Planner Premium offers advanced tools to simplify project management, improve collaboration, and boost productivity. Here’s what you gain by upgrading:
- Task Management: Subtasks, custom fields, and task dependencies for better organization.
- Team Collaboration: External user access, real-time alerts, and deep Microsoft Teams integration.
- AI Tools: Create plans, track progress, and adjust schedules using AI-powered automation.
- Project Tracking: Gantt charts, dashboards, and advanced reporting for full project visibility.
- Resource Management: Balance workloads and optimize team performance with ease.
- Security: Enhanced permission controls and compliance tools for secure collaboration.
Quick Comparison: Standard Planner vs. Planner Premium
| Feature | Standard Planner | Planner Premium |
|---|---|---|
| Task Management | Basic tools | Subtasks, custom fields, dependencies |
| Collaboration | Basic sharing | External access, Teams integration |
| Views | List and calendar views | Gantt charts, advanced timelines |
| AI Tools | Not available | AI-powered plan creation, automation |
| Dashboards | Basic progress tracking | Interactive charts, Power BI integration |
| Pricing | Included in Microsoft 365 | $10–$55 per user/month |
Planner Premium is ideal for teams managing complex projects and looking for better tools to stay organized and aligned. Whether you’re tracking tasks, managing resources, or collaborating across teams, this upgrade makes project management more efficient.
The NEW Microsoft Planner: Overview + Planner Premium Features
1. Task Hierarchy with Subtask Management
Planner Premium simplifies handling large projects by breaking them into smaller, manageable subtasks. This approach keeps progress clear and organized. Here’s how subtask management in Planner Premium can make a difference:
- Project Structure: Divide complex tasks into smaller, actionable items with hierarchical task lists.
- Team Accountability: Assign individual subtasks to specific team members, ensuring everyone knows their role.
- Progress Tracking: Track the status of larger tasks by monitoring the completion of their subtasks.
Managers can use this system to stay on top of deadlines and allocate resources effectively. Task "buckets" allow for clear separation of project stages, offering instant updates on progress.
Labels add another layer of clarity. Managers can tag tasks and subtasks with labels like "High Priority", "Client Review", or "Internal Task", making it easier to filter and track tasks based on priority, status, or department.
This method ensures no detail is overlooked while keeping the overall project goals in focus. It also helps team members understand how their work contributes to the broader objectives, fostering better collaboration and accountability. Combined with Planner Premium’s other tools, this system enhances Microsoft 365 project management.
2. Extra Task Fields for Better Organization
Planner Premium introduces customizable fields, allowing teams to track tasks more precisely. Each premium plan includes up to 10 custom fields, helping teams manage key project details effectively.
These fields support various data types, making task tracking more flexible:
| Field Type | Use Case | Example Applications |
|---|---|---|
| Text | Add notes or descriptions | Include task justifications or detailed explanations |
| Date | Track important milestones | Monitor approval or deadline dates |
| Number | Estimate work with rollup calculations | Calculate total hours or costs |
| Yes/No | Confirm task status | Verify if tasks meet quality checks |
| Choice | Categorize tasks | Assign risk levels: High, Medium, Low |
Custom fields also allow rollup calculations (e.g., Max, Min, Sum, Average) to simplify tracking totals, such as estimated hours for subtasks.
To improve organization, these fields support filtering and color coding. For instance, you can mark high-risk tasks in red or quality-approved tasks in green for quick visual identification.
"When executing on a plan, tracking various aspects like task status or risks is crucial for managing progress. With the new Planner, you can create custom fields helping teams stay on top of what matters most for their initiatives, making it easier and faster to identify and assess where things are on track and what needs follow up." – Nivev, Microsoft
Teams can save time by copying custom field setups into new templates, ensuring consistency across projects while keeping the flexibility to make adjustments.
These fields work seamlessly with Planner Premium’s subtask management, giving teams detailed control at every project level. Whether it’s tracking approval dates for deliverables or ensuring quality checks for smaller tasks, this feature makes managing projects more efficient and organized.
