Best examples of linking Microsoft Teams with project management tools in 2025

Real-world examples of linking Microsoft Teams with project management tools

Let’s skip definitions and start with how teams are actually using these integrations. Below are real examples of linking Microsoft Teams with project management tools that you can copy, tweak, or steal outright.

Example of Teams + Planner for lightweight team projects

For many organizations already on Microsoft 365, the lowest-friction example of linking Microsoft Teams with project management tools is simply Teams plus Planner (now often surfaced as Tasks by Planner and To Do).

Here’s how a typical team sets it up:

• They create a channel called Marketing – Q3 Launch in Teams.
• In that channel, they add a Planner tab and create a board with buckets like “Backlog,” “In Progress,” “Blocked,” and “Done.”
• Every new work item from channel conversations gets turned into a Planner task using the More options → Create task action on a message.
• Team members track their personal tasks in the Tasks by Planner and To Do app in the left rail, which aggregates assignments from all Teams.

Why this works:

• No extra licensing beyond Microsoft 365.
• Tasks stay tied to the conversations where they were born.
• Managers get simple charts (board, list, schedule, and charts views) without leaving Teams.

Microsoft’s own documentation on Planner and Teams integration is a good reference point for configuration details and limits: https://learn.microsoft.com.

Examples of linking Microsoft Teams with project management tools for PMOs

Program Management Offices (PMOs) tend to need more structure. A common pattern in 2024–2025 is combining Project for the web with Teams.

A PMO might:

• Create a Team per program, with channels per workstream (e.g., Program A – Governance, Program A – Delivery, Program A – Risks).
• Add a Project tab in the main channel, pointing to a Project for the web schedule with dependencies, milestones, and resource assignments.
• Use Power Automate flows so that when a milestone is marked complete in Project, Teams posts an automatic update into the Governance channel.
• Connect Dataverse and Power BI to Project for the web, then pin a Power BI report as a tab in Teams for executive dashboards.

This gives you a concrete example of linking Microsoft Teams with project management tools where Teams becomes the front end for:

• Project schedules
• Risk and issue logs
• Portfolio dashboards

For guidance on data modeling and governance around Project and Dataverse, Microsoft’s Power Platform docs at https://learn.microsoft.com are worth bookmarking.

Best examples of linking Microsoft Teams with Jira Cloud

Software teams often live in Jira, and they’re not going to abandon it just because the rest of the company is on Teams. Fortunately, Jira Cloud has a mature Teams integration that gives some of the best examples of linking Microsoft Teams with project management tools in an engineering context.

A typical setup looks like this:

• The engineering group creates a Product – Payments Team, with channels like dev, qa, and incidents.
• They install the Jira Cloud app from the Teams app store and connect it to their Atlassian site.
• In the incidents channel, they configure a Jira subscription so that new high-priority bugs in a specific Jira project automatically post into the channel.
• Developers use the message extension (the little Jira icon under the compose box) to search for issues and paste them into chat as rich cards.
• When someone reports a bug in chat, the triage lead uses the Create issue button directly from the Teams message, so the conversation and the Jira ticket stay linked.

These real examples show how linking Microsoft Teams with project management tools like Jira reduces context switching:

• Standups happen in a Teams call while the Jira board is pinned as a tab.
• Incident channels show live updates as Jira statuses change.
• Product managers can watch roadmap progress from Teams without constantly opening Jira.

Atlassian maintains current documentation on the Jira Cloud for Teams integration here: https://support.atlassian.com.

Examples of linking Microsoft Teams with Asana for cross‑functional work

Asana is popular with marketing, operations, and HR teams that want more structure than Planner but less overhead than a full PPM suite. There are several examples of linking Microsoft Teams with project management tools built on Asana that work well for cross‑functional collaboration.

A marketing team might:

• Create a Team called Global Marketing with channels like Campaigns, Content, and Events.
• Add the Asana app to Teams and pin the Q4 Brand Campaign Asana project as a tab in the Campaigns channel.
• Configure Asana rules so that when a task moves to “Ready for Review,” a message posts automatically into the Content channel, tagging the relevant approver.
• Use the Asana message extension in Teams to quickly attach tasks to chat discussions, so decisions are logged back into Asana.

Benefits from this example:

• Approvals and comments are made in Teams but stored on the Asana task.
• Stakeholders who never open Asana still see status updates in Teams.
• Global teams can do standups in Teams while reviewing the Asana board in a tab.

Asana’s own integration guide is available at https://asana.com/guide.

Example of linking Teams with Trello and Monday.com for visual boards

Some teams think in boards and cards, not Gantt charts. Trello and Monday.com are frequent choices, and they both integrate cleanly with Teams.

For Trello, an operations team might:

• Use a Team called Customer Operations with a Process Improvements channel.
• Add a Trello tab pointing to their Kanban board.
• Configure Trello’s Teams connector so that when a card is moved into “Ready for Deploy,” Teams posts a message tagging the deployment lead.
• Use Power Automate to create a Trello card whenever someone submits a request via a Microsoft Form linked in the channel.

For Monday.com, a product team could:

• Pin a Monday board tracking feature development as a tab in the Product channel.
• Use the Monday.com Teams app to receive notifications when items change status or when someone is assigned a new item.
• Mention Monday items directly in Teams conversations using the message extension, which keeps context attached to the work item.

