Comparison of Planning Solutions : Asana, Excel, Monday, Outlook, PlanningPME and Teams

03/04/2024 10 min reading
  1. Definition
  2. What resources do you want to plan?
  3. What are the aims of your planning management?
  4. Do you prefer software, a web application or both?
  5. Where would you like to host your data?
  6. What visions would you like to see?
  7. FAQ

In a nutshell

Choosing the right planning software is a crucial task which requires an in-depth analysis of your needs and objectives. This article looks at the essential questions to ask when selecting planning software, particularly with regard to the resources to be planned, the information to be associated with your planning, the objectives, the desired vision, the hosting of your data, and your preferences between software, web application, or both. A detailed comparison of Asana, Excel, Monday, Outlook, PlanningPME and Teams is also provided.


Planning software is a computer tool designed to help plan and organise tasks, resources, events or activities. It can be used in a variety of contexts, such as project management, human resources planning, time management or event coordination. Here are some typical features of planning software:

  • Task Planning : Allows you to assign tasks to individuals or teams, setting deadlines and monitoring progress.
  • Resource Management : Facilitates the allocation of resources, whether personnel, equipment or budget, ensuring that they are used efficiently.
  • Calendar and Diary : Provides an overview of upcoming deadlines, appointments and events, often in the form of an interactive calendar.
  • Collaboration : Often enables real-time collaboration between team members, facilitating communication and coordination.
  • Reports and Analysis : Provides reports and analysis to help assess the progress and effectiveness of planning, often with the ability to tailor reports to specific needs.
  • Integration with other tools : Can often be integrated with other software and management tools, such as customer relationship management (CRM) systems or project management tools.
  • Accessibility : Some planning software is cloud-based and can be accessed via web browsers or mobile applications, enabling it to be used remotely and on the move.
  • In short, planning software is a versatile tool that facilitates planning and management, whether in a professional context, such as project management, or in a more personal context, such as managing time and daily tasks.

What resources do you want to plan?

The resources you need to plan for depend largely on the nature of your business, your projects and your specific needs. Here are some common resources you may need to plan for:

  • Staff : Manage your employees' schedules, holidays and availability. This is crucial in almost all organisations to ensure that the right staff are available when needed.
  • Rooms : If you are organising meetings, training courses or other events, you will need to plan the use of rooms and spaces.
  • Vehicles : For businesses that depend on transport, such as delivery companies or construction firms, vehicle planning is essential to ensure logistical efficiency.
  • Equipment : Planning the use of machinery and equipment is vital in the manufacturing or construction industries to avoid conflicts and maximise utilisation.
  • Customer : Managing appointments and work with customers, particularly in service sectors.
  • Project : In project management, you will need to plan resources such as time, budget and the skills required to complete each phase of the project.
  • Training : If you are organising training courses, you will need to plan the times, trainers, rooms and teaching resources required.

Effective planning of these resources ensures that you always have what you need, when you need it, and avoids conflicts and bottlenecks. It also contributes to more efficient use of resources, which can reduce costs and increase productivity.

Asana Excel Monday Outlook PlanningPME Teams

What are the aims of your planning management?

Planning management is an essential element for any organisation wishing to coordinate its activities, resources and time efficiently. Here are the specific goals you could aim to achieve in your planning management:

  • Schedule Management : Ensuring that staff are assigned to the right time slots to maximise productivity while respecting individual needs and constraints. Planning work teams, vehicles and equipment.
  • Leave Coordination : Plan and monitor leave (e.g. holidays, sick leave) to maintain adequate cover without disrupting operations. Management of absences and replacements.
  • Appointment scheduling : Organising meetings with customers, suppliers or colleagues to avoid conflicts and maximise efficiency. Planning meetings, customer visits and service interventions.
  • Organisation of operations : Plan and coordinate on-site interventions, such as repairs or installations, to respond quickly to customer needs. Field team management, project monitoring.
  • Training Schedule : Organising training sessions for skills development and compliance, aligning training needs with other activities. Planning internal and external training.
  • Task tracking : Managing the assignment and monitoring of tasks to ensure that projects progress according to plan. Project management, monitoring deliverables.
  • Presence Management (Office-Home) : Coordinate where work is done, whether in the office or at home, to support flexibility while maintaining productivity. Remote work planning, teleworking management.

In short, the aims of planning management are numerous and touch on various aspects of the organisation. They support efficiency, productivity, employee and customer satisfaction, and the achievement of the company's overall objectives. Choosing a planning system that can manage these different aspects will be essential if these goals are to be achieved effectively and consistently.

