Microsoft Planner Copilot: How to Manage Your Tasks with AI

Microsoft Copilot and Microsoft Planner are two tools that, when used together, provide powerful support for managing business tasks and projects. Microsoft Copilot, powered by artificial intelligence, assists users in daily operations by automating repetitive tasks and simplifying access to relevant information, while Microsoft Planner allows for structured organization, assignment, and tracking of tasks.

The integration between these two tools promises to enhance operational efficiency, enabling users to leverage AI to optimize project planning and execution, with a focus on collaboration and time management. In this article, we will explore in detail the features offered by this integration and how they can significantly simplify your work.

Microsoft Planner Copilot: a brief introduction

The implementation of the latest technologies has become crucial to staying competitive in the ever-evolving field of project management. It is estimated that only about 35% of projects are successfully completed, often due to the limited maturity of existing project management tools, which can ultimately compromise their execution.

Microsoft Planner has been Redmond's answer to the need for organizations of all types and sizes for software capable of assisting them in managing and organizing work for projects ranging from small to large scale. Since its launch in 2016, Planner has been continuously updated and expanded to meet user needs. However, this year, Microsoft has introduced one of the most significant innovations within its task management tool.

We are, of course, talking about the integration between Planner and Microsoft Copilot, Redmond’s AI-powered digital assistant. Since its release, Copilot has established itself as one of the most robust and reliable Gen AI solutions in the business environment. As of April 2024, it is available in general preview within Microsoft Planner.

With Copilot, organizing work for employees and project teams becomes even simpler and more immediate than before. Users can interact with the software using natural language, making it easier for even less experienced users to maximize the potential of Microsoft Planner’s features. Let's take a closer look at this in the following sections.

What are Microsoft Copilot and Planner?

Before we begin, let's take some time to get to know the two main subjects of this article and catch up anyone who may have missed some details or who is unfamiliar with what we’re talking about.

Microsoft Copilot

Microsoft 365 Copilot is an AI-powered digital assistant designed to simplify users' daily tasks, enhance productivity, and boost creativity. Its primary focus is code generation, writing assistance, and collaboration. Seamlessly integrated with the most popular Microsoft 365 applications—such as Word, Excel, PowerPoint, Outlook, and Teams—Copilot provides contextual suggestions and helps users understand information more effectively.

Powered by the cutting-edge GPT-4 language model, Microsoft Copilot boasts impressive features like automatic code completion, documentation search, and collaborative writing. Microsoft is continuously updating Copilot with new capabilities, highlighting how the Redmond-based company is heavily investing in its Gen AI solution for the future of its business-oriented products.

The AI digital assistant's features cater to a wide range of users and professionals, including developers, content creators, and workers looking for AI-powered support in their tasks.

The main ways to utilize Microsoft Copilot include:

• Adopting Copilot: Microsoft offers various Copilot assistants to boost productivity and creativity. Integrated into multiple Microsoft products and platforms, Copilot transforms the digital workspace into a more interactive and efficient environment.
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• Extending Copilot: Developers can incorporate external data, simplifying user operations and reducing the need to switch contexts. This not only improves productivity but also fosters greater collaboration. Through Copilot, it is easy to integrate this data into the Microsoft products used daily.
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• Building Your Own Copilot: Beyond adoption and extension, users can create a custom Copilot for a unique conversational experience by leveraging Azure OpenAI, Cognitive Search, Microsoft Copilot Studio, and other Microsoft Cloud technologies. A customized Copilot can integrate company data, access real-time external data via APIs, and integrate into business applications.

Microsoft Copilot is available in various forms, with specific pricing packages for different use cases, such as:

• Copilot (Free): The free version of Copilot provides access to generative AI features for computer management (in Windows), online search (in Edge), and general chatbot conversations on the web.
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• Copilot Pro: Designed for individual users who want to maximize the benefits of generative AI. For about $20 per month per user, this version provides access to Copilot across various tools, such as Outlook, Word, Excel, PowerPoint, and OneNote.
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• Copilot for Microsoft 365: Tailored for individuals and teams working with Microsoft apps, this version provides access to Copilot Studio, enterprise-level security, privacy, and compliance, as well as advanced capabilities.

