{"id":38443,"date":"2026-09-15T08:45:24","date_gmt":"2026-09-15T06:45:24","guid":{"rendered":"https:\/\/www.abd.es\/?p=38443"},"modified":"2026-09-15T08:46:51","modified_gmt":"2026-09-15T06:46:51","slug":"microsoft-planner-empresas","status":"publish","type":"post","link":"https:\/\/www.abd.es\/en\/2026\/09\/microsoft-planner-empresas\/","title":{"rendered":"Microsoft Planner for businesses: organize tasks and projects"},"content":{"rendered":"<p><strong>In many organizations, tasks are still being distributed through emails, Teams messages, spreadsheets, and informal conversations.<\/strong> The problem usually isn't the lack of tools, but the absence of a common system that lets you know what needs to be done, who is responsible, when it should be completed, and what state it's in.<\/p>\n<p><strong><a href=\"https:\/\/www.microsoft.com\/es-es\/microsoft-365\/planner\/microsoft-planner\" target=\"_blank\" rel=\"noopener\">Microsoft Planner<\/a><\/strong> answers this need by providing a visual environment for <strong>plan, assign, and supervise individual and team tasks<\/strong>Its main advantage is that it is part of Microsoft 365, so it can be used together with apps like Teams, Outlook, To Do, SharePoint, and Power Automate, reducing the scattering of information.<\/p>\n<p>The recent evolution of Planner goes beyond just a simple task board. <strong>Microsoft<\/strong> It presents it as a unified experience to manage tasks, lists, plans, and projects, with views like My Day, My Tasks, and My Plans, as well as boards, lists, timelines, and sprints depending on the type of plan and the available license.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-38445 size-full\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125349.068.webp\" alt=\"Microsoft Planner\" width=\"1000\" height=\"562\" srcset=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125349.068.webp 1000w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125349.068-300x169.webp 300w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125349.068-768x432.webp 768w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125349.068-18x10.webp 18w\" sizes=\"(max-width: 1000px) 100vw, 1000px\" \/><\/p>\n<h2>What is Microsoft Planner?<\/h2>\n<p><strong>Microsoft Planner<\/strong> is the tool of <strong>Microsoft 365 work management<\/strong> Oriented towards people, teams, and organizations. It allows you to create plans, break work into tasks, assign responsibilities, set dates, add checklists, and track progress from different perspectives.<\/p>\n<p>A well-defined task should include, at a minimum, a clear title, a description, a responsible person, a due date, and a status. When necessary, it can also include subtasks, documents, comments or related conversations, and criteria to determine when it\u2019s considered done. This structure prevents a task from being just an ambiguous reminder and turns it into a manageable work unit.<\/p>\n<h3>What can Microsoft Planner be used for?<\/h3>\n<p>Planner can be used for different scenarios:<\/p>\n<ul>\n<li>Coordination of internal tasks.<\/li>\n<li>Change of internal processes.<\/li>\n<li>Tracking business opportunities.<\/li>\n<li>Organization of marketing campaigns.<\/li>\n<li>IT department request management.<\/li>\n<li>Event preparation.<\/li>\n<li>Project execution.<\/li>\n<li>Improvement plans and corrective actions.<\/li>\n<li>Recurring procedures.<\/li>\n<li>Team goal tracking.<\/li>\n<\/ul>\n<p>Microsoft specifically highlights its use in areas like marketing, sales, human resources, operations, software development, IT, and project management.<\/p>\n<h2>Microsoft Planner dentro de Microsoft 365<\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-38446 size-full\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125358.153.webp\" alt=\"Microsoft Planner\" width=\"1000\" height=\"563\" srcset=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125358.153.webp 1000w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125358.153-300x169.webp 300w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125358.153-768x432.webp 768w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125358.153-18x10.webp 18w\" sizes=\"(max-width: 1000px) 100vw, 1000px\" \/><\/p>\n<p>The value of Planner doesn't lie only in its planning functions. Its usefulness increases when it's integrated into the organization's usual work environment.<\/p>\n<h3>Microsoft Teams como espacio de coordinaci\u00f3n<\/h3>\n<p>A plan can be added to a Microsoft Teams team or channel, allowing people to check and update tasks without leaving the space where they hold meetings, have conversations, and share documents.<\/p>\n<p>This integration helps to differentiate <strong>three elements<\/strong> that are often mixed:<\/p>\n<ul>\n<li>The <strong>conversation<\/strong> It stays on Teams.<\/li>\n<li>The <strong>documentation<\/strong> It's saved on SharePoint.<\/li>\n<li>The <strong>work commitments<\/strong> they are registered in Planner.