Why traditional teams are ditching spreadsheets for modern project management

If you work in manufacturing, logistics, construction, or any traditional industry, chances are your team has relied on spreadsheets for years. They’re familiar, flexible, and—at least at first—seem like the perfect way to manage tasks, timelines, and responsibilities. But as teams grow and projects become more complex, spreadsheets quickly turn into a burden.

Picture this:

• Three versions of the same project plan are circulating by email, each with slightly different data.
• Someone updates a delivery date in one sheet, but another department is still using the old version.
• Rows upon rows of color-coded cells that only one “spreadsheet wizard” on your team knows how to read.

Sound familiar? For many traditional teams, this daily frustration is the norm. But it doesn’t have to be. Across industries, organizations are realizing that spreadsheets weren’t designed to be project management tools. They’re making the switch to modern project management software like Backlog—and discovering how much smoother, faster, and less stressful work can be.

In this article, we’ll break down why spreadsheets fall short, what project management software does differently, and how traditional teams can transition without friction.

The hidden inefficiencies of spreadsheets

On the surface, spreadsheets feel “free” and convenient. Most companies already have Excel or Google Sheets, so why invest in another tool? But the hidden costs of running projects through spreadsheets add up quickly:

1. Version confusion

How many times have you seen filenames like:

• ProjectPlan_FINAL.xlsx
• ProjectPlan_FINAL(2).xlsx
• ProjectPlan_REVISED_JohnEdits.xlsx

With spreadsheets, version control is nearly impossible. Teams waste hours reconciling different files, which creates delays and introduces mistakes.

2. Lack of visibility

Spreadsheets don’t update themselves. If one department adds new information, others won’t see it unless someone sends out an update. This lack of real-time visibility leads to missed deadlines, repeated work, and sometimes costly errors.

3. Overreliance on “spreadsheet experts”

In most teams, one or two people become the de facto spreadsheet managers. They build complex formulas, color-coded systems, and pivot tables that no one else understands. If they’re out sick—or worse, leave the company—the entire system collapses.

4. Manual maintenance

Spreadsheets require constant manual input. Updating timelines, adjusting dependencies, and notifying stakeholders all depend on human effort. The more moving parts your project has, the more overwhelming it becomes.

5. No accountability

Unless you’re checking the “last edited by” field, it’s hard to know who updated what and when. That makes accountability—and auditing—nearly impossible.

The bottom line: Spreadsheets weren’t built for dynamic, collaborative project management.

What project management software does differently

So what makes project management tools like Backlog a better fit? At their core, they’re designed to replace spreadsheet chaos with structured, real-time workflows. Here’s how:

1. Single source of truth

Instead of juggling multiple files, everyone works from the same project space. Updates happen in real-time, so there’s no confusion about which version is the latest. This provides a single source of truth.

2. Task-level tracking

Rather than burying tasks in rows, project management software creates individual tasks with clear owners, due dates, and statuses. This makes accountability obvious—everyone knows what’s on their plate.

3. Built-in collaboration

No more emailing spreadsheets back and forth. With Backlog, comments, file attachments, and updates all live directly in the project space. Teams can discuss tasks without leaving the tool.

4. Visual workflows

Traditional teams often struggle with project visibility. Backlog offers Gantt charts, Kanban boards, and Burndown charts so managers and executives can see the big picture at a glance—without micromanaging.

5. Automatic notifications

Instead of manually emailing updates, the system notifies the right people when something changes. That means less chasing, fewer “Did you see this?” emails, and more time actually doing the work.

Why traditional teams are making the switch

For many industries, switching from spreadsheets to project management software feels intimidating. But the payoff is worth it:

Manufacturing teams

• Track production schedules in real time.
• Assign tasks for quality checks or equipment maintenance.
• Keep managers updated with dashboards instead of endless status reports.

Logistics teams

• Manage delivery routes, schedules, and customer requests in one place.
• Give field workers mobile access to see updates on the go.
• Reduce bottlenecks by centralizing requests from sales and operations.