Additionally, there are various Copilot versions designed for specific Microsoft tools. For example, Copilot solutions are integrated into Microsoft Dynamics for sales and customer service teams, as well as security-focused Copilot solutions embedded in Microsoft Purview.

Recently, Microsoft has also started launching and updating a series of industry-specific “Agents” tailored for sectors such as finance, customer service, and marketing, with dedicated training and specialized functionalities for these areas.

While many Windows 11 users were initially skeptical when Microsoft first began pushing Copilot, the service has grown significantly since it was first introduced in preview mode. Today, it is regarded as one of the best productivity tools in the AI era.

Microsoft Planner

Microsoft Planner is a web-based visual task management application that allows business teams to create, assign, and organize work to execute projects. The software enables project team members to better manage their tasks, facilitates teamwork and coordination, and provides visibility into task progress. Microsoft Planner is often compared to other team-focused organizational solutions, such as Trello, Slack, and Asana.

Microsoft Planner offers an intuitive, collaborative, and visual interface for organizing teamwork, allowing all team members to easily manage their individual tasks. It is lightweight and works on both mobile devices and desktop computers in combination with Office 365. It can also be accessed from tasks.office.com and within Microsoft Teams. It is not designed for strictly personal or individual use.

The software is not a project management tool like Microsoft Project. Instead, it is a task management tool that can be used alongside Project or other tools to enhance work management and team collaboration on projects.

Each plan in Planner includes rich-content tasks that can be customized with predefined details and additional elements to help employees stay organized and focused on their work. The software displays task status using pie charts and bar charts, enabling teams to understand the following:

• Which tasks are overdue;
• Which tasks are urgent;
• How many tasks are in each bucket;
• Which team member may be overloaded.

Planner allows teams to create content-rich tasks with all necessary details to provide visibility and simplify management. Project managers can add basic details, such as task deadlines, and additional elements, such as color-coded labels and files, to help team members plan and execute their work.

Some of the key features of Planner include:

• Status views displayed with pie and bar charts on Kanban-style boards;
• Preview images to quickly identify tasks;
• Collaboration with Office Online and the Microsoft SharePoint document library;
• Support for adding comments in tasks via Microsoft Outlook and Outlook Groups apps;
• A calendar for scheduling events for team members;
• Meeting notes to enhance collaboration and ensure everyone is on the same page;
• Guest access to projects for users not assigned to a group or external to an organization.

How to access Copilot in Microsoft Planner

To use Copilot within Microsoft Planner, certain licensing and configuration requirements must be met. The two main requirements are:

1. ‍Microsoft 365 License: Copilot is available for organizations with an eligible Microsoft 365 subscription. Typically, Copilot is included in higher-tier subscription plans such as Microsoft 365 E3, E5, or other enterprise licenses.
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2. ‍Copilot Enabled in Your Organization: The IT administrator responsible for managing the company's digital infrastructure must enable Copilot for various Microsoft 365 tools. This may involve an administrative configuration to allow the integration of Copilot with Planner and other Microsoft 365 suite tools.

Microsoft offers a 30-day free trial of Copilot in Planner for customers who do not have a premium Project license. Users can click on the "diamond" icon within the app to test Copilot’s new features in Planner. Microsoft plans to announce the final pricing for this feature once it becomes available to all users.

Microsoft Planner Copilot: features and capabilities

Almost all Microsoft services now offer their own Copilot experience, and our AI-powered digital assistant can accompany us everywhere within the Microsoft ecosystem, proving useful in every aspect of daily operations.

Microsoft Planner is no exception, and Copilot within Planner will help users formulate more effective workflows and plans by pulling information from across the Microsoft ecosystem.

