Microsoft Planner has earned a reputation as a solid tool for task and project management. It offers seamless collaboration, integrates well within the Microsoft 365 ecosystem, and even includes built-in reports. Best of all? It’s included with most M365 subscriptions. That’s a deal. But then there’s Planner Premium—so why should you consider upgrading?
What Can Standard Planner Do for You?
At its core, Microsoft Planner is designed to simplify task and project management. You can create a plan in seconds using the “New Plan” button and populate it with tasks. Whether you need a new plan for each project depends on your organization’s workflow, but it’s a logical approach for many.
What good is task management without Tasks? After creating a new project, adding tasks can be done in many ways!
First via the Grid view, then the Board view, and finally, the Schedule view. These views are found at the top of the screen in the planner ribbon.
Tasks in the Grid view are added simply by adding a task name. Other information can also be added, such as assignment, who is doing the task, start and finish date, bucket (this is, after all, an Agile tool), progress, priority, and label.
There is a caveat: these are all the columns you get. If you want to add additional information, you can’t. However, for simple projects, you shouldn’t need more.
Once a task is created, additional information can be added to aid in collaboration and communication. All the basic task information is on the form.
Now, you can add notes (Notes can be deleted or changed) about the task, a checklist to further clarify the task, add attachments, and even make permanent comments.
The Board view is a basic Kanban board where you add your buckets, then add with minimal information. When you select the task, that task information card appears again. Moving the card between buckets manages the task. See, I told you it was an Agile tool!
The Schedule view sounds like it should be a Gantt chart, but alas, it is not. It is a calendar where you add tasks by selecting a day and adding minimal information. Selecting the task, of course, opens the task information card again. However, if a task spans multiple days, that will be indicated on the calendar.
The Charts icon (remember that from the ribbon) provides some very relevant project reports, such as task status, priorities, and resource usage.
For simple projects, this setup works well. But what if you need more?
What Makes Planner Premium Different?
Planner Premium takes everything in Standard Planner and adds depth. You’ll notice extra features in the ribbon: People, Goals, and Assignments.
But the real value comes in the enhancements to task management, integration, and reporting.
Enhanced Task and Project Management
- Custom Fields: Unlike Standard Planner, you’re not limited to default columns. Now, you can add fields that suit your workflow (similar to MS Project’s local custom fields).
- Task Dependencies: Link tasks together to create real project flow, so one task can’t start until another finishes.
- Sub-Tasks: Promote or demote tasks for better structuring.
- Timeline View: A true Gantt chart for visualizing project schedules.
Stronger Collaboration and Integration
- Teams Integration: Create a dedicated MS Teams channel for your project or add the plan to an existing one.
- Deliverables Tracking: Identify tasks that contribute directly to project goals.
- Goal Linking: Align tasks with overarching project objectives to ensure clarity and accountability.
Upgraded Reporting
- Goals Dashboard: Instead of just tracking tasks, you can define and monitor project goals.
- Advanced Reporting: Gain deeper insights into performance, milestones, and resource allocation.
Cost Considerations: Is It Worth It?
This is the tip of the iceberg when comparing these two products. But as you can already tell, there are significant differences. Planner is a fantastic tool for what I like to call “Light” projects, or projects that don’t really require much additional information or short-duration projects.
Planner Premium, on the other hand, is more robust and has more tools available for in-depth task and project management. This improvement comes at a price though.
Planner comes with most M365 subscriptions. A quick search will show you these plans:
Microsoft 365 Plans That Include Planner:
- Microsoft 365 Business Basic, Standard, and Premium
- Microsoft 365 Enterprise E1, E3, and E5
- Office 365 Enterprise E1, E3, and E5
- Office 365 A1, A3, and A5 (for education)
- Microsoft 365 Government G1, G3, and G5
Microsoft 365 Plans That Do NOT Include Planner:
- Microsoft 365 Apps for Business
- Microsoft 365 Apps for Enterprise
- Exchange Online Plans (E1, E2, etc.)
Doing another search shows what Planner Premium costs and what functionality is included with each plan (Plan names and costs may change, please look at the official Microsoft 365 site for current information or you can contact Advisicon at Contact@Advisicon.com)
While Standard Planner is included with many M365 plans, Planner Premium requires an additional investment. Here’s a breakdown of the pricing:
- Planner Plan 1 ($10/user/month) – Adds features like project goals, backlogs, sprints, timeline (Gantt) view, and task dependencies.
- Planner & Project Plan 3 ($30/user/month) – Includes everything in Plan 1 plus Microsoft 365 Copilot, task history, roadmaps, baselines, and more advanced project management tools.
- Planner & Project Plan 5 ($55/user/month) – Expands into portfolio and enterprise resource management.
Final Thoughts
So here is the final, burning question: Is it worth upgrading?
If you manage small projects with minimal complexity, Standard Planner does the job. But if your team would benefit from Gantt charts, task dependencies, goal tracking, and deeper collaboration, Planner Premium is a game-changer.
Beyond just task management, Planner Premium empowers teams to streamline workflows, visualize projects more effectively, and ensure alignment with broader organizational goals. The enhanced reporting and tracking capabilities can provide valuable insights, helping teams stay on schedule and optimize resources.
Still not sure which option is right for you? Advisicon is here to help. Our team specializes in guiding organizations through the decision-making process, ensuring you choose the best tools for your needs.
Let’s dive into your requirements and build the right solution together. Contact us today to get started!
