Knight Frank India consolidates projects in Smartsheet, gaining a single source of truth with help from Agilifly

Established in London over 128 years ago, Knight Frank has grown into one of the world’s leading independent property consultancies, with over 27,000 employees across 50 countries. Knight Frank helps everyone from individual homebuyers to major developers navigate real estate decisions. In India, the company has been operating since 1995 and now has more than 1,900 specialists across Mumbai, Delhi - NCR, Bengaluru, Hyderabad, Chennai, Pune, Ahmedabad and Kolkata servicing over 50 locations across the country. Its services range from advisory, valuation, and transactions to facilities and project management, all backed by insightful market research.

As the company’s growth momentum accelerated, a need to have a system-based approach was felt necessary. “At the time, we were generating reports based on existing, mostly manually generated, processes and sharing insights with clients. We soon realized that we weren’t fully using our data to understand our own business,” says Prashant Sharma, Associate Director of Strategy & Initiatives, Project Management Services.

The team also wanted to give clients real-time, on-demand visibility into their projects—to do that, they needed a more efficient and consistent reporting system to replace their existing manual process. 

“We had to gain a competitive edge—through better client service, more efficient operations, and improved training—so we started exploring the tools available to help us get there,” adds Mr. Deben Moza, Senior Executive Director and Head of Project Management Services at Knight Frank India.

Finding an agile, scalable platform

The team needed a platform that was simple to use and flexible enough to support its wide range of projects. They also wanted something that could eventually scale across regions and give clients a consistent experience worldwide. Company partners recommended Smartsheet. 

“We were surprised to learn that one solution was agile enough to handle all of our requirements,” says Mr. Moza.

To ensure Smartsheet aligned with Knight Frank India’s existing workflows and to help the team get the most from the platform, Smartsheet introduced them to Agilifly Digital Transformations, a Platinum partner. “The client wanted to move fast and bring as many processes into Smartsheet as possible. So we took a more agile approach—starting with a pilot, showing what the solution could look like, and building it out incrementally in weekly sprints. We had open, constructive conversations throughout, which built a strong sense of trust,” explains Isheeta Bali, Chief Executive Officer at Agilifly.

A successful adoption

With around 900 people on the team, adoption was another challenge. Knight Frank India and Agilifly co-developed a multi-pronged change management plan. They started by building buzz with a four-month “Smartsheet is coming” email campaign, company-wide announcements, and leadership updates across global offices. Agilifly supported with Loom videos, webinars, and tailored training: short, simple sessions for regular users; in-depth onboarding for project managers and process controllers; and detailed technical training for admins.

Knight Frank India now manages the entire project lifecycle in Smartsheet—from early business development through execution and delivery. “During execution, Smartsheet captures everything in one place: schedules, quality and safety observations, risks, issues, purchase orders, and more,” notes Sharma. Field teams and subcontractors use Smartsheet Forms to submit real-time updates from their phones, while Data Shuttle keeps information synced and accurate across the system. 

“Smartsheet has even become our de facto customer relationship management (CRM) system—helping us track client interactions and avoid duplicate outreach,” says Mr. Moza.

Full transparency of projects

Knight Frank India uses Smartsheet dashboards to monitor everything from individual projects to national operations. Each project has its own live dashboard with real-time updates on tasks, quality checks, safety observations, and commercial details. Portfolio dashboards roll up data from across regions to give teams a clear view of overall progress. The team also uses dashboards for business development, document tracking, revenue forecasts, and safety reporting. 

“For example, our safety head can track safe man-hours and incident data across all 250 projects in real time, helping us maintain consistent safety standards,” says Mr. Moza. Knight Frank India shares reports instantly with clients and collaborators, with role-based access ensuring sensitive data stays protected.

With an integrated system and real-time dashboards, Knight Frank India now has a single source of truth. “There’s no hidden data. Transparency has greatly improved, both internally and externally,” says Mr. Moza. This lets the team make faster, better-informed decisions. 

“Before Smartsheet, I relied on calls and scattered reports that didn’t always reflect what was actually happening. Now, I can see project status across regions in real time and catch issues early—before they escalate,” he adds. For Sharma, the dashboards provide both detail and context. “Centralised, real-time data lets us zoom out and understand what’s happening across clients, teams, and projects. It’s made decision-making much more efficient—just as we hoped it would,” he says.

Building trust among customers

With Smartsheet running in the background, Knight Frank India has significantly cut down on time spent chasing updates, preparing reports, or holding unnecessary meetings. Teams can now input and access data on the go—keeping everything up to date without extra effort.

Automated, fast, and consistent reporting has been a major win for clients—giving Knight Frank India the competitive edge it was looking for. “Clients no longer need to search for updates—everything is right there on the platform,” says Mr. Moza. “Smartsheet brings transparency, keeps everyone aligned, and helps us manage customer expectations by flagging any changes that could affect costs or timelines.”

Becoming Smartsheet advocates

Other Knight Frank offices are also exploring advanced solutions powered by Smartsheet, inspired by the success in India. “Knight Frank India has become a true global champion, showcasing this solution to other regions, which is fantastic,” says Bali. “It’s been a real pleasure working with their team—they’re setting industry benchmarks at scale, and we’re proud to support them on that journey.”

Looking ahead, Knight Frank plans to expand the solution by adding features like project resourcing, custom templates for different project types, and portfolio WorkApps to enhance mobile collaboration. They’re also working on integrating their procurement system so that purchase requests, orders, and bidding data flow seamlessly into Smartsheet. The team is confident in their partner’s ability to guide them through these next steps. 

“Agilifly has been incredibly supportive throughout the journey,” says Sharma. “Whenever technical questions arise or if we need additional training, they’re always ready with the right solution. It’s never just ‘here’s the software, good luck’—they’re flexible, responsive, and truly committed to making it work for us.”

Complete faith in partners

For Mr. Moza, constant innovation is essential—without it, companies risk becoming irrelevant. “We need to keep finding better, more convenient ways to serve our clients,” he says. “It’s comforting to know we have a solution that will continue to evolve, and a partner who’s ready to grow with us—adapting the platform to meet our clients’ evolving needs.”