Request for Project Management Tracker Templates for Case Studies

Jennifer Eberhart · 2025-08-01 22:03:00.700453+00

Hello! Does anyone have any Excel/Google Sheet templates for a project management tracker for case studies? Right now we are tracking ~50 case study efforts across different products, stages, etc. and I need to keep this information organized for myself to project manage, as well as for others from multiple departments to easily check. This sheet includes customers that we _want_ to ask for a case study, and tracking their approval, along with all of the other steps. Our case study efforts are usually in progress for around 6+ months since we start before implementation, and then end a few months after go-live, so there are a lot of small intricate steps to keep track of for a while. The sheet that I have right now is getting muddied between all the intricate steps, so would be interested to see what others are using.

Request for Project Management Tracker Templates for Case Studies | CMAweekly Customer Marketing and Advocacy Slack

13 comments

· Sorted by Oldest

Carina Sorrentino
·
Hi Jennifer! My team manages all of our stories (upwards of 60 in various stages of progress at a given time) in Asana. We have pretty standard stages of that workflow + subtasks. Happy to share some screenshots if it would help, though I know that the experience of tracking in Google or Excel would be quite different. I had to get us out of Excel a few years back for the exact reasons you mentioned!
❤️1
Cara Peterson
·
I second Asana! I was managing mine in a google sheet, but it became too complicated and also something else I had to update. I can share how I was using a google doc, but Asana is just perfect for all the small little steps and also creating an easy way for leadership to see what is coming soon!
Jennifer Eberhart
·
Ah I LOVE Asana! Unfortunately my organization moved us off Asana and onto Smartsheet around a year ago. But maybe I can use this as more of a reason to move back... If someone wants to just view the tracker, not contribute to the changes, do they also need to have a seat in Asana?
Carina Sorrentino
·
There are ways to export certain views from Asana which I do sometimes for our stakeholders internally who just want a clear list of what stories are in progress, and where. There may be some view-only share links i just havent played around with those as much.
Carina Sorrentino
·
I feel that something like Asana or Monday is so worth it! i wonder if you could even justify one of their more basic packages just for your immediate team's use. also the calendar views are nice too, so i will update the task due dates to intended publish dates as they get closer to approval, so you can also export the calendar as a PDF to share with others as wel.
👍1
Shannon Howard
·
Jennifer Eberhart Sending you a spreadsheet. It's not perfect. We're actually working on overhauling this whole approach today 🤪 but might be a jumping off point!
👍1
Amy Ng
·
Just chiming in that you can share your Asana board with guests (no seat required), but sometimes the billing happens based on how many users have a company email (e.g. @companyname.com) so you may unfortunately get dinged with additional costs if you're sharing with coworkers
👍2
Sarah Miller
·
If you don't have resources for Asana or Monday (I LOVE both), you may be able to hack examples from those tools into an Excel. I am managing things a bit differently in my new role, but my former teammate, Kara Bankhead might be able to share an example. General tips for management even on Excel, though, would be to have a column for an overall due date for each customer/case study, as well as the date that the next step in your process is due. And one other tip, sometimes you can't make what works for you as the project manager work for others, as it is. You might want to create some alternate views or pivot tables to give people a look at what they need or an overview.
👍1
Sarah Miller
·
And yep, I got dinged by sharing before. 😳 So you have to export from your tool and share or make sure you're adding folks in a view-only way.
Jennifer Eberhart
·
These are great tips. Thanks so much!
Emily Coleman
·
If you're using SmartSheet I would highly recommend connecting with Steve Lampert and Michelle Heimerl on the PMM and advocacy teams there. They did a presentation at CustomerX Con, and I believe they said they had templates or workflows using SmartSheet for case studies. https://www.linkedin.com/posts/michelleheimerl_customercontent-customerxcon-activity-[…]077098954754-QhPG?utm_source=share&utm_medium=member_desktop
❤️1
Jennifer Eberhart
·
Thank you!!! So good to know!
❤️1
Kristin M
·
Could you share your sheet with me as well? I’m a team of one right now, working off of excel and struggling to keep up with all the questions from leadership around where we are with which story!

Carina Sorrentino
·
Hi Jennifer! My team manages all of our stories (upwards of 60 in various stages of progress at a given time) in Asana. We have pretty standard stages of that workflow + subtasks. Happy to share some screenshots if it would help, though I know that the experience of tracking in Google or Excel would be quite different. I had to get us out of Excel a few years back for the exact reasons you mentioned!
❤️1
Cara Peterson
·
I second Asana! I was managing mine in a google sheet, but it became too complicated and also something else I had to update. I can share how I was using a google doc, but Asana is just perfect for all the small little steps and also creating an easy way for leadership to see what is coming soon!
Jennifer Eberhart
·
Ah I LOVE Asana! Unfortunately my organization moved us off Asana and onto Smartsheet around a year ago. But maybe I can use this as more of a reason to move back... If someone wants to just view the tracker, not contribute to the changes, do they also need to have a seat in Asana?
Carina Sorrentino
·
There are ways to export certain views from Asana which I do sometimes for our stakeholders internally who just want a clear list of what stories are in progress, and where. There may be some view-only share links i just havent played around with those as much.
Carina Sorrentino
·
I feel that something like Asana or Monday is so worth it! i wonder if you could even justify one of their more basic packages just for your immediate team's use. also the calendar views are nice too, so i will update the task due dates to intended publish dates as they get closer to approval, so you can also export the calendar as a PDF to share with others as wel.
👍1
Shannon Howard
·
Jennifer Eberhart Sending you a spreadsheet. It's not perfect. We're actually working on overhauling this whole approach today 🤪 but might be a jumping off point!
👍1
Amy Ng
·
Just chiming in that you can share your Asana board with guests (no seat required), but sometimes the billing happens based on how many users have a company email (e.g. @companyname.com) so you may unfortunately get dinged with additional costs if you're sharing with coworkers
👍2
Sarah Miller
·
If you don't have resources for Asana or Monday (I LOVE both), you may be able to hack examples from those tools into an Excel. I am managing things a bit differently in my new role, but my former teammate, Kara Bankhead might be able to share an example. General tips for management even on Excel, though, would be to have a column for an overall due date for each customer/case study, as well as the date that the next step in your process is due. And one other tip, sometimes you can't make what works for you as the project manager work for others, as it is. You might want to create some alternate views or pivot tables to give people a look at what they need or an overview.
👍1
Sarah Miller
·
And yep, I got dinged by sharing before. 😳 So you have to export from your tool and share or make sure you're adding folks in a view-only way.
Jennifer Eberhart
·
These are great tips. Thanks so much!
Emily Coleman
·
If you're using SmartSheet I would highly recommend connecting with Steve Lampert and Michelle Heimerl on the PMM and advocacy teams there. They did a presentation at CustomerX Con, and I believe they said they had templates or workflows using SmartSheet for case studies. https://www.linkedin.com/posts/michelleheimerl_customercontent-customerxcon-activity-[…]077098954754-QhPG?utm_source=share&utm_medium=member_desktop
❤️1
Jennifer Eberhart
·
Thank you!!! So good to know!
❤️1
Kristin M
·
Could you share your sheet with me as well? I’m a team of one right now, working off of excel and struggling to keep up with all the questions from leadership around where we are with which story!