Crafting a simple task and planning solution in 365 -Planner / Lists /...

[Niall_O]

Hi there

I am a long term MS user with an IT management background. I have extensive experience of shaping, planning and delivering a range of technology and business projects. I understand process well. 

I am helping a small business craft a simple but effective solution and want to use the tools 365 Business standard. So here I may use Planner, Lists and and maybe forms. I have used and understand both VISIO and MS Project well as background, y aim here is to deliver something 'simple but effective'.

My first challenge is to understand Planner and Lists well. Planner looks pretty straightforward, and I've just dabbled with Lists. So what is the easiest way for me to grasp what these tools can do so that I can 'assemble' my solution. I do not want to invest in more software but use the 365 Toolset I have.

Here's the flow of what I want to achieve -it is 'top down' planning split into 2 stages:

1. Create High-level plan - Output: A network diagram of the 'key (big) deliverables' in a network (dependency) a PERT view would do this, would be nice to have 'deliverables on the node'. First thought (FS) -in VISIO (web).

2. Create detailed plan:

2.1 Define all the deliverables needed.

2.2 Identify the tasks each requires.

Capture some details of each task, be nice to customise the attributes of these. Really want to be able to visualise dependencies between deliverables, show subordinate deliverables of 'key' deliverables and dependencies between tasks. Display options: Deliverable dependencies (key deliverables), all deliverables (without key deliverables option), task dependencies all a network view. Deliverables viewed in a single log with attributes (table format), Task log (table format). Kanban (board) view for tasks. Report: Deliverable status (format: dashboard summary), (format: dashboard detailed).

Plan in GANTT task view and status -not required.

I guess this lot is likely beyond the toolset at my disposal, but I'm intrigued to know how far might be possible!

All and any feedback most welcome.... thank you!

Niall

[#2]

Hi @Niall_O 

Great question! I’ve seen small businesses use the apps included in the Microsoft 365 Business suites in really creative ways. In fact, Industrialized Construction Group, a start-up construction firm had a similar idea to use Power BI, Excel and Planner to create their own accounting and project management system.

For this specific question, we’re looking for the right SMEs to provide the right guidance, please give us a few days for someone to jump in.

We moved your post to the Small and Medium Business community, so more people interested in SMB content can see it.

[#3]

Hi @Niall_O - sharing a perspective on this one... adding To Do as an FYI. 

Microsoft Lists is an information tracking app that enables teams and organizations to manage a process or workflow (link takes you to our Lists adoption page - that includes our online workshop, too: https://aka.ms/MSLists/workshop). While To Do and Planner are purpose-built apps, specifically designed to help individuals and teams manage their work using tasks. Commonly, when a task is completed, it becomes hidden from view. Microsoft Lists, on the other hand, enables users to collect, view, filter, sort, collaborate, and share structured information across status, life cycle, ownership, and more. Lists integrate with the Power Platform to design, build, and extend productivity apps alongside Power Apps (custom forms) and Power Automate (custom flows).

I also started a related thread on LinkedIn specific to "forms" from various M365 apps/services - might be of interest to you, too: https://www.linkedin.com/posts/mark-kashman_faq-activity-7221203063036923904-CnpE