See our automated solution in action below
Managing multiple projects across Microsoft Planner can get overwhelming fast—especially when you’re trying to keep track of everyone’s tasks and progress. For businesses juggling multiple priorities, manually tracking task loads, deadlines, and completions can be inefficient and error-prone. That’s where automation comes in, and we’ve been helping businesses streamline this process using Power Automate and Power BI.
We’ve implemented a custom Power Automate flow and Power BI report that automatically pulls tasks from Microsoft Planner, offering a real-time view of project loads and task completions. It’s a solution that not only saves time but also provides clear, actionable insights into how your teams are performing.
The Challenge: Keeping Track of Multiple Projects and Team Tasks
When you’re managing multiple projects, keeping track of everyone’s task load and completion status can be chaotic. Many of our clients were struggling with this exact problem—team members working on various projects, and managers trying to manually track task completion rates and workloads in real time. Whether it was manually checking Planner or piecing together updates from multiple tools, it quickly became an inefficient process.
Teams needed a clearer picture of:
- Who’s working on what?
- Which tasks are completed, and which are overdue?
- What’s the overall project status?
Our Solution: Automating Task Tracking with Power Automate and Power BI
To solve this, we built a Power Automate flow that automatically pulls task data from Microsoft Planner into Power BI, providing a visual, real-time overview of all tasks across multiple projects.
Here’s how it works:
Data Collection: The Power Automate flow is set up to grab all relevant task data from Microsoft Planner, including task assignments, deadlines, status updates, and completion dates.
Automatic Updates: As tasks are updated in Planner (whether they’re completed, reassigned, or overdue), the Power Automate flow automatically pulls this updated data into Power BI. This means that your data is always up to date without any manual intervention.
Power BI Dashboard: We’ve built customised Power BI dashboards that show:
- Task load per person across multiple projects
- Task completion rates
- Overdue tasks and upcoming deadlines
- Progress on each project
This allows managers and team leaders to see who’s overloaded, what tasks need immediate attention, and how close projects are to completion—all at a glance.
The Results: Time Savings and Better Visibility
For the businesses we’ve implemented this solution for, the benefits are clear:
- Time Saved: Automating the flow of tasks from Planner to Power BI eliminates the need for manual tracking or constant check-ins. The data is pulled automatically, and the dashboard updates in real time.
- Better Visibility: With Power BI’s interactive visualisations, managers can easily see which team members are carrying heavy workloads, which projects are behind schedule, and what needs immediate attention.
- Proactive Decision-Making: With real-time insights into project progress and task completion, leaders can make proactive decisions, reassign tasks as needed, and ensure no one is overloaded.
Why Power Automate and Power BI?
The combination of Power Automate and Power BI gives businesses the flexibility and control they need over their task management. By automating the process, you eliminate manual errors and time-consuming updates, while Power BI provides a powerful way to visualise and interpret that data.
In a single dashboard, businesses can now:
- Monitor task loads for each employee
- Track progress across multiple projects
- Identify bottlenecks and areas for improvement
- Ensure tasks are completed on time
Final Thoughts: Empower Your Team with Data-Driven Task Management
Task management doesn’t have to be overwhelming. By integrating Power Automate and Power BI, we’ve helped businesses across industries simplify how they manage tasks across teams and projects. The result? Clear visibility, time savings, and more informed decisions.
If you’re struggling to keep track of multiple projects and team tasks, it might be time to explore how automation and real-time data can transform your workflow. Let’s chat about how we can build a custom solution for your team, just like we’ve done for other businesses.
— Dave, Business Owner in Hunter Valley
