In Trello, you can switch to a calendar view that will display all the board’s tasks on their due date. The calendar view provides you a quick overview of the task’s due dates. However, once you assign a due date to a task, Trello will not notify you whether the task is due or late. The due date will eventually become red (late). The only way to avoid this is by deleting the due date once the task is complete.
Planner lets you pick a start and due dates for tasks. Although there is a calendar associated with every Plan (in its Office Group), the tasks currently don’t appear in it. Ideally, the start and due dates should be used to display the span of each task in the calendar. To eliminate the need from changing or removing due dates, Planner lets you mark Tasks as Complete.
As a project manager, knowing task progress is important. Kanban boards typically have different groups to indicate progression. You can be easily achieved this in both Trello and Planner by using the lists or buckets. What you will find, however, is that things become more difficult when you group tasks based on other criteria (e.g. project phase) and you want to track the progress of tasks. What you would need is another piece of data to indicate either the phase or the progress state. Of course, you can be creative and use some sophisticated naming convention, but this now requires additional management of the tasks. What happens if you need to move a to another group? Will you rename a task? Duplicate it? You should consider these situations when using the lists or naming conventions.
As I’ve mentioned above, Trello lets you create lists for each progress state and move the cards between the lists as you work on them. This method works well to provide a detailed overview on which tasks are in which state. However, it does not provide a quantitative overview of the number of tasks in the various states or how many are late. Nor does it let you group the cards by different criteria quickly.
Planner has a Progress indicator which you can set to Not Started, In Progress, or Completed for each task. Once a task is marked as Complete, it collapses and gets hidden, so it takes up less real-estate on the screen. Progress indicators are especially valuable when you’re tracking many tasks in each bucket. Also, Planner lets you view tasks by their progress status.
When it comes to governance, both Trello and Planner are lacking. Once you add a person to a board or plan, they can manipulate all the content within it. There also is no versioning, approvals, or undo capabilities to help in managing the content. So it is ultimately up to the team to self-manage how they will use these boards for everyone’s mutual benefit.
Up to this point, I’ve discussed mainly the functionality around managing tasks. In this section, I am reviewing the presentation and interaction with tools and their information.
To begin, when you open a board, each task or card includes information such as the task name, users assigned to work on the task, due dates and some indicators which let you know whether the task contains attachments, conversations, checklists, or due dates.
Both solutions allow you to use links or attachments as the cover of the task.