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Task Management Software Guide

Published: September 14, 2023, Last Updated: November 13, 2023
Irene Casucian Avatar

Written by
Irene Casucian, Staff Writer
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Kaiti Norton Avatar

Reviewed by
Kaiti Norton, Managing Editor
Read more project management content →

Irene Casucian Avatar

Written by
Irene Casucian, Staff Writer
Read more by Irene →

Kaiti Norton Avatar

Reviewed by
Kaiti Norton, Managing Editor
Read more HR content →

What is task management software?

Task management software is a subset of project management software that focuses specifically on the tasks and to-do items within a project. While task tracking is a common feature of project management tools, standalone task management software tends to lack robust features for planning, executing, and analyzing full-scale projects.

This type of software is designed to streamline how individuals and teams organize, prioritize, and execute their tasks. More than just digital to-do lists, these platforms enable collaboration by allowing users to set deadlines, customize tasks, assign responsibilities, and even track progress toward overall goals.

We’ve sifted through the clutter to present you with our handpicked selection of the best task management software available today:

  • ClickUp is best for team collaboration.
  • Trello is best for basic task management.
  • Todoist is best for creating detailed to-do lists and due dates.
  • Wrike is best for integrations.
  • monday.com is best for its intuitive interface.
  • ProofHub is best for detailed task tracking.

Our picks for the top task management software

ClickUp: Best for team collaboration

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Pros

  • Offers over 15 ways to view work.
  • Integrates with over 1,000 apps and collaboration tools.
  • Includes features like Gantt charts, task dependencies, and native time tracking.

Cons

  • Learning curve for new users.
  • Extensive customization options can be overwhelming.
  • Some advanced features are available only in paid plans.

ClickUp is designed to scale both task and project management, making it suitable for managing personal to-do lists, complex projects, and everything in between. Its extensive customization options and integration capabilities contribute to its versatility, making it popular among professionals across various industries. With more than 15 ways to view work and access to templates, recurring tasks, priorities, reminders, notifications, and AI-powered assistance, ClickUp offers a comprehensive solution for team collaboration.

Learn more about ClickUp →

Templates and recurring tasks

ClickUp recognizes the importance of efficiency in project planning and task management. The template and recurring task features allow users to save any task list as a template, allowing for quick replication in future projects. This eliminates the need to create project plans and tasks from scratch every time a new project begins.

Additionally, users can set up recurring tasks for their projects, customizing the time interval between each recurrence. This feature automatically schedules repetitive tasks, saving time and enhancing productivity.

Priorities and reminders

Managing priorities and keeping track of deliverables is simple with ClickUp’s priorities and reminders. The priorities system uses a color-coded method, making it easy for teams to identify which tasks need immediate attention and which can be de-emphasized. This visual cue helps in effective task prioritization.

Additionally, ClickUp’s reminders can be customized to notify users of their deliverables at the right time.

Views and integrations

ClickUp offers flexibility in managing tasks through its various views. Users can choose from multiple views like board, list, calendar, table, and timeline to organize tasks in a way that suits their preferences. These views allow for a personalized workspace that adapts to individual or team needs.

Furthermore, ClickUp’s integrations with popular apps like Slack, Gmail, and Zoom ensure that all relevant information is easily accessible. This integration ecosystem streamlines workflows, reducing the need to switch between different tools and enhancing collaboration and efficiency.

ClickUp offers a free plan that is best for personal use but supports unlimited free plan users. Paid plans are priced as follows:

  • Unlimited: $7 per user per month, billed annually, or $10 per user billed monthly.
  • Business: $12 per user per month, billed annually, or $19 per user billed monthly.
  • Enterprise: Contact sales for pricing information.

We chose ClickUp for its ability to adapt to various needs, from individual task management to complex project handling. Its extensive features, customization options, and integration capabilities make it a one-stop solution for team collaboration.

Whether you are a manager overseeing a team or an individual trying to stay organized, ClickUp’s flexibility and comprehensive offerings make it an attractive choice for task management.

Also read: 6 Task Management Software Features Your Company Needs

Trello: Best for basic task management

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Pros

  • Known for its simple drag-and-drop interface.
  • Provides a helpful visual overview of projects with real-time operations.
  • Offers integrations with other tools.

Cons

  • Basic tiers have limited storage.
  • Cannot easily share large roadmaps.
  • Premium plans might be too expensive for small teams.

Trello is renowned for its simplicity and effectiveness in task management. It’s a tool suitable for large and small teams and is known for its user-friendly drag-and-drop interface. Trello’s integration capabilities, such as with ActiveCampaign for tracking marketing campaigns and with Zapier for custom automations, make it a versatile choice. The ability to create a card for each email message and assign it to the appropriate team member adds to its efficiency in prioritizing and responding to emails promptly.

