{"id":14278,"date":"2023-11-30T10:00:00","date_gmt":"2023-11-30T09:00:00","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=14278"},"modified":"2026-10-07T02:49:55","modified_gmt":"2026-10-07T00:49:55","slug":"manage-tasks-in-excel","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/manage-tasks-in-excel\/","title":{"rendered":"5 Reasons Not to Manage Tasks in Excel"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">If your team still tries to manage tasks in Excel, the spreadsheet usually starts working against you the moment more than one person touches it. Rows do not remind anyone of anything, deadlines pass unnoticed, and the discussion lives somewhere else entirely. This six-minute video walks through five limits of a spreadsheet and shows how each one is handled in <a href=\"https:\/\/planfix.com\/task-management\/\">Planfix task management software<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Five reasons not to manage tasks in Excel\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/IY3J_dKA-dQ?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you&#8217;ll learn: five limits of Excel for tasks<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Why a spreadsheet cannot remind anyone about a promised callback, and what reminders do instead.<\/li>\n\n\n\n<li>How start and due dates are tracked for you, and how overdue tasks make themselves visible.<\/li>\n\n\n\n<li>Several ways to add a checklist to a task instead of building another column.<\/li>\n\n\n\n<li>How a team discusses work inside the task, including comments hidden from a linked client.<\/li>\n\n\n\n<li>How to see the workload of the whole team, or of one employee, in a Planner list.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to replace an Excel task list in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Set a reminder instead of a note in a cell<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Excel has no reminders. You can add a column for the date of a callback, but nothing will speak up when that date arrives. In Planfix, create the task first: press the plus button, fill in the required fields and click <strong>Create<\/strong>. Then open the <a href=\"https:\/\/planfix.com\/help\/Reminders\">interface for adding reminders<\/a> with the bell icon. You can remind yourself in 15 minutes or an hour, choose the date, time and recipients, or add a recurring reminder. Recipients can be company employees or external users, and at the set time the reminder arrives in your <strong>Chronicle<\/strong> as an unread event, with a link to the task.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Track start and due dates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In a spreadsheet, tracking deadlines is manual work: Excel will not tell you that a due date is approaching or that someone has changed it. In a Planfix task, click the calendar icon and fill in the start date and the due date. A task that has not reached a <strong>Completed<\/strong> or <strong>Finished<\/strong> status by the end of its scheduled completion date becomes overdue: its name turns red in the task list, the completion date turns red in the task card, and the task joins the matching list in the <strong>Planner<\/strong>. Every date change stays in the task log and in the system comments, so you can see who moved a deadline and when.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Break a task into a checklist<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Splitting work into smaller parts is ordinary practice, and in Excel it means yet another column. Planfix lets you <a href=\"https:\/\/planfix.com\/help\/Adding_a_checklist\">add checklist items<\/a> in several ways: in the card of a task that already exists, while creating or editing a task, or from a comment. Items added in a comment keep a link back to that comment, which carries the context with them. You can paste several lines into the field at once and get a separate item for each line. Items are marked with a check mark when done, and any item can be edited, deleted or turned into a task of its own.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Move the discussion into the task<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">An improvised chat in one of the document cells is not a discussion. In Planfix, every task has its own <a href=\"https:\/\/planfix.com\/features\/task-chat\/\">task chat<\/a>, where the employees connected to the task can talk, exchange files, change statuses and add data tags through comments. When a client is linked to the task, part of the discussion can stay internal: select the employees who should see the comment, then move the privacy slider so that the other participants do not. Account administrators can still see all comments, including hidden ones.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. See the real workload of your team<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Counting tasks per person in Excel means a separate sheet for every employee, kept current by hand. In a <a href=\"https:\/\/planfix.com\/features\/planner\/\">Planfix Planner<\/a>, add a list and set its selection parameters instead: status is not equal to completed, the object and the template the team works with, and any employee as assignee. Sort by creation date and group by assignee, and the load of the whole team appears in one list. To look at one person, set the assignee to that employee, keep the active status to leave completed tasks out, and group by status.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Example: the callback you promised a customer<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The video opens with the simplest case. You agree with a customer to call them back, and in a spreadsheet that promise is a line of text in a cell that nobody will act on. In Planfix, the same promise is a task with a reminder in 15 minutes, a due date that turns red if it slips, and a chat where the outcome of the call stays attached to the task. Nothing depends on the memory of the person who made the promise.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The video shows the simplest and most obvious way to solve each of the five problems; Planfix can handle them in other ways too, and ready-made solutions cover the setup for you.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who it&#8217;s for<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Small teams leaving spreadsheets:<\/strong> the same task list, but with reminders and due dates that announce themselves.<\/li>\n\n\n\n<li><strong>Team leads:<\/strong> one Planner list grouped by assignee instead of a sheet per employee.<\/li>\n\n\n\n<li><strong>Sales and account managers:<\/strong> callbacks and follow-ups held by reminders rather than by memory.<\/li>\n\n\n\n<li><strong>Service and operations teams:<\/strong> repeatable work broken into checklist items inside the task.<\/li>\n\n\n\n<li><strong>Teams that work with clients:<\/strong> a shared task chat, with internal comments hidden from the client.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-i-manage-tasks-in-excel-and-still-get-reminders\"><h3 class=\"aioseo-faq-block-question\"><strong>Can I manage tasks in Excel and still get reminders?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">No. You can write a date into a column, but the spreadsheet will not give you any heads up when it arrives. In Planfix you add a reminder to the task with the bell icon, and the notification reaches you or the colleagues you chose at the time you set.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-see-which-tasks-are-overdue\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I see which tasks are overdue?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">A task that has not reached a completed status by the end of its scheduled completion date turns red in the task list and in the task card, and it appears in the overdue list in the Planner. Changes to the dates remain in the task log.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-part-of-a-task-discussion-stay-hidden-from-the-client\"><h3 class=\"aioseo-faq-block-question\"><strong>Can part of a task discussion stay hidden from the client?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Yes. Select the employees who should see the comment and move the privacy slider: the other task participants will not see it. Account administrators see all comments, including hidden ones.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Start with one spreadsheet<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Pick the spreadsheet your team argues over most and rebuild it as a handful of tasks with reminders, dates and a checklist. For a closer look at the last step, see how to handle <a href=\"https:\/\/planfix.com\/blog\/video\/planner-in-planfix-organizing-your-workflow\/\">team workload in the Planfix Planner<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A 6-minute video and steps: see why teams stop trying to manage tasks in Excel, and set up reminders, deadlines, checklists, chat and workload in Planfix.<\/p>\n","protected":false},"author":146,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[320,232,84,340,164],"class_list":["post-14278","post","type-post","status-publish","format-standard","hentry","category-video","tag-checklist","tag-planfix-comments","tag-excel","tag-notifications","tag-planner"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - 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