3. Microsoft Teams Integration
Planner Premium makes managing tasks within Microsoft Teams easier by combining project tools into one platform. Here’s a comparison of key features between Standard Planner and Planner Premium:
| Feature | Standard Planner | Planner Premium |
|---|---|---|
| Task View | Basic list view | Timeline views and goal tracking included |
| Channel Integration | Limited to basic tasks | Project channels with integrated plans |
| Notification System | Basic alerts | Detailed updates on assignments and progress |
| Custom Fields | Not available | Fully supported within Teams |
| Project Tracking | Basic progress tracking | Advanced goal and deliverable tracking |
With Planner Premium, you can create dedicated project channels or embed plans into existing ones, keeping discussions and tasks in one place. The Planner app, located in the Teams sidebar, ensures quick access to all essential project tools.
"Planner suits ‘light’ projects, while Planner Premium offers robust tools for intensive project management." – Advisicon Consulting
Policies set up for Planner on the web also apply in Teams, providing a consistent experience across both platforms.
For businesses juggling multiple projects, the Teams integration in Planner Premium offers these advantages:
- Centralized Task Management: View personal and shared tasks in one place.
- Real-time Collaboration: Update tasks and communicate with teammates instantly.
- Consistent Experience Across Platforms: Use the same tools whether on Teams or the web.
- Improved Project Tracking: Follow timelines and goals directly in Teams channels.
4. Project Timeline Views
Planner Premium introduces Project Timeline Views, offering a Gantt chart interface that takes project scheduling to the next level. This is a big step up from the basic calendar view found in Standard Planner, providing more in-depth tools for monitoring projects.
Here’s a quick comparison of scheduling features between Standard Planner and Planner Premium:
| Feature | Standard Planner | Planner Premium |
|---|---|---|
| View Type | Basic calendar schedule | Gantt chart timeline |
| Task Visualization | Single-day markers | Entire project flow visualization |
| Dependencies | Not supported | Visual task dependency mapping |
| Progress Tracking | Basic status updates | Detailed progress indicators |
| Timeline Adjustments | Manual updates | Dynamic timeline modifications |
With the Gantt chart in Planner Premium, project managers can:
- See complete task flows and identify bottlenecks.
- Map task dependencies and understand their scheduling impact.
- Track milestones with greater accuracy.
These tools provide better control over projects within Microsoft 365.
The Timeline View also integrates directly with Microsoft Teams, making collaboration smoother. Project managers can add the view as a channel tab, allowing team members to update schedules without leaving Teams. This integration offers:
- Real-time updates that sync across all team members.
- Clear visual progress indicators for better tracking.
- The ability to add timeline views to multiple Teams channels without duplicating data.
This combination of features enhances project visibility and keeps everyone on the same page.
5. AI Task Management Tools
Planner Premium has stepped up its game by incorporating AI to simplify task management. With features like smart automation and context-aware suggestions, it makes organizing tasks and timelines easier than ever. The integration of Copilot in Spring 2024 allows users to create plans and set goals using natural language commands.
Here’s what AI brings to the table:
- AI-powered plan creation: Turn simple descriptions into detailed project plans, complete with goals and deadlines.
- Dynamic goal management: The AI evaluates project history and team workload to set achievable goals and adjust plans as needed.
Let’s compare the standard Planner with Planner Premium enhanced by AI:
| Task Management Area | Standard Planner | Planner Premium with AI |
|---|---|---|
| Plan Creation | Manual setup | AI-generated plans |
| Progress Monitoring | Manual tracking | Automated updates |
| Task Dependencies | Not available | Advanced task linking |
Planner Premium’s AI features work seamlessly with Microsoft Teams. You’ll get notifications about task updates right in your channels and smart suggestions without leaving the Teams interface.
On top of that, AI improves workflow by intelligently sequencing tasks, ensuring projects run smoothly from start to finish.
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6. Project Progress Dashboards
Upgrade to Premium for interactive dashboards that provide instant insights into your projects.
