30 Jun
Planner vs Lists vs Loop: Best Kanban Tool in Microsoft 365
In the evolving world of modern workspaces, efficient task management is the heartbeat of productivity. For IT teams, project managers, and general business users navigating Microsoft 365, one question often arises: Which is the best Kanban board tool—Planner, Lists, or Loop?
At Star Knowledge, we’ve helped diverse teams implement Microsoft 365 solutions tailored to their workflows. In this blog, we break down the strengths, limitations, and best use cases for Microsoft Planner, Microsoft Lists, and Microsoft Loop to help you make an informed choice.
Microsoft Planner: Visual Simplicity for Task-Centric Teams
Overview: Planner is Microsoft’s flagship task management app with a clear Kanban board interface. It’s ideal for teams that prefer a visual way to assign and track tasks.
Key Features:
- Drag-and-drop Kanban interface (Boards, Buckets)
- Assign tasks to users, set due dates, labels
- Integrated with Microsoft Teams and Outlook
- Simple UI, good for non-technical user
Best For:
- Small to mid-sized teams
- Agile project management with minimal configuration
- Teams looking for tight Microsoft Teams integration
Limitations:
- Limited automation and customization
- No support for complex workflows or data relationships
Why Use It: If you’re a project manager or business team looking for a straightforward, plug-and-play Kanban tool in Microsoft 365, Planner is a great choice.
Microsoft Lists with Board View: Kanban with Data Muscle
Overview: Microsoft Lists is a flexible data-tracking app that now supports a Board View, making it suitable for Kanban-style task visualization.
Key Features:
- Customizable columns and metadata
- Multiple views: List, Calendar, Gallery, and Board
- Conditional formatting and rules
- Tight integration with Power Automate for advanced workflows
Best For:
- IT teams needing structured data with Kanban views
- Teams managing inventories, asset tracking, HR workflows
- Custom solutions with automation and governance needs
Limitations:
- More complex setup than Planner
- No built-in task assignment or notifications
Why Use It: Use Lists if your team needs a Kanban board in Microsoft 365 that also serves as a structured database or integrates with SharePoint portals.
Microsoft Loop: The Future of Collaborative Kanban
Overview: Microsoft Loop introduces a new way to collaborate with portable content blocks. It includes a Kanban board component and Task List with Kanban view, providing flexibility across Teams, Outlook, and Whiteboard.
Key Features:
- Real-time collaboration with Loop components
- Task sync with Microsoft Planner and To Do
- Modular, embeddable boards
- Fluid workspaces for brainstorming, sprint planning
Best For:
- Remote or hybrid teams needing async collaboration
- Product and agile teams who work across multiple Microsoft apps
- Users exploring modern Microsoft 365 experiences
Limitations:
- Still evolving; not yet as mature as Planner or Lists
- Requires learning curve for non-technical users
Why Use It: Choose Microsoft Loop Kanban if your team thrives in fluid collaboration and wants a futuristic, flexible workspace.
Planner vs Lists vs Loop: Best Kanban Tool in Microsoft 365
Compare Planner, Lists, and Loop to find the best Kanban tool in Microsoft 365 for your team’s workflow and collaboration needs.
Feature Comparison Table
| Feature | Planner | Lists | Loop |
|---|---|---|---|
| Kanban Board View | ✅ Yes | ✅ Yes | ✅ Yes |
| Task Assignment | ✅ Yes | ❌ No | ✅ Yes (via sync) |
| Automation | ❌ Limited | ✅ Advanced | ✅ With Planner |
| Custom Metadata | ❌ No | ✅ Yes | ❌ Limited |
| Teams Integration | ✅ Strong | ✅ Good | ✅ Emerging |
| Best Use Case | Quick Projects | Structured Data | Collaborative Work |
Where Star Knowledge Adds Value
At Star Knowledge, we specialize in crafting customized Microsoft 365 solutions aligned with your workflow. Whether you’re looking to:
- Implement Microsoft Planner across departments
- Automate business processes using Microsoft Lists
- Deploy Microsoft Loop for distributed teams
Our certified Microsoft consultants will guide you every step of the way—from solution architecture to user training and beyond.
FAQs: Kanban Boards in Microsoft 365
Q1. What is the best Kanban tool for Microsoft Teams?
A: Microsoft Planner is best integrated with Teams. You can add a Planner tab directly to your Team channel.
Q2. Does Loop replace Planner or Lists?
A: No. Loop complements them. It adds collaborative flexibility but syncs tasks with Planner for project execution.
Conclusion: Which One Should You Choose?
If your team values:
- Simplicity: Go with Planner.
- Structure & data control: Choose Lists.
- Collaboration & flexibility: Try Loop.
Still unsure which fits your team best? Talk to Star Knowledge for a personalized recommendation. Our team of 150+ certified engineers delivers across 30+ Microsoft technologies, ensuring a solution tailored to your goals.
Ready to build your perfect Kanban workflow in Microsoft 365? Contact us now
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