In the workplace, Task Management Software is an advantageous tool for both individuals and teams. As remote work becomes increasingly common and teams seek to enhance productivity and collaboration, the significance of task management tools has never been greater.
The main aspect of task management involves arranging individual tasks in a way that encourages optimal teamwork and collaboration among teams.
The Best Task Management Tools
1. Hive
Hive is a comprehensive productivity software that allows teams to work more efficiently. It serves as a task management tool and can be utilized by teams of any size to oversee future tasks, delegate work to team members, and collaborate within the platform. Hive is highly regarded by numerous teams for its project management features, remote work tools, and effective team collaboration solutions.
Hive has several features.
- Flexible project layouts: Kanban, Gantt, Portfolio, Calendar, Table, Summary & more
- Create and assign tasks from meeting notes
- Create and assign tasks from emails
- Assign tasks to internal and external users
- Time-tracking and resourcing
- Upload, organize, and attach files to tasks
- Create repeatable tasks with templates
- Communicate on tasks with comments and tags
2. Todoist
Todoist is considered a top-notch task management tool that enables individuals to have a comprehensive view of all their responsibilities within a single platform. Acting as an online to-do-list, it allows users to efficiently handle tasks and projects, whether for personal use or in a collaborative setting. What users appreciate about Todoist is its user-friendly interface and mobile application, facilitating convenient and swift daily usage as new tasks arise. This is why it is hailed as the ideal task management software for small businesses.
Due to its reduced comprehensiveness compared to other task management tools, Todoist is most suitable for teams or organizations with simple workflows. If more advanced features such as Gantt charts or Kanban boards are required, it is advisable to explore alternative project management software options.
There are several features of Todoist.
- Create subtasks and recurring tasks
- Commenting on projects and tasks
- Favorites for keeping key projects, labels or filters top of mind
- Prioritization levels
- Todoist Karma awards points for completing tasks and maintaining streaks
3. MeisterTask
MeisterTask is a task management software created specifically for agile teams, but it can also be used by teams with diverse workflows. The software is equipped with user-friendly and streamlined features, making it intuitive to use. Within the platform, teams can utilize customizable Kanban-style boards to efficiently organize tasks and track project progress. A notable advantage of MeisterTask is its free basic plan, which provides limited functionality to an unlimited number of project members at no cost.
A few characteristics of MeisterTask are as follows:
- Varying levels of responsibility with distinction between task “assignees” and “watchers”
- Built in Time-Tracking
- Option to add custom fields to tasks
- Multiple checklists within tasks
- Attach files and images to tasks
- Task relationships and tags
4. Casual
Casual is a tool for task management that allows you to organize your tasks in a way that suits your preferred work style. It is suitable for various types of small or expanding teams that are focused on projects, not limited to just project managers. The unique aspect of Casual is that it does not display tasks in the conventional project layout views, but instead allows users to arrange tasks according to their own mental visualizations. If you are new to visual project management, Casual offers pre-set templates to assist you in getting started.
The following are a few characteristics of Casual:
- Visual workflow creation
- Charting
- Task dependencies and grouping
- Assigning tasks and setting deadlines
- Repeatable tasks and projects
- Milestone tracking
5. BIGContacts
BIGContacts is a CRM with strong task management features that allow for streamlining business processes by consolidating tasks and associated data onto one platform. This eliminates the need to switch between multiple platforms, improving productivity and overall task efficiency. Additionally, BIGContacts enables the automation of recurring tasks and the setting of reminders to ensure that important deadlines are never missed.
All team members can use to-do lists to keep track of their pending tasks and stay updated with upcoming events by viewing the activity calendar. In addition to providing a complete view of tasks, BIGContacts also offers intelligent reports, making it easy for you to monitor task progress and effectiveness. Furthermore, the mobile version of this tool allows you to track tasks while on the go. By automating task management, BIGContacts enables you to be more productive in less time.
