Podcast Episode 3: The State of Tasks in Microsoft 365 AI Generated Transcripts

Episode 3: Navigating the Task Landscape in Microsoft 365

Greetings, everyone! Welcome back to another insightful podcast delving into the expansive world of Microsoft 365. Today’s discussion takes a slightly different angle, focusing not on a specific technology but rather on a crucial function—the state of tasks in Microsoft 365.

Before we dive in, I’d like to point out that there’s a corresponding blog post titled “The State of Tasks in Microsoft 365,” penned a few months ago. You can find the link in the show notes for a detailed exploration.

Now, let’s unravel the intricate tapestry of tasks within Microsoft 365. We encounter a variety of tools dedicated to task management, including Microsoft Planner, Microsoft Lists (briefly mentioned in the last episode), Microsoft To Do, and Microsoft Project. In this episode, we’ll meticulously examine the pros and cons of each, and I’ve crafted a comprehensive visual representation in the form of a table, available in the linked blog post.

Before delving into these tools, it’s crucial to discuss what not to do. Utilizing Office documents such as Excel, Word, or OneNote for project plans or lists is discouraged. These tools lack scalability, making it challenging to track progress, view updates, and manage tasks efficiently.

Now, let’s explore the contenders:

1. Microsoft To Do: Ideal for personal task management. Integrated seamlessly with Outlook, it’s perfect for managing flagged emails with due dates.
2. Microsoft Planner: Offers a Kanban-style approach, akin to virtual post-it notes. While efficient for small teams, it lacks features for more complex project plans and can be challenging to secure.
3. Microsoft Lists: A powerful tool for task management, allowing customization with features like conditional coloring, assigning resources, and notifying assigned individuals. Integrates well with Microsoft Teams.
4. Microsoft Project: The go-to for

project management with advanced features like Gantt charts, timeline tracking, resource management, task dependencies, and reporting capabilities. Notably, Microsoft Project is a web-based application called Project for the web, offering a superior experience over its older versions.

In summary, choosing the right tool depends on your specific needs. If you require reporting, permission sets, custom fields, or field validation, Microsoft To Do and Planner may not be the ideal choices. Instead, Microsoft Lists or Microsoft Project could better suit your requirements.

Distinguishing between Microsoft Lists and Microsoft Project, the latter offers a more robust feature set, including Gantt charts and advanced project management capabilities. However, Microsoft Lists still stands out with its versatility and ease of use, making it an excellent choice for various tasks.

To provide more clarity on my personal usage, I employ Microsoft To Do for personal tasks, Microsoft Lists for ad-hoc project tasks, and Microsoft Project for projects with task dependencies and a need for progress reporting.

Before I wrap up, stay tuned for an upcoming post on Microsoft Loop—an exciting addition to the Microsoft 365 platform.

If you found this content valuable, don’t forget to subscribe, rate, share, and engage with comments. Your feedback is essential! Until next time, take care and keep exploring the incredible tools within Microsoft 365. Talk to you later!