How to Choose Between Microsoft Lists and Microsoft Planner for Task Management
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- Опубликовано: 11 июн 2024
- In this video, we'll be discussing the differences between Microsoft Lists and Microsoft Planner, and how to choose which one is right for you.
Microsoft Lists and Microsoft Planner are two of the most popular task management tools on the market, and it can be difficult to decide which one is the right fit for your needs. In this video, we'll discuss the features of each tool and help you decide which one is right for you.
You may ask why, but this is because most people are confused as to whether they should manage Tasks within Planner or setup a Task List in Microsoft Lists. Not only that, but we are going to show you how to setup a Microsoft List Task List too in this tutorial, so you can get setup in Lists if you would prefer.
Whether you're a project manager, a team lead, or simply aiming to stay organised, understanding the differences between Microsoft Lists and Planner is essential. So join us as we explore the pros, cons, and hands-on setup of both tools to help you make the right choice for your tasks.
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Timings:
00:00 Introduction
01:00 What does Planner do well?
02:23 What Planner does not do well?
04:39 What Microsoft Lists does well
08:45 What Microsoft Lists does not do well
12:35 The Summary 
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Finally someone actually explaining what I trully need.
Thanks from Belgium 🇧🇪
Happy to help!
Wow. Excellent video....Huge applause
Thank you so much 😀
Thanks a lot for this valuable video 🙏
Your welcome 😃
Great summary.
Thanks for your positive feedback 😀
The insights you're sharing are incredibly valuable. I suggest taking a moment to slow down during your presentation. While I utilize both applications daily and could follow "most" of your remarks, the rapid screen transitions and lack of explanation for certain terms made some parts challenging to grasp. Nonetheless, the presentation was generally good. Thank you.
Thanks for your feedback and I’ll try and improve each video we create, so I’ll incorporate these changes 😄
Many thanks ❤
Your very welcome 😁
Great video! I would also mention that if you have repeating task its only 1 click to do it in planner.
Thanks for your feedback and a great point to note, thanks for sharing 😃
Great explanation, thank you. List could be great but without the task bit going to Planner, or at least one view of Planner & lists or have them sit within Plans. I think for millions of small businesses they will avoid Lists. We will for now. As it is, I can't get even the most basic oversight over what is going on with tasks for Team members across Teams & Channels in one view, a basic management requirement that is missed. Thank you for your time on this.
You are welcome and I am glad the video helped 😀
Thanks for the great explination. When looking at either options and playing around with creating a List and a Plan, I found that Planner seems to create a new Sharepoint Site while with Lists can be limited to your personal Sharepoint. Is there a way to create a Plan for your personal Sharepoint only?
Agree that Planner only has three status fields but you can use colour-coded labels as status instead, included 'blocked' if you wish. You can also use PowerAutomate to make inter-plan changes, such as milestone movements. This doesn't quite give you dependencies and automated task scheduling, but that's why Microsoft Project exists. One big plus for Lists is that they can be used in Private and Shared Channels, Planner really sucks in this regard. Great video, very engaging and easy to follow.
Thanks for your feedback and I do see your point, you could use the Colour Coded Labels as Statuses and I know a few customers we work with, have done exactly that too. You are right also, that Microsoft Project exists for the more advanced capability and as Planner is effectively 'free' (kind of - as the license needs to be paid for anyway) it can never be as good as Project, or no-one would buy Project, right 😀.
Glad you enjoyed the video and thanks for your thoughts too
@@your365coach @davidadams421 or buckets. I like to organise mine similarly to a jira board with backlog, todo, in progress, blocked, complete, but appreciate the limitations here. Thanks for the video.
just wondering if there is a quick explanation of what a "blocked" status means
@@TheShirlshirl Progress cannot be made on a particular task for one reason or another e.g. a dependant resource is not available, a decision elsewhere is required. The task is then said to be 'blocked' i.e. by something.
That is an interesting video. Thank you. Using lists for project management/scheduling is intriguing. While task linking/dependency is possible,
could task hierarchy (subtasks, summary tasks, etc) be reflected somehow in MS Lists ?
It's certainly possible, and you could create a lookup list to another list, or lookup to another Item on the List, so it will take a little setup but it's possible.
However as an alternative, do check out our other video on the channel covering the new Planner Premium, as that may well achieve what you want, which is coming in 2024 😀
In the old/classic sharepoint list you could easily Indent and outdent tasks, and hence create a hierarchy. Microsoft seems to deliberately limit modern lists and planner features to push users to high cost Project FTW/New Planner. A cost so high as to make it impractical for many organisations with many project members.
Wish planner would have a couple more functions that you nailed.
Yeah, it always seems a little limited when it comes to the bits discussed and and no real appetite from Microsoft to add them either🙁
Thanks for explaining this. I've been looking for a solution for using planner in teams sites which have members (or technically guests) from other education institutions with different office365 plans. I've found the notifications for planner don't reliably follow the expected path for all individuals due to the varying office365 plans and permissions set by IT admins for each institution regardless of the host institutions admin settings.
I think using lists and a power automate flow explicitly defining each 'notification' would help ensure at least that the members are at least receiving some form of notification.
Yes, I agree and remember by sharing your Planner externally, you are effectively also giving access to the shared resources in the Group they are being added to, such as a Microsoft Team.
