15 Best Task Management Software Shortlist
Here's my pick of the 15 best software from the 25 tools reviewed.
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Managing tasks efficiently can feel like an uphill battle, especially as projects grow more complex and deadlines start to loom. To navigate these challenges effectively, project managers need tools that keep their teams aligned, organized, and productive without introducing unnecessary complexity.
Task management software exists to meet those exact needs. It helps you prioritize work, track progress, and prevent any oversights. With so many options available, though, choosing the right tool for your needs can be an overwhelming process.
In this article, I’ll share my thoughts on the best task management software on the market today. Drawing from my hands-on experience and industry knowledge, I’ll highlight each tool’s key features to help you determine which software will be the best for you.
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The Best Task Management Software Comparison Chart
Here is a convenient table that you can use to compare all the tools we just covered. If, however, you want to expand your research beyond these tools, keep scrolling!
Tool | Best For | Trial Info | Price | ||
---|---|---|---|---|---|
1 | monday.com monday lets you build your own task management calendars and timelines to track the elements of anmy project in an intuitive and colorful workflow. | Best for visual project planning | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website |
2 | Smartsheet Highly customizable from the get-go, Smartsheet turns basic task lists into dynamic visualizations using tags, tables, fields, and charts. | Best for scaling organizations | 30-day free trial | From $9/user/month (billed annually) | Website |
3 | ClickUp Small and large teams can easily plan projects, assign team members, and track progress. | Best robust free plan | 14-day free trial + free plan available | From $7/user/month | Website |
4 | Quickbase Set up your task workflows in the software and automate various aspects to offload manual work and streamline your processes. | Best for customizability | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website |
5 | Bonsai Agency Software Bonsai's task management dashboard provides an overview of all tasks along with details, subtasks, and file attachments. | Best agency task and resource management | Free trial available | From $9/user/month (billed annually) | Website |
6 | Zoho Projects Zoho Projects lets users create tasks, assign them to different team members based on their expertise or availability, and set deadlines and priority levels. | Best for resource management | 10-day free trial + free plan available | From $4/user/month (billed annually) | Website |
7 | Productive Productive's project management capabilities let you view projects and tasks in various formats, including Gantt charts. | Best for centralized agency task management | 14-day free trial | From $9/month (billed annually) | Website |
8 | Miro You can add a task management widget to your canvas in Miro to keep track of key tasks. | Best for visual collaboration | 30-day free trial + free plan available | From $8/user/month (billed annually) | Website |
9 | Nifty Nifty allows you to manage tasks at every level of complexity, including roadmaps and project portfolios. | Best for milestone tracking | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website |
10 | MeisterTask Turn tasks into dynamic Kanban cards with status, notes, comments, images, due dates, tags, and assignees. | Best for team collaboration | Free trial available | From $8.25/user/month (billed annually) + free plan available | Website |
11 | Kintone Kintone lets you build your own task dashboards and visualizations from scratch, arranging elements like text, images, charts, and fields all by drag-and-drop. | Best for custom workflows | 30-day free trial | From $24/user/month | Website |
12 | Backlog Backlog offers multiple task views, including Kanban boards, Gantt charts, and calendar views. | Best for developers | 30-day free trial | From $35/month (up to 30 users) | Website |
13 | Teamwork.com Teamwork's table view lets you see all your tasks and time allocations in one place. | Best for project tracking | 30-day free trial | From $10.99/user/month (min 3 users, billed annually) | Website |
14 | Hubstaff With Hubstaff, you can keep track of your task lists, timelines, and even sprints. | Best for task reporting & analytics | 14-day free trial | From $4.99/user/month (billed annually) | Website |
15 | FunctionFox Actionable to-do lists help keep team members on top of their assignments. | Best for creative teams | Free plan available | From $10/user/month (billed annually) | Website |
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Smartsheet
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Task Management Software Reviews
Time for a more in-depth review of these tools, their advanced features, pricing, and more.
monday.com is a versatile work management solution designed to streamline workflows, improve team collaboration, and enhance productivity. It supports a wide range of business processes, including project planning, task tracking, and resource management, with customizable tools to adapt to different operational needs. Its intuitive interface makes it suitable for teams seeking to organize and automate their work efficiently.
Why I picked monday: I chose this software 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. I appreciate how this encourages team collaboration.
In my opinion, monday.com is great for automating tasks as it has a drag-and-drop builder you can use to give instructions to the platform on how to act when a trigger occurs. As such, you can assign tasks to team members when statuses change, notify people, send emails, and more.
monday.com Standout Features & Integrations
Features include the ability to create task dependencies, which enables teams to map out complex workflows and establish clear relationships between tasks. Additionally, the platform's timeline and Gantt-style views provide a visual representation of task progress and deadlines, which makes it easier for users to adjust schedules and keep projects on track.
Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, and Typeform. You can also access thousands of additional apps using the integration with Zapier (requires additional subscription). Finally, there is an API you can use to build custom integrations.
Pros and cons
Pros:
- Helpful visual/color coding customization
- Long list of supported integrations
- Huge focus on collaboration
Cons:
- Gantt charts locked to mid-level plan
- Complex pricing rubric
Smartsheet is a spreadsheet-like task management software. It has won a few awards for quickly becoming a favorite business app. In my opinion, 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.
Why I picked Smartsheet: The software provides basic functions a task manager may need for multiple projects such as scheduling project tasks, subtasks, activities, assigned resources, and sections on tasks. But what I found different about it is that team members get notified of critical changes in real-time. I like that this online task management tool provides shared views, detailed history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed.
Reporting is another strong feature I noticed in this task management app. It has editable summary reports that you can easily export to Excel.
Smartsheet Standout Features & Integrations
Features include a card view that provides a visual representation of tasks in a Kanban-style layout, which makes it easier to manage workflows and prioritize activities. Its automated workflow builder also allows teams to create rule-based triggers for notifications, task assignments, and reminders. Additionally, Smartsheet’s cell linking feature enables users to connect data across multiple sheets, offering real-time updates and a unified view of complex projects.
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.
Pros and cons
Pros:
- Many project templates & resources
- Sheet-to-sheet linking
- Easily customizable dashboards
Cons:
- Jira, Salesforce, Dynamics connector limited to Premier plan
- Changes don’t update in real-time
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.
Why I picked ClickUp: ClickUp calls itself 'one app to replace them all' and has an expansive feature set to back up that claim, including 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. Overall, 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 an 'Everything View,' which allows users to see tasks from multiple projects and spaces in one unified interface, making it easier to prioritize and manage workloads. Additionally, ClickUp's Goals feature ties tasks to broader objectives, which enables teams to track progress toward key milestones and ensure alignment between daily work and long-term goals.
Integrations include Slack, G Suite, Dropbox, and many more (natively), as well as over 1,000+ integrations through Zapier.
Pros and cons
Pros:
- Free forever plan allows unlimited members
- Unlimited file storage on all paid account tiers
- Easy to convert map nodes into tasks
- 50+ widgets to customize your dashboard
Cons:
- Granular customization options results in a time consuming set-up
- Mobile app can be a bit slow
QuickBase is a platform that facilitates the creation of custom business applications in a code-free environment. It can be used to design workflows, integrations, and automations within your task management system. By developing standardized workflows and automating tasks, you can alleviate your team's manual workload as well as ensure consistency and compliance with key best practices. In turn, this also reduces the risk of manual error.
Why I picked QuickBase: I chose to include Quickbase on my list because of how flexible and customizable of a solution it is. Unlike other task tracking tools that help you break projects down into smaller pieces to accomplish, this product takes a high-level approach to task management. You can outline your team's core processes, streamlining them for speed, efficiency, and accuracy.
The automation capabilities of the software are also notable. You can establish clear rules within your workflows to facilitate automated task completion with minimal intervention. This ensures tasks are completed in a timely manner, within the established framework for success.
QuickBase Standout Features & Integrations
Features include 'starter' apps and app components that allow users to quickly deploy pre-configured solutions or build custom workflows by combining modular components. Its granular permission settings additionally enable precise control over task access, which ensures sensitive information is only visible to the appropriate team members. Moreover, the platform’s real-time reporting dashboards provide instant insights into task progress, bottlenecks, and overall performance.
Integrations include Outlook, Microsoft Teams, Google Workspace, Slack, Box, Dropbox, OneDrive, Trello, Asana, Jira, Zendesk, and Docusign, among others.
Pros and cons
Pros:
- Highly customizable to suit various business contexts
- Helpful and responsive customer support team
- User-friendly and quick to learn
Cons:
- Some features come as paid add-ons
- Not all integrations are available with all plans
Bonsai is comprehensive business management software that integrates various essential functions such as project management, invoicing, time tracking, and client communication into one platform. The platform aims to provide a comprehensive solution for agencies looking to centralize all aspects of their business.
Why I picked Bonsai: As a task management software, Bonsai offers a robust feature set tailored to the unique challenges faced by digital agencies, consultancies, and professional service providers. The platform’s task management system is highly intuitive, offering functions for task creation, estimates, assignment, prioritization, and deadline tracking, all within a single dashboard. Its integrated resource management features also allow for a smooth workflow, ensuring that all project components are managed efficiently.