Learn more about Trello →

Unlimited card creation

Trello users can create as many cards as needed, ensuring that every project detail, big or small, is captured. Within these cards, tasks can be added with specific due dates and comments, allowing for clear communication and efficient deadline tracking.

Organizing lists with priority levels further enhances the functionality, enabling teams to identify and focus on critical tasks. Access to unlimited cards fosters collaboration, centralizes information, and ensures that important tasks are never overlooked.

Integration with third-party apps

By connecting with various apps such as Slack, Google Drive, and Dropbox, and automation tools like Zapier, Trello makes itself a hub for all relevant data and tools.

This seamless integration allows for a more efficient flow of information between platforms, automates repetitive tasks, and creates customized workflows tailored to specific needs and preferences. The result is a more personalized and efficient user experience that adapts to the unique requirements of different projects.

Customization options

Users can personalize their Trello dashboards to suit their working style, enhancing usability and interaction with the platform. The ability to upload images and files with tasks adds a layer of versatility, accommodating different types of projects and materials.

All relevant materials can be attached to the corresponding task, including design files, spreadsheets, and documents. This adaptability and dashboard customization make Trello a versatile tool that can be molded to fit various project types and industries.

A free plan is available with limited features for unlimited cards and users. Paid plans are priced as follows:

  • Standard: $5 per user per month, billed annually, or $6 per user billed monthly.
  • Premium: $10 per user per month, billed annually, or $12.50 per user billed monthly.
  • Enterprise: Plan costs between $7.38 and $17.50 per user per month, billed annually, depending on required user count.

We chose Trello because of its simplicity, intuitive design, and robust integration capabilities.

Its drag-and-drop interface makes it easy for anyone to use, while its integration with various third-party apps adds to its versatility. The visual overview it provides helps with the real-time tracking of projects, making it a preferred choice for teams looking for a basic yet effective task management solution.

Trello’s worldwide popularity is a testament to its reliability and efficiency in managing tasks across different scales and complexities.

Also read: Best Project Management Software for Small Teams for 2023

Todoist: Best for creating detailed to-do lists and due dates

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Pros

  • Simple and user-friendly design.
  • Adapted to small business needs with team functionality.
  • Offers features like recurring due dates, subtasks, and priorities.

Cons

  • Needs more team management capabilities.
  • Cannot assign multiple people to a single task.
  • Limited in comparison to more comprehensive task management solutions.

Todoist is appreciated for its simplicity and classic design, making it a breeze for many users. It’s particularly suitable for individuals, and its recent expansion into team functionality has adapted it to small business needs. However, Todoist may need to catch up when it comes to team management, as it doesn’t allow multiple people to be assigned to a single task.

Learn more about Todoist →

Recurring due dates

Recurring due dates are handy for managing regular tasks that must be performed at specific intervals. Whether it’s a daily reminder to check emails, a weekly team meeting, or a monthly report submission, recurring due dates ensure these tasks are noticed. By automating the scheduling process, Todoist helps users stay organized and efficient, allowing them to focus on other important aspects of their work.

Subtasks

Complex tasks often need to be broken down into smaller, more manageable parts, and that’s where subtasks come into play. Users can create subtasks under a primary task, assign them to different team members, and track their progress individually. This hierarchical structure provides a clear roadmap for completing the main task and ensures every detail is handled. Subtasks enhance collaboration and make managing intricate tasks more streamlined and transparent.

Priorities

Todoist offers a robust system to set task priorities. Users can assign different priority levels to tasks, ensuring the most critical ones are attended to first. This helps in aligning tasks with organizational goals and individual responsibilities. By clearly defining what needs to be done first, Todoist assists users in making informed decisions about their workload and helps them stay focused on what matters most. The color-coded priority system adds a visual layer to task management, making identifying and acting on high-priority items easier.

The Beginner plan is available for free for up to five guests and five active projects. The Starter plan is a team version that’s in beta and is also free for up to five active projects and unlimited admins and guests. Paid plans are priced as follows:

  • Pro plan: $4 per month, billed annually, or $5 billed monthly for up to 25 guests.
  • Business plan: $6 per user per month, billed annually, or $8 per user billed monthly.

We chose Todoist for its simplicity and efficiency. It’s designed around a classic interface that’s easy to navigate, making it an excellent choice for individuals or small teams.

The ability to set recurring due dates, create subtasks, and prioritize tasks adds to its appeal, providing essential features without unnecessary complexity. Its limitations in team management might be a drawback for larger teams, but for those looking for a no-frills, effective task management solution, Todoist stands out.

