Microsoft Planner: Tracking Team Tasks and Projects

Introduction

• Microsoft Planner helps track tasks and projects for teams and individuals.
• It’s a visual and customizable tool similar to Trello or monday.com.
• Integrates well with Microsoft apps like Teams.

Accessing Planner

• Access via office.com or Microsoft Teams desktop.
• Log in with your 365 account.
• Find Planner in the app launcher or under 'all apps'.
• Planner Hub shows plans you've created or been added to.

Creating a Plan

• A plan is a project with multiple tasks.
• Options for plans:
  • Add to an existing 365 group (recommended for team collaboration).
  • Public plan: anyone in the organization can join and make changes.
  • Private plan: for personal use or specific people without a group.
• Example: Creating a “Finance System Update” plan for a finance group.

Buckets and Tasks

• Buckets: Organize groups of similar tasks, e.g., ideas, approved ideas, design, testing, implementation.
• Tasks: Mini cards within buckets with various details.
  • Add task by clicking “Add task” in the relevant bucket.
  • Assign task names, due dates, and responsible people.
  • Add labels for visual and filtering purposes.
  • Set progress (Not started, In progress, Completed), priority, start, and due dates.
  • Include notes, checklists, attachments, and comments within tasks.
  • Viewing tasks: Checklist items visible on card, automatic saving.

Features and Functions

• Copy Task: Duplicate tasks within the same plan or to another plan.
• Attachments: Collaborate on documents directly on SharePoint.
  • Attach files from the local computer or SharePoint library.
  • Changes to files reflect in SharePoint.
• Updating Tasks: Drag tasks across buckets to show progress, e.g., from ideas to approval to implementation.
• Comments: Notify team members and track via shared Outlook mailbox.

Views and Organization

• Board View: Default view, group by various criteria like bucket, person, progress, etc.
• Filter: Restrict views based on timeframe, priority, person, etc.
• Charts View: Visual display showing tasks by status, bucket, priority, and member workload.
• Schedule View: Calendar view of tasks, adjustment of task duration, creation of new tasks.
• Export to Excel: Task data, including checklist, exported to Excel.
• My Tasks: View all tasks assigned to you across different plans.

Integration with Microsoft Teams

• Add Planner to Teams for seamless access within channels.
  • Go to the channel, add Planner (Tasks by Planner and To Do), and select or create plan.
• Integrated access to Planner and related files within Teams.

Mobile App

• Planner app available for iOS and Android for managing tasks on the go.

Conclusion

• Microsoft Planner is user-friendly, collaborative, and integrates well with other Microsoft tools.
• Useful for managing team tasks and personal projects effectively.
• Recommended for easy task management, not for complex project management.

Tips:

• Utilize labels and filters for organization and better visibility.
• Regularly update task progress and use comments for team communication.
• Add Planner to Teams to enhance workflow and productivity.