The software's customization options also promote better task management. Users can personalize workflows and task boards to match their project's requirements and their working style. Additionally, the platform's ability to send automatic reminders for deadlines and follow-ups ensures that tasks are completed on time.
Bonsai Standout Features & Integrations
Features include task collaboration tools that let users share comments, files, and updates directly within tasks to keep all communications centralized. The platform’s task prioritization system also enables teams to rank tasks by urgency or importance. Additionally, Bonsai’s templates for task boards and workflows make it easy to set up new projects quickly and maintain consistency across projects.
Integrations include Gmail, Google Calendar, Zapier, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, Google Sheets, Xero, HubSpot, and more.
Pros and cons
Pros:
- Integrated timer with team collaboration
- Customizable contracts
- Automated invoicing
Cons:
- May not be best for scalability
- Lack of advanced features
Zoho Projects is a project management software with task management capabilities that enable teams to collaborate on tasks and projects in real time.
Why I picked Zoho Projects: Users can assign tasks to individual team members and set due dates, so everyone knows what they need to do and when. With its collaboration tools, such as message boards, chat rooms, group discussions, and comments sections, teams can effectively communicate with one another while working on projects. This ensures all stakeholders have access to the most up-to-date information about the project at any given time.
The software's dashboard lets users quickly see which tasks are complete, which are in progress, and which need attention from team members. They can also customize the dashboard with widgets to get a detailed overview of any project at a glance. With its built-in time tracking feature, users can easily monitor how much time each team member spends on a particular task or project without manually recording hours worked every day. This feature helps teams manage resources and allocate them more efficiently to maximize productivity.
Zoho Projects Standout Features & Integrations
Features include task dependency management, which allows teams to define relationships between tasks to ensure a logical workflow and avoid delays. The platform's task timer feature also enables team members to track the time spent on individual tasks in real-time. Furthermore, the critical path analysis in Zoho Projects' Gantt chart view helps teams identify key tasks that could impact project deadlines.
Integrations include popular apps like Dropbox and Google Drive for easy file sharing among team members across multiple devices. It also allows you to import data from Asana, Basecamp, ClickUp, and Trello, and has native integrations with Slack, Zoom, GitHub, Dropbox, Google Drive, and Google Calendar, while its Zapier integration connects Nifty with over 1000 additional apps.
Pros and cons
Pros:
- Comprehensive reporting tools
- Issue tracking to manage project problems
- Built-in chat for instant team communication
Cons:
- Limited storage space on lower-tier plans
- Customization options can be overwhelming
Productive is an all-in-one agency management system designed to handle various aspects of agency operations, including project management, resource planning, financial tracking, and client engagement. The platform benefits users by enhancing project delivery efficiency, improving client billing processes, and centralizing communication.
Why I picked Productive: I like its robust resource planning and time-tracking capabilities. These tools allow agencies to allocate resources efficiently, monitor time spent on tasks, and ensure that projects stay on schedule. The integration of financial management features, such as budgeting and invoicing, further enhances its utility by providing real-time insights into project profitability.
The platform also enables team members and clients to comment on projects, view budget statuses, and stay updated on project progress. This transparency fosters better communication and ensures all stakeholders are on the same page. Additionally, Productive's automation and AI capabilities help in automating repetitive tasks and generating AI-powered documentation.
Productive Standout Features & Integrations
Features include revenue forecasting that allows agencies to predict revenue through detailed reports, aiding in better financial planning. The profitability tracking feature also enables agencies to assess project profitability using the reports library and create custom reports to analyze team performance.
Integrations include Slack, Jira, Google Calendar, MS Outlook, HubSpot CRM, Zapier, BambooHR, Xero, QuickBooks, Fortnox, Sage, Personio, CharlieHR, Factorial, and Humaans.io.
Pros and cons
Pros:
- Customizable dashboards
- Good financial management features
- Robust project management capabilities
Cons:
- Limited task workflows on lower-tier plans
- Extensive features may come with a learning curve
Miro serves as a visual collaboration platform, enabling real-time teamwork globally. Its strength lies in facilitating visual project management, brainstorming, planning, and task management through an infinite canvas. This feature allows users to map out ideas, tasks, and projects clearly.
Why I picked Miro: I included Miro in this list because of its unique design as a visual task management tool. You can use Miro to visually map out your ideas, tasks, and projects, and add widgets (such as a task tracking widget) to your infinite canvas to keep all your key tasks and details in one place. The Planner Tool within Miro also helps teams visualize tasks by sprint, status, and capacity, aiding in project timeline and resource planning.
