Planner - Creating compartments to organise tasks Tutorial
In this video, you will learn about creating compartments to organize tasks using Microsoft 365 Planner.
The video covers how to create buckets, add tasks, assign due dates, and customize task details such as progress, priority, and labels.
This will help you efficiently manage your tasks and collaborate with team members.
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Objectifs :
This document aims to provide a comprehensive guide on how to effectively organize tasks and buckets in Microsoft Planner, enhancing productivity and collaboration within teams.
Chapitres :
-
Introduction to Microsoft Planner
Microsoft Planner is a task management tool that allows teams to create plans, organize and assign tasks, and track progress. This guide will walk you through the process of creating and managing buckets and tasks within your Planner board. -
Creating Buckets
Once you have created your new plan, you can add new buckets to organize your tasks. The first bucket appears under 'To do' by default. To rename a bucket, you can either: - Click on the three dots to the right of the bucket name and select 'Rename'. - Click directly on 'To do' and replace it with your desired name. For example, you might rename 'To do' to 'Ideas' and press enter. To create additional buckets, click to the right and name them accordingly, such as 'Conception' and 'Validation'. You can also rearrange the order of the buckets by dragging and dropping them. -
Adding Tasks to Buckets
To create a list of tasks under a bucket, click on 'Add task'. You will need to: 1. Enter a name for the task. 2. Set a due date. 3. Press 'Assign' to see a list of all members in the group or plan, allowing you to assign the task to yourself or a coworker. After adding a task, you can click on it to view and edit more details. -
Task Details and Customization
When you click on a task, you can adjust various details: - **Progress**: Set the task status (e.g., 'In progress'). - **Priority**: Change the priority level (e.g., 'Urgent'). - **Start Date**: Add a start date for the task. - **Notes**: Include additional notes and decide if they should be added to the card. - **Labels**: Choose from a variety of colors to categorize tasks. For instance, you might select Pink, Yellow, and Green to indicate different aspects of the task. You can also personalize the card by adding specific details, such as the language required for the task or the department it relates to. -
Using Checklists and Collaborating
You can add a checklist to your task card to break down the task into smaller steps. For example: 1. Item 1 2. Item 2 3. Item 3 On the card, you will see the categories created, the task name, special notes, priority, due date, and checklist items. You can also add more members to the task by entering their email addresses, which will automatically add them to the Microsoft 365 group. -
Copying and Modifying Tasks
If you wish to create another task based on an existing one, you can click on 'Copy task'. You can give it a new name and choose whether to keep the original dates and elements. You can also modify the copied task by removing unnecessary details such as attachments and labels. -
Organizing and Filtering Tasks
You can organize your tasks by members assigned or by due date. Additionally, you can filter tasks by priority to focus on urgent items. This feature allows for better task management and ensures that important deadlines are met. -
Conclusion
In summary, Microsoft Planner provides a robust platform for organizing tasks and collaborating with team members. By effectively using buckets, tasks, labels, and checklists, you can enhance your team's productivity and ensure that projects are completed efficiently.
FAQ :
How do I create a new bucket in Planner?
To create a new bucket in Planner, click on the 'Add bucket' option under your board. You can then name your bucket and press enter to save it.
Can I change the name of a bucket after creating it?
Yes, you can change the name of a bucket by clicking on the three dots next to the bucket name and selecting 'Rename', or by clicking directly on the bucket name and editing it.
What is the purpose of assigning tasks to team members?
Assigning tasks to team members clarifies responsibility and accountability, ensuring that everyone knows who is responsible for completing each task.
How can I add more details to a task in Planner?
To add more details to a task, click on the task card. You can then adjust the progress, set a priority, add a start date, include notes, and create a checklist.
What are labels and how do I use them?
Labels are color-coded tags that help categorize tasks. You can select from a variety of colors to visually organize tasks based on specific criteria, such as project type or urgency.
Can I filter tasks by priority in Planner?
Yes, you can filter tasks by priority in Planner. Use the filter options to view only tasks marked as 'Urgent', 'Important', or any other priority level you choose.
Quelques cas d'usages :
Project Management in Marketing
A marketing team can use Planner to organize their campaigns by creating buckets for 'Ideas', 'In Progress', and 'Completed'. Each task can be assigned to team members with due dates and priorities, ensuring efficient workflow and accountability.
Software Development Tracking
In a software development project, teams can create buckets for different stages of development such as 'Backlog', 'Development', and 'Testing'. Tasks can be assigned to developers, and progress can be tracked using checklists and priority labels.
Event Planning
An event planning team can utilize Planner to manage tasks related to organizing an event. Buckets can be created for 'Venue', 'Catering', and 'Marketing', with tasks assigned to different team members to ensure all aspects of the event are covered.
Educational Course Development
Educators can use Planner to develop online courses by creating buckets for 'Content Creation', 'Review', and 'Launch'. Tasks can be assigned to different contributors, and labels can be used to indicate the status of each task.
Glossaire :
Bucket
A category or section within a project management tool where tasks can be organized. For example, 'To Do', 'In Progress', and 'Completed' can be considered buckets.
Task
An individual item or action that needs to be completed within a project. Tasks can have due dates, priorities, and can be assigned to team members.
Due Date
The date by which a task must be completed. Setting a due date helps in tracking deadlines and managing time effectively.
Assign
The action of designating a task to a specific team member. This allows for accountability and clarity on who is responsible for completing the task.
Progress
A status indicator that shows how far along a task is in its completion. Common statuses include 'Not Started', 'In Progress', and 'Completed'.
Priority
A ranking system that indicates the importance of a task. Common priority levels include 'Urgent', 'Important', and 'Low Priority'.
Checklist
A list of items or steps that need to be completed as part of a task. Checklists help in tracking progress and ensuring all components of a task are addressed.
Labels
Color-coded tags that can be applied to tasks for categorization or prioritization. Labels help in visually organizing tasks based on specific criteria.
Microsoft 365 Group
A collaboration feature in Microsoft 365 that allows users to work together on projects, share resources, and communicate effectively.