Here are a few characteristics of BIGContacts:
- Tasks & to-do lists with prioritization
- Team and individual calendar view
- Automated reminders and alerts
- Recurring tasks
- Mobile CRM access
- Easy task assignment & tracking
6. nTask
nTask is a tool for managing tasks and projects, enabling the monitoring of project progress, team collaboration, and risk evaluation. The software possesses a user-friendly and simplistic interface, ensuring a seamless onboarding experience for new users. Additionally, nTask is conveniently accessible across various platforms.
There are a few characteristics of nTask.
- Task management
- Risk management
- Project management
- Team management
- Gantt charts
- Kanban boards
7. SmartTask
SmartTask is a comprehensive work management platform that enables individuals, small and medium-sized businesses, and enterprises to effectively organize and oversee their work in a single location. Instead of using various applications for project and task management, CRM, time tracking, communication, and collaboration, SmartTask provides all of these features in one platform.
SmartTask includes common task management functionalities such as recurring tasks, subtasks, due dates, and dependencies. It provides various views, including list, board, calendar, and timeline, to help manage tasks effectively. Additionally, it offers the portfolio view to handle multiple projects and the workload view to allocate resources efficiently. With SmartTask’s team collaboration features, you can engage in group chat, audio calls, video conferences, and file sharing with all members of the organization.
SmartTask has the capability to integrate with a variety of applications including Zapier, Integromat, Slack, Jotform, Mailchimp, and more. Additionally, it offers a white labeling feature enabling you to display your customized workspace.
The following are a few of SmartTask’s features:
- Manage tasks with the list, board, calendar, and timeline views
- Recurring tasks, subtasks, due dates, reminders, and dependencies
- Track time on tasks automatically and manually
- Trigger video conferences and voice calls from tasks
- Comment on tasks
- Import tasks from emails
- Productivity scoring
8. Tasklog
Tasklog is a task management tool that was specifically designed for freelancers and is an excellent software solution for small business task management. This tool was created with freelancers’ typical functions in mind, and it assists them in efficiently managing their daily tasks through a single digital dashboard. Users of Tasklog have the ability to create to-do lists, oversee projects, and assign tasks to clients. Additionally, Tasklog provides users with comprehensive overviews and data insights that aid in comprehending their most productive areas, accomplishments, and overall progress.
Tasklog has several features.
- Assign tasks to specific time entries
- Time-tracking
- Online invoicing and expenses
- Client task assignment
- Customizable Pomodoro Timer
- Reporting and insights
9. Hubspot Task Management
Although HubSpot is not a conventional task management tool, its CRM platform contains features for project and task management. If you are a marketer or salesperson seeking an integrated solution, HubSpot CRM is worth considering due to its inclusion of free marketing, sales, service, and task management tools that are seamlessly integrated.
To set a task for a contact in the HubSpot CRM, select the company, contact, or deal. Then, choose “Create task” and input the necessary details, notes, due date, email reminder, task type, and task owner (all optional). Finally, save the task. When you are prepared to address your open tasks, you can conveniently access all of your contact information, meeting notes, and deal stage in one location.
10. FunctionFox
FunctionFox is a task management tool that creative professionals at marketing agencies, PR firms, and design teams find particularly appealing. This software was developed by an ad agency to meet their specific needs. It offers robust features for daily use, including creative project management, time-tracking, and resourcing. It avoids unnecessary features that could overwhelm the workspace. It offers different pricing plans, with the lowest starting at just $5 per month per user.
There are several features of FunctionFox:
- Multiple layouts including Gantt/timeline, task boards, and list views
- Time-tracking
- Budgeting
- Client collaboration
- Reporting and analytics
11. Chanty
Chanty is a team collaboration tool that facilitates task management and team communication, regardless of team size. It enables you to consolidate all work-related tasks in one location, thanks to numerous integrations. Additionally, Chanty ensures you remain informed, simplifies repetitive tasks, and enhances productivity within the platform. This user-friendly solution is employed by more than 75,000 companies, making it an ideal option for your team to effectively accomplish tasks, maintain connections, and optimize productivity.
Chanty includes several features.
