Team Task Tracker Spreadsheet

About this template

This team task tracker answers the question managers actually ask: who has too much, who has room, and who is sitting on something overdue. Most task lists are sorted by project. This one adds a row for every person.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

A row for every person

The By Person tab works as a workload tracker for the whole team.

• Open, done, overdue and due this week for each person
• How many different projects each person is being pulled across
• Load measured against a capacity you set in one cell, with anyone at or over it flagged
• A recommendation for each person: give two away, overdue work first, at capacity, or room for one more

In the demo there are eight people, and seven of them have overdue work, so you can see straight away how the flags and recommendations behave.

One task list, several views

The same task list drives every view, so nothing is moved between them and nothing is stored twice.

• A Kanban board for the status of each task
• An Eisenhower priority matrix for what is urgent and what is important
• A real Gantt drawn from your own start and end dates
• Room for 1,000 tasks and 100 projects

The rest of the project engine

Everything reads one task list and one charter. The fourteen connected tabs also cover deliverables, risks and issues, resources, stakeholders, costs and a dashboard, with a Start Here tab that walks you through setup in a few minutes.

• Every percentage, count, day and total calculated for you
• Charts that redraw from your own numbers, not static pictures
• A filled copy with eight projects and 72 tasks already running, so the task management views are populated from the start

Works with

• Microsoft Excel 2016 or later, on Windows or Mac
• Google Sheets with a free Google account. The Google Sheets version is a real workbook, not a PDF with a link in it.
• No dynamic arrays, no macros and no add-ins, so this team planner behaves the same on Excel 2016, 2019, 2021 and Microsoft 365 and in LibreOffice. No Microsoft 365 subscription is required.
• No subscription

What you download

• Two Excel files: one with eight projects and 72 tasks already running, and a blank one
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use it in Excel or Google Sheets?

Either. The Excel files work in Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to the Google Sheets versions for a free Google account.

How does it measure each person's workload?

It counts each person's open tasks against a capacity you set in one cell and flags anyone at or over it, with a recommendation for what to do.

Do I have to update the Kanban board separately?

No. The Kanban board, the Eisenhower matrix and the Gantt all read the same task list, so a change in one place shows everywhere.

How many tasks and projects can it hold?

Up to 1,000 tasks and 100 projects.

Is there an example to learn from?

Yes. The filled copy has eight projects and 72 tasks already running, and a blank copy is ready for your team.