Microsoft planner 101 - ClearBox Webinar
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An introduction to Microsoft Planner. Usage scenarios including publication planning, issue management, virtual workshops and report compilation. Integration with Flow / Power Automation
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Microsoft planner 101 - ClearBox Webinar
- 1. Webinar Microsoft Planner 101 19th February 2020
- 2. We will try to answer some questions during the webinar, and a few more at the end. Both participating companies will email you the recording within 48 hours (so you won’t miss it!). You can listen via your computer or by dialling the phone number in the email you received today. Housekeeping
- 3. About ClearBox ClearBox Consulting is a specialist independent consultancy that believes in making the workplace a better and more productive experience.We understand technology, but we approach it from the people side first. Our goal is to help organisations collaborate and communicate more effectively.We specialise in intranets and the wider digital workplace, including internal social media, enterprise mobile strategies and real-time collaboration tools. Sam Marshall Managing Director @SamMarshall
- 4. ClearBoxTraining andWorkshops • SharePoint for Internal Communicators • Office 365 for Business Leaders • Intranet strategy & Management • Intranet Governance • Intranet Launch and Adoption • Technology explained in business terms • Delivered in-house or virtually • Up to 10 people • Interactive, team exercises and real- world examples hello@clearbox.co.uk
- 5. How much experience do you have with Planner? • Seen it, not used it • Just played with it • Set up one real plan • Using regularly Poll
- 6. Agenda Planner basics Use Cases Part 1 Planner set-up and principles Use cases Part 2 Planner integrations Limitations & Frustrations Q&A
- 8. Teams gets all the love This Photo by Unknown Author is licensed under CC BY-SA
- 9. Planner - Let’s hear it for the underdog This Photo by Unknown Author is licensed under CC BY-SA
- 10. Five things to know about planner Based on Kanban board concept Great when tasks are not inter- dependent Free (as in licensed, not as in beer) Relies on O365 Groups Part of Microsoft’s vision for unified tasks
- 11. Kanban boards
- 12. How it looks
- 13. Haven’t I seen that before somewhere?
- 14. Trello
- 15. Main components of a Planner board Priority indicator Due date ‘In progress’ indicator Attachments Assignee ‘Buckets’ Task cards
- 16. • Create tasks and assign to team members • Show progress visually by moving between buckets What it can do
- 17. • Create tasks and assign to team members • Show progress visually by moving between buckets • Discuss issues in the context of a task using comments (limited) • Add files and images stored in SharePoint • Tag with labels • Add a checklist What it can do
- 18. • Issue Management • Search/filter • Comments [DEMO – Facilities Issue management]
- 19. • Website – tasks.office.com • Office 365 • Groups • Teams Where to find it
- 20. • iOS and Android apps • On a tablet • To-do Where to find it
- 22. Planner vs Project Planner Project Project scale Small Large Task dependencies None Gantt chart Milestones Fluid Significant Resource workload Guestimate Plannable Who updates Everyone Project Manager Ease of use Intuitive Elvish runes Cost Bundled At least one kidney Typical use case Weather widget Colonise Mars
- 23. To-do is to Planner as OneDrive is to SharePoint Planer vs To-do
- 24. Planner use cases: part 1
- 25. Need • Magazine, intranet news or website planning stories (sales pipeline too) • Simple review and approval process • Charts show workload Editorial Pipeline Scenario
- 27. Need • Magazine, intranet news or website planning stories (sales pipeline too) • Simple review and approval process • Charts show workload Design principles • Don’t lose ideas • Progress ideas at different rates • View by contributor • Document moves with process Editorial Pipeline Scenario
- 28. Need • Standing weekly agenda • Make sure actions from last week not lost • Built-in OneNote for minutes Design principles • Quick way to see if actions overdue • Any team member can add agenda items Variant: Meeting actions
- 29. Need • Any ‘Request’ type service – IT, HR, Procurement • Works where whole request fits one card Design principles • Any member can pick up a task • Show urgent tasks easily • Simple reporting on status • Resume stalled tasks Issue management scenario
- 31. Issue management – Stalled item card
- 32. Issue management scenario • No ‘completed’ bucket • Completed tasks normally hidden or deleted
- 33. Planner set up and principles
- 34. • Create a new plan from • Planner hub • TeamsApp • SharePoint team site • Mobile App • Tip: create the plan wherever the group makes most sense to you • Copy a plan to use as a template Setting up a plan
- 35. • It also creates a Group • Outlook mailbox • Calendar (but not tied to schedule) • SharePoint team site • OneNote notebook • Can I create a plan without a group? • Only by assigning to an existing group • You can have multiple plans per group When you create a plan…
- 36. Public vs private plans determined by group setting Setting up a plan
- 37. • Use buckets for major ‘state’ changes • Buckets are there to visually limit work in progress • Group by ‘Assigned to’ to check people aren’t overloaded • Profile photos help a lot Good practices and Tips
- 38. • Use labels for attributes that don’t change across buckets • Use checklists for minor steps • Use ‘template’ task cards for consistent checklists • Group by ‘Priority’ then drag to change priority setting Good practices and Tips
- 39. Deleting a plan is harder than you’d think!
