Smartsheet Vs Planner: Which Tool Is Better?

Choosing the right project management tool can make all the difference in how effectively your team collaborates, tracks progress, and attains results. Among the many tools available today, Smartsheet and Microsoft Planner are two renowned options that cater to quite contrasting audiences. Both help teams organize work and manage projects, but their features, flexibility, and extent of functionality vary widely.

This comparison discovers how Smartsheet and Microsoft Planner differ in usability, functionality, scalability, and value, so you can find out which tool fits your organization ideally.

Overview of the Tools: Smartsheet vs. Planner

Microsoft Planner

Microsoft Planner is a lightweight task management application designed for the Microsoft 365 ecosystem. It offers an easy-to-use Kanban-style interface where teams can create “plans,” assign tasks, attach files, add comments, and track progress visually via simple boards and charts.

It’s a straightforward solution built for teams that require basic organization and collaboration without complex project structures. Planner integrates seamlessly with Microsoft Teams, Outlook, and SharePoint, which makes it appealing for organizations already using Microsoft 365.

Smartsheet

Smartsheet, on the other hand, is a powerful work management and collaboration platform that unites the knowledge of a spreadsheet with advanced project and workflow automation capabilities. It allows teams to manage everything from simple task lists to complex, multi-phase projects throughout departments.

Unlike Planner, Smartsheet does more than just task tracking; it includes Gantt charts, dashboards, automated workflows, forms, resource management, and multiple viewing options (grid, card, calendar, and Gantt), making it more fit for teams and enterprises managing larger, more complex workflows.

Pros and Cons of MS Planner

This Smartsheet alternative, Microsoft Planner, offers astounding benefits for project managers. However, it also has some restrictions you may want to consider when using it for your projects.

Pros

• Integrates with other Microsoft products.
• Offers incredible project management tools like charts, Kanban, and calendar views.
• Included in Microsoft 365 business plans.
• Works well for single projects.
• Free for Office 365 users.

Cons

• Fewer integrations compared to competitors.
• Lacks Numerous basic project management features available in other tools.

Pros and Cons of Smartsheet

Here are the advantages and disadvantages of this tool.

Pros

• Powerful and customizable.
• Free lifetime plan and reasonable subscription plans starting at $7 per month.
• Strong data security and compliance.
• Sophisticated analytics and reporting tools.

Cons

• Steep learning curve.
• Slow real-time page updates.
• Needs add-ons for resource management and time tracking.
• Not free compared to Microsoft Planner.

Feature-by-Feature Comparison

1. Ease of Use and Learning Curve

Planner stands out for its simplicity. Anyone acquainted with Microsoft 365 can begin using it within minutes. Given its minimal and intuitive interface makes it ideal for quick adoption and light project management requirements.

Smartsheet, while user-friendly, offers far more depth. Its spreadsheet-like design makes it known, but its range of features, like automation, formulas, dependencies, and reports, needs more time to learn. However, the payoff is considerable once users understand its full potential.

Bottom Line:

• Planner wins for teams looking for simplicity and immediate use.
• Smartsheet wins for teams ready to invest time for greater long-term control and flexibility.

2. Project Management Capabilities

Planner is mainly a task-tracking tool. It enables users to assign work, set due dates, add attachments, and mark progress. However, it lacks more advanced project management features such as task dependencies, critical path analysis, baselines, or time tracking.

Smartsheet functions as a full-fledged project management solution, including all of the above, alongside automated notifications, reminders, conditional formatting, and detailed reporting. Managers can create integrated sheets to track several projects, visualize dependencies, and keep stakeholders updated in real time.

Bottom Line:

If your projects are simple and straightforward, Planner is enough. For managing complex projects or portfolios, Smartsheet is far more competent.

3. Views and Visualization Options

Smartsheet offers a variety of viewing modes, including Grid, Gantt, Card (Kanban), and Calendar views, letting users visualize projects in whichever way fits best. Its Gantt view, for instance, is exceptional for scheduling, timelines, and dependencies, while dashboards offer an at-a-glance overview of numerous projects.

Planners mainly emphasize Kanban boards with a “bucket” system. While it’s easy to visualize workflow stages, it lacks Gantt charts or advanced reporting visuals.

Bottom Line:

Smartsheet offers superior visualization flexibility and professional reporting. Planner keeps things simple with boards and charts, which are fine for smaller teams.

4. Collaboration and Communication

Both tools support collaboration, but in various ways.

Planner integrates natively with Microsoft Teams, enabling users to create, view, and update tasks directly from chat channels. This integration encourages quick communication and real-time task updates.

Smartsheet, on the other hand, promotes collaboration at a higher level. Several users can work on sheets at the same time, comment directly on rows, attach files, and tag teammates. Automated alerts and reminders ensure everyone stays informed. Its capability to share sheets externally also benefits clients or cross-department collaboration.

Bottom Line:

• For internal collaboration within Microsoft 365, Planner is best.
• For broader, cross-functional collaboration, particularly with clients or external teams, Smartsheet has more potential.

5. Automation and Workflow Efficiency

Automation is one of Smartsheet’s robust advantages. Users can create automated workflows for approvals, notifications, reminders, and updates without requiring coding knowledge. For example, you can automate status changes, send alerts when deadlines approach, or even move rows among sheets based on triggers.

