Microsoft Planner is designed to help teams organize tasks, collaborate efficiently and stay on top of deadlines. Whether you’re managing a communications campaign or coordinating cross-functional projects, Planner can streamline your workflow. Here are the best strategies to make the most of it:
Organize with Buckets
Use buckets to structure your plan into clear categories. These can be by project phase, team member, priority level, etc. Buckets keep tasks visually grouped so you can see progress at a glance.
Add clear details
Use the task description, checklist, and attachments to provide context. This avoids extra back-and-forth and helps team members know exactly what’s expected.
Use Labels for quick visual sorting
Planner allows up to six color-coded labels per task. Use these to tag tasks by priority, type, team member expertise, etc.
This makes it easy to scan and identify tasks that need immediate attention or specific skills.
Create task templates
If you find yourself creating the same tasks over and over, create a bucket called Templates and create all of your recurring tasks. Also, give them a label so it is easier to identify the particular task. When a new task arises, duplicate the template, rename it, and move it to the appropriate bucket.
Assign tasks
Assign tasks to specific team members and include detailed descriptions, checklists, and attachments. This reduces ambiguity and ensures accountability. Use @mentions in comments to notify collaborators directly.
Use Charts to Monitor Progress
Planner automatically creates visual charts that show task status. Use them in check-ins or standups to quickly see what’s completed, in progress, or overdue.
Integrate with Teams, Outlook and Loop
Planner integrates seamlessly with Microsoft Teams, allowing you to add a Planner tab to any channel. You can sync tasks with Outlook to get reminders and stay organized across platforms. You can also create a Loop component by copying a Plan URL into a Loop page.
To learn more, visit the Planner help and learning page.
