Stop the Email Chaos: Use Planner to Track Tasks
Stop Wasting Time. Start Getting Things Done.
In the past, teams relied on sticky notes and endless email threads to manage work. But in today’s hybrid offices and fast-moving projects, that approach just doesn’t cut it. Effective project management is no longer optional—it’s essential.
According to McKinsey, the average worker spends 28% of their week managing email and nearly 20% hunting for information or colleagues. That’s precious time lost. Microsoft Planner can change that.
Planner is simple enough for day-to-day task tracking, yet powerful enough for complex projects. With guidance from an IT partner familiar with small teams, Planner can transform how your team organizes work, collaborates, and delivers results.
Teams Wasting Time on Email Overload
Without clear organization:
Deadlines slip through the cracks
Important details are lost in conversations
Projects stall over small miscommunications
Managers struggle to see the full picture
All of this slows productivity and frustrates your team.
How Planner Simplifies Task Management
Planner brings tasks, files, and communication together in one place. Here’s how it helps your small team stay on track:
1. Organized Task Boards
Think of Planner like a shared to-do board:
Create tasks quickly
Assign responsibilities
Add due dates, checklists, files, and notes
Move tasks through stages: To Do → In Progress → Done
Everyone stays on the same page—no more lost emails or disappearing messages.
2. Flexible Views for Oversight
Planner offers multiple ways to track work:
Board View: Visual task cards you can drag and drop
Grid View: Quick scanning of tasks, due dates, and assignees
Schedule View: Calendar view for weekly/monthly planning
People View: See team workloads
Timeline View: Gantt-style overview for key dependencies
Assignments View: Track effort and deadlines in detail
Whether it’s daily work or big-picture planning, there’s a view for every need.
3. Task Details That Keep Teams on Track
Click a task to:
Set dates and priorities
Add checklists, files, and links
Assign responsibility
Set dependencies to ensure correct sequencing
Connect to Teams channels for context
Everything you need stays in one place.
4. Templates to Save Time
Ready-made templates help you launch projects quickly—no need to start from scratch.
5. Smooth Integration with Microsoft 365
Planner works seamlessly with the tools you already use:
Teams: Assign tasks from chats or channels
Outlook: Turn emails into actionable tasks
SharePoint & Loop: Embed Planner in project sites
Power Platform: Automate workflows
Excel & Power BI: Analyze progress
Viva Goals: Align tasks with objectives
6. Built-In AI for Smarter Work
Planner’s Copilot helps:
Summarize tasks and plans
Create tasks or subtasks using natural language
Provide progress updates and reminders
Microsoft’s Project Management Agent can even suggest who should handle tasks, freeing your team for creative work.
Getting Started with Planner
Open Planner in Teams or the web app
Choose “New Plan” and pick a template
Build your board: buckets, tasks, assignments
Customize tasks with dates, checklists, attachments
Explore views to track progress
Automate reminders or notifications
Invite your team and walk them through the basics
It’s simple, step-by-step, and helps your team start collaborating quickly.
The Benefits
Using Planner, small teams can:
Reduce email overload and unnecessary meetings
Keep everyone accountable and aligned
Visualize project progress
Launch initiatives faster
Use AI to save time
Connect tasks to the tools your team already uses
What Happens If You Don’t Act?
Without organized tasks and connected tools:
Deadlines are missed
Roles and responsibilities become unclear
Team members feel overloaded
Time and money are wasted
Make Planning a Habit, Not a Hassle
Planner keeps your team organized, on track, and connected. With the right guidance, small teams can manage projects efficiently—without the stress of scattered tasks or missed updates.
At WildFrog Systems, we’ll help you set up and confidently use Planner, tailored to your team’s needs. Let’s simplify project management together. Schedule your consultation today.