Non-profits and SMBs

• Stretch limited resources further by reducing wasted time.
• Simplify reporting for boards or stakeholders.
• Eliminate IT headaches with easy onboarding and minimal setup.

Across these industries, teams are discovering that moving away from spreadsheets doesn’t just save time—it builds confidence. When your system works, people feel less stressed, more organized, and more willing to collaborate.

Overcoming the fear of change

Of course, moving away from spreadsheets isn’t just a technical change—it’s a cultural one. Many teams worry:

• “Will my team actually use a new tool?”
• “Do we have the IT support to set this up?”
• “Isn’t this going to be too complicated?”

These are valid concerns. The good news is, with the right approach, adoption can be simple.

Keep it familiar

Backlog feels like a natural step up from spreadsheets: tasks are organized in lists and boards, but without the chaos. Teams don’t need to learn complex new processes.

Start small

Pick one project—like tracking cross-department requests or a recurring workflow—and set it up in Backlog. Once the team sees how much easier it is, adoption spreads organically.

Lean on support

Backlog offers setup guides and customer support designed for non-technical teams. You don’t need an IT department to get started.

Practical steps to transition from spreadsheets to Backlog

Ready to make the switch? Here’s a step-by-step roadmap:

1. Audit your current spreadsheet use
   • What are you tracking? Tasks, deadlines, budgets?
   • Which of these are causing the most pain (missed deadlines, duplicated work)?
2. Choose one pilot project
   • Don’t move everything at once. Select one project as a test case.
3. Set up a simple workflow in Backlog
   • Use task lists or Kanban boards to mirror your spreadsheet columns.
   • Add due dates and assign tasks to team members.
4. Invite your team
   • Start with a small group and encourage them to use comments, attachments, and status updates instead of email.
5. Expand gradually
   • Once the pilot is working smoothly, bring in more projects.
6. Show quick wins to leadership
   • Share dashboards or progress reports to prove the value.

Real-world example: Reesink Logistic Solutions

Reesink Logistic Solutions, part of Royal Reesink and a major European provider of warehouse automation and logistics services, grew from 30 to 120 employees in just two years. With that growth came a flood of new projects—and their spreadsheet-based system simply couldn’t keep up.

Challenges they faced:

• Project information was scattered across Excel files on laptops and cloud drives, causing miscommunications and delays.
• Critical updates were shared by email, leading to duplicated work and lost context.
• Only a few team members could fully manage the complex spreadsheet setups.

How Backlog made a difference:

• Reesink centralized all projects into one Backlog workspace, creating a single source of truth.
• Tasks were managed through tickets with clear rules, responsibilities, and stakeholder visibility.
• Discussions, files, images, and videos were attached directly to tasks, eliminating email overload.
• Both office staff and field workers could access Backlog anytime via desktop or mobile.

Results:

• Communication improved across teams, with fewer errors and misunderstandings.
• Leadership gained real-time visibility into project progress.
• Teams became more confident and efficient, focusing on delivery instead of chasing information.

As Jacco Donders, Senior Mechanical Engineer, put it:

“If you are managing multiple projects and teams, and you need to deliver great results on time for your clients, Backlog is the tool you need.”

Read the full Reesink Logistic Solutions story →

The future beyond spreadsheets

Spreadsheets will always have their place for calculations, financial modeling, and data analysis. But for project management, they often create confusion, delays, and errors.

Modern project management software like Backlog provides:

• Clarity: Everyone sees the same information in real time.
• Accountability: Tasks have owners and deadlines.
• Confidence: Teams focus on delivery instead of juggling versions or chasing updates.

Reesink Logistic Solutions proved this firsthand. By centralizing projects in Backlog, they improved communication, reduced errors, and gave leadership real-time visibility into progress across teams.

For traditional teams, moving away from spreadsheets is a proven path to smoother, more efficient project management. Start small, keep workflows simple, and let Backlog handle the complexity.

Try Backlog for free today and modernize your project management →