The Charts view includes four key dashboard components designed to give teams a clear picture of project progress:
| Dashboard Component | What It Tracks | Why It Matters |
|---|---|---|
| Status Chart | Tracks tasks as Not Started, In Progress, Late, or Completed | Quickly spot delays and bottlenecks |
| Bucket Analysis | Shows task distribution across categories with progress indicators | Helps assess workload balance and category completion |
| Priority Overview | Organizes tasks by Urgent, Important, Medium, or Low priority | Keeps the team focused on critical deliverables |
| Resource Allocation | Displays task assignments per person with progress updates | Avoids team overload and ensures fair task distribution |
While the standard Planner offers basic tools for tracking progress, Planner Premium takes it further with the Goals Dashboard, aligning tasks with broader objectives and providing deeper insights into performance and resource usage.
For businesses needing enterprise-level reporting, Planner Premium integrates seamlessly with Power BI, offering pre-built templates for views like portfolio summaries, resource management, and task analytics. These integrations are ideal for scaling insights across larger teams or organizations.
Pricing starts at $10 per user per month for basic tracking features, with advanced analytics available for up to $55 per user per month.
Dashboards can also be tailored to match your specific business needs.
7. Team Goals and Progress Tracking
Planner Premium takes task and progress tracking to the next level by aligning team efforts with larger organizational objectives. The Goals feature connects individual tasks to broader priorities, ensuring that work directly supports key company aims.
To make monitoring progress easier, Planner Premium offers four distinct views:
| View Type | Primary Function | Key Benefit |
|---|---|---|
| Board View | Groups tasks by goal | Gives a clear picture of task allocation across objectives |
| People View | Shows goal assignments | Highlights individual contributions to goals |
| Grid View | Displays task-goal links | Maps tasks to their related objectives |
| Charts View | Provides goal-based analytics | Tracks completion rates and trends |
Each plan allows up to 10 goals, though focusing on 3–5 key objectives is recommended for better clarity and impact. Copilot helps streamline this process by assisting in the creation of SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) and suggesting useful metrics and milestones. This makes setting and tracking objectives more efficient.
For instant updates, team members can use the status field to keep stakeholders informed about progress. This ensures everyone stays aligned and up to date.
Planner Premium is designed to grow with your organization, offering flexible plans that adapt to your needs.
8. Task Dependencies and Automation
Planner Premium simplifies managing complex projects by effectively handling task dependencies. Its scheduling engine identifies the critical path and flags tasks affecting timelines in red within the Timeline view. This makes it easier to map out dependencies accurately.
Planner Premium offers four types of task dependencies:
| Dependency Type | Description |
|---|---|
| Finish-to-Start (FS) | Task B begins only after Task A is completed |
| Start-to-Start (SS) | Both tasks start at the same time |
| Finish-to-Finish (FF) | Both tasks must end together |
| Start-to-Finish (SF) | Task B finishes only after Task A has started |
In addition to dependency mapping, integration with Microsoft Power Automate brings automation to the table:
- Automatically create Planner tasks from critical Office 365 emails
- Generate tasks based on Outlook calendar events
- Send reminders for tasks that remain incomplete
"Dependencies, Critical Path and ability to view them both in Timeline View in Microsoft Planner are more than a feature; they’re a strategic tool that empowers you to tackle complex projects with confidence." – Sakshi Munjal, Microsoft
Automation features go even further to boost productivity. Notifications can be sent directly to Microsoft Teams on both desktop and mobile devices. Users can also add lead or lag times to overlap tasks or introduce delays, with the scheduling engine instantly recalculating timelines. Keyboard shortcuts in Grid view make setting these relationships quick and easy. These advanced tools are accessible with a Project Plan 3 or higher license.
9. Team Permission Controls
Planner Premium includes advanced permission settings designed to safeguard data and streamline team management. It offers three user roles: Owners, Members, and Guests, each with specific access levels to keep project information secure.
