Remember when project management meant sticky notes on the wall and endless email chains? That worked (sort of) back then, but in today’s hybrid, fast-paced world, it just doesn’t cut it anymore. Staying organised isn’t a “nice to have” anymore—it’s survival.
Here’s a stat that’ll sting: according to McKinsey, the average worker spends 28% of their week in email and nearly 20% just looking for information or the right colleague. That’s nearly half the week lost before the real work even starts.
This is where Microsoft Planner comes in. It’s simple enough for everyday task management but powerful enough to keep entire projects on track. And when you’ve got a Managed IT partner guiding you through setup and adoption, it can completely transform how your small team organises, collaborates, and delivers results.
Teams Wasting Time on Endless Emails and Missed Tasks
When tasks are scattered, things fall apart fast:
- Deadlines slip through the cracks.
- Important details get buried in conversations.
- Projects stall over simple miscommunication.
- Managers can’t get a clear view of progress.
Sound familiar? It’s a productivity killer—and it drains motivation too.
A Simple Way to Manage Tasks
Planner brings everything into one spot, so your team spends less time searching and more time doing.
1. Organized Task Boards
Think of Planner like a shared digital to-do list:
- Create and assign tasks in seconds.
- Add due dates, checklists, files, and notes.
- Track progress by moving tasks from “To Do” → “In Progress” → “Done.”
It’s clear, visual, and beats digging through email threads.
2. Flexible Views for Better Oversight
Not everyone thinks the same way, so Planner gives you options:
- Board View: Drag-and-drop task cards.
- Grid View: A list-style for quick scanning.
- Schedule View: See tasks on a calendar.
- People View: Balance workloads across your team.
- Timeline View: Gantt-style, for big-picture planning.
- Assignments View: Manage effort and deadlines.
No matter your style, you’ve got visibility.
3. Task Details That Keep Teams on Track
Each task has everything you need, all in one place:
- Start and end dates.
- Priorities and checklists.
- File attachments and dependencies.
- Links to Teams channels for context.
Nothing gets lost, nothing gets missed.
4. Templates Save You Time
Why start from scratch when Planner already has templates? Pick one, tweak it, and you’re off. Some are free, some come with premium plans—but all of them save you time.
5. Smooth Integration with Microsoft 365
Planner plays nicely with the tools you already use:
- Create tasks from Teams chats.
- Turn flagged emails in Outlook into actions.
- Embed Planner boards into SharePoint or Loop.
- Automate tasks with Power Automate.
- Export data to Excel or Power BI.
- Align work with Viva Goals.
Everything’s connected, so nothing slips between the cracks.
6. Built-In AI to Supercharge Efficiency
In July 2024, Microsoft gave Planner a major boost with Copilot and the Project Management Agent.
- Summarise tasks and plans.
- Create new tasks just by typing naturally.
- Get progress updates automatically.
- Break down goals into actionable steps (and even suggest who should own them).
It’s like having a project assistant that doesn’t complain about overtime.
How to Get Started with Planner
- Open Planner in Teams or the web app.
- Create a new plan or choose a template.
- Build your board with buckets and tasks.
- Add dates, checklists, files, and links.
- Switch between views for the full picture.
- Automate reminders and notifications.
- Walk your team through the basics.
Easy. Fast. And miles better than juggling emails and sticky notes.
What You’ll Gain
With Microsoft Planner, small businesses can:
- Cut down email overload and pointless meetings.
- Keep everyone accountable and aligned.
- Visualise project progress clearly.
- Launch new projects faster with templates and AI.
- Connect tasks seamlessly with Microsoft 365 apps.
More clarity, less chaos, and more time to focus on customers.
What Happens If You Don’t Act?
If you keep muddling through with scattered tools:
- Deadlines get missed.
- Roles and responsibilities blur.
- Employees get stressed and burnt out.
- Productivity slows, costs rise.
In short—project chaos wins.
Make Planning a Habit, Not a Hassle
Planner isn’t just another app—it’s the backbone of a more organised, accountable, and motivated team. It brings structure without the stress and makes collaboration a whole lot smoother.
And here’s the best part: you don’t have to figure it out alone. We help small businesses set up and tailor Microsoft Planner to fit their workflow, so adoption is painless and the benefits kick in quickly.
Ready to move from chaos to clarity? Let’s set up Planner together—schedule your consultation today.
—
