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20 Best Free Task Management Software In 2024

Hermann Fink is a technology enthusiast and the co-founder of Rünna Advertising, a multinational digital agency that has been active for over a decade and served clients like Ford, AstraZeneca, Disney, and Didi. In addition to being a business owner, Hermann gathered corporate experience in project management during his time at Hewlett Packard in the mid-2010s.

Our reviewers evaluate software independently. Clicks may earn a commission, which supports testing. Learn how we stay transparent , read our review methodology , and tell us about any tools we missed.

As a project manager, I've meticulously reviewed, compared, and tested various free task management software to shortlist the most efficient tools that enhance team collaboration and streamline project workflows.

10 Best Free Task Management Software Shortlist

Here's my pick of the 10 best software from the 20 tools reviewed.

• 1. Connecteam — Best for real-time task notifications
• 2. Zoho Projects — Best for customizable project management
• 3. Runrun.it — Best for team performance tracking
• 4. Freedcamp — Best for unlimited users/projects
• 5. Todoist — Best for simple to-do lists
• 6. Asana — Best for task prioritization
• 7. Taskworld — Best for visual task boards
• 8. Notion — Best for integrated notes & tasks
• 9. WorkFlowy — Best for outline-based planning
• 10. Trello — Best for visual project tracking

Get free help from our project management software advisors to find your match.

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Choosing a free task management software can be daunting. You're looking for a way to streamline your workflow and keep your team on track, but the sheer number of options can be overwhelming. I understand this unique challenge. As someone who has spent years managing digital projects, I've used a variety of productivity tools and know what works. Let me simplify the process for you. Here are my picks for the best free task management software.

Why Trust My Free Task Management Software Reviews

I’ve been testing and reviewing free task management software since 2012. As project manager myself, I know how critical and difficult it is to make the right decision when selecting software. 

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our software review methodology .

Need expert help selecting the right tool?

With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.

How To Choose Free Task Management Software

As you work through your own unique software selection process, keep the following points in mind:

• Feature Set: Ensure the software has the necessary features to meet your project management needs. Free task management software often comes with a basic set of features, but you need to verify if it includes task assignment, due dates, and progress tracking. For instance, if you're managing a small team, you might need a Kanban board feature to visualize workflow, which is a common pain point for teams needing to see the status of tasks at a glance.
• User-Friendly Interface: The software should be easy to use and navigate. A complicated interface can be a significant barrier for teams, especially if members are not tech-savvy. A user-friendly interface is crucial for quick adoption and to minimize the learning curve, addressing the pain point of wasting time on complex software training.
• Scalability: Consider if the software can grow with your business. Even though you are starting with a free version, it's essential to know if the software offers paid upgrades to accommodate more users or projects as your needs expand. This is particularly relevant for startups and small businesses that anticipate growth and would require a seamless transition to more robust features.
• Integration Capabilities: Check if the software can integrate with other tools you use. Integration capabilities are a significant consideration for businesses that rely on a suite of tools for operations, as it solves the pain point of having disconnected systems that do not communicate with each other, leading to inefficiencies.
• Support and Community: Look into the type of support and resources available. Free software may not come with dedicated support, so it's important to have access to a user community or a knowledge base to solve common issues. This is especially relevant for organizations that do not have an in-house IT support team and rely on community-driven solutions and documentation.

Hub Planner

Overviews Of The 10 Best Free Task Management Software Reviews

Here are my detailed thoughts on each software on this list, including what they do best and where they struggle.

Best for real-time task notifications

• 14-day free trial + free plan available
• From $39/user/month (billed annually)

Connecteam is a comprehensive employee management tool designed to assist businesses in managing and engaging their workforce. It offers features such as scheduling, task management, forms and checklists, communication tools, and various integrations.

Why I Picked Connecteam:  I like that the tool's task assignment and tracking capabilities allow managers to delegate tasks efficiently and monitor progress in real-time. The app's intuitive interface ensures that tasks can be created, assigned, and tracked with minimal effort with notifications sent to the right people, reducing the chances of miscommunication and missed deadlines. Additionally, Connecteam's customizable task templates and checklists help standardize processes, ensuring consistency and quality in task execution. 

Standout features & integrations:

Connecteam standout features  include the time tracking and scheduling feature that allows managers to allocate hours, track employee work time, and manage shifts, the in-app chat and communication tools that foster better collaboration among team members, and robust reporting and analytics tools that provide insights into task completion rates, employee performance, and overall productivity

Connecteam integrates  with tools such as QuickBooks Online, Xero, Gusto, Zapier, Zoom, Microsoft Outlook, Google Calendar, Microsoft Teams, Google Workspace, Slack, Okta, OneLogin, Office 365, SAML, Microsoft Azure Active Directory, and PayPal. 

What’s free:  Up to 10 users

• Check out Connecteam on their website

Pros and cons

• Effective for timely communication with employees
• Works well on mobile devices
• Ability to create customized forms, checklists, and reports
• Potential problems with SMS delivery, depending on location
• Could use more advanced features and integrations

Zoho Projects

Best for customizable project management

• 10-day free trial
• From $4/user/month (billed annually) + free plan available

Zoho Projects is an online project management platform that provides customizable solutions for businesses of all sizes, offering features such as task management, automation, time tracking, team collaboration, and issue tracking. Its ability to customize projects, automate tasks, and integrate with other Zoho apps and third-party apps makes it ideal for dynamic teams looking to increase productivity and improve collaboration.

Why I Picked Zoho Projects:  I chose Zoho Projects for its customizable platform. It allows users to create personalized fields, layouts, statuses, and workflows tailored to their specific needs, making it highly adaptable for various project requirements. Users can also manage tasks through various views such as Gantt charts, Kanban boards, and list views, which help in visualizing project timelines and dependencies. 

Zoho Projects standout features  include task creation and assignment and drag-and-drop task automation that allows users to automate workflows by creating blueprints that define the sequence of tasks and actions. It also offers time tracking of billable and non-billable hours and communication tools like chats, feeds, and forums.

Zoho Projects integrates   with tools such as Slack, Microsoft Teams, Google Drive, Dropbox, OneDrive, GitHub, Bitbucket, Zapier, Basecamp, Evernote, Microsoft Outlook, Google Calendar, Microsoft Project, Trello, Jira, Asana, Zendesk, Mailchimp, and other Zoho apps.

What’s free:  Up to 3 users, 2 projects, and 5GB of storage space .

• Check out Zoho Projects on their website
• Read my in-depth review of Zoho Projects
• Extensive customization options
• In-app time tracking features
• Good communication tools
• Mobile app could be more robust
• Free plan is limited in features

Best for team performance tracking

• 14-day free trial + free plan
• Pricing upon request

Runrun.it is a tool designed to optimize team management and productivity by tracking work performance comprehensively. As a project management software, it helps organizations align their tasks, projects, and communications within a single platform.

Why I Picked Runrun.it: I chose Runrun.it for its robust set of features that prioritize transparency and efficiency in team management, distinguishing it from other project management tools. It stands out due to its specific focus on performance tracking, which is essential for teams looking to improve productivity and accountability. 

Runrun.it’s standout features include automatic time tracking, which eliminates the need for manual timesheet entries and provides precise control over project timing and budgeting. The dashboard offers a real-time view of all tasks and projects, highlighting priorities and deadlines, which facilitates better task management.

Runrun.it integrates with tools such as Slack, Google Calendar, Google Drive, Dropbox, Box, Trello, Jira, Zendesk, Salesforce, and GitHub, and more, enhancing its project management, communication, and development.

What’s free: Up to 5 users and 20 boards.

• Check out Runrun.it on their website
• Customizable dashboards allow for personalized setups that cater to specific project needs and user preferences
• Detailed analytics provide insights into team performance, helping identify productivity bottlenecks
• Comprehensive time tracking that automates timesheet processes and enhances accuracy in project management
• Limited integrations compared to some competitors, which might require additional tools or manual bridging for certain functionalities
• Annual billing can be a significant upfront cost, particularly for smaller organizations
• Requires a minimum of five users, which may not be ideal for very small teams or individual users

Best for unlimited users/projects

• 14-day free trial
• From $1.49/user/month (billed annually) + free plan available

Freedcamp is a versatile project management platform. It excels in accommodating an unlimited number of users and projects at no extra cost.

Why I Picked Freedcamp: I selected Freedcamp for inclusion due to its unique offering of unlimited users and projects, distinguishing it from other task management software. It's particularly well-suited for businesses that anticipate growth, as it eliminates the need to upgrade to more expensive plans or switch platforms as the number of users or projects increases.

Standout Features & Integrations:

Freedcamp’s standout features include task lists, subtasks, Gantt charts, Kanban boards, a calendar view, issue tracker, time tracking, and invoicing. 

Freedcamp integrates with tools such as Google Drive, Dropbox, OneDrive, Zapier, Google Calendar, Outlook Calendar, Apple, Calendar, Toggl, Clockify, Slack, and more, enhancing its utility across various workflows and teams. 

What’s free: Unlimited Projects, tasks, storage, and users. Some feature limitations. 

• Check out Freedcamp on their website
• Flexible integrations with other tools
• Comprehensive set of project management features
• No limits on users or projects
• Interface may have a learning curve for new users
• Monthly billing option is more expensive
• Advanced features locked behind higher-tier plans

Best for simple to-do lists

• 30-day free trial

Todoist simplifies task management with its straightforward to-do lists. It's best for effortlessly organizing daily tasks and personal projects.

Why I Picked Todoist: I selected Todoist for the list because of its focus on simplifying task management. It stands out for its ease of use and minimalistic design, which is ideal for individuals who need a no-frills solution for managing their to-dos. I determined Todoist is best for simple to-do lists due to its core functionality that allows users to quickly capture and organize tasks, making it a practical choice for personal productivity.

Todoist’s standout features include task scheduling, recurring due dates, and priority levels. It also provides a satisfying sense of accomplishment with its visual progress tracking. 

Todoist integrates with tools such as Google Drive, Slack, Zapier, Dropbox, Amazon Alexa, and Gmail, among others, making Todoist a versatile tool that fits into various workflows.

What’s free: Up to 5 projects.

• Check out Todoist on their website
• Broad range of integrations
• Effective task prioritization system
• Simple and clean interface
• Pro and Business features come at a cost
• No time tracking without third-party integrations
• Basic functionality in the free tier

Best for task prioritization

• From $10.99/user/month (billed annually) + free plan available

Asana is a digital project management tool designed to improve team collaboration and work management. It is particularly effective for task prioritization, ensuring important tasks are addressed promptly.

Why I Picked Asana: I selected Asana for its exceptional ability to help teams prioritize and manage tasks efficiently, distinguishing it from other task management software. Asana is best for task prioritization due to its intuitive design that allows for easy sorting and prioritizing of tasks, which is crucial for teams to meet their most pressing deadlines and objectives.

Asana’s standout features include task and project creation, timeline views, workload management, and automation rules. These tools help teams plan and execute projects with clarity and precision. 

Asana integrates with tools such as Slack, Google Calendar, Dropbox, GitHub, Salesforce, Microsoft Teams, Zapier, and more, facilitating a connected workflow.

What’s free: Unlimited tasks and up to 10 collaborators. 

• Check out Asana on their website
• Read my in-depth review of Asana
• Advanced features for project planning and tracking
• Extensive integration options with other tools
• Intuitive interface for task prioritization
• Some learning curve for new users to fully utilize all features
• Can be expensive for larger teams or advanced needs
• Premium features require a paid subscription

Best for visual task boards

• From $8/user/month

Taskworld is a project management tool that streamlines tasks with visual boards. It's recognized for its visual task boards, which enhance project management and tracking.

Why I Picked Taskworld: I selected Taskworld for its emphasis on visual organization, which is crucial for maintaining oversight of complex projects. It is best for visual task boards as it provides a clear, visual layout that helps teams visualize workflows and stay on top of their tasks.

Taskworld's standout features include visual task boards, project timelines, and advanced analytics, which are essential for managing tasks efficiently. 

Taskworld integrates with tools such as Google Calendar, Google Drive, Dropbox, Box, Outlook, Slack, Zapier, built-in chat, file management, and more, enhancing team collaboration.

What’s free: 1 user, unlimited active projects.

• Check out Taskworld on their website
• Advanced analytics for monitoring project performance
• Built-in chat for streamlined team communication
• Intuitive visual task boards for easy project tracking
• Additional cost for more advanced features
• The starting price may be higher than some competitors
• Annual billing may not be preferred by all users

Best for integrated notes & tasks

• Free plan available
• From $8/user/month (billed annually)

Notion is an all-in-one workspace for note-taking, task management, and collaboration. It excels in integrating notes and tasks, allowing users to seamlessly switch between them within a single platform.

Why I Picked Notion: I selected Notion for its exceptional ability to merge note-taking and task management into one cohesive system. This dual functionality distinguishes Notion from other task management software. I determined it to be best for integrated notes & tasks because it provides a versatile environment where users can manage their tasks while simultaneously accessing their notes, creating a highly efficient workflow.

Notion’s standout features include its robust note-taking capabilities, customizable task management system, and the flexibility to create a personalized workspace. Users can leverage templates, databases, and various content blocks to tailor their experience.

Notion integrates with tools such as Google Calendar, Slack, Trello, Google Drive, GitHub, Figma, Asana, Jira, Twitter, Typeform, and more, enhancing its functionality and allowing for a more connected workflow.

What’s free: Up to 10 collaborators. 

• Check out Notion on their website
• Flexible content blocks for various types of data
• Customizable workspace with templates and databases
• Integrated environment for notes and tasks
• Lack of a detailed list of native integrations
• Potential complexity due to extensive customization options
• Higher cost for monthly billing compared to annual

Best for outline-based planning

• starts from $4.99/user/month (billed annually).

Workflowy is a tool that simplifies life's complexities through an outline-based interface. It excels in outline-based planning with its unique ability to create nested lists that can expand and collapse, allowing for detailed organization of tasks and ideas.

Why I Picked Workflowy: I selected Workflowy as it is best for its distinctive outline-based system, which offers a stark contrast to the typical board or list views found in other task management software. This feature is particularly effective for breaking down complex projects into smaller, more manageable components, making it the best choice for users who prefer structured planning and organization.

Workflowy’s standout features include its infinitely nested lists, which provide a simple yet powerful way to manage tasks and notes. The tool also supports tagging, searching, and zooming in on list items, which enhances task management. 

Workflowy integrates with tools such as Slack, Google Calendar, Trello, GitHub, Evernote, Asana, Zapier,  IFTTT (If This Then That), Dropbox, Google Drive, and more, enhancing its outlining and note-taking capabilities, focusing on simplicity and efficiency.

What’s free: 250 monthly bullet limit (increases if you invite friends to the platform).

• Check out WorkFlowy on their website
• Cross-platform availability for access on various devices
• Simple interface that's easy to use
• Infinitely nested lists for detailed organization
• Lack of detailed integration list on the website
• May not be suitable for visual project management preferences
• Limited functionality in the free version

Best for visual project tracking

• From $5/user/month (billed annually)

Trello is a collaborative tool that organizes projects into boards. It is best for visual project tracking because it provides a clear, visual overview of tasks with its card-based boards that are easy to manage and update.

Why I Picked Trello: I selected Trello for its distinctive visual approach to task management, which sets it apart from other tools that may not offer such a clear visual representation. Trello is best for visual project tracking as it allows teams to see the progress of tasks in a highly intuitive, visual format that simplifies complex projects into manageable boards and cards.

Trello’s standout features include customizable boards, lists, and cards which are perfect for organizing and prioritizing projects in a flexible way. It also offers built-in automation with Butler, which can help reduce the number of tedious tasks.

Trello integrates with tools such as Slack, Google Drive, Dropbox, Box, Evernote, OneDrive, Salesforce, and more, enhancing its functionality and allowing for a more connected workflow.

What’s free: Unlimited card, up to 10 boards.

• Check out Trello on their website
• Built-in automation with Butler
• Customizable boards, lists, and cards
• Visual and intuitive interface
• Some integrations require a separate subscription
• Can become cluttered with too many cards or boards
• Advanced features require paid plans

Best Free Task Management Software Reviews Summary

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Other Free Task Management Software To Consider

Below is a list of additional free task management software that I shortlisted, but did not make it to the top list. Definitely worth checking them out.

• MeisterTask
• Teamwork.com
• Amazing Marvin

Selection Criteria For Free Task Management Software

Selecting free task management software requires a careful analysis of functionality and the ability to meet specific use cases that are crucial for users. The criteria for choosing such software should align with the buyer's needs, addressing common pain points and ensuring the software is fit for its intended purpose. In my experience, both trying and researching these tools, I've identified key features that are essential for effective task management.

Core Functionality: 25% of Total Weighting Score

• Task assignment and tracking
• Deadline and milestone setting
• Collaboration and communication tools
• File sharing and document management
• Integration with other productivity software

Additional Standout Features: 25% of Total Weighting Score

• Innovative project visualization options, such as kanban boards or Gantt charts
• Unique automation features to streamline repetitive tasks
• Advanced reporting capabilities for better project insights
• Customizable workflows to adapt to various project types
• Mobile app availability for on-the-go task management

Usability: 10% of Total Weighting Score

• Intuitive navigation and user interface
• Balance between feature richness and simplicity
• Aesthetic design that enhances user engagement
• Responsive design for various device types

Onboarding: 10% of Total Weighting Score

• Comprehensive knowledge bases and FAQs
• Step-by-step interactive tutorials
• Availability of pre-made project templates
• Access to customer service via live chat or email for immediate assistance

Customer Support: 10% of Total Weighting Score

• Responsiveness and availability of support channels
• Quality of technical assistance provided
• Community forums for peer-to-peer support
• Regular updates and maintenance communication

Value For Money: 10% of Total Weighting Score

• Comparison of feature set against other free offerings
• Assessment of any hidden costs or limitations
• Evaluation of upgrade paths for future scaling
• Consideration of the long-term sustainability of the software provider

Customer Reviews: 10% of Total Weighting Score

• Overall satisfaction ratings
• Frequency of positive versus negative feedback
• Specific mentions of reliability and performance
• User testimonials on ease of use and customer service quality

In assessing these criteria, I ensure that the selected task management software not only provides the fundamental capabilities expected by all users but also stands out with additional features that can bring significant efficiency gains. 

Trends For Free Task Management Software In 2024

The landscape of free task management software is evolving rapidly. Here are the pivotal trends shaping its future.

• Integration with AI and Machine Learning: Artificial intelligence and machine learning are being increasingly integrated into free task management tools. This trend is enhancing predictive analytics and task automation, making project management more efficient. The ability to learn from user behavior and predict project bottlenecks is a significant leap forward.
• Cross-Platform Accessibility: Free task management software is focusing on seamless cross-platform use. Users can now synchronize tasks across devices and platforms with minimal friction. This ubiquity ensures that project management is more flexible and accessible than ever before.
• Enhanced Security Features: As cybersecurity threats grow, free task management software is bolstering its security protocols. End-to-end encryption and two-factor authentication are becoming standard features. This trend is crucial for maintaining user trust and protecting sensitive project data.
• Real-Time Collaboration Tools: Real-time collaboration is becoming a staple in free task management software. These tools now offer live editing, chat functions, and instant notifications. This trend fosters a more dynamic and immediate teamwork environment, regardless of participants' locations.
• Customization and Personalization: Customization options are becoming more sophisticated in free task management software. Users can tailor their interfaces, workflows, and notifications to their preferences. This personalization enhances user experience and productivity by aligning the software with individual work styles.

These trends are making free task management software more intelligent, secure, and user-centric.

What Is Free Task Management Software?

Free task management software is a digital tool designed to assist individuals and teams in organizing, tracking, and completing tasks. It is utilized by a wide range of users, from freelancers to small businesses, who need to manage their work without incurring costs. The software serves to streamline task delegation, enhance accountability, and improve overall productivity.

Components of free task management software include task lists, calendars, and notification systems. These elements work together to provide a clear overview of tasks, deadlines, and progress, facilitating better planning and coordination among team members.

Features Of Free Task Management Software

When embarking on the journey to enhance productivity and streamline workflows, free task management software can be a game-changer for individuals and teams alike. Here are some of the most pivotal features to consider when selecting a free task management software.

• Task Prioritization: This allows users to rank tasks in order of importance. Understanding which tasks require immediate attention ensures that critical deadlines are met and resources are allocated effectively.
• Collaboration Tools: These features enable team members to work together seamlessly. They are essential for maintaining clear communication and ensuring that everyone is on the same page, which is vital for the success of any project.
• Time Tracking: This functionality records the amount of time spent on tasks. It is crucial for assessing productivity and helps in planning future projects with better accuracy.
• Mobile Access: Having access to the software via mobile devices ensures that you can stay updated on tasks anytime, anywhere. This flexibility is important for keeping the momentum going, even when away from the desk.
• File Sharing: This allows users to upload and share documents directly within the software. It streamlines the process of distributing information and ensures that all team members have access to the necessary files.
• Calendar Integration: This feature syncs with personal or team calendars. It helps in visualizing deadlines and planning ahead, which is key to managing time and resources efficiently.
• Automated Notifications: These alerts keep users informed about upcoming deadlines or changes. Staying informed helps prevent tasks from falling through the cracks.
• Customizable Workflows: The ability to tailor the software to fit specific project needs. Customization ensures that the tool adapts to the project, rather than the project adapting to the tool.
• Reporting Tools: These provide insights into the progress of tasks and projects. They are important for tracking performance and making data-driven decisions.
• User-Friendly Interface: An intuitive design makes it easy to navigate the software. A user-friendly interface is essential for ensuring that all team members can utilize the software to its full potential without a steep learning curve.
• Checklists: Tools used in software to list items or tasks that need to be completed, allowing users to check off completed activities.
• Kanban-style board: A visual workflow management method that uses columns and cards to represent tasks and their status within a process.
• Spreadsheets: Software that organizes data in rows and columns, often used for calculations, data analysis, and information storage.
• Assignees: The individuals or groups assigned to complete a specific task or responsibility in a project management tool.
• Drag-and-Drop: An interactive feature that allows users to select an object or section of text and move it to a different location within the interface.
• Project Tasks: Track tasks or activities that are part of a larger project, each contributing to the project’s completion.
• Roadmap: A strategic plan that outlines the vision, direction, and progress steps over time for a project or business.
• Task Dependencies: Relationships between tasks where one task's start or finish is dependent on another task’s completion.

Selecting the right free task management software can significantly impact the efficiency and success of your projects. The features listed above are not just bells and whistles; they are the core components that facilitate better planning, execution, and collaboration. By ensuring that your chosen software encompasses these capabilities, you set the stage for a more organized and productive workflow.

Benefits Of Free Task Management Software

Task management software is an essential tool for individuals and organizations looking to streamline their workflow and enhance productivity. Here are five primary benefits that potential buyers should consider:

• Cost Efficiency: Save on expenses Utilizing free task management software allows businesses and individuals to manage their tasks without the financial burden of paid subscriptions, which can be particularly beneficial for small businesses and startups operating on a tight budget.
• Ease of Access: Work from anywhere Most free task management software is cloud-based, which means users can access their tasks and projects from any device with an internet connection, facilitating remote work and on-the-go productivity.
• Improved Collaboration: Enhance team coordination These platforms often include features that enable team members to communicate, share files, and collaborate on tasks in real-time, leading to improved efficiency and teamwork.
• Enhanced Organization: Keep everything in order With features like task lists, calendars, and reminders, free task management software helps users organize their work more effectively, ensuring that deadlines are met and priorities are managed properly.
• Scalability: Grow with your needs Many free task management tools offer scalable solutions that can be customized to fit the changing needs of a business, allowing for the addition of more users or projects as the organization grows.

By leveraging these tools, users and organizations can enjoy improved productivity and collaboration, all while keeping costs low.

Free Task Management Software FAQs

Here are some commonly asked questions about free task management software.

Can I find task management software that is truly free?

Yes, there are several task management software options available that are truly free. These free versions may come with certain limitations, such as a cap on the number of users, limited storage space, or fewer features compared to their paid counterparts. However, they are still quite effective for individuals or small teams looking to manage their tasks without incurring costs.

Do free task management tools offer collaboration features?

Many free task management tools offer collaboration features such as shared boards, real-time updates, and communication tools. These features enable team members to work together on tasks, share feedback, and stay informed about project progress.

Are there any limitations to using free task management software?

Free task management software typically comes with limitations compared to paid versions. These can include restrictions on the number of users, limited storage space, fewer integrations with other tools, and basic support options. It’s important to review the specific limitations of each tool to determine if it meets your needs.

How secure is free task management software?

Most reputable free task management software providers take security seriously and implement measures such as data encryption, secure data centers, and regular security audits. However, the level of security may vary between providers, and it’s important to review their security policies and practices to ensure they meet your standards.

Can I upgrade from a free version to a paid version later on?

Yes, most free task management software options offer a clear upgrade path to paid versions. Upgrading typically unlocks additional features, more storage, increased user limits, and advanced support. This flexibility allows you to start with a free version and scale up as your needs grow.

Is free task management software suitable for large teams or complex projects?

While free task management software can be used by large teams or for complex projects, it may not be the ideal solution due to the aforementioned limitations. Larger teams and more complex projects often require advanced features, greater customization, and more robust support, which are typically found in paid versions of the software.

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Task management in Microsoft 365

Easily manage tasks across Microsoft 365

Access and update your tasks as you work, no matter which app you’re using.

See your tasks where you work

Stay focused and productive wherever you go. See your tasks across your lists as you move between apps and devices.

Manage tasks and work with Microsoft 365

Stay on top of all your tasks

View all your tasks from Microsoft To Do and Microsoft Planner with Tasks in Microsoft Teams. Plus, create tasks from Teams messages and publish tasks from corporate to frontline workers.

Convert emails to tasks

Flag emails or drag them into the Microsoft To Do pane to create and manage tasks directly in Outlook for the web.

Focus on what matters

Keep track of individual tasks in Microsoft To Do using intelligent features to collect, prioritize, and accomplish what’s most important.

Get more work done as a team

Manage team tasks with Planner. Build Kanban boards, add content-rich tasks, get visual status, and collaborate within Planner or Tasks in Microsoft Teams.

Collaborate on shared Microsoft 365 documents

Use @mentions within comments in Word, Excel, and PowerPoint to create and assign tasks. 1  Receive an email notification when you’re assigned a task, see a preview of the document, and reply directly from Outlook.

Get the most out of task management in Microsoft 365

Manage all your tasks in Microsoft Teams

Bring together your individual tasks from Microsoft To Do and team tasks from Planner and manage them all in one place with Tasks in Microsoft Teams.

