Hello everyone
its Matt from collaboration coach and thank you so much for having me again to talk to you on keep productive and
This time I'm going to talk about Microsoft planner
and before we get started
If you like these videos then please check us out over on my youtube channel called
Collaboration coach and you'll find lots more of this kind of thing. So
Microsoft planner is all about managing your team's work
So you can create tasks you can assign those tasks and you can collaborate on them so you can share the work
you can share documents and do all the cool things that
Office 365 is good at and I mentioned office 365 because planner is a part of that service
There is no free planner
Subscription that you can have like there is with Microsoft teams
You must have an office 365 subscription and be able to log in to office 365 to get to use planner
so in this video, I'm going to give you a demonstration of
how planner works
What it's good at and where it might benefit you in order to get to planner once you're logged into office 365
you can come up to the app launcher here and
You can choose it as an app
If it's not listed here in your apps, you can go to all apps and it will be listed here
Or you can go to
The office 365 home page and you should see the planet I'll there or you can go to
Explore your apps and you'll find it there
In Planner you're gonna land on this page. It's kind of a homepage and on the side here you can see we've got
Navigation pane so we put my tasks planner hub and new plan
So I'm going to do is just step you through each of those and show you what's good about all of them
So first of all my tasks
so I'm not then here is something called Megan you can see her there and
Basically, what we're looking at now is all of Megan's tasks within planner
You can have lots of different plans and you can have tasks assigned to you in each of those plans
So my task is all about aggregating all of that work in one view, which is what we're seeing here
My tasks you can see a categorized as not started in progress and completed
So Megan can see very quickly what the things she needs to do what things she's working on and what she's done already
So let's take an example here in the in progress column here. We've got a task called book your own flight
You can see that the task itself is from the event plan
So that's one of the plans that she has a task in you can see all of these cards have different plan names
Assigned to them she can also see when the due date is that's the the due date there and that it's in progress
Which is illustrated by this little icon here and you can see that it's obviously assigned to her
You can also see this little green guy right here
You can just made that out that's called a label and that's another way of categorizing
Tasks and you can see that some of these tasks have different colored labels assigned to them
At glance you can get quite a lot of information about the task
But you can also openness if you click on the card it pops up and gives you a lot more information
You can see here as well as some the details
We've already seen we can see something called a bucket now bucket is very important. It's a is a major part of
Microsoft planner it's the way tasks are organized within a plan. So a plan has lots of buckets and
Buckets have tasks. That's kind of the hierarchy
Now you can see this task but during flights actually in the teen travel bucket
But we could move it to another bucket if we wanted to so we can categorize that task by moving it to another bucket
We'll talk more about buckets a bit later on
so we've got three options for
Progress not started in progress are completed which we've already seen we've got a start and end date and a description
Now you can add the description to the card if you want by toggling this show on card on
and that will show the description now on the card and
You can toggle that off. So let's just say you've got some more at a glance information
It's just trying to save you clicks by not having to open up the actual tasks
you also have this thing with the checklist a
Checklist is something you can add to describe the steps to complete a task
So say you wanted to add some steps to this task
You could go through the checklist and just add them in like for example research flight times
Agree budget and
You can move those tasks around delete them. You can also show them on the card
So they show up in this view and you can complete the tasks in this view as well
And you'll see that when you do that, they'll be crossed out
So you can see what you've completed what you haven't you can also add attachments
So you can add attachments from a file on your computer or from a link or from SharePoint
So if you go and add a link
To a file it shows up in the task itself
You can also show that on the card as well if that's useful to you
You can also add comments to the task as well
And that's a way of keeping the history of all the things you've done here
So if you need to add comments to remind yourself about something or perhaps communicate with someone else that you're collaborating
With on the task itself, you can add them here something like remember passports
You can hit Send and now you'll see down here. You've got a comment added to the history that says remember passports
Now finally up here. We've got the labels so you can see here
This has the v-team label, which is the little green one there and there are other labels we can choose from now
This is just another category. There aren't any rules about this really cosmetic
so for example
We've got one here called patty F which is an individual
Which is very targeted and then we've got more broad one called media and press
So you can change any of these at any time and you can add as many as you like
And it's just a visual cue to remind yourself about that task
All right, so we've seen Megan's tasks
They categorize at the moment by not started in progress and completed if Megan is looking for some specific
She's got some filtering and grouping options
Which you can see up here in the top, right?
For example, if she was looking for all her tasks that were due already past their due date
She could come up to the filter button and choose a late
And now she's seeing all the tasks that have gone past their due date, which is also marked in red. So it's easy to see
You can also group tasks so up here
We've got a group by progress
Drop down and you can see progress is obviously not started in progressing completed. We could also go to plan as well
So now we're looking at all the plans that megan has
Tasks in and you can see she's got a vamp plan HR so she can easily see all the tasks
She has in each plan and she can also see by due date so she can see here a glance which ones are late
Which joins a jew for next week and which ones are june in the future?
