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The Reclaim 2022 Task Management Trends Report defends the use of task management software, noting up to a 41% increase in productivity when the question "What to do next?" is already answered by your to-do list tool of choice.
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.
Sophisticated task tracking tools can help you go beyond a simple to-do list. The best task 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.
This article will help you quickly compare and evaluate the 15 best task management software on the market today.
How I Selected the Best Task Management Software
If you're wondering how I selected the best task management software, here's where I'll break it all down for you. First of all, I started with task management software that have high user review and satisfaction ratings. Then, using my experience in digital project management, I discerned what key criteria were most important for task management software and compared how each of them stacked up against the rest.
If you have more general questions about task management software, you can skip to our FAQ at the bottom of the page. Or, you can jump right to the best task management software overviews if you're ready to start comparing.
After careful consideration, I've determined that these are the most important criteria when selecting the best task management software. Here's a brief list outlining the whats and whys of my selection.
When it comes to task management software reviews, user interface (UI) and user experience (UX) play a major role in my decision-making process. A great UI should be intuitive and easy to use; not only does this create better customer experiences, but it can also drastically reduce onboarding and training costs for businesses. Additionally, UX design helps users navigate websites and apps quickly and accurately by using effective visual cues, making it easier for users to access information they need in order to do their jobs efficiently.
Usability is an important factor to consider when selecting task management software. It refers to how intuitive and user-friendly a software is and can be the deciding factor in whether or not it’s suitable for your needs. Task management software has become increasingly sophisticated over the years and some programs are more complex than others. It’s important to ensure that your choice of software is easy to navigate so that you can use all its features with ease. Not only will this save time but it will improve productivity as fewer mistakes are likely to be made if users don’t have to wrestle with complicated interfaces.
Software integration allows programs and applications from different providers to work together seamlessly and efficiently. This provides businesses with easier access to data, faster workflow processes, improved scalability, and enhanced communication between systems – all of which are essential components of success for any organization. In each task management software review, I consider whether integration capabilities for each tool are available out-of-the-box or if they need to be added on as an extra cost or feature.
As you can see from my list below, task management software pricing ranges from totally free to $99+/month. This depends on what features you want, how many users you need, the types of integrations you require, and other considerations. If you just need a basic to-do list, there are tons of free task management software options.
monday.com is a great task management software because of the way it 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 for multiple tasks and tracking project progress. 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 for task progress.
monday.com includes message boards, task management boards (for recurring tasks, task dependencies, and task progress), 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.
Why I picked monday: 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, encouraging team collaboration.
monday.com Standout Features & Integrations
Features include project management, task scheduling/tracking, resource management, scheduling, budgeting, API, calendar management, Gantt charts, file sharing, time management, email integration, third party plugins, and notifications.
Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
monday.com Pricing & Plans
monday.com costs from $8/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.
ClickUp is a task management software tool with powerful features for managing and completing all your team's projects in one platform. Users can plan projects, schedule tasks, and manage resources in a centralized workspace, as well as communicate and collaborate with team members and other collaborators.
Task management features include task checklists, subtasks, reminders, priorities, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks. ClickUp includes time tracking as well, both through integrations and natively.
ClickUp also features color-coding for further organization and clarity, as well as multiple task views such as lists, calendars, Gantt charts, Kanban boards, and more. Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.
Why I picked ClickUp: ClickUp calls itself 'one app to replace them all' and has an expansive feature set to back up that claim. This tool will be great for teams who want a little bit of everything and don't mind the learning curve/training required to master it all in one interface.
ClickUp Standout Features & Integrations
Features include task scheduling/tracking, project management, resource management, budgeting, contact management, data visualizations, employee database, expense tracking, file sharing, third-party plugins, collaboration support, timesheets, roadmapping, chat, customer management, email integration, feedback management, and process reporting.
Integrations include Slack, G Suite, Dropbox, and many more (natively), as well as over 1,000+ integrations through Zapier.