Align tasks from corporate to the frontline

Plan centrally, manage regionally, and execute locally—all with one task management tool that provides real-time visibility across all your frontline locations.

Choose the right tool for managing work

Determine the best tool for managing your work—Microsoft To Do, Planner, Tasks in Microsoft Teams, Microsoft Lists, or Microsoft Project—with our when-to-use guides.

Create tasks from flagged emails

Flag emails in Outlook for the web to add them as tasks in Microsoft To Do and manage them alongside your other tasks using features such as due dates, reminders, and My Day.

See tasks from Planner in Microsoft To Do

Automatically sync your Planner assignments to the dedicated "Assigned to you" list in To Do to manage all your individual tasks in one app.

Read more about task management

Organize your day from start to finish with task management, digital productivity tools to maximize your executive function skills, how task management software can help your teams transition to a hybrid workplace, using task management software to reduce wasted time.

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The complete guide to finding the best task management software

A task management software solution is more than a digital base for your to-do lists. It’s a collaborative space where your teams can come together and understand their role in shared workloads.

This guide outlines the features to look for in task management software and provides 32 vendor examples to help you start your research for the perfect tool.

What is task management software?

Task management software is a specialized application designed to help individuals and teams organize, prioritize, and streamline tasks in order to achieve specific goals or complete projects. It’s a vital tool in managing tasks throughout their lifecycle, from planning and scheduling to execution and tracking progress.

Each personal task is a single unit of work that individual team members and project managers are responsible for completing. Managing these tasks involves coordinating team members’ efforts, setting priorities, and monitoring task progress to ensure efficient collaboration, streamlined workflows, and successful project outcomes.

What are the benefits of using task management software?

Task management software offers numerous benefits to individuals and teams. Here are some key advantages of effective task management:

1. Increased visibility and accountability

Task management software provides a transparent view of all tasks, requirements, timeframes, statuses, and responsibilities. This visibility helps teams track progress, identify bottlenecks, and encourage accountability.

2. Enhanced collaboration and communication

Task management tools centralize communication, allowing team members to share real-time updates, documents, and feedback. Built-in features like comments and notifications reduce the need for lengthy email threads, hence streamlining discussions and decision-making.

3. Improved time management

Task management software enables users to prioritize tasks, set deadlines, and track time spent on each task. This structured approach helps individuals and teams manage their time more effectively, reducing the risk of missed deadlines and enhancing overall efficiency.

4. Automated processes

Many task management tools include automation features that handle routine tasks, such as sending reminders or updating statuses. This automation saves time and reduces the manual effort required to manage tasks, allowing teams to focus on more critical activities.

5. Better task planning and prioritization

Users can easily create, assign, and prioritize tasks, ensuring that responsibilities are clear and that tasks are distributed evenly among team members. This organized approach helps prevent tasks from slipping through the cracks and supports efficient project execution.

6. Scalability and customization

Task management software can adapt to the changing needs of organizations, accommodating teams of various sizes and project complexities. Users can customize features to align with existing workflows, making the software more effective, and ultimately improving business processes.

7. Data-driven insights

Most task management software includes analytics and performance metrics, allowing teams to evaluate productivity and identify areas for improvement. This data-driven approach supports informed decision-making and process optimization.

By leveraging these benefits, organizations can enhance operational efficiency, improve team dynamics, and ultimately achieve greater project success.

What features should task management software have?

When researching team task management software, you’ll notice that platforms have a wide range of task management features, and some will share common functionality. Before you invest, check your preferred tool comes with the following:

• Multiple views: Ensure the software offers multiple views like Kanban boards, Gantt charts, calendars, and list views to help users visualize and organize tasks effectively. For example, monday work management offers 27+ views, which visually display task milestones and dependencies between items for a clear overview of your work.
• Subtasks and dependencies: The ability to break tasks down into smaller, manageable chunks called subtasks and specify dependencies helps map out the individual steps needed for task completion. For example, editing a blog post would depend on someone writing the first draft.
• Collaboration tools: Features like in-task comments, @mentions, and real-time updates facilitate team communication and collaboration.
• Alerts and notifications: Reminders for upcoming due dates, overdue items, and required approvals help keep users on track.
• Reporting and analytics: Dashboards and analytics tools that provide insights into productivity and progress toward goals.
• Automation and workflows: Custom triggers and actions to automate repetitive tasks and streamline workflows that run in the background. For example, emailing the entire team when someone completes their task.
• Integrations: Connections with other business and productivity apps to facilitate data sharing, align priorities, and prevent tool-hopping.
• Resource management: Features to allocate and manage resources effectively across tasks.
• Time tracking: Capabilities to log time spent on tasks and monitor productivity.
• Customization: Ability to tailor the software to match specific team needs and workflows.
• File management: Easy ways to share and manage task-related documents.
• Intuitive interface: Ensure your team can quickly adapt to the new task management software.

Now you know the features and functionality you’re looking for in quality task management software, here are 20 solutions to compare when researching the right platform for your team.

The best task management software at a glance

1. monday work management

Best for: Any size of team that wants to reach shared goals faster and at scale.

monday work management is a feature-rich work management platform built on top of the monday.com Work OS.

Companies use our platform to plan and organize various workflows or projects, with task management being a key collaboration feature.

Key features of monday work management

• 15+ board views, including the Workload View delivering visibility into team member capacity. This visibility is essential for task assignment as project leads and managers have clarity about what each team member is available to work on.
• Customizable dashboards using 10+ drag-and-drop widgets to display high-level project data. You can see to-do lists, team goals, and task reports at-a-glance and in real time.
• Automations to eliminate repetitive tasks from your workflow, like updating team members with email or Slack notifications when each task is complete. This enables peers to review the work, or move on with their task at the next stage of the project.
• Recurring tasks  are another automation you can set up. For example, schedule regular team meetings to keep on top of your projects, or set up recurring requests for weekly project reports.
• Integrations with the tools you already know and love, so you can run powerful projects without switching tabs. For example, you might integrate monday work management with Google Drive to attach docs to your tasks or Slack to update a team channel following completion.
• Time tracking to ensure your team spends its time efficiently. Use the data to accurately forecast how long your team might need to allocate to specific tasks, or to bill clients accordingly.

monday work management pricing

monday work management offers five different price plans:

• Free: $0 for up to 2 users with 20+ column types, 200+ templates, iOS & Android apps, whiteboard collaboration, shareable forms, and more
• Basic: From $9/user/month with unlimited users, 5GB storage, unlimited boards/docs, custom fields, unlimited free viewers, and more
• Standard: From $12/user/month with unlimited users, 20GB storage, 6-month activity log, integrations, guest access, and more
• Pro: From $19/user/month with unlimited users, 100GB storage, 1-year activity log, time tracking, workload management, and more
• Enterprise: Custom pricing with 5-year activity log, up to 50 boards, dedicated customer success manager, enhanced admin controls, and analytics

Further reading: monday.com pricing

Best for: Teams seeking simple task and project management with clear communication capabilities.

Asana is a task management software offering a simple interface for tracking your team projects’ various sections, tasks, and subtasks.

Key features of Asana

• Customizable views , such as the Timeline view to gain visibility into upcoming deadlines or the Workload view to understand team member capacity.
• Task celebrations which occur when you check the task completion box.
• Integrations with 200+ tools in your tech stack, allowing you to automate tasks between them. For example, you might create a new Google Drive folder for each new task you add in Asana.
• Weekly focus mode , which allows you to capture your top priorities for the week ahead.

What’s missing from Asana?

• Customizable periods for viewing completed tasks
• Comprehensive view of completed and incomplete tasks

Asana pricing

• Free : Up to 15 users
• Premium : From $10.99/user/month
• Business : From $24.99/user/month
• Enterprise : Custom pricing, includes Business plan features, custom branding, data export, and 24/7 support

Further reading: Asana Pricing | Asana Alternatives | Asana Work Management | Asana Project Management | Asana vs. monday.com | Asana vs. Trello | Asana vs. Airtable | Asana vs. Notion | Asana vs. Jira | Asana vs. Wrike | Asana vs. Teamwork | Asana vs. ClickUp | Asana vs. Basecamp | Asana vs. Smartsheet

Best for : Cross-functional teams aiming to streamline workflows and communication.

Wrike is a project management software you can use to assign tasks to team members, upload files, set deadlines, and track progress. One of Wrike’s strengths is supporting cross-collaborative teams from a central platform.

Key features of Wrike

• Multiple dashboard views to gain insights into task statuses.
• Real-time collaboration , including commenting and file sharing from a central location.
• Customizable pre-built templates designed for marketing, IT & engineering teams, etc.

What’s missing from Wrike?

• Advanced resource management and capacity planning
• Reporting function needs fine-tuning

Wrike pricing

• Free : Suitable for teams of up to five people
• Team : From $9.80/user/month for teams of 2-25 people
• Business : From $24.80/user/month for teams of up to 200 people
• Enterprise : Custom pricing for companies requiring user audit reports and custom access roles
• Pinnacle : Additional enterprise features including advanced reporting, budgeting, and billable hours tools

Further reading: Wrike Pricing | Wrike Review | Wrike vs. monday.com | Wrike vs. Asana | Wrike vs. Basecamp | Wrike vs. Basecamp | Wrike vs. Jira | Wrike vs. Trello

Best for : Agile software development teams focused on issue tracking and project planning.

Jira is an Atlassian product created for software developers who follow Agile project management principles.

Key features of Jira

• Interactive timelines , including mapping work items, task dependencies, and new releases.
• Reports and insights tied to your tasks and overall projects to understand metrics like deployment frequency and cycle time.
• Autonomy preferences allow you to decide whether your projects are company or team-managed.

What’s missing from Jira?

• More intuitive interface and dashboards
• Advanced task hierarchy management

Jira pricing

• Free : For up to 10 users
• Standard : From $8.15/user/month
• Premium : From $16/user/month
• Enterprise : Custom pricing for unlimited sites, central security controls, user subscriptions, and 24/7 support

Further reading: Jira Pricing | Jira Work Management | Jira Alternatives | Jira vs. monday.com Jira vs. ClickUp | Jira vs. Asana | Jira vs. Basecamp | Jira vs. Trello | Jira vs. Wrike | Jira vs. Linear | Jira vs. Aha! | Jira vs. Redmine

Best for: Visual thinkers and small teams managing tasks with a simple, card-based interface.

Trello uses a Kanban-style methodology for task management, which appeals to teams who like to visualize all the projects they have on the go and the specific tasks they need to complete.

Key features of Trello

• Boards, lists, and cards , where boards represent projects, lists are each project stage, and cards are for individual tasks. Users move cards between lists once they’ve completed them to indicate they’re ready for the next project stage.
• Multi-device compatibility , including availability on your browser and mobile devices, even when you’re offline.
• Collaboration , including commenting or tagging teammates on specific cards and adding relevant attachments.

What’s missing from Trello?

• Scalability for large projects
• Efficient notification system

Trello pricing

• Free: For up to 10 boards
• Standard: From $5/user/month
• Premium: From $10/user/month
• Enterprise: From $17.50/user/month for larger organizations requiring advanced security and controls

Further reading: Trello Pricing | Trello vs. monday.com | Trello vs. Notion | Trello vs. Asana | Trello vs. Airtable | Trello vs. Evernote | Trello vs. Smartsheet | Trello vs. ClickUp | Trello vs. Jira | Trello vs. Wrike

6. Basecamp

Best for: Startups and small teams looking to centralize project communication and tasks.

Basecamp offers a way to set up a single page to house everything you need for each project.

Key features of Basecamp

• Project scheduling tool that displays your deadlines, milestones, dated to-dos, and relevant events.
• Campfire conversations that act as Basecamp’s built-in group chat tool.
• Doors that are integrations to external tools like Slack, Airtable, Google Drive, Miro, etc.

What’s missing from Basecamp?

• Subtasks or hierarchical task structures
• Built-in time tracking functionality

Basecamp pricing

• Basecamp : $15/user/month
• Basecamp Pro Unlimited : $299/month for unlimited users

Further reading: Basecamp Pricing | Basecamp Alternatives | Basecamp vs. Jira | Basecamp vs. Asana | Basecamp vs. Wrike | Basecamp vs. Teamwork

7. Evernote Teams

Best for: Creative teams requiring note-taking and information sharing in a digital workspace.

Evernote Teams is a collaborative workspace for note-taking, brainstorming, or hosting a company wiki. 

Key features of Evernote Teams

• Real-time collaboration , including the ability to edit notes simultaneously. 
• Task assignments , with functionality such as delegations and reminders. 
• Searchable document repository to find the right note based on its title, keywords, content type, or dates.

What’s missing from Evernote Teams?

• Task and subtask dependencies
• Time tracking capabilities

Evernote Teams pricing

• Professional: From $17.99/user/month
• Teams: From $20.83/user/month

Further reading: Evernote Pricing | Evernote Alternatives | Evernote vs. Notion | Evernote vs. OneNote | Evernote vs. Trello | Evernote vs. Google Keep | Best Shared To-Do List Apps

8. Airtable

Best for: Data-driven teams wanting a flexible database and project management solution.

Airtable is a no-code database platform designed to help teams manage projects and store data.

Key features of Airtable

• Spreadsheet view with a drag-and-drop function to manipulate your data layout.
• Multiple views, including Kanban, Gantt, List, and Calendar.
• Rich media support , including the ability to attach videos, images, and audio files to your tasks.

What’s missing from Airtable?

• Advanced task dependencies
• Built-in time tracking capabilities

Airtable pricing

• Free: For individuals or small teams
• Team: From $20/user/month
• Business: From $45/user/month
• Enterprise Scale: Custom pricing for larger teams requiring unlimited workspaces, extensions, and robust governance

Further reading: Airtable Pricing | Airtable Review | Airtable Alternatives | Airtable vs. monday.com | Airtable vs. Asana | Airtable vs. Trello | Airtable vs. Smartsheet | Best Project Management Software

9. Smartsheet

Best for : Teams involved in business operations requiring access to dynamic spreadsheet capabilities.

Smartsheet is a spreadsheet-like project management platform designed to help teams manage work, automate repetitive tasks, and collaborate on documents.

Key features of Smartsheet

• Multiple data views , including Grid, Chart, Gantt, and Calendar.
• Pre-built templates for tasks like planning and budget goals which you can customize to fit your requirements.
• Customizable forms to collect insights and data from internal or stakeholders.

What’s missing from Smartsheet?

• The ability to see task dependencies and successors when applying filters
• Setting up recurring or repeating tasks

Smartsheet pricing

• Free : Suitable for individuals
• Pro : From $7/user/month
• Business : From $25/user/month
• Enterprise : Custom pricing for large teams, with access to Smartsheet Advance offerings.

Further reading: Smartsheet Pricing | Smartsheet Alternatives | Smartsheet vs. monday.com | Smartsheet vs. Trello | Smartsheet vs. Asana | Smartsheet vs. Airtable | Smartsheet vs. Wrike

10. HubSpot

Best for : Sales and marketing teams that need to track leads and manage customer relationships.

HubSpot isn’t a traditional task management software. However, it does offer the ability to add tasks within the CRM platform.

Key features of HubSpot

• To-do list prioritization for scheduling tasks related to your customer base.
• Task dashboards which act as a base for your tasks, contact details, and meetings.
• Embedded reporting , including past task tracking of closed deals, calls made, and activities completed.

What’s missing from HubSpot?

Hubspot pricing.

• Free: $0 for marketing, sales, service, CMS, and operations tools
• Starter: From $15/user/month
• Professional: From $90/user/month
• Enterprise: From $150/user/month

Further reading: HubSpot Pricing | HubSpot Alternatives | HubSpot vs. monday.com | HubSpot vs. Salesforce | HubSpot vs. Pipedrive | HubSpot vs. Netsuite

11. Todoist

Best for: Small teams focused on a holistic approach to collaborative task management.

Todoist is a simple task management app that enables teams to manage tasks, projects, and collaboration in one place.

Key features of Todoist

• Task assignments including the ability to create projects, add tasks, set due dates, and assign responsibility.
• Messaging functionality, which allows team members to share files, discuss details, and provide updates.
• Task filtering so users can see each other’s activity streams or upcoming due dates.

What’s missing from Todoist?

• Advanced task and subtask dependencies
• Gantt charts for visualizing project timelines and task dependencies

Todoist pricing

• Beginner: $0/month
• Pro: $4/month
• Business: $6/user/month

Further reading: Best Shared To-Do List Apps | Best Personal Project Management Software | Best Organization Apps for Task Management | Best Project Management Software | Best Calendar To-Do List Tools

12. MeisterTask

Best for : Creative teams seeking intuitive project planning and visual workflows.

MeisterTask is another Kanban-style task management tool that gives teams a clear overview of their to-do lists.

Key features of MesiterTask

• Agendas which are private boards visible only to individual team members.
• Task watchers to keep relevant people in the loop about specific tasks.
• Task relationships allow you to tag whether tasks are related or duplicates.

What’s missing from MeisterTask?

• Workflow calendar
• Other task views aside from Kanban

MeisterTask pricing

• Basic : Free for up to three projects
• Pro : $8.25/user/month
• Business : $20.75/user/mo
• Enterprise : Custom pricing with a dedicated account manager, personalized onboarding assistance, and SAML single sign-on

Best for : Teams requiring knowledge-sharing and project management using a single platform.

Notion is an all-in-one workspace that uses custom blocks, including text, images, or tables, to store your notes, documents, and project tasks.

Key features of Notion

• Task views allow you to filter by calendars, task lists, Gantt Charts, tables, and more
• Template library with access to 5,000 customizable templates to suit your project tasks.
• Integrations with tools like Loom or Slack so you can attach video messages or conversations to your tasks.

What’s missing from Notion?

• Built-in Gantt chart functionality
• Allocating and managing resources effectively across tasks

Notion pricing

• Free : For small teams to trial a limited block
• Plus : From $8/user/month
• Business : From $15/user/month
• Enterprise : Custom pricing with advanced security

Further reading: Notion Alternatives | Notion vs. monday.com | Notion vs. Trello | Notion vs. Evernote | Notion vs. Asana | Best Shared To-do List Apps | Best Project Management Software for Accountants

14. Microsoft Project

Best for : Large enterprises managing complex projects with advanced scheduling.

Microsoft Project is a platform that allows you to manage large-scale projects from a central location.

Key features of Microsoft Project

• Coauthoring tools which allow multiple stakeholders to update task lists and project schedules simultaneously.
• Interactive roadmaps you can build to increase visibility across your organization.
• Timesheet submissions for capturing time spent on tasks.

What’s missing from Microsoft Project?

• Built-in collaboration tools
• User-friendly interface for quick task entry

Microsoft Project pricing

Microsoft Project is available as part of the following cloud-based packages:

• Project Plan 1: $10/user/month
• Project Plan 3 : $30/user/month
• Project Plan 5: $55/user/month

Further reading: Microsoft Project Alternatives

15. Microsoft OneNote

Best for: Teams on a budget requiring collaborative note-taking and information organization.

Microsoft OneNote uses Notebooks as the highest level of organization within the platform, with sections and pages for storing notes and tasks.

Key features of Microsoft OneNote

• Built-in OneNote templates for mapping out project lists.
• Task prioritization by adding High, Medium, or Low project tags.
• Handwriting compatibility using Surface or Surface Slim Pen 2 devices allows you to digitize your handwritten meeting notes and transform them into tasks.

What’s missing from Microsoft OneNote?

• Multiple views
• Subtasks and dependencies

Microsoft OneNote pricing

OneNote is available as a limited free version or with a Microsoft 365 subscription:

• Free: $0/month
• Microsoft 365 Business Basic: $6/user/month
• Microsoft 365 Business Standard: $12.50/user/month
• Microsoft 365 Business Premium: $22/user/month

Further reading: OneNote vs. Evernote

16. Adobe Workfront

Best for : Creative teams that need to manage projects, approvals, and digital assets.

Adobe Workfront is a cloud-based collaboration and project management solution that enables teams to track progress, tasks, resources, and budgets in one place.

Key features of Adobe Workfront

• Automated handoffs to simplify reviews and approval of work tasks.
• Real-time dashboards that enable you to gain visibility of your work and address any bottlenecks.
• Scenario planning tools to anticipate how incoming tasks will impact your team.

What’s missing from Adobe Workfront?

• Integration with more third-party tools

Adobe Workfront pricing

Contact Adobe Workfront for an accurate quote on its Select, Ultimate, Prime, and Custom pricing plans.

Further reading: Adobe Workfront Alternatives | Best Project Management Software

Best for : Visual collaboration, brainstorming, and diagramming among remote teams.

Miro is a visual task management tool that you can use as a digitized version of a whiteboard and sticky notes.

Key features of Miro

• 2,000 Miro and community templates offering frameworks like mind maps and service blueprints.
• Integrations with 130+ apps in your existing workflow, including Jira, Zoom, and Google Docs.
• Flowchart maker to plot out the essential tasks in your project processes.

What’s missing from Miro?

• Built-in task time tracking
• Linux desktop version

Miro pricing

• Free: For unlimited team members.
• Starter: From $8/user/month
• Business: From $16/user/month
• Enterprise: Custom pricing for enterprise-grade security and compliance, plus 24/7 support

Further reading: Miro alternatives | Best Project Management Software

Best for: Teams looking for integrated project management and communication.

Hive is a productivity software that enables teams to manage upcoming tasks and collaborate on wider projects.

Key features of Hive

• Six project layouts , including database and summary views.
• Meeting note task assignment enabling you to take action following team discussions.
• External user task assignment if you need to work with guest users like freelancers, clients, or third-party business partners.

What’s missing from Hive?

• Limited number of integrations available
• Limited mobile app functionality compared to the desktop version

Hive pricing

• Free: For up to 10 users
• Starter: From $5/user/month
• Teams: From $12/user/month
• Enterprise: Custom pricing for enhanced security and permissions, custom analytics, etc.

Further reading: Best Project Management Software | Best Workflow Management Software

19. SmartTask

Best for : Businesses seeking an all-in-one platform for task management and CRM.

SmartTask is a work management platform with tools to organize recurring or one-off tasks.

Key features of SmartTask

• Task estimates for individual tasks if you need to budget or allocate resources.
• Video meetings which you can trigger directly from tasks.
• Automatic tasks are generated by sending your email communications directly to SmartTask.

What’s missing from SmartTask?

• More third-party integrations
• Subtasks linked to parent tasks

SmartTask pricing

• Free : For unlimited users
• Premium : From $7.98/user/month
• Business : From $10.98/user/month
• Enterprise : Custom pricing available, including white labeling, SSO, and Enterprise API

Best for : Managing projects, events, and daily tasks across multiple platforms.

Any.do is a simple task management platform accessible from various desktop and mobile devices, including smartwatches.

Key features of Any.do

• Automated WhatsApp notifcations for deadline reminders.
• Smart calendar view that displays all upcoming tasks in one place.
• Task color-coding to categorize your work.

What’s missing from Any.do?

• Advanced resource management
• More views, like Gantt charts

Any.do pricing

• Personal : For individual users
• Premium : From $3/month
• Teams : From $5//month

Further reading: Best To-Do List App

21. ClickUp

Best for: Managing multiple tasks

ClickUp is an all-in-one productivity platform that combines task management, collaboration, and project tracking. It allows teams to organize, prioritize, and manage their work efficiently across various customizable views and hierarchical structures.

Key features of ClickUp

• Bulk action toolbar to edit multiple tasks simultaneously
• Custom fields and task types to tailor the platform to specific workflows
• Mind Maps to visually map out, edit, delete, or reorganize tasks, ideas, and workflows

What’s missing from ClickUp?

• Separate subtask reporting would be a great add-on
• Responsive dashboards that update faster

ClickUp pricing

• Free: For unlimited users
• Unlimited: From $7/user/month
• Business: From $12/user/month
• Enterprise: Custom pricing with white labeling, SSO, and Enterprise API

Further reading: ClickUp pricing | ClickUp alternatives | ClickUp vs. monday.com | ClickUp vs. Jira | ClickUp vs. Asana | ClickUp vs. Trello

22. ActiveCollab

Best for: Small to medium-sized teams seeking a balance of simplicity and functionality

ActiveCollab is a collaborative project management software that enables teams to efficiently manage tasks, communication, and resources while keeping all project-related information centralized and organized.

Key features of ActiveCollab

• Multiple task views, including Kanban boards, Gantt charts, and list views
• Task hierarchy and dependencies enable users to link tasks in a parent-child relationship
• Time tracking and invoicing integration records time spent on tasks and generates accurate invoices

What’s missing from ActiveCollab?

• More advanced features and customization options for larger teams

ActiveCollab pricing

• Plus: From $3.17/user/month
• Pro: From $8/user/month
• Pro+Get Paid: From $11.75/user/month

Further reading: Best Project Management Software

Best for: Teams looking for an AI-powered solution

Height is an autonomous project collaboration tool powered by AI, designed to streamline project management and enhance team productivity.

Key features of Height

• Copilot (AI) automates routine tasks, such as assigning tasks to the right people and lists
• Multiple task views, including Spreadsheet, Kanban, Calendar, and Gantt charts
• Real-time chat functionality within tasks allows team members to communicate and collaborate directly

What’s missing from Height?

Height pricing.

• Free: $0 for everyone
• Team: From $6.99/user/month
• Business: From $11.99/user/month
• Enterprise: Custom pricing with dedicated account manager, SSO, etc.

24. Connecteam

Best for: Non-desk teams like field workers and security guards

Connecteam is a versatile employee management tool designed to streamline communication, scheduling, and task management with non-desk teams.

Key features of Connecteam

• Real-time communication about task-related matters
• Tasks can include detailed descriptions, images, files, and due dates
• Mobile app to manage and track tasks on the go

What’s missing from Connecteam?

• Custom, automated workflows

Connecteam pricing

• The Small Business Plan: Free for up to 10 users
• Basic: From $29/month for the first 30 users, then $0.5/month for each additional user
• Advanced: From $49/month for the first 30 users, then $1.5/month for each additional user
• Expert: From $99/month for the first 30 users, then $3/month for each additional user
• Enterprise: Custom pricing includes a personal account manager, SSO, 2FA and biometric lock, and API access

25. Zoho Projects

Best for: Teams already using Zoho applications

Zoho Projects helps teams plan, track, and collaborate on projects efficiently while providing tools for task management, time tracking, and reporting.

Key features of Zoho Projects

• Multiple task views, including Classic, Plain, Kanban, Dependency, and Gantt
• Time tracking system calculates billable and non-billable hours for projects
• Task reports provide a consolidated view of all open and closed tasks in the selected project

What’s missing from Zoho Projects?