Okay now moving up to the planar hub you see here I've got a list of plans these ones
I've already been into if I switch to all plans. I can see the list of all the plans
I'm a member of now any one of these plans you can favour it
So if you come to the plan itself here marketing campaigns, for example
Hit the favorite button this little star
It's going to put the marketing campaigns
Plan at the top here under the favorite brands section and I can see an overview of all the tasks in the plan
And if I want to go into that plan and have more detailed look, I just click on it takes me through now
What am I seeing here?
So I've got a board that looks very similar to the my task board and you can see along the top here
I've got my buckets, so I've got Northwind partnership
Cross-cultural campaigning tablet campaign and within my buckets. I've got lists of tasks
So I've got one here partner agreement set up meeting and so on now you can see at a glance
We've got some information about the task itself when it's you and also who is assigned to
So as an owner of the plan
I want to see who has been assigned which tasks I can easily do that with the grouping of filtering
This is very similar to what we looked at on the my tasks page
But if I come up to this members drop-down, these were the members of my plan and if I wanted to see for example
Which tasks are assigned to Adele
I just choose Adele and that is showing me by the highlight in grey which tasks are assigned to Adele you
Can also just undo that?
filter by person as well
So if I just wanted to see Adele's tasks choose Adele from this list
and now I'm only seeing the tasks that are assigned to Adele and I can do that with one or more people and
I can also filter by do label bucket as well
I've also got the group by so I can group by bucket so you can see I'm seeing the buckets and on the top here
But I can go to assign to as well
So again at a glance I can see who has which guitars assigned to them and I can go by progress
So if I want to understand which TAS haven't been started which are in progress and which have been completed
I can do that at a glance then. I've also got due date which is
Just the same as my tasks late today and next week and then I've got the labels as well
So I've got lots of grouping and filtering options there to get a quick look on what's been done and what needs to be done
Okay, next I wanted to show you the charts. So at the top here you can see I'm on the board right now
This is what Microsoft calls the board. But if I go to the charts tab, it changes the view now I can see some high-level
Stats and visual cues on what's been done and what's been worked on?
So on the left here, I've got status so I could see at a glance which tasks are
Still outstanding which have been completed
I can see here the bucket so I can see how many tasks there are per bucket and in this plan
I've only got three buckets northen partnership and so on and you can see how many which ones have started which ones are in progress?
Further down I can also see tasks by member at glance so I can see Adele's got a work cut out there and so on
Now on the right hand side here. I've got the tasks themselves and again I can filter and group these tasks
To give me a quick understanding of who has been assigned them
The next tab along is the schedule. So this gives us a calendar view of all our tasks so you can see right now
I'm looking at the month of May and
I can see that there are tasks added to the days in May if I click on one day
For example, it shows me how to glance
what tasks there are for that day if I
Click on the week to show just the week. I can see this week has these
different tasks running along it
So these are our long term tasks then I've got a 1-day tasks down here to set up a meeting
And if I click into any of these I'd get the same
Task for you as I would if I was anywhere else in the app
So quick tip here is if you go to the ellipsis, you see you've got this copy plan option
This is something my customers asked me about all the time is how do we copy a plan or can you template plans?
And this is how you do it
So you just choose copy plans and this starts up the new plan dialog
So making a copy of a plan is as simple as hit copy plan
So now I've got a new plan created called copy of
marketing campaigns
Simple as that which brings us nicely to the last part of the demo, which is creating a new plan
When we hit
New plan button. It's gonna ask us for a name. I'm gonna call this man's plan
now the only choice we really have to make is this one here public or private a
Public plan is a plan that anyone in your organization can see and can join so they can get access to it without your authorization
without your approval a
Private plan needs your approval. So people can ask to join it, or they can be added by an owner of the plan
But they can't just join it without permission from the owner
So once you hit create plan, it goes away and creates the new plan
also creates a group that we can add people to so you can add members to the plan as well if I switch my
grouping to bucket
you can see that I've got a single bucket here called to do that's just the default bucket and I can add new buckets and
Then I can start adding my tasks straight away
Also, you can see down here. I've got my copy of marketing campaign
So this is the copy that I just made of my other plan and you can see when I go into that
It's got all the buckets
Pre-populated with all the tasks. All I have to do is add members to the new plan
So that's one thing that doesn't copy across you have to add new members. So adding a new member is as simple as hitting members
Typing in the name of the person you want to add?
it will do a lookup based on the keyword that you put in you just click it and
Then add as many as you like and then they will become members and can access the plan
That's it. That's your overview of Microsoft Anna
I hope this helps and thank you so much for having me on keep productive again
And if you like this video then come and check us out on my youtube channel called collaboration coach. See you then
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