The integration of Copilot will serve as a tool to simplify many of the tasks performed in Planner, assisting in task management, setting automatic objectives, and creating comprehensive project plans based on natural language commands. As with other Copilot integrations in Microsoft products and services, a chat window on the right side of the app will be used to enter questions or commands for AI-powered generation. Microsoft states that Copilot will help teams manage projects more efficiently.

Let's take a look at some key features of the integration in the list below:

Generate task lists

Open Microsoft Teams and launch Planner. Select an existing plan or create a new one. Click on the Copilot icon in the top right corner and enter a command like "Create a plan for a marketing campaign." Copilot will use the provided instructions to automatically generate a list of tasks, goals, and categories, structuring the plan in a coherent and functional way. This allows projects to start without manually planning every detail, saving time and increasing productivity from the outset.

Set objectives

Copilot can be used to define specific project objectives through natural language commands. For example, one could type "Set a goal to reach 100,000 impressions on social media," and Copilot will create a clear and measurable objective within the plan. This makes it easier to align the team with key goals, ensuring that all activities are focused on concrete and well-defined results.

Create comprehensive plans

Copilot can generate full project plans, breaking work down into manageable tasks and goals, thus automating the initial planning phase. For instance, when planning an event or a complex campaign, Copilot can create a detailed plan, dividing each task into specific sub-tasks. This saves time, eliminates the need to start from scratch, and allows teams to focus on more strategic aspects of the project without overlooking crucial steps.

Break down tasks

For large or complex tasks, Copilot can break them down into smaller, more manageable steps. For example, one could type the prompt "Break down the social media campaign into daily tasks," and Copilot will generate a detailed plan that divides the main task into daily tasks, simplifying management and workload distribution. This feature is particularly useful for projects requiring precise coordination and continuous oversight.

Identify next steps

If you're unsure about the next task on the list or how to proceed with the project, you can ask Copilot questions like "What’s my next task?" The digital assistant will provide suggestions based on the project's current status and priorities. This helps make quicker decisions and avoids wasting time figuring out what the next step should be, keeping the project moving forward.

Modify plans as needed

If changes or new requirements arise, Copilot can update existing plans seamlessly. For example, by typing "Add a task for the next webinar," Copilot will automatically update the plan, inserting the new task in the appropriate context. This enables agile project management, allowing for timely adjustments without having to start over or lose track of previously planned activities.

Monitor project status

To always have an overview of project progress, you can ask Copilot questions like "What’s the status of our marketing campaign?" and receive a detailed summary of progress, priorities, upcoming deadlines, and any delays. This provides a clear vision of the project, facilitating resource management and strategic adjustments to achieve set goals.

Check workload distribution

Copilot can help project leaders monitor team members' workload by using commands like "Who has the heaviest workload?" to easily identify anyone who may be overwhelmed with tasks. This is useful to prevent stress or burnout and ensures that every team member has a balanced and manageable workload, ultimately improving overall productivity through intelligent workload planning and distribution.

Track task progress

If certain tasks are not progressing as expected, Copilot can highlight delayed tasks. Simply type a command like "Show me the overdue tasks," and Copilot will provide a clear list of tasks that require attention. This allows teams to take timely action to resolve bottlenecks or delays and keep the project on track.

Conclusions

Microsoft Copilot's assistance capabilities make it not only an excellent tool for individual work and productivity but also a valuable asset for projects of any scale when leveraged effectively as its capabilities continue to expand.

The integration with Microsoft Planner is a perfect example of this potential application. While it is obvious that Copilot will not handle all the work on its own, Microsoft's AI-powered digital assistant can prove to be a valuable ally for project managers who need effective, ready-to-use tools to simplify and accelerate their project management and administrative tasks.