• Extensive third-party integrations

Zoho Projects pricing

• Free: $0 for up to 3 users
• Premium: From $4/user/month
• Enterprise: From $9/user/month

Further reading: Zoho Projects Alternative | Zoho Projects vs. Insightly | Best Project Management Software | Best Project Management Software for Accountants

Best for: Small businesses and individuals

nTask is an all-in-one project management software that enables teams to plan projects, collaborate on tasks, track time, and manage resources efficiently through a user-friendly interface.

Key features of nTask

• Advanced task management with subtasks, task dependencies, and milestones
• Real-time collaboration through task comments, file attachments, and notifications
• Monitor tasks with progress meters, time tracking, and time estimations

What’s missing from nTask?

• More customization options
• Some functionality, like custom fields, is missing from the macOS desktop app

nTask pricing

• Free: $0 for up to 5 users
• Premium: From $3/user/month
• Business: From $8/user/month
• Enterprise: Custom pricing for enterprise-grade security and advanced features

Further reading: Best Issue Tracking Software | Best Resource Management Software

Best for: Remote and distributed teams who need to collaborate and consolidate tasks

Nifty is an all-in-one project management platform that consolidates tasks, communications, and workflows into a single collaborative workspace for teams.

Key features of Nifty

• Multiple task views, including Gantt charts, Kanban boards, lists, swimlanes, and calendars
• Task dependencies and milestones ensure tasks get completed in the correct sequence
• Built-in time tracking to monitor the time spent on tasks and projects

What’s missing from Nifty?

• Lacks the ability to duplicate tasks, which can be a limitation for users who need to create similar tasks repeatedly
• Unable to view the history of a task or tasks, making it difficult to track changes or updates over time

Nifty pricing

• Free: $0 for unlimited users
• Personal: From $7/user/month
• Pro: From $10/user/month
• Enterprise: Contact sales for a fully scaled enterprise solution with a dedicated success manager

Best for: Freelancers and small to medium-sized businesses

Paymo software combines task management, time tracking, and invoicing into a single platform, making it ideal for freelancers and small teams who manage client work.

Key features of Paymo

• Collaborate with your teammates in real-time
• Manage tasks visually with Simple, Table, Kanban Board, Calendar, or Gantt Chart views
• Track the time spent on each task automatically with Paymo Track

What’s missing from Paymo?

• Task dependencies are only available on the Business plan
• Automated custom workflows

Paymo pricing

• Starter: From $5.90/user/month
• Small Office: From $10.90/user/month
• Business: From $16.90/user/month

Further reading: Paymo Alternatives | Best Resource Management Software | Best Project Management Software | Best Time Tracking Software

29. TimeCamp

Best for: Freelancers, solopreneurs, and small business owners

TimeCamp is a flexible time tracking and attendance management tool that integrates with TimeCamp Planner (previously HeySpace) to provide task management, scheduling tools, project organization, progress tracking, and real-time team communication in a single platform.

Key features of TimeCamp

• Flexible task views, including Board, Timeline, List, Calendar, and Workspace
• Automated recurring tasks to streamline workflows and manage routine tasks
• Automated time tracking system to record time spent on tasks and activities

What’s missing from TimeCamp?

• Detailed task dependencies
• Employee scheduling

TimeCamp pricing

• Starter: From $2.99/user/month
• Premium: From $4.99/user/month
• Ultimate: From $7.99/user/month
• Enterprise: From $11.99/user/month

Further reading: Best Time Tracking Software

30. Teamwork

Best for: Client services businesses, such as agencies, consultancies, and professional services firms

Teamwork is a comprehensive project management and collaboration platform designed to help teams plan, track, and deliver client projects profitably while facilitating communication and collaboration among team members.

Key features of Teamwork

• Multiple views to visualize task progress, including list, table, Kanban boards, and Gantt charts
• Workload capacity to check availability and deploy resources
• Integrated time tracking on tasks and projects provides accurate billing and productivity analysis

What’s missing from Teamwork?

• Advanced reporting and resource management
• More third-party integrations and extensive API

Teamwork pricing

• Deliver: From $10.99/user/month
• Grow: From $19.99/user/month
• Scale: From $54.99/user/month
• Enterprise: Custom pricing with premium support and a dedicated customer success manager

Further reading: Teamwork Alternatives | Teamwork vs. Asana | Teamwork vs. Basecamp

31. ProjectManager

Best for: Hybrid teams across various industries, such as IT, construction, and professional services

ProjectManager is an online platform that helps teams manage projects, resources, and tasks with Gantt charts, workflow automation, and dashboards.

Key features of ProjectManager

• Visual task tracking, including personal and team task lists, Gantt charts, and Kanban boards
• Workflow automation to create automated processes for recurring tasks and status updates
• Integrations with over 1,000 business and project management apps

What’s missing from ProjectManager?

• Real-time communication tools, such as chat or video conferencing, within the app itself
• Customization options

ProjectManager pricing

• Team: From $13/user/month
• Business: From $24/user/month
• Enterprise: Custom plan with enterprise-grade security and dedicated customer success manager

32. Google Tasks

Best for: Individuals and teams already using the Google Workspace ecosystem

Google Tasks is a simple task management tool that allows users to create, manage, organize, and sync to-do lists seamlessly across devices, integrating effectively with other Google Workspace tools like Gmail and Google Calendar.

Key features of Google Tasks

• User-friendly interface makes it easy to create, organize, reorder, and categorize tasks
• Create subtasks to break down large tasks into manageable steps
• Integration with Gmail can quickly convert emails into tasks

What’s missing from Google Tasks?

• Priority levels for tasks
• Advanced search capabilities

Google Tasks pricing

Further reading: Best Shared To-do List Apps

How to pick the right task management software

With so many different task management software solutions available, deciding on the right option can be challenging. The best task management software for your organization will depend on your unique requirements and work processes.

Follow these six steps to help you pick the right task management software:

Step 1: Identify your needs

• Determine your current challenges and where you need help.
• Consider factors like team size and specific features required, like Gantt charts and resource management.
• Think about budget, integration needs, training requirements, and scalability.

Step 2: Research your options

• Ask other businesses and your professional network for recommendations.
• Look for reviews and comparisons from reputable sources, like G2 and Capterra.
• Create a long list of potential options.

Step 3: Evaluate the key features

• Review the tasks and features.
• Create a shortlist of software to test.

Step 4: Test the software

• Take advantage of free trials.
• Involve your team in the testing process.
• Mark each software against your criteria.

Step 5: Gather feedback

• Collect input from team members who tested the software.
• Consider factors like ease of use and potential for growth.

Step 6: Make your decision

• Compare your options based on features, cost, and team feedback.
• Consider both current needs and future requirements.
• Consider intangibles like customer support and company reputation.

monday work management: the perfect team task management software

There are all kinds of task management apps, tools, and software at our fingertips to make us more productive than ever before. monday work management stands out from the rest by making team task management easier, while also being adaptable for all functions related to executing tasks, projects, and processes more efficiently. Here’s how it excels:

• You can set up your task management views, including Kanban, Calendar, Gantt chart, and List options:

• You can set automation rules for dynamic assignments, notifications upon task completion, and more:

• You can integrate with 72+ favorite tools, such as Gmail, to make seamless, Agile workflows:

• You can streamline communication with one place for comments, updates, and file sharing:

• You can keep track of tasks and deadlines on the mobile app to focus your efforts and prioritize your time:

• When you use monday work management as a project management software , you can get a ton of insights into the success and profitability of your project tasks with dedicated and customizable dashboards.
• You can build custom workflows with no-code building blocks and choose from over 200 automation recipe options to make your team task planning much more efficient.

Powered by a Work OS , monday work management is an all-in-one platform that can grow and scale along with your business. Its robust features make it the ideal choice for cross team and department collaboration.

What is task management software used for?

Task management software is used to organize teams' workflows and projects by assigning tasks and tracking progress. It enables teams to collaborate more efficiently, reduce their reliance on email, and focus instead on progress tracking and delivery.

What is the simplest way of managing tasks?

Here are some classic steps for team task management, no matter what tool you decide to use:

1. Make a list of your team’s required tasks: Add additional details, such as which are recurring vs. one-off. Use a start and end date as your boundaries. 2. Add task deadlines and timeframes: This is critical information before you assign tasks to your team. Be sure to leave enough time for execution and feedback. 3. Assign task priorities: Different priority levels, such as low, medium, and high, provide a more granular view of what's important for your team. They can also help you refine due dates. 4. Note other relevant task information: You might include task dependencies, important files, or related client information. 5. Assign each task to a team member: Review each team member’s workload to ensure no one has too much on their plate. 6. Track your team’s progress: Check in with your team regularly to see if you need to make any adjustments.

With monday work management, you can manage and automate many of these steps.

What are the 4 types of tasks?

To determine which tasks are a priority, some teams use the Eisenhower Matrix, which divides tasks into those that are:

1. Urgent and important, for example, if a deadline for a critical project is due today 2. Not urgent but important, for example, arranging a long-term planning and strategy development session 3. Urgent but not important, for example, attending a team social meeting in your calendar 4. Not urgent and not important, for example, browsing your social media feed.

What is the best task management software?

The best task management software will depend on your specific needs, team size, workflow preferences, and budget. With so many tools to choose from, it's best to try out a few free trial options to see which best fits your team's needs. If you're looking for a customizable platform that you can adapt to your needs, then we recommend monday work management.

Does task management software make me more productive?

Task management software can significantly enhance productivity for individuals and teams by providing structure, improving collaboration, and offering tools that help you stay organized and focused on your goals. 

• All Categories
• Task Management Software

25 Best Task Management Software in 2023

In this post

1. Smartsheet

2. monday.com, 6. airtable, 8. microsoft planner, 9. microsoft to do, 10. rocketlane, 12. ganttpro, 13. meistertask, 14. guidecx, 15. vendasta, 16. todoist, 18. basecamp, 20. toodledo, 21. time clock wizard, 22. task tracker, 23. projectmanager, 24. profit.co, 25. worksection, learn more about task management and task management software.

• Task management software FAQs

Checking tasks off from your to-do lists is a special feeling.

The importance of task management goes far beyond tracking personal projects. For businesses, tracking pending and completed tasks along with their timeline and progress leads to better outcomes. Technology such as task management software equips teams with time efficiency, problem-solving, and value-added collaboration skills.

G2 research analysis:

"Task management is becoming an essential part of the software stack of companies of all sizes and industries. This type of software is prevalent because of its low cost and ease of use. However, at the same time, buyers should be aware that task management doesn’t usually offer enough functionality for project management. Therefore, buyers should consider their present and future needs when evaluating tasks and project management software to choose the best solution."

– Gabriel Gheorghiu , Research Principal, G2

The best task management software simplifies tasks by reducing the risk of losing sensitive information and missing important deadlines. Task management solutions also increase productivity by keeping teams on their toes to maintain task prioritization.

Best task management software at a glance

• Best for small businesses:  monday.com
• Best for mid-market businesses:  Smartsheet
• Best for enterprise businesses:  Smartsheet
• Best by G2 user satisfaction: monday.com
• Best by ease of use:  GanttPRO
• Best for budget: Trello

* These software solutions are ranked using an algorithm that calculates customer satisfaction and market presence based on reviews from our user community. For more information, please check out our G2 Research Scoring Methodology . Some user reviews may have been edited for clarity.

All businesses, regardless of size, invest in task management tools to visualize ongoing tasks and workflows and improve work performance. The right technology benefits organizations looking to make data-driven decisions to better understand task outcomes.

Best task management software solutions of 2023

• Microsoft Planner
• MeisterTask
• Time Clock Wizard
• Task Tracker
• ProjectManager
• Worksection

*Above are the top 25 leading task management software solutions from G2’s Fall 2023 Grid® Report.

Picking the right task management platform is a critical business decision. This list will give you all the information you need to purchase your software.

of people experience weekly stress due to increasing task loads and lack of time.

Source: Reclaim.ai

Smartsheet is a cloud-based platform for work management that empowers organizations and teams to plan, execute, and report on work at scale. It enables more efficient processes, innovative solutions, and better business outcomes.

Smartsheet at a glance:

Free plan: Not available Free trial: 30-day free trial Price : Starting at $7/month/user G2 awards: Leader, Fall 2023 Highest-rated features : Due dates, creation and assignment, to-do lists Top industries represented: IT & Services, construction, hospital & health care Market segments : Rated #1 for enterprise and mid-market Try Smartsheet

Smartsheet features

Smartsheet offers a variety of features for task management and project management.

• Content collaboration and detailed feedback options via pinned annotations, conversations, and individual approvals.
• Dashboards and widgets to identify trends and display live data, charts, and key metrics to adapt to changing conditions.
• Forms to easily collect and act on error-free and consistent data from stakeholders. Users can quickly access created forms by embedding them on dashboards and websites via unique links.

Smartsheet pros and cons

Smartsheet has many collaboration tools that align teams through intelligent workflows to drive productivity and resource management. Here are the platform’s pros and cons to help you make your decision:

Smartsheet pros

• Rapid generation of new timelines
• Easy to build new projects and configure different fields
• Different access and permission levels for file sharing

What users like best:

“Smartsheet allows for dynamic work in all kinds of work environments. It allows you to fill in all the details you could possibly need to track in your project task list. If a collaborator misses a deadline, I can quickly see how that will affect my overall project timeline and then either accelerate other tasks to maintain the critical path timeline or give an appropriate new deadline that will still keep us on track.” - Smartsheet Review , Kate H.

Smartsheet cons

• Difficult to understand advanced tools
• Hard to manage notifications
• Limited search and edit capabilities for formulas

What users dislike:

"Being new to Smartsheet, it was difficult to figure out how to modify templates or other sheets so they could be used for a new project. Some of the webinars helped but weren't quite as helpful as I would have hoped.”

- Smartsheet Review , Jonathan P.

Smartsheet pricing

Smartsheet doesn’t offer any free plans, however, all paid plans have a 30-day free trial.

Smartsheet paid plans

Smartsheet offers three paid plans.

• Pro starts at $7/month and has a limit of up to 25 users.
• Business starts at $25/month. Get in touch with the support team for more information.
• Enterprise pricing information can be discussed by contacting the support team.

Want to learn more about Task Management Software? Explore Task Management products.

monday.com is an open platform where users can create and shape the tools they need to run everyday tasks. The software boosts team alignment, efficiency, and productivity by customizing business workflows.

monday.com at a glance:

Core functionality: Project management

Free plan: Available

Free trial: 14-day free trial

Price : Starting at $8/month

G2 awards: Leader, Fall 2023

Highest-rated features : Creation & assignment, due dates, task prioritization

Top industries represented: Marketing & advertising, IT & services, and computer software

Market segments : Rated #2 for mid-market, enterprises, and #1 for small businesses

Try monday.com

monday.com features

monday.com helps plan, manage, and collaborate on projects and portfolios from start to finish.

• Integrations with essential business tools like Outlook, Microsoft Teams, Slack, or Dropbox, to track campaigns, plan iterations, and manage client projects
• Gantt charts to keep track of milestones, import data from Excel, and improve team coordination
• Digital asset management and files to collaborate in a unified space to speed up edits and approvals and control who gets project access

monday.com pros and cons

monday.com brings teams together to drive business impact, collaborate effectively, and stay in the loop with easy-to-use automation and real-time notifications. Explore some pros and cons:

monday.com pros

• Simple user interface (UI) and user experience (UX)
• Efficient dashboard
• System creation and automation with API integration

“I like monday since it is easy to use and well designed, but at the same time, there are bars, colors, etc. that are useful for data visualization. You can customize everything, and the best thing about monday.com is that it's easy and flexible.”

- monday.com Review , Jacqueline G.

monday.com cons

• Tables behave strangely and are prone to bugs
• Difficult to choose dates
• No provisions for internal forms with chat functionalities

“Some of the functions are a little above my comprehension, and it will take some time to utilize them fully. Fortunately, I can locate a tutorial to assist me, but it still takes time to figure it out to the extent I would like. I wish the support response time were faster as I occasionally have problems that disrupt our team's workflow and will not be remedied for a few days. It would be easier to solve difficulties if there was a live chat option.”

- monday.com Review , Keller C.

monday.com pricing

monday.com has free and paid plans to enable team connections and eliminate grunt work.

monday.com free plan

The individual project plan helps individuals visualize and keep track of their tasks. It allows up to two team members, 1,000 tasks, and the ability to brainstorm initiatives and plans.

monday.com paid plans

monday.com offers four paid plans with a 14-day free trial.

• Basic starts at $9/month/user with unlimited tasks and projects, centralized project communication, and Kanban view.
• Standard starts at $12/month/user to strategize and collaborate on projects with all stakeholders.
• Pro starts at $20/month/user and optimizes project progress with advanced features.
• Enterprise to scale and manage projects - pricing information can be found by contacting the sales team.

ClickUp is a fully customizable productivity application built for teams of all sizes and industries. More than just task management, it’s a must-have for teams that want to streamline activities ranging from design to development in one place.

ClickUp at a glance:

Core functionality: Project Management

Free trial: Not available

Price : Starting at $5/month

Highest-rated features : Creation and assignment, due dates, to-do lists

Top industries represented: Marketing & advertising, computer software, and IT and services

Market segments : Rated #2 for small businesses and #3 for mid-market

Try ClickUp

ClickUp features

ClickUp is marketed as one app that replaces all apps and reduces the need to switch between multiple solutions.

• Everything view makes it easy to find tasks across all organization levels for task filtering, sorting, and saving.
• Nested subtasks and checklists simplify complex projects. Checklists can be used to track regular to-do lists and multi-step workflows.
• Task customization with apps such as Automations and Sprint Points personalizes the task management process.

ClickUp pros and cons

ClickUp helps save time and effort with its task tracking and custom field functionalities. Check out these pros and cons:

ClickUp pros

• Creation of sub-tasks
• Storehouse of necessary task-related information 
• Multiple opportunities for workflow development

“The best part about ClickUp is its versatility. It helps me organize my work, side business, and personal life. The calendar integrations are phenomenal and help sync all my work. I love that – for the most part – I don't need to use any other application.”

- ClickUp Review , Kevin T.

ClickUp cons

• Possibility of bugs and regressions
• Live chat doesn’t work as a conventional conversation tool
• Prone to lags and glitches

“For people that aren't tech-savvy, the software might be intimidating. I haven't figured out how to use some of the tools, but I am still able to use them for where I am at and will "grow into" the other functionalities with time. If you have the money to invest, you could hire someone to set everything up for you too.”

- ClickUp Review , Amanda P.

ClickUp pricing

ClickUp offers both free and paid plans depending on business needs. Check out some of the plan options.

ClickUp free plan

The free plan is best suited for personal use. It has capabilities such as unlimited tasks, real-time chat, whiteboards, kanban boards, and sprint management, to name a few.

ClickUp paid plans

ClickUp offers three paid plans. 

• Unlimited starts at $5/month and works best for small teams.
• Business plan starts at $12/month.
• Business Plus has a starting price of $19/month.
• Enterprise information can be found by contacting ClickUp’s sales team.

Asana helps teams move faster and accomplish more work with less effort. Its platform uses scalability and reliability to manage daily tasks and strategic business initiatives.

Asana at a glance:

Free plan: Available Free trial: 30-day free trial Price : Starting at $10.99/month G2 awards: Leader, Fall 2023 Highest-rated features : Creation & assignment, due dates, to-do lists Top industries represented: Marketing & advertising, computer software, IT and services Market segments : Rated #3 for enterprise Try Asana

Asana features

Asana strives to make projects successful by mapping out each step and organizing project details in one place for a streamlined work management experience.

• Boards to visualize where work stands, identify next steps, and take action quickly to stay on track
• Timeline to hit deadlines and create plans to show how different project pieces fit together
• Universal reporting for real-time insights into the state of the team’s work and gauging progress across different projects

Asana pros and cons

Asana helps ensure teams have everything they need to stay in sync, hit deadlines, and reach their goals. Here are some pros and cons:

• Checklists and task cards for project visualization
• Cross-functional across different teams and devices
• Workflow automation and real-time reporting

“The ease of creating and collaborating on team projects and individual tasks is fantastic and being able to set date ranges for the due dates helps with giving the member a heads up before completion deadlines.” - Asana Review , Lee R.

• Inability to assign a single task to two users
• Not ideal for complex projects
• Can be a difficult learning curve

“There are a few features I wish were included in Asana. For one, it would be nice to attach emails to a task. The current Outlook plug-in lets you create a task from an email, but you cannot attach email threads to an existing task. I've also noticed that priority information is not conveyed in subtasks or the "My Tasks" dashboard on the board view. These are little things, but it would be great to have them.”

- Asana Review , Brandon R.

Asana pricing

Asana has various free and paid plans to manage product launches, marketing campaigns, and company objectives.

Asana free plan

The basic plan is great for individuals or teams just starting with project management. The solution’s free plan offers three project views, security essentials, and community support.

Asana paid plans

Asana offers two paid plans with a 30-day free trial.

• Premium starts at $10.99/month and is best suited for teams that need to create project plans.
• Business starts at $24.99/month for teams and companies that need to manage work across initiatives.

Trello is a visual collaboration tool that creates a shared team perspective for projects to manage workload, progress tracking, and major business goals.

Trello at a glance:

Highest-rated features : Drag & drop, creation & assignment, to-do lists

Top industries represented: Computer software, IT and services, marketing and advertising

Trello features

Trello ensures that project assignments, tasks, and daily to-dos don’t get lost. Project building remains a transparent and productive activity.

• Templates for categories such as design, education, marketing, and remote work to g ive your team a blueprint for success .
• Power-Ups and integrations for calendars, voting, and repeating cards to power up teams by linking their favorite tools with Trello plugins.
• Views such as Board, TImeline, Table, Dashboard, and Map provide project visualization from every angle.

Trello pros and cons

Trello customizes work for all teams and gives power back to the users by managing projects, workflows, and tracking tasks. Here are some pros and cons:

Trello pros

• Easy task organization and timeline notifications
• Board creation and task cards to track progress
• Built-in automation for emails and weekly task summaries

“I am fascinated by this application as it helps me manage my online projects in conjunction with other members of the company from different places, using boards, lists, and cards in a simple way. It is also helpful to identify and distribute tasks in the form of columns to add connections, files, notes, and alerts.”

- Trello Review , Anthony R.

Trello cons

• Task management can become cluttered
• Difficult to track sub-tasks
• No offline access to data
• Limited amount of storage

“I dislike the fact that when I upload a document such as a PDF, Word, or PPT, Trello does not enable me to modify the file directly in the task. This requires me to download the uploaded file, open it, and update it, then save and reload the new version. I believe their premium edition contains some clever automation, but they might need to work on making it more functional.”

- Trello Review , Benjamin R.

Trello pricing

Trello offers both free and paid plans depending on business requirements.

Trello free plan

The free plan is for individuals and teams looking to organize all their project work. Capabilities include unlimited cards, up to 10 boards per workspace, and power-ups for every board.

Trello paid plans

Trello offers three paid plans with a 14-day free trial.

• Standard starts at $5/month/user for teams that need to manage more work and scale collaboration.
• Premium starts at $10/month/per user and is best for teams up to 100 that need to track multiple projects.
• Enterprise starts at $17.50/month/user (estimated cost for 25 users) for organizations that need to connect work across teams with more security and controls.

Airtable is a software platform that allows teams to build the solutions they need to be innovative and agile. It helps users adapt their software for market changes and puts the power of a flexible database into the creators’ hands.

Airtable at a glance:

Price : Starting at $10/month

Highest-rated features : Task prioritization, creation and assignment, to-do lists

Top industries represented: Marketing and advertising, non-profit organization management, and computer software

Try Airtable

Airtable features

Airtable helps accelerate work and unlock potential with powerful apps that connect teams through data and workflows.

• Sync aligns teams around a single source of truth with real-time data.
• Interface designer builds visual and interactive interfaces that give every teammate the information they need with actionable next steps.
• Reporting creates dashboards of charts, graphs, and top-line metrics to suit the team's reporting use cases.

Airtable pros and cons

Airtable enables teams to solve a broad set of project management problems without the need for massive IT spending and resources. See whether this platform is right for you:

Airtable pros

• Visually appealing user interface
• Customizable content calendars
• Modifiable databases

“Airtable covers all the bases when it comes to critical projects and task management. The collaboration components' grid layout makes setting up and evaluating work material more natural for our users. One of my favorite aspects of utilizing Airtable as an asset management tool is the ability to create collections to share with colleagues based on tags or categories.”

- Airtable Review , Noemi B.

Airtable cons

• Not enough integrations and too many complex features
• Notifications cannot be set for a long period of time
• Confusing mobile app

“While they offer a lot of functionality, it's simple to make a mistake and get overlaid, which may make it tough to work as a team and execute things right. More integrations, particularly with Microsoft, would be ideal.

My organization uses SharePoint Online and an intranet, and configuring the circular forms to coordinate data between the two software systems is a sore point. It would also be fantastic to give an easy solution to the paging API's problem of only exporting the first 100 entries to the destination.”

- Airtable Review , Marina J.

Airtable pricing

Airtable offers both free and paid plans for different team needs.

Airtable free plan

The free plan is great for individuals and teams who want to get acquainted with the solution. It hosts up to five creators and an unlimited number of bases.

Airtable paid plans

Airtable offers three paid plans with a 14-day free trial.

• Plus starts at $10 /month/seat for teams looking to create a single source to manage workflows and processes.
• Pro starts at $20/month/seat and works well for teams and companies who require more extensions and data visualization options.
• Enterprise is for organizations that have advanced customization, scale, security, control, and support needs – pricing information can be found by contacting the sales team.

Wrike is a work management software that helps plan, manage, and complete projects at scale. It is a digital workplace that unifies all discrete systems and applications.

Wrike at a glance:

Core functionality: Project Collaboration

Price : Starting at $9.80/month

Top industries represented: Marketing and advertising, computer software, IT and services

Wrike features

Wrike increases team productivity and efficiency at every level so tasks and projects deliver desired results.

• Customizable tools like dashboards, workflows, and request forms to equip teams
• 360-degree visibility to eliminate silos across departments and make quick decisions
• Collaboration for files, tasks, and reports with visual proofing and an automated feedback approval system

Wrike pros and cons

Wrike improves employee productivity by automating routine tasks, streamlining effort, and delivering valuable insights. Read our list of the tool's pros and cons:

• Customizable task lists
• Multiple report views
• Centralized information and quick sharing

“I love how many tools and views are available so that every team member and manager can customize their workspace to fit their needs. It manages to be extraordinarily powerful while keeping a friendly interface so that even the most tech-averse people can get comfortable with it.

