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Case Study: Mechanical Engineering & Crane Technology

Palfinger: Over 450 projects,
—one platform, full control

How the world's leading manufacturer of crane and lifting solutions replaced scattered spreadsheets with a centralized project management system, saving hours each week.

450+Projects on a single platform
2 hourssaved per week
3Departments actively use Smartsheet

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In video

Palfinger: Using Smartsheet

The challenge

When projects disappear into spreadsheets

Palfinger, with over 12,000 employees and 30 production sites worldwide, managed projects in isolated, unconnected spreadsheets. Without a centralized view, it was nearly impossible to manage hundreds of projects.

01

Scattered data: Projects were managed in separate, standalone spreadsheets, without a central database or a consistent structure.

02

Manual updates: Changes to the project structure had to be made individually in each of the 100+ projects, which was extremely time-consuming.

03

Lack of transparency: Management lacked an overview of actual resource utilization and project progress across all locations.

The solution

From scattered tables to centralized control

Nadir Doudou, Head of PMO Global Operations, was the first user and built a standard toolset using the PMO template. In three months, more than 50 projects were migrated, and today there are over 500.

Control Center for Bulk Management

With Smartsheet Control Center, Palfinger can create and manage changes and new projects in bulk. This saves approximately 2 hours per week on project setup alone.

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Dynamic View for data protection

With Dynamic View, Palfinger shares only the relevant information with the right people, without having to grant access to the full spreadsheets.

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No-code automation

Teams build their own solutions, such as ticketing systems and dashboards, without IT support or expensive custom programming.

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The result

Full transparency, less effort

450 Projects managed centrally and transparently in a single system
2 saved per week just on project setup through Control Center
3 Departments actively use Smartsheet

We have full visibility into every project, and we can see at a glance how much time and effort is being spent on each activity.

Nadir Doudou
Head of PMO Global Operations, Palfinger

Your contact person

Talk to us about this solution

Nico Röpnack

Nico Röpnack

Founder & Managing Director, Lighthouse Consultings

Answers for decision-makers

What Decision-Makers Need to Know

The questions that operations managers most frequently ask us before a project like the one at Palfinger.

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.

Related Solutions

ReferenceCarl Zeiss CorporationHow a global precision engineering company uses Smartsheet to organize projects and resources. SolutionProject & Portfolio ManagementManage hundreds of projects centrally: overview, prioritization, and reporting. Solutionresource managementPlan capacity realistically and identify bottlenecks early on.

Next step

Full project transparency—for your company, too .

What Palfinger has achieved is also possible for your company. Let’s discuss where your greatest opportunities lie.

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