- Be organized with a teambook
- Kanban board
- Turn messages into tasks
- Create, assign and set due-dates to tasks
- Audio and video calls
- Voice messages
- Thread discussions
In the workplace, Task Management Software is a valuable tool for individuals and teams. With the increasing shift to remote work and the need to enhance collaboration and productivity, task management tools have become even more essential.
The organization of specific work pieces is the central aspect of task management, aimed at promoting extensive collaboration between teams.
12. Paymo
Paymo is a versatile tool that is particularly beneficial for teams seeking to handle task management, cost estimation, and client billing within a single platform. Once you have organized your project and its associated tasks, you can effortlessly transform it into an estimate, complete with pre-filled tasks, hourly budgets, and expenses. Once you have sent it to your client for approval, you can promptly convert it into an invoice directly within the application.
Paymo also offers the option to convert timesheet data into invoices for clients, allowing you to keep track of payments as the project moves forward. Additionally, freelancers can utilize Paymo at no cost.
Paymo has several features.
- Task prioritization levels
- Ability to attach files to any task
- Kanban and Gantt project views
- Invoicing, estimates, and expense management
- Mobile app for both Android and iOS
13. ProProfs Project
ProProfs Project is a user-friendly tool that allows you to organize and prioritize tasks in a central location. Enhance productivity with its fast interface and ability to collaborate effortlessly. Gain valuable insights into project progress and identify areas for improvement. Monitor task status on interactive Gantt charts and track progress from beginning to end. Efficiently meet deadlines by customizing tasks and keeping track of time.
There are several features that ProProfs Project has.
- Assign and manage tasks on a centralized dashboard
- Measure task progress effortlessly
- Set task status as open, on-hold, or complete
- Prioritize tasks with simple drag and drop functionality
- Give feedback on each task and subtask
- See team performance with smart reports
14. Timecamp
If you are looking for a dependable app to track your daily work automatically, TimeCamp would be an ideal option. With this app, you have the ability to create a work structure that is easily manageable by adding numerous projects, tasks, and subtasks. Additionally, adding tags will provide you with an even more clear project organization.
The most well-known feature of TimeCamp is its automatic time tracking. Regardless of whether you utilize a web timer, desktop or mobile application, or a browser plugin, this tool records the hours worked and, if desired, gathers the computer activities. This saves you from the task of manually filling out timesheets and prevents wasting time.
TimeCamp has several features.
- Automatic time and activity tracking
- Daily and weekly timesheets
- Wide range of built-in and custom reports
- Billable/non-billable hours
- Attendance management
- 30+ direct integrations with tools like Trello, Asana, Jira, Salesforce, Azure DevOps, Opensearch, Monday and more
15. Any.do
If you are in need of a tool that provides a quick summary of your tasks, Any.do is a suitable option as it is a straightforward and comprehensive task management solution. It features an easy-to-use calendar that effortlessly displays the relationship between events and tasks. With Any.do, you have the ability to arrange tasks and streamline your workflow by either date or category. Furthermore, this app is accessible for both iOs and Android platforms.
There are certain characteristics that Any.do possesses.
- Calendar
- Time tracking add-ons
- To-do list reminders
- WhatsApp Reminders
- Daily planner to organize and prioritize to-dos
- Color-coded tasks
- Advanced customized recurring tasks
BONUS: Create an Efficient Project Schedule for Your Team’s Project
A project schedule serves as a simplified guide for achieving the final objective, outlining the tasks, resources, and deadlines. It provides a breakdown of who, what, when, and how the project will be executed. The process entails collecting relevant information, assigning tasks to team members, and setting and meeting deadlines.
The project schedule, once created, serves as a timeline and reference point for all team members. All individuals involved in the project plan should have visibility into the progress of each task, including their start and end dates, and be aware if the project is on track to meet the deadline.
Project scheduling is an essential responsibility for project managers. Having strong time management skills and a well-organized approach is crucial to understanding the important elements of the project life cycle and the interdependent tasks within each phase.
You don’t have to complete everything by yourself.
If you want to complete your job faster, there are project schedule templates and software tools available. Continue reading to discover the advantages of a project schedule and guidance on creating one.