ClickUp Pricing & Plans
ClickUp's free plan is robust and includes all primary features. The unlimited plan starts at $5/user/monthand offers additional functionality.
- 50+ widgets to customize your dashboard
- Easy to convert map nodes into tasks
- Unlimited file storage on all paid account tiers
- Free forever plan allows unlimited members
- Mobile app can be a bit slow
- Granular customization options results in a time consuming set-up
Wrike is an award-winning, easy-to-use task management software trusted by 20,000+ organizations worldwide. It's suitable for teams with anywhere from five members to an unlimited number of members with multiple projects. It's also a highly configurable workflow management system that allows you to customize workflows, dashboards, reports, request forms, and more.
Wrike's simple interface enables users to switch between Kanban boards, one-click Gantt charts, and traditional workload views to easily assign tasks and easily facilitate team management. The tool offers several templates, including a number of pre-built agile templates. Wrike also features task lists, subtasks, schedules, shared workflows, file sharing, and real-time collaboration. Users can adjust their views between the calendar view, dashboard view, and more.
Wrike boasts easy-to-use navigation with distinct spaces, folders, and tasks. Toggle quickly between the home screen and timesheets, dashboards, calendars, reports, and the notification stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.
Why I picked Wrike: Not only can Wrike’s features be configured for each individual team’s needs, the tool also offers a variety of specific solutions depending on the type of team or organization — including marketing teams and professional service teams.
Wrike Standout Features & Integrations
Features include project management, task scheduling/tracking, resource management, expense tracking, API, budgeting, Gantt charts, marketing automations, collaboration support, and reporting.
Integrations include 400+ pre-built native integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo, and others.
Wrike Pricing & Plans
Wrike offers a free version, and paid plans start at $9.80 per user per month. There are four different price points, including plans which offer the ability to invite free external collaborators to a paid account.
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 a task manager may need for multiple projects such as scheduling project tasks, subtasks, activities, assigned resources, and sections on tasks. Team members get notified of critical changes in real-time, and this online task management tool provides shared views, detailed history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed.
Why I picked Smartsheet: 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 task management app, with editable summary reports that you can easily export to Excel.
Smartsheet Standout Features & Integrations
Features include project management, task scheduling/tracking, calendar management, timesheets, time management, expense tracking, file sharing, Gantt charts, budgeting, email integration, and lead management.
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 Pricing & Plans
Smartsheet costs from $7/user/month, with a minimum of 3 users and a maximum of 25 users. They also offer a 30-day free trial.
beSlick is a powerful task management system for small to medium size businesses. The tool includes strong template features and an excellent workflow builder that supports decision branching, loops, dependant due dates, and data and file capture.
Templates are centralized in an easy-to-navigate folder structure that supports permissions. Users can also build their own templates using the workflow builder. Tasks can be created as a one-off or from templates, and teams can set different owners for each step in a task, as well as customize notifications for owners. Tasks can also be automatically scheduled as recurring to ensure they're not missed.
Why I picked beSlick: The tool also includes built-in process improvement, which is achieved by features for process quality analytics and template feedback, as well as the ability to record when steps can’t be done and why, which assists in improving workflows on an ongoing basis.
ProWorkflow Standout Features and Integrations
Features include task management, process audit & optimization, reminders & alerts, idea management, progress tracking, templates, workflow management, and groups & guest access.
Integrations include 5000 other apps on Zapier, which require a separate (paid) subscription to access.
Plans and Pricing
beSlick costs from $10/user/month and comes with a 14-day free trial. Yearly subscribers receive two months free. Further discounts for Good Causes.
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.
Forecast is a task management software that unites your projects, resources, and financials in one AI-powered platform. Project managers can leverage Forecast’s workflow automation capabilities to create smart schedules, estimate timeframes and budgets, and populate timesheets instantly. Forecast is currently used in over 40 countries by an assortment of agencies, consulting companies, SMBs, and enterprises.