These are simple but effective examples of linking Microsoft Teams with project management tools that favor visual workflows and quick status scanning.

Advanced examples of linking Microsoft Teams with project management tools using Power Automate

Native app integrations are only half the story. Power Automate (part of the Power Platform) lets you stitch together richer workflows between Teams and almost any project tool that has an API or connector.

Here are a few advanced patterns:

Automated status digests
A project manager configures a scheduled flow that, every Monday morning, pulls tasks due this week from Planner, Jira, and Asana, then posts a consolidated summary into the Project Status channel. People get one digest instead of three dashboards to check.

Approval workflows in Teams
For organizations using Microsoft’s Approvals app, a Power Automate flow can:

• Trigger when a task in Planner or Asana moves into a “Needs Approval” column.
• Create an approval request in Teams, tagging the approver.
• Once approved, move the task to “Approved” and post a confirmation in the relevant channel.

Intake to delivery pipelines
Many companies standardize on Microsoft Forms for intake. A typical example of linking Microsoft Teams with project management tools here is:

• A user submits a request via Forms.
• Power Automate creates a task in Planner, Jira, or Monday.com.
• The flow posts the new task into a Teams channel with a link back to the project tool.

For technical details and connector lists, Microsoft’s Power Automate documentation is the best starting point: https://learn.microsoft.com/power-automate.

Security, governance, and admin considerations

When you start multiplying these examples of linking Microsoft Teams with project management tools across an enterprise, governance questions follow quickly: who can install apps, where does data live, and how do you audit it?

A few practices that large organizations are using in 2024–2025:

• Central app governance: Global admins restrict which third‑party project tools are allowed in Teams and publish an internal catalog of approved integrations.
• Data residency reviews: Legal and compliance teams review where tools like Asana or Monday.com store data and how they handle encryption and retention.
• Conditional access policies: Security teams use Azure AD Conditional Access to control who can sign into third‑party apps from corporate versus personal devices.
• Lifecycle policies: IT sets naming and expiration policies for Teams so project spaces don’t live forever with stale integrations and orphaned data.

Microsoft’s security and compliance guidance for Teams and Microsoft 365 is documented at https://learn.microsoft.com/microsoft-365/compliance. While that content isn’t specific to every project tool, it sets the baseline for how to think about retention, eDiscovery, and audit trails when you’re wiring tools into Teams.

Trends for 2024–2025: where these integrations are heading

A few trends are shaping new examples of linking Microsoft Teams with project management tools:

• AI copilots everywhere: Microsoft Copilot for Microsoft 365, plus vendor‑specific copilots from Asana, Monday.com, and Atlassian, are starting to summarize project status, extract action items from meetings, and suggest next steps directly inside Teams.
• Richer meeting integrations: Project tools increasingly embed live boards into Teams meetings, so you can update tasks in real time during a call without switching windows.
• Standardized webhooks and APIs: More vendors are investing in first‑class Teams apps and Graph API integrations instead of basic email notifications, which means richer cards, deep links, and better security models.

If you’re designing your own integrations or evaluating vendors, look for:

• A native Teams app with tabs, message extensions, and notifications.
• Support for Power Automate connectors or open APIs.
• Clear documentation on permissions and data access.

These signals usually correlate with better long‑term support and a smoother admin experience.

FAQ: examples of linking Microsoft Teams with project management tools

What are some simple examples of linking Microsoft Teams with project management tools for small teams?
Small teams often start with Teams plus Planner or Trello. For instance, a customer support team might create a Support Queue channel, pin a Planner board as a tab, and use message actions to turn chat requests into tasks. Another simple example is a Trello board pinned in a Content Requests channel, with Power Automate creating a new Trello card whenever someone submits a request form.

What’s a good example of linking Microsoft Teams with project management tools for software development?
The most common pattern is Teams plus Jira Cloud. Developers run standups in a Teams channel where the Jira board is pinned as a tab. New high‑priority bugs automatically post into an incidents channel, and engineers can create or update Jira issues directly from Teams messages. This keeps incident response and backlog grooming tied to the same conversation space.

How do I decide which project tool to integrate with Teams?
Start from where your teams already work. If most of your organization is on Microsoft 365 and needs basic task tracking, Planner and Project for the web are natural fits. If engineering lives in Jira or product and marketing prefer Asana or Monday.com, integrate those instead of forcing a tool switch. Then evaluate the quality of the Teams app, available connectors in Power Automate, licensing costs, and security posture.

Are there limits to how many project tools I can link to a single Team?
Technically, you can add multiple apps and tabs to a Team, but too many boards and dashboards in one place quickly becomes noise. A practical approach is to standardize on one primary project tool per Team and use others only where they add clear value. For example, a product Team might use Jira for engineering work and a separate Asana project for GTM tasks, each pinned in its own channel.

Is it safe to connect third‑party project tools to Microsoft Teams?
Safety depends on vendor practices and your configuration. Use Teams app permission policies to control which apps are allowed, review vendor security documentation, and involve your security team in evaluating data residency, encryption, and access controls. Microsoft provides guidance on securing Teams and Microsoft 365 at https://learn.microsoft.com/microsoft-365/security, which you can use as a reference when assessing third‑party integrations.

These patterns and examples of linking Microsoft Teams with project management tools should give you enough to design integrations that fit how your teams actually work, instead of forcing them into yet another tool for the sake of it.