Team owners have extensive control through various permission levels:
| Permission Level | Capabilities |
|---|---|
| Team-Level | Manage team creation, member access, and overall settings |
| Channel-Level | Oversee channel creation, posting rights, and content visibility |
| Meeting Controls | Configure scheduling, recording, and presentation permissions |
| App Management | Control app installation and configuration |
For added security, sensitivity labels can automatically protect confidential teams. Marking a team as "confidential" prevents external link sharing by default. Any changes to this restriction require formal approval, ensuring tight control over sensitive information.
Integration with Microsoft Teams further enhances security. Features like selective task publishing and filtering attributes allow for precise access management. These tools help enforce strong security practices for protecting critical data.
Here are a few tips to maximize security:
- Regularly audit permissions to align with current team roles.
- Use private channels for sensitive discussions.
- Limit the number of team owners to reduce management conflicts.
This security system integrates seamlessly with Microsoft 365 compliance tools and uses Dataverse to connect with Project for the web. These measures ensure that task management remains secure within Microsoft’s trusted ecosystem. Such controls are especially useful for managing complex projects across multiple teams, as they help maintain clear boundaries and ensure only authorized users can access sensitive data.
10. Support for Large Projects and Teams
Planner Premium is designed to handle large-scale projects and big teams with ease. Powered by Microsoft’s cloud infrastructure and Dataverse, it stays responsive even when managing complex projects.
The People view is a standout feature for project managers, enabling them to:
- Track team workloads
- Spot over-allocated resources
- Adjust assignments to maintain balance
- Redistribute tasks to boost productivity
This feature goes beyond simple tracking – it actively helps managers keep teams productive. Research shows that employees spend over 57% of their time on communication rather than directly contributing to outcomes. By addressing resource management effectively, Planner Premium supports enterprise-level coordination.
Here’s how it adapts to various organizational needs:
| Project Scale | Key Features | Benefits |
|---|---|---|
| Enterprise-Wide | Program Management & Portfolios | Unified view across multiple projects |
| Cross-Department | Advanced Dependencies | Coordinated workflows with lead/lag time |
| Large Teams | Enterprise Resource Management | Balanced workload distribution |
| Complex Projects | External User Access | Smooth collaboration with contractors |
These features, combined with its integration capabilities, make Planner Premium a strong choice for managing multiple projects simultaneously. Advisicon Consulting highlights its impact:
"Planner Premium empowers teams to streamline workflows, visualize projects more effectively, and ensure alignment with broader organizational goals".
For even greater control, Planner Premium includes Microsoft 365 Copilot. This AI-powered assistant simplifies managing intricate project structures, making it especially useful for teams juggling multiple stakeholders and complex dependencies.
Pricing ranges from $10 to $55 per user/month. The $55 Project Plan 5 tier provides advanced tools like resource management and program portfolio support.
Additionally, Planner Premium integrates seamlessly with Power Platform and SharePoint. This creates a unified workspace that enhances collaboration without compromising performance, cementing its role as a go-to solution for scalable project management within the Microsoft 365 ecosystem.
Conclusion
Planner Premium brings a new level of efficiency to Microsoft 365 project management. With AI-driven task automation, improved reporting tools, and seamless integration with Microsoft Teams, it simplifies workflows and enhances team collaboration.
Here’s how its features translate into real-world benefits:
| Feature Category | Business Impact | ROI Factor |
|---|---|---|
| Task Management | Cuts down time spent organizing tasks | Makes better use of resources |
| Team Collaboration | Simplifies communication processes | Reduces meeting overload |
| Project Visibility | Improves tracking of progress | Supports smarter decisions |
| Resource Management | Balances workload distribution | Boosts overall productivity |
Built on the Power Platform, Planner Premium offers a cloud-based structure that scales effortlessly without compromising performance. Backed by enterprise-grade security and compliance measures, it provides a reliable solution for managing projects within Microsoft 365.
Key features like advanced dependencies, custom fields, and detailed timeline views make managing projects more intuitive. Plus, the integration of Microsoft 365 Copilot adds AI tools that help teams stay agile and aligned with their goals. This combination of features and tools ensures that Planner Premium is well-suited for modern organizations.
