Stop Tracking Projects. Start Connecting Teams.

Ever seen a project manager build the perfect tracking system? Color-coded. Automated. Beautiful dashboards. Then watch it fail completely because nobody else uses it.

We see this all the time. Smart people creating smart solutions that die in isolation.

The Challenge We All Face

Project management tools are everywhere. But having tools isn't the problem.

The real issue happens when:

• Your PM tracks everything perfectly, but vendors use different systems

• Architects update their own spreadsheets while you update yours

• General contractors email updates that never make it to your dashboard

• Everyone works hard, but nobody sees the full picture

  
  

Each person excels in their silo. The project still fails.

Information gets lost. Updates arrive late. Problems compound in the gaps between systems.

Sample SmartSheets dashboard showing how all stakeholders see real-time project status across multiple stores

Why This Matters Now

When teams work in isolation, here's what happens:

Projects get delayed because critical updates don't reach decision-makers. One delayed permit can cascade into weeks of lost time.

Budgets explode when change orders aren't tracked across all stakeholders. Small variations become major overruns.

Quality suffers because punch list items fall through the cracks. Store openings get pushed back.

Trust erodes between partners. Finger-pointing replaces problem-solving.

The worst part? Everyone's doing their job well. The system itself is broken.

What Doesn't Work

Most companies try these solutions:

More meetings: Weekly calls become daily calls. Everyone shares updates. Nothing gets captured systematically.

Email chains: Hundreds of messages. Critical information buried. Nobody has the complete picture.

Multiple systems: Each team uses their preferred tool. Data doesn't sync. Confusion multiplies.

Manual consolidation: Someone spends hours combining reports. By the time it's done, the data's outdated.

These approaches fail because they treat the symptom, not the disease. The problem isn't communication. It's disconnection.

Every stakeholder gets their own Project Navigator portal — one click to access everything they need

Our Solution: Connected Excellence Through SmartSheets

Think about air traffic control. Every plane has its own pilot, crew, and systems. But they all connect to one central radar. Everyone sees the same picture. That's how they land thousands of planes safely every day.

We've achieved this in retail construction using SmartSheets as our central platform - but not in the typical way. Here's how it works:

1. Create One Source of Truth

We build systems where everyone works from the same platform. Not just our team—vendors, architects, contractors, everyone.

When a vendor updates their timeline, the GC sees it immediately. When permits get approved, the entire team knows instantly.

2. Design for Different Users

Different stakeholders need different views. We structure the system so each person sees what matters to them.

The maintenance team doesn't need architectural details. The CFO doesn't need daily task lists. Everyone gets exactly what they need, nothing more.

3. Build in Accountability

The system tracks who does what and when. Not to blame people, but to identify patterns.

When we see delays, we can trace them back. Fix the process, not just the problem.

4. Make It Easy

If a system requires training, it's too complex. We design interfaces that make sense immediately.

Click here to update your status. Check here to see dependencies. Simple, clear, effective.

Real Results from Real Projects

We recently implemented this SmartSheets-based approach with a major retail brand managing 100+ store projects simultaneously.

Before: Project updates came through emails, calls, and various spreadsheets. Critical issues got missed. Store openings regularly delayed.

After: Every stakeholder - from fixture manufacturers to visual merchandisers - works in one connected system. They can track signage, verify installations, catch quality issues early.

The response has been remarkable. A fixture manufacturer told us: "This is the greatest thing since sliced bread. We finally know exactly what's expected and when."

A general contractor shared: "For the first time, I can see how my work affects everyone else. It's changed how we plan."

The maintenance teams love having clear handoff documentation. Visual teams appreciate seeing installation photos before arriving on site.

KRC's architectural and project management team (from left): Rich Schnitzel, Michele Barnes, and Michael Rollins

How to Start Building Connected Systems

You don't need to revolutionize everything at once. Start here:

Map your information flow. Where does data originate? Where does it need to go? What gets lost along the way?

Identify your key stakeholders. Who touches your projects? What do they need to know? When do they need to know it?

Choose one critical connection. Pick the gap causing the most pain. Connect those two points first.

Measure the impact. Track delays before and after. Document cost savings. Prove the value.

Expand systematically. Add stakeholders one at a time. Let success build momentum.

Your Next Step

Stop managing projects in isolation. Start building connected systems.

The best project managers don't just track tasks. They connect teams. They build bridges between silos. They create visibility across boundaries.

That's how you turn good individual performance into excellent project outcomes.

Until next time,

Michael  

KRCrossing Consulting