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Understanding Tasks End-to-End

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Microsoft has begun to integrate the various task-based capabilities within the Microsoft 365 ecosystem, creating a consolidated user experience. We're not 100% there yet, but for project managers and task-driven stakeholders, it is important to understand what is available today, how tasks communicate (and don't communicate) with each other across workloads, and where Microsoft is going in the future. This session is a review of task management across the entire Microsoft 365 landscape to help you understand where tasks are created, integrated, and managed end-to-end. Presented at M365 Friday Utah in Feb 2020, and as part of a Zen3 webinar in March 2020.

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Understanding Tasks End-to-End

  1. 1. Understanding Tasks End-to-End Christian Buckley Microsoft RD & MVP CollabTalk LLC @buckleyplanet
  2. 2. Christian Buckley Microsoft RD & MVP CollabTalk LLC @buckleyplanet Blog www.buckleyplanet.com YouTube youtube.com/c/collabtalk Podcast soundcloud.com/collabtalk (also on Apple & Stitcher)
  3. 3. Microsoft’s Vision for Tasks Microsoft’s vision for tasks in Microsoft 365 revolves around these core principles: • Coherence: ​tasks experiences across Microsoft 365 will have a consistent and familiar experience anywhere they occur, to enable action, navigation, and discovery by users. • Intelligence: tasks will leverage the intelligent services underpinning Microsoft 365, such as the Microsoft Graph or MyAnalytics, to proactively help users manage and prioritize their workload. • Integration: wherever a task experience exists in Microsoft apps and services, it will connect to and feed into one of two key task-management endpoints – To Do for individual task management, or Planner for team task management.
  4. 4. Is this about reinventing Project Management? The project management and portfolio management space has been crowded for decades, with no single solution “owning” the space. While MS Project could make an argument for the leader position, the most common tool actually used for project management schedule building and planning is Excel. With the expansion of cloud-based solutions, however, there seems to be a trend toward kanban list management tools, which better fit the agile project management needs employed by many organizations.
  5. 5. Project Management should be part of your Collaboration Strategy Modern project management is about capturing the information necessary to track tasks, and provide data for managers to make decisions. That’s it, in a nutshell. You may or may not agree with this definition, but at its core, project management is just another aspect of collaboration and knowledge management, albeit at a much more tactical level.
  6. 6. Project Management should be part of your Collaboration Strategy The primary problem with MS Project is that hardly anyone uses the deep, complex functionality it provides. Project, historically, has not provided the “Casual PM” with the tools they need – more than a simple work breakdown structure and Gantt chart, less than the detailed resource management tools and analytics. Most people want something in-between. Something that allows them to get more work done, check deadlines across projects (the portfolio view), and NOT get hung up in advances features that burden rather than help.
  7. 7. Microsoft’s vision for Modern PM https://techcommunity.microsoft.com/t5/project-support-blog/project-and- sharepoint-how-does-project-know-where-its-tasks-are/ba-p/361725
  8. 8. Which tool should I use?
  9. 9. Microsoft Project Tasks Microsoft Project remains as one of the leading desktop PM tools on the market, but with the Project Online and Planner integration, users can manage the granular tasks in Planner while the project owner maintains oversight and control of the entire project plan.
  10. 10. Project Tasks
  11. 11. Project Tasks
  12. 12. Planner Tasks Ideal for team tasks, Planner is the easy, visual task management app for Microsoft 365. It offers a familiar experience for teams to create new plans, organize and assign tasks, share task details like files, chat about assignments, and see updates on progress.
  13. 13. Planner Tasks
  14. 14. Planner Tasks
  15. 15. Planner Tasks
  16. 16. Planner Tasks
  17. 17. Ideal for the individual, To Do helps keep track of personal tasks – across both work and life – organizing and prioritizing their day with intelligent suggestions. For those who like to create their own lists in addition to using collaborative tasks from Planner/Teams for their assignments, this is a great tool to give people control and customization. To-Do Tasks
  18. 18. To-Do Tasks
  19. 19. To-Do Tasks
  20. 20. Planner and To-Do Integration
  21. 21. Share To-Do Lists