<\/li>\n<\/ul>\n<p>In this way, a decision made during a meeting can turn into a task with an owner and a deadline, instead of getting buried in the chat or in the session notes.<\/p>\n<h3>Microsoft To Do and personal work<\/h3>\n<p><strong>Planner<\/strong> it is especially geared towards shared work, while <strong>Microsoft To Do<\/strong> It allows each person to manage their daily organization. Tasks assigned in Planner can be part of the user's personal view, along with other tasks and commitments.<\/p>\n<p>This relationship allows maintaining two levels of work:<\/p>\n<ol>\n<li>The shared plan shows the team's overall situation.<\/li>\n<li>The personal view helps each user decide what to do during the day.<\/li>\n<\/ol>\n<p>The current Planner experience brings together access to personal tasks, shared plans, and projects through views like <strong>My Day, My Tasks, and My Plans<\/strong>.<\/p>\n<h3>Outlook, SharePoint, and Power Automate<\/h3>\n<p>Planner can be complemented with other Microsoft 365 applications:<\/p>\n<ul>\n<li><strong>Outlook<\/strong> helps manage meetings, communications, and calendar commitments.<\/li>\n<li><strong>SharePoint<\/strong> provides the document space associated with the team or project.<\/li>\n<li><strong>Power Automate<\/strong> allows you to automate notifications, approvals, and task creation.<\/li>\n<li><strong>Microsoft 365 Copilot<\/strong>, when the appropriate licenses and features are available, it can help generate plans, identify risks, and summarize the work status.<\/li>\n<\/ul>\n<p>Microsoft is also adding reusable custom templates and assistance features through <strong>Planner Agent<\/strong>, aimed at standardizing plans and reducing administrative tasks. Some of these capabilities may depend on the type of plan, the license purchased, and Microsoft's deployment schedule.<\/p>\n<h2>Microsoft Planner and work methodologies<\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-38447 size-full\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125425.072.webp\" alt=\"Microsoft Planner\" width=\"1000\" height=\"563\" srcset=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125425.072.webp 1000w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125425.072-300x169.webp 300w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125425.072-768x432.webp 768w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125425.072-18x10.webp 18w\" sizes=\"(max-width: 1000px) 100vw, 1000px\" \/><\/p>\n<p>Planner isn't just a tool: you need a method<\/p>\n<p>Implementing Planner isn't just about moving a spreadsheet to a board. If usage rules aren't set, you could end up with hundreds of outdated tasks, unclear responsibilities, and dates that no one checks.<\/p>\n<p>The tool should rely on a methodology. There isn\u2019t a single method that works for every organization, since each approach solves a different problem: Kanban improves flow visibility, GTD makes capturing and organizing commitments easier, the Eisenhower matrix helps with prioritizing, and time blocking protects focus time.<\/p>\n<h2>Methodologies applicable to Microsoft Planner<\/h2>\n<h3>Kanban: visualize the workflow<\/h3>\n<p><strong>Kanban<\/strong> Organize the work using columns that represent stages of a process. A simple structure could be:<\/p>\n<ul>\n<li>Pending.<\/li>\n<li>In progress.<\/li>\n<li>Under review.<\/li>\n<li>Blocked.<\/li>\n<li>Completed.<\/li>\n<\/ul>\n<p>Each task moves through the different stages until it's completed. This approach gives a quick view of the work that's left, helps spot bottlenecks, and prevents the team from starting too many activities at once.<\/p>\n<p>One of the fundamental principles of Kanban is to limit work in progress, known as the WIP limit. The goal is not to have a lot of tasks started, but to get tasks to move forward to completion.<\/p>\n<p>In Planner, deposits or buckets can be used to represent these stages. This model is especially useful for internal support, content production, business processes, administration, and recurring operations.<\/p>\n<h3>Getting Things Done: capture and clarify<\/h3>\n<p>The methodology <strong>Getting Things Done<\/strong>, commonly known as GTD, starts from the idea that commitments should be taken out of memory and recorded in a reliable system.<\/p>\n<p>The process can be summed up in five actions:<\/p>\n<ol>\n<li>Capture everything that requires attention.<\/li>\n<li>Clarify if it requires any action.<\/li>\n<li>Organize it within the corresponding project, context, or category.<\/li>\n<li>Periodically check the system.<\/li>\n<li>Execute the following appropriate action.<\/li>\n<\/ol>\n<p>Applied to Planner, GTD suggests that tasks should be written as concrete actions. For example, it's better to use 'Send the financial proposal to the client' instead of 'Client proposal'.<\/p>\n<p>Planner can act as a shared system for team projects and responsibilities, while To Do can be used for personal organization. GTD is especially useful when the main problem is the buildup of requests coming from emails, meetings, and conversations.