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Task management software helps users track tasks from initiation through completion. Individuals can see how a task is progressing and who is involved to get a better idea of timeline and project costs. Task management software has a lot of overlap with project management tools, and many platforms will offer functionalities for both.
The main difference between project and task management is the scope. If your overall project is to build a new smartphone app, there are many individual tasks you need to complete before the project has finished. Task management deals with these individual pieces, rather than the project as a whole. Task management software works well for both individuals and teams to keep important tasks from slipping through the cracks.
|Product||Email Notifications||Integrations & APIs||Task Prioritization||Automation|
Scheduling features are available with each of these task management tools, so your team can easily track deadlines and keep projects moving. If scheduling and prioritizing tasks are the main features you’re looking for, you shouldn’t have any issue finding a task management software that will work well for your business.
While most of these software vendors provide integration abilities, some only integrate with one or two third party apps while others offer more variety. If integration is important to your business, you should look into which tools integrate with the software you’re already using before making a decision.
Similarly, automation is offered in almost every software, but some offer workflow automations while others simply automate resource allocation. While both can be helpful in a variety of industries, some businesses may rely on one more than the other. If you’re looking for automation, decide what kind of automation features you need before deciding on a product.
With task management software, functions range from simple to-do lists to tools that can help teams collaborate more efficiently. Most task management software will have the following features in common.
With so much work being done remotely and on the go, email notifications are crucial to ensuring everyone involved in a task gets the updates they need. While email and in-application notifications might seem redundant, busy employees will love them because the emails will help them ensure that nothing falls through the cracks. Thankfully, most task management systems let you set specific times when you’ll get email notifications, so you won’t get bombarded with emails while you’re not working.
In order to manage a task, one has to be created. Task management systems allow you to create tasks within the system, so everything is in one centralized location. Once tasks are created, you can also assign them to people on your team to ensure they are seen and completed in a timely manner. Some platforms will even automatically assign tasks based on who has room in their workflow. Finally, you can check each task off when you’re done with it to move it out of your dashboard and make room for the next item on your list.
Task management software becomes even more helpful when you can integrate it with other software that you use, like your CRM or collaboration software. Let’s say you have a list of tasks that need to be completed when you onboard a new client. Some task management platforms can integrate with your CRM to automatically create those tasks whenever you land a new client. Depending on the platform, you may need to create an API to do so.
Learn more about the best task management vendors, listed in no particular order.
From Doist, Todoist is a simplified project management system that is an all-in-one to do list. Users can create tasks using natural language and organize them into projects and add priority levels. Set recurring due dates and create productivity goals for yourself to stay on top of your game. The software is mobile friendly, and is useful for those who bounce between a desktop and phone frequently.
Along with a free version, Todoist offers Premium and Business pricing plans. Premium offers added collaboration features such as adding comments and files to tasks and setting reminders that can be location-based. The Business plan is designed for larger teams with more people and projects. While simplicity is nice, the software can be a bit too simple for teams with large and complex projects. Todoist integrates with Google Calendar, Zapier, and Slack.
Nozbe is a task management tool that can be used for individuals or small teams. Create a team, add tasks, then assign one or multiple people to a task. Projects, deadlines, templates, and categories can be created with Nozbe. Teams can collaborate by adding comments and attaching files to tasks. A mobile app is available for iOS and Android devices that supports all desktop functions.
The software integrates with Box, Google Calendar, and Microsoft Office. Pricing is 3-tiered: Solo, Small Business, and Business. There is no free version, and pricing errs on the expensive side for task management software. Like Todoist, Nozbe can be a tad simple for those with multi-layered projects and tasks.
Designed for small to mid-sized businesses, Trello is a project management tool that functions as a Kanban board. Create boards for projects, lists within the board that signify steps in a workflow, and cards within lists for specific tasks. Cards can be dragged to different lists to indicate progress. Teams can add comments, attachments, members, and due dates to tasks.