We run everything from the tiniest projects to the biggest company-wide initiatives in Wrike, and putting everything in one system allows for transparency across all the departments.”

- Wrike Review , Karen B.

• Hard to understand task navigation
• Dashboards require refreshing
• Lack of task auto-population

“I wish it was easier to navigate back and forth from projects to tasks. Our studio team members rely on a task-level view, while our other stakeholders rely on a project-level view. Additionally, it would be helpful if assignees could assign effort to individual days, rather than it being evenly allocated over task duration. An in-app chat function would be nice as well!”

- Wrike Review , Emily J.

Wrike pricing

Wrike provides users with options for free and paid plans with a variety of features.

Wrike free plan

The free plan is for teams that are just getting started on task management. Users have access to interactive board and spreadsheet views and can add internal and external stakeholders.

Wrike paid plans

Wrike offers three paid plans with a 14-day free trial.

• Professional starts at $9.80/month/user for fast-growing teams who need to plan and collaborate on projects.
• Business starts at $24.80/month/user and is suited for all departments across a company.
• Enterprise is for large teams looking for enterprise-grade scalability and security – pricing information can be found by contacting customer support.

Microsoft Planner is a collaborative task management solution for teams with an intuitive and visual user experience.

Microsoft Planner at a glance:

Free plan: Available with 365

Free trial: 30-day free trial

Price : Starting at $6/month

Highest-rated features : Drag and drop, to-do lists, creation and assignment

Top industries represented: IT & services, computer software, education management

Try Microsoft Planner

Microsoft Planner features

Microsoft Planner makes it easy for teams to create new plans, organize and assign tasks, share files, chat, and get updates on progress.

• Microsoft cloud collaboration simplifies sync with the entire 365 suite
• Kanban boards have features including files, checklists, and labels
• Status insights automatically turn task status into pie and bar charts

Microsoft Planner pros and cons

Microsoft Planner empowers teams to manage tasks better and get work done. Read some pros and cons from real users:

Microsoft Planner pros

• Task buckets
• User-friendly with high device compatibility
• Microsoft 365 integration

“Planner is great for sharing tasks between team members. You can create so-called "Buckets" and put them in topic-related task cards. Then appoint the card to a team member(s), appoint bullet points of activities, and set due dates. It is a helpful tool for planning regular, repeating activities that need to be shared with others.

Planner can also present due dates on a calendar, and you can get insights on the performance of tasks. It also sends notifications to Outlook for outstanding items and due deadlines.”

- Microsoft Planner Review , Igor K.

Microsoft Planner cons

• No application for Windows
• No integration with Teams
• Not suitable for detailed project planning

“Not being able to create automated tasks periodically has been a bit frustrating. Power Automate is not an option for me, so I wish it was native to Planner. Notifications have been very inconsistent.

Another issue is that it only lets me add documents in my Team's documents folder – other SharePoint folders are not available.”

- Microsoft Planner Review , Alejandra P.

Microsoft Planner pricing

Microsoft Planner is available for free with the Microsoft 365 apps and is part of the paid plans for the 365 suite.

Microsoft Planner paid business plan

There are four plans to choose from:

• Business basic starts at $6/month/user
• Apps for business starts at $8.25/month/user with premium features
• Business standard starts at $12.50/month/user
• Business premium starts at $22/month/user

Microsoft Planner paid enterprise plan

There are three plans to choose from:

• Microsoft 365 E3 starts at $36 per user/month - more information can be acquired by contacting the sales team
• Microsoft 365 E5 starts at $57/month/user
• Microsoft 365 F3 starts at $8/month/user and is for the frontline workforce

More information about these three plans can be acquired by contacting the sales team.

Microsoft To Do is a part of the Microsoft 365 subscription services. It makes task management easier by breaking them down into simple steps to keep users on track.

Microsoft To Do at a glance:

Free trial: Not applicable

Price : Free with Microsoft 365

Highest-rated features : To-do lists, task prioritization, creation and assignment

Top industries represented: IT & services, computer software, financial services

Try Microsoft To Do

Microsoft To Do features

Microsoft To Do sets users up for success with intelligent and personalized suggestions to update daily and weekly to-do lists.

• Daily planner makes it easy to stay on track with tasks on desktop and mobile.
• List sharing maintains connections with friends, family, and colleagues.
• Outlook Tasks integration makes task management easier and streamlined.

Microsoft To Do pros and cons

Microsoft To Do is a cross-platform task management tool enabling users to access their to-do lists from anywhere in the world. Some pros and cons of the platforms are:

Microsoft To Do pros

• Cross-platform application
• Simple and focused themes
• Email synchronization

“My favorite feature about Microsoft To Do is that you can set automatic reminders. For example, you could write a task as 'Send an email at 1 pm. The app automatically sets a reminder for 1 pm to remind you to write the email. How awesome is that? This has improved my productivity by a great deal and made using the application more fun.

The tool is my ultimate productivity hack, and the feeling of checking off tasks from your to-do list is very motivating.”

- Microsoft To Do Review , Junius K.

Microsoft To Do cons

• Cannot set start dates for tasks
• Logins prone to glitches
• Uncustomizable widget

“As a day planner, it has all the features and is fast and lightweight. However, there is no functionality to set a start date for tasks and track their performance. Still, it can be solved if you write the small milestones of your projects as a task and associate a due date to it. Secondly, there's no inbuilt calendar integration, so you have to add the date manually.”

- Microsoft To Do Review , Ashwin A.

Microsoft To Do pricing

Microsoft To Do is completely free to use and is available across iPhone, Android, Windows, and the web with the 365 package.

Rocketlane is a customer onboarding platform with task management capabilities. The software simplifies work collaboration and communication with customers for projects in real-time and async.

Rocketlane at a glance:

Core functionality: Client onboarding

Free plan: Not available

Free trial: 14-day trial

Price : Starting at $19/month

Highest-rated features : Due dates, To-do lists, creation and assignment

Top industries represented: Computer software, IT & services, and marketing & advertising

Try Rocketlane

Rocketlane features

Rocketlane provides on-demand visibility into onboarding projects and enables effective internal customer collaboration.

• Contextual conversations to derive context from tasks, documents, and updates
• Document embeds with favorite services to expand workspaces
• Automated nudges for email reminders to customers when tasks are due.

Rocketlane pros and cons

Rocketlane provides users with total control of what customers get to see within the context of projects while keeping everyone on the same page. Here are some pros and cons of the tool:

Rocketlane pros

• Intuitive UI
• Timesheets for resource planning
• Multiple task views

“I appreciate how intuitive it is and how it helps me to be proactive. I now know what tasks and projects I need to prioritize when I start my day. Many mundane tasks, such as status updates and follow-ups can be automated using Rocketlane.

The customer satisfaction score (CSAT) feature is the icing on the cake; it has helped me in understanding the customer's pulse at critical junctures in the onboarding journey.”

- Rocketlane Review , Aiswarya N.

Rocketlane cons

• Not many integrations
• Lack of additional report features
• Prone to glitches

“I wish there was a time clock-like time tracking option, where team members could start and stop time tracking within the application. This would help us get more accurate time tracking. I also wish there was more customization in customer-facing emails.”

- Rocketlane Review , Allison R.

Rocketlane pricing

Rocketlane offers three paid plans for different user groups.

Rocketlane paid plans

The platform offers three paid plans.

• Professional starts at $19/month/team member and offers unlimited customers and projects with templates and task views.
• Premium starts at $49/month/team member with features such as task custom fields, project custom fields, and custom statuses.
• Enterprise is for large organizations looking to serve specific purposes in project delivery. Pricing details can be found by requesting a custom quote.

Podio is a flexible, custom collaboration platform that makes it easier for teams to simplify work, improve productivity, and automate document workflows from a single place. The platform lets you reduce manual work by streamlining and automating business and document processes.

Podio at a glance:

Core functionality: Project management Free plan: Available Free trial: Not available Price : Starting at $11.20/month G2 awards: Leader, Fall 2023 Highest-rated features : Dependencies, to-do lists, and task prioritization Top industries represented: Real estate, computer software, and IT and services

Podio features

Podio offers the following features to make collaboration easier.

• Progress update lets you visualize task progress with simple tables and dynamic car boards.
• Open-plan online office  makes it easier for teams to share updates and recognize peers.
• File sharing  enables teammates to share files for context-setting. 
• Mobile app  eases for you to manage work on the go.

Podio pros and cons

Not sure if Podio is the right fit for your team? Check out the pros and cons below.

• Affordable subscription plans
• Available on iOS and Android
• Clean and simple interface

"When I compared Podio to the other platforms, I found that the subscription plans are comparatively affordable and one can take advantage of the free trial. I can access the platform from anywhere due to it being cloud-based. and it is built for both IOS and Android. The interface is also clean & simple, any beginner will be able to use it without any hesitation."

- Podio Review , Divyansh M.

• Lacks dashboard customization capabilities
• Less reliability during outage

"My biggest frustration with Podio is its reliability. It likely has an uptime of over 99%, but when it goes down, automations are impacted, and there is a good chance that business processes will be affected and need to be done manually during the outage."

- Podio Review , Joshua R.

Podio pricing

Podio offers a free plan and two paid plans.

Podio free plan

The free plan is for up to a team of five employees. It features task management capabilities along with apps and workspaces. 

Podio paid plans

Below are the two paid plans that Podio offers.

• PLUS:  It costs $11.20 per month. It offers unlimited client users, automated workflows, and light user role in addition to everything you get in the free plan.
• PREMIUM: This plan costs $19.20 per month. It features advanced workflow automation, cloud phone system and power dialer, interactive sales dashboards, and visual workflows. 

GanttPRO is an online Gantt chart software that project managers use to plan and manage project tasks. It also features project scheduling, resource management, and project cost estimation capabilities. 

GanttPRO at a glance:

Free plan: Not a vailable

Price : Starting at $7.99/month

G2 awards: High Performer , Fall 2023

Highest-rated features : To-do lists, task prioritization, and recurring tasks

Top industries represented: Higher education, computer software, and IT and services

Try GanttPRO

GanttPRO features

GanttPRO makes project task management easy with the following features.

• Plan views  let you build visually appealing charts and views for tracking project tasks.
• Task management  helps you assign tasks, filter details, change priorities, and apply cascade sorting.
• Project management  enables you to check project health, statuses, and build project calendar.
• Time management  tracks time spent on tasks, tracks task deadlines, and create time log reports.

GanttPRO pros and cons

Read the pros and cons from real users below to see if GanttPRO is the right tool for your team.

GanttPRO pros

• Easy gantt chart creation
• Excellent customization options
• Intuitive interface

"GanttPRO has a really great skilled and professional based platform that has helped me perform various complex tasks such as manage various projects with spreadsheets and more. My team could easily integrate this platform with other project management tools and use it to the optimum level for achieving milestones together. It also helped in great resource management and alignment as well."

- GanttPRO Review , Vaiibhav T.

GanttPRO cons

• Lacks layout flexibility
• Doesn't use usual commands

"There could be addition of some more features which would put it in comparison with other platforms. These features are colour schemes and layout flexibility. The dragging feature of the platform for various projects is really complicated as well as buggy to use at times. So the moving of a single task to convert it to a main one needs to be better. There were times when I was not able to attach files to a particular task which could give me more detailed description of the task requirements and outcomes."

- GanttPRO Review , Jasmine M.

GanttPRO pricing

GanttPRO offers four paid plans.

• Basic:  This plan costs $7.99 per user per month. It features Gantt and board view, auto scheduling, project calendar, and virtual resources. 
• PRO:  This plan costs $12.99 per user per month. It offers advanced planning tools like custom project templates, overdue task view, custom fields, and bulk change capability. 
• Business:  This plan costs $19.99 per user per month. It provides features like workload management, time tracking, Jira Cloud integration, and reports. 
• Enterprise:  This plan is for teams looking for advanced control and security features. Pricing is available on request. 

MeisterTask , a web-based task and project management software, is designed for teams with agile workflows. It’s suitable for all steps included in a project, from ideation to documentation.

MeisterTask at a glance:

Free trial: Available

Price : Starting at $4.19/month

G2 awards: High Performer, Fall 2023

Highest-rated features : Creation & assignment, drag & drop, to-do lists

Top industries represented: Marketing & advertising, computer software, IT and services

Try MeisterTask

MeisterTask features

MeisterTask brings teams together to secure task management and goal alignment. The tool helps users manage tasks in a customizable environment that adapts to their needs.

• Assignee and watcher roles to maintain accountability and keep team members in the loop for easy coordination
• Custom fields that improve task descriptions to provide detailed task-specific information
• Task relationships to enable linking tasks under different categories

MeisterTask pros and cons

MeisterTask streamlines project work through customizable kanban boards and automation to speed up manual work. Here are some pros and cons of the tool:

MeisterTask pros

• Kanban-type interface
• Fully customizable panel

“It allows for activity management, assignment, and monitoring to improve the overall work environment. I find its capabilities like folders, subgroups, and tasks very helpful. The platform also has an excellent toolset of sticky notes and diaries. The capacity to synchronize emails and jobs is actually great, particularly if nearly all of your project information comes from email.”

- MeisterTask Review , Marie B.

MeisterTask cons

• Slow mobile response
• Lack of workflow calendar
• Prone to bugs

“The notification system that MeisterTask offers for mobile devices is a bit slow to send notifications at the right time. Several times, I have missed seeing new task assignments due to late notification delivery. I think that MeisterTask should improve the notification system to provide real-time updates.”

- MeisterTask Review , Marilla R.

MeisterTask pricing

MeisterTask offers both free and paid plans as part of their pricing options.

MeisterTask free plan

The basic plan has core task management features and up to 3 projects. It’s best suited for single users.

MeisterTask paid plans

MeisterTask offers three paid plans with free trials.

• Pro starts at $4.19/month/user and focuses on teams' simple, collaborative task management.
• Business starts at $10.39/month/user and offers extended collaboration features for larger teams.
• Enterprise is for large companies with specific requirements – pricing information can be found by requesting a custom quote.

GuideCX is a client onboarding and project management platform. It keeps clients at the center of every business project to deliver outcomes faster.

GuideCX at a glance:

Price : Request custom quote

Highest-rated features : Creation and assignment, to-do lists, due dates

Top industries represented: Computer software, IT and services, financial services

Try GuideCX

GuideCX features

GuideCX accelerates outputs at every step of the customer onboarding journey to help them stay on track with task automation.

• Client interaction to help clients access their projects through web portals, emails, and mobile apps
• Dependency logic to create automated dependencies between tasks and milestones
• Group task tracking to assign and track single tasks to multiple people

GuideCX pros and cons

GuideCX creates an engaging and fast onboarding experience for customers while integrating essential task management capabilities. Explore the pros and cons of the software:

GuideCX pros

• Provides project clarity
• Helpful customer support
• Templates for project planning

“I found it very effective that customers can have their own updates and notifications at every stage of the onboarding process. It’s a win-win situation for the customers and project managers to see the incomplete next steps on both parts.

It also helps customers to discover our project management plan so that they are more cooperative in providing us with the proper paperwork and specific details.”

- GuideCX Review , Julia S.

GuideCX cons

• No “project view” for tasks
• Prone to lags
• Difficult to navigate notifications

“There are some opportunities to make the tool easier to update – I wish there were ways to assign tasks to multiple stakeholders, or mass assign to different people. A few thoughts, but overall easy to use. It can get visually overwhelming sometimes. I think it would be helpful to hide columns. I wish the "timeline" view was easier to understand and navigate and the tool had an easier integration with Salesforce.”

- GuideCX Review , Natalie B.

GuideCX pricing

GuideCX offers three paid plans, each with standard support and four users. Pricing information for the plans can be requested through custom quotes.

GuideCX paid plans

• Professional offers unlimited contributors, whitelisted emails, and up to 50 GB of attachment storage.
• Premium has features such as time tracking, custom merge tags, and up to 500 GB of attachment storage.
• Enterprise comes with single-sign-on capabilities, task-level resource management, and up to 1 TB of attachment storage.

Vendasta is a customer relationship management (CRM) and end-to-end e-commerce platform with task management capabilities. The solution serves as a place for companies to sell to local businesses with ease.

Vendasta at a glance:

Core functionality: CRM

Price : Starting at $119/month

Highest-rated features : Mass updates, recurring tasks, and due dates

Top industries represented: Marketing & Advertising, management consulting, IT and services

Try Vendasta

Vendasta features

Vendasta consolidates tech stacks, client acquisitions, and bills and fulfills projects within a single platform.

• Task manager for project transparency across teams
• Workflow automation to eliminate repetition with auto-populated tasks and reports
• Task assignments to manage internal and external stakeholders and stay on track

Vendasta pros and cons

Vendasta helps increase productivity and enhance collaboration while maintaining transparency in work and project tracking. Peruse some pros and cons to help make a software purchase decision:

Vendasta pros

• Variety of tools for client interactions
• Makes white labeling easy
• Comprehensive project reporting

“The tools in Vendasta are awesome. There is a tool for everything I need and all in one place. The support of the team and guidance when needed has been A+. ”

- Vendasta Review , Jennifer F.

Vendasta cons

• Difficult to keep up with new solutions
• No integrations with marketing software tools
• Steep learning curve

“A few touch points I would request would be a more thorough support team as some representatives aren't always as helpful or knowledgeable. Others in the sales departments are pushing products, but they cannot assist with implementation after the sale.

Even customer service availability is very limited when you are on a contract or long-term product cycle due to them not working during regular business hours and being based in different time zones.”

- Vendasta Review , Kinyua M.

Vendasta pricing

Vendasta offers three paid plans for businesses along with a custom plan for enterprises.

Vendasta paid plans

The software offers paid plans for all its services such as platform, marketplace, and vendor. For the sake of the context of its task management capabilities, only the platform packages have been considered.

• Individual starts at $10 /month/document creator and allows for unlimited editors and viewers with 30-day version history.
• Team starts at $30/month/document creator and is perfect for more power collaborations. The plan includes unlimited version history private doc folders.
• Enterprise is recommended for teams looking for document control, security, and support. It includes single sign-on options, and more information can be found by requesting custom quotes.

Todoist is a to-do list and task manager designed to organize your life and work. It streamlines team tasks, files, and discussions to plan projects and track progress.

Todoist at a glance:

Price : Starting at $4/month

Highest-rated features : To-do lists, creation and assignment, task prioritization

Top industries represented: IT and services, computer software, marketing and advertising

Try Todoist

Todoist features

Todoist users develop effortless team management and collaboration. The solution's powerful capabilities get companies to achieve more every day.

• Quick add allows for easy task capture and organization
• Priority levels highlight the day’s most important tasks for better focus
• Productivity visualizations by weeks and months are provided to help meet goals

Todoist pros and cons

Todoist ensures task organization and accountability to further team progress on important goals, create custom workflows, and visualize trends. Some pros and cons of the software are:

Todoist pros

• Intuitive user interface
• Integration with Google Calendar
• Personal and professional task separation

“The best part about Todoist is the near real-time sync across devices since I often need to switch between devices very fast. It's straightforward to create projects, labels, and tasks across the board and list views, allowing me to structure my professional tasks and chores under various sections/headings separately.

The keyboard shortcuts to create tasks and assign them to projects are very simple to remember. The natural language time-date sensing is top class and saves a lot of irritation to manually set time for each task. Two-way sync with Google Calendar and other apps like JIRA are also very handy.”

- Todoist Review , Kamlesh P.

Todoist cons

• Lack of detailed calendar view
• No “team view” for tasks
• Complicated task rescheduling

“I dislike how Todoist does not cater to teams or features a "team view." My manager wanted me to create a holistic view of our boards, so I created different groups to help organize, but my formatting was not reflected in her account. The notifications were also a little spotty; sometimes, we weren't notified of deadlines. There's also a learning curve with Todoist; I needed to watch many YouTube videos to learn how to organize my account. It took a while to get the hang of it.”

- Todoist Review , Bridget W.

Todoist pricing

Todoist offers both free and paid plans for individuals and large teams.

Todoist free plan

The free plan is for starters and accommodates up to 5 active projects, 5 MB file uploads, and 3 filters.

Todoist paid plans

A 30-day free trial is available for all paid plans.

• Pro starts at $4/month/user and is for power users. It includes 300 active projects, 100 MB file uploads, and reminders.
• Business starts at $6/month/user and is perfect for teams. The plan includes 500 active projects, a team inbox, and admin roles.

Coda is a document management tool that offers task management capabilities. It takes a regular document and turns it into a task board to scale businesses.

Coda at a glance:

Core functionality: Document Generation

Top industries represented: Computer software, IT & services, higher education

Coda features

Coda is built in a way that lets data and people talk to each other while syncing information and updates to individual dashboards in real-time.

• Automations that work with time or action-based rules to schedule important tasks
• Hidden pages and archiving old content to simplify team documents
• Locking to prevent editors from making accidental changes

Coda pros and cons

Coda connects to everyday apps such as Google Calendar and Slack to provide advanced capabilities to regular docs. Here are some pros and cons of the platform:

• Document packs and plug-ins
• Easy to use data conversions
• Minimal coding required

“Coda is an incredibly powerful tool for building an internal wiki for our company. We use it to document and store everything from customer documents to our culture and code of conduct. As a very early-stage startup, one of the things we like the most about Coda is how flexible the pricing and usage are.

You only need to pay for the people who have to create new docs. Having a robust community where multiple templates are available in the way of doc packs is also helpful.”

- Coda Review , Atri R.

• Cannot set individual page permissions
• Difficulty maintaining the format

“The inability to utilize tables as Google spreadsheets make it difficult to deal with the ways of employing formulae in Coda at times. When there are a lot of pages to examine, it is tough to index them all and readily identify the ones we need. There’s also a steep learning curve for the software.”

- Coda Review , Jocelyn H.

Coda pricing

Coda has both free and paid plans. The pricing plans are charged upon the number of document makers, not editors.

Coda free plan

The free plan is free for the whole team and includes kanban boards, formulas, and packs.

Coda paid plans

Three paid plans are offered.

• Pro starts at $10/month/document creator and allows for unlimited editors and viewers with 30-day version history.
• Team starts at $30/month/document creator and is perfect for power collaborations. The plan includes unlimited version history private doc folders.
• Enterprise is recommended for teams looking for document control, security, and support. It includes single sign-on options. More information can be found by requesting custom quotes.

Basecamp is a project management tool that increases team productivity, improves organization, and boosts team communication.

Basecamp at a glance:

Price : Starting at $99/month

Highest-rated features : To-do lists, due dates, and creation & assignment

Top industries represented: Marketing & advertising, IT & Services, higher education

Try Basecamp

Basecamp features

Basecamp is an all-in-one toolkit for working remotely. It combines everything teams need to get work done in a single, streamlined package.

• Message boards to keep conversations on specific topics on a single page
• Real-time group chat for every project along with file-sharing functionality
• Check-in questions where users ask their team questions on a regular basis

Basecamp pros and cons

Basecamp equips teams with the project information they need to outline the next steps, track progress, and navigate to different files. Explore some pros and cons:

Basecamp pros

• Real-time communication
• Live spreadsheet for tracking
• Task and list organization

“One of the most significant advantages of utilizing Basecamp is being able to know who is accountable for what tasks as well as when tasks are due and their present state. It is an excellent project management and collaboration tool for groups of any size. One of my favorite things is the diversity of templates and the ability to collaborate with others. When one person modifies the sheet, the other person who is logged in can view it.”

- Basecamp Review , Mina U.

Basecamp cons

• Confusing UI
• No subtask creation
• Lack of time tracking for projects

“We have struggled from the start with developing internal norms for how initiatives are developed and managed. The feature set is fairly vast, which is great for customization but can be glitchy. Dependencies do not exist, a feature I'd want to see. When you paste a link, such as a Google Doc or a Google Spreadsheet, you cannot link the docs on Basecamp Update. Customers may have difficulty realizing that there is a link within the update.”

- Basecamp Review , Yolanda P.

Basecamp pricing

Basecamp offers a free plan and a paid business plan.

Basecamp free plan

The free plan is great for personal projects, students, freelancers, and families. It allows for up to 3 projects and 1 GB of storage.

Basecamp paid plan

A 30-day free trial is available for the paid plan.

Business starts at $99/month with no user fees and is perfect for teams. The plan includes unlimited projects and users with 500 GB of storage space.

Nifty is a task management and productivity software. It unites teams, goals, and actions in one application.

Nifty at a glance:

Highest-rated features : Drag and drop, creation and assignment, and to-do lists

Top industries represented: Marketing and advertising, IT and Services, and management consulting

Nifty features

Nifty is a great tool for organizing, prioritizing, and managing tasks with a high level of detail.

• Assignment automation to automate workflows by assigning users to entire task lists
• Project portfolios to folder projects s based on operations, account ownership, and more
• Discussions to facilitate meaningful decision-making and establish knowledge hubs

Nifty pros and cons

Nifty helps reduce project development cycles and improve team productivity by combining all project management features. Here are some pros and cons of the application:

• In-built chat
• Custom pages and embeds
• Integrates with Zoom

“I've been using project management systems for 20+ years and always find them lacking - not quite fitting my workflow or having common sense features. Along came Nifty. And...OH BOY...FINALLY! It's not bloated like most PM tools and isn't under-featured like some others.

Watch a video demo or two, and then give it a try. I rarely get this stoked about a piece of software finely nailing it - but this is bliss!”

- Nifty Review , Preston B.

• Lack of shortcuts
• Few automation options
• Prone to technical glitches

“I wish I didn't need to set dates for milestones right off the bat. It is nice to lay out a project without specific dates attached. I still feel it is a bit clunky to see the full picture of the project. I know timelines and Kanban phases are different, but I find I have to switch views to get a complete picture of both the timeline and status of tasks.”

- Nifty Review , Jess V.

Nifty pricing

Nifty offers both free and paid plans as part of its pricing options.

Nifty free plan

The free plan offers unlimited team members, two projects, and up to 100 MB of storage space.

Nifty paid plans

Nifty offers three paid plans with free trials.

• Starter starts at $5/month/user and contains all the core features.
• Pro starts at $10/user/month and is great for growing teams.
• Business starts at $16/month/user and is best for advanced teams.
• Unlimited is for teams looking for a fully scaled solution - pricing information can be found by contacting the sales team.

Toodledo is a flexible and multi-functional task management tool. It helps you create custom lists, create outlines, and document long notes for managing tasks efficiently.