<\/p>\n<h2>Eisenhower Matrix: distinguishing importance and urgency<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-38448 size-full\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125526.443.webp\" alt=\"Microsoft Planner\" width=\"1000\" height=\"563\" srcset=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125526.443.webp 1000w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125526.443-300x169.webp 300w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125526.443-768x432.webp 768w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/Empresas-2026-09-14T125526.443-18x10.webp 18w\" sizes=\"(max-width: 1000px) 100vw, 1000px\" \/><\/p>\n<p>The <strong>Eisenhower matrix<\/strong> Classify tasks according to two criteria: importance and urgency. From this combination, four categories arise:<\/p>\n<ul>\n<li>Urgent and important: it should be addressed as soon as possible.<\/li>\n<li>Important, but not urgent: it should be planned.<\/li>\n<li>Urgent, but not very important: it can be delegated.<\/li>\n<li>Neither urgent nor important: it should be deleted or postponed.<\/li>\n<\/ul>\n<p>Planner doesn't necessarily have an Eisenhower matrix as a standard view, but the model can be reproduced using tags, buckets, or priority fields, depending on the type of plan.<\/p>\n<p>This methodology provides a strategic criterion that Kanban doesn\u2019t provide on its own. Kanban shows where a task is in the process; Eisenhower helps decide how much value and priority it has. Both approaches can be combined to manage flow without losing sight of the important goals.<\/p>\n<h3>Agile and Scrum: working in iterations<\/h3>\n<p>The teams that work through <strong>Agile or Scrum<\/strong> They can use Planner to organize tasks in short periods, show the work that's pending, and keep track of each iteration.<\/p>\n<p>A common structure could include:<\/p>\n<ul>\n<li>Backlog.<\/li>\n<li>Current sprint.<\/li>\n<li>In progress.<\/li>\n<li>In validation.<\/li>\n<li>Finished.<\/li>\n<\/ul>\n<p>Planner allows you to work with board views and, depending on the available features and licenses, with capabilities related to sprints, timelines, dependencies, history, and custom fields.<\/p>\n<p>However, it's worth considering the complexity of the project. Planner can be suitable for departmental projects and teams that need agility without a heavy administrative load. Projects with complex dependencies, detailed resource control, costs, or advanced planning might require premium features or other specialized solutions.<\/p>\n<h3>Management by objectives in Microsoft Planner<\/h3>\n<p>A task shouldn't exist in isolation. Ideally, it should contribute to a deliverable, project, or team goal.<\/p>\n<p>Management by objectives suggests starting with the result you want to achieve and then breaking it down into measurable actions. Planner includes features to link planning to objectives and to create tasks and buckets from those objectives using Copilot, when the applicable licenses are available.<\/p>\n<p>This approach avoids one of the main risks for corporate planners: confusing activity with progress. Getting a lot of tasks done doesn\u2019t necessarily mean moving forward if those tasks aren\u2019t aligned with a meaningful outcome for the organization.<\/p>\n<h2>How to properly set up Microsoft Planner<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-38444 size-large\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer-1024x683.webp\" alt=\"Microsoft Planner\" width=\"800\" height=\"534\" srcset=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer-1024x683.webp 1024w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer-300x200.webp 300w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer-768x512.webp 768w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer-18x12.webp 18w, https:\/\/www.abd.es\/wp-content\/uploads\/2026\/09\/blog-fer.webp 1536w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<h3>Define what each plan will be used for<\/h3>\n<p>Before creating a plan, there must be one <strong>specific purpose<\/strong>It's not recommended to create a separate plan for every conversation, meeting, or minor initiative.<\/p>\n<p>Some examples of appropriate scope would be:<\/p>\n<ul>\n<li>Employee onboarding plan.<\/li>\n<li>Annual marketing plan.<\/li>\n<li>Tracking customer projects.<\/li>\n<li>Infrastructure maintenance.<\/li>\n<li>Management of improvement actions.<\/li>\n<\/ul>\n<h3>Assign a single person responsible for each task<\/h3>\n<p>Even if several people collaborate, each task should have one person responsible for following up. Assigning a task to too many users can dilute responsibility.<\/p>\n<h3>Write action-oriented tasks<\/h3>\n<p>Titles should always start, whenever possible, with a verb:<\/p>\n<ul>\n<li>Review the technical documentation.<\/li>\n<li>Prepare the budget.<\/li>\n<li>Validate the configuration.<\/li>\n<li>Send the proposal to the client.<\/li>\n<\/ul>\n<h3>Use realistic dates<\/h3>\n<p>Not all tasks require the same urgency. Setting arbitrary dates makes the system lose credibility. Dates should reflect real commitments and be reviewed when conditions change.