Trello features a (very cute) AI robot, Butler, to automate tasks such as calendar commands and rule-based triggers. Users are notified when they’re @mentioned in cards, a due date is approaching, or cards that are assigned to the user are moved to a different list. Trello integrates with Slack, Google Drive, and Dropbox. A free version is available, along with Business Class and Enterprise pricing plans that are charged per user, per month.
Do you ever wish making a to-do list could be fun? Formerly HabitRPG, Habitica is a task management software that is gamified to motivate users to complete tasks. Track habits, daily goals, and tasks on a to-do list. Users can gain “experience” when checking off a task and lose “health” when missing one. Accrue gold to level up and unlock avatar clothing and battle armor, and fight monsters with other Habitica users.
If you’re worried you’ll actually lose productivity with this software, don’t be. “Fighting” a monster means checking off enough tasks to defeat it. All gamified elements are designed to push you towards completing tasks. Habitica has a group plan that features a private task board and chat area (along with some specific in-game benefits, of course). Group plans are a set price per month with an additional cost per user. A free version is available.
Any.do is a task management system that allows teams to collaborate while still maintaining productivity. Plan projects, assign responsibilities, get location-specific reminders, track progress, and set due dates using both desktop and mobile devices. For those who need subtasks, folders, or labels, Any.do may be too basic.
The software is compatible with Amazon Alexa and Siri and syncs with Google Calendar. A Kanban board view is available for those who appreciate the visualization aspect of dragging and dropping. Any.do features a grocery list app that sorts added items automatically by store aisle — while it’s not work related, it could come in handy. Pricing is 3-tiered: Free, Premium, and Teams.
Hitask is a task manager that simplifies your to-do list by using a single screen to show your tasks, calendar, and team members. Users can delegate which tasks are shared with teammates and which are private. Categorize tasks by date, project, or person, and color-code them to keep track visually. Prioritize your list by dragging and dropping to rearrange tasks, and add comments, attachments, and subtasks to shared tasks.
Hitask has a mobile app and can sync with both the Google and Outlook Calendar. It integrates with Zapier and IFTTT, but other than that, integrations can be limited. 3 pricing packages are available: Team Free, Team Business, and Enterprise.
Many small businesses have employees that are located in the same office, so they may not need the same level of collaboration in their task management software as enterprises. However, employees of small businesses often wear many hats, so keeping their tasks organized is extremely important. Email notifications, prioritization, and scheduling all work to keep employees clear on their tasks and when they need to be completed.
In addition to organization, small businesses should also look for platforms with good customer service and helpful support. Most SMBs don’t have the IT resources to quickly diagnose and resolve problems with the software, and they could lose valuable time if the software’s support team isn’t responsive. Try to engage customer support before you purchase software, so you can get an idea of how long it takes them to respond to inquiries. Many task management tools also have free trial periods that you can take advantage of to see how they work before you buy.
Enterprise companies often have the personnel and resources available to customize their software, so they may look for task management tools with API capabilities. Using APIs, companies can automate the creation of certain tasks and easily integrate their platform with other software they use often. This will help free up your employees’ time and make them more efficient when completing tasks.
Additionally, enterprises often have employees that work remotely or are spread out over several offices but still need to work together to complete tasks. Choosing a task management software with robust collaboration tools can help your team complete tasks more easily, no matter where they are. The ability to leave comments on tasks or rope in other employees as necessary can streamline the process and keep things moving.
Task management software is a great way to keep your business organized and your employees on track. When choosing a task management platform for your business, you need to decide which features are most important to you. You might not need much customization, so having API capabilities won’t be as important as something like scheduling. Taking advantage of a company’s free trial period is a great way to learn which tools work well for your business before actually investing in them.
There are tons of different task management tools out there, but we can help lower your research time. To find the perfect task management software for your business, check out our Product Selection Tool by using the banner at the top of this page. After answering a few simple questions, you’ll get a short, unbiased list of software vendors tailored to your company’s needs