The only concern again with SharePoint is effectively the same, but you could just share the Microsoft List externally, meaning the other wider content is not shared. Also, having a Power Automate run the notifications will give you better capability for sure.
This video was great thank you! I am looking for a recommendation on what tool to use. I want create an "onboarding checklist" where when someone new is brought on there is list of things that need to be done by a specific date. I want the due dates to automatically adjust based on the project finish date. Both tools seem that you have to manually set the dates. Is there a way to make that dependency?
Thanks for your kind feedback 😀
So, i could spend hours on this topic and show a few options, but I think in summary, you could create a Planner which has dates dynamically created using a Power Automate Flow (I have a video showing how to do that) and base it on the date of the Plan being created. Otherwise, in Lists you could create a Calculated Column in SharePoint Lists, which calculates a Date based on another column in the List (such as 'Start Date') and then have it automatically calculate deadline dates, which you can filter and report against. Both need some customisation, but are probably worthwhile looking into 😀
@your365coach thank you, do you have a video on that?
@@farrenbellmont1665 I do have a video on setting reoccurring Planner Tasks and it’s very similar to that in how you would do it. Sadly I don’t have a video of calculated columns in SharePoint but it’s something I can consider for the future 😃
I use lists as a database software (i found it better and easier than excel)
Planner is for task and light projects management. I wish they add gantt charts in planner
There’s a third party app part you can add into SharePoint - it’s not developed by Microsoft, but you can connect it to a Microsoft List, so there’s a couple of options available 😃
@@your365coach oh thx for sharing. Really appreciate it
Which 3rd Party app is that?
Check out www.365automate.com/gantt and it’s just been released 😄
Microsoft just need to look at trello once in a while
How do you get Microsoft Planner to show up as an app inside Teams, as you do from 1:00 on? The only option I seem to get is to embed planner as a website.
Sure, head into your Teams Channel, click the Plus icon at the top and search for ‘Tasks by Planner and To Do’ and then add that in. On the next dialog you can either select an existing Planner or create a blank new Planner.
Hope that helps 😎
@@your365coach Thank you! In our org for some reason it doesn't allow to access the planner though - it's always only displaying our todo lists. Each plan is private in an independent group / site though, not the group/site that's used for MS Teams communication in itself.
@@comebackseason8384 Hi Did you find a solution to this? I have the same problem.
he best way to explain what an application is for is at least for me ; the loop skeleton, planner muscles, and todo nerves.
It's certainly worth checking out our latest tutorial on the new Planner Premium and Planner Capabilities, as that will change that explanation i think - as Planner is now brining all these different Task Apps into a single experience 😀
@@your365coach todo application is simple for daily tasks .. flagged mails and with mobile on the go when you remember something to do just add on todo list ( if they had with Siri direct command add todo will be great ) if windows make tablet and phone based on only 365 .. 😀 365 operating system .. sure will have serious amount of sales
Any reason to not use Atlassian for the same?
You absolutely could 😀
Lists is more like a database. Considering a lot of people use Excel as a database, Lists is a tool for those people. At least is how I like to think about it.
Yes, that's a great way to think of it in summary - especially compared to Excel
@@your365coach with lists can you still get the planner interface in anyway now or is it not possible ?
my understanding is that using Lists as a task manager is a fundamental mistake, is this not the case? I was taught that To Do + Planner are to manage individual and team tasks, lists is more of an interactive excel sheet that is more embedded in business processes rather than tasks that you can make power apps and power automations from. What's your take?
I wouldn't say it's a mistake as such, but List's doesn't come with capabilities out of the box, like task notifications and reporting which Planner does. It's more around the need to have something more customised than Planner can provide, and therefore creating it within Lists and building out some workflows and Power BI Integration, can leave you with a powerful Task Management approach for a Project.
That all being said though, the new improvements in Planner Premium (which integrates Project for the Web into Planner) would probably make my argument above, null and void, as the new enhancements (covered in another video on our channel) will allow the customisation that Planner was never able to do previously, and therefore i'd probably be going in that direction in 2024 when it's released for any planning activities within MS365 - if it's as good, as the marketing material suggests though 😀
CN you link them and have both?
Sadly, not really, you could copy the web link from a List Item (Task Item) and paste it into the Comments in a Planner Task, but it's not too nice to use in the long term sadly. You could however create a Power Automate Workflow to create a new Microsoft List or Planner Task (and vice-versa) if one of them is created - but not sure that would help too much 😉
I used planner at work some time ago. Tbh it should not be considered an alternative to project and it lacks some features even as an agile board.
I find commenting on planner very inefficient. Comments on list is a lot more extensive. But it doesn't show on the central task hub, correct
Yes, that would be correct, if you are using the Comments Tab on the List Item (Task) in Microsoft Lists, this is not stored as a Column of Data and therefore not visible. If you would prefer to comments to be shown in a column within Lists, then you add a new 'Comments' Column as a Multi-Line Text Field, and then turn off the Comments Experience on the List, which then hides the Comments Pane for the List. Therefore there's a couple of options to consider long-term.
Without creating a rule, we still can send a notification. I can show you that anytime.
Clean and simple differentiation between Lists and Planner. Why oh why didn’t MS develop these tools with more integration and automation. Clearly the options are available… MS seems to piece meal things… sigh.
TLDR - use good 'ol Excel instead for limitless flexibility