Which Microsoft 365 Tools Are Best to Track Projects?

In today’s fast-paced work environment, effective project tracking is essential to ensure deadlines are met, tasks are completed, and teams stay aligned. Microsoft 365 offers a range of project management tools that make tracking projects seamless and collaborative. But with so many options, how do you decide which ones are best for your needs?

This guide will walk you through the best tools for project tracking within Microsoft 365 and how you can leverage them for maximum efficiency.

1. Microsoft Planner: Simple and Visual Task Management

Microsoft Planner is a highly visual tool that helps teams manage tasks effectively. It’s part of the Office 365 task management suite and integrates seamlessly with other Microsoft 365 apps like Teams and Outlook.

Key Features

• Create task boards with cards to represent individual tasks.
• Assign tasks to team members and set due dates.
• Track progress with visual charts.

Best For: Teams looking for an intuitive, drag-and-drop interface to track small to medium-sized projects.

2. Microsoft Teams: Communication and Collaboration Hub

While Microsoft Teams is primarily a communication tool, it also excels at project tracking when integrated with Planner or SharePoint. Teams provides a centralized hub where conversations, documents, and task updates happen in real-time.

Key Features

• Create dedicated channels for specific projects.
• Integrate apps like Planner and To Do for task management.
• Use the Files tab to collaborate on project documents.

Best For: Teams that want a unified workspace for both communication and task tracking.

3. Microsoft To Do: Personal Task Tracking Made Easy

Microsoft To Do is perfect for individual project tracking and complements tools like Planner. Whether you’re managing your personal to-dos or tasks assigned in a larger project, To Do keeps you organized.

Key Features

• Sync tasks across devices for on-the-go updates.
• Organize tasks into lists and mark priorities.
• Integrate with Outlook to turn emails into actionable tasks.

Best For: Personal task management and tracking your responsibilities within larger team projects.

4. SharePoint: Advanced Project Document Management

SharePoint may not be a traditional task management tool, but it plays a critical role in project management by organizing and storing project-related documents. Pair it with Planner or Teams for a complete project management ecosystem.

Key Features

• Create project-specific sites for team collaboration.
• Manage document permissions for security.
• Use workflows to automate routine tasks.

Best For: Teams handling complex projects requiring extensive documentation.

5. Power BI: Visualize Your Project Data

When it comes to analyzing project progress, Power BI stands out. This Microsoft 365 project management tool helps you turn raw project data into actionable insights.

Key Features

• Create dashboards to track project metrics.
• Integrate with Planner or SharePoint for real-time updates.
• Generate reports to share with stakeholders.

Best For: Managers needing in-depth analytics and visualizations for tracking project performance.

Planner vs. To Do: Which One Should You Use?

Both Planner and To Do are excellent tools for tracking tasks, but their use cases differ:

• Use Planner if you’re managing a team and need to assign and track tasks visually.
• Use To Do if you’re managing your personal tasks or want a lightweight task management tool.

Planner vs. To Do: Which One Should You Use?

Both Planner and To Do are excellent tools for tracking tasks, but their use cases differ:

• Use Planner if you’re managing a team and need to assign and track tasks visually.
• Use To Do if you’re managing your personal tasks or want a lightweight task management tool.

How to Track Projects with Microsoft 365

To maximize efficiency, combine tools:

• Use Teams as your central hub for collaboration.
• Add Planner to Teams channels for task tracking.
• Manage personal tasks with To Do.
• Store project files and documents in SharePoint.
• Visualize progress and performance with Power BI.

With these tools, tracking projects in Microsoft 365 becomes streamlined and effective.