Wrike: Best for integrations

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Pros

  • Unlimited users on the free plan.
  • Highly customizable to suit different team needs.
  • Integration with email and interactive Gantt charts.

Cons

  • Expensive plans for higher-tier features.
  • The complex system might be overwhelming for some users.
  • Most customization and security features are locked behind high-tier plans.

Wrike is a task management software solution that caters to various business sizes with five plans, ranging from Free to Pinnacle. The plans are generous with features, storage space, and user counts, making Wrike a highly adaptable and customizable solution for larger companies.

Wrike is mainly known for its ability to create custom solutions with advanced resource planning features for specific teams within a company. This customization allows different departments and teams like creative, marketing, product management, and IT to have task management solutions tailored to their unique needs.

Learn more about Wrike →

Collaborative work management

Collaborative work management in Wrike ensures team members can share files, track progress, and set milestones. The platform’s focus on collaboration ensures that everyone on the team stays connected and informed, enhancing efficiency and productivity.

Gantt charts and Kanban boards

Wrike provides different views and tools to manage tasks and projects effectively. Gantt charts and Kanban boards are commonly used in project management to visualize and organize work. Gantt charts allow for a clear timeline view of a project, showing dependencies and progress. On the other hand, kanban boards enable a more flexible view of tasks, allowing team members to move tasks through different stages of completion. These tools in Wrike contribute to a more streamlined and transparent workflow.

Time tracking

Time tracking is essential for understanding how much time is spent on various tasks and projects. It provides insights into productivity and resource allocation and can be crucial for billing when working with clients. In Wrike, the time tracking feature enables users to log hours, analyze time spent, and make informed decisions about resource allocation and project planning.

A free plan is available for unlimited users and limited feature access. Paid plans are priced as follows:

  • Team: $9.80 per user per month.
  • Business: $24.80 per user per month.
  • Enterprise: Contact sales for pricing information.
  • Pinnacle: Contact sales for pricing information.

We chose Wrike because it meets specific project, task, and collaboration management needs for businesses of all sizes without sacrificing ease of use. Its ability to offer customized solutions for different departments makes it an attractive option for larger companies.

The flexibility in plans and the opportunity to create a tailored task management system make Wrike a go-to choice for those looking for solid organization and automation at various levels.

monday.com: Best for its intuitive interface

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Pros

  • Intuitive interface.
  • Offers a free plan with access to over 200 templates.
  • Supports dashboard customization.

Cons

  • The lowest-price paid plan requires a minimum of three users.
  • Time tracking feature is locked behind a high-tier plan.
  • The free plan is limited to 500 MB of file storage.

monday.com is a task management giant, offering one of the most scalable and intuitive automated workflow solutions. It’s a team collaboration tool that helps track both individual and team tasks.

With various plans, including a free option, users can access over 200 board templates to help with different business needs. Paid plans unlock additional views like timeline, calendar, and map views.

Learn more about monday.com →

Automated workflow solutions

monday.com’s workflow automation software is a game-changer for businesses looking to optimize their operations. With its low-code/no-code framework, the platform makes it incredibly easy to customize automated workflows to your organization’s specific needs. This intuitive approach eliminates manual tasks, allowing teams to focus on what matters. From real-time tracking to seamless integrations, monday.com boosts efficiency and minimizes errors, allowing you to scale effortlessly.

Variety of views

monday.com’s paid plans provide access to different views, such as timelines, calendars, and maps, which enhance task tracking and management capabilities. These views offer flexibility and control over how work is presented, adapting to individual and team needs and ensuring that tasks are effectively visualized and organized to align with the user’s preferred working style.

Integration and automation capabilities

monday.com’s Standard, Pro, and Enterprise plans enable integrations and automation actions, streamlining workflows by connecting various platforms and tools. Although there are limitations on the number of actions that can be used, this feature ensures seamless communication between different tools, reducing manual data entry and enhancing collaboration for more efficient and productive work processes.

The Free plan is available for up to two seats and three boards. Paid plans are priced as follows:

  • Basic: $8 per user per month, billed annually, or $10 per user billed monthly.
  • Standard: $10 per user per month, billed annually, or $12 per user billed monthly.
  • Pro: $16 per user per month, billed annually, or $20 per user billed monthly.
  • Enterprise: Contact sales for pricing information.

We chose monday.com for its scalability and intuitive design.

It caters to different business sizes, from solopreneurs to large enterprises. The platform offers free and various paid plans with additional features like timeline, calendar, and map views.

monday.com’s intuitive interface, customization options, and integration capabilities make it a preferred choice for those needing to track business-related tasks.

