Managing a project can feel a lot like juggling: tasks flying in every direction, deadlines glinting just out of reach, and a constant fear of dropping something important. Many small and medium-sized businesses (SMBs) wrestle with managing projects across emails, spreadsheets, and scattered software tools. In the past, you may have used Microsoft Project Online for this, but with it being retired on September 30, 2026, you might need a new solution. The good news is that if you are already using Microsoft 365, the solution may be sitting right in front of you.
Microsoft 365 contains a powerful blend of applications that not only handle everyday email and documents but also bring structure, collaboration, and clarity to projects of all sizes. With a thoughtful approach, you can transform it into your complete project management hub.
Here’s how.
Organising Tasks and Deadlines with Microsoft Planner
Keeping track of who’s doing what and when can be one of the biggest stumbling blocks for SMB projects. Microsoft Planner provides exactly what’s needed, a straightforward system to create tasks, assign owners, and set deadlines without overwhelming teams.
For example, imagine a small marketing department running a product launch. Using Planner, you can create a board with buckets for key stages: design, launch prep, advertising, and review. Each task card can be assigned to team members with clear due dates, attachments, and comments.
The simplicity is what makes Planner stick. Unlike heavyweight project management platforms that require intensive training, Planner feels approachable. Everyone can see at a glance what needs to be done, which helps keep accountability high and ambiguity low.
Keeping Communication Clear in Microsoft Teams
Even the most well-structured plan can fall apart if communication fails. Too many SMBs lose hours chasing emails and buried updates. Microsoft Teams closes that gap by creating a central hub for project conversations, calls, and updates.
Instead of threads scattered across inboxes, create a dedicated project channel in Teams. That way, every message, document, and decision stays in one place. Teams also integrates seamlessly with Planner, meaning tasks can be added to channels where conversations are already taking place.
Picture a project to set up a new office space. Instead of endless email chains about furniture, IT setup, and hiring, each discussion can happen in separate threads, while documents, like vendor contracts or floor plans, are supported by real-time chat and meetings.
This kind of visibility not only speeds up progress but also reassures stakeholders who want to know that everything is under control.
Brainstorming and Sharing Ideas with Microsoft Whiteboard
Sometimes written to-do lists aren’t enough. Projects often start with ideas, mind maps, and conversations that need space to flow before they become structured plans. Microsoft Whiteboard shines here.
Teams can co-create brainstorming boards, draw diagrams, or map project workflows visually. Business leaders don’t need artistic skills to contribute, the focus is on capturing and shaping thoughts.
Imagine a remote team planning a new service package. During a Teams video call, Whiteboard can be opened for free-form brainstorming. People can sketch timelines, list risks, or cluster customer needs before turning those notes into Planner tasks.
The big advantage? Ideas don’t disappear. They’re captured digitally and remain accessible whenever the team needs to return to them.
Tracking Progress and Documentation with Loop
Microsoft Loop is one of the newer tools to land in the Microsoft 365 family, but it’s quickly becoming a favourite for project collaboration. It takes the flexibility of a whiteboard and the structure of documentation, then merges them into a dynamic workspace.
With Loop components, you can create project trackers, progress tables, or status updates that live inside Teams chats, emails, or meetings. Everyone sees the same version in real time, which eliminates that frustrating “which document is the latest?” debate.
Take the example of a product development project. The project manager can set up a Loop progress tracker, shared directly into the Teams project channel. Every update entered by one person is instantly reflected for everyone. Status reviews become faster, misunderstandings shrink, and there’s less reliance on static spreadsheets and endless email approvals.
Loop grows as the project does. Early brainstorming can evolve into structured documentation, project decision logs, or recurring status reports, all in the same shared space.
Integrating Microsoft 365 Tools for a Smooth Workflow
Individually, these apps are useful. Combined, they become a cohesive powerhouse for project management. The magic lies in the way Microsoft 365 tools link together.
A Planner task can be created directly inside Teams after a discussion. Whiteboard sessions can feed into Loop components for tracking progress. Documents stored in OneDrive or SharePoint can be linked seamlessly, so the right information appears where people are already working.
This integration is what eliminates tool sprawl, the constant switching between apps that drains time and energy. Instead, your business can run projects inside one connected ecosystem, saving money and reducing the risk of things falling between the cracks.
Practical Tips To Make The Most Of Microsoft 365 For Projects
If you’re just starting to use Microsoft 365 for project management, here are some best practices that can transform the experience quickly:
- Create reusable templates in Planner: Save time by building boards once and repurposing them for similar projects in the future.
- Use consistent naming conventions in Teams: This prevents confusion, particularly if your business runs multiple projects simultaneously.
- Embed Loop components in Teams meetings: This allows decisions and progress trackers to be updated live during discussions, not afterwards.
- Pin essential items: Keep the most important files, channels, or pages at the top of Teams for quick access.
These small steps keep projects organised without adding unnecessary complexity.
Bringing it all Together
Project management doesn’t need to be overwhelming. The tools you already have in Microsoft 365 are more than capable of supporting structured, collaborative, and successful projects. From Planner’s task ownership, to Teams’ centralised communication, to Whiteboard’s creative freedom, and Loop’s dynamic progress tracking, you can cover every stage of a project journey without leaving your Microsoft 365 environment.
SMBs often assume they need to buy yet another platform to gain control of projects, but in reality, what they need is a smarter way to use the software they already pay for. By bringing these tools together, your teams can reduce wasted energy, sharpen accountability, and move projects forward with confidence.
If you want to unlock the full potential of Microsoft 365 for your projects and see how these tools can fit your unique business, contact us to find out more.