Managing Tasks: Planner vs Trello
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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/
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Managing Tasks: Planner vs Trello
- 1. Team Sites vs Office 365 Groups Office 365 Planner vs Trello
- 2. HANIEL CROITORU I’m passionate about technology, and I work at . LEAD CONSULTANT | PMP, PMI-ACP | SPEAKER
- 3. The goal is to give an unbiased opinion of the two products Search 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. Search 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 Search 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 Search 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 Search 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 Search 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 Search 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 Search 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 Search 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 Search 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 Search 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 Search User 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 Search User Experience Task Management
- 17. Looking at the big picture Board Overview • Both products group tasks/cards into buckets/lists Search User Experience Task Management
- 18. Looking at the big picture Board Overview • Both products let you include links and attachments Search User Experience Task Management
- 19. See it all Dashboards Trello • See favored boards and boards you are managing Search User Experience Task Management
- 20. See it all Dashboards Planner • Predefine chart for each plan • Shows progress and assignment of tasks Search User Experience Task Management
- 21. See it all Dashboards Planner • Planner Hub shows favored plans Search 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 Search 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 Search 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 Search 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 Search 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
- 27. • https://tasks.sharepoint.com • http://www.2tolead.com/microsoft-cloud-solutions-and-strategy-insights/managing-tasks-office-planner-vs- trello/ • https://blogs.office.com/planner • https://products.office.com/en-us/business/office-365-planner • http://fasttrack.microsoft.com/roadmap • http://trello.com Additional Resources
- 28. LEAD CONSULTANT | PMP, PMI-ACP | SPEAKER Thank You! Organizers, SponsorsandYouformaking thispossible. Message Me On LinkedIn or Email haniel@2tolead.com
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.