In project management, adaptability is everything. Teams need tools that fit their workflowโnot software that forces them to change how they operate. Yet, many businesses jump straight into expensive project management (PM) platforms, assuming theyโre necessary for efficiency. The reality? Most PM software requires teams to adjust to it, while spreadsheets naturally adjust to the team.

Thatโs the real advantage spreadsheets have over PM software. They offer flexibility, control, and customization in a way that rigid, one-size-fits-all platforms simply canโt.
Another bonus: There are many free project management spreadsheet templates.
PM Software Forces Teams Into a Box
Popular PM tools like Asana, Jira, and Trello come with predefined structures, workflows, and user roles. While they offer features designed to streamline collaboration, they also dictate how teams should work.
- You need to follow their task hierarchy.
- You must adapt to their automation rules.
- You often require admin approval for simple changes.
- You pay for features you may never use.
For businesses with unique workflowsโor those that simply donโt need complex project trackingโthese constraints become a burden. Teams sometimes end up spending more time managing the tool itself than managing the actual work.
Spreadsheets Adapt to the Teamโs Needs
Spreadsheet templates, on the other hand, are completely flexible. Instead of adjusting to software limitations, businesses can structure their spreadsheets however they see fit. Need a Kanban board? A simple task tracker? A budget vs. actuals comparison? A single spreadsheet can handle it all, customized exactly to the teamโs needs.
- No rigid hierarchy โ Organize data however it makes sense.
- Full customization โ Add only the columns, formulas, and automation that matter.
- Instant modifications โ No approval processes or locked features.
- Cost-effective โ No paying per user or for unnecessary functions.
But potentially the biggest benefit of spreadsheets is their scalability. Unlike PM software, which often forces businesses to upgrade pricing tiers as they grow, spreadsheets evolve naturally. Teams can start with a simple list and gradually build in automation, pivot tables, or integrations without jumping to an entirely new system. And of course, you can assign tasks with email notifications, just like you would with dedicated project management software.
And many any businesses use Google Sheets with tools like Zapier or Google Apps Script to create lightweight automationโwithout the high price tag of enterprise PM solutions.
When PM Software Might Make Sense
To be clear, PM software isnโt uselessโit has its place, particularly for larger organizations or highly complex projects. When teams are handling multiple, interconnected workstreams across different departments, the structured approach of a dedicated PM platform can provide necessary oversight and standardization.
I’m especially fond of Asana for small businesses. It’s easy to coordinate with dozens of people, and the learning curve is low.
For companies managing dozens of employees and multiple concurrent projects, these features can provide real value. Without them, large teams might struggle with communication gaps, lost data, or inefficient workflows. In these cases, PM software isnโt just a luxuryโitโs a necessity.
The Takeaway: Let Tools Serve Your Team, Not the Other Way Around
The biggest difference between spreadsheets and professional PM software isnโt just priceโitโs approach. PM software demands that teams fit into its framework, while spreadsheets mold themselves around how teams already work. For businesses that value adaptability, efficiency, and control, thatโs a game-changer.
Before committing to an expensive PM platform, ask: Do we need the tool, or do we just need a better spreadsheet? In many cases, the answer might save your team time, frustration, and thousands of dollars.
For premade templates for project managers, visit SpreadsheetPoint.com.