Toodledo at a glance:

Price : Starting at $3.99/month

Highest-rated features : Due dates, drag & drop, and to-do lists

Top industries represented: IT and services, computer software, and design

Try Try Toodledo

Toodledo features

Toodledo offers the following features to help you manage tasks better.

• Context  lets you assign tasks for certain situations.
• Priorities  streamline the importance of tasks in your queue.
• Repeating tasks  occur based on a preset schedule.
• Subtasks  break down big tasks into manageable chunks.
• Folders  let you organize notes and tasks into folders.

Toodledo pros and cons

Checking out if Toodledo can do the heavy lifting? Learn what real users have to say.

Toodledo pros

• Easy task planning
• Intuitive user experience
• Immediate syncing across devices

“I've been using this product for more than ten (10) years. What I like most about Toodledo is that I can plan daily and more prolonged and recurring tasks. I also love that I no longer spend hours writing and rewriting task lists. Toodledo solves this problem for me."

- Toodledo Review , Crystal G.

Toodledo cons

• Difficult to set up email reminders
• Lacks training resources

"When I used this software, there was not a way that I could invite people to collaborate without them being able to adjust what I had done."

- Toodledo Review , Vanessa P.

Toodledo pricing

Toodledo offers a free plan along with two paid plans.

Toodledo free plan

The free plan lets you create up to 10 folders and unlimited tasks. You can create 30 items per list and outline. 

Toodledo paid plans

Toodledo offers the following paid plans:

• Standard:  This plan costs $3.99/month. It offers unlimited folders, 100 items per list, and 20 habits.
• Plus:  This plan costs $5.99/month. It features full lists, habits, outlines, and lets you invite up to five collaborators.

Time Clock Wizard is a time tracking software that helps organizations with employee scheduling, task management, and payroll reporting. The tool is available on iOS and Android operating systems.

Time Clock Wizard at a glance:

Core functionality: Time tracking

Price : Starting at $29.95/month

Top industries represented: Facilities services, marketing and advertising, and accounting

Try Time Clock Wizard

Time Clock Wizard features

Businesses love Time Clock Wizard for the following features:

• Employee time tracking  lets you track how and when employees clock in.
• Scheduling makes it easy for busy teams to create daily, weekly, and monthly schedules.
• Task management  aids in visualizing task status and progress updates.

Time Clock Wizard pros and cons

Check out these reviews from real users to see if Time Clock Wizard is the right choice for your business.

Time Clock Wizard pros

• Responsive customer support
• Automatic time tracking
• Simplified payroll processing

"Every time I call in, the staff are always genuinely happy to help. They are so friendly and easy to connect with. During dead air times, when I was waiting for things to load, the staff conversed with me about all sorts of great topics. She was funny and eager to explain without making me feel dumb. She helped me work through payroll reports and project reports as well as brainstormed workarounds for separating payroll and overtime in different territories. Time Clock Wizard always has an answer and if by chance they don't, you can request that they add or change things. I've been with Time Clock Wizard for almost a year now and I can say they are always improving and responding to customer recommendations extremely fast."

- Time Clock Wizard Review , Ashley S.

Time Clock Wizard cons

• The GPS lags at times
• Clunky features

"Some of the features are still a little clunky (customer selection in desktop scheduling and reports), and I would love to be able to tab-and-type all the way through, rather than using mouse clicks for time and customers. The "notify employee" that pops up when publishing a shift would save a lot of time and bother if it was a checkbox just above the "publish" button. "Search" in timesheets is very limited. But none of these are deal-breakers, and I imagine Time Clock Wizard will address them eventually."

- Time Clock Wizard Review , Tiffany K.

Time Clock Wizard pricing

Time Clock Wizard offers a free plan along with three paid plans.

Time Clock Wizard free plan

The free plan offers remote employee time tracking capabilities. Plus, you get phone, email, and chat support.

Time Clock Wizard paid plans

Time Clock Wizard offers the following paid plans:

• Value:  This plan costs $29.95 per month. It offers remote employee monitoring, timesheet reports, and manager sms/email notifications.
• Pro:  This plan starts at $49.95 per month. It features employee scheduling, payroll reporting, GPS tracker, and task management capabilities, besides everything in the Value plan.
• Enterprise:  This plan costs $219.95 per month. It offers priority support and dedicated account manager along with everything in the Pro plan.

Task Tracker is a popular task management system that helps teams create efficient work environment and boost productivity. The platform offers multiple features to help businesses manage leaves, recurring tasks, team performance, and task progress.

Task Tracker at a glance:

Free plan: Available Free trial: Not available Price : Starting at $1.8/user/month (converted at 83.25/USD) G2 awards: High Performer, Fall 2023 Highest-rated features : Recurring tasks, dependencies, and to-do lists Top industries represented: IT and services, accounting, and computer software

Task Tracker features

Task Trackers streamlines task management with the following capabilities.

• Geo-location attendance marking  lets you monitor remote employee attendance via GPS.
• Leave management  makes it easy to approve employee leaves.
• Daily tasking  eases how you add and assign tasks to teams.
• Recurring task management  enables you to set task reminders and set automatic updates for recurring tasks. 

Task Tracker pros and cons

Compare the pros and cons of Task Tracker based on what real users have to say.

Task Tracker pros

• Visual and intuitive task organization
• Automated task reminder

"Are you looking for an app that allows you to organize your tasks in a visual and intuitive way? Features like boards, lists, and tags in Task Tracker can help you categorize tasks based on projects, clients, or priority levels."

- Task Tracker Review , Pallav P.

Task Tracker cons

• Opportunity to improve UI

"Need to work on UI part for better usability."

- Task Tracker Review , Vishal Singh S.

Task Tracker pricing

Task Tracker offers a free and paid plan.

Task Tracker free plan

The free plan is perfect for small teams with up to five members. The free plan lets you manage geo-location based attendance and allocate tasks with voice notes.

Task Tracker paid plan

The paid plan starts at $1.8/user/month. It features infographic reporting, live location tracking, lead management, and timesheet tracking capabilities.

Task Tracker also offers an enterprise plan for teams that need advanced control and support. Get in touch with the team to request pricing for this plan. 

ProjectManager is a project management software with tools for project planning, workflow management, resource management, and time tracking. It leverages data to manage projects of all levels of complexity.

ProjectManager at a glance:

Price : Starting at $11.50/month

Highest-rated features : Recurring tasks, dependencies, to-do lists

Top industries represented: IT & services, construction, automotive

Try ProjectManager

ProjectManager features

ProjectManager makes work management simple for hybrid teams by making it easy to plan and collaborate across teams and work styles for total visibility and greater productivity.

• Project plans create and share project plans with multiple views
• Agile tools maintain flexibility while working in teams
• Kanban boards organize work with drag-and-drop cards and custom columns

ProjectManager pros and cons

ProjectManager leverages agile, waterfall, and different project management methodologies to balance project flexibility and predictability. Explore some pros and cons:

ProjectManager pros

• Collaborative cloud environment
• Easy-to-use
• Integrates with Excel

“It is a very good platform with clear instructions to implement it easily; we liked the fact that you can easily invite colleagues with just the email. I like the dashboard because it gives an overview of projects and can be easily shared. We can view and forecast project deliverables, expenses, and resources while monitoring the project schedules of team members.”

- ProjectManager Review , Ruth H.

ProjectManager cons

• Slow user interface
• Few process automations

“There is no way to know which worker is not working or contributing to a Project. ProjectManager only shows the people who are working on activities, but it does not send me alerts when one of my colleagues is not doing their work or giving support in a project; I have to see this manually; the application does not show it.”

- ProjectManager Review , Jesus C.

ProjectManager pricing

ProjectManager offers both free and paid plans as part of their pricing options.

ProjectManager free plan

The starter plan allows up to three users and projects to create personal projects.

ProjectManager paid plans

ProjectManager offers three paid plans with free trials.

• Team starts at $11.50/month/user and is recommended for teams looking to manage complex projects, time, and costs.
• Business starts at $20.50 per month/user and is suited for project, portfolio, and resource management.
• Enterprise is for departments looking for enhanced security and single sign-on options. Pricing information can be found by contacting the support team.

Profit.co is an objectives and key results (OKR) software with task management capabilities. The solution is highly customizable and helps with strategy tracking and planning to-do lists.

Profit.co at a glance:

Core functionality: OKR 

Price : Starting at $7/month

Highest-rated features : Due dates, drag & drop, task prioritization

Top industries represented: IT & services,  apparel & fashion, financial services

Try Profit.co

Profit.co features

Profit.co provides users with real-time reports and dashboards to view team progress and identify potential problems early.

• Task prioritization to manage priorities and optimize working time
• Task linking to associate tasks with key results and track progress
• Checklists for stages with predefined workflows to ensure the quality of work

Profit.co pros and cons

Profit.co helps focus on team goals, measure progress, and achieve results through overall performance management. Some pros and cons of the platform are:

Profit.co pros

• Flexible drafting and approval options
• Several task and report views
• Offers training workshops

“This product is robust with lots of features with flexibility. The step-by-step guide for creating objectives and key results is excellent while learning. Profit.co makes cascading and aligning easy and has a good mix of simple and advanced features. Using Profit.co provides visibility for our organization to have essential alignment on key objectives.”

- Profit.co Review , Nellie P.

Profit.co cons

• Lacks mass edit and upload functionalities
• Makes the customer journey time consuming

“Does not take into account easily the number of tasks progressively needed to complete a key result. The feature requires manual effort to keep adjusting the complete percentage value.”

- Profit.co Review , Joe G.

Profit.co pricing

Profit.co has both free and paid pricing plans.

Profit.co free plan

The launch plan is for users getting started with OKR tracking and is free for up to five users.

Profit.co paid plans

The application offers two options for paid plans.

• Growth starts at $7/year/user and is best for teams that are planning to use OKR management, task management, and employee engagement features.
• Enterprise is best suited for organizations that are committed to leveraging OKR management technology - more information can be found by requesting custom quotes.

Worksection is a cloud-based project management tool with built-in timer. Besides featuring an interactive Gantt chart, the platform lets you track tasks via Kanban. The time and financial expense tracking module eases how you gain visibility into planned expenses and employee time tracking. 

Worksection at a glance:

Core functionality: Project management Free plan: Available Free trial: 14-day free trial Price : Starting at $41.7/month/package

G2 awards: High Performer, Fall 2023 Highest-rated features : Task prioritization, due dates, to-do lists Top industries represented: Marketing and advertising, civic and social organization, and building materials

Try Worksection

Worksection features

Worksection offers the following features to help you stay on top of task management goals.

• Project dashboard  shows detailed infographics on team workload, project expenses, and task status.
• Overview  reveals key information about different project tasks.
• Project list  offers a comprehensive view of project owners, progress, timelines, and members.
• Task list  helps you learn more about current project priorities and deadlines.

Worksection pros and cons

Evaluate the pros and cons below so you know if Worksection is the right task management tool for your team.

Worksection pros

• Easy to create, assign, and track tasks
• Intuitive design

"I've been using Worksection for a while now, and I must say it's been an exceptional project management tool for my needs. The platform's user-friendly interface, powerful task management features, and collaboration capabilities have significantly improved our team's efficiency. It's easy to organize tasks, track progress, and communicate with team members within the platform. The ability to create custom workflows and templates has streamlined our project processes. I highly recommend Worksection to anyone seeking a reliable project management solution."

- Worksection Review , Yurii K.

Worksection cons

• No built-in feature for direct messaging 
• No option to display specific working hours in the profile

"In the accessible version of this software, you can only process and import only limited number of projects on one login. There is no built-in feature for direct messaging to your customers or team members. You need to use or integrate other messaging services with this application for better and more accessible communication."

- Worksection Review , Shailja G.

Worksection pricing

Worksection offers a free plan along with three paid plans.

Worksection free plan

The free plan is suitable for managing personal projects and tasks.

Worksection paid plans

Below are the three paid plans offered by Worksection.

• Basic:  This plan costs $41.7/month/package. It's suitable for teams up to 20 users and 20 projects.
• Business:  This plan costs $84.2/month/package. It's ideal for medium-sized teams with up to 50 users and 50 projects.
• Premium: This plan starts at $162.9/month/package. It suits large teams with unlimited projects.

Every team has a set of tasks that need to be completed, delegated, and monitored within a specified time frame. Task management helps in following and tracking steps, identifying errors, and making the process of setting deadlines an efficient one.

Since task management organizes and structures work while keeping in mind a business’ time and resources, it’s important that organizations stay on top of things.

What is task management?

Task management is the process of planning, analyzing, and reporting task progress. It is an essential business function as it enables task completion and ensures that tasks are reviewed when required.

Characteristics of task management

Task management plans differ for each business and depend on their goals and team demands. However, a few key attributes make the process successful and achieve better outcomes.

• Value-added teamwork: Task management strategies highlighting employee tasks and acknowledging individual effort are important to business and employee success.
• Problem-solving: Simplifying tasks into manageable parts provides visual representations for solutions.
• Time efficiency: Setting deadlines at the beginning of a task help team members stick to deadlines.
• Increased autonomy: With task delegation, teams reduce interdependence, review goals, and avoid overlapping and repetition.

Benefits of task management

Task management is an integral business activity that saves valuable resources, such as time and money, and increases outputs. The process makes it easier to work on collaborative projects, meet tight deadlines, and manage complex workflows.

One of the biggest advantages of implementing task management in everyday business activities is that it improves productivity across all levels of an organization. Tracking tasks provides insights into which teams are working on projects to maintain accountability, encourage collaboration, and monitor trends and progress.

Benefits of task management software

Task management software is an all-in-one solution for managing and prioritizing tasks to improve productivity and achieve desired goals.

• Collect and record tasks: Task management technology saves time and helps teams stay on schedule through task assignments and progress tracking.
• Collaborate on tasks: Sharing tasks, communicating in real-time, giving and receiving feedback, and updating team members improve collaboration and improve shared knowledge.
• Track task progress: Having information about the status of tasks is important in planning for business activities. Task management solutions help users easily view status changes and updates, and set due dates to avoid missing deadlines.
• Have task control and access: Each team member uses a different device to stay updated on task creation and progress. With task management software, users can manage tasks on the go with their preferred device.

Task management best practices

Completing daily tasks and tracking their progress is an integral part of achieving personal and business goals. Managing tasks helps balance things that need to be done to increase productivity and refine time management.

• Prioritize to-do lists: Differentiating between tasks that need to be completed immediately and those that can be completed later is key to successful task management. Understanding the strengths and weaknesses of each task helps decide its importance and completion.
• Schedule tasks: Keeping track of tasks and maintaining team focus becomes easier by scheduling tasks. Allotting start and due dates for tasks increases task awareness and ensures deadlines are met on time for uninterrupted workflows.
• Invest in delegation: Assigning tasks to individuals based on their personal strengths is critical to productivity and efficiency. Delegating tasks reduces the amount of work needed from one person and helps team members grow and experiment with different tasks.
• Cultivate patience: Getting tasks done on time is a great feeling. However, it is important to remember that task management involves people and technology, which can sometimes go through difficulties and setbacks. A patience-based mindset boosts morale and makes sure no one feels overwhelmed in uncertain situations.
• Maintain consistent communication: When it comes to task management, it is essential to ensure that team members don’t feel siloed. Bringing all members together through team collaboration activities and software improves internal employee communication. This makes it easier for individuals to work toward personal and team goals as well as project milestones.

Choosing the best task management software for your company

Implementing task management software improves the overall process of assignment, completion, and time tracking. Make sure to research and pick the right task management software and apps suited to your budget, team requirements, and learning curve. Here are some steps to help get you started.

Identify business use cases and challenges

Every task management software has a range of features suited to a unique set of user groups. When selecting a solution that suits your business and team needs, it’s essential to start with identifying the specific challenges and constraints associated with making the software purchase.

List top options

Once you’re aware of the areas you want to focus on with automating task management, create a list of the best software options available in the market. Consulting a list like the one you’re currently reading is a good starting point.

Test each platform

If you never try, you’ll never know. Most task management software companies offer a free trial for their product for users to test different features and evaluate the solution. Focus on the usability, interactiveness, and preferred features when testing the software.

Don’t shy away from feedback

Task management is a business and team effort. An application that may be easy to use for one member might be confusing to understand for another. When choosing a task management software, make sure all team members are aligned on the basics of the technology and have a positive outlook on the software.

Take budgeting seriously

Making software purchases is a big deal. It requires a financial buy-in from a range of stakeholders, and the chosen software has to add value to the team and work involved. While determining the return on investment for any one platform is not feasible, draft a cost-benefit analysis when possible to optimize the time and resources spent.

Top free task management software in 2023

2. Smartsheet

4. monday.com

7. Airtable

8. Basecamp

10. Teamwork.com

Task management software: Frequently asked questions (FAQs)

Task management refers to the processes involved in managing a task through its lifecycle. Task management usually involves assigning tasks, planning, tracking, and reporting task progress.

What is a task management tool?

An individual, team, or organization uses a task management tool to track and complete tasks and projects efficiently. Task management solutions range from spreadsheets to customized and collaborative task organization applications.

How do task management tools help manage work?

Task management solutions are developed to help ease the workload by automating task-specific activities such as subtask creation, task assignment, scheduling, labeling, and sharing task information across multiple team members.

The software is critical for organizations looking to complete tasks efficiently while optimizing resources and budgets without missing deadlines.

What is the best task management software?

The top five task management software are Smartsheet, Asana, ClickUp, monday.com, and Trello.

What are task management skills?

Task management skills are the actions and mindsets required to complete urgent and non-urgent tasks. These soft skills are important as they tie in directly with time management skills and performance to meet goals and achieve better results.

This article was originally published in 2022. It has been updated with new information.

Aayushi Sanghavi

Aayushi Sanghavi is a Campaign Coordinator at G2 for the Content and SEO teams at G2 and is exploring her interests in project management and process optimization. Previously, she has written for the Customer Service and Tech Verticals space. In her free time, she volunteers at animal shelters, dances, or attempts to learn a new language.

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25 Task Management Software & Tools To Work Faster in 2024

• Michaela Rollings
• August 21, 2024
• 21 min read

Table of Contents

Task management has been a buzzword, along with project management software, for the last four years. Teams have been working to streamline their processes and ensure the most successful task and project execution, and technology is an incredibly important part of that.

“Task management will become task execution. With the rise of AI, it’s going to be important to provide more value for users than ever more – in the future, it’s not just about helping someone manage their work, it’s about doing their work for them,” that’s what visionary John Furneaux Hive’s CEO and co-founder said in a recent interview about the future of project management. 

Some might say this future is already here but simply not available to everyone yet. The truth is task management tools have become smarter and an increasing necessity. The Project Management Institute  (PMI), stated in its 2024 report on the future of project work: that project professionals “need the technical skills to use AI to manage projects more effectively, the power skills to lead virtual teams through complex projects and the business acumen to deliver results that align with organizational goals.”

With more teams working in remote and hybrid environments, it’s become even more important to look for ways to improve collaboration and boost productivity while managing tasks. That’s where task management tools can help.

What is Task Management Software?

By definition, task management tools are digital platforms that help individuals and teams manage their tasks. More than simple to-do-lists, task management tools allow teams to collaborate digitally by organizing, prioritizing, and assigning tasks to each other. 

So what exactly do task management tools do? As with most software, there is a range of complexity and technological advancement among different systems. With that being said, typical features include: 

• Task scheduling to set deadlines in advance.
• Task customization and editing to update for specific situations. 
• Task assignment , which may include internal coworkers, external partners, or both.  
• Notifications/Alerts to remind users about upcoming tasks and responsibilities. 
• Recurring tasks or templates to standardize repetitive steps in your workflow.  
• Sub-tasks or parent tasks to create additional steps within a task.   
• Time Tracking to record the amount of time spent on tasks.
• Progress reporting to track current positioning in regards to the overall goal.
• Task organization using tags, labels and channels to group by common team or project. 
• To-do-lists for easy task visualization.

Benefits Of Task Management Software

Whether you use task management systems as an individual or as part of a team, there are many benefits to your daily workflow. Some of the top benefits include:

Streamlined workflow. Task management helps individuals and teams record, assign, and organize all of the processes of a given workflow. This is beneficial because it ultimately reveals where there are redundancies, inefficiencies, and bottlenecks to be fixed. 

Improved productivity. Task management reduces the number of time workers have to spend sifting through information and getting organized. It also helps workers prioritize tasks, stay on top of current responsibilities, and prevent things from slipping through the cracks. When all is said and done, task management software can significantly improve team productivity.

More effective collaboration. How many times have you discussed next steps during a meeting or over the phone, but then you forget to write them down. Or perhaps you have a new due date for a project you’ve been working on, but now you have to individually tell each member of your team. Task management software brings everyone together on one platform, which helps improve communication and ensures that everyone knows what tasks they are responsible for, and when they need to complete them by. 

The Best Task Management Tools on the Market

1. hive  .

Hive is an all-encompassing productivity software that helps teams work faster. As a task management tool, Hive can be used by teams of all sizes to manage upcoming tasks, assign work to team members, and collaborate within the platform. In addition to being a great task management software, Hive is loved by thousands of teams for its project management capabilities, remote work tools, and powerful team collaboration solutions. 

Some features of Hive: 

• Flexible project layouts: Kanban, Gantt, Portfolio, Calendar, Table, List & more
• Create and assign tasks from meeting notes
• Create and assign tasks from emails
• Assign tasks to internal and external users
• Workflow automation to streamline tasks within and across apps
• Time-tracking and resourcing
• Upload, organize, and attach files to tasks
• Create repeatable tasks with templates
• Communicate on tasks with comments and tags

Managing tasks in Hive begins in Action cards, which function as the building blocks of projects. Within an Action card, you can create sub-actions, assign them to others with due dates, @mention teammates in comments, attach files, and even proof and approve documents. To see all upcoming tasks on your plate, simply use Hive’s My Actions view and filter based on project or status.

Whether you’re looking for a tool to use as an individual or part of a large organization, Hive has a solution for you. Start your Hive 14-day free trial to create your workspace and start managing tasks in minutes.

Todoist is a leading task management tool that helps people see everything they have to do in one place. It functions as an online to-do-list , where users can manage tasks and projects, whether for themselves or as part of a team. People like Todoist for its user-friendly interface and mobile app, which make it quick and easy to use on a daily basis as things pop up, which is why it’s the best task management software for small business.

Because this software is less comprehensive than other task management tools though, Todoist is best for teams or organizations with simple workflows. For more complex needs like Gantt charts or Kanban boards, we recommend checking out other project management software options.  

Some 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

Milestones in Nifty are a unique way to track the progress of any initiative, big or small. Tasks are attributed to Milestones that display phases of a project, indicating deliverables or sprints, and highlight the progress of a project as tasks are completed. Nifty is fantastic for anyone who wants to see the “big picture” context of whatever they’re working on.

Some features of Nifty:

• Discussions for focused collaboration
• Use Gantt Charts to visualize project milestones
• Tasks to facilitate detailed organizing, prioritizing and managing
• Docs & Files in an organized hub for each project
• Time Tracking for efficiency and smart decision making
• Reporting with overviews across all projects

4. ProofHub

ProofHub is a task management tool and team collaboration software used by teams of all sizes and industries. ProofHub allows you to have complete control over team members which helps in delegating tasks and receiving real-time progress updates when managing project activities. You can create task lists and even divide a task into smaller, more manageable subtasks with ProofHub. ProofHub’s Forms are another splendid feature that helps streamline work requests and gives users the ultimate control.

Furthermore, with the power of this Gantt chart tool in your hands, you may adjust work schedules in response to changing deadlines, highlight key paths, and track progress without jeopardizing the project.

Some features of ProofHub:

• Kanban boards to see work moving in multiple stages
• Gantt charts to visualize and plan tasks
• Custom task fields to store relevant task information
• In-built chat tool to communicate effectively
• Custom reports to see project progress

5. BIGContacts

BIGContacts is a robust CRM that also offers hellpful task management tools. It lets you streamline business processes by bringing all tasks and associated data to a single platform, eliminating the back and forth between platforms. This improves individual productivity and boosts the overall efficiency of tasks. BIGContacts lets you automate recurring tasks and set up reminders to never miss an important deadline.

All your team members can track their pending tasks using to-do lists and get a comprehensive view of the activity calendar to stay updated with upcoming events. Along with providing a comprehensive view of tasks, BIGContacts also offers intelligent reports, enabling you to monitor the progress and effectiveness of tasks with ease.

Some features of BIGContacts:

• Tasks & to-do lists with prioritization 
• Team and individual calendar view  
• Automated reminders and alerts
• Recurring tasks 
• Easy task assignment & tracking

6. MeisterTask

MeisterTask is a task management software that was designed with agile teams in mind, but it can accommodate teams with many different workflows. This software was made with streamlined features that are meant to be intuitive and user friendly. In the platform, teams use customizable Kanban-style boards to organize tasks and monitor the progress of a project. One of the most appealing aspects is MeisterTask’s free basic plan, which offers limited usability (for an unlimited number of project members) for no cost.  

Some features of MeisterTask:

• 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

Casual is a visual task management software that lets you arrange your tasks however you work best. Casual is great for all types of small or growing project-based teams, not just project managers. What’s different about Casual is that they don’t show tasks in traditional project layout views, instead letting users organize tasks how they actually see them in their mind. If you have never worked with visual project management, Casual even has pre-set templates that can help you get started. 

Some features of Casual:

• Visual workflow creation
• Task dependencies and grouping
• Assigning tasks and setting deadlines
• Repeatable tasks and projects
• Milestone tracking

nTask is a task management software and project management tool that facilitates tracking project development, collaboration across teams, and risk assessment. The application has an intuitive and minimalistic interface, making it effortless to onboard new users. nTask is also easy-to-access being available on multiple platforms. 

Some features of nTask: 

• Task management
• Risk management
• Project management
• Team management
• Gantt charts & Kanban boards

9. SmartTask

SmartTask is an all-in-one task management platform that helps solopreneurs, SMBs, and enterprises organize and manage their work from one location. Stop juggling between multiple apps for project & task management, CRM, time tracking, communication, and collaboration as you will get all of them with SmartTask.

It has typical task management features like recurring tasks, subtasks, due dates, and dependencies and lets you manage tasks with the list, board, calendar, and timeline views. You can handle multiple projects with the portfolio view and allocate resources effectively with the workload view.

Team collaboration features in SmartTask let you group chat, audio call, video conference, and share files with anyone in the organization. SmartTask integrates with Zapier, Slack, Jotform, Mailchimp, and many other applications. It also offers a white labeling feature that allows you to show off your branded workspace.

