expression (or cell reference).
Syntax: NOT(Done1)
Example: =IF(NOT(Done1), “Task A Not Complete”, “Task A Complete”)
Result: Task A Complete

OR(): Used within an IF formula. Performs a logical OR on the supplied boolean expression or cells. Returns true if any are true; otherwise returns false.
Syntax: OR([Due Date]1 > [Due Date]2, [Due Date]1 > [Due Date]3)
Example: =IF(OR([Due Date]1 > [Due Date]2, [Due Date]1 > [Due Date]3), “Due Date 1 isn’t the smallest”, “Due Date 1 is the smallest”)
Result: Due Date 1 is the smallest

NESTED IF(): Performs multiple logical tests. Smartsheet reads the IF statements in the formula from left to right, displaying a value based on which one
evaluates to true.
Syntax: IF(logical_test, value_if_true, IF(second_logical_test, value_if_true, value_if_all_false))
Example: =IF([Task Name]1 = “Task A”, “This is Task A”, IF([Task Name]1 = “Task B”, “This is Task B”, “Neither Task A nor Task B”))
Result: This is Task A

Knowledge Management Solution Guide 20

Additional Formulas and Help
Formula Basics - smartsheet.com/formula-basics
How to create a formula and reference cells, columns, and ranges in your sheet

Text Formulas - smartsheet.com/text-formulas

Find, Replace, capitalizing text, etc

Date Formulas - smartsheet.com/formula-basics

TODAY() formula, calculating working days, creating dates, etc

Advanced Formulas - smartsheet.com/date-formulas

Weighted average, prorate, countif, countif s, sumif, sumif s

Using Hierarchy in Formulas - smartsheet.com/using-hierarchy-in-formulas

How to reference child rows

Formula Error Messages - smartsheet.com/formula-error-messages

What they mean, and how to troubleshoot

Knowledge Management Solution Guide 21

Knowledge Management Solution Guide
PROJECT .02
Last Updated: June 2015