- 40. Planner use cases: part 2
- 41. Our work
- 43. Need • Complex report, many sections • Some steps require iterations • Multiple authors progress at different rates • Multiple sub-steps to complete Design principles • Clear overview of progress • Detect when sections running late • Organise by both vendor and author Report Production scenario
- 44. • Using a checklist for within-stage steps • Search and filtering • Grouping Demo – Complex Report
- 46. • When you wish you could use post its but people aren’t in the room • Dragging cards has tactile appeal • Multiple people can work at once • Combines well withTeams set up for a workshop • Encourages more details than handwritten Sharpies Virtual meeting facilitation Scenario
- 47. • Product reaction cards • Idea collation • Label categorise by platform • Assign yourself to a card to ‘vote’ for it (not as nice as Trello) [Demo – Workshop Facilitation]
- 49. Planner and To-Do integration
- 51. Planner and Teams Only shows plans that are added to a Team
- 52. Tasks in Teams on Roadmap
- 54. SharePoint web part for Planner
- 55. Example Integrations for Planner and Power Automation • Create a Planner task for emails received in a shared mailbox • Create a daily digest of planner tasks and status • Create a Planner task recurring every month • Create a Planner task when a Microsoft Form is completed • Create events in Outlook Calendar when Planner tasks are added • Post a message to Teams when a Planner task is created • Post a message to Teams when a Planner task is completed
- 56. Demo: Using Forms > Flow > Planner
- 57. Create a Planner task when a Form is completed
- 58. Form embedded on SharePoint page
- 59. 1. Requires a full-fat Group 2. Assigning a task to an external gives them access to the whole Group 3. Comments very limited • No @mention • No notifications unless a reply • Emails for every comment – you can’t stop this 4. No import from Excel 5. Export to Excel looks like shit 6. Moving a task between plans doesn’t move everything e.g. files or multiple tasks 7. Poor search 8. Only one checklist and max 20 items Limitations and frustrations This Photo by Unknown Author is licensed under CC BY-NC-ND
- 60. Planner and Trello features comparison Planner Trello Integration with Office365 apps Integration via Zapier, IFTTT etc. Free with Office365 licence Free up to 10 team boards One checklist within a task Multiple custom-named checklists within tasks Start and due dates as standard Due dates only as standard Analytics dashboards as standard Analytics dashboards via power-ups Calendar view as standard Calendar view via power-ups My tasks view for employees that aggregates tasks from across plans No equivalent as standard Notifications are all or nothing @mentions in card discussions trigger notifications Tasks can be assigned a priority No equivalent as standard ‘In progress’ indicator No equivalent as standard No Excel import Import from Excel
- 61. • Planner basics https://www.clearbox.co.uk/microsoft-planner-an-unsung-gem-in- collaborative-task-management/ • Planner on Microsoft https://products.office.com/en-gb/business/task-management-software How notifications work https://support.office.com/en-us/article/stay-on-top-of-tasks-and-plans-with- email-and-notifications-cce223d6-b0ae-43cf-a080-266e2414a859 • Kanban https://medium.com/@pullnews/kanban-for-everyone-f72fd4c327f9 Find out more
- 62. Q&A
- 63. ClearBoxTraining andWorkshops • SharePoint for Internal Communicators • Office 365 for Business Leaders • Intranet strategy & Management • Intranet Governance • Intranet Launch and Adoption • Technology explained in business terms • Delivered in-house or virtually • Up to 10 people • Interactive, team exercises and real- world examples hello@clearbox.co.uk
- 64. SharePoint intranets in-a-box 10% off Planner101 clearbox.co.uk 30+ intranet products reviewed 600+ pages Immediate download Our expert assessments of products that transform SharePoint into a useful and useable intranet.