Also read: Asana vs. monday.com: Top Project Management Software in 2023

ProofHub: Best for detailed task-tracking

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Pros

  • Flat pricing with no per-user fee.
  • Ultimate control with centralized information.
  • User-friendly interface with customizable views. 

Cons

  • Notifications can be overwhelming.
  • No built-in invoicing for freelancers.

ProofHub is a robust task management tool that centralizes task-related information, offering ultimate control and seamless management. A user-friendly interface allows users to plan, prioritize, and delegate tasks according to their preferences. Its built-in collaboration features ensure easy access to task-related conversations, and its customizable views cater to specific needs.

Learn more about ProofHub →

Streamlined task assignment

Streamlined task assignment in ProofHub allows for a more organized and efficient approach to handling tasks. By breaking down large tasks into smaller, manageable subtasks, the complexity of a project is reduced. Priority labels ensure the most critical tasks are addressed first while setting start and due dates to keep the project on track. Assigning the right person for the job ensures that tasks are handled by those best suited for them, leading to better outcomes.

Multiple task views

ProofHub’s multiple task views feature offers a versatile approach to project management. With options to view tasks in a board, table, Gantt chart, or calendar format, team members can choose the perspective that best suits their needs. This flexibility allows for better schedule visualization, progress tracking, and understanding of project dependencies. It also caters to different working styles and preferences, enhancing collaboration and efficiency.

Bulk actions and custom fields

The ability to perform bulk actions in ProofHub is a time-saving feature that enables users to handle multiple tasks simultaneously. Whether it’s updating statuses, changing assignees, or modifying due dates, bulk actions reduce repetitive work. Custom fields, on the other hand, allow users to capture specific information tailored to the project’s needs. This customization enhances adaptability and captures all relevant details, leading to a more personalized and efficient workflow.

No free plans are available with ProofHub. Paid plans are priced as follows:

  • Essential: $45 per month, billed annually, or 50 billed monthly for 40 projects and unlimited users
  • Ultimate Control: $89 per month, billed annually, or $99 billed monthly for unlimited projects and users.

We chose ProofHub for its comprehensive task management capabilities that go beyond basic tracking.

Its streamlined task assignment, multiple views, and custom fields provide flexibility and control. The platform’s collaboration features foster real-time communication, and its flat pricing model makes it an attractive option for various team sizes.

Find your new task management software

What are the benefits of task management software?

Task management software enables team members to collaborate in real-time, share files, and communicate seamlessly. It centralizes all project-related information, making it accessible to everyone involved. This fosters transparency and ensures everyone is on the same page, reducing misunderstandings and enhancing overall productivity.

Task management software can easily assign, track, and prioritize tasks. Managers can set deadlines, monitor progress, and make adjustments as needed. This leads to better organization and ensures that critical tasks are addressed promptly. Visual tools like Gantt charts and kanban boards provide a clear picture of the project’s status, helping in timely decision-making.

Task management software automates repetitive tasks and provides templates for common project activities. This saves time and allows team members to focus on more critical aspects of the project. Providing an overview of all tasks and their statuses helps identify bottlenecks and reallocate resources as needed, leading to more efficient use of time and quicker project completion.

Also read: Best Free Project Management Software (2023)

What is the business impact of task management software?

Task management software in the business environment is not just a tool for organizing tasks; it’s a strategic investment that can transform a company’s operations. Investing in task management software is akin to investing in the company’s future productivity and success. It ensures that resources are utilized effectively, deadlines are met, and projects are executed precisely, all contributing to a healthy bottom line.

One of the primary benefits of task management software is its ability to foster collaboration across teams and departments. Providing a shared platform where team members can communicate, share files, and update task statuses breaks down silos and encourages a more cohesive working environment. This leads to faster decision-making, fewer misunderstandings, and a more agile response to challenges.

Task management software also plays a critical role in enhancing efficiency and accountability. Managers can easily assign tasks, set priorities, and monitor progress, ensuring nothing falls through the cracks. This level of visibility keeps projects on track and fosters a culture of accountability and excellence. The result is a more engaged and productive workforce that is aligned with the company’s goals and committed to delivering exceptional results.

Choosing the best task management software

Choosing the best task management software requires an understanding of your team’s specific needs and goals. For best results when selecting a task management solution, evaluate features like collaboration tools, tracking capabilities, customization, and integration with existing systems. Also consider the software’s user-friendliness, its scalability, and how its pricing models align with your budget. To find the best fit for you and your team, opt for a solution that offers a trial or demo, allowing you to test its suitability for your workflow and ensuring it aligns with your project management requirements.


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