Asynchronous collaboration features such as comments and reactions can also ensure that collaboration continues seamlessly across different time zones. These capabilities make Miro a comprehensive tool for teams that prefer a visual approach to project management and collaboration, supporting clear communication and project progress tracking.
Miro Standout Features & Integrations
Features include diagramming tools that enable teams to create flowcharts, mind maps, org charts, and wireframes to visualize processes, task relationships, and project workflows. Additionally, Miro’s digital workspaces provide a flexible and collaborative environment where teams of any size can manage tasks, brainstorm ideas, and track project progress using visual tools like roadmaps and timeline widgets, all within an infinite canvas.
Integrations include Microsoft Teams, Webex, Zoom, Atlassian (Jira, Confluence, and Trello), monday.com, Notion, Asana, Google Workspace, Jira, Azure DevOps, Airtable, Figma, InVision, Adobe XD, Slack, Zoom, and others.
Pros and cons
Pros:
- Infinite canvas supports unrestricted creativity and tracking
- Rich whiteboarding and brainstorming capabilities for generating ideas
- Offers many customizable templates for quick setup
Cons:
- Occasional performance issues with complex boards
- Advanced features require hirer-tier plans
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.
Why I picked Nifty: Team members can define, assign, and track tasks based on milestones, while keeping task files and feedback all in one place. I chose to include the software because it also includes functionalities for automated project status reporting based on team task completion and progress. Plus, it has a built-in time tracker, which allows for tracking time across members, tasks, and projects.
I like that the software offers both a task list and Kanban view for added task management flexibility. Overall, I'd say 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 Standout Features & Integrations
Features include a swimlane view that visually aligns project milestones with tasks, helping teams easily track dependencies and progress. Additionally, Nifty’s task comments and real-time updates keep all communication tied to specific tasks, ensuring clarity and reducing the need for external messaging tools.
Integrations. 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.
Pros and cons
Pros:
- Easy document storage, creation, and management
- Multitude of integrations
- Good chat feature within the system
Cons:
- Time tracking & reporting is available with paid account only
- Guests & clients can only be invited on paid plans
MeisterTask is a visually intuitive task management solution designed to help teams organize and collaborate on projects efficiently. It offers tools for planning, tracking, and completing tasks, which makes it a great fit for teams that prioritize transparency and coordination in their workflows.
Why I picked MeisterTask: MeisterTask is designed with teams in mind, offering features like Kanban-style project boards where tasks can be assigned, tracked, and updated collaboratively. It also includes real-time notifications and commenting to ensure everyone stays informed and connected without the need for separate communication tools.
Moreover, you can use customizable workflows to adapt the platform to how your team works best. The ability to integrate with other tools your team already uses further supports effective collaboration. Overall, with its clean design and flexible features, MeisterTask keeps team projects organized and manageable.
MeisterTask Standout Features & Integrations
Features include a focus mode, which minimizes distractions by showing only the tasks assigned to you. Its tags feature also allows for easy categorization and filtering of tasks, making it simple to organize projects based on status, priority, or custom labels. Furthermore, MeisterTask provides in-task time tracking to help teams monitor how long each task takes and generating insights for future planning.
Integrations include Google Workspace, Slack, and GitHub — in addition to over two thousand applications via Zapier (may require a paid plan).
Pros and cons
Pros:
- User-friendly interface with intuitive functionality
- Includes the ability to automate recurring steps
- Gantt-style timeline feature for scheduling tasks on a calendar
Cons:
- Recurring tasks limited to paid users
- No subtasks possible, only checklist items
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. I was impressed by how these apps can be used for data management, business processes, and workflows.
Why I picked Kintone: This software made it onto my list because it lets you build no-code task management apps by dragging and dropping elements that you want to see onto the page. These include 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.
I also like how 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.
What makes Kintone particularly great for project tracking, in my opinion, 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 a dynamic app relationships feature that allows users to connect apps to share and update data automatically across workflows. Additionally, the tool's 'spaces' functionality creates dedicated areas for teams to organize everything related to a specific project, including task-tracking apps, files, and searchable conversation threads, to ensure all project information is centralized and easy to access.
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.