Asana Excel Monday Outlook PlanningPME Teams
time management

Do you prefer software, a web application or both?

The choice between traditional software, a web application, or a combination of the two will depend on your organisation's specific needs and preferences. Here's an overview of the considerations that can help you decide:

Traditional Software (Installed on Computer) :

  • Benefits :
    • Works offline.
    • Often faster and more responsive.
    • Can offer more functionality and customisation.
  • Disadvantages :
    • Requires installation on each device.
    • May require more maintenance and manual updates.
    • Remote access can be more complicated.

Web application (accessible via browser)

  • Benefits :
    • Accessible from anywhere with an Internet connection.
    • Updates and maintenance managed by the supplier.
    • Easy collaboration and information sharing.
  • Disadvantages :
    • Dependence on an Internet connection or a local network.
    • May be less responsive or have fewer features than traditional software.

Combination of both (Software with Web Access)

  • Benefits :
    • Offers the flexibility and benefits of both worlds.
    • Allows remote access via the web and offline use via the software.

Factors to consider

  • Mobility and Accessibility : If remote access and collaboration are essential, the web application or combination may be preferable.
  • Functionality and Performance : If you need advanced functionality and high responsiveness, traditional software may be more appropriate.
  • Budget and Resources : Evaluate the costs and resources required to maintain each option.
  • Safety and Compliance : Make sure the option you choose meets your organisation's security and compliance requirements.

In short, the choice between software, a web application, or both must be aligned with your needs in terms of functionality, accessibility, budget, security, and other considerations specific to your organisation. A careful assessment of these factors will help you choose the option best suited to your situation.

Asana Excel Monday Outlook PlanningPME Teams
Web Application

Where would you like to host your data?

Data hosting is an important consideration when choosing planning software. There are several options available, and the choice will depend on your specific needs, preferences, and safety and compliance considerations. Here are the main options:

On-Premise hosting

  • Benefits : Total control over data, easy compliance with local regulations, customisability.
  • Disadvantages : Higher initial costs, need for a dedicated IT team, manual updates and maintenance.

Cloud hosting (SAAS)

  • Benefits : Easy access from anywhere, updates and maintenance managed by the supplier, lower initial costs.
  • Disadvantages : Less control over data, dependence on an Internet connection, compliance considerations depending on the provider.

In short, the choice of hosting for your data needs to be aligned with your objectives, your security and compliance requirements, and your available resources. Talking to an IT expert or consultant can also help you make an informed decision.

Asana Excel Monday Outlook PlanningPME Teams

What visions would you like to see?

The vision you would like to have in the context of planning depends on your specific objectives, the nature of your operations and your strategic priorities. Here are a few things to consider when defining your planning vision:

  • Overview : If you manage several projects, departments or resources at the same time, you may want a global view that allows you to see how everything fits together. This overview helps to identify potential conflicts and opportunities for optimisation.
  • Detailed View by Project : If you're working on complex projects with many stages and resources, you may need a detailed view that lets you dive deep into every aspect of the project.
  • Vision by Resource : If the management of specific resources (such as personnel, vehicles or equipment) is a priority, you may want a view that focuses on the allocation and use of these resources.
  • Customer-centric vision : If you're in a service-oriented industry, you may want a vision that focuses on appointments, interventions and customer needs.
  • Time Perspective : You may need a view that focuses on the timeline, showing how tasks and resources are planned over time. This can include daily, weekly, monthly or even annual views.
  • Collaborative Vision : If collaboration between teams or departments is essential, you might want a vision that highlights how the different parts work together and where they depend on each other.
  • Adaptive and Flexible View : If your operations are highly dynamic, you may want a vision that can be easily adapted and modified as needs and conditions change.

In short, the vision you would like to have depends on what you are trying to achieve with your planning. It is important to choose software or a system that can provide the right vision, as this will affect your ability to plan effectively and make informed decisions.

Asana Excel Monday Outlook PlanningPME Teams

Selecting planning software should be a well-considered decision, based on a clear understanding of your needs and objectives. Whether you're planning resources such as staff or vehicles, or managing complex projects, there's a solution to meet your specific needs.


Training is crucial to ensure that all users understand how to maximise the software's functionality.

Security in SAAS hosting depends on the provider. It is essential to check the safety measures put in place by the supplier.

Integration can often be achieved via APIs or specific connectors provided by the planning software.

Yes, but it can complicate management. It's best to find a tool that meets all your needs or that can be easily integrated with other systems.