Looking for a better way to manage projects? Microsoft Planner Premium offers advanced tools like Gantt charts, sprints, and task dependencies – all integrated within Microsoft Teams. It helps teams break down complex projects, track progress, and collaborate efficiently.
Key Features of Planner Premium:
- Task Management: Up to 17 custom task columns, sub-tasks, and dependencies.
- Project Views: Includes Gantt charts (Timeline), Board, and Charts.
- Sprint Planning: Organize work into time-boxed iterations with built-in templates.
- Custom Fields: Track project-specific details (e.g., risk levels, deadlines).
- Integration: Seamlessly works within Microsoft Teams for centralized collaboration.
Pricing Plans:
- Plan 1: $10/user/month – Includes sprints and Gantt charts.
- Plan 3: $30/user/month – Adds Copilot and advanced tools.
- Plan 5: $55/user/month – Enterprise-level resource management.
Planner Premium combines intuitive tools with powerful features, making it ideal for managing projects of any scale. Whether you’re setting up sprints or visualizing timelines, it simplifies project workflows while keeping your team aligned.
Sprint Planning Setup
Starting with Sprints
You can kick off sprints in Planner Premium with either a premium license or a 30-day free trial. To get started in Microsoft Teams:
- Open a premium plan in Planner.
- Switch to the Board view.
- Select Group by > Sprint.
The built-in Sprint Planning template makes it easy to get started with agile workflows. Once you’re set up, configure your sprint cycles to organize and manage work efficiently.
Setting Up Sprint Cycles
Sprint cycles are fixed periods where specific work is completed. Here’s how to set them up:
- Initial Setup: Go to the Board view, use the Sprint grouping option, and define your sprint timeline. Create multiple sprints with clear date ranges.
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Task Organization: Move tasks into the relevant sprint containers to:
- Visualize task distribution across sprints.
- Keep an eye on sprint capacity.
- Track progress using Grid, Timeline, and Charts views.
- Workload Distribution: Use the People view with the Sprints filter to ensure tasks are evenly distributed across team members.
Setting up sprints properly allows you to take full advantage of tools like Gantt charts for managing timelines.
Sprint Planning Guidelines
"If you find yourself or your team needing to break down a complex project into manageable chunks, sprints are the tool for you. By separating tasks into time-boxed iterations, sprints allow you to focus on a set of tasks within a defined period so that your team can deliver value rapidly and continuously adapt to feedback."
Here are some strategies to guide your sprint planning:
| Experience Level | Task Assignment Approach | Recommended Duration |
|---|---|---|
| New Teams | Assign all tasks upfront | First 3 sprints |
| Mature Teams | Assign tasks progressively | Throughout sprint |
| Mixed Teams | Use a hybrid approach with mentoring | Varies by team composition |
Key tips for sprint planning:
- For New Teams: Assign equal story points to each team member during the first three sprints to establish a baseline capacity.
- Task Discussion: Spend most of the sprint planning meeting discussing tasks, leaving the last 5 minutes for final assignments.
- Sprint Reviews: Use the Filters > Sprints option in Board view to run retrospectives and monitor progress effectively.
It’s important to respect developer autonomy during sprint planning. As Scrum.org Forum Member Daniel Wilhite explains: "If the Developers choose to assign tasks during Sprint Planning, that is their choice. But no one else should assign them work."
Planner Premium – Gantt Chart – Linked Tasks – Project Management
Gantt Charts for Projects
Once your sprints are organized, take project management a step further with Planner Premium’s Gantt chart feature. This tool offers a clear view of timelines and task dependencies, making it easier to keep everything on track.
Setting Up Gantt Charts
Planner Premium makes it simple to visualize your project’s timeline. Here’s how to get started:
- Open your premium plan in Microsoft Teams.
- Go to the Timeline view and choose the Gantt chart option.
- Set up your project timeline and highlight key milestones.
Adjusting Chart Settings
Fine-tune your Gantt chart to fit your project’s needs using these customization options:
| Setting Type | Available Options | Best Use Case |
|---|---|---|
| Task Dependencies | Finish to Start, Start to Start, Finish to Finish, Start to Finish | Managing complex task sequences |
| Timeline Scale | Day, Week, Month | Adjusting for project duration visibility |
| Task Colors | Custom color coding | Identifying teams or priorities |
| Milestone Markers | Diamond indicators | Highlighting critical deadlines |
For instance, use Finish to Start dependencies when a task like testing only begins after coding is complete.
Managing Project Timelines
Keep your project on track by regularly updating timelines and communicating changes effectively. Here are some strategies:
- Task Duration Planning: Set achievable timeframes, factor in potential delays, and use automatic date recalculations to adjust for changes.
- Progress Tracking: Update task statuses frequently, focus on critical path activities, and resolve conflicts quickly. Ensure dependency links remain accurate.
- Break larger tasks into smaller, manageable steps for better clarity and execution.
Planner Premium automatically recalculates dates for dependent tasks, ensuring your timeline stays up-to-date. For added convenience, pin your Gantt chart to Teams channels. This allows for real-time updates and smoother collaboration – especially useful since 91% of Fortune 100 companies use Microsoft Teams.
