Why should you use Microsoft Planner?

Reading Time: 5 minutes
Why should you use Microsoft Planner?
Reading Time: 5 minutes

Microsoft Planner is a web-based business management tool. This easy-to-use tool lets you schedule tasks and handle small projects without the hassle of planning. It’s an Office 365 service.

With Microsoft Planner, you are able to assign and organize times and tasks efficiently. You can also set deadlines, share files, and, of course, team members can communicate with each other.

Microsoft Planner – definition

Microsoft Planner is a tool in the Office 365 suite. Improves teamwork by organizing tasks, files, and group or Office 365 group tasks. The planner is easily accessible through a browser, Microsoft teams, or a mobile application for Android and iOS. On a mobile device, you can categorize tasks based on the same tasks in order to organize work visually and attach captured photos directly.

The task management (IT department) of your company can suggest third-party tools for progress in work management.

An Overview of Microsoft Planner

There is an ancient saying in business that applies elsewhere – if you fail to plan, then correspondingly, you plan to fail. And while it has erupted into a cliché, there is a lot of truth in that feeling. If your business has no plan – for growth, profitability, and competitiveness, you are blind.

Modern businesses have a lot of technical planning tools at their disposal, but they still need to use those tools effectively. Appropriately named Microsoft Planner is one such device, and it belongs in your business toolbox.

So what is Microsoft Planner, and what makes it so powerful? Here are some crucial pointers in moving your Microsoft Planner forward in your business.

Microsoft Planner is part of the Office 365 product suite, a package that your company may already be familiar with. But unlike Word, Excel, and other products, Microsoft Planner is designed as a work-from-home management tool.

Because it is web-based, Microsoft Planner is available from anywhere with an internet connection. Workers can share ideas, access files, update projects and keep each other informed whether they are in the next booth or on the other side of the planet.

Use Microsoft Planner and Teams for easier collaboration

Because the world is generally at a point of digital uncertainty, digital transformation has occurred rapidly in all segments of the world’s industrial sectors in just a few months. The pandemic opened us up to different new ways of working, living, and existing in all segments; government, the private, public, enterprises, and small businesses.

A sense of collaboration has become essential in the digital space, and Microsoft Teams’ injection into this unplanned wave and its capacity to meet expectations was commendable. However, there is still a need for increased ease of cooperation, especially in these times. One of the Microsoft applications that can play this vital role is Microsoft Planner.

One major failure to organize teamwork properly is completing work on time and with an organized approach. Nevertheless, Microsoft Planner makes it easy for your team to create plans (new plans), manage them properly, assign tasks, share files, talk about what you’re working on, and receive progress through regular release updates.

How Microsoft Planner work

Microsoft Planner is available from anywhere with an internet connection. Workers can share ideas, access files, update projects, and keep each other in the loop, whether in the next booth or on the other side of the planet.

Microsoft Planner also gives users the ability to set deadlines so that supervisors can create projects, set expectations, and allow team members to meet them. And because Microsoft Planner allows accessible communication between team members, no one feels left out or underestimated.

Features of Microsoft Planner 365 on why should you use Microsoft Planner

By merging Microsoft Planner, you can schedule projects and work tasks, meet deadlines, keep track of project status, and increase productivity with timely email notifications that will guide you through the goals you deliver.

New features and apps can collaborate on their own board on the go of the Microsoft Corporation. The plan created notify Planner works and email notifications can change assignments for different users. A mobile device can drop tasks view on multiple devices for personal services.

Microsoft Planner boasts four key features

1. Visual project management

The notification panel is automatically created on the same page when you create a plan in Microsoft Planner. Here you can organize tasks in buckets based on the task’s status – low, medium, or high priority – or the individuals to whom you have assigned tasks.

The board gives you a visual overview of your entire project at a glance; assigned tasks, approaching deadlines, planned tasks, and completed tasks that have not yet been started.

To update the task status or move tasks from one team to another, drag and drop the item you want to move.

2. Improve collaboration

Microsoft Planner lets you share files with team members and communicate through the chat feature 365 while still gaining insight into the details of your project plan. However, its biggest drawback is that you can not add files while in Teams. You must be an MS Planner.

Users also can add comments to leave feedback on tasks if a team member questions a particular job.

Each member of your team or remote worker invited to review the Microsoft Planner application can also see who is accountable for completing which task. For large multi-team projects, this feature can be helpful for team members to turn to the appropriate expert if they need an answer to a question or query of interest.

3. Email notifications

Planner 365 helps project managers and team members stay on top of their workload. Push notification alerts them to tasks with upcoming deadlines or appointments they may have at a specific time.

Email notifications can also save time in project managing by sending email notifications to the entire team instead of individually.

4. Guest access

Guest access lets you invite everyone to Microsoft Planner 365. Ideal for projects where you have enlisted the help of freelance translators who do not work for your organization.

There are two levels of guest access. The most regular permission is to invite them as a guest, which allows them to see the tasks given to them along with the deadline, job description, and any comments you have added.

Also, you can give them special permissions to use other application features, such as adding files or comments. Sometimes they must deliver the work.

Tips For Using Planner 365

Although Planner for 365 is easy to use, you can accept a few shortcuts to reduce workload and organize your project creatively. If you have a recurring task, you created and need to reuse, copy the original and duplicate instead of rewriting the entire plan.

To do this, you have to select the plan you want to copy and click on the dropdown menu identified by three dots: “…”. Click “copy plan”. When you form tasks, you can mark them in order of preference. Another option is to label tasks with action levels instead; “Quick tasks”, “medium effort”, and “high effort / strategic”.

That being said, you can rearrange tasks within a plan should you need to move anything up or down the order or add a task that crops up or you originally left out.


In the world of planning, there is no shortage of software offers to allow you to plan and manage your project. In the Office 365 package, Microsoft Planner is a powerful player in the project planning software area.

Microsoft Planner is a tool that enables you to assemble the elements of your project and develop a project plan with inception, middle, and end. Planner Microsoft is part of Microsoft’s toolkit to project managers and their teams.