Planner does not have built-in automation capabilities beyond simple notifications. You can set up automation through Power Automate (a separate Microsoft tool), but that needs additional setup and technical knowledge.

Bottom Line:

Smartsheet takes the lead in automation, assisting teams in saving time and reducing repetitive manual updates.

6. Reporting and Dashboards

Reporting is another key area where Smartsheet outperforms Planner. It offers customizable dashboards that merge information from several projects into one visual hub. Users can monitor KPIs, resource utilization, project health, and timelines, all in real time.

Planner offers only basic charts and progress tracking visuals. For advanced reporting, teams must connect Planner to Power BI, which adds complexity and, oftentimes, extra costs.

Bottom Line:

Smartsheet offers built-in, advanced reporting and dashboards. A planner needs extra tools to reach the same depth.

7. Integration and Ecosystem

Planner fits utterly into the Microsoft 365 environment; it’s built to complement Teams, Outlook, and SharePoint. However, integration external to this ecosystem is restricted.

Smartsheet integrates not only with Microsoft 365 but also with Google Workspace, Salesforce, Slack, Jira, Zoom, and lots of other applications. It connects smoothly with data visualization tools, CRMs, and automation platforms, making it extremely adaptable for different workflows.

Bottom Line:

If your business functions entirely within Microsoft 365, Planner offers easy integration. For multi-platform workflows, Smartsheet’s flexibility stands out.

8. Scalability and Enterprise Use

Planner is well-suited for small teams handling everyday tasks, marketing campaigns, or operational work. However, it battles with scalability for huge organizations or departments with complex reporting and multiple projects.

Smartsheet is built for scalability and is capable of managing thousands of tasks across departments, linking related projects, and supporting enterprise-level automation, governance, and data protection needs. It’s used by companies across industries, from IT and finance to construction and education.

Bottom Line:

Smartsheet scales easily as your organization develops. Planner is better for small, focused teams.

9. Pricing and Value

Planner is included with most Microsoft 365 business subscriptions, making it cost-effective for existing Microsoft users.

Smartsheet is a paid platform, beginning with affordable per-user plans that scale based on the required features. While it comes with an extra cost, it also brings considerably more capability, making it a robust value for organizations that rely on structured project and workflow management.

Bottom Line:

Planner is more budget-friendly for basic requirements. Smartsheet offers better long-term ROI for developing organizations that need advanced functionality.

Which Tool Is Right for You?

To decide which tool fits your requirements, consider your organization’s size, project complexity, and long-term goals:

Microsoft Planner vs Smartsheet Comparison

In short:

• If your projects are straightforward and you want a quick, simple tool that integrates easily with Microsoft Teams, Planner is a good choice.
• If you need a comprehensive platform that supports complex projects, detailed reporting, automation, and scalability, Smartsheet is the better investment.

Real-World Scenarios

Scenario 1: Small Marketing Team

A five-member team using Microsoft 365 to track campaign progress and daily tasks. They don’t need Gantt charts or in-depth analytics. Microsoft Planner is perfect, simple, visual, and integrated with Teams.

Scenario 2: Growing IT Department

A mid-sized IT department handling multiple software rollouts and interdependent tasks. They require real-time progress reports, dependencies, and cross-department visibility. Smartsheet’s automation, dashboards, and Gantt charts make it the right fit.

Scenario 3: Enterprise Program Management

A large organization coordinating multiple departments across regions. They need dashboards for leadership visibility, data consolidation, and consistent workflow automation. Smartsheet’s scalability and enterprise-level control make it the clear winner.

Conclusion

Both Smartsheet and Microsoft Planner serve their purpose, but they serve different levels of requirements. Planner is ideal for small teams and basic task tracking within the Microsoft ecosystem. It’s fast to set up, easy to use, and cost-effective.

Smartsheet, however, is designed for organizations that want to go beyond task management. It allows structured planning, detailed tracking, automation, and strategic visibility. If your organization values scalability, accountability, and data-driven decision-making, Smartsheet stands out as the more competent and future-ready choice.

How Veridian Solutions Can Help

If your organization is considering Smartsheet, collaborating with a certified expert can make all the difference. Veridian Solutions, a Smartsheet Gold Partner, specializes in helping businesses reveal the complete potential of Smartsheet via tailored implementations, training, and continuous support.

Why Choose Veridian Solutions?

With extensive experience in building custom Smartsheet solutions across industries, Veridian Solution’s mission is to build systems that don’t just work but strengthen organizations to work smarter, faster, and more confidently.

Their approach is built on three key values:

• Innovation: Delivering creative, automation-driven solutions that simplify operations.
• Adaptability: Tailoring Smartsheet setups to the specific workflows and challenges of every client.
• Collaboration: Working side-by-side with clients to ensure clarity, confidence, and long-term success.

Benefits of Hiring Veridian Solution

• End-to-end Smartsheet deployment and configuration.
• Custom workflow automation and dashboard creation.
• Expert-driven training to ensure every team member can use Smartsheet effectively.
• Continuous improvement and optimization to adapt to developing business needs.

With Veridian Solutions, you don’t just implement a tool; you gain a partner committed to revolutionizing the way your teams function. Whether you’re shifting from a simpler platform like Planner or scaling your existing Smartsheet setup, Veridian Solutions ensures your system delivers maximum outcome.