Not too long ago, managing tasks meant relying on sticky notes and endless email chains. But with today’s flexible work environments and fast-paced deadlines, that old system just isn’t enough. Now, having a good project management approach is key to keeping your team on track and moving forward.
According to McKinsey, the average worker spends 28% of their week managing email and nearly 20% just hunting for information or colleagues to help.
This article introduces Microsoft Planner, a versatile tool that's just as effective for simple task management as it is for complex enterprise projects. Planner is super easy to jump into, but it packs a punch when it comes to keeping multiple projects running smoothly. And with a bit of support from an IT partner who knows how to help small teams, you’ll be amazed at how much more organized and collaborative your work can be.
When tasks are not properly organized, it’s hard to monitor your team's progress:
These things get in the way of productivity and make it harder for your team to stay motivated and move forward.
Microsoft Planner brings all your tasks together in one easy-to-use place, so small teams can jump right in and get going. Here’s how Planner makes staying productive a breeze:
Think of Planner like a shared to-do board where your whole team can carry out the following:
This organized view allows everyone to stay on track without the need for long email threads or disappearing messages.
Planner offers multiple ways to help you track your work, including:
These views help teams at every stage, from daily task completion to big-picture planning.
Every task in Planner comes with all the details you need. Just click on a task to:
This makes sure nothing important falls through the cracks and keeps conversations right where they belong.
Why start from scratch when you don’t have to? Planner comes with a bunch of ready-to-use templates—some are free, while others are available with paid plans. Simply pick a template, tweak it to fit your needs, and you’re off and running. It’s a quick and easy way to jumpstart your next project!
Planner isn’t a standalone app; it’s designed to work seamlessly with the tools you already use. Here’s what it integrates with:
With everything linked together, you gain clarity, reduce friction, and create real momentum.
In July of 2024, Microsoft added Copilot to Planner, which helps you with the following:
Microsoft’s new Project Management Agent takes things a step further by analyzing your goals, breaking down projects into manageable tasks, and even recommending who should tackle what. With these smart helpers, your team can spend less time on tedious admin and more time doing the creative, impactful work that really matters.
Step 1: Open Planner in Teams or the web app.
Step 2: Choose “New Plan” and pick a template.
Step 3: Build your board. Add buckets and tasks and assign people.
Step 4: Customize each task with dates, checklists, attachments, and links.
Step 5: Explore views to track daily work and overall progress.
Step 6: Automate reminders or notifications.
Step 7: Invite your team and walk them through the basics.
It’s an easy, step-by-step setup that helps your team start collaborating quickly and smoothly.
With Microsoft Planner, small businesses can finally cut down on endless emails and meeting overload. It helps everyone stay accountable, in sync, and makes it easy to keep an eye on project progress. You can kick off new projects faster, let AI handle the repetitive work, and easily connect Planner to the tools your team already uses.
All of this keeps projects moving smoothly—leaving you with more time to focus on what matters most: your customers.
Planner is more than just a tool—it’s your team’s central hub for staying organized, connected, and on top of every project, without the stress of scattered tasks or missed updates.
And you’re not alone in this! We’re here to help, from getting things set up to making sure Planner fits perfectly with how your team works. Let’s make project management easier together—schedule your consultation today and see how simple planning can be.