Manage multiple plans effortlessly with the new Portfolios feature in Microsoft Planner

Managing multiple projects simultaneously is a challenge many team leads and project managers face daily. Juggling various plans, deadlines, and deliverables can quickly become overwhelming without the right tools. Recognizing this, Microsoft Teams has introduced an innovative feature within its Planner app called Portfolios, designed to streamline the management of multiple plans and enhance collaboration across teams.

At its core, Portfolios offers a consolidated, high-level view of all your premium plans and associated tasks. This unified perspective ensures that nothing falls through the cracks, empowering users to track progress efficiently and maintain control over complex project landscapes. Once this feature is rolled out within your organization, users holding a Planner and Project Plan 3 or Planner and Project Plan 5 license will gain access to create portfolios, group related plans, and visualize tasks through an intuitive Roadmap view.

From the perspective of administrators, Portfolios simplifies oversight by reducing the need to toggle between multiple plans or applications. It centralizes project data, making it easier to monitor overall progress and identify potential bottlenecks early. This consolidation can lead to improved resource allocation and more informed decision-making. For users, especially those coordinating across teams, Portfolios offers a seamless way to stay organized and aligned. The visual timeline and task grouping foster clarity, helping users prioritize work and collaborate more effectively.

Getting Started with Portfolios

To begin leveraging Portfolios in the Planner app within Teams, follow these straightforward steps once the feature is available in your organization:

Open or navigate to the Planner app in Teams.
If you have the appropriate license (Planner and Project Plan 3 or Planner and Project Plan 5), you will notice a new My Portfolios tab in the left navigation pane, located just below My Day, My Tasks, and My Plans. Click this tab to start creating your first portfolio. Alternatively, click the down arrow next to the + New plan button and select Portfolio.
Provide a name for your new portfolio (mandatory), and optionally assign it to a group from the dropdown menu. Then, click Create to finalize.

Powerful Use Cases for Portfolios

Portfolios unlock several practical scenarios that can transform how teams manage projects:

Consolidate Multiple Plans: By grouping ongoing plans into a single portfolio, users can effortlessly track deliverables and deadlines without switching contexts. After creating a portfolio, simply add plans you are a member of by clicking the + Add Plan button. This action brings up a list of all premium plans you have access to, including those you created or were added to.

Each plan added to the portfolio displays key properties such as Project Manager, Progress (% complete), Start Date, and Finish Date. A handy Status dropdown allows manual updates to reflect whether a plan is Not Started, On Track, At Risk, Off Track, or Closed, providing quick insights into project health.

Visualize Plans and Tasks on a Timeline: The Roadmap view within Portfolios creates a dedicated row for each plan, enabling users to add and track tasks visually along a timeline. Adding tasks is intuitive—select the plan in the Roadmap view, choose tasks from the details pane, and add them to the timeline. This visual representation helps teams understand task dependencies and deadlines at a glance.

Collaborate Seamlessly with Team Members: Portfolios leverage Microsoft 365 groups to facilitate collaboration. By clicking the Share button in the portfolio, users can invite members to join via an invite dialog. You can create a new Microsoft 365 group by entering member names or add the portfolio to an existing group. It’s important to note that adding members to a portfolio grants them access to portfolio-level summaries but does not automatically provide access to the underlying plans.

Benefits for Admins and Users

For administrators, Portfolios offer a strategic advantage by providing a bird’s-eye view of multiple projects, enabling better governance and resource management. The ability to assign portfolios to groups also aligns with organizational structures, simplifying permissions and collaboration management.

From a user’s standpoint, the feature enhances productivity by reducing the friction of managing scattered plans. The Roadmap view’s visual timeline supports better planning and prioritization, while the collaborative features foster transparency and teamwork. Users can quickly identify which plans require attention and coordinate efforts without leaving the Teams environment.

Availability and Licensing

The Portfolios feature is currently rolling out in the Planner app within Microsoft Teams. Users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will see the new My Portfolios tab in their Planner navigation pane. Those with a Planner Plan 1 license or standard Microsoft 365 Planner access can view portfolios shared with them in read-only mode. Additionally, Portfolios will soon be available in the new Planner for the web, expanding accessibility.

We Want to Hear from You!

As with any evolving tool, user feedback is invaluable. Microsoft encourages users to share their experiences, use cases, and suggestions to help refine the Portfolios feature. You can provide feedback directly within the Planner app by clicking the question mark icon in the upper right corner and selecting Feedback, or visit the Planner Feedback Portal.

In summary, Portfolios in Microsoft Teams Planner is a game-changer for anyone managing multiple projects. It brings clarity, control, and collaboration into a single, user-friendly interface, helping teams stay aligned and deliver results efficiently. Whether you’re an admin overseeing numerous projects or a user juggling tasks across teams, this feature is designed to make your workflow smoother and more productive.

Source: Microsoft