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Ditching spreadsheets can cut project delivery time by 28% and save thousands of hours a year in lost communication.

New PM tools like Nifty, Paymo, Scoro automate repetitive work and keep growing teams in sync.

AI-driven workflows and centralized platforms are turning meetings, notes, and task tracking into real-time, actionable progress.

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We’re cooking up something built for leaders who actually execute at scale.
Minimal fluff. Maximum leverage. Real impact.

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Upgrade Your Workflow! Project Management Apps vs Spreadsheets

⏱️ Reading time: 6 minutes

Numbers don’t lie.

In 2023, an engineering team at NVIDIA reduced project delivery time by 28% after abandoning spreadsheets to manage tasks (source: NVIDIA GTC 2023).

Across the globe, Deloitte showed that teams using project management software reduce operational errors by 67% — simply because they stop relying on scattered sheets and lost versions (source: Deloitte Insights 2022).

And more: the well-known Atlassian case study shows that teams with centralized workflows save, on average, 4,000 hours/year just on communication and information retrieval.

These aren’t promises.

They’re results.

Teams no longer waste time because they want to.

They waste time because they’re using tools that can’t keep up.

The company wants to grow.

But the files also grow.

And grow.

And then someone inevitably creates “Final_v3_new_version_REALLY_FINAL.xlsx”.

And that’s where the question comes in:

“Tools vs Spreadsheets: Is It Worth Switching?”

And another one many people search on Google:

“Alternatives to Trello/Asana.”

Let’s look at reality.

Spreadsheets are great.

Indispensable.

Versatile.

Unbeatable for numerical analysis.

But as an advanced project manager — someone who moves across trello Asana Monday.com, Notion and ClickUp like it’s second nature — you know that in spreadsheets:

Dependencies are manual.

Automations are limited.

Collaboration is slow.

Reporting is incomplete.

Governance across projects leaves much to be desired.

And when the team grows?

The spreadsheet becomes too small for the job.

📌 Why Spreadsheets Fail in Project Management

📌 How Companies Scale Operations Using Tools Like Asana and ClickUp

The 1st step is to really understand why modern tools do what no spreadsheet can:

Companies that don’t adopt these tools fall 20% to 35% behind in execution speed (source: McKinsey Global Productivity Report).

And they end up giving competitors the freedom to:

Accelerate automation of repetitive tasks.

Eliminate human errors.

Close projects more efficiently.

Position themselves better with clients.

Who gets the advantage?

Spoiler:

Not the one still updating endless VLOOKUP tables.

The action plan is simple.

1) Write all your challenges in a notebook.

2) Ask the questions: “How can I solve X problem”?

3) Ask a generative AI model like chatgpt to answer.

4) Test trial all the solutions through an automation tool.

5) Compare the results vs your old results.

The difficult things are usually the ones where you just need to spend more time. That’s it.

In a world where speed, clarity, and execution define winners, the real risk isn’t switching tools — it’s staying loyal to systems that were never built to scale.

Structure matters. When operations start to stretch, you know where to find me.

I think I’ve said enough.

While writing this article, I got a photo on WhatsApp with old memories from an evening listening to Fado in Bairro Alto, Lisbon… “Lisboa, menina e moça”, “Canoas do Tejo”, listening live while enjoying a delicious grilled gilt-head bream with boiled potatoes and salad…

And now that I’m “back”, with my brain “automated” again to focus on the article, let me take this moment to leave you an 👉 invitation to chat about your project management challenges.

If your team masters Trello, Asana, ClickUp, Notion or Monday, but still feels there’s so much more you could be doing when it comes to:

And also…

Then maybe it makes sense for us to work together.

Free brainstorming session offer. Let’s start today by powering up your productivity machine to its maximum potential.

Receive for free:

Because project management doesn’t have to be a headache — you just need the right tool working in your favor.

Feel free to reach out even if it is just to argue why Manchester Utd fans still remember Alex Ferguson ⚽ 😂 or something else.😉💪 P.S. Seriously, if you go to Manchester, you’d think the club has lost their identity. Take care and make sure you win every day. Count your wins, by how many people you’ve helped on a daily basis, how many you’ve given a little hand and how good you made them feel. 😎

🤔Did you know?