…But Aren’t Using
Many businesses invest in third-party project management tools without realising they already have a powerful, built-in alternative within Microsoft 365… Microsoft Planner. Planner provides a structured, visual way to manage tasks, assign responsibilities, and track progress without the need for additional software. For teams already using Microsoft Teams, SharePoint, or Outlook, it integrates seamlessly to create a unified project management experience.
Here’s how businesses can leverage Microsoft Planner to improve organisation and productivity.
1. Understanding the Difference: To-Do, Planner, and Project
Microsoft offers three task management tools, each designed for different levels of complexity:
| Tool | Best For | Features |
|---|---|---|
| To-Do | Individual task management | Personal task lists, reminders, daily planning |
| Planner | Team collaboration & project tracking | Assign tasks, set due dates, progress tracking, integrates with Teams |
| Project | Large-scale project management | Gantt charts, budget tracking, advanced scheduling |
For most teams, Microsoft Planner is the ideal choice, providing structured task management without the complexity of full-scale project management software.
2. Creating and Managing a Planner Board
Planner operates using a Kanban-style board, where tasks are organised into buckets that represent different stages of a project.
How to Set Up a Planner Board:
- Open Microsoft Planner from Office 365 or Teams.
- Click “New Plan” and name your project.
- Create buckets for different phases (e.g., “To-Do,” “In Progress,” “Completed”).
- Add tasks, set due dates, and assign team members.
Once created, teams can collaborate in real time, track project status, and move tasks across different stages as work progresses.
3. Assigning and Tracking Tasks
Planner ensures accountability by allowing teams to assign tasks to individuals and track their progress.
Each task can include:
- A due date to keep projects on schedule.
- A priority level to highlight urgent work.
- A checklist for breaking down subtasks.
- Attached files and notes for added context.
Team members receive automatic notifications when deadlines are approaching or when tasks are updated.
4. Integrating Planner with Microsoft Teams
For businesses already using Microsoft Teams, Planner can be added as a tab within any team channel, making task management more accessible.
How to Add Planner to Teams:
- Open the desired Teams channel.
- Click “+” to add a new tab.
- Select “Planner” from the app list.
- Link an existing plan or create a new one.
Once integrated, users can assign tasks directly from Teams chats, making it easier to turn conversations into actionable items.
5. Reporting and Insights with Planner
Microsoft Planner offers built-in reporting to provide an overview of project progress.
Key reporting features include:
- Visual dashboards showing task completion rates.
- Charts and graphs for tracking workload distribution.
- Calendar view for upcoming deadlines.
For more advanced analytics, Planner integrates with Power BI, enabling businesses to generate custom reports on project performance.
6. Why Choose Planner Over Third-Party Tools?
Many businesses use tools like Trello, Asana, or Monday.com, but Planner offers several advantages for Microsoft 365 users:
✅ Security & Compliance – Data stays within Microsoft’s secure cloud (ideal for GDPR compliance).
✅ Seamless Integration – Works natively with Teams, Outlook, SharePoint, and Power BI.
✅ No Additional Cost – Included in Microsoft 365 Business plans, reducing software expenses.
Nxt Steps
If your organisation is using multiple tools for task management, Microsoft Planner can help simplify workflows and improve collaboration.
At Nxt Gen IT, we help businesses optimise their Microsoft 365 setup for maximum efficiency. Contact us today to learn how to implement Microsoft Planner effectively within your team.
Ben helps growing businesses turn technology into a driver of performance instead of a barrier. At Nxt Gen IT he works with SME leaders, recruiters, and fast-scaling teams to design solutions that improve reliability, strengthen security, and unlock growth.
With a background in email deliverability and cloud systems, Ben specialises in making sure businesses communicate effectively, keep data safe, and get the most from Microsoft 365. His experience spans solution design, managed IT services, and virtual CIO support, always with a focus on practical outcomes that reduce headaches for business owners.
Ben has supported organisations across the UK, from recruitment agencies struggling with inbox placement to SaaS firms scaling fast, and SMEs needing a trusted partner for their IT. He believes tech is never the end goal: growth is. His role is to make sure technology never gets in the way of it.