PMs can control the workflow by building out detailed task lists and flagging clear priorities. Task cards allow every team member to easily comment, share files, and register time spent. Everything related to the specific task appears in one place, including dependencies and subtasks. You can put together projects for any type of work: fixed price, time and material, or retainer.
Why I Picked Forecast: Forecast’s AI learns from previous work and suggests the number of hours you normally register on similar tasks to help you log time faster. You can monitor time registrations from a team perspective and notify each member if they forget to enter something in. Time tracking utilization on a company-wide level is calculated for you for easy alerts, estimates, and reporting.
Forecast Standout Features & Integrations
Features include batch permissions & access, API, budgeting, billing/invoicing, calendar management, contact management, customer management, dashboards, data export, data import, data visualization, expense tracking, external integrations, file transfer, forecasting, Gantt charts, multi-currency, notifications, password & access management, payroll, project management, scheduling, task scheduling/tracking, timesheets, time management, resource management, collaboration support, software integration, status notifications, and reports.
Integrations include Slack, Microsoft Teams, iCloud Calendar, Google Drive, Google Calendar, Outlook, Harvest, Trello, Asana, GitLab, Github, and dozens more using a paid plan through Zapier. Higher-tier subscriptions include native integrations with Timelog, Xero, QuickBooks Online, JIRA, Azure DevOps, Salesforce, Okta, OneLogin, and Azure Active Directory.
Forecast Plans & Pricing
Forecast costs from $29/user/month with a minimum of 10 users and offers a 14-day free trial.
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.
Why I Picked MeisterTask: A great tool within MeisterTask is the Agenda feature, where users can create customized dashboard sections and pin tasks from any project in order to group and focus on tasks relevant to their own work on one board.
MeisterTask Standout Features & Integrations
Features include project management, scheduling, task scheduling/tracking, time management, bug tracking, resource management, collaboration support, workflow management, 2-factor authentication, anti-virus, API, batch permissions & access, calendar management, contact management, contact sharing, CRM integration, customer management, dashboards, data export, data import, data visualization, email integration, external integrations, file sharing, firewall multi-user, notifications, campaign management, and reports.
Integrations include Google Workspace, Slack, and GitHub — in addition to over two thousand applications via Zapier (may require a paid plan).
MeisterTask offers a free basic plan, and paid subscriptions start at $8.25/user/month.
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. 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.
Why I Picked Paymo: Paymo is an easy to use task management app that has revolutionized the way people complete tasks on a day-to-day basis. It's a great tool for organizing and tracking work, allowing users to stay in control of their projects without becoming overwhelmed. Paymo offers an intuitive user interface, with streamlined options that make it effortless to create and manage tasks. It also makes it easy to monitor progress on any project, with notifications when deadlines are approaching or tasks have been completed. The software allows for detailed customization which means users can tailor the app to their specific needs.
Paymo Standout Features & Integrations
Features include dashboard, data export, data import, data visualization, external integrations,Gantt charts, multi-user, notifications,project management, scheduling, task scheduling/tracking, time management, resource management, collaboration support, and workflow management.
Integrations include Google Calendar and Slack to name a few, so you can shorten the feedback loop and focus on finishing tasks on time.
Paymo Plans & Pricing
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.
Kintone is a customizable task management software used by teams at Volvo Trucks North America, Japan Airlines, Shiseido, and over 23,000 organizations worldwide. Their unique approach to project and task management lets you build a wide variety of customizable “apps” either from scratch, using templates or from your existing spreadsheets, for data management, business processes, and workflows. Kintone apps can be customized for project management, sales CRM, customer databases, expense reports, shared to-do lists, equipment management, product feedback, and much more.
Kintone lets you build no-code task management apps by dragging and dropping elements that you want to see onto the page: rich text fields, date fields, drop-down menus, number fields with built-in calculations, spaces for attachments, user or group selection menus, related data from other apps, tables, and more.
Once you’ve built the app you want, you can use it to more easily manage whatever data and tasks you and your team need to track. And with custom notifications and reminders as well as detailed permissions settings, your project tracking solution can look and work however you want it to.