  22. 22. Share To-Do Lists https://techcommunity.microsoft.com/t5/microsoft-to-do- blog/introducing-list-sharing-and-steps-in-microsoft-to-do/ba-p/200109
  23. 23. Outlook Tasks Tasks in the Outlook client app sync with To-Do, and Tasks in Outlook on the web is powered by To-Do. There is additional work is planned to integrate To-Do even more deeply with Outlook in the future.
  24. 24. Outlook Tasks
  25. 25. Outlook Tasks
  26. 26. Outlook Tasks
  27. 27. Microsoft Teams Tasks Tasks in Teams integrates both To-Do and Planner, so individuals who frequently divide their attention across personal and team tasks will have a view that includes both. For users of To-Do and Planner, it is also a great way to access tasks while communicating with a team, without having to switch apps.
  28. 28. Microsoft Teams Tasks
  29. 29. Microsoft Teams Tasks
  30. 30. OneNote Tasks As you take notes in this popular tool, you have the ability to convert line items into tasks
  31. 31. OneNote Tasks
  32. 32. OneNote Tasks
  33. 33. Office App Tasks Work is underway to allow comments and @mentions in Word, Excel, and PowerPoint to be converted into and assigned as tasks.
  34. 34. Office App Tasks
  35. 35. Cortana Tasks The Lists section in your Cortana notebook syncs with To-Do. You can also tell Cortana to add tasks to To-Do, which will then replicate to the Tasks app.
  36. 36. Cortana Tasks
  37. 37. Cortana Tasks
  38. 38. Cortana Tasks https://www.guidingtech.com/microsoft-launcher-complete-guide/
  39. 39. Other Task Integrations There are many other workloads that are logical starting points for tasks. Watch for future expansions in apps such as: • SharePoint • Yammer • Microsoft Launcher
  40. 40. Which tool should I use?
  41. 41. Project Online Track projects, portfolios, and timesheets Project Online is a web-based application that can work for small, medium, and large businesses. Project managers can create schedules and assign tasks to resources who can then see their tasks and report time. Portfolio managers can look across all projects to see what people are working on. • How to get Project Online • Project help center • Join the conversation about Microsoft Project
  42. 42. Microsoft Project Create a standalone project plan Microsoft Project is a desktop application that can be great for creating a schedule where you want to organize work into phases, have dependencies between tasks, and so on, either for oneself or for publishing to a team. • How to get Project Professional or Project Standard • Project help center • Join the conversation about Microsoft Project
  43. 43. Microsoft Planner Quickly create plans, assign tasks, and collaborate Planner is a light weight, mobile and web-based application that comes with most Office 365 for business subscriptions. With Planner you and your team can to create plans, assign tasks, chat about tasks, and see charts of your team’s progress. You can also use Planner from within Microsoft Teams and Microsoft SharePoint. • How to get Microsoft Planner • Planner help • Join the conversation about Microsoft Planner
  44. 44. Microsoft To-Do Prioritize and complete the most important things every day The To-Do app lets you list all your tasks and sort them so you can focus on what’s important. It features a My Day list for your daily tasks and also allows you to create additional lists to organize your work, projects, groceries, and so on. • Download Microsoft To-Do • Get help with Microsoft To-Do • Join the conversation about Microsoft To-Do
  45. 45. Resources • Microsoft’s Vision for Task Management https://www.buckleyplanet.com/2020/03/microsofts-vision-for-task- management.html • Should I use Project, Planner, To Do, or Tasks in Teams? https://support.office.com/en-us/article/should-i-use-project-planner-to-do- or-tasks-in-teams-8f950d32-d5f4-40db-a8b7-4d1b82b55e17 • Project and SharePoint: How does Project know where its tasks are? https://techcommunity.microsoft.com/t5/project-support-blog/project- and-sharepoint-how-does-project-know-where-its-tasks-are/ba-p/361725 • Microsoft Teams and Microsoft Planner–what to expect https://techcommunity.microsoft.com/t5/planner-blog/microsoft-teams-and- microsoft-planner-8211-what-to-expect/ba-p/362217 • To-Do help center https://support.office.com/en-us/todo • Flagged emails come to Microsoft To-Do https://techcommunity.microsoft.com/t5/microsoft-to-do-blog/flagged- emails-come-to-microsoft-to-do/ba-p/366684 • Introducing List Sharing and Steps in Microsoft To-Do https://techcommunity.microsoft.com/t5/microsoft-to-do-blog/introducing- list-sharing-and-steps-in-microsoft-to-do/ba-p/200109
  46. 46. Thank you very much! The Twitters @buckleyplanet Blog www.buckleyplanet.com YouTube youtube.com/c/collabtalk Podcast soundcloud.com/collabtalk (also on Apple & Stitcher)

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