A project task list outlines each task needed for successful project completion, including details such as assigned individuals, priorities, timelines, and resource allocation. Using this template, you can conveniently manage tasks for multiple projects directly within Excel or Google Sheets.
Project Task List Template
How to Use This Template
This template can be used for both multi-project management or as a simple task list.To get started:
- Familiarize yourself with essential columns: Tasks, Task Description, Assignee, Priority, Start, End, Duration (Days), Est. Hours, Actual Hours, Budget, % Complete, and Done.
- Enter each task and its brief description clearly under Tasks and Task Description columns. Each task should clearly reflect distinct project phases or individual projects.
- Assign tasks to team members using the Assignee column for clear responsibility tracking.
- Utilize the Priority column, which includes data validation for consistent input (high, medium, low) and conditional formatting to distinguish the priority statuses clearly.
- Input the task Start date and Duration (Days); the template will automatically calculate the End date by adding the number of days required to complete the task to the Start date, ensuring precise scheduling.
- Estimate resource allocation by inputting expected hours under Est. Hours and logging actual hours under Actual Hours to monitor efficiency.
- Enter allocated budgets in the Budget column for each task. The sheet automatically summarizes budget totals for individual projects or phases alongside each project’s header, reflecting the cumulative budgets allocated to tasks within each project.
- Track task progress using the % Complete column, which includes conditional formatting to visually indicate the percentage completed. The Done column utilizes data validation (Yes/No) to mark completed tasks.
- Review summary totals at the top of the sheet, including total budget, estimated hours, and actual hours for all tasks under each project phase. These totals are calculated by summing the totals from each project’s individual tasks. If you plan to use the task list without specific projects or phases, update the sum formulas to select your complete task list. For example, =SUM(range).
FAQs
Each project section includes its own subtotal row, which sums up the values for that specific group of tasks. These subtotals are manually placed, and the grand totals at the top reference each project’s subtotal cell. This design keeps the summaries modular and phase-specific.
The summary totals at the top of the sheet reflect the sum of the individual totals of each project or phase. These aren’t calculated directly from every task row, but from the subtotal cells associated with each section.
Yes, but you must also insert a new subtotal row beneath it and update the top summary totals to include the new subtotal cell. This keeps the hierarchy and totals logic intact.
Yes. By default, the End Date is calculated by simply adding the Duration (Days) to the Start Date using a basic addition formula. This counts calendar days including weekends.
If you want to exclude weekends, replace the formula in the End Date column (typically in column F starting at F8) with the WORKDAY function. For example, in cell F8, use: =IF(AND(ISNUMBER(E8),ISNUMBER(G8)), WORKDAY(E8, G8 – 1), “”) This will calculate the End Date by skipping weekends based on the Start Date (E8) and Duration (G8). Make sure the Analysis ToolPak is enabled in Excel, as WORKDAY is part of that set.