Some features of SmartTask:

• 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

10. Tasklog

Tasklog is a task management tool specifically designed for freelancers and is a great task management software for small business. Created with typical freelancing functions in mind, this tool helps freelancers manage their daily tasks in one single digital dashboard.

Users can create to-do-lists, manage projects, and assign tasks to clients. Tasklog also shows overviews and data insights to help users understand where they are most productive, what they have accomplished, and how they are pacing overall. 

Some features of Tasklog:

• Assign tasks to specific time entries
• Time-tracking
• Online invoicing and expenses
• Client task assignment
• Customizable Pomodoro Timer
• Reporting and insights

11. Hubspot Task Management

While Hu http://hubspot.com bSpot isn’t a traditional task management tool, its CRM platform has project and task management capabilities. If you’re a marketer or a salesperson and you’re looking for an integrated tool, then you might consider HubSpot CRM because of the free marketing, sales, service and, of course, task management tools that are natively integrated.

Once you want to set a task for a contact, simply choose the company, contact or deal in the HubSpot CRM. Click “Create task” and add your details and notes; set a due date; set an email reminder, task type, and task owner (all optional); and then click “Save Task.”

Once you’re ready to tackle your open tasks, you have the advantage of all of your contact information, meeting notes and deal stage in one place.

12. FunctionFox  

FunctionFox is a task management tool specifically loved by creative professionals at marketing agencies, PR firms, and design teams both large and small. These teams love this software because it was created by an ad agency with very specific needs in mind.

This platform is robust enough to support creative teams with the things they need on a daily basis — including creative project management, time-tracking, and resourcing — without additional features that may clutter their workspace. There are various pricing plans, affordably starting at $5 per month per user.

Some features of FunctionFox: 

• Multiple layouts including Gantt/timeline, task boards, and list views
• Client collaboration
• Reporting and analytics

Chanty is a team collaboration tool used for task management and communication between teams of all sizes. It helps you align all your work-related tasks in one place with multiple integrations. Chanty allows you to stay up to date, streamline repetitive activities, and increase productivity without leaving the platform. With over 75,000 companies using Chanty, it is a perfect choice for your team to complete tasks on time, stay connected and be your most productive self. 

Some features of Chanty:

• 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

Paymo is a comprehensive tool that is especially useful for teams who want to manage tasks, estimate costs, and bill clients all in the same platform. Once you’ve planned out your project and corresponding tasks, simply convert it into an estimate with pre-filled tasks, hourly budgets, and costs. After you send it to your client for approval, you can quickly turn it into an invoice right in the app.

Paymo also lets you turn timesheet data into an invoice for clients, so you can stay up to date with payments as the project progresses. Oh and if you’re a freelancer, you can use Paymo for free.

Some features of Paymo: 

• 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

15. ProProfs Project

ProProfs Project is an easy-to-use tool that lets you manage and prioritize tasks in a centralized space. Maximize productivity with its quick interface and seamless collaborative capability. You can extract deep insights into project status and identify gaps. You can even view your task status on its interactive Gantt charts and track task progress from start to finish. Meet your deadlines faster with task customization and time tracking.

Some features of ProProfs Project:

• 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

16. Timecamp

If you need a reliable app for daily automatic work tracking , TimeCamp will be a perfect choice. Using this app, you can add as many projects, tasks, and subtasks as you wish to create an easily manageable work structure. What’s more, you’ll get an even more transparent project organization if you add tags.

But what’s TimeCamp is the most known of is automatic time tracking. Whether you use a web timer, a desktop or mobile app, or a browser plugin, the tool logs working hours and (if you want it to!) collects the computer activities, so you don’t have to waste time filling timesheets manually. 

Some features of TimeCamp: 

• Automatic time and activity tracking
• Daily and weekly timesheets
• Wide range of built-in and custom reports
• Billable/non-billable hours
• Attendance managemen t
• 30+ direct integrations with tools like Trello, Asana, Jira, Opensearch , Monday & more

Any.do is a simple yet complete task management solution if you are looking for a tool that gives you a quick overview of the tasks on your plate. The software offers an intuitive calendar, helping you to easily see how events and tasks fit together. Any.do allows you to organize tasks and filter your workflow by date or category. The app is available for iOs and Android.

Some features of Any.do:

• Time tracking add-ons
• To-do list reminders
• Daily planner to organize and prioritize to-dos
• Color-coded tasks
• Advanced customized recurring tasks

18. WebWork Tracker

In addition to facilitating task management, WebWork Time Tracker is an awesome time tracking and employee monitoring software suitable for big and small companies. Companies use the tool to increase their profitability, offering the most accurate reports and time tracking. Its features allow users to easily count time spent on every single project, website, or other platforms.

The tool is of significant importance for freelancers and companies that hire remote employees. It is the most straightforward but truthful way to calculate working time and consider work productivity. Time tracking is not the only advantage of the tool — a variety of screenshot monitoring modes allow the software access to an employee’s screen, collecting and presenting valuable data. 

Some features of WebWork Tracker:

• Time Tracking with screenshots
• Attendance Monitoring
• Apps/website usage monitoring
• Activity Level/ Productivity Monitoring
• Task Management

Trello is a project management software that utilizes Kanban boards, lists and cards as its key ingredients to give you a flexible overview of projects and tasks. Trello is an intuitive tool, its no-code automation features help you optimize the time spent on repetitive tasks. 

Additionally, Trello allows you to invite new members to collaborate in your workspace, track tasks, and use color-coded labels for organization. And it integrates with many popular apps like Slack, Google Drive, and Microsoft Teams, so there’s no need to stop using software you already love. Trello has a free version , and its paid plans start at $5 per user/month. 

Some features of Trello:

• See your work from multiple angles: Kanban board, timeline, table, calendar, and more
• Automate repetitive tasks and enhance workflow
• Integrate with over a hundred of your favorite tools
• Dozens of premade templates

Check out our guide to the top Trello alternatives to learn about more similar tools on the market.

20. airtable.

Airtable is a task management tool that lets you keep track of completed tasks in a separate view. The solution’s interactive interface helps you to manage your work routine while collaborating with your team. You can view your projects in different views, such as Kanban boards, Gantt charts, and calendar views. Plus, Airtable has several integrations and templates that offer a to-do list or task management structure ready to use. Airtable has a free plan with limited functionalities and a paid plan starting at $10/month. 

Some features of Airtable: 

• Interface customizable designer
• Different views: Kanban, calendar, Gantt chart and list
• Automations and integrations 
• Sync data across teams and tables
• Comprehensive reports 

Unsure if Airtable is the best task management tool for your team? See how Airtable compares to others in the same category.

Additional tools for task management.

Now that we’ve reviewed our top 20 tools, here are some other great options to consider for the best task and project management software.

21. ClickUp

ClickUp is a task management software for small business, task management tool with a highly efficient dashboard view and collaboration features. The platform’s free version offers tools that you only get in the paid plans of several other softwares, such as goals, embedded emails, conditional automation, task checklists, custom task statuses, sprints, and 24/7 support. ClickUp also offers native email, several templates and free integrations.

Some features of ClickUp:  

• Workload view
• Custom roles
• Dynamic Recurring Tasks
• Customizable Board View

To compare with other tools, check out these top Clickup alternatives on the market.

Wrike is a project management application with robust features and flexibility to manage tasks, projects, and team collaboration. With Wrike, you can create and assign tasks, set due dates, and track progress, ensuring everyone stays aligned and productive.

One thing I really like about Wrike is its flexibility in adapting to various project management methodologies , including Agile and Kanban. It allows you to customize workflows, create task dependencies, and set up automation rules to streamline your processes. Wrike also provides real-time collaboration features, such as commenting, file sharing, and task discussions, which is great for keeping communication centralized and transparent.

Some features of Wrike:

• Customizable workflows and task dependencies
• Real-time collaboration and commenting
• Project timeline and Gantt chart views
• Automation rules for process optimization

Asana stands out as a task management tool with its unique balance of flexibility and structure. It has a customizable and easy-to-use interface that lets you create a personalized work view and tailor it to your specific needs. It features a “My Tasks” list, which auto-promotes tasks based on due dates, helping you prioritize and focus on what needs to be done now, and the sections and columns layout support Kanban, list, or matrix-style workflows.

There’s search and filtering functions, allowing you to locate any task, comment, or file, and reduce time spent navigating through projects. Asana also has a “Focus Mode” that encourages deep work by minimizing distractions, enabling you to work faster and more efficiently.

Some features of Asana:

• Project timelines and calendars
• Pre-built templates
• Task dependencies
• Automation rules
• Integrations with over 100 other apps
• Workload view to monitor and manage the workload of team members

24. Monday.com

Monday.com is a good task management software designed for workflow organization and project planning. Its visual dashboards make it easy to comprehend your projects’ statuses and progress at a glance, and it allows you to use customizable templates that match your workflow. It also offers automations that take care of routine tasks, letting you focus on strategic matters. 

Monday.com also offers extensive integrations with popular tools such as Slack, Google Drive, and Mailchimp.

Monday.com features:

• Customizable templates
• Visual dashboards
• Automate repetitive tasks
• Extensive integrations with many popular third-party apps and tools
• Timeline and Gantt views
• Collaborative workspaces and team communication within the platform

Check out some alternatives to Monday.com and compare them to find the best task management platform for your company.

Quire is a task management tool with robust features and a free plan. Nest your list of tasks or view your project in Kanban board view, with the flexibility of Quire you can also add folders, sections and permission control to your projects and tasks. Quire is available for iOs and Android mobile apps and offers integration to third-party applications, such as Google Drive, Slack, and Zapier. Customization is another plus of Quire, you can personalize your workspace, change the theme, add widgets, and create custom templates even on its free plan. 

Quire’s features: 

• Kanban board, Gantt chart
• Document management
• Communication tools
• Discussion boards

Do you have another task management software that would be a great addition to this list? Let us know how you manage your personal and professional tasks in the comments below. And check back for updates as we explore more tools and options.

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10 Task Management Software Tools To Keep Your Team On Track (Free & Paid)

Managing a project is about identifying the tasks that need to be done. But, that’s just the first step. To deliver a project, you’ll need to get project tasks done. A team task management software simplifies this by helping you and your team identify, organize, and get tasks done.

When it comes to choosing a task management app , you are spoiled for choice. To reduce this overwhelm, we have created this resource to help you pick the right tool for task management.

In this article you’ll learn:

What is task management?

• Differences between task management and to-do lists

Why do you need team task management software?

• How to choose a team task management software?
• The best 10 task management software tools

If you want to directly skip to the tools, here’s the list of the top online task management solutions. Click on the name of the tool to learn more about it.

Task management is an essential part of project management. It enables you to break down the project into small, achievable tasks and measure their progress throughout their lifecycle.

Task management helps teams reduce the overwhelm, boost productivity, and reward small wins on the completion of key milestones.

Task management consists of three primary activities:

• Tracking Project Tasks: You keep a tab on task completion. You can use kanban boards or set up customized project workflows to track the task progress.
• Delegating Tasks: You assign tasks to individuals or a team(s). Task delegation allows managers to increase efficiency and improve collaboration.
• Assigning Task Deadlines: Depending on the project timeline , task complexity, and estimated time required, you assign a deadline to each task. If necessary, you can also set up reminders to notify the team of the upcoming deadline.

Task management vs to-do lists

The confusion between task management and to-do lists perhaps stems from the similarity between checking-off a task off the list after its completion. But task management is quite comprehensive compared to a to-do list.

To-do lists are the simplest form of task management. You enlist the tasks, errands to run, or anything you’d like to complete during the given day, and that’s it. You might rearrange the items, but they don’t go any granular than this.

Task management, on the other hand, is concerned with other intricacies of project management. Some of the complexities in task management include:

• Deadlines: Assigning a delivery deadline allows individuals or teams to prioritize their work.
• Resource Availability: By viewing resource allocation and workload distribution you can optimize task delegation.
• Task Dependencies: By visualizing task dependencies, you can prioritize the tasks that would speed up project completion.

A task management system simplifies your team’s task workflow.

Here are five reasons a team task management software can be of immense help for managing projects:

1. Capture, organize and prioritize project activities

Task management software helps you keep a record of the identified tasks. In addition, it helps you organize project tasks according to project milestones , and schedule them based on priority. Depending on task dependencies, you can then plan out a project timeline.

2. Plan work and team schedules

Based on the project timeline , you can use a task planning app to plan and schedule your work.

Identifying team members and assigning tasks helps you distribute work. The team schedule visualizes individual tasks and workloads, which allows you to view who is overworked and who can cram in one more task.

3. Create a project information hub

A task management application provides a platform to store all project-related information in one place. While creating new tasks, team members can include additional information (external links, resources) and attach files under each task.

Users can also create a project wiki to centralize essential documentation and information required for the project.

4. Track project progress

Most task tracking apps come with multiple views to visualize project progress . Two of the most common views include the kanban board and the Gantt chart/timeline view.

The kanban board consists of a workflow to visualize task progress. Users can move tasks across different boards as they are working on them.

The Gantt chart shows the project/task schedule over a timeline. You can view each task’s start and end date, duration, current progress, dependencies, etc. in an instance.

On the task level, team members can collaborate with the team, discuss potential issues, and get stakeholder approval.

5. Meet deadlines

A milestone is achieved when all the pre-agreed tasks are completed by a given deadline. That’s why team members need clear visual cues about upcoming milestones and deadlines. Task management software tools help the team get an overview of the progress made towards a milestone.

How to choose a perfect task management software?

Before we look at the 10 best task managers, let’s understand how to pick a solution that will work for you. The following points can help you evaluate task management alternatives:

1. Infrastructure & availability

Security and workflows dictate the infrastructure you’ll need for a project task manager. In addition, the infrastructure you choose will also decide when and how the task management system is available.

• For personal task management , daily task management software will work just fine. It doesn’t have to be fancy-schmancy. As long as you can check off the to-do list at the end of the day, it’s served its purpose.
• If you are an in-house team , you can use on-premise software that works on the company intranet. The shortcoming of this infrastructure is that you can’t access the application outside company premises via the internet.
• On the other hand, with a cloud-based task manager , you can access the software via a smartphone or a computer as long as you have a working internet connection.

2. User interface and user experience (UI/UX)

A task organizer is always a means to an end. In other words, you don’t want your team to spend more time updating tasks progress than actually doing them.

Complex task management solutions often slow teams down. That’s because you have to spend time onboarding your team, teaching them about the software, and making sure they use it the right way.

And, sometimes team abandon using a tool, simply because it’s too complex to use.

3. Key features

Task details: The task planning app should allow you to add sufficient information about what needs to be done. That way, the team members responsible for doing the task have everything they need to complete the task.

This includes file attachments, rich text task description, task deadlines, etc.

Customizable task workflows: Each team works in a different way.

A design team has to brainstorm, ideate, create and get a creative approved before it goes live. On the other hand, a software team may take an entirely different approach.

The task planning tool should be flexible to work with your workflow. Or, you’ll have to spend even more time adapting to the tool’s workflow.

Task collaboration platform: Often team members need to work together on tasks. A task manager needs to have the ability to:

• Assign tasks to multiple team members.
• Share task notes and comments to discuss details and manage approvals.
• Attach files that may be needed to complete the task.
• Keep stakeholders updated with the project progress.

Task schedule overview: It’s immensely helpful if the task manager offers a timeline view. This way, you can track tasks, understand task dependencies and bottlenecks, phase completion in a glimpse. You will also be able to visualize resource allocation.

4. Integrations

The task management platform should compensate for the missing features via third-party integrations. The most common integrations include time tracking , calendar, billing, scheduling, and communication apps.

Money is a big factor when it comes to choosing a task management app. That’s because most tools charge a monthly fee per user. So, you’ll need a budget for all the team members you plan to onboard.

Top 10 online task management software tools

Now that we know what to look for in a project and task management tools and how to choose one, let’s look at the top ten task management platforms for teams.

1. Toggl Plan

Toggl Plan is one of the simplest project and team task management tool for many reasons. While it comes with everything you need to manage tasks, there’s practically no learning curve involved.

Plan tasks on a timeline

Planning tasks is super-easy with Toggl Plan. To get started, just add tasks to the project’s timeline. Then, schedule tasks based on deadlines and resource availability.

The timeline gives a clear overview of what’s being done and what needs to be done.

Create custom workflows with boards

While you can manage tasks directly from the timeline, Toggl Plan also comes with a boards view. You can customize the board based on your workflow.

And, your team members can simply drag and drop tasks from to-do to done.

Keep everything you need in one place

With Toggl Plan, you can keep all your project information in one place.

You can add all the task details in one place with a rich text task description, task checklist, and file attachments. Task assignment is easy and you can make multiple team members responsible for a task.

Also, tasks can be assigned to multiple team members. Team members can then discuss and collaborate on the task by adding comments.

Recurring Tasks & Time-Tracking

With Toggl Plan, you can also plan and manage repetitive tasks. Recurring tasks can repeat daily, weekly, monthly, or every year.

In addition, you can improve your team’s productivity by integrating with Toggl Track for time-tracking.

• Toggl Plan is free for solo users and includes unlimited tasks and projects.
• The team plans starts at $8 per user, per month, paid annually. You also get additional features like the annual view, custom colors, and multi-assign tasks.

Trello is a kanban-based project and task management tool. Known for its simplicity, Trello is to manage individual goals as well as team projects.

• Visual task management with kanban boards.
• Users can add subtasks, due date, attach files, include task description, leave comments, and assign it to multiple users.
• Create customized workflows to suit your project requirements .
• Automate task management through rule-based triggers, calendar, and due date commands.
• Doesn’t offer the Gantt chart or timeline view.
• Users can’t visualize task dependencies.
• The absence of timeline and calendar views restricts its utility for complex tasks.
• The free plan lets you create ten boards and is useful for individuals or small teams. 
• The paid plans start at $12.50 per user, per month that offer unlimited team boards, powerful automation features, and better support.

3. Basecamp

The first thing you’ll notice with Basecamp is that its interface is different compared to contemporary task management apps. It segregates the message board, to-do list, chat, and files into different modules under each project or team.

• Create task lists in the to-dos section. You can assign tasks, add notes, attach files, set due dates, and leave comments.
• Visualize project progress using Hill Charts. It’s a native Basecamp feature that provides a macro perspective of the project.
• Centralize project files at a single location.
• Doesn’t offer kanban board and timeline views.
• Very rigid when it comes to customizing options.
• The lack of phases and milestones makes it challenging to track project progress.
• Expensive for smaller teams.
• Doesn’t offer a free plan.
• After the 30-day free trial, you are charged a $99 per month flat.

Todoist is a simple yet powerful task management tool. The tool brings together the best of a simple to-do list and the complexities of a task management app.

• Create a task list and order it by task priorities.
• Categorize tasks by tags, projects, or due dates. Prioritize important tasks by projects, labels, or filters.
• Automate recurring task creation based on their frequency.
• Use ready-to-use templates to set up a list of tasks.
• Comprehensive third-party integrations.
• Although the app is easy-to-use, setting up projects can be complex in the beginning.
• Essential features like file uploads, comments, and calendar sync are offered under premium plans.
• Not a comprehensive solution to manage complex projects or tasks.
• The absence of the timeline view makes it difficult to track project progress.
• The free plan accommodates 80 projects with five users per project. Useful for individual projects.
• For reminders, activity logs shared team inbox, and user roles, subscribe to their business plan starting at $5 per user, per month.

Tasklog is a nifty work management software for freelancers. It comes with all the essential features to help freelancers boost their productivity and manage tasks and time effectively.

• Built-in time tracker, timesheets , and Pomodoro timer.
• Create and manage tasks and projects. Assign labels. Create reusable templates.
• Set up an hourly rate. Track your time and earnings per project to identify crucial clients.
• Use the dashboard to analyze productivity, time per project or client, profitable projects, and clients.
• Not a powerful for teams or complex projects.
• Lack of third-party integrations.
• Doesn’t offer kanban board or timeline views.
• The app offers a free 7-day trial. The individual plan costs $5 per month.
• The basic plan for teams starts at $50 per month for 50 users.

6. MeisterTask

MeisterTask is an intuitive project task management system for individuals and teams. The tool is primarily kanban-based, which makes it easy to track tasks.

• Import your data directly from Trello and Asana.
• Visualize task dependencies to identify bottlenecks. Users receive notifications when these bottlenecks are resolved.
• Set up recurring tasks.
• Add custom fields depending on the nature of the project.
• Provides built-in time tracker.
• Not suitable for traditional or complex project management.
• Doesn’t offer timeline and calendar views.
• Users have faced difficulties with setting up customized workflows.
• The free plan allows you to add three projects with limited integration capabilities.
• The pro plan starts at $4.19 per month, billed annually.

7. Sendtask

Sendtask is an under-development task management tool known for its flexibility. The biggest advantage while collaborating is that the collaborators don’t need a Sendtask account to work on the project.

• Set up tasks and subtasks, assign tasks, add followers, upload files, set due dates, and auto-reminders.
• Create recurring tasks.
• Useful for individuals and smaller teams.
• Doesn’t have a kanban board and timeline views.
• You can’t assign tasks to multiple people.
• Limited integrations.
• Sendtask is still in beta and free to use.

Notion is a workspace suite that offers some features for project and task management. It is useful to set up a content repository, manage tasks and projects, and works as a powerful note-taking application.

• Manage tasks using document boards, calendars, lists, and tables.
• Set up a wiki to store project documentation.
• Create customized workflows.
• Offers a truly rich-text editor that lets you embed 50+ apps inside Notion pages.
• Notion’s expansive feature set itself can make the app clunky to use.
• Lacks intuitiveness that comes due to the comprehensiveness of the product.
• Doesn’t offer timeline views and other task management features offered by traditional task management apps.
• The free plan is useful for solo users.
• The team plan starts at $8 per user, per month and offers better collaboration options.

Nifty is a team collaboration software that also offers a team task manager. The app’s UI is similar to that of Basecamp. You can customize the modules to suit your project requirements.

• Kanban and timeline views provide a better way to track tasks.
• Automate task allocation by assigning a task list to a user. This automatically assigns every new task to the list to the default user.
• Convert task lists into milestones and map out dependencies.
• It relies on Zapier to facilitate some integrations, which can get expensive.
• Comes with a learning curve.
• The interface can get crowded.
• Time tracking and reporting features cost an additional $20 per month for basic plans.
• Nifty offers a 14-day free trial. The basic plan starts at $49 per month that supports ten users.

10. Backlog

Backlog offers project management, bug tracking, and robust task management features. That’s because it’s primarily for software developers.

• Visualize tasks and schedules using kanban boards, burndown charts, and timeline views.
• Integrate with Git and SVN to manage tasks and source code.
• Assign guest roles to freelancers, clients, and vendors for better collaboration.
• Users have reported issues with the task management process.
• The mobile app is not as powerful as its web version.
• Provides fewer integrations considering the product’s scope.
• The free plan allows ten users and one project.
• The basic plan starts at $35 per month for 30 users and five projects and includes 1 GB of storage.

How to pick the right task management tools for your team?

Effective task management determines the success of a project.

Picking a project task management system isn’t always easy. That’s because there are so many parameters and options.

The best way is to weigh the features and cons of each tool and shortlist the ones that fit your budget. And then try out 2-3 solutions. Finally, go for the one that’s intuitive and easy-to-use.

As you’re evaluating, do give Toggl Plan a try.

It comes with all the essential task management features you need. But, critically, there’s absolutely no learning curve. In fact, your team will love using it every day.

Sign up for a free Toggl Plan account .

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You’re in charge of a large project at work — but you’ve just been handed a list of problems with a supporting cast of various team members with different responsibilities. Although the deadline for the project hasn’t yet been formalized, you’re told you basically have a month to sort it out and get the project rolling.

Before you begin any project or decide to scale any project up or down, you need to visualize team members, key stakeholders, and objectives so that your project has clear goals and accountability across the table. And before you do that, you need a Task Board so that productivity isn’t “leaking” from your project. Whether it’s three people or 30, a Task Board is your first step.

What is a Task Board?

A Task Board is basically any flat surface that you can pin a marker (i.e., note, Post-It, index card) on for everyone in the room to see. It’s used as part of a business workflow methodology that relies on teamwork, clearly defined goals and objectives, and accountability.

My mother kept a very simple task board on the refrigerator. She bought letter magnets to represent her kids (stakeholders), and she bought magnets shaped like a stove, a dish, a loaf of bread, a dog, and a flower (tasks). When we were done, we took our magnet and put it in the magnet jar on top of the fridge, ready to be distributed again the next day. We could also see if someone wasn’t doing their chores (although we couldn’t complain to management).

Modern-day task boards may use more than magnets and icons and refrigerator doors, but they accomplish the same thing. They visually lay out what task needs to be tackled, who’s handling it, and whether it’s finished.

What are some common elements of a Task Board?

Although Task Boards can be wildly creative, they have some fundamental elements. A simple Task Board should have at least three columns in order to answer the three main questions of any project: what, where, and when?

• Tasks - (Or “assignments”) are the heart of the Task Board. They represent what has to actually get done.
• Stage - Another column should show where the task is in the pipeline (in progress, build stage, or wherever else).
• Done - Where tasks can be moved to show the team that an objective has been met. It’s the most satisfying — and important — reason why you should use a Task Board.

A five-column Task Board gives a little more insight on the project and may include:

• Stories - your customer or user’s issue — I can’t find the Unsubscribe button .
• Tasks - Let’s find a way to make the Unsubscribe button more prominent.
• Stage - The UX department is working on this.
• Roadblocks - UX is down two people, and their backlog is enormous.
• Done - We got an outside team to do it.

That’s a basic five-column Task Board. As assignments or tasks are completed, their entry on the board is moved to DONE and then removed from the board so that other tasks can be onboarded.

What is the difference between a Task Board, a Scrum Task Board, and a Kanban?

A Task Board is the precursor to a Scrum Board and a Kanban board. It’s simple, lacks detail, but visualizes the basic elements of a project. Deadlines may or may not be implemented as part of the workflow. Work is assigned, delivered, and new work is added to the process.

Kanban Board

A Kanban board is another form of a Task Board but may add a column or two based on project need. A Kanban usually asks: What are the major tasks (Product Backlog)? What tasks are we working on specifically (Tasks)? What stage is it at (Status)? Has it been completed (Done)? But you can also add project identifiers like Team Members and Roadblocks or Obstacles. It’s a little more detailed than a Task Board and is much more flexible than a Scrum Board. It’s usually preferable over a Scrum Board when the teams are smaller, and roles and responsibilities are clearly identified.