Kintone’s built-in communication features allow teams to discuss projects directly in the app and in topic or project-based threads. Dedicated “spaces” organize everything your team needs for your project, including task-tracking apps and searchable conversation threads.
There are so many ways to customize Kintone it can be hard to know where to start. Read the starter blog “What Can You Build with Kintone?” or watch Creating an App from Scratch for a quick look at how the drag-and-drop builder works.
Why I picked Kintone: What makes Kintone particularly great for project tracking are the features to filter and prioritize tasks by data field or team member to generate custom reports or dashboard views, as well as the ability to automate reminders and handoffs between team members for multi-step workflows.
Kintone Standout Features & Integrations
Features include project management, dashboards, resource management, analytics, calendar management, conversion tracking, employee onboarding, forecasting, lead scoring, timesheets, collaboration support, reports, pipeline management, budgeting, and process modeling.
Integrates with other tools like Slack, Gmail, Google Calendar, Outlook, Tableau, Dropbox, Salesforce, HubSpot, Eventbrite, WordPress, QuickBooks, MailChimp, and many more through a paid plan with Zapier or via API integrations.
Kintone Pricing & Plans
Kintone costs $24/user/month with a minimum requirement of 5 users. They offer a 30-day free trial (no credit card required) and discounted prices for nonprofits and educators. Kintone’s team also offers a free custom app build as part of the free trial process.
Quire is an award-winning project management software for remote teams that aims to simplify workflows and encourage communication and collaboration. Quire is trusted by hundreds of thousands of users all over the world, including those from big companies across diverse industries such as Google, IBM, Dyson, Nasdaq, and Stanford. The team collaboration and project management features include file sharing, attachments management, comments on tasks, multiple assignees, real-time updates, and a flexible reporting suite.
Why I Picked Quire: Quire is built for teams that struggle to take big goals and make them more manageable; it will help you create and track tasks and subtasks within each greater project item. Three main view modes in Quire include a nested task list view, Kanban view, and timeline view. Quire also helps users manage and track their tasks regardless if they are solo users or working as a team.
Quire Standout Features & Integrations
Features include task scheduling/tracking, time management, notifications, external integrations, and data visualizations.
Integrations include Slack, Github, Google Workspace, Microsoft, and many more options; plus, thousands of integrations made available through Zapier (paid plan may be required).
Quire Plans & Pricing
Quire is free to use for 8 projects and 10 users. Paid plans start from $8.95/user/month and come with a 30-day free trial.
Backlog is a task management tool for product and project managers, as well as developers on their teams. The tool is available both as a self-hosted solution and as a SaaS and is scalable to fit small teams or enterprises with thousands of users. They have an app for both Android and iOS, so clients and teams can access the tool from mobile devices.
Why I Picked Backlog: Backlog has an intuitive interface, and users can view and make edits to projects and calendars using task updates, Kanban-style Boards, and Gantt charts. Backlog enables pull requests, merge requests, and branches, and it provides features for code review and collaboration (wiki, Git, and Subversion repositories).
Backlog Standout Features & Integrations
Features include 2-factor authentication, API, batch & permissions access, dashboard, data export, data import, email integration, external integrations, file sharing, Gantt charts, notifications, project management, task scheduling/tracking, third-party plug-ins/add-ons, time management, and bug tracking.
Integrations include Typetalk, Cacoo, Redmine, Jira Importer, iCal, email, and Google Sheets. Users can build additional integrations through Backlog’s API.
Backlog Plans & Pricing
Backlog is free for up to 10 users with some feature limitations. Paid plans start at $35/month for up to 30 users.
Todoist provides a simple interface for creating, sharing, and prioritizing tasks. You can collaborate by sharing out your lists and assigning tasks to others, and you can use labels and priority tags to bring organization to your task lists.