Pros and cons
Pros:
- Data is easy to pull and manipulate into good looking reports
- Admin accounts have access to tons of customization tools
- Flexible pricing that includes special deals for schools and NPOs
Cons:
- Limited to 5GB/user storage on every pricing tier
- No single-user plan available (minimum 5 users)
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, which makes it scalable to fit small teams or enterprises with thousands of users. In my opinion, this makes it stand apart from other competitors that only offer cloud solutions. An app for both Android and iOS is also available, so clients and teams can access the tool from mobile devices.
Why I Picked Backlog: I chose this software because it has an intuitive interface. Users can view and make edits to projects and calendars using task updates, Kanban-style Boards, and Gantt charts. I also appreciate how it 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 a built-in bug tracking feature that allows teams to report, assign, and resolve issues alongside project tasks. Additionally, Backlog’s task hierarchy feature enables users to create parent and child tasks, offering a clear structure for managing complex projects while maintaining flexibility and organization.
Integrations include Typetalk, Cacoo, Redmine, Jira Importer, iCal, email, and Google Sheets. You can build additional custom integrations through Backlog’s API.
Pros and cons
Pros:
- Easy bug identification and logging
- Can customize the issue characteristics for each project
- Easily separate tasks through projects and milestones
Cons:
- Difficult to backup all contents and versioning
- Can’t sort using multiple filters at the same time
Teamwork.com is a task management software designed to help teams organize and track their projects efficiently. It caters to businesses of all sizes, offering tools to manage tasks, collaborate, and deliver projects on time.
Why I picked Teamwork.com: Teamwork.com offers advanced project tracking capabilities that set it apart. With features like Gantt charts, time tracking, and project milestones, it provides a clear overview of your projects and their progress. You can assign tasks, set dependencies, and track your team’s workload in real-time. Its custom dashboards let you visualize key project data at a glance. For teams managing multiple projects, it’s easy to switch between them without losing focus on priorities.
Standout features & integrations:
Features include task templates that streamline repetitive workflows to ensure consistency and save time for your team. Additionally, the built-in task-level chat feature enables contextual communication, which helps reduce the need for external messaging tools and keeps all discussions tied directly to their respective tasks.
Integrations include Slack, HubSpot, Zapier, Xero, QuickBooks, Dropbox, Google Drive, Microsoft Teams, Salesforce, and Trello.
Pros and cons
Pros:
- Real-time workload tracking
- Detailed project profitability tracking
- Milestones to track progress
Cons:
- Mobile app lacks full desktop functionality
- Occasional lag with larger projects
Hubstaff Tasks is a project management software with multiple task tracking and collaboration features. Its interface is based on the Kanban methodology; it lets you organize tasks in different project stages, which are represented by columns.
Why I Picked Hubstaff Tasks: I chose this software because you can create checklists within each task and track them from the project view using progress bars. Files can also be attached to task cards, which I like, but the free plan only allows up to 100 MB of storage per user.
Moreover, switching to the sprints view also displays all your assigned tasks, organized by sprint. You can move tasks to current or future sprints or to the backlog with a drag-and-drop mechanism similar to Kanban.
Hubstaff Tasks Standout Features & Integrations
Features include color-coded labels that make it easy to categorize and prioritize tasks visually for better organization and quick identification. The platform's custom workflows also allow you to tailor project stages to match your team’s specific processes. Moreover, the tool's progress tracking bars provide a quick visual overview of task completion at both individual and project levels.
Integrations include with Active Collab, Asana, Breeze, ClickUp, GitHub, GitLab, Insightly, JIRA, LiquidPlanner, Mavenlink, Paymo, PivotalTracker, Podio, Redbooth, Redmine, Teamwork Projects, Trello, Unfuddle, Wrike, Zoho Projects, Slack, Zendesk, Salesforce, QuickBooks, and other apps. You can boost your integration options with a paid plan through Zapier, unlocking hundreds of other possible connections.
Pros and cons
Pros:
- Invoicing is available in free plan
- Intuitive and easy to navigate interface
- Team notifications make collaboration simpler
Cons:
- Only 1 integration available in low-mid tier plans
- HIPAA only available in Enterprise tier
FunctionFox is a project management tool designed to help teams track time, manage projects, and organize their workflows. It provides features for planning, monitoring progress, and collaborating, making it well-suited for managing creative projects efficiently.
Why I picked FunctionFox: FunctionFox is tailored for creative teams with features like time-tracking tools that help you log billable and non-billable hours accurately. You can create detailed project schedules, track deadlines, and assign tasks to keep everything on track without extra hassle. The software also provides a dashboard for tracking multiple projects at once, so you can see what’s happening across your team at a glance.
Moreover, the platform's built-in project request forms simplify collecting information from clients or internal teams, making project kick-offs more organized. Additionally, you can generate custom reports to keep stakeholders informed and ensure your team’s efforts align with project goals.
