Having a good task system where your teams can take advantage of task management software will infinitely simplify your daily workflow.
This article will help you quickly compare and evaluate the best task management software and other similar project management apps for teams. I’ve also included some personal task management apps and indicated where the software is best suited for agencies, software development teams, small business, etc.
Of course, if you aren’t a fan of high tech solutions, you can always use a simple task management approach. You can rely on generic programs with note-taking and organization functions like Google Sheets, Google Docs, Microsoft Word, and Microsoft Excel. These require more manual input from the user, though.
More sophisticated task tracking tools can help you go beyond a simple to-do list. The best planner apps will help you stay organized, provide micro and macro points-of-view of your workflow, identify delays and problem areas, and keep everyone on the same page.
It’s hard to pick the number one best to-do list tool, so I’ve compiled a list of the top choices on the market and described what each does best.
The Best Task Management Software List
Here’s a shortlist of the best task management apps:
To-Do List Software FAQ
If you are just getting started with to-do list software, you might benefit from reading our general FAQ:
What is task management software?
Task management software is any digital tool that helps you plan, track, and complete a unit of work. Task management software will often help list, test, expense, and otherwise organize a given task or subtask. Task management software will also show dependencies between tasks so you know in what order things need to be done.
Are there any task manager alternatives?
Sure! If you aren’t a fan of fancy apps or high tech solutions, you can A) use a simple, common app like Asana, Trello, or Basecamp, or B) rely on generic programs with note-taking and organization functions like Google Sheets, Google Docs, Microsoft Word, and Microsoft Excel. These require more manual input from the user, though.
Not looking for a simple online to-do list? Check out my other related lists:
- Before you have tasks, you need a plan. If you struggle to flesh out the initial details of your projects, try these 10 Best Mind Mapping Software options.
- Many task management tools come with some sort of time tracking. If you are using one that doesn’t, you will probably want to invest in Time Tracking Tools of your own.
- Not getting thorough enough tasks in a day? You might be in need of a Productivity App to give you a mental boost and identify bottlenecks.
Criteria For Choosing The Right Task Management Software
What am I looking for when we select task apps for review? Here’s a summary of my evaluation criteria:
1. User Interface (UI): Is it clean and attractive?
2. Usability: Is it easy to learn and master? Are functionalities like drag and drop present and easy to use? Does the company offer good tech support, user support, tutorials, and training?
3. Features & Functionality:
- Task and Detail Template –Does the tool offer templates for task lists and task distribution, be it creative briefs or hyper-detailed product development items? Can you add and edit your own task templates?
- Tags, Flags, and Organization – Can you color-code or otherwise mark tasks to coordinate what items belong together? Can you group related tasks with subtasks?
- Multiple Task Views – Can you change the way you are fed upcoming tasks, like by due date, urgency, project, client, or calendar view?
- Cross-channel and device sync – Do your tasks sync across devices? Can they be easily accessed in many places? Can you customize which channels (mobile SMS, desktop notification) you receive your alerts?
4. Integrations: Is it easy to connect with the other tools and project management software you are already using? Any pre-built integrations?
5. Methodology: Does the software fit the project management methodology you are using, whether it’s agile/lean, waterfall, scrum, or a hybrid methodology?
6. Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent, and flexible?
Overviews Of The 10 Best Task Management Tools
1. Monday.com – Best for building automated task workflows
monday.com is a great task management software because of the way the tool has done away with a lot of the trimmings of typical management tools and focused on simple, visually intuitive layouts that help clarify the sequence of work. This task management software won the 2019 Webby Award for productivity platform. It provides a highly customizable interface that resembles a spreadsheet, but it includes a ton of additional features that make it much more interactive and visually appealing than a simple spreadsheet.
monday.com’s features include message boards, task management boards, and some easy-to-read visualizations that allow you to display your project data and quickly get an idea of your progress. Members can collaborate by uploading and attaching files, and assigning deadlines and tagging members on tasks.
@Mentions of team and individuals are available as well. Because it’s so customizable, it’s easy to configure monday.com to plan your project timelines and organize schedules, and you can also keep all of your team conversations, briefs, and files in a single shared space.
monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
You can try monday.com for free.
2. MeisterTask – Best free task management software for simple task management (unlimited users)
MeisterTask is a task management tool with an intuitive user experience and allows users to customize views, projects, and tasks in a way that works best for their teams and workflow.
