Choosing your Microsoft 365 Project Management tool

Description

Choosing the right project management tool in Microsoft 365 can be overwhelming and many options are available to users at OHIO. Users should analyze the needs of their work, the size of their project, and key features to select the tool best suited for their project management needs.

Environment

PC, Mac, Web browser 

Microsoft 365 Project Management Tool Options

Best Practices 

  1. Choose tools that align with your project methodology and team preferences. 

  1. Integrate multiple tools to create a comprehensive project management solution. 

  1. Establish clear guidelines for tool usage within your team. 

  1. Regularly review and optimize your toolset based on project needs. 

  1. Provide training and support to ensure team members can effectively use the chosen tools. 

Tools for Project Management

Note: Items denoted with an asterisk (*) requires additional licensing and/or costs.

Tool  Purpose  Best For  Key Features 
Microsoft Planner
Project planning and task management  Small to medium-sized projects with simple task dependencies  - Create project plans 
- Assign tasks and set due dates 
- Visualize tasks using boards and charts 
Microsoft To-Do
Personal and shared task lists  Personal task management and simple team task lists  - Create to-do lists 
- Set reminders and due dates 
- Integrate with Outlook Tasks 
Microsoft Project *
 Detailed project scheduling  Complex projects with multiple dependencies and resource constraints  - Create Gantt charts 
- Manage resources and budgets 
- Track progress and generate reports 
Azure Boards *
 Agile project management  Agile and Scrum projects, especially for software development  - Plan, track, and discuss work 
- Use Kanban boards and backlogs 
- Integrate with development tools 
Microsoft Teams
Team collaboration and communication  Centralized project communication hub  - Host virtual meetings 
- Collaborate in real-time 
- Integrate with other Microsoft 365 apps 
SharePoint 
Document management and collaboration  Creating project portals and managing documents  - Create project sites 
- Build custom lists and workflows 
- Share information across the organization
OneNote
Note-taking and information gathering  Capturing and organizing project information  - Collaborate on shared notebooks 
- Integrate with other Microsoft 365 apps 
- Organize notes and ideas 
Outlook Calendar 
Scheduling and time management  Managing project-related appointments and deadlines  - Schedule meetings and deadlines 
- Share calendars with team members 
- Set reminders for important events 
Microsoft Bookings 
Appointment scheduling  Scheduling project-related appointments with external stakeholders  - Manage staff availability 
- Integrate with Outlook Calendar 
- Set up service offerings 
Microsoft Whiteboard
Visual collaboration  Brainstorming and visual planning  - Collaborate on a digital canvas 
- Use templates for project activities 
- Real-time collaboration 
OneDrive 
File storage and sharing  Personal file storage and sharing within small teams  - Store and sync files across devices 
- Share files securely 
- Collaborate on documents in real-time 
Microsoft Lists
Data management  Tracking project-related information and creating custom databases  - Create and manage lists of project data 
- Customize views and forms 
- Automate workflows with Power Automate

Get help from OIT

  • Visit the  Microsoft 365 page to create a ticket

  • Visit the Technology Resources and Training page for an OIT training 

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