Heatmap Excel Template Free Download

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What is a Heat Map?

The Project Heat Map Excel Template enables anyone to easily point out the areas of problems. The heat map is simple to use as it is based on keywords. The heat map also has an area which can be used to provide additional details and comments.

Heat Map Excel Template
Heat Map Excel Template

Heat Map Excel Template

The heat map template is simple to use. The heat map is divided into 4 sections - Schedule, Budget, Risks and Issues and Other KPIs. Each section is made up of multiple categories or sub sections which refer to the key performance measures for the reporting . The bigger the sub section higher the significance of that sub section.  Each sub section can be colored to reflect their status. The sub section uses conditional formatting and will be colored as per the key word used.  Below is the list of key word and corresponding colors.

Use the relevant key word in the status update to color as per below -
  • Use the key word "Critical" to color the sub section bright red. This status is used when the things are really really bad,
  • Use the key word "Red" or "Delayed" to color the sub section light red. This status should be used when the situation is bad and out of control.
  • Use the key word "Amber" or "Concern" to color the sub section in Amber. This status should be used when things look like going south.
  • Use the key word "Green" or "On Track" to color the subsection in Green. This status should be used when all is good.       

Examples of using keywords in the Project Heat map Excel Template

  • Project Progress is Critical - will color the sub section in bright red.
  • Key Resource Dependency Red  - will color the sub.section in light red.
  • Project Benefits delayed  - will color the sub.section in light red.
  • Scope Change Requests are on track  - will color the sub.section in green.
  • Risks are green - will color the sub.section in green.
  • Leave plans and vacations Amber - will color the sub.section in amber.
  • Budget is a Concern - will color the sub.section in amber.


Excel Risk Heatmap

To supplement the heat map with information the excel template contains additional sections to provide details or comments. The schedule sections can cover key project phases with end dates and status. There is also a section to enter any comments related to issues visible in the heat map. The budget section has basic information about the budget and a comments section to provide any additional information about the issues identified in the heat map. The risks and issues section has the count for risks and issues. In addition to the basic details it also has a comments section. The other KPIs section can contain comments about other issues visible in the heat map.

The risk heatmap is used to graphically present the projects’ risks in a 5X5 matrix, where the bottom left cell is the least serious risk, and the top right is the most severe. Each risk is entered into the risk table, and is assigned two parameters – A probability for occurrence, in increments of 20% (20%, 40%, 60%, 80% or 100%) and an impact on the project should the risk materialize, in increments of 1 (1,2,3,4 or 5), 5 being the most severe. The multiplication of these two parameters is called the “Risk Score”, and appears in column E. The heatmap conditional formatting is applied to the risk score column, and each risk number is represented in the table according to the score.

The heatmap parameters are as following –

  • The lowest number is the most Green.
  • The middle percentile is 60%, and appears as Orange.
  • The highest number is most Red.
Excel Risk Heatmap
Excel Risk Heatmap

Heatmap Template in PowerPoint(PPT)


The PPT example is a heatmap of the number of cars in a certain dealership, split into car types and the quarter in which they were sold. It is manually colored, and each change of the numbers results in a new coloring scheme. While conceiving the scheme of the heatmap, the following parameters were adhered to –
  • The Reddest cells were the lowest values in the table.
  • The Orange cells are the ones which are closest to the 50th percentile (i.e. the closer the cell value is to the average, the more orange the cell is).
  • The Greenest cells were the highest values in the table.


Heatmap Template PPT
Heatmap Template PPT


High Level Heat Map

The high level heat map can be used to display status of the project components or phases. The size of each cell depends on the size of the component. Enter the Module Name on the top and the status below the module name. This heat map sample is for a website building project.  Hopeless = Dark Red, Bad = Light Red, Worry = Yellow,  Good = Green and Great = Dark Green.


Heat Map Template
High Level Heat Map Template


List Heat Map

The list heat map template is simple list of items. Each cell will have name and then status.  Use the following status. The list heat map is a good tool when you have to track a list of items which need to be completed. I have used Project Management Toll Review as an example. Green Status = Green Color.  Amber Status = Amber Color and Red Status = Red Color.

List Heat Map Template
List Heat Map Template

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