FunctionFox Standout Features & Integrations:
Features include the ability to assign tasks to specific team members while tracking task progress in real-time, ensuring clear accountability. Its 'Traffic' feature also allows teams to prioritize tasks and adjust schedules dynamically to accommodate changes or urgent needs. Additionally, FunctionFox includes task-specific communication tools, such as in-task comments and notifications, to keep discussions organized and directly tied to actionable items.
Integrations include QuickBooks, Slack, Dropbox, Google Calendar, Google Drive, Microsoft Outlook, HubSpot, Asana, Zapier, and Trello.
Pros and cons
Pros:
- Actionable task assignments and to-do lists
- Built-in time tracking to capture billable and non-billable work
- Project blogs keep communication in one central location
Cons:
- Does not integrate with external programs like QuickBooks
- Gantt charts and to-do lists are only available with the Premier and In-house plans
Other Task Management Software
Here’s a few more that didn’t make the top list. If you need additional suggestions for handy task management software, check these out.
- Basecamp
For personal use
- Birdview
For individual and team tracking
- beSlick
For process improvement
- Plaky
For unlimited users
- Height
For cross-functional task management
- Swit
For a built-in chat
- GanttPRO
For Gantt chart timelines
- Quire
For nested task lists
- Celoxis
For real-time project insights
- Accelo
For multiple project types
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Selection Criteria For Task Management Software
Selecting work management software is a nuanced process that goes beyond basic features. Through extensive research and hands-on testing, I've pinpointed a range of selection criteria that helped ensure that the task tracking software I presented in this article were genuinely exceptional. Each criterion was assigned a specific weight contributing to the final score.
Core Task Management Functionality (25% of final scoring): To be considered for inclusion on my list of the best task management platforms, the solution had to support the ability to fulfill common use cases. These include:
- Managing and organizing tasks within projects
- Prioritizing tasks effectively to meet deadlines
- Facilitating team collaboration through shared workspaces and communication tools
- Tracking the progress of tasks and projects
- Integrating with other tools to streamline workflows
Additional Standout Features (25% of final scoring): For this criterion, I looked for innovative or advanced features that set the task managing software apart from competitors, such as automation, advanced reporting, and unique collaboration tools. I then tested these features to see how they contributed to productivity and project management success. Such features included:
- Task automation that goes beyond basic reminders, such as triggering specific actions when tasks reach certain stages.
- Advanced analytics and reporting features that offer deeper insights into productivity and project status than standard dashboards.
- Customizable views and dashboards that cater to different team roles and preferences, enhancing individual productivity.
- Platforms like Trello use Kanban boards for visual task management, while Asana offers a mix of list views, boards, and timeline views for diverse project management styles.
- Exploring and testing for unique features involves hands-on use, comparing how these features impact real-world task management scenarios compared to competitors.
Usability (10% of final scoring): This aspect of the evaluation focused on analyzing the task tracker software's interface for intuitiveness, ease of navigation, and the learning curve for new users. Work management tools with features and aesthetics that promoted a more positive user experience scored higher. Such features included:
- A clean, intuitive interface that minimizes the learning curve and maximizes adoption among team members.
- Platforms should offer a balance between power and simplicity, ensuring that advanced features do not overwhelm new users.
- Specific attention to user experience elements, such as drag-and-drop functionality for scheduling and easy tagging or filtering in task categorization.
Onboarding (10% of final scoring): For this part of the evaluation, I examined the resources available for new users and evaluated the overall ease and speed with which a new user or team can start effectively using the team management software. I particularly looked for:
- Quick setup processes and clear guidance on importing data from other platforms or starting from scratch.
- Availability of resources like training videos, template libraries, interactive product tours, and webinars to facilitate learning.
- Support mechanisms like chatbots or live support during the onboarding phase to resolve immediate queries.
Customer Support (10% of final scoring): This section of the evaluation involved reviewing the availability and quality of support channels. Task management systems with fast response times and helpful support responses scored higher. Other features I looked for included:
- Responsive support channels including live chat, email, and phone support, with reasonable response times.
- Comprehensive knowledge bases and FAQs that allow task managers to troubleshoot common issues independently.
- Active user communities or forums where users can exchange tips and advice.
Value For Money (10% of final scoring): This criterion focuses on comparing pricing models, subscription plans, and free trial options against the features and capabilities the task manager software offers, and assessing the overall cost-effectiveness of the team task management software for teams of various sizes and needs. Overall, I looked for:
- Transparent pricing models that offer flexibility based on team size, feature needs, and project scale.
