Consulting vs. Training vs. DIY: Choosing the Right Smartsheet Path

When a team realizes their Smartsheet environment isn’t functioning as it should—whether due to broken workflows, poor adoption, or a lack of visibility—the next question is inevitably: How do we fix this?

Organizations generally have three paths forward: Do It Yourself (DIY), invest in targeted Training, or hire a Smartsheet Consultant. Choosing the wrong path can lead to wasted time, blown budgets, and continued frustration. Choosing the right path, however, can transform Smartsheet into the powerful system of record it was meant to be.

Here is a breakdown of each approach to help you determine the best fit for your team’s current needs.

The DIY Approach: Building It Internally

The DIY approach involves relying on your existing team members to learn the platform, design the architecture, and build the solutions. This is the most common starting point for many organizations.

When DIY Works:

• Simple Use Cases: If you are only managing a small, straightforward project with a handful of team members, a basic DIY setup is often sufficient.

• Dedicated Internal Experts: If you have a team member who is already a Smartsheet power user and has the dedicated time (not just “side of desk” hours) to focus on system administration.

• Tight Budgets: When external funding is simply not available, DIY is the only option.

The Risks of DIY:

The biggest risk of the DIY approach is the “organic sprawl.” Without a foundational understanding of relational data and scalable architecture, internal users often build solutions that work for today but break tomorrow. This leads to the creation of fragile, disconnected sheets that eventually require a massive overhaul. Furthermore, relying on a single internal “Smartsheet whisperer” creates a dangerous single point of failure.

The Training Approach: Empowering Your Leaders

The Training approach focuses on equipping your internal leaders—program managers, ops leads, and team directors—with the specific skills they need to manage work effectively within Smartsheet. This is not about learning every formula; it is about learning how to structure work.

When Training Works:

• New Project Ownership: When a leader is stepping into a new role or taking over a new portfolio of projects, targeted training on project intake and visibility is crucial.

• Scaling a Working System: If you already have a solid Smartsheet architecture in place, but your team is struggling with adoption or inconsistent usage, training ensures everyone is operating from the same playbook.

• Building Internal Capability: If your long-term goal is to have a self-sufficient team that doesn’t rely on external help for day-to-day operations.

The Risks of Training:

Training is only effective if the underlying system is sound. If you train your team on how to use a fundamentally broken Smartsheet configuration, you are simply teaching them how to fail more efficiently. Training must be paired with a functional environment to yield results.

The Consulting Approach: Expert Architecture and Execution

The Consulting approach involves bringing in external Smartsheet experts to audit, design, build, and optimize your environment. Consultants bring a wealth of experience, having seen what works (and what fails) across dozens of different organizations.

When Consulting Works:

• Complex Workflows: If your processes involve multiple departments, complex dependencies, or integrations with other enterprise tools, a consultant can design a robust architecture that a DIY approach cannot match.

• System Overhauls: When your current Smartsheet setup is failing—plagued by slow performance, broken automations, and data silos—a consultant can untangle the mess and rebuild it correctly.

• Speed to Value: If you need a solution built quickly and correctly the first time, consultants provide dedicated focus and expertise, bypassing the internal learning curve.

The Risks of Consulting:

The primary risk of consulting is the “handoff.” If a consultant builds a complex system and leaves without ensuring your team understands how to maintain it, the system will eventually degrade. A good consulting engagement always includes a clear transition plan and ongoing support options.

Making the Decision

The right choice depends entirely on your current situation.

If you are just starting out with simple needs, DIY might be enough. If you have a solid foundation but need your leaders to operate more effectively, Training is the answer. But if your system is broken, your workflows are complex, and you need a scalable architecture built right the first time, Consulting is the most efficient path to success.

Want Help Putting This Into Practice? OmniFlowDigital works with teams who are already in Smartsheet and want it to actually function as their system of record. If that sounds like you, let’s talk. Book a Free Call