Microsoft is consolidating its work management tools. Project for the Web and the Project and Roadmap apps in Microsoft Teams will be retired in August 2025. These capabilities are moving into a single, enhanced experience in Microsoft Planner. For SMBs in Vancouver and across Canada, this simplifies project planning, improves collaboration, and introduces accessible AI features without changing current licensing.
What Is the Microsoft Planner Transition?
The Microsoft Planner transition is Microsoft’s move to retire Project for the Web and the Project and Roadmap apps in Teams by August 2025, redirecting users to Planner on the web and in Teams. Announced on May 2, 2025, the goal is to deliver one unified product for tasks, projects, goals, and portfolio visibility. Microsoft states that existing plans will continue to work and that licensing will remain the same. See Microsoft’s announcement on the Tech Community blog and product guidance on Microsoft Learn.
A Practical Explanation of the Microsoft Planner Transition
Many organizations used a mix of Planner, To Do, Project for the Web, and Roadmap. This required extra training and created silos. By merging capabilities into Planner, Microsoft reduces overlap and centralizes work into a single, Teams-integrated experience.
What changes for users:
- Single destination: Project for the Web plans and related views are accessible in Planner for the web and Planner in Teams.
- No new licensing needed: Microsoft indicates continuity of access under current licensing.
- Advanced features: Goals, Sprints, Task History, Baselines, Advanced Dependencies, and AI via Copilot and the Project Manager agent are available within Planner.
- Deeper Teams integration: Tabs and notifications live where your teams already work.
Why the Microsoft Planner Transition Matters for SMBs
SMBs gain a simpler toolset and practical AI that improve day-to-day execution. Fewer apps mean less training and fewer handoffs. Planner’s native integration with Teams supports real-time collaboration and clear accountability. If you operate under Canadian compliance expectations or client contracts that require predictable processes, a single platform reduces variance and strengthens auditability. It also aligns well with cloud-first IT strategies that prioritize standardized platforms and manageable costs.
- Simplicity: One platform for tasks, projects, and goals reduces confusion.
- Adoption: Familiar Teams interface lowers barriers to entry for non-technical staff.
- AI assistance: Copilot helps draft plans, summarize progress, and surface risks.
- Continuity: Existing plans remain available during and after the retirement window.
- Cost stability: Consolidation occurs without new licensing complexity.
Quick Self-Check
- Do you have active Project for the Web plans or Roadmap tabs that your team uses daily?
- Would a single planning tool inside Teams reduce switching and training time?
- Could AI support for scheduling and status summaries help managers and executives?
- Do clients or audits require consistent, documented workflows and project histories?
- Do you need baselines, dependencies, and sprint tracking in one place?
Practical Ways to Improve
- Inventory your projects — List all Project for the Web plans and Roadmap tabs. Identify owners and stakeholders and confirm which ones must be visible in Planner tabs in Teams.
- Pilot Planner Premium features — Trial Goals, Sprints, Task History, Baselines, and Dependencies with a small team before rolling out company-wide.
- Enable AI assistance — Train managers to use Copilot prompts for status summaries, risk highlights, and plan updates. Establish a simple Copilot usage guide.
- Standardize tabs and templates — Replace Project or Roadmap tabs in Teams with Planner tabs. Create standard Planner templates for projects and portfolios.
Tip: Align this transition with your Microsoft 365 governance plan. Set naming conventions, retention policies, and roles so projects remain searchable and compliant as your team grows.
How Hexafusion Helps
- Assessment and planning: We map active Project for the Web usage, Roadmaps, and Teams tabs and define a Planner-based target state.
- Implementation: We configure Planner in Teams, set up templates, and migrate critical views while maintaining continuity.
- AI enablement: We create Copilot playbooks and prompts that produce reliable status updates and executive summaries.
- Governance and security: We align permissions, retention, and guest access with your compliance needs, supported by our Cybersecurity and Cloud Services practices.
- Ongoing support: Our IT Support team monitors adoption, provides training refreshers, and tunes your workflows as Planner evolves.
If your business wants a smooth Microsoft Planner transition with better visibility and fewer tools to manage, Hexafusion can help. Book a 15-minute consult at hexafusion.com/contact or call (604) 332-1500.
Further reading: Microsoft Tech Community announcement and Microsoft Learn: Planner documentation.
