As a business using Microsoft 365, you are already in a world of powerful tools which enable productivity, collaboration, and efficiency for your staff. However, there may be some hidden gems in this suite that you haven’t yet explored, one of which is Microsoft Planner.
What is Microsoft Planner?
Microsoft Planner is a task management tool included with most Microsoft 365 subscriptions. It allows teams to create, organise, and assign tasks within an easy interface, making project management and collaboration really efficient. Think of it as a digital whiteboard where you can organize tasks, set deadlines, track progress, and ensure that everyone on your team is on the same page.
Key Features of Microsoft Planner
Boards, Buckets, and Tasks
- Boards: The main structure in Planner is a board. Each board represents a project or a set of related tasks. You can create multiple boards for different projects or departments.
- Buckets: Within each board, you can create buckets to categorize tasks. For example, in a marketing project, you could have buckets like “Research,” “Content Creation,” “Design,” and “Review.”
- Tasks: Tasks are individual items that need to be completed. Each task can be assigned to a team member, given a due date, and include detailed notes, checklists, and attachments.
Assignment and Tracking
- You can easily assign tasks to specific team members, ensuring clarity about who is responsible for what. Once assigned, team members can update the task’s progress, keeping everyone informed.
Visual Progress Tracking
- Planner offers visual tools like charts and boards that make it easy to see at a glance how your project is progressing. You can view tasks by status, due date, or team member, which helps in identifying bottlenecks and areas that need attention.
Integration with Other Microsoft 365 Tools
- Planner seamlessly integrates with other Microsoft 365 applications like Outlook, Teams, task and even SharePoint. For example, you can link tasks in Planner to your Outlook calendar, or integrate Planner with Microsoft Teams to discuss tasks in real-time.
Mobile Accessibility
- Microsoft Planner is available as a mobile app for iOS and Android, allowing your team to stay updated on tasks and projects even when they are away from their desks.
How Microsoft Planner Can Benefit Your Business
Planner offers lots of ways to benefit your business or work:
1. Enhanced Team Collaboration
Microsoft Planner enables collaboration by providing a centralised and easy platform where team members can see what everyone else is working on, share updates, and contribute to tasks.
2. Improved Project Management
Managing projects can be challenging, particularly when you have to juggle multiple tasks and deadlines. Microsoft Planner simplifies project management by allowing you to break down projects into manageable tasks, assign responsibilities, and monitor progress in real-time. It’s much simpler than ‘Microsoft Project’ for everyone to use.
3. Increased Productivity
Planner helps in boosting productivity by organising tasks in a clear and structured manner. Team members can easily see what needs to be done next and prioritize their work accordingly. Additionally, the ability to create checklists within tasks ensures that no detail is overlooked. The reminder and notification features help keep tasks on track, reducing the risk of delays due to forgotten deadlines or missed steps.
4. Better Resource Management
Assigning tasks in Planner helps you manage your team’s workload effectively. You can see who is overloaded with tasks and who might have some bandwidth to take on more work. This ensures that tasks are distributed evenly, preventing burnout and ensuring that projects are completed efficiently. The ability to track task progress also allows managers to identify when additional resources may be needed to keep a project on track.
5. It’s a Cost-Effective Solution
Since Microsoft Planner is included with your Microsoft 365 subscription, there’s no additional cost to start using it. This makes it a cost-effective solution for businesses looking to improve their project management and collaboration without investing in expensive third-party tools. Given the value it can add, especially in terms of productivity and project efficiency, Planner offers a significant return on investment.
Getting Started with Microsoft Planner
To get started with Microsoft Planner, simply log in to your Microsoft 365 account and navigate to the Planner app. From there, you can create a new plan (board), add buckets, and start creating and assigning tasks. It’s a user-friendly tool, so you and your team should be able to get up and running quickly. If you’re already using Microsoft Teams, you can integrate Planner directly within your Teams channels for even more streamlined project management.
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