The new Microsoft Planner promises to revolutionize how teams collaborate and manage projects across an organization. Apply a well tested workflow methodology for the New Planner, a unified work management solution bringing together the simplicity of Microsoft To Do, the collaboration of Planner, the power of Microsoft Project, and the intelligence of Microsoft Copilot into one seamless experience.
Key Features of the New Planner
Simplicity: Manage all your tasks, to-do lists, plans, and projects across Microsoft 365 in one familiar interface integrated with Teams.
Flexibility: Choose from lists, boards, timelines, sprints, and more to personalize your plan based on team needs.
Scalability: Get big-picture views across initiatives, configure the Planner, integrate with Power BI for reporting, and connect to Viva Goals for OKR alignment.
Intelligence: Leverage Copilot’s natural language capabilities to generate plans, set goals, track status, and adapt as projects evolve.
Integration: Stay in flow with Planner’s connections to Loop, Outlook, Viva Goals, and Teams.
Project Management Workflow Methodology
To effectively leverage the capabilities of Microsoft New Planner, follow this step-by-step project management workflow:
1. PM Creates a Teams Group 👥
The Project Manager (PM) starts by creating a dedicated Teams group to facilitate communication and collaboration. This group will serve as the central hub for all project-related activities.
2. PM Adds Files, Calendar, Events… 📅
Next, the PM populates the Teams group with essential resources such as project files, a shared calendar for scheduling events, and other relevant documentation.
3. PM Creates the Project Schedule with New Planner 📊
Using Microsoft New Planner, the PM sets up a detailed project schedule. This involves defining tasks, setting deadlines, and outlining the project’s timeline to ensure everyone is on the same page.
4. PM Assigns the Schedule to the Teams Group 🗂️
The PM then integrates the project schedule into the Teams group, ensuring that all team members have easy access to the plan and can stay updated on their responsibilities and deadlines.
5. PM Assigns Team Members to Tasks 🧑💼
Once the schedule is in place, the PM assigns specific tasks to team members based on their roles and expertise. This helps distribute the workload effectively and clarifies individual responsibilities.
6. Team Members Update Tasks ✅
Team members actively work on their assigned tasks and update their progress in the Planner. This real-time updating allows the entire team to stay informed about the project’s status and any potential bottlenecks.
7. PM Verifies Progress and Reports 📈
Finally, the PM monitors the progress of the project by reviewing updates and generating reports. This step ensures that the project stays on track and allows the PM to make any necessary adjustments.
The Need for a Microsoft Adoption Specialist for implementing the New Planner
To fully realize the benefits of Microsoft New Planner, having a Microsoft Adoption Specialist, experienced also in a PMO implementation on the team is invaluable. These certified experts provide guidance on:
- Developing a Microsoft New Planner adoption strategy
- Creating enablement resources
- Defining a personalized Project Management Workflow Methodology for the project team
- Measuring and optimizing usage of the New Planner across various projects and teams
- Becoming an AI-powered organization
With their deep understanding of Microsoft technologies and project management best practices, Adoption Specialists ensure a smooth transition and maximum value realization from the new Planner.
Developing an Adoption Strategy
Adoption Specialists start by understanding your organization’s unique goals, processes, and culture. They then create a comprehensive adoption plan aligned to your priorities, whether that’s improving collaboration, increasing productivity, or becoming an AI-powered workplace. The adoption strategy covers:
- Vision and business case
- Governance and change management
- Training and communications
- Rollout phases and timelines
- Success metrics
A typical PMO Implementation with the New Planner Schedule:
| PMO Implementation New Planner and Project Accelerator |
| 1. Consultation |
| – Clarification of needs and presentation of Project for the Web-Accelerator solution |
| – Meetings – Discovery of the client’s environment (Team/Processes/Procedures) – PMO level – Score 3PM |
| – Establishment of requirements and strategy – clarification meetings |
| 2. Pilot Implementation |
| – Configuration of Microsoft licenses |
| – Configuration of the working environment |
| – Implementation of Project for the Web, Project Accelerator on the new environment |
| – Implementation of Power BI reports on Project Accelerator |
| – Updating resources, access rights, roles… (maximum 8 roles) |
| – Loading/creating test projects/resources |
| – Demonstration version testing – quick user training (up to 10 people) |
| – Project Planning and Reporting Methodology using PfW Accelerator solution |
| – Client acceptance |
| 3. Training |
| – Project Management – Fundamentals (Recommended) |
| – Project Planning and Control with MS Project for the Web Accelerator solution for Project Managers (Necessary) |
| – Project Planning and Control with MS Project for the Web Accelerator solution for Team Members (Necessary) |
| – Project Reporting with Power BI (Recommended) |
| 4. Support |
| – Updates/modifications of reports (TBD – on demand) |
| – Updates/configuration/settings (TBD – on demand) |
Creating Enablement Resources
To drive user engagement, Adoption Specialists develop tailored enablement assets. These may include quick start guides, training videos, Teams templates, and AI-powered bots or apps. For example, an Adoption Specialist might create a “Planner Bot” using Microsoft’s AI capabilities. This bot could use natural language to help users get started, share best practices, and provide on-demand troubleshooting.
Measuring and Optimizing Usage
Adoption is an iterative process. Specialists leverage Microsoft 365 analytics to track key performance indicators like active users, efficiency gains, and business impact. Based on insights from usage data, they continually refine the adoption strategy. This includes adjusting tactics, updating training, and evolving governance policies as the organization’s needs change over time.
Becoming an AI-Powered Organization
The new Planner is just one part of Microsoft’s AI roadmap. Adoption Specialists help future-proof your workforce by upskilling teams on AI fundamentals like:
- AI-powered productivity with Copilot
- Responsible and ethical AI principles
- Building AI solutions with Azure AI services
With their deep expertise across the Microsoft Cloud, Adoption Specialists ensure you maximize the value of Microsoft’s innovative AI technologies. By partnering with a Microsoft Adoption Specialist, organizations can drive comprehensive change, realize the full potential of the new Planner, and build the AI-ready skills to accelerate their digital transformation journey.
Talk to us about the right Project Management Methodology and training for your needs.
By integrating the powerful capabilities of Microsoft New Planner with the expertise of a Microsoft Adoption Specialist, organizations can streamline work management, enhance productivity, and achieve their strategic goals in our AI-powered future.