Microsoft Planner vs. Trello: How to Choose Your Project Management Tool

With the shift to remote work, the way we manage projects has transformed dramatically. In fact, the number of executives working from home has skyrocketed from 9% in 2022 to 47% in 2023, according to our 2024 Productivity Report . As we adapt to this new reality, the tools we use to stay organized and productive are more critical than ever.??

Some such tools are project management tools like Microsoft Planner and Trello, two solutions that help keep your team on track, no matter where they are. Let's dive into what each tool offers, and help you find the perfect fit for your team’s needs.?

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What is a Kanban Board

At the heart of both Microsoft Planner and Trello is the Kanban board, a visual project management tool that helps teams manage workflows more effectively. Originally developed in the 1940s for Toyota to streamline production processes, a Kanban board uses cards and columns to help teams visualize their work, limit work-in-progress, and maximize efficiency.??

Each task is represented by a card, which moves through various columns representing different stages of the process—such as from "To Do" to "In Progress" to "Completed."?

This visual approach allows teams to see what needs to be done, what’s being worked on, and what’s finished.?

?Businesses use Kanban boards because they provide a clear overview of tasks and help identify bottlenecks in a workflow. They’re flexible, easy to use, and can suit any project or team size.??

Whether you’re coordinating a small remote or hybrid team , or managing a large-scale project, Kanban boards in tools like Microsoft Planner and Trello can boost productivity and keep everyone on the same page.?

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What is Microsoft Planner ??

Microsoft Planner is a project management tool that’s part of the Microsoft 365 suite, making it an attractive choice for businesses already using other Microsoft products. Launched in 2016, Planner integrates seamlessly with tools like Outlook, SharePoint, and Teams, providing a cohesive experience for managing tasks and projects without switching platforms.?

Source: Microsoft ?

Professionals appreciate Microsoft Planner for its user-friendly interface and the ability to create detailed plans, assign tasks, and set deadlines with ease. As for pricing, Microsoft Planner is included in most Microsoft 365 business subscriptions, which start at $6 per user per month, making it a cost-effective solution for many organizations.?

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What is Trello??

Trello is a project management tool that largely popularized the Kanban board productivity method. Trello offers a freemium model, with a basic free plan and paid plans starting at $5 per user per month for more advanced features. Trello is highly intuitive, allowing teams to organize tasks and projects in a visually engaging way.??

Professionals choose Trello for its flexibility and ease of use. It’s highly customizable, with a wide array of Power-Ups (aka integrations) that extend its functionality. Trello’s user-friendly design makes it accessible for teams of all sizes and industries, providing a clear, visual method for tracking progress and collaborating effectively. Additionally, Trello is part of Atlassian, the company that offers a suite of tools that includes Confluence and Jira.?

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Top 5 features to consider???

When choosing your project management solution, consider functionalities that will enhance your team’s productivity, not hinder it. Here are the top five features you should consider:??

• Collaboration: Great project management tools make it easier to work together by empowering seamless communication and information sharing. Team members can discuss tasks, share files, and stay updated on progress, all within a centralized platform.?

• Task Management: Projects are broken down into tasks, which are broken down further into subtasks. A robust project management tool helps you do so, assigning tasks to responsible individuals along the way, and tracking task progress against deadlines.?

• Ease of Use: User adoption hinges on the user-friendliness of your tool’s interface. Team members should be able to learn the software quickly and navigate it with ease to spend more time focusing on their work and less time fiddling with technology.?

• Data Management: Keeping project data secure is important for any project management tool, making it easy and safe to store, retrieve and analyze project information. Tools should offer features like version history, data export, and strong security measures to protect sensitive information.?

• Integrations: The ability to integrate with other tools your team uses, such as communication platforms or cloud storage services, streamlines workflows and eliminates the need to switch between multiple applications.?

Now, let’s see how Microsoft Planner and Trello stack up against each of these features.?

For a full breakdown of each feature, read our full blog post here: Microsoft Planner vs. Trello: How to Choose Your Project Management Tool

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Trello vs. Planner: Which should you choose???

Choosing between Trello and Planner comes down to understanding your complex business needs and the digital ecosystem in which your business operates.??

Here’s a quick guide to help you navigate this decision:?

Choose Trello if:???

• You prioritize ease of use for quick team adoption.?

• Your team is small and doesn’t require complex task dependencies or real-time communication.?

• You need a free project management solution with basic features, and don’t pay for Microsoft 365.??

• Your company already uses other Atlassian applications, such as Confluence and Jira, and will take advantage of the existing integration.?

• Your team isn’t heavily invested in the Microsoft ecosystem and prefers a tool with a wider range of third-party app integrations.?

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Notable Trello customers: UNICEF ,?Google ,?Zoom

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Choose Planner if:???

• You need a robust task management system with features like subtasks and task dependencies.?

• Your team heavily relies on Microsoft products and wants seamless integration within the Microsoft 365 ecosystem.?

• Your business already subscribes to Microsoft 365, which includes Planner in most plans.?

• You need real-time communication and collaboration.?

• You need robust data management with strong security features and version history.?

Notable Planner customers: Post-it , Loreal , Chemploy ?

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Final Note??

Project management tools like Trello offer a lot of value, but we recently switched to Planner ourselves from Monday.com , the project management software we were using. Here’s why: We could save over $120,000 a year by working with Microsoft Lists and Planner, already included with our existing Microsoft 365 subscription.??

We went full-in on the Microsoft ecosystem, cutting down on superfluous subscriptions, and aligned all our teams and tools within Microsoft workflows. By doing so, we optimized so many workflows and reduced unnecessary expenses, improving our productivity as a remote team overall.??

So we’ll leave you with this parting advice: Consider your team’s workflow and existing technology stack. You might be paying for more than what you need and creating unnecessary workflow roadblocks in the process.?

This article was originally published on the Prialto blog: https://www.prialto.com/blog/microsoft-planner-vs-trello

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