How to Create a Project Schedule for Your Team
Are you prepared to create a project schedule for your team? We can assist you with this guide that breaks down the process step by step.
1. Set the scope of the project
To begin, ascertain the project’s overall scope by determining the key parties involved, such as main stakeholders and team members. Analyze their respective responsibilities and establish a desired completion date for the entire project. By addressing these inquiries, you can establish the project scope.
First, lay out the text’s main points step by step. Then, create an outline that includes the project’s policies, procedures, and deliverables. Consider whether there are established procedures from higher levels or the department that must be adhered to. Determine whether external resources need to be obtained for the project. Finally, define how project success will be measured. Keep these factors in mind while outlining the necessary procedures for the project.
2. Define project tasks and responsibilities
After understanding the project requirements, it is now time to begin establishing tasks and obligations. Take into account all team members involved in the project and determine the specific project activities and tasks that each of them will be responsible for.
You can combine this with a work breakdown structure (WBS) that provides a detailed breakdown of all the specific tasks and subtasks necessary for each team member to complete their part of the project. Simultaneously, you will also set project milestones during this stage.
3. Set a task sequence
Afterward, it is necessary to assess task dependencies. This involves reviewing your task list in order to determine the chronological order of events required to achieve your project objectives.
If one of your predefined tasks requires completion before another task can start, it is important to prioritize and allocate your schedule and effort accordingly towards those tasks.
If other tasks can be done simultaneously, that is great! To reduce the project time, it is advisable to schedule those tasks concurrently.
4. Decide what resources you need
Resource management is an important aspect of any project’s success. Having the necessary resources readily available enables smooth progress, while their absence leads to project failure and subsequent delays.
To offer support to your project teams, analyze the necessary resources needed for accomplishing the project. This analysis should encompass evaluating labor, finances, material resources, and assets.
5. Set a timeline for tasks
To ensure a comprehensive project schedule, a timeline is essential. Begin by estimating the duration of each task to determine the project timeline. From there, expand your project calendar by incorporating start and end dates for subtasks and milestones. Utilize project timeline templates available in tools like ClickUp, Excel, and others to effectively establish a project calendar and monitor project advancement.
6. Develop the final project schedule
After considering each step, it is now time to finalize your project schedule. Determine an official start date and end date for the project baseline. There are various techniques and approaches for constructing the actual project schedule.
The critical path method (CPM) is a technique that emphasizes the longest possible timeline to reach the desired goal, taking into account the predetermined tasks. It is particularly useful for project managers who need to promptly identify tasks that can cause project delays and detect possible obstacles.
An additional choice is the program evaluation and review technique. This approach involves a network diagram consisting of nodes and arrows representing interdependent tasks and significant points. By utilizing this overview, you can strategically organize the project and optimize workflows, all while considering the start and end dates.
What to Look for in Project Scheduling Software
When selecting the appropriate project schedule, whether it is a project schedule template or project management software, there are various factors to consider. It is essential to note that there is no one-size-fits-all tool suitable for all businesses or project schedules. Certain projects may necessitate intricate team collaboration, while others may place more emphasis on resource allocation.
Utilizing the appropriate tool for your project schedule can enhance the process, enabling you to accomplish all tasks on your agenda. With functionalities that facilitate calendar creation and customizable dashboards, these tools contribute to expediting and refining your project scheduling process.
The following is a list of what an effective project schedule template or software should provide:
- Customizable dashboards: Team members process information differently. Some may work better with a visual project management dashboard while others prefer lists. Being able to use different work views and dashboards makes it easy for everyone to do their best work.
- Shared team calendars: No project schedule is complete without a calendar that gives all team members an overview of what’s happening and when. Boost collaboration and stay on track of all team projects in one easy-to-view space.
- Risk management tools: Project management is all about identifying when issues arise so you address them immediately. Your project scheduling tools should empower team members to identify, track, and address risks.
- Task management support: Nothing slows processes down like forgetting to assign or delegate project tasks. By choosing a project schedule tool with task management support, you can ensure everything gets assigned to the right team members. A great tool will also have subtasks and customization for due dates and milestones to keep track of the project schedule.
