How to Choose Between Microsoft Lists and Microsoft Planner for Task Management

Many thanks ❤

Thanks for explaining this. I've been looking for a solution for using planner in teams sites which have members (or technically guests) from other education institutions with different office365 plans. I've found the notifications for planner don't reliably follow the expected path for all individuals due to the varying office365 plans and permissions set by IT admins for each institution regardless of the host institutions admin settings.

I think using lists and a power automate flow explicitly defining each 'notification' would help ensure at least that the members are at least receiving some form of notification.

Lists is more like a database. Considering a lot of people use Excel as a database, Lists is a tool for those people. At least is how I like to think about it.

That is an interesting video. Thank you. Using lists for project management/scheduling is intriguing. While task linking/dependency is possible,
could task hierarchy (subtasks, summary tasks, etc) be reflected somehow in MS Lists ?

Without creating a rule, we still can send a notification. I can show you that anytime.

my understanding is that using Lists as a task manager is a fundamental mistake, is this not the case? I was taught that To Do + Planner are to manage individual and team tasks, lists is more of an interactive excel sheet that is more embedded in business processes rather than tasks that you can make power apps and power automations from. What's your take?

Wow. Excellent video....Huge applause

This video was great thank you! I am looking for a recommendation on what tool to use. I want create an "onboarding checklist" where when someone new is brought on there is list of things that need to be done by a specific date. I want the due dates to automatically adjust based on the project finish date. Both tools seem that you have to manually set the dates. Is there a way to make that dependency?

Great explanation, thank you. List could be great but without the task bit going to Planner, or at least one view of Planner & lists or have them sit within Plans. I think for millions of small businesses they will avoid Lists. We will for now. As it is, I can't get even the most basic oversight over what is going on with tasks for Team members across Teams & Channels in one view, a basic management requirement that is missed. Thank you for your time on this.

Great video! I would also mention that if you have repeating task its only 1 click to do it in planner.

Great summary.

Finally someone actually explaining what I trully need.
Thanks from Belgium 🇧🇪

CN you link them and have both?

I find commenting on planner very inefficient. Comments on list is a lot more extensive. But it doesn't show on the central task hub, correct

I used planner at work some time ago. Tbh it should not be considered an alternative to project and it lacks some features even as an agile board.

Any reason to not use Atlassian for the same?

Excellent video - really brings out that with a bewildering array of new products Microsoft have leaft some terrible gaps in their offering. I find it astonishing that any product called 'planner' lacks a Gantt chart or dependencies. Fine, if they want us to use Project but why clutter up O365 with two products that do the same thing - Planner and ToDo. Anyway I have subscribed and look forward to more great content.

Agree that Planner only has three status fields but you can use colour-coded labels as status instead, included 'blocked' if you wish. You can also use PowerAutomate to make inter-plan changes, such as milestone movements. This doesn't quite give you dependencies and automated task scheduling, but that's why Microsoft Project exists. One big plus for Lists is that they can be used in Private and Shared Channels, Planner really sucks in this regard. Great video, very engaging and easy to follow.

Wish planner would have a couple more functions that you nailed.

I use lists as a database software (i found it better and easier than excel)
Planner is for task and light projects management. I wish they add gantt charts in planner

Thanks a lot for this valuable video 🙏