MeisterTask’s collaborative features are robust. The tool includes Kanban-style project boards for cooperative project work across teams. Features such as automation, watching, mentioning, tags, and task scheduling also help simplify collaboration. Another great tool within MeisterTask is the Agenda feature, where users can create customized sections and pin tasks from any project, to group and focus on tasks relevant to their own work on one board.
MeisterTask slots into many digital ecosystems with a large selection of native integrations — including G Suite, Slack, and GitHub — in addition to over two thousand applications via Zapier.
MeisterTask offers a free basic plan, and paid subscriptions start at $8.25/user/month.
3. Teamwork – Best for scaling teams and businesses
Teamwork is a task and project management software that helps in-house teams and agencies improve collaboration, visibility, and accountability. It’s a flexible task management solution that helps you to manage the entire project lifecycle from start to finish.
Teamwork has a wealth of features designed to make project management quicker and more efficient. Use Teamwork to help add structure to your work with projects and milestones: create task lists, tasks, and subtasks to break down the work into action items for your team. You can add due dates and other important info like priority, description, supporting documents, or tags., and you can also keep comms in context with comments on each task. There’s also a helpful big picture view of capacity in the Workload feature.
Teamwork is more than a simple task tracking tool—it comes with a big feature set, so it does take a little while to get up to speed. There’s a lot of support for learning, including ongoing webinars and access to help docs, an online resource center, and a dedicated customer support team.
Teamwork integrates easily with other tools including Gmail, Harvest, HubSpot, QuickBooks, Slack, Dropbox and more.
Teamwork costs from $10/user/month. They also offer a 30-day free trial.
4. Nifty – Best enterprise task management software
Nifty’s task management software can automate project updates, and allows users to create custom task lists to fit team workflow or import task boards. Team members can define, assign, and track tasks based on milestones, while keeping task files and feedback all in one place.
The tool also includes functionalities for automated project status reporting based on team task completion and progress, as well as on the built-in time tracker, which allows for tracking time across members, tasks, and projects. Nifty also has a task list and Kanban view for added task management flexibility.
Nifty is robust enough to manage development sprints while remaining flexible to a variety of workflows. A cross-organizational project overview tab can provide reports on everything from high-level timelines to a task-level deep-dive analysis of any project.
Nifty allows you to import data from Asana, Basecamp, ClickUp, and Trello so you can quickly establish your workflow. Nifty has built-in native integrations such as Slack, Zoom, GitHub, Dropbox, Google Drive, GSuite, and Google Calendar, as well as over 1000 additional integrations through Zapier.
Pricing starts at $39/month.
5. Paymo – Best visual task management software with easy-to-learn interface
Paymo is a complete workflow management tool for organizing tasks inside projects, with clear instructions on how, when, and whom to complete them. Apart from task management, it also includes other modules such as time tracking, resource management, and scheduling, and invoicing, making it popular for both freelancers and teams.
At a glance, managers monitor what their teams are working on in a global meta board, while team members see what’s on their plate for today. Tasks are really detailed, containing vital information such as hourly budgets, priorities, and statuses to track progress and track tasks in real-time.
Planning-wise, Gantt charts make it easy to notice how tasks relate to each other and which of those are critical towards the project completion. Couple this up with project dashboards, and you’ve found a tangible way to tie performance metrics to actual business goals.
Paymo integrates with productivity apps and collaboration tools such as Google Calendar and Slack to name a few, so you can shorten the feedback loop and focus on finishing tasks on time.
There are two paid plans, the lowest one starting at $11.95/user/month. Yearly subscribers are also eligible for a 20% discount. Free trials are also available.
6. Smartsheet – Best cloud-based task management software
Smartsheet is a spreadsheet-like task management software. It has won a few awards for quickly becoming a favorite business app. It’s a nice task management tool if you’re comfortable working in Excel but wants a break from complicated formulas—Smartsheet performs all the calculations for you across multiple sheets. You can also add customized brand logos and set color themes for individual projects.
It offers basic functions such as scheduling tasks, subtasks, activities, assigned resources, and sections on tasks. Team members get notified of critical changes in real-time, and the tool provides shared views, detailed history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed. The Critical Path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones. Reporting is a strong feature of this tool, with editable summary reports that you can easily export to Excel.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $14/user/month and offers a 30-day trial.
