Airtable Tutorial for Project Management with Online Spreadsheets in 2019

Are you ready to take your project management to the next level with Airtable?

I’m so grateful as an entrepreneur online for Airtable because it makes working on projects so much easier. In this tutorial, I’m going to show you my Airtable spreadsheets and exactly how I collaborate with a lot of different people online seamlessly in Airtable. If you’re new to air table then you’ll be wondering what is Airtable?

Airtable is an online spreadsheet tool similar to Microsoft Excel and Google Sheets. It is free to start. However, when you get to a level where you want to work and do project management with others, you may need to pay. And I’ll show you the pricing. It’s $0 a month to make what’s called Bases.

Bases are the first thing you need to know about Airtable. Bases are a collection of spreadsheets all in the same kind of document. Then you get records for the total base, you get attachments space inside each base. You can make additional spreadsheets and then you can collaborate there. I am on the plus plan where I can put 5000 Records in one base. I get more attachments base and I get 6 months of revision and snapshot history. You can see some of the other details here.

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Let’s take a look in the Airtable.

This is my graphic spreadsheet. This is why Airtable is so awesome. I’ve got 557 thumbnails produced for my YouTube channel As you might realize, I’m Jerry Banfield. I’m a full-time YouTuber. If you want to join the Jerry Banfield family, please smash the subscribe button and turn those notifications on.

You are probably here in some part because of the graphic design that Auret does. Auret makes thumbnails for my Youtube channel that finally helped me to look good. If you want to find more about Auret and her designs, you can click here. Airtable helps us work smoothly together. Here’s how we do it.

This is my Airtable. I call it “Jerry Banfield and friends”. They are called bases. Each base has a certain set of spreadsheets within it. And then on each base, I have some people that can view that particular base that each has permissions on it. If you want to rename, change the color or change the icons, you can do that by clicking the down arrow and you can also drag these and organize them all over as well. What I do then inside of the base, I’ll click on graphics to show you within the graphics base. I’ve got different sheets.

And I can just hit plus to create a new table or I can import a spreadsheet. Airtable has outstanding copy and paste features also where I can easily copy one sheet to another sheet even in a different base. What I’ve done to set this graphic sheet up is, I’ve shared this entire base with Auret and I’ve also shared it with 2 other people on my team, Michel Gerard and James Brooks. I’ll show you how all this works together.

The workflow is absolutely incredible because for me as a full-time YouTuber, I put out 3 videos a day. I want to just take an idea in my head, put it down real quick and get a graphic from it and then just turn around as I did on this video. Use the graphics and start teaching with it immediately and be ready to go. That’s exactly what I’ve set up with Auret and we’ve done it with the following system. What you can do in each of the fields, you can customize the field type where you can put in all different types of fields. You can have single-line text, long texts, dates, phone numbers, emails, numbers, currencies, formulas, bar codes, etc.

What I do in the first column is, I put the name in it. Thus, Auret recognizes that this is the name of the video I’m intending to produce. Then in this next column, I’ve set it up as an attachment field that I can put any existing photo assets in there. if I’ve got, say a thumbnail I want with an existing picture of me, I can just drop it in the photo assets. Auret’s coworker Jewel also can then help her to do the graphics faster. Jewel can then drop in photo assets that she finds here to speed up our Auret’s process.

Then on the third column, it is an options tab with the basic settings for the thumbnail. Most of them are just space and text like the thumbnail shown above. It has space for me to put my big head and then text matching the description. But we’ve also done different thumbnails where there was no text. We can put different size thumbnails, etc. There’s a ton of ways we can collaborate. then what I’ve got this spreadsheet sorted on status.

So what you’ll notice is that the Status column is in the left side. All the records are sorted by the status or grouped by it and then sorted by the creation date. I’ll show you how to do that. You go up and you can group by a field. So what I’ve done is, I’ve hit group by status first to last and then within this Status tab, I click on status, customized field type.

I can manually order each of these statuses in the exactly how I want them, then we’ve got a workflow we do as follows.

When I put a new idea and I want it to be done as soon as possible, that goes in Priority. Something she has already worked on goes In Revision as we put it in the revision status. When there’s just an idea that can be done whenever there’s free time, that goes in Not started. Then Design in Progress is to show that she’s working on it and to show me not to change anything. Then on Design Done, they are ones where the design has been finished but I have not filmed a video yet. Then on there are Filmed and Uploaded meaning I’ve used the design and filmed a video on it and uploaded it. This gives us the ability to see exactly what each of us needs do, then all of hers are sorted right here to do. I have 55 thumbnails ready to go for me to just take to use the video.

Each of them costs me $20 each which is an outstanding price for the quality of her work. Then the design that I download is in this far-right column. I had the idea for this video a few days ago. I simply put the title of the video and Auret made the thumbnail within maybe 48 hours of my idea.