- Consideration of free versions or trials that allow teams to assess the platform's suitability before committing financially.
- Comparison of subscription plans to ensure that the chosen plan offers the best balance of features versus cost for the team's specific needs.
Customer Reviews (10% of final scoring): Lastly, I analyzed feedback from existing users regarding their experience with the project task management software, focusing on reliability, performance, and customer satisfaction. I looked for patterns in reviews that indicate the job work management software's strengths and areas for improvement, such as:
- Consistent themes in feedback that indicate strengths or areas for improvement, focusing on aspects like ease of use, customer support quality, and feature set.
- Recent reviews that reflect the current state of the platform.
- A diversity of user backgrounds to understand how the platform serves different industries and team sizes.
By applying these criteria, I aimed to identify project and task management software that not only meet the basic requirements of project and task management but also offer unique value through innovative features, superior usability, and excellent support, ensuring that teams can achieve their project goals efficiently and effectively. Each team task management app was scored based on how well it met the criteria, with the scores tallied according to their weighted importance to arrive at a final star rating.
How to Choose Task Management Software
With so many different task management solutions available, it can be challenging to make decisions on what task management software is going to be the best fit for your needs.
As you're shortlisting, trialing, and selecting task management software consider:
- What problem are you trying to solve - Start by identifying the task management feature gap you're trying to fill to clarify the features and functionality the task management software needs to provide.
- Who will need to use it - To evaluate cost and requirements, consider who'll be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be project managers, or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your task management power users.
- What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated task management software.
- What outcomes are important - The outcomes are the result that the software needs to deliver to be considered a success. Think of what capability you want to gain, or what you want to improve, and how you will be measuring success. Claire Bleich offers an example regarding data centralization:
Teams are always looking to centralize their tasks and data. The best tools are the ones that can handle both task management and document collaboration, without becoming overwhelming.

Here's another example: an outcome could be the ability to get greater visibility into performance. You could compare task management features until you’re blue in the face, but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
- How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.
Trends in Task Management Software 2025
Task and project management software are constantly evolving as the needs of project managers change and as technology improves. In 2025, you can expect to see the best task management tools incorporating some of the following key trends:
- Improved User Experience and Customization: Job management software is placing a greater emphasis on user experience, offering more intuitive interfaces and customization options. Asana and ClickUp, for instance, are known for their sleek user interfaces and high degree of customization, catering to the user's preference and enhancing the overall task management experience.
- AI-Assisted Planning: It wouldn't be a list of 2024 trends without a mention of AI. The integration of AI for task planning and management, as seen in Microsoft Planner's Copilot, is a novel development. This functionality brings a new level of efficiency and intuitiveness to online task management software.
- Real-Time Collaboration and Communication: Team management tools that facilitate real-time collaboration and communication, like ClickUp, are crucial. This reflects the growing importance of keeping team members connected and informed in a fast-paced work environment, and it caters well to remote and hybrid teams.
- Enhanced Security and Data Protection: In response to increasing concerns over data privacy and security, task management tools are enhancing their security features. Platforms like Smartsheet are emphasizing data security to ensure that sensitive project information remains protected, indicating a trend towards more secure task management solutions.
- Mobile Accessibility and App Integration: The rise in remote and hybrid work environments has led to a greater emphasis on mobile app functionality. Tools like monday.com and Zoho Projects offer robust mobile applications, allowing users to manage tasks on-the-go. This trend particularly highlights the need for job management software to be accessible and functional across different devices and platforms.
In short, the best team task management software in 2025 is characterized by a blend of customization, mobility, and intelligent features. These trends and functionalities cater to the varied and dynamic needs of project managers, addressing challenges like team collaboration, efficiency, and scalability.
What Is Task Management Software?
Task management software is a tool that helps organize, track, and manage tasks and projects. It allows users to set deadlines, assign responsibilities, and monitor progress. This software is useful for keeping projects on track and ensuring that tasks are completed on time. It's particularly helpful for teams, enabling better collaboration and communication. By using project time management software, you can streamline workflows and enhance productivity, both individually and collectively.
Features of Task Management Software
The best task management app for your team can transform the way you plan, organize, and track tasks and projects. Here, I'll discuss features to look for in the best work management software, highlighting their significance in successful project management:
- Task Creation and Organization: Users can create and input tasks easily, including titles, descriptions, due dates, and priorities. This feature allows for the quick capture of tasks as they arise.
- Task Assignment and Collaboration: Users can assign tasks to themselves or others within the team. Team collaboration features often include the ability to comment, attach files, or discuss tasks. This facilitates communication and teamwork.