7. ProjectManager – Best task management tool for small business
ProjectManager.com is a cloud-based, award-winning task management software for project teams. This tool has robust features for planning projects, assigning tasks, tracking progress, and collaboration. Using this tool, you can also manage timesheets, expenses, and workloads. ProjectManager.com also includes a Gantt chart feature, as well as the ability to switch between Gantt chart, task list, and Kanban board views.
ProjectManager.com provides templates for reports, or you can set up your own custom reports for project status, timesheets, and expenses across multiple projects. Use the real-time dashboard to see an overview of current project stats.
ProjectManager.com integrates with Google Drive, Gmail, Google Calendar, and other Google Apps, as well as Microsoft Office and Microsoft Project. For all other integrations, you can use Zapier to sync ProjectManager.com with other tools.
Pricing for ProjectManager.com starts at $15/user/month, with their basic “Personal” plan requiring a minimum of 5 users. They offer a 30-day free trial (a credit card is required to sign up for a free trial).
8. SAM9000 – Best task manager for file sharing and document management
SAM9000 is a project management app that uses artificial intelligence and includes task management, document management, and email management. It also offers time tracking, notes and memos, and 100 GB for clients and teams to share files, including large file uploads.
The main interface is easy to use, a multi-level Kanban board. The tool connects a global Kanban board with all your projects, to individual Kanban boards for each job. It is very easy to navigate between these interconnected levels.
SAM9000 has a powerful and simple way of prioritizing tasks for the team. Changing priorities automatically reschedule tasks for everyone involved. Sam, the AI, schedules work for each team member, which is then displayed as a Kanban dashboard for each user. The interface can handle many projects and users simultaneously. SAM9000’s AI component functions like your personal assistant helping with your creative, marketing, and other professional services.
Email management is built-in, meaning you can attach emails to projects permanently for the team to track, and similarly attach tasks to emails. Document management is also a primary focus, with each subscription including 100 GB of cloud storage that can be used for file sharing with clients and guest uploads. Clients can use a simple link to upload files directly into your projects for the team to access immediately—no need for external cloud accounts.
Sam is fully cross-platform; it works on the web, desktops, iPhone and android phones, and tablets with the same interface.
SAM9000 costs from $2.90/user/month (min. $29/month) and has a 30-day free trial.
9. Wrike – Best enterprise task management software for integrations with industry-standard tools
Wrike was founded in 2006 and has over 20,000 teams using the software now. Billed as a collaborative work management platform, Wrike elevates tools for prioritizing, scheduling, and assigning tasks—like Gantt charts, creative brief templates, and forms.
Having plenty of easily-accessible REST APIs means that Wrike’s integration capabilities with other tools is nearly limitless for the coding-inclined. Thus, they scored very well in Integrations per the above-listed evaluation guidelines.
Integrations include Salesforce, Tableau, MediaValet, Microsoft Teams, extensions for Adobe Creative Cloud, Google Drive, Microsoft OneDrive, Gmail, Github, Jira, SAML integration, Outlook, Microsoft Project, Slack, Bitium, Dropbox, Box, and more. Additionally, Wrike’s well-documented, easy-to-use APIs make it simple to quickly connect Wrike with your current tools and workflow.
One con to note is that it is a bit of a click-labyrinth when it comes to finding what you need quickly. The interface is layered so arriving at useful items requires a few too many clicks, menus, and links.
10. Casual – Best simple task management software for beginners
Casual is a visual process management solution for small and growing project teams. The tool’s website offers some free-forever resources like a start-up toolkit, project proposal templates, and samples, and scope creep interactive guide.
This online task management tool is great for complex projects with various branches of activity and deadlines. As you can see from the screenshot, it is more than just a to-do list. It can track project paths and assign tasks in multiple directions while acknowledging dependencies.
No integration options are listed on Casual’s website.
Not having app integrations available or transparently listed lost Casual marks in the Integrations evaluation criteria. Seeing as it’s nearly impossible to use a single tool for all PM needs, open connectivity is a must in any modern task management app.
Casual starts at $7/month for up to 2 users and has a free 14-day trial.
The Best Task Management Software Summary Chart
What Do You Think?
Todo lists online are not just for project managers and their teams. We all need some sort of task organizer to help us get by.
Have you tried out any todo lists software listed above? What is the best todo list app in your opinion? What do you look for in your personal “best task app” and why? Comment below to share your ideas with our community.
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