<\/p>\n<h3>Limit the tasks in progress<\/h3>\n<p>A team with twenty open tasks at the same time doesn't necessarily have more capacity. In many cases, it means they're constantly switching contexts and few activities actually get completed.<\/p>\n<p>A limit on tasks in progress per person or per stage of the process can be agreed on, following the principles of Kanban.<\/p>\n<h3>Do a weekly check<\/h3>\n<p>The plan should be reviewed periodically to:<\/p>\n<ul>\n<li>Close completed tasks.<\/li>\n<li>Reassign tasks without an owner.<\/li>\n<li>Update dates.<\/li>\n<li>Identify blockages.<\/li>\n<li>Delete tasks that have lost their meaning.<\/li>\n<li>Prepare next week's work.<\/li>\n<\/ul>\n<p>Without this review, any planning system ends up becoming a repository of old tasks.<\/p>\n<h3>Avoid using Planner as a document storage<\/h3>\n<p>The documents should be kept in SharePoint or Teams. Planner should have the task, the person responsible, the date, and the link to the corresponding documentation.<\/p>\n<h3>Normalize recurring plans<\/h3>\n<p>Repetitive processes, like onboarding employees, monthly closing, preparing campaigns, or starting projects, should be created from a common template.<\/p>\n<p>Microsoft has added custom templates to reuse structures, tasks, goals, and other elements of a plan. This makes standardization easier and cuts down the time needed to get recurring processes up and running.<\/p>\n<h2>Which methodology should I choose to work with Microsoft Planner?<\/h2>\n<p>It's not necessary to adopt a single approach rigidly. In many organizations, the most effective model is a hybrid one:<\/p>\n<ul>\n<li>GTD to capture and clarify commitments.<\/li>\n<li>Eisenhower to prioritize.<\/li>\n<li>Kanban to visualize and limit work in progress.<\/li>\n<li>Agile for organizing periodic deliveries.<\/li>\n<li>Management by objectives to ensure that tasks contribute to business results.<\/li>\n<\/ul>\n<p>These methodologies don't compete with each other. Each one answers a different question:<\/p>\n<ul>\n<li>What should we record?<\/li>\n<li>What's really important?<\/li>\n<li>What state is it in?<\/li>\n<li>How much work do we have open?<\/li>\n<li>What result do we want to achieve?<\/li>\n<\/ul>\n<p>The key is to choose a method simple enough for the team to keep up with over time. A perfect system that nobody updates is less useful than a basic model consistently used.<\/p>\n<h2>Conclusion: Microsoft Planner to organize work<\/h2>\n<p><img decoding=\"async\" src=\"https:\/\/www.abd.es\/wp-content\/uploads\/2026\/08\/Foto-modulos-y-extensiones-y-backup-en-la-nube-_1_.webp\" alt=\"ABD Consultor\u00eda\" \/><\/p>\n<p><strong>Microsoft Planner<\/strong> It can become the core of a team's daily organization, especially when they already work with Microsoft 365 and Teams. Its combination of visual planning, task assignment, deadline tracking, and integration with other apps allows replacing fragmented processes based on emails, spreadsheets, and scattered notes.<\/p>\n<p>However, technology alone doesn't guarantee better organization. The real value shows up when Planner is paired with clear criteria for creating tasks, prioritizing, limiting work in progress, and periodically reviewing plans.<\/p>\n<p>At <strong><a href=\"https:\/\/www.abd.es\/en\/\">ABD<\/a><\/strong> We can help you analyze your organization's processes, set up Microsoft Planner within Microsoft 365, design corporate templates, automate tasks with Power Automate, and train your teams to achieve effective adoption.<\/p>\n<p>Do you want to improve task and project management in your company with Microsoft 365? <strong><a href=\"https:\/\/www.abd.es\/en\/contacto\/\">Get in touch with ABD<\/a><\/strong> and we will study with you the most suitable model for your organization.<\/p>","protected":false},"excerpt":{"rendered":"<p>En muchas organizaciones, las tareas siguen reparti\u00e9ndose mediante correos electr\u00f3nicos, mensajes de Teams, hojas de c\u00e1lculo y conversaciones informales. El problema no suele ser la falta de herramientas, sino la ausencia de un sistema com\u00fan que permita saber qu\u00e9 hay que hacer, qui\u00e9n es responsable, cu\u00e1ndo debe completarse y en qu\u00e9 estado se encuentra. Microsoft [&hellip;]<\/p>\n","protected":false},"author":14,"featured_media":38449,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[79],"tags":[120,861,3594],"class_list":["post-38443","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articulos","tag-microsoft","tag-microsoft-365","tag-microsoft-planner"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Microsoft Planner: c\u00f3mo organizar el trabajo<\/title>\n<meta name=\"description\" content=\"Descubre c\u00f3mo usar Microsoft Planner para organizar tareas, equipos y proyectos dentro de Microsoft 365 con un m\u00e9todo de trabajo eficaz.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" 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