Case Study: Motorsports & Entertainment

: PMO Efficiency inthe Fast Lane

How McLaren Racing used Smartsheet to scale its PMO from a single person to a team of seven, consolidate its tech stack, and plan wind tunnel tests 70% faster.

70%70% faster wind tunnel planning

58Days until go-live

77-person PMO scales

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In video

McLaren Racing, powered by Smartsheet

The challenge

When speed fails due to tools

McLaren Racing, one of the most successful racing teams in history with 183 Formula 1 victories and 8 Constructors' World Championships, was experiencing hypergrowth. However, multiple tools without standardization were slowing down the PMO.

Fragmented tech stack: Multiple project management tools without a unified view of projects, budgets, or timelines.

No benchmarking: Without a uniform platform, budgets and timelines could not be compared across projects.

Scaling issue: The PMO consisted of just one person, while the organization was experiencing hypergrowth.

The solution

A PMO that keeps pace with Formula 1

The new PMO system was deployed in just 58 days with Smartsheet Professional Services. Control Center, WorkApps, and Calendar App replace the fragmented tech stack.

Control Center & WorkApps

Smartsheet Control Center manages Salesforce deployment. WorkApps provide a unified view of project performance across all teams and functions.

Wind tunnel planning

Planning complex wind tunnel tests has been accelerated by 70%. Thousands of parts must be produced simultaneously, and Smartsheet gives engineers a unified view of status and resources.

Brand folder for asset management

Race-day footage is available in minutes instead of days thanks to Brandfolder. 90 TB of archive material has been migrated and made searchable, and 800 brand assets are tracked in real time.

Faster, leaner, more successful

70 Faster wind tunnel planning with Smartsheet

58 58 days from workshop to go-live of the new PMO system

7 A 7-person PMO, built from a one-person team thanks to scaled processes

What this means for your business

58 days until go-live is a realistic timeline, even for small and medium-sized businesses. A PMO that starts with a single person means your team can handle it with existing resources. And a 70% faster planning process is a measured fact, not an estimate.

Your contact person

Talk to us about this solution

Nico Röpnack

Founder & Managing Director, Lighthouse Consultings

Answers for decision-makers

What Decision-Makers Need to Know

The questions decision-makers most frequently ask us before embarking on a project like the one at McLaren Racing.

Do we already need to be using Smartsheet?

No. We can build on existing Smartsheet environments or start from scratch. If you’re currently working with Excel pivot tables or scattered spreadsheets, we’ll take the data structure and seamlessly migrate it to a Smartsheet solution that your team can then maintain on their own.

What do you use n8n and automation for?

n8n connects the systems that currently require manual data transfer—such as Smartsheet, HubSpot, email, and ERP. Recurring tasks like status updates, notifications, and reports then run automatically in the background, rather than taking up someone’s time every day.

How do you approach the topic of AI, and does it make sense for small and medium-sized businesses in the DACH region?

We use AI specifically where it provides a measurable benefit—such as in classification, forecasting, or decision support—rather than as an end in itself. At FEW Automotive, we’ve used it to replace manual analyses that used to take days to complete. Every solution remains transparent and manageable for your team.

What are the regulations regarding data protection and the GDPR?

Data protection is an integral part of every project, not an afterthought. We clarify at the outset what data will be processed and where it is stored, enter into a data processing agreement if necessary, and prioritize components that process data within the EU. Sensitive data is only used where it is legally and contractually well-protected.

How long does a project take, and how much does it cost?

A first functional version is usually ready within a few weeks, and many projects begin with a clearly defined pilot. The investment required depends on the scope and level of integration. During a brief initial consultation, we’ll assess the effort and benefits for your specific situation before you make a commitment.

Your PMO. A clear overview. Less effort.

What McLaren has implemented isn’t just a luxury reserved for Formula 1. It’s the same scalability issue we see in small and medium-sized businesses: a one-person PMO, scattered Excel spreadsheets, and reporting that takes days to complete. To see how this has been solved in small and medium-sized businesses across Germany, Austria, and Switzerland, read our case study on FEW Automotive. In 30 minutes, we’ll show you what you can implement in your business right away.

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