This is a question we have received from customers. And, it seems to us that lately, the choice to use one and not the other, lays mostly on the user interface rather than the actual functionality.
We will try to answer this question with very simple points to consider, originally written by SharePoint Maven. But, first things first:
What Is Microsoft Planner?
Microsoft Planner is an Office 365 software, used for project and task management that is integrated with Exchange Email, OneDrive and SharePoint. However, although it integrates with the before mentioned, it is a standalone task management software. It is very easy to configure (compared with Tasks Web Part), but at the same time, lacks some data like resource management and tasks dependencies. However, it has a very nice looking and easy to use “social like” user experience.
What is the SharePoint Tasks Web Part?
The Tasks Web Part is a (more formal if you will) project management approach for tasks. It integrates with Microsoft Project and Microsoft Outlook (to mention a few). Although a bit harder to configure, it does provide information like; resources, capacity, costs and baseline schedule). It also integrates very nicely with Microsoft PowerApps and Power Bi. In fact, it even allows to add and remove fields that might be custom-tailored to your business workflow management (like approvals). Yes, at the end of the day, it could become complex to integrate for those without any SharePoint experience.
How Do You Answer This Question?
In our opinion, we can safely agree that you should:
Use Microsoft Planner
- To manage small projects
- When you do not need to:
- manage resources/capacity
- integrate external applications
- manage tasks dependencies (when a task can not start without the completion of another)
- For projects where social collaboration is more important than formal project management
- For Agile/Scrum Methodology
Use Tasks Web Part
- To manage large projects
- When you need to:
- manage resources, capacity, costs and baseline schedules
- setup and manage task dependencies
- setup approval workflows
- integrate with external applications
- For projects with Waterfall Methodology