It also uses a Product Backlog (major tasks to be done) that has been prioritized ahead of time. The flow of work is continuous and linear and completed in stages from the board. Teams usually meet once a week to check progress and to add new tasks or delete tasks from the board as they are completed.

Scrum Board

A Scrum Board tracks work in sprints. A sprint is a process where your team has a daily check-in and moves tasks from one column to another within a pre-defined period of time. Scrum Board tasks may have a due date of two weeks to completion, whereas a Kanban board may not have any identifiable due date for tasks. The “sprint” workflow is more dynamic and dependent on all parts of the team working together in order to be successful. Besides a short daily meeting to discuss the sprint (a standup), there is also a retrospective meeting after the sprint to discuss challenges, see what went wrong, and discuss ways to make the process better.

How do you effectively use a Task Board?

A Task Board needs basic elements to function correctly and a strategy to use it effectively. But it’s tricky to navigate, especially if you’re unfamiliar with Sprint and Agile workflow methodology (where tasks are done in pieces and move through the workflow very quickly). Here’s a couple of pointers to help you sail that sea without causing a shipwreck.

Use it to help the team stay focused

When the whole team can clearly see in front of them who is responsible for what tasks and whether another item on the board will affect their ability to complete the task, it helps to facilitate conversations that will ultimately move the project along. For example, one of the tasks is cleaning up meta tags for photos on the website, but you can’t clean up those tags unless the photographer provides them. You see the task, and you know what the problem will be, so you add a Roadblock to the board that describes your issue.

Without a Task Board, you may also have a team member who has the solution to a problem but wouldn’t know who to speak to about it. With a Scrum Task Board, there is a clear picture of who is working on what and where the problems are so that team members can speak freely and lend help without going through the company directory to find out where to submit feedback.

Use the Task Board to identify where small issues might become big problems

There is a reason 78 percent of companies use Scrum Boards as part of their Agile workflows — because it’s simple and moves quickly. A Scrum Task Board can quickly identify bottlenecks and obstacles and also lessens the “not my job” finger-pointing that could derail a project, especially when it’s at a critical juncture. Knowing early on that Team A will not hit a deadline and that Team B has bandwidth to help is much more effective than finding out Team A has dropped the ball two days before presenting a project to stakeholders.

Acknowledge and address the pitfalls

A common problem is what to do when there are 50 tasks and three teams. What do you do when there is too much on a Task Board? Specifically, how do you weigh which tasks are important? That’s really the job of the Scrum Master (or Product Owner in Kanban). Objectives should be prioritized before they even get to the board, or you could face the most serious downfall of a team’s productivity — demotivation.

Addressing this pitfall is another argument for developing Scrum Task Boards for your workflow. A Scrum Task Board puts everything on the table for you, your teams, management, and anyone else involved to see and participate — including the prioritization of tasks. If the CEO comes in and re-prioritizes a task, they should be able to see the impact it will cause on the workflow with a dozen other projects in full view.

Another pitfall is assembling everyone and initiating participation in your collaborative efforts. The solution may be as simple as a digital Scrum Task Board, like those that MURAL provides, allowing you to set up Task Boards for teams that aren’t even in the same room. With remote work now the norm and not the exception, a digital Task Board can put everyone on the same page and cooperating on levels that simply aren’t realistic with traditional, agenda-free daily meetings.

Without a Scrum Task Board, you’re throwing darts in the dark

So many of us suffer from “ workshop amnesia ” — we forget all those creative ideas by Monday that we discussed on Wednesday of the prior week. A Task Board not only helps you visualize your team’s objectives and key results ( OKRs ), it also keeps everyone on track and focused on original ideas that were discussed, and helps all members of your organization see the framework of a project without shielding any part of the process from the team. 

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How to use Miro for visual task management

Collaboration is the cornerstone of so many great ideas, and we are always seeking a way to improve productivity and turn our companies into a team of superheroes. One of the tools that can help your team be more efficient is visual task management. It works better than to-do lists by making the workflow visible and keeping everyone on the same page.

Make sure you read our most recent guide to reshaping the future of teamwork .

What is visual task management?

Visual task management is a technique for managing work. Instead of keeping messy to-do lists or spending precious time tracking due dates in your inbox, file folders, and spreadsheets, track your work using a visual task management tool such as a task board, project board, or Kanban . Some people use a good old whiteboard and sticky notes, and some go online with tools like Miro.

Why to-do lists are not always a good idea

To-do lists are good when you have only 5 simple tasks to do, but when it comes to teamwork they quickly become messy and they are hard to manage. That’s why we see so much PM software in the market, btw! If your workflow is more complex than 1-2-3 and you have a team, lists can be overwhelming, so it’s time to try visual task management.

Benefits of visual task management

Visual task management has a number of advantages over to-do lists and other traditional written project management systems:

• Save time by simplifying the complex – visual task management helps people understand even a complex project at a glance, and see what tasks should be done and when.
• Reduce waste by improving communication
• Overcome impediments. With a visual planning board, you can always see where work has slowed or stopped and take the necessary steps to fix it.
• Collaborate and improve. Visual management encourages collaboration among a team because everyone can see what everyone else is working on.

See everything at a glance and get the work done visually

Imagine how much time you usually spend planning your work before you actually start do it. ‘Getting things done’ is more than actually doing it. First, you have to think about what you need to do next, how to do that, how to prioritize your work and how to maximize the productivity for the whole team.

The work being done by a person doesn’t correspond always with the overall aims of the team. But often, PMs do not realize this until the work has already been done. For the individual, it’s great that he was able to get a task done, but for the team, it’s a waste. The time and effort that people put into working on their own tasks could have been spent more efficiently helping the team achieve shared goals.

Visual task management makes it easier to identify work being done that doesn’t necessarily roll up to a team’s shared goals. The identified less relevant work items can be discussed within the team and you can realize why they were requested and if they have to be done right now or later.

Visual management makes prioritization of the work much easier because you can see it at a glance. Teams start collaborate better and the synergy effect is created (people are usually looking for win-win situations). Team members are always able to see what task comes next and how the work items tie back to the larger objectives of the team

According to the Social Science Research Network

65% of people are visual learners. If you are working on a complicated project, it would be much easier to manage it with visual task management tools.

Agile culture and visual task management

Imagine how much time you usually spend planning your work before you actually start to do it. ‘Getting things done’ is more than actually doing it. First, you have to think about what you need to do next, how to do that, how to prioritize your work and how to maximize the productivity for the whole team.

Agile has become a very popular concept these days and more and more companies start using this approach for their workflow. Well, what is Agile? All of the principles you can find in a good old Agile Manifesto . It is necessary to say that agile is an idea supported by a set of values and beliefs, not just doing something visually. Agile is about the delivery of the best product to the customer and team efficiency.

One of the popular concepts is Kanban. Take a look at a simple kanban board below:

“Kanban+Agile = Agile”. If Agile values are combined with Kanban practices, then Kanban can lead to Agile.

Scrum board vs. Kanban board . Read the article to learn the difference and use the right tool for the task.

It is possible to practice an Agile mindset with Kanban as a starting place for evolving the process. In this situation, the focus is around Agile values and principles where policies and processes are used to support people’s work. Such an approach may be appropriate where Scrum or XP are not a good fit for the environment.

So, as you can see from the above, visual techniques such as Kanban are very important part of agile culture, of course, they are not enough but are a good starting point of building an agile culture and making your team more efficient.

Visual task management with Miro

Miro allows you to use various tools and templates to get the work done visually and collaborate with your team even if your team is distributed. Miro acts like a whiteboard, where you can drag and drop sticky notes as the tasks, but it gives even more possibilities – you can save it, you can share it, it has digital superpowers and no physical limits. Below you can find some useful tips and examples.

Useful tools:

• Endless canvas;
• Sticky notes ;
• Whiteboarding toolkit ;
• Real-time updates;
• Templates .

Templates and examples

Agile taskboard.

If you’re into agile management, you will definitely enjoy an endless Kanban-like board. Used mostly by software developers, it helps to manage tasks in a flexible and iterative way.

Tip: Post-its and simple shapes will help you build the agile board . Use links to track related tasks.

If you’re into agile management, you will definitely enjoy an endless Kanban-like visual project management board. Used mostly by software developers and project managers, it helps to manage tasks in a flexible and iterative way. Post-its and simple shapes will help you build the agile board. Use links to track related tasks.

Gantt Chart

A Gantt chart is commonly used in project management. It is one of the most popular and visual ways of showing your tasks, milestones or events displayed against time. On the left of the chart is a task list and along the top is a time scale. Each task is represented by a bar; the position and length of the bar reflects the start and dates and duration of each activity. Gantt chart allows you to see at a glance what has to be done (the tasks) and when (the timeline).

Tip: Use post-it notes and comment tools to explain and discuss the tasks. When the task is finished, add some visuals or documents and link them to taskbars.

A Gantt chart is one of the most popular visual ways of showing your tasks, milestones or events displayed against time. Gantt chart allows you to see at glance what has to be done (the tasks) and when (the timeline).

Architects Timeline

This simple, yet very effective template developed by our friends from Standard Architects, can help you manage complex design projects, structuring tasks, references and deliverables by making a timeline .

Tip: This template can be used for any project, that relies on visual content. It’s also a great platform to collaborate with your most valued clients.

More of Miro’s visual tools here

We hope you’ll find these tips useful for your projects!

Miro is your team's visual platform to connect, collaborate, and create — together.

Join millions of users that collaborate from all over the planet using Miro.

Keep reading

How to build a product roadmap that truly works (with miro).

Miro + JIRA — collaborate on issues together with a distributed team

16 secrets of engaging remote meetings

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What is task management?

Task management is more than a to-do list. It means tracking tasks from beginning to end, delegating subtasks to teammates, and setting deadlines to make sure projects get done on time. Task management software, like Asana, empowers teams to work more productively and efficiently.

What does task management software do?

Do you waste time organizing sticky notes, searching your email, or writing to-do lists ? Luckily, Asana can help. Prioritize tasks, manage time more effectively, hit deadlines—all in one task manager tool.

What are the most important features to consider in a task management tool?

Your task management tool should have everything you need to manage and execute your work. Make sure the task management software you choose aggregates your to-dos in one view—at the project and portfolio level. You’ll also want to look for a tool that gives you the flexibility to do your work your way by offering integrations with your favorite business apps. And last but certainly not least, make sure the task management software you select has a way to automate your workflows with rules, templates, and more.

What does it mean to multi-home tasks?

Multi-homing is the centerpiece of cross-functional collaboration in Asana. Your most important work happens with team members from other departments—who each have their own way of storing and organizing to-dos. With multi-homing, you can house the same task in multiple projects (rather than creating duplicates of the task, which can quickly get outdated). Then, if you change any task details in one project, those changes are instantly and automatically reflected across every other project in real time.

What are subtasks?

Subtasks help you break the work of a task into smaller parts in order to divide up the work among multiple people. For example, a “blog post” task has several parts. One person needs to write the blog, another needs to review it, and so on. In this case, each individual component would be its own subtask, assigned to the person responsible for completing it. All subtasks are housed within a parent task—the blog post task—making it easy for stakeholders to stay connected to the overarching context of their work.

What are task templates? How can they help me?

With task templates, you can templatize any task-level process. For example, if every contract review requires five steps, you can create an easily duplicatable contract review task template. If you want to templatize project-level processes, try creating a workflow to coordinate work seamlessly across teams.

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The Ultimate Guide to…

Task Management

Brought to you by projectmanager, the online task management tool used to plan over 2 million projects..

What Is Task Management?

• Why Manage Tasks?

Common Task Management Tools

What is task management software, benefits of task management software, how to manage tasks in projectmanager, how to manage your team’s tasks.

• What You See On a Task Management System
• How To Track Task Progress

How Often Should You Update Your To-Do List?

Should you share task lists, how to save time with task management tools, next steps for task management.

Projects are made up of tasks, and knowing how to manage your tasks and team members is the secret to getting your projects completed on time. At its simplest, task management is having a to-do list, but you’ll soon find that to-do lists aren’t going to cut it for managing project workloads.

Task management is a process where a project manager identifies, monitors and progresses the work that needs to be done during the day. In terms of project management, task management is how the workflow is efficiently organized. It’s task-oriented, detailed and part of the larger scheduling of a project.

Tasks come in all shapes and sizes, and so should task management software. ProjectManager is online project management software that helps teams manage their tasks in real time. Assign and prioritize tasks, set up recurring tasks and give teams a collaborative platform to share files and comments. More than a mere to-do list, our tool also helps track your tasks in real time to keep you on track. Get started for free today.

A task, just like a project, has a life cycle. It starts when the task is ready, then it’s assigned, started, finished and verified. It can also be terminated, expired, paused or failed. Some tasks can be dependent on others to start or finish. The process of monitoring them is known as task tracking and it’s an important aspect of project management.

Task management is a complicated discipline, one that requires great attention to detail, flexibility and the right project management tools.

Why Should You Use Task Management Tools?

You can’t be efficient if all you do is react to whoever shouts the loudest at work. You can’t be efficient purely by answering the next email in your inbox. And data from the Pew Research Center points to another reason that you might not be as good at managing your tasks as you think: 70% of Facebook users spend time on the app every day.

You have to manage your tasks as a group because what comes in next might not be the most important. You have to manage your time to spend the right amount of time working on the priority tasks.

To keep things organized you’ll need a task management tool to help you prioritize tasks, track progress and collaborate with your team. Our free Related: task tracking template is a great place to start monitoring your project tasks.

Task management tools let you stay on top of all your work and help your team hit their deadlines too. The benefits of task management are:

• You can see everything you are working on at once
• You know what your priorities are
• You know how much time you’ve got to do those tasks
• You can group tasks together to work on similar things at the same time

Some project management tools also offer resource management, time tracking, and team collaboration features so that you can manage your projects.

Above all, you can keep a balanced workload so that you can adjust or delegate tasks and deadlines⁠—preventing you from being overworked.

There are lots of project management tools for managing your tasks. We’ll outline a few of the more common tools below.

To-Do Lists

At the simplest, you’ve got a notebook and pen and you can write down your to-do list. The downside of this simple approach is that it’s hard to move tasks around to group them and prioritize them. Today most task management apps come with a to-do list feature that helps you better track, prioritize and assign tasks.

Online Task Lists

The online task list is a step up from a to-do list. Since it’s online, it can be accessed from anywhere, and it can be updated and edited easily.

ProjectManager’s online task list lets you have complete control over your tasks. Add due dates, priority levels, attachments, notes and even tags for easy sorting. Plus, you can set recurring tasks so you don’t have to keep adding them to the project. If you’re working on a team, you can assign tasks to other team members to help carry the workload.

Online Kanban Boards

If task lists just don’t do it for you, try using kanban boards to manage tasks. Kanban boards are a popular project management tool that provides a visual means to manage your project tasks. Tasks are created using kanban cards, which are then placed in relevant columns.

Kanban board columns are typically labeled as “to do, doing, done,” but with ProjectManager you can customize your columns to say whatever you want. Plus, just like with the task list feature, you can add files, comments, priority levels and more to your tasks. The user-friendly interface allows you to quickly track progress levels for tasks, and where a bottleneck or overdue task might be lurking.

Task management software streamlines the process of managing tasks. It gives project managers more control over project tasks and teams the means to work better together to complete those tasks.

Comprehensive task management software , like ProjectManager, lets you use all of the most common task management tools in one software. Task management is more than just making a to-do list and crossing out those tasks once they’re complete. It’s controlling your work, prioritizing tasks, collaborating with team members and tracking progress.

Watch the video below to learn more about task management, and how a well-organized task list can set you up for success.

Powerful task management software can offer a path for your teams to work more productively. A task management tool that is integrated with other project management features is even better and can help you better manage tasks and projects.

Here are some key benefits to look out for when choosing the best task management software to manage your work.

• Track time spent on work
• Collaborate with teams
• Organize, prioritize and assign tasks
• Monitor progress in real-time
• Update status of tasks online
• Attach notes, files, links and make comments to tasks
• Share tasks with the team
• Create personal to-do lists within tasks

Must-Have Task Management Software Features

Prioritize Work & Set Recurring Tasks

More than a to-do list, you need project management software equipped with a task list where you can assign tasks, track progress, set priorities, attach files, share comments and list due dates. Set recurring tasks for repeated work to save time. You want the ability to create your own private task lists and migrate them to Gantt charts too, so you can organize your work.

Visualize & Customize Workflow

Kanban boards visualize workflow and should be easy to use with drag and drop cards. Your kanban board columns need to be customizable so you can align the tool to your project’s production cycle. They can be great to organize tasks, collect product backlog items and plan sprints.

Stay Updated on All Changes

Staying updated with everyone’s work facilitates team collaboration and gives project managers real-time data to make better decisions. Changes to tasks can trigger email alerts to keep everyone on the same page. In-app notification is even better.

Work Better Together

Give your team a collaborative project management platform and they’ll be more productive. Online task management software connects teams anywhere and at any time, to let them comment on their tasks and attach relevant files to foster teamwork.

Get Real-Time Data on Task Progress

To stay on schedule you need to keep an accurate time tracking record of your team’s logged hours on tasks. There are also the costs associated with resources, which must be tracked to stay on budget. An online task management tool can monitor progress and track performance.

Find Tasks Quickly & Easily

Projects have many tasks and you want to be able to find the one you need when you need it. That’s where tags come in. By tagging tasks by priority, department or deliverable, you can quickly filter your work and see just what you want when you want it.

ProjectManager gives you all the task management tools you need to collect, assign and track tasks through every phase of their life cycle.

Here’s a step-by-step list of how to manage your tasks in ProjectManager. Sign up for a free trial and follow along to take control of your project tasks.

1. Import Task List or Start a New One

Tasks are the small jobs that lead to the final deliverable. You break down the larger project into these more manageable tasks, which is called a task list.

In ProjectManager, you can easily import your task list from any spreadsheet or even from another project management software, once it’s been exported. Or you can open a new project and start your task list in the software.

ProjectManager allows you to visualize your task list using multiple project views such as Gantt charts, kanban boards, project calendars or the task list view.

2. Prioritize Tasks

Tasks can be overwhelming unless you first determine what must be done, what’s important and what can be ignored if there’s no time. That’s called prioritization.

ProjectManager has a pulldown menu that can indicate priority. There are preset priorities with symbols and color codes. Now you can filter your task list to see what to work on next.

3. Add Task Descriptions

Tasks should come with directions. Teams shouldn’t be micromanaged, but there is usually project management documentation that clarifies expectations. That frees up both the manager and the team member.

Our project management software has unlimited file storage, so managers and team members alike can attach as many documents and images that they need to the task. Team members can even manage their own tasks by adding to-do lists or comments.

4. Assign Work

No task gets done unless there’s someone assigned to it. Assigning work is what triggers that task’s execution. No amount of direction or organization is going to overcome a lack of accountability.

ProjectManager’s task management tools make assigning tasks easy. Once you’ve invited the team into the project, they’re all collected in the dropdown menu on the task. Simply select one or more team members and they’ll be alerted by email.

5. Switch to Kanban View

Not all team members are going to work the same way. Managers and stakeholders tend to respond to the timeline view of a Gantt chart. Team members, however, want a project view that helps them track tasks and manage their work. Kanban boards are a great task management tool to visualize production cycles and automate workflows .

ProjectManager has a kanban board view that’s fully customizable. Team members can organize their tasks into columns, such as to do, doing and done. Then they can just drag and drop their task card to the appropriate kanban board column. This helps them stay focused on what’s high priority, while providing transparency into what everyone is working on.

6. Set Up Filters

On big projects, tasks are going to need more identifiers than just priority levels, or else they’ll fall through the cracks. Plus project managers will want their team to update their statuses with notes and progress levels.

With ProjectManager’s task tracking features, team members can indicate their status on a progress bar, noting how much work they’ve done. Managers can filter by progress to see what work has been started. You can set custom tags for better categorization, too.

7. Stay Productive with Collaboration Features & Email Alerts

Team collaboration is what makes projects more productive. Getting team members to work better together leads to greater efficiencies and quality deliverables. Being able to give teams collaborative tools is essential to any successful task management.

ProjectManager’s task management tools facilitate collaboration at the task level by giving teams a project management platform to communicate. When a comment is added to the task, an email notifies the other person. If that person isn’t assigned to the task, you can still bring them into the conversation by tagging them in the task list, kanban board, Gantt chart or project calendar view. While it can be difficult to search out these dialogues on email, they’re all tethered to your task and easy to find on ProjectManager.

8. Track with Dashboard

Managing tasks means tracking progress. If your tasks aren’t performing as planned, then your project is in trouble. A task tracking dashboard collects project metrics to give you a high-level view of the project.

ProjectManager has a real-time project management dashboard, so the data collected isn’t from yesterday, but as current as the most recent status update. It then takes all that information and crunches the numbers, displaying the results in user-friendly graphs and charts that can be shared with stakeholders.

9. Get Detailed Reports

Dashboards are good for broad strokes, but managing tasks means getting into the weeds sometimes.

ProjectManager has easy reporting features that can be filtered to show just the data you want. Get reports on tasks, seeing due dates, milestones summary and more. There are also project management reports on variance, workload, availability and others.

ProjectManager gives you much greater flexibility than paper to-do lists and task management apps, and it’s not only about making sure everyone has access to the ‘master’ list of tasks. You can:

• Use kanban boards, Gantt charts, task lists and project calendars.
• Turn task lists into projects
• Export and import lists from Excel or MSP
• Define custom kanban board views
• Filter lists by day/week/month
• Drill down into the details of a task from the task list
• Manage dozens (and even hundreds) of tasks from multiple projects easily with only a few clicks.

If you need a task management software that lets you manage tasks in multiple ways, and roll those tasks up into full-blown projects with resource management, task tracking and reporting tools, then sign up for a free trial of ProjectManager .

One of the big challenges for project managers is making sure that tasks are done by others. When it’s your responsibility, you know that you will get around to it, but when you need to delegate tasks—let’s face it, they probably need a little chase every now and then, even if it is an action that has been recorded in the minutes of a meeting.

When other people take an action in a meeting, make a note of it and add it to your task management app. Assign it to the right person and it will show up in their personal to-do list. Then they won’t forget!

With a project management software like ProjectManager, you’ll be able to monitor progress and see how your team members are doing. Filter the project’s task list by resource to see what work everyone has got on: this gives you an at-a-glance view of the workload for each person. You can then remind them from time to time about what they agreed to do, making sure it is completed before the deadline.

The cool thing here is that it means your simple to-do list is linked to resource management reporting. You can pull up details of who has too much to do and who has some capacity to take on more work, using the information in your task list, Gantt chart or kanban board. It saves a lot of time and duplication of effort.

ProjectManager lets you see your team’s workload at a glance with our resource management tools. Our colorful resource chart indicates if any team member is over or under allocated, and then lets you reassign tasks with just a few clicks to balance the workload.

How to Use a Task Management Software

The main things you’ll see in your task management tool are – obviously! – the tasks. Make the Tasks page of your project management tool the first place you go every day.

You’ll see the work you have assigned to you that day, their percent complete , and the upcoming tasks so you can check that the priorities align to what you feel you need to work on and make any changes to your task list as necessary.

Click any task and you will see the details about that piece of work. In ProjectManager you can go even further, sequencing tasks , sharing status updates, adding links, uploading files and audio messages to your task. It’s a great way of keeping everything to do with that activity in one place.

Tasks that are overdue will be highlighted automatically by the task management app. This is helpful to see what you should have completed by now but haven’t. You can either agree with your team that the due dates for completion needs to be changed or get cracking on making sure that work is finished off. It’s a very visual reminder of what needs to be done!

Pro Tip: Don’t let a long task list overwhelm you. Stay focused and avoid multitasking .

How To Use Task Tracking Features

On your task management tool you’ll see a column for ‘Progress’. This is an indication of how far through you are with the work. Anything that is greater than 0% means the task has started and when it gets to 100% the task life cycle will be considered complete.

In ProjectManager, your team members can update their tasks’ life cycle manually by expanding the task and updating the progress timeline. The task tracking data flows through to the timesheets and updates your project schedules to reflect how the team is getting on with the tasks allocated to them.

The easiest way to stay on top of your deadlines and tasks, and those of your team, is to update your to-do list once any individual item on it is completed. If that sounds like too much to remember, check your to-do list at the end of every day and mark the tasks you finished that day as complete. Mark anything that you started as ‘in progress’.

It will take you a minute or two and it means that tomorrow you’ll be starting work with a clear idea of what you are in the middle of and what should be your next priority.

Pro Tip: Book a 15 minute slot in your calendar at the end of every day to update your task list. If you are using timesheets (and you should be) then you can fill them in at the same time.

Yes! Task management works best when everyone can see what needs to be done. Online task management software makes this easy because your project task list can be shared with the team. Don’t worry about people getting confused about what they personally need to do: each task will be allocated to an individual so you get the whole picture for the project while still knowing what you are personally responsible for.

The exception to this rule is that you will probably want to keep your personal tasks separate from project tasks. Items like completing your expenses, that meeting with HR you’ve been meaning to organize or providing a reference for someone who has just left are tasks that you don’t need to share with your team.

Managing your tasks, and those of your team, takes up valuable time in the day. You may be wondering if it’s worth it. When time is money, are you really going to get a return from spending so much time on managing your workload?

The answer is easy: Yes! Not managing tasks is a recipe for missing deadlines and feeling overwhelmed. You’ll spend more time working out your priorities every week and dealing with the fact you’ve spent time on the less important tasks while ignoring a looming deadline. Ultimately that will cost you money, time and stress.

You can still cut down the amount of time it takes to manage your tasks by using the right project management tools. Here are 5 tips for saving time on task management activities.

• Tip #1: Use Your Project Calendar What gets scheduled gets done. Use your project calendar or project schedule to add deadlines for your tasks. Then you can forecast when you might be busy and when you’ve got extra capacity.
• Tip #2: Stick With One Method Forget sticky notes on your monitor, a list on your tablet, scribbled notes on a piece of paper… you need one to-do list. Using online task management software or an app is the best way because you’ll probably always have your phone or laptop with you. You can quickly open the task management app on your smartphone or tablet and record the task.
• Tip #3: Prioritize your tasks We mentioned this earlier but it’s worth mentioning again. Creating one central list of tasks for you and the project team is a big help, but then you need to think about the right way to tackle that long work management list. Prioritize your tasks. There are two ways to do this: what’s urgent and what’s important. Of course, a task can be urgent and important at the same time and the priority of tasks can change from day to day!
• Tip #4: Track your time Using timesheets for time tracking is a great way to manage tasks. Why? Because it helps you see exactly where you are spending your time during the day and this information lets you prioritize effectively.
• Tip #5: Delegate Finally, look at what you can delegate. You don’t have to do everything on the project yourself. Projects are a great development and learning opportunity for your team members too, so think about what you can delegate to others. Not only can you pat yourself on the back for helping develop their skills, it is also work off your to-do list that you don’t have to do!

