You're paying $20 per user per month for a project management tool. Maybe more.
It has Kanban boards, Gantt charts, time tracking, custom fields, automation, integrations, and a mobile app.
You use the Kanban board. That's it.
Meanwhile, there's a free tool on every computer that could probably do what you need: a spreadsheet.
Could you actually just use a spreadsheet?
The Case for Spreadsheets
Spreadsheets are:
Universal: Everyone has Excel or Google Sheets. No onboarding required.
Flexible: Want to track something new? Add a column. Change your workflow? Rearrange rows.
Fast: No loading time. No server lag. Just open it and work.
Portable: Export to CSV, share as PDF, print it if you want.
Free (or cheap): Google Sheets is free. Excel comes with Office.
For simple project tracking, a spreadsheet can do 90% of what a fancy tool does.
What a Spreadsheet Can Do
Let's be real about what you actually need for project management:
A list of tasks: Name, description, owner, status.
Priority sorting: High, medium, low. Or just number them 1-N.
Status tracking: To do, doing, done. Or whatever states you want.
Progress visibility: Filter by status, person, or date.
This fits perfectly in a spreadsheet:
- Column A: Task name
- Column B: Owner
- Column C: Status
- Column D: Priority
- Column E: Due date
- Column F: Notes
Simple. Clear. No learning curve.
What You Lose
Compared to dedicated PM tools, spreadsheets lack:
Visual boards: No dragging cards across columns. You edit cells instead.
Automation: You can't auto assign tasks or trigger notifications.
Integrations: Doesn't connect to Slack, GitHub, or your other tools.
Collaboration features: Comments and mentions exist, but they're clunky.
History: You can see revision history, but it's not as detailed as ticket history in Jira.
Permissions: Everyone with access can edit everything. No fine grained control.
If these features are critical to how you work, a spreadsheet won't cut it.
When a Spreadsheet Is Enough
Spreadsheets work well for:
Small teams: 3-5 people who communicate frequently. You don't need fancy features for simple coordination.
Simple projects: Few dependencies, straightforward work. You just need to track what's done and what's next.
Low change rate: The plan is relatively stable. You're not constantly reshuffling priorities.
High trust: Everyone's responsible and self managing. You don't need oversight tools.
Budget constraints: You're bootstrapping or can't justify PM tool costs.
When You Need a Real Tool
Spreadsheets break down when:
Volume is high: Hundreds of tasks. Spreadsheets get unwieldy.
Collaboration is complex: Multiple teams, async work, distributed contributors. Spreadsheets aren't built for this.
You need automation: Recurring tasks, auto assignments, integrations. Spreadsheets require manual work.
Visual workflow matters: If your team thinks in Kanban or Gantt, a spreadsheet doesn't match their mental model.
Compliance or audit requirements: Some industries need detailed history and permissions.
The Hybrid Approach
Some teams use both:
Spreadsheet for planning: Brainstorm and prioritize in a lightweight sheet.
Tool for execution: Once tasks are defined, move them to Jira/Linear/Asana for tracking.
Or:
Tool for dev work. Engineers use GitHub Issues or Linear.
Spreadsheet for business stakeholders. A simple view exported from the tool, or manually maintained.
This keeps the tool focused on those who need it, while giving others simple visibility.
The Real Test
Here's how to know if you need a tool or if a spreadsheet would work:
1. List the features you actually use in your current tool.
Be honest. Not the features the tool has, but the ones you use.
2. Ask: could a spreadsheet do this?
If your list is "track tasks, see status, assign owners," then yes.
3. Try it for a sprint.
Export your backlog to a spreadsheet. Use it for two weeks. See what breaks.
Most teams find they can get by with less than they thought.
The Cost Benefit
Let's do the math:
$20/user/month × 5 people × 12 months = $1,200/year
That's the cost of a PM tool. What do you get for that money?
If you're using advanced features (automation, integrations, reporting) and they save you hours every week, it's worth it.
If you're just tracking tasks in a Kanban board, you're paying $1,200 for something a free spreadsheet could do.
It's not about being cheap. It's about value.
The Simplicity Argument
There's something liberating about a spreadsheet.
No login. No waiting for the page to load. No fighting with the UI. No "feature" you didn't ask for that breaks your workflow.
Just a list. Simple and fast.
For teams drowning in tool complexity, a spreadsheet can feel like a breath of fresh air.
The Bottom Line
Could a spreadsheet replace your PM tool?
Maybe. If your needs are simple, your team is small, and you're not using advanced features, try it.
You might find that the tool you're paying for is overkill. That a spreadsheet does everything you actually need, faster and cheaper.
Or you might find that the tool's features (boards, automation, integrations) are genuinely valuable. That's fine too. At least now you know.
Don't pay for complexity you don't use. If a spreadsheet works, use it.
And if you need more, upgrade. But start simple.
Because the best tool is the one that gets out of your way and lets you ship.