By allowing users to request suggestions and information in natural language, Copilot in Planner can significantly ease the process of managing both individual and team tasks within projects. It fosters a work environment where workloads are better balanced, tasks are clearly defined, and repetitive activities are streamlined and expedited—allowing users to focus on what truly matters.

And this is just the general preview. If these are the initial premises, we can expect great things when Microsoft announces the first major expansions of this integration.

FAQ on Microsoft Copilot in Microsoft Planner

What is Microsoft Copilot in Microsoft Planner?

Microsoft Copilot in Planner is an AI-powered assistant that helps users manage tasks and projects more efficiently. By leveraging artificial intelligence, Copilot can create project plans, assign tasks, set goals, and provide real-time updates through natural language commands, making work organization simpler.

How do I access Copilot in Microsoft Planner?

To use Copilot in Planner, you need an eligible Microsoft 365 license, such as E3 or E5, and have the integration enabled by your organization's IT administrator. Microsoft also offers a 30-day free trial for users without a premium Microsoft Project license, allowing them to test the functionality before committing to a purchase.

What features does Copilot in Microsoft Planner offer?

Copilot can automatically generate task lists, set specific goals, create detailed project plans, and break down complex tasks into manageable activities. Additionally, it can suggest the next steps, modify existing plans as needed, monitor project progress, and check team members' workload for better task distribution.

Are Microsoft Planner and Microsoft Project the same?

No, Microsoft Planner is designed for team task management in a simple and visual way, while Microsoft Project is a more advanced project management solution with features such as resource planning and budget tracking.

Can I use Copilot in Microsoft Planner without a Microsoft 365 license?

No, Copilot in Planner is only available for users with a compatible Microsoft 365 license. However, Microsoft offers a 30-day free trial for those who want to test the features.

Is Copilot in Planner available to all users?

Currently, Copilot in Planner is in general preview, meaning not all users can access it yet. Microsoft is gradually expanding availability to those with an eligible license, aiming for wider access in the coming months.

How do I use Copilot to create a project plan?

To create a project plan with Copilot, open Microsoft Planner, select an existing plan or create a new one, and click on the Copilot icon. By entering a natural language command like "Create a plan for a marketing campaign," the assistant will automatically generate a structured list of tasks, goals, and categories.

Can Copilot help reassign tasks based on team workload?

Yes, Copilot can monitor team members' workload and suggest adjustments for better task distribution. You can ask, for example, "Who has the heaviest workload?" to get an overview of task distribution and make necessary adjustments.

Can Copilot modify existing project plans?

Yes, Copilot allows modifications to existing plans. You can add or remove tasks, update deadlines, or adapt the plan to new requirements. For example, by typing "Add a task for the next webinar," Copilot will automatically update the plan.

How does Copilot help track project progress?

Copilot provides real-time updates on task status and deadlines. You can ask "What is the status of our marketing campaign?" to get a detailed progress report or "Show me overdue tasks" to identify potential issues and take timely action.

Can Copilot be used on mobile devices?

Yes, Microsoft Planner is accessible on mobile devices, and Copilot can be used directly from the Planner app or via Microsoft Teams, ensuring flexible and accessible task management from anywhere.

What are the benefits of Copilot in Microsoft Planner?

Copilot in Planner streamlines work organization by automating repetitive tasks, improving visibility into deadlines and priorities, and providing tools to monitor team workload. Since it is part of the Microsoft 365 ecosystem, it seamlessly integrates with business tools like Teams, SharePoint, and Outlook, enhancing collaboration.

Can Copilot handle projects entirely on its own?

No, Copilot is an assistant designed to support human work but cannot replace a project manager. While it can suggest actions, automate tasks, and improve project management, supervision and control remain essential to ensure project success.

What are the future prospects for Copilot in Planner?

Since Copilot is still in general preview, Microsoft will continue to develop and enhance it by adding new features and expanding its capabilities. In the coming months, more advanced predictive project management tools and deeper integration with other Microsoft services could be introduced, making the AI assistant even more valuable for business task management.