Starting Small with PPM Tools: Why Less is More with Project for the Web

When organisations embark on a journey to improve their Project and Portfolio Management (PPM) processes, the temptation to jump straight into custom development can be overwhelming. Tools like Microsoft’s Planner, formerly known as Project for the Web offer a wealth of possibilities, but taking a measured, iterative approach often delivers better long-term results.

In this blog, we’ll explore why starting small, using out-of-the-box functionality, and evolving over time is the best strategy for successfully adopting PPM tools like Project for the Web. We’ll also discuss how this approach minimises complexity and reduces the risks associated with technical debt, while still allowing room for tailored development as needed.

The Case for Starting Small

When transitioning to a new PPM tool, it’s natural to want to tackle every pain point and implement every possible feature from day one. However, this approach can be counterproductive.

1. Faster Time to Value

Starting small enables organisations to realise the benefits of a new tool more quickly. Out-of-the-box functionality is designed to be intuitive and ready to use, allowing teams to get started with minimal setup.

For example, organisations can immediately begin managing tasks, creating schedules, and tracking progress using default features. This quick deployment allows project managers to focus on delivering results rather than wrestling with complex configurations.

2. Easier User Adoption

One of the biggest hurdles in implementing any new tool is user adoption. Rolling out a complex, highly customised system can overwhelm users and lead to resistance. By keeping things simple at the start, organisations make it easier for teams to embrace the new tool and integrate it into their workflows.

3. Room for Incremental Improvement

Starting small provides an opportunity to gather user feedback and refine the solution over time. This iterative approach ensures that any customisations are based on actual needs rather than assumptions, reducing the risk of wasted effort and resources.

Out-of-the-Box Functionality: The Power of Simplicity

Planner offers robust out-of-the-box functionality that supports a wide range of PPM needs. While it may not include every feature an organisation desires, starting with these built-in capabilities has distinct advantages:

1. Reduced Complexity

Out-of-the-box features are thoroughly tested, supported by Microsoft, and integrate seamlessly with other Microsoft 365 tools like Teams, SharePoint, and Power BI. By relying on these features, organisations avoid the complexities that come with custom development, such as managing dependencies or troubleshooting unforeseen issues.

2. Lower Costs

Custom development can be expensive—not just in terms of initial implementation but also in ongoing maintenance. Out-of-the-box functionality requires less upfront investment and avoids many of the long-term costs associated with maintaining custom solutions.

3. Built-in Best Practices

Microsoft has designed Planner to reflect industry best practices for project management. Leveraging these built-in capabilities ensures that organisations are adopting proven methods rather than reinventing the wheel.

4. Fewer Bugs and Downtime

Customisations, particularly those involving complex coding, can introduce bugs and increase downtime. Out-of-the-box features are more stable and reliable, providing a solid foundation for project management activities.

The Role of Custom Development

While out-of-the-box functionality is a great starting point, there are scenarios where custom development can add significant value. The key is to approach customisation strategically and thoughtfully to minimise technical debt.

What Is Technical Debt?

Technical debt refers to the additional work and complexity that arises from implementing quick fixes or custom solutions that deviate from standard practices. Over time, technical debt can make systems harder to maintain, upgrade, and scale.

How We Minimise Technical Debt

1. Focus on Business Value: Any custom development should address a clear and compelling business need.

2. Leverage Low-Code Tools: The Microsoft Power Platform offers low-code tools like Power Automate and Power BI, enabling customisation without heavy coding.

3. Iterative Development: Custom solutions should be built incrementally, allowing for testing and refinement at each stage.

4. Document Everything: Comprehensive documentation ensures that customisations are easy to understand and manage in the future.

Conclusion: Why Less Is More

Starting small and evolving over time is not about limiting ambition—it’s about setting the stage for sustainable success. By focusing on out-of-the-box functionality initially, organisations can:

· Build confidence and familiarity among users.

· Identify the features and customisations that will deliver the most value.

· Lay a strong foundation that can be expanded upon with minimal risk.

Adopting a new PPM tool like Planner is an exciting opportunity to improve project delivery and portfolio management. However, success lies in staying close to the core functionality, and evolving with purpose.

This approach ensures a smoother implementation, encourages user adoption, and keeps long-term costs and complexity in check. While custom development has its place, it’s best approached thoughtfully, with an eye toward minimising technical debt and maximising business impact.

By embracing the philosophy of “less is more,” organisations can unlock the full potential of Planner while laying the groundwork for continuous improvement and sustained success.