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Microsoft Teams Integration
Adding Premium to Teams
You can easily integrate Planner Premium into Microsoft Teams. Start by opening Teams and selecting View more apps. Use the search bar to find Planner. Once located, add the app and right-click to pin it for quick access. To make it accessible to your entire team, add Planner as a tab in your preferred Teams channel and pin it there. This setup allows for streamlined collaboration with Planner Premium’s advanced tools.
Team Collaboration Tools
Planner Premium simplifies team coordination within Microsoft Teams by bringing all tasks and plans under one roof in Microsoft 365. This makes managing complex projects much more straightforward.
| Feature | Purpose | Benefit |
|---|---|---|
| My Day | Prioritize daily tasks | Focus on what’s most important |
| My Tasks | Track all tasks centrally | See tasks from various sources |
| My Plans | Get a full project view | Oversee multiple timelines |
| Task Notifications | Receive updates instantly | Stay informed across devices |
Upgrading from the basic plan to premium is seamless and can be done directly within Teams as your project demands grow. With these tools in place, fostering clear communication becomes essential to fully utilize Planner Premium.
Communication Best Practices
Strong communication is the backbone of using Planner Premium effectively within Teams. Here are some practical tips to boost collaboration:
"The Planner app in Microsoft Teams brings together all your tasks and plans across the Microsoft 365 ecosystem in a single convenient location." – Microsoft Support
To make the most of this integration:
1. Establish Clear Communication Channels
Keep all project discussions within the Teams channel where Planner is pinned. This ensures a searchable history of conversations and guarantees everyone has access to key information.
2. Use Task Notifications
Set up your Teams activity feed to display Planner notifications on both desktop and mobile. This keeps team members informed about task updates and deadlines without needing to check manually.
3. Update Task Statuses Regularly
Hold brief daily or weekly check-ins using the Planner dashboard as a visual guide. This keeps everyone on the same page regarding progress and upcoming deadlines.
Advanced Tools and Tips
Custom Fields Setup
Customize your task tracking with fields tailored to your project’s specific needs. With Planner Premium, you can create up to 10 custom fields to track details like risk levels or approval stages.
Here’s how to set up custom fields:
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Open Custom Fields
Go to the Grid view and click "Add column" > "New field." Select the field type that fits your needs:Field Type Use Case Example Text Add detailed notes Project justification Date Track timelines Final approval date Number Estimate work Story points (1–10) Yes/No Conduct quality checks QA approved Choice Monitor status Risk levels (High/Medium/Low) -
Improve Visibility
Use color coding and emojis in Choice fields to make statuses stand out at a glance.
Task Dependencies
Once your custom fields are in place, set up task dependencies to maintain a smooth workflow. Planner Premium supports four dependency types – Finish-to-Start (FS), Start-to-Start (SS), Finish-to-Finish (FF), and Start-to-Finish (SF). For instance, typing "3FS+10d" in the Grid view creates a Finish-to-Start dependency with a 10-day lag.
| Dependency Type | Description | Example |
|---|---|---|
| Finish-to-Start (FS) | Task B starts after Task A ends | Writing documentation after code completion |
| Start-to-Start (SS) | Tasks begin at the same time | Parallel testing phases |
| Finish-to-Finish (FF) | Tasks end together | Submitting multiple deliverables |
| Start-to-Finish (SF) | Task B ends after Task A starts | Handover procedures |
By organizing tasks with dependencies, you can better manage complex project sequences and avoid delays.
Workload Management
After setting dependencies, focus on distributing tasks effectively to prevent bottlenecks and ensure smooth execution. Planner Premium offers tools to help balance team capacity and avoid burnout.
Here are some strategies to improve workload management:
- Break large tasks into smaller, more manageable pieces.
- Keep an eye on task dependencies to spot potential issues early.
- Regularly update your Gantt chart to reflect changes in resource allocation.
For larger, enterprise-level projects, consider using Microsoft Project for more advanced workload management.
Conclusion
Main Benefits Review
Planner Premium enhances project management by offering advanced tools and an easy-to-use interface. Here’s a quick look at its standout features:
| Feature | Business Impact | Practical Use |
|---|---|---|
| Sprint Planning | Breaks down large projects into smaller tasks | Ensures faster delivery and ongoing feedback |
| Gantt Charts | Maps out timelines and task dependencies | Pinpoints delays and resource issues |
| Custom Fields | Tracks specific project requirements | Monitors metrics like risks and approvals |
| Teams Integration | Centralizes team communication and collaboration | Simplifies workflows within Microsoft 365 |
These features provide the tools needed for effective project execution, complementing the advanced options detailed earlier in this guide.
Getting Started Steps
To start using Planner Premium, follow these steps:
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Choose Your Plan
- Plan 1: $10/user/month – Includes essential premium features.
- Plan 3: $30/user/month – Adds advanced tools, including Microsoft 365 Copilot.
- Plan 5: $55/user/month – Designed for enterprise-level needs.
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Set Up Your Workspace
- Add Planner to your Teams environment.
- Use Sprint Planning templates to organize tasks.
- Configure custom fields and task dependencies.
- Enable workload management tools for better resource allocation.
While Standard Planner is great for simpler projects, Planner Premium takes it further with tools like Gantt charts, task dependencies, and goal linking. These features are particularly useful for teams handling complex workflows. Plus, its integration within Microsoft 365 ensures it keeps up with evolving project management demands.