Then I have the creation date and then what we do is we go into sort, I hit 9 to 1 and pick on created. In this field, I’ve got the created time of the record and this allows me to sort them in the order I’ve created them. This helps Auret to see the newest to the oldest. The oldest ones are down and the newest ones are at the top. That helps us to keep our workflow organized. Finally, the last column is just for me. It’s a character count because my YouTube Videos can only have 100 characters in the title. What I do is, I write the name of the title of the video I’m going to make and then I double-check, especially when I’m creating it that the idea I have is not too long. What we can do on this then is open up each record by hitting space or you can double click on it and open it that way.

Then inside each record, you can see the exact workflow. I created this a day ago. I put a Priority on it and edited the record. Auret put $20 for this design. She edited the record and delivered the design within 24 hours of me putting it up there. I’ve got all of the individual records with each field and then for my reference, I can see how long the title is to make sure it’s not over the limit.

Now, this is just warming up and you can see how helpful this is for project management to have this smooth workflow. This allows me to dump may be an average of 3 to 5 new ideas a day. Whenever it comes up, I can whip my phone out, use the Airtable app, type in the title of the video I want to make, put the status on there and then Auret goes and does the design. I download it on my computer, put it up and film the video. This is amazing.

Now on top of the fields, we have custom projects in a new sheet and payments. This allows me to track all the payments I’ve made to Auret over time, which now is added up to $14,000 that I’ve spent with her now that’s in work she has done.

Then in the payments tab, I make sure I’ve paid more than that so that she’s always working on credit instead of a balance. Thus, that’s the basics of how to do this. Let’s look at what else you can do with this. This goes to the next level when I show you James Brooks’s spreadsheet.

James Brooks is the one who takes the videos I make and puts them up on YouTube. Here’s my workflow to make a YouTube video when we combine this workflow with Auret. I come up with an idea and drop it in the Airtable spreadsheet. Auret goes through and puts in the thumbnail and then I go film the video. What I do after I film the video is, I title the name of it how I want it, for example, I just filmed the video on Uthena’s Value Proposition. I changed the name of the video, drag it into a dropbox folder which James has access to. Then I go into James’s spreadsheet and I’m able to edit anything I need to. We’ve got all the different types of videos. I’ve put the title of the video and the exact description I want. Then I do the same kind of basic thing that I did on Auret’s spreadsheet. With James’s, I put the status up here.

And now James has a very focused area where he knows exactly what needs to be done. I know that these record intro statuses are for me to record an intro in the orange rectangle. James knows this priority upload means that’s a video that’s to be published at the 2 pm slot as soon as one’s open in the blue rectangle. Then there are other statuses I can check in the brown rectangle ready to upload and James can then take that and immediately upload it.

This gets even more amazing what you can do with Airtable when we look at the Video Spreadsheet. What I’ve got is a spreadsheet that James runs having my YouTube videos. This has 4 different freelancers on Upwork that I work with plus a 5th Freelancer I work with is not on Upwork.

When James publishes a video, he puts the video into this spreadsheet. He takes the dropbox folder link and then he assigns whenever a freelancer on Upwork is ready. He copies the first three fields, pastes them into a message to the freelancer, and clicks on the name of the freelancer who’s been assigned the post. The post just appears on my website that easily. This is how sweet project management is with Airtable. I have 4 brand new posts published on my website today.

And all I need to do is film videos, drag them into a dropbox folder and put the data in James’s spreadsheet. James is then empowered to assign it to the transcribers and the post pops up on my Website. When you do this over and over again, this is great for organic search traffic and the reason to do this is to just convert each of these new videos that come out into the blog post.

This is why I’m so excited about Airtable because the project management aspect of Airtable empowers us to work together very effectively in a short time. I’ve never met James or Auret or anyone else I’m collaborating with on Airtable and yet we have a smooth strategy that eliminates a lot of time-wasting and helps us all to work faster and smarter with Airtable. Thus, I’ve shown and explained how my workflow is with Airtable. I hope this is useful today.

I trust when you want to see more, you will smash that subscribe button if you haven’t already and turn those notifications on. And/or check your subscriber feed to make sure you see the new videos. As I’ve said, I put 3 new videos a day out with the best of whatever I can think of will help you. These are also mirrored by James using the workflow I’ve shown you. If you want to make sure to see the videos on Facebook, I trust you will follow the page and hit see first or turn on notifications there. You can also follow me on Instagram, Twitter, and Linkedin.

I also have a Partner Program. Jewel, Auret, and James are all in my partner program. In fact, most of the people I work with on Airtable are in my partner program and that’s how I started working with Auret. She joined as a lifetime partner. I got to know her over several months. I realized, “Hey, I need a graphic designer. Do you want to help out?” and it worked out great because she just went through a downturn in her business right when I needed a graphic designer. I’ve been able to give her a lot of work that filled the void of losing income on her business and another area. So, I’m so grateful for the partner group. This is the best way to network and get help with me. We’ve weekly group coaching calls and you get one on one calls each month or at a rate depending on how many you pick.

Thank you very much for making to the end of this post. I’m grateful for the chance to serve you. I love you. You’re awesome and since you’re here, I imagine I’ll see you on my Youtube Videos soon.

Jerry Banfield