- 65. Connect ClearBox Consulting clearbox.co.uk @ClearBox hello@clearbox.co.uk +44 (0) 1224 458746 Treliske House, Queens Park Road, Chester, CH4 7AD, UK
Editor's Notes
- Login as Adam Open Planner Hub https://tasks.office.com/cbxc.onmicrosoft.com/en-GB/Home/Planner/#/plantaskboard?groupId=87682ee2-2a6b-4c1f-bf6b-bedbc8155ea3&planId=bXeNmQvMrUaS0KgL-p2dr5YAHmTX Open Teams page https://teams.microsoft.com/_#/conversations/General?threadId=19:d87724da1ae7469ca069462f95577863@thread.skype&ctx=channel Open Forms https://forms.office.com/Pages/DesignPage.aspx?origin=shell#FormId=8QsP0SoXykqLzC9RfqSHQeIuaIdrKh9Mv2u-28gVXqNUMElBRlFOOFZWWU5PQlVZRzMxM09RSVZLSCQlQCN0PWcu Open Flow https://emea.flow.microsoft.com/manage/environments/Default-d10f0bf1-172a-4aca-8bcc-2f517ea48741/flows ToDO https://to-do.office.com/tasks/id/2oiF2j5pbEaBN_m9xFGiqpYAABI2/details?ru=https%3A%2F%2Fto-do.office.com%2Ftasks%2Fid%2F2oiF2j5pbEaBN_m9xFGiqpYAABI2%2Fdetails
- Ready in Zoom.
- Kanban means “card wall” in Japanese – developed at Toyota in the 50s
- Purpose of visualizing buckets in Kanban was to LIMIT WORK IN PROGRESS
- Purpose of visualizing buckets in Kanban was to LIMIT WORK IN PROGRESS Comments – no @MENTIONS! Only ONE checklist and max 20 items
- Comments go into Group email, and then your personal email for ANY FURTHER COMMENTS https://tasks.office.com/cbxc.onmicrosoft.com/en-GB/Home/Planner/#/plantaskboard?groupId=87682ee2-2a6b-4c1f-bf6b-bedbc8155ea3&planId=bXeNmQvMrUaS0KgL-p2dr5YAHmTX Explain Layout * Plans on left Cards Show a card Group By Filter by Charts Schedule
- TASKS likely to be new name in 2020
- Allegedly, a re-think of Project is coming that will work alongside. REALLY its Waterfall vs Agile here!
- Project for the Web – cheaper and friendlier and has planner-like view of tasks. ASK – How many have had formal PM training (Prince2 etc.?). How many use more than 10% IRL?
- Demo -- Add an idea --Move to submitted --Assign to writer (group and drag to bucket) -Mark as in-progress --See charts – LOOK AT THAT!! --Attach Word doc draft from SHAREPOINT --OneNote and Files
- IT helpdesk, HR helpdesk Later I’ll show how tickets can be raised using MS Forms and Flow New tickets logged Urgency indicated When someone picks them up they assign themselves We use ‘Stalled’ so ‘Picked up’ doesn’t get over-long
- Labels indicate e..g part needs ordering Checklist on card indicates
- Checklist on card indicates actions following diagnosis e.g. part needed We DON’T have a ‘completed’ column, it should drop off at that point.
- Big complaint on User Voice e.g. people want a personal planner board
- Label for e.g. “Internal / External” “UK/ France / Germany” so only SIX of them!
- Running late <> Overdue!!
- Complex Report board Show template card Image or checklist, not both Images take up too much space! Group By “Assigned to” You don’t need buckets per name Person has their own “My tasks” Filter – acts like search but ONLY ON CARD NAME, not notes e.g. buffalo Filter – ‘Vegan’ Filter by Assigned to TWO people and Label=STALLED better than “Group by” OR you can do “Group by” and then “Filter” e.g. Assigned to and then Next Week
- You COULD do it in Excel My wife’s an accountant, she’d do everything in Excel, even write a novel. But the act of moving and dragging cards – especially on a tablet, works really well Beware – as people must be in a group its better for internal workshops. External ones are a barrier. Trello much better in this regard.
- Group by BUCKET again Voting – nearest is to say “vote by assigning up to 6 cards to yourself” @Mentions also a sad omission
- IT helpdesk, HR helpesk
- DEMO: Skunk trapped in pool table. DATE must be +1 day for flow to run!! https://cbxc.sharepoint.com/sites/Estates-Facilities/SitePages/Facilities-re.aspx https://forms.office.com/Pages/ResponsePage.aspx?id=8QsP0SoXykqLzC9RfqSHQeIuaIdrKh9Mv2u-28gVXqNUMElBRlFOOFZWWU5PQlVZRzMxM09RSVZLSCQlQCN0PWcu https://emea.flow.microsoft.com/manage/environments/Default-d10f0bf1-172a-4aca-8bcc-2f517ea48741/flows
- Comments: get someone to comment as soon they pick up a task. That way they see replies. Just allocating them to the task isn’t enough. Person who sets up task should ALSO comment to subscribe.