Todoist is available for macOS, Android, Windows, and iOS, so your team can use it wherever they work. They also have a “productivity goals” quiz on their website to help narrow down what task management features you will get the most out of.
Why I picked Todoist: They have a smart rescheduling feature that suggests an optimal time to schedule tasks that need to be pushed out to a future date based upon past behavior and what you’ve already got on your plate. Scheduling tasks using this extra data takes less planning for busy PMs.
Todoist Standout Features & Integrations
Features include task scheduling/tracking, project management, calendar management, email integration, third-party plugins, time mangement, campaign management, and notifications.
Integrations include Google Drive, Google Maps, Dropbox, Apple Maps, Calendar Sync, Slack, Zapier, and hundreds more apps. They also offer a developer API.
Todoist Pricing & Plans
Todoist offers a free basic plan, but if you need more options you can upgrade for $29/user/year.
Asana is a task management solution with automation tools, a rule builder, and other workplace management items. Asana’s Timeline lets users create a plan that shows how the pieces of a project fit together and help keep work on track as things change.
Why I picked Asana: Asana has a colorful, rich, and inviting user interface with everything from compartmentalized productivity items to playful cartoon animations that “zoom” across the screen to celebrate finishing a task. This scored them very well in the UX category of the evaluation criteria.
Asana lets you view your data in the following views: board, list, timeline, and calendar where you can store and visualise information on your projects including tasks, subtasks, milestones, task assignees, sections, custom fields, and so much more.
Asana Standout Features & Integrations
Features include resource, project, and task management, automations, reporting, and a workflow builder.
Integrations include Jira Cloud, Salesforce, Adobe Creative Cloud, Tableau, Slack, Microsoft Office 365, Gmail, CSV Importer, JotForm, EverHour, OneDrive, Zoho Cliq, Box, Mailbird, Instabug, DRopbox, Gitlab, Trello, VElocity, Tick, and many more per their website. Additionally, users can connect Asana to Zapier, Automate.io, and others to integrate with hundreds of more available apps.
Asana Plans & Pricing
Asana starts at $10.99/user/month and has a freemium version of the software.
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.
Why I Picked ProjectManager.com: ProjectManager.com provides time management and tracking for easy timesheet creation. You can set up your own custom reports for task progress, timesheets, and expenses across multiple projects. Use the real-time dashboard to see an overview of current project stats to prepare for invoicing or payroll.
ProjectManager.com Standout Features & Integrations
Features include 2-factor authentication, analytics, API, batch permissions & access, budgeting, calendar management, customer management, dashboard, data export, data import, data visualization, email integration, expense tracking, external integrations, forecasting, Gantt charts, multi-user, notifications, project management, scheduling, task scheduling/tracking, third-party plugins/add-ons, timesheets, time management, resource management, collaboration support, and workflow management.
Integrations include 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.
ProjectManager.com Plans and Pricing
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).
Need expert help selecting the right Task Management Software?
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Frequently Asked Questions
Here are a few questions I get a lot when it comes to task management tools.
What is a Task Management Tool?
Let's start with the basics. A task management tool is any digital tool that helps you plan, track, and complete a unit of work. Task management tools will often help list, test, expense, and otherwise organize a given task or subtask. Task management software may also show dependencies between tasks so you know in what order things need to be done.
Key features of task management software include to-do lists, time tracking, a task manager, Gantt chart, due dates, tasks & subtasks, project templates, resource management, team collaboration, calendar view, and priority tagging.
What isTask Management Software Used For?
Task management software can roughly be categorized as personal productivity/to-do lists and enterprise/team-based task tracking. Personal task tracking is used by an individual to keep track of tasks, prioritize items, and set reminders; however, this can still be used in a professional setting, as many employees prefer to use some sort of task tracking in their day-to-day.
Enterprise/team-based task tracking would be something implemented across a company, so every employee would use it to collaborate and track task progress collectively.
Are There Other Task System Options?
Need a bit more than 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.
What Do You Think?
To-do 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 to-do lists software listed above? What is the best to-do 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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