Microsoft Planner vs Trello

Microsoft Planner or Trello? It depends on your team's workflow and tools. Trello is all about simplicity, and Kanban boards for easy task tracking. Good for teams that value quick organization and simple interfaces. Microsoft Planner is deeply integrated with the Microsoft 365 suite so it is good for businesses already using Teams and SharePoint.

This article looks at the pros and cons of each to help you decide which is right for your team. We'll also check out Breeze. Many teams have switched to Breeze to stay productive and efficient while keeping things simple as Breeze avoids the complexity of bloated platforms.

Microsoft Planner and Trello Compared

Trello's strength is task management. Its Kanban boards make it easy to assign tasks, track progress and adapt as projects change. However, for teams that need more advanced features or integrations, Trello's reliance on paid Power-Ups can feel limiting.

Microsoft Planner has a different advantage: deep integration with Microsoft 365 tools. Teams can manage tasks while collaborating through familiar platforms like Outlook and OneDrive. Good for businesses deeply invested in the Microsoft ecosystem. But its interface is less intuitive than Trello's which can be a barrier that value speed and simplicity.

Beyond looking beyond Microsoft Planner and Trello, Breeze is a simple platform for productivity. With customizable Kanban boards, time tracking and workflow automation Breeze hits the sweet spot between usability and functionality.

• Microsoft Planner
• Trello
• Other Alternative

Microsoft Planner

• Pricing: Included in Microsoft 365 plans, starting at $5 per user per month.
• Rating: 4.3/5 on Capterra

Microsoft Planner has a structured and integrated approach to workspaces. It is a good choice for users of the Microsoft 365 ecosystem. Unlike Trello's visual simplicity through Kanban boards, Microsoft Planner has tools to create plans, assign tasks and coordinate across multiple projects. It's for teams who want task management to be integrated with communication and file sharing platforms like Teams and OneDrive.

For those who need a single platform to track tasks and collaborate within their existing Microsoft setup Microsoft Planner is a good solution. However while the integration is a strength the interface can take some time to get used to, especially for those looking for a simple out of the box tool like Trello. But Microsoft Planner's features and built in connections to Microsoft tools make it a solid choice for business teams.

Why You Might Prefer Microsoft Planner Over Trello

• Plan and track tasks with built in tools that integrate directly with the Microsoft 365 suite so everything is in one place.
• Coordinate schedules and manage deadlines across teams with shared calendars tied to tasks.
• Combine communication, file sharing and task management into one platform so you don't need external integrations.
• Use pre-built templates for project planning to save time and not start from scratch.
• See project progress with clear dashboards that show deadlines and team responsibilities.
• Affordable pricing is bundled with Microsoft 365, making it a cost-effective option for existing users.

What People Think About Microsoft Planner:

"Microsoft Planner is a valuable project management tool that excels in simplifying task and project management, particularly for small to mid-sized teams. Its seamless integration with other Microsoft 365 apps enhances collaboration and communication. The user-friendly interface makes it accessible to users of all levels of expertise."

Source: Capterra

Trello

• Pricing: Free for basic use, with paid plans starting at $5 per user per month
• Rating: 4.5/5 on Capterra

Trello's visual design makes task management easy, unlike Microsoft Planner's integrated but structured approach. With Kanban boards, Trello gives teams a way to organize tasks, track progress and manage workflows. Simple is good for smaller projects or teams that don't need a tool with lots of setups.

Microsoft Planner integrates with the Microsoft 365 suite but can be complex for non-Microsoft users. Drag and drop and pre-configured templates mean teams can get started quickly with minimal effort to adapt the tool to their needs. If ease and speed are your priority, Trello is a good option.

Why You Might Prefer Trello Over Microsoft Planner

• Kanban boards for a visual and structured way to track tasks, less setup than Microsoft Planner's feature rich interface.
• Pre-configured templates to get started faster than Microsoft Planner's reliance on Microsoft 365 workflows.
• A lightweight platform, with no complexity from Microsoft Planner's broader integrations.
• Collaboration is simpler with Trello's card based system, tasks and updates are centralized for better team alignment.
• A wide range of Power-Ups to connect to tools like Google Drive, Slack and Jira.
• Drag and drop interface so even first time users can get started quickly.

Looking for more tools similar to Trello? Check out this list of Trello alternatives.

What People Think About Trello:

" Finally, it has imposed order on my chaos with regard to to-do lists. That full, visual view-from all my tasks to all the projects-keeps me going without loss of concentration, working together with somebody on one single goal or so."

Source: Capterra

Other Alternative

While Microsoft Planner and Trello are well known tools in the project management space, Breeze is a great alternative for teams that want simplicity and effectiveness. Breeze is designed to improve workflows, and task management while having built in time tracking. It's perfect for teams that want clarity and functionality.

Breeze gives you the essential tools you need, and keeps it simple. On the other hand, Microsoft Planner is integrated into the Microsoft 365 ecosystem and Trello is great at visual task management. Breeze makes your work easier with features like custom boards and task prioritization. Teams can focus on progress without too much configuration or hidden costs.

Breeze has a simple interface. For teams that want to stay on track with a tool that's both usable and practical Breeze is a clean and distraction free solution for modern project management.

Key Features of Breeze

• Assign tasks and manage workloads efficiently using task management tools that prioritize deadlines and team responsibilities.
• Simplify time tracking with built-in tools, making it easier to monitor progress without relying on external apps.
• Organize and visualize projects with Kanban boards that can be tailored to suit your team's workflow.
• Minimize repetitive tasks through workflow automation, ensuring smoother and faster operations.
• Schedule tasks and deadlines effortlessly with shared calendars that integrate directly with project timelines.
• Track progress and map milestones using project timelines that highlight dependencies and next steps.
• Support team well-being by distributing tasks evenly with workload management tools to avoid overburdening anyone.

Why You Might Prefer Breeze Over Microsoft Planner or Trello:

• Quick Onboarding: With Breeze, your team can get started right away, avoiding the lengthy setups often required by Microsoft Planner's integrations or Trello's reliance on Power-Ups.
• Integrated Time Tracking: Unlike Trello, which requires third-party apps, or Microsoft Planner, which lacks built-in tracking, Breeze simplifies tracking progress within the platform itself.
• Core Tools Simplified: Breeze focuses on tools like workflow automation and real-time chat, keeping functionality straightforward without unnecessary complexity.
• Task Management: Breeze's Kanban boards make visualizing workflows intuitive, unlike Microsoft Planner's feature-heavy dashboards or Trello's limited task tracking in its free tier.
• Centralized Collaboration: With real-time chat, Breeze ensures team discussions are centralized, avoiding the fragmented communication often seen in Microsoft Planner's reliance on emails or Trello's basic comments.

What People Think About Breeze:

"Breeze has made project management very easy. The support team is pretty active and responsive, and the tool itself is quite easy to use. This means that the team coordination has improved by quite a bit."

Source: Capterra

Microsoft Planner vs Trello: Choosing the Right Tool for Your Team

Success in project management isn't about which tool has more features—it's about how well it fits your team's workflow. Microsoft Planner is great in Microsoft organizations and Trello is good at visual task management, but the key is knowing your team's needs.

Think about how your team actually works, not how you wish they worked. Do they prefer quick visual updates or detailed task tracking? Are they comfortable learning new systems or do they need something that feels familiar? The best tool is one that becomes invisible in your daily workflow so your team can manage projects and keep assignments on schedule.

Before you make your final decision, run a small test project on your shortlisted platform. See how your team adapts and what features they naturally gravitate towards. Remember, it's not about changing how your team works—it's about finding a tool that amplifies their strengths and fills the gaps in their current workflow.