If you haven’t already found the task management app that works for you, now is the time to test drive a few products and find one that suits your style.

ProjectManager is easy to use, quick to set up and lets you manage task lists with your team from wherever you are.

Start your free 30-day trial

Task management resources.

• How to Estimate Tasks and Dependencies
• 5 Ways to Improve Time Tracking
• 10 Tips for Better Task Management
• How to Link Tasks on a Project
• Project Management Trends (2022)
• How to Prioritize With Personal Kanban
• How to Schedule Different Project Tasks
• How You Can Manage Task Dependencies
• 5 Tips for Task Estimating
• What Is Batching and How Can I Use It to Get More Done?
• How to Make & Maintain a Project List

Deliver faster, collaborate better, innovate more effectively — without the high prices and months-long implementation and extensive training required by other products.

How To Assign Tasks To Team Members Effectively? Our Full Guideline

How can I effectively assign tasks to people?

Why is it that despite assigning tasks, some groups reach peak productivity and project success, while others grapple with conflicts and burnout?

And how can I address and solve issues related to task assignment?

In this article, we’ll provide answers to all of these questions.

Ready to elevate your task assignment skills and boost your project success? Let’s dive right in!

I. Assigning Tasks: Quick Overview

1. What is task assigning?

Task assigning is the process of allocating specific duties to team members to achieve a common goal.

2. Why is assigning tasks to team members important?

Effective task assigning is crucial for achieving team goals and maintaining productivity because it improves:

• Fair workload distribution.
• Resource efficiency.
• Seamless team collaboration
• Simplifying project progress tracking.

There’s more.

As everyone knows their role, responsibilities, and how their work contributes to the bigger picture, they feel less confused and more accountable for their assigned task.

II. How to assign tasks effectively in a project?

Below are the best strategies, practices, and tips for assigning tasks to others effectively.

Stage 1: Before assigning tasks

• Understand the project & your team members

Ensure you get a clear understanding of:

• Project’s objectives, scope, desired outcomes, and any deadlines.
• Team members’ skills, strengths, weaknesses, and preferences.

This step allows you to match the right tasks with the right team member, which helps allocate tasks efficiently, increase productivity, and maximize project success.

• Break down the project into individual tasks

Follow these steps:

• Identify major components of the project based on its goals.
• Break components into smaller tasks.

This makes it easier for managers to allocate responsibilities and track progress while helping team members better grasp the overall process.

• Prioritize tasks

Prioritize tasks based on 3 factors: 1) urgency, 2) importance, and 3) complexity. Here’s how:

• Identify time-sensitive tasks.
• Address tasks contribute to your long-term goals and should not be neglected.
• Categorize tasks based on difficulty levels, and time and resources required.
• Create a priority list of tasks based on the combination of all three criteria.

This valuable step helps managers make informed decisions on which tasks to tackle first and find the right people to work on each task.

Stage 2: While assigning employee tasks

• Match the right person to the right task

Assign tasks to the most qualified people.

Start by allocating high-priority tasks to the first available person with the matching expertise. Schedule low-priority tasks.

Straightforward tasks can be assigned to less experienced members, while complex tasks may be given to those with advanced skills.

• Be mindful of your team’s availability.
• Set realistic deadlines. Ensure to give members sufficient time to complete their assigned task.
• If someone shows interest in a particular task, consider assigning it to them.

If you know your employees well enough, then make a list of dependable people who are ready to take on a little more duties.

Give them low-priority yet important tasks with authority.

• Communication

To avoid disputes, constant clarification, or errors, it’s important to help your team members understand:

• Project’s goals, desired outcomes, and deadlines.
• Tasks’ requirements and priorities, plus how they contribute to the overall project’s success.
• Who is responsible for which task and what is expected of them.

Tips: Use clear and concise language when communicating. Encourage employees to ask questions and seek clarification on the project and their assigned tasks.

Stage 3: After assigning tasks

• Monitor Progress & Offer Help

Check-in with team members regularly to see how they are doing and if they need any help.

Encourage them to open up and transparently communicate their concerns and challenges.

On your side as a team leader or project manager, be available to offer assistance if they encounter challenges.

This helps resolve issues and improve the task assignment process.

• Provide Necessary Resources

Ensure that team members have the necessary resources, tools, and information for their task completion.

Stage 4: After the task/project is completed

• Reflect on Past Assignments

After each project or task, take time to reflect on what worked well, what didn’t, and where certain tasks weren’t up to par.

Address any issues and offer feedback on completed tasks. Use this feedback to refine your approach in future assignments.

Recognize and reward everyone’s efforts and contributions. This helps keep employees excited and motivated.

• Continuous Learning and Improvement

Invest in training and development opportunities for your team to enhance new skills and knowledge.

Extra tips for assigning tasks effectively:

• Use project management software to help you manage workload, make time estimates, performance reviews, etc.
• Be flexible. Things don’t always go according to plan, so be prepared to adjust your assignments as needed.
• Don’t be afraid to experiment. Try different approaches to see what works best for your team.

III. How to assign tasks in Upbase?

In this section, I’ll show you how a project management tool like Upbase helps simplify task assignments, improve morale, and increase outcomes.

Quick info:

• Upbase organizes and manages projects by lists.
• Members of a list can’t see and access other ones except those lists’ owners allow them to.
• Upbase offers unlimited free users and tasks.

Sign up for a free Upbase account here , follow this guide, and take your task assignment process to the next level.

1. Break down projects into smaller tasks

Create a new list:

• Hover over “Lists” on the left sidebar to open the dropdown menu.
• Select “List”
• Edit the list’s icon, color, name, and description. Then, add your employees.

Add new tasks to the list:

• Navigate to the Tasks module.
• Create and edit sections.
• Add tasks to sections by clicking “+” or “Add task”.

Add new tasks via emails : Open the dropdown menu next to the list name, select “add tasks via emails”, and follow the instructions.

Add task details:

You can add specific instructions, priorities, deadlines, and other attributes to individual tasks and subtasks.

Keyboard shortcuts : Hover over a task card and press:

• “S” to set high priority
• “D” to open the Due date picker
• “C” to open the Tag picker

Upbase Tip : Use task tags to categorize tasks by urgency, importance, and complexity. This makes it easier to match the right tasks to people for later.

2. Assign tasks

Check your employee availability:

Go to the Members page, and click on the team member you’d to assess their workload.

You’ll be driven to a separate page that shows that member’s assigned tasks, along with their due dates, priorities, etc. You can also filter tasks by one of these attributes.

Use this page to check each employee’s availability and identify who can complete additional tasks.

Assign tasks:

Open the desired task, click “Assignee”, and choose the right team member(s).

Keyboard shortcuts : Hover over the task and press “A” to open the Assignee picker. Press the space bar to assign yourself. This way makes assigning tasks easier and quicker!

If you want multiple people to work on a particular task, consider dividing it into subtasks, give time estimates for each, and then assign them to the right team member(s).

Communicate tasks:

Use the Messages and Chat modules to communicate with your team.

Messages is best suited to show the big picture, like project goals, desired outcomes, everyone’s duties, and how their work contributes to the whole.

Make use of the comment box to encourage everyone to ask questions and seek clarification about the project or their assigned tasks.

Chat supports both 1:1 chats and group chats. It’s perfect for quick discussions about issues, task deadlines, etc.

3. Track progress

Upbase offers an array of tools for project managers to track the workload of other employees.

To track a project’s progress:

From the Tasks module :

Here, you can view tasks in a List or Board format.

The List format provides an overview of tasks, deadlines, priorities, and employees working on them, while the Board visualizes the project’s progress.

Besides, you can group tasks by due date, priority, assignee, or section. View tasks filtered by one or multiple tags. Or create a custom filter.

From the Calendar module:

It shows all the scheduled tasks within a project by week or month. It also allows you to create a new task or reschedule overdue tasks.

To track the progress of all projects in a workspace :

Filters : In addition to filtering tasks within a project, you can create custom filters across multiple or all projects in a workspace.

Schedule : It functions similarly to the Calendar module. The two main differences are:

1) Schedule is to track the progress of tasks from all projects while Calendar is to track the progress of tasks within a project.

2) Schedule offers an additional view, named Daily Planner.

Other tools for progress tracking:

My Tasks : A private place where you can get an overview of all the tasks you create or tasks assigned to you.

4. Encourage collaboration and provide support

Use Upbase’s Docs, Files, and Links to provide employees with resources, information, and tools they need to complete tasks.

These modules are available in each list, making it easy to manage project data separately. Plus, they all provide collaboration features like watchers and comment boxes.

• Docs : You can create native documents, share a doc’s public link, embed Google Docs, and organize documents by folders.
• Files : It allows you to upload/download files, manage file versions, embed Google Drive folders, and show files by Grid or Board view.

• Links : You can save URLs as cards, and then add descriptions, watchers, and comments.

5. Providing feedback

On the Tasks module, you can create a section, named “Review”.

When a task is completed, the assignee will drag and drop it here. Then, you, as a project manager will leave feedback on it via the comment box.

So, why wait? Sign up for a free Upbase account now and experience it yourself.

IV. Common mistakes to avoid

For successful task assignment, remember to avoid these common mistakes:

1. Fear of Assigning Tasks

Some people, particularly new or inexperienced managers, may hesitate to allocate tasks to others due to concerns about:

• The quality of the work
• Fear of losing control
• Lack of trust in team members

This fear can hinder productivity and personal growth within a team or organization.

2. Lack of Clarity

This means that the instructions and details regarding a task are not transparent.

Team members may not have a clear understanding of what they are supposed to do, what the goals are, or what the expected outcomes should be.

This lack of clarity can lead to confusion and misunderstandings.

3. Poor Communication

Poor communication can contribute to misunderstandings and problems in task assignments, too.

However, it addresses different aspects of the overall process.

Poor communication means that there might be a lack of information sharing or ineffective communication methods. This could include:

• Not providing updates
• Failing to ask questions when something is unclear
• Not actively listening to others.

Even with clear instructions, if there’s poor communication, the information may not be conveyed effectively.

2. Overloading

Assigning too many tasks to a single person or team can overwhelm them and negatively impact the quality of their work. It’s crucial to distribute tasks evenly and consider each individual’s capacity.

3. Ignoring Skills and Strengths

Neglecting to match tasks with team members’ skills and strengths can result in subpar performance. Assign tasks based on individuals’ expertise and abilities to optimize results.

5. Micromanagement

Hovering over team members and scrutinizing every detail of their work can stifle creativity and motivation.

Trust your team to complete their tasks and provide support when needed.

6. Inflexibility

Being rigid in task assignments can prevent adaptation to changing circumstances or new information. It’s essential to remain open to adjustments and feedback.

8. Unrealistic Deadlines

Setting unattainable deadlines can put unnecessary pressure on your team and lead to a rushed and subpar outcome. Ensure that timelines are realistic and allow for unexpected delays.

10. Lack of Feedback

Forgetting to provide constructive feedback or failing to seek input from team members can hinder growth and improvement. Regularly discuss progress and provide guidance when necessary.

In summary:

Successful task assignment relies on clear communication, matching tasks to skills, flexibility, and a supportive, accountable, and feedback-driven environment.

Avoiding these common mistakes will help ensure that tasks are completed efficiently and effectively.

1. What’s the difference between assigning and delegating tasks?

Task delegation means you give someone the authority to make decisions and complete tasks independently without constant supervision.

Task allocation, on the other hand, means you assign specific duties to someone, often with clear instructions, while retaining overall control.

A delegated task gives the team member more freedom to make decisions and determine how to produce the desired results. An assigned task is more limited because it’s based on instructions and under supervision.

In short, delegating tasks typically involves a higher degree of trust and empowerment than allocating tasks.

2. What’s the difference between tasks and subtasks?

Tasks are generally larger, more significant activities that need to be completed, while subtasks are smaller, specific components or steps that contribute to the completion of a task.

Subtasks are often part of a broader task and help break it down into manageable pieces.

3. Who is the person assigned to a task?

The person assigned to a task is called an “assignee”. They’re responsible for completing that specific job or duty.

4. Who should you delegate a task to?

Delegate a task to the person best suited for it based on their skills, expertise, and availability.

Choose someone who can complete the task effectively and efficiently, taking into account their experience and workload.

5. What is the best way to assign tasks to team members?

The best way to assign tasks to others is by considering each member’s strengths, skills, and workload capacity, and aligning tasks with their expertise and availability.

6. Why is it important to assign tasks to your team members?

Assigning tasks to team members is crucial because it ensures clarity, accountability, and efficiency in achieving goals.

It helps prevent duplication of efforts, enables better time management, and allows team members to focus on their strengths, ultimately leading to successful project completion.

7. How do you politely assign a task?

To politely assign a task, you can follow these steps:

• Start with a friendly greeting.
• Clearly state the task and its importance.
• Ask if the person is available and willing to take on the task.
• Offer any necessary information or resources.
• Express appreciation for their help.

8. How do short-term goals differ from long-term goals?

Short-term goals are specific, achievable objectives that you aim to accomplish soon, typically within days, weeks, or months.

Long-term goals are broader, more substantial objectives that you work towards over an extended period, often spanning years.

Short-term goals are like stepping stones to reach long-term goals.

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11 Free Task List Templates in Excel & ClickUp

Praburam Srinivasan

Growth Marketing Manager

July 18, 2024

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If you often struggle to stay on top of work tasks , personal responsibilities, and the never-ending to-do lists life keeps throwing at you, don’t worry—you’re not alone. While excelling at work while maintaining a fulfilling personal life is a major puzzle for many professionals, it can be pieced together if you equip yourself with the right tools.

The humble task list is a simple yet remarkably useful tool to boost productivity and regain control of your personal and professional commitments. It provides a clear roadmap of what and when needs to be accomplished, helping you manage time wisely and prioritize tasks effectively. 📑

To be practical, a task list needs a well-structured format, but making one from scratch can be yet another responsibility.

Fortunately, there’s a wealth of outstanding blueprints available for free. In this article, we’ll introduce you to 11 of the finest task list templates to revolutionize how you manage your daily responsibilities.

What Is a Task List Template?

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A task list template is a pre-designed framework for efficiently listing, prioritizing, organizing, and tracking tasks or activities. It comes in various forms, from simple to complex, and can be used for professional and personal purposes.

These templates typically include essential components such as task names, descriptions, due dates, and status indicators. Some may offer additional attributes like priority levels , task dependencies, and categories to further improve task management and prioritization.

Task list templates provide a systematic approach to managing your daily schedule , coordinating complex projects, or organizing team assignments. They help you track responsibilities and ensure crucial tasks are completed on time, promoting accountability and transparency.

What makes them even more valuable is their flexibility —they can be tailored to fit your specific requirements, whether you’re managing a client project or throwing a birthday party. ⏳

When it comes to task organization, there is no one-size-fits-all solution. However, you should ensure that your task list template has the following qualities:

• Clarity : Task names and descriptions should be concise and unambiguous, ensuring that users can quickly understand what needs to be done
• Organization : The template provides a logical structure for listing tasks, often in a sequential or prioritized manner
• Flexibility : Users should be able to customize it to suit their specific personal or professional requirements 
• Due date management : It allows for setting due dates or deadlines, helping users track time-sensitive responsibilities and prioritize work accordingly
• Status tracking : Good templates include status indicators or checkboxes that allow users to mark tasks as incomplete, in progress, or completed
• Reminders and notifications : To help users stay on top of upcoming tasks or overdue items

11 Free Task List Templates to Track Assignments in 2024

In this curated collection, we’ve handpicked the top 11 task and to-do list templates in Excel and ClickUp .

Each is expertly designed to address specific needs and elevate your task management experience. They’re also easy to use, customizable, and completely free. 🆓 

The ClickUp Daily Task List Template is your partner in organizing everyday tasks , from the most routine to critical. It empowers you to take charge of your day by setting goals, assigning deadlines, categorizing tasks, setting up reminders, and prioritizing work.

The best part? It’s highly customizable , allowing you to tailor it to your needs and preferences. 

With this template, you have the power to take your task organization to the next level through Custom Fields. You can organize tasks according to particular categories such as type, location, or any other relevant criteria, which makes it simpler to visualize and arrange your workload.

Easily track and maintain streaks with customizable attributes for effective daily task management. ✅

Use the template’s List view for a detailed display of your to-do items, switch to the Kanban view to easily manage task statuses, or pick the Table view if you prefer a spreadsheet-like format. You can also integrate this template with your existing task management tools , ensuring it harmonizes effortlessly with your daily workflow.

If you’re looking to master your work hours, expectations, and goals with precision, the ClickUp Calendar To Do List Template has your back. It’s not just a calendar; it’s a powerful organizational tool offering a holistic view of your weekly, bi-weekly, or monthly duties.

Use it as a clear roadmap to plan and prioritize all your tasks based on your role and responsibilities or as your go-to weekly task list template for multiple projects. 🗓️

What makes this template extra convenient and functional are its custom views. Imagine having an entire week ahead filled with meetings. The Meeting Request view gives you a quick overview of all your upcoming appointments, the associated tasks, and their deadlines. This ensures you’re always well-prepared and firmly in control of your commitments.

Now, picture working in a team where tasks are assigned based on roles. The By Role view helps you sort tasks according to who’s responsible for them. It makes task delegation a breeze and promotes accountability by ensuring everyone knows what they need to do and when.

Lastly, there’s the Schedules view . It’s like a visual map of your day or week, laying out tasks chronologically. This helps you plan your time effectively by allocating slots for tasks, meetings, and even short breaks. It’s all about staying on top of things and making the most of your precious time.

You can also track task progress with Custom Statuses like Open and Complete and categorize tasks using Custom Fields such as Category, Resources, Productivity Level, and Role.

With the ClickUp Work To Do Template , you can effortlessly prioritize tasks by importance, effort, or urgency, ensuring you stay focused on what matters most. Organize projects into lists, complete with their related tasks, subtasks, and associated due dates, so you’re always on top of deadlines. Plus, you can visually track your progress through intuitive Kanban boards or Gantt charts. 

This template offers three distinct views tailored to your needs:

• Weekly To Do List Calendar
• Monthly Calendar

In the Task List view, you’ll find a comprehensive list of activities organized by their completion status, be it daily, weekly, or monthly. You can track additional details on the right side of the template, such as task status, due dates, and priority. Plus, the Task Type field allows you to specify the department responsible, adding a touch of accountability to your task management. 💼

The Calendar views are where the magic happens. Use the simple drag-and-drop editor to schedule or reschedule tasks , creating a visual roadmap for your work.

The ClickUp Task Management Template is your ultimate solution for staying organized and efficiently tackling tasks, no matter the project’s goals. This template takes the information you enter and automatically groups it by priority, department, or task status. With pre-built Custom Fields , you’ll have a quick snapshot of task ownership and expected completion dates, ensuring transparency and clarity. 🌞

Your team can use the template’s List view to meticulously organize task details, such as ownership and deadlines, akin to an advanced to-do list . Project tasks are sorted into three main Lists — Action Items , Ideas, and Backlog—allowing you to find the information you need effortlessly. 

Meanwhile, the Board view empowers you to plan and prioritize the most important tasks by arranging sticky notes on a Kanban board. The Box view offers insights into work distribution, aiding intelligent task assignment, while the Calendar view simplifies scheduling with a user-friendly drag-and-drop interface.

Introducing the ClickUp Simple To-Dos Template , where effectiveness meets simplicity. This template offers a straightforward approach to task management without unnecessary complications or distractions. 🎯

Start with the List view as your master task list, where columns display essential details like assignees, due dates, priority tags, and comments. The status column provides a dropdown menu with customizable categories, such as Blocked, Complete, In Progress, and To Do.

Want an overview of all your tasks? Turn to the All Tasks view.

Need to prioritize? The Prioritized Tasks view has you covered.

Make your tasks more informative by including subtasks, checklists, and attachments. Experiment with various views like Board and Gantt, and refine your task display using filters to find the best fit for your workflow.

Tired of struggling to remember your daily tasks and appointments? The ClickUp Simple Task Management Template is designed to simplify not only work-related activities but also everyday responsibilities like cleaning, vacuuming, or going to the gym.

The to-do list template includes a basic list format for visualizing personal or professional tasks categorized as To Do or Complete. 

This task management template provides a clear structure for adding your daily tasks , complete with labels for due dates, priorities, and task statuses. It’s your key to structuring your day and staying on top of tasks, no matter their size or significance.

You’ll find a range of views, including List , Board, and Doc , allowing you to approach your tasks in a way that best suits your workflow. Its powerful customization options set this template apart—add fields, prioritize tasks, and easily set up reminders .

The ClickUp Activity List Template can transform the chaos of your to-dos into a well-organized and efficient system. It’s a versatile template that covers everything from creating to-do lists and checklists to managing project timelines and sprints. With this template, you can organize all your activities in one place, making it easy to prioritize and plan them with precision. 🙌

Use the template’s Custom Fields to: 

• Specify project name
• Assign tasks to a project manager
• Track completion progress

What’s even more convenient is that this template structures activities and secondary tasks as subtasks , allowing you to provide in-depth details for each one, including dependencies between activities. It’s a comprehensive solution for effective activity management and project planning , simplifying complex tasks and ensuring your projects run smoothly.

Excel enthusiasts, here’s a handy tool for your task management needs: the Excel Prioritized To Do List Template by Vertex42. This template simplifies the collection, evaluation, and tracking of your day-to-day tasks. It features a printable , hand-fillable design with a dedicated space for your top three priorities. 🖨️

In the first column, list your tasks or projects. Use the subsequent columns to set due dates, update statuses, specify priorities, and add notes. You have the flexibility to prioritize tasks using various methods, like symbols, numbers, or formatting.

The Excel Task List Template by TeamGantt is your ticket to task management success. This template simplifies scheduling, assignment, and tracking of tasks for various projects, making it a valuable addition to your task list template Excel collection. It offers adaptability, whether you’re handling critical work tasks or personal projects.

The template simplifies task management by allowing you to create a comprehensive to-do list . You can easily add tasks, assign owners, set due dates, and track task status. Its clear status options make progress monitoring a visual breeze, and you can prioritize tasks effortlessly by assigning due dates.

You can track your progress on work assignments, ensuring you never miss a deadline or manage your household projects more efficiently, keeping costs in check and tasks on schedule.

The Excel Daily Task Tracker Template is a versatile tool for efficiently managing multiple tasks . Its user-friendly, visually attractive design incorporates built-in filtering controls , allowing you to sort and filter projects based on their due dates, priority, and status. Whether you prefer a digital or hard copy, this template suits both options.

With complete customization options , you have the freedom to adjust text, images, and other elements to suit your unique requirements. You can tap into a world of creativity with access to a diverse range of photos, graphics, fonts, and dynamic features like animations, transitions, and videos. 🎨

This template offers a straightforward and efficient solution for task tracking, helping you prevent oversights and boosting your productivity.

Ideal for tracking weekly tasks, the Google Sheets Task List Template presents an accessible and organized approach to task supervision.

This checklist template lets you manage your weekly tasks in a simple and visually shared workspace that can be accessed and coordinated seamlessly across different platforms. It’s specially designed to help you lay a robust foundation for your tasks while ensuring all crucial details are visualized and easily accessible.

With the Google Sheets Task List Template, you can encompass your tasks in a neatly planned sheet layout featuring essential task parameters such as task names, completion status, due dates, assigned roles, priority levels, and accompanying notes. 🗓️

You can manage your task flow in a glanceable format with color coding to highlight pending tasks, accomplished tasks, and tasks in progress. Its drag-and-drop feature allows you to reorganize tasks as per priorities, making it simpler to focus on urgent tasks first.

Here’s a brief overview of what you can expect from each template:

If tasks were your soldiers, task list templates would be the strategies and tactics you apply to take control of them and lead them to victory. So, don’t just try to manage tasks—command them with the right template! 💂

From simple to-do lists to detailed project tracking tools, these 11 templates combine simplicity, flexibility, and effectiveness to match your specific needs. If you need more ready-made frameworks to streamline all kinds of professional and personal activities, we encourage you to check out  ClickUp’s extensive library of templates and supercharge your productivity.

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Stay on track with task management in Slack

By managing tasks and priorities in Slack, you can keep everyone in the loop and move projects forward, one to-do at a time.

• INTEGRATIONS

ORGANIZATION

• PRIORITIZATION

Integrations

A few of the best task management apps for slack.

Slack integrates with all kinds of task management apps — from ones you already use to new apps that can help your team stay focused. These apps can send important reminders, up-to-date notifications and more into Slack, or allow you to create new tasks from where you're already collaborating with your team.

Team communication in one place

Work in Slack happens in collaborative spaces called channels. Conversations and files related to your tasks stay organized in the appropriate channel for that project or initiative, allowing you to focus on specific tasks and manage your time as needed.

Channels are where you can share files and messages with your teams. They can be created for every project, topic, department, or whatever makes sense for your company.

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Fast-moving projects keep track with daily check-ins about tasks in progress.

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Large teams stay in the loop by relying on central channels for long-term projects like product features.

Prioritization

Bring balance to delegation and deadlines.

Collaboration in Slack happens in real time — you can find support or delegate tasks in the flow of conversation. And when those conversations happen in channels, you can prioritize your effort on just the tasks and work that need your attention.

Integrations like Asana help you create and assign tasks from messages in Slack, perfect for incident management channels.

team-finance-weekly

One channel for weekly planning and stand-up messages gives you a platform for prioritizing tasks with your team.

Frequently Asked Questions

You can use Slack for all your task management needs. From task reminders to specific channels for project updates to seamless team collaboration, Slack helps you never miss a task or deadline. Go further by integrating with thousands of tools such as Asana, Wrike, Monday.com and many more to manage every task in Slack, your productivity platform.

Here is how you can create and assign tasks in Slack: 1. Integrate with an app like Asana, Trello, or Jira. 2. Once you’ve set up the app, you can add or update tasks from any channel or direct message (DM). 3. Create and assign tasks to teammates and mark tasks as complete, without leaving your Slack workspace.

Slack integrates with all kinds of task management apps so you can manage all of your work in your Slack workspace!

You can use Slack for all of your task lists! Learn more about how to save messages for later, pin messages, integrate with task management apps and more.

Resources for task management

Create and assign tasks

Collect and respond to requests as a team

Intake creative project requests

Try slack with your team for free.