- Task Prioritization and Deadlines: The best to-do apps allow users to prioritize tasks based on urgency or importance and set deadlines, helping users focus on what's most important and ensuring that tasks are completed on time.
- Task Tracking and Progress Visualization: Users can track the progress of tasks, often through status updates (e.g., not started, in progress, completed) or visual progress bars. This feature provides a clear overview of the project's status.
- Time Tracking and Reporting: Tracks the time spent on tasks and generates reports. Time tracking is essential for assessing productivity and optimizing time allocation on various tasks and projects.
- Automated Task Scheduling, Reminders, and Notifications: Automates scheduling tasks and sending reminders. This automation reduces the chances of missing deadlines and helps maintain a consistent workflow. The task tracking system can also send notifications to users when there are updates or comments related to their tasks.
- File Sharing and Document Management: Enables easy sharing and management of documents within the group management software. Efficient document management is key to maintaining an organized project space and ensuring easy access to necessary resources.
As these time-saving apps continue to evolve, they offer more than just a way to keep track of tasks; they become a central hub for project planning, execution, and analysis, ensuring that projects are completed efficiently and effectively. Choosing the best task management tool for you requires finding a balance of these features that aligns with your specific project management needs.
Benefits of Task Management Software
Task management software is a vital tool for enhancing productivity and efficiency in both individual and organizational settings. Here are five of the primary advantages of job management systems:
- Improved Organization: Centralizing all tasks and related information in one daily task organizer allows users and businesses to keep track of various projects efficiently, reducing the risk of overlooked tasks and missed deadlines.
- Enhanced Productivity: By automating and clearly defining tasks using a task management tool, users can focus more on critical aspects of their work, leading to increased productivity and time efficiency.
- Better Collaboration: Seamless communication and collaboration among team members is especially important for teams working remotely or in different locations, as it ensures that everyone is on the same page, regardless of their physical location.
- Real-Time Progress Tracking: Real-time tracking and live status updates enable managers and team members to monitor progress closely, ensuring that projects stay on track and any issues are addressed promptly.
- Data-Driven Decision Making: Activity tracking software can provide valuable insights through reporting and analytics features. These insights help businesses and users make informed decisions based on actual data, leading to better resource allocation and project outcomes.
For users and organizations considering workload tracking software, these benefits highlight the significant impact that these tools can have on overall project success.
Costs and Pricing for Task Management Software
For many, pricing is a major factor in choosing time tracking software. Task management tools typically offer various plans to cater to different needs, from individual users to large organizations. However, pricing plans generally fall into similar categories across the market, making it easier to understand the balance of features and costs you need before selecting a tool.
Therefore, it's important to understand overall software pricing trends in addition to the prices for your chosen organisation software. The last thing you want is to pay for features you won't use or accidentally overpay for common features.
Here's a general breakdown of common plan options and their features:
Plan Comparison Table for Task Management Software
Plan Type | Average Price | Common Features |
---|---|---|
Basic | $0 - $10 per month | - Limited tasks and projects - Basic task management - Some collaboration tools - Basic reporting |
Professional | $10 - $30 per month | - Advanced task management - Enhanced collaboration tools - Integration with other software - Reporting and analytics |
Business | $30 - $60 per month | - Comprehensive project management - Custom workflows - Advanced integration options - Detailed analytics and reporting |
Enterprise | Custom Pricing | - Customizable features - Advanced security options - Personalized support - Scalable solutions for large teams |
Free | $0 | - Limited tasks - Basic functionality - Suitable for individuals or small teams |
Each plan typically targets different user segments, with more advanced and customizable features available at higher pricing tiers. The free option, while limited in scope, can also be a good starting point for you to evaluate the software before making a larger investment.
Moreover, it is important to understand the differences between each plan your desired tool offers to get a good idea of how well the platform will scale with your business.
Common stages where your company may want to upgrade their pricing plan include:
- Increased Team Size: As the company grows and adds more employees or teams, the current pricing tier might not support the larger number of users, necessitating an upgrade to accommodate everyone.
- Enhanced Feature Needs: When the company requires more advanced features such as advanced reporting, custom workflows, or integrations with other enterprise tools, it may need to scale up to a higher pricing tier.
- Higher Project Volume: If the company starts handling a larger volume of projects simultaneously, the limits of the current tier might be exceeded.
- Improved Support Requirements: As operations become more complex, the company may need better customer support options like 24/7 support, dedicated account management, or faster response times.
- Security and Compliance Needs: For companies dealing with sensitