Recently, Microsoft released its new task management tool, Office 365 Planner. Until that time, Trello was the tool of choice for many when it came to managing unstructured tasks. Join the discussion to hear about my head-to-head comparison of the two solutions share your experience.
http://www.meetup.com/TSPBUG/events/230108110/
3. The goal is to give an unbiased opinion of the two products
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User
Experience
Task
Management
4. The goal is to give an unbiased opinion of the two products
Board
List
Card
Plan
Bucket
Task
5. Kanban boards are good fore sharing tasks amongst peers
Participation
Trello
• Lets you invite any user to participate on a board.
Planner
• There has been a lot of discussions around the request to invite external users to Office 365 Plans and it
is currently on the roadmap.
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User
Experience
Task
Management
6. Assigning tasks helps users track their work and be notified of changes
Task Assignment
Trello
• Lets you assign multiple individuals to a card
• Great when several users are collaborating on the same card
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User
Experience
Task
Management
7. Assigning tasks helps users track their work and be notified of changes
Task Assignment
Planner
• Lets you assign one individual from your Office 365
network to a task
• Adds a level of overhead to keep track of everyone’s tasks
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User
Experience
Task
Management
8. Notifications keep you informed of any changes
Notifications
Trello
• Tracks updates via the Activity pane for each board.
• Each card or board member receives updates of the changes via email
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User
Experience
Task
Management
9. Notifications keep you informed of any changes
Notifications
Planner
• All task activity is captured in a
Conversation feed within the
associated Office 365 Group
• You can view the group feeds in
Outlook App (online) or Outlook
2016
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User
Experience
Task
Management
10. Checklists help you break down tasks
Checklists
Trello
• Lets you copy a checklist from one card to another. This is
great when you need to generate the same checklists
multiple times
• Multiple checklists per card
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User
Experience
Task
Management
11. Checklists help you break down tasks
Checklists
Planner
• Single checklist per task
• Lets you preview and check-off items without opening the task
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User
Experience
Task
Management
12. Due dates let you know when
Due Dates
Trello
• Trello lets you set a due date
• Once due date is passed, due
date becomes red
• Calendar view allows you to see
all due dates for all cards
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User
Experience
Task
Management
13. Due dates let you know when
Due Dates
Planner
• Planner let you set start and end
date (Start date is not used anywhere)
• Plan chart let you see how many tasks
are overdue
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User
Experience
Task
Management
14. Find out how far along you are on a task
Progress
Trello
• There is no way to track progress
• Possible to use boards for progress (e.g. to do, in progress, done)
• No indication of how many tasks are in what state unless reviewing the board
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User
Experience
Task
Management
15. Find out how far along you are on a task
Progress
Planner
• Has a progress indicator (Not Started, In
Progress, Completed)
• Completed tasks are collapsed to take up
less space on the page
• Lets you group tasks by status
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Experience
Task
Management
16. Who does what, why, and how
Governance
• When it comes to governance, both Trello and Planner are lacking
• Once you add a person to a board or plan, they can manipulate all the content within it
• There also is no versioning, approvals, or undo capabilities to help in managing the content
• Up to the team to self-manage how they will use these boards/plans for everyone’s mutual benefit
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User
Experience
Task
Management
17. Looking at the big picture
Board Overview
• Both products group tasks/cards into buckets/lists
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User
Experience
Task
Management
18. Looking at the big picture
Board Overview
• Both products let you include links
and attachments
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User
Experience
Task
Management
22. Having access to your corporate data on mobile devices is almost a must
Mobile Access
Trello
• iPhone, Android, Kindle Fire apps
• Similar user interface and functionality to we-based system
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User
Experience
Task
Management
23. Having access to your corporate data on mobile devices is almost a must
Mobile Access
Planner
• Mobile web interface (https://tasks.office.com)
• Wunderlist may integrate in the future
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User
Experience
Task
Management
24. As your use of the tool increases, so does the need to search for information
Search
Trello
• Search cards and boards that contain a phrase in title
• Doesn’t search content within cards
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User
Experience
Task
Management
25. As your use of the tool increases, so does the need to search for information
Search
Planner
• No direct search capabilities in plans
• Associated Office 365 groups can be searched for files,
conversations, and OneNote
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User
Experience
Task
Management
26. Summary
Task Management: Comparing Office 365 Planner and Trello
Office 365 Planner Trello
Task
Management
Participation Only Office 365 users Anyone
Assignments Single user Multiple users
Notifications Office 365 Group Conversation and Email Activity feed and Email
Checklists Single checklist per task Multiple checklists per card
Task Dates Start and Due Date Due Date; Shows in board calendar
Progress Task-based progress indicators No progress indicators
Governance None None
User
Experience
Dashboards
Predefined charts to summarize tasks by
progress, due date, and task assignees
Board overview
Mobile Access
Responsive design which includes most
web-based functionality
iPhone, Android, and Kindle Fire apps which
includes most web-based functionality
Search
Use Office 365 Group search to find files
or, calendar events, or OneNote content
Search boards and cards from a single place
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Editor's Notes
Kanban boards typically have different groups to indicate progression.
What you will find, however, is that things become more difficult when you group tasks based on other criteria (e.g. project phase) and you want to track the progress of tasks. What you would need is another piece of data to indicate either the phase or the progress state. Of course, you can be creative and use some sophisticated naming convention, but this now requires additional management of the tasks. What happens if you need to move a to another group? Will you rename a task? Duplicate it? You should consider these situations when using the lists or naming conventions.
Kanban boards typically have different groups to indicate progression.
What you will find, however, is that things become more difficult when you group tasks based on other criteria (e.g. project phase) and you want to track the progress of tasks. What you would need is another piece of data to indicate either the phase or the progress state. Of course, you can be creative and use some sophisticated naming convention, but this now requires additional management of the tasks. What happens if you need to move a to another group? Will you rename a task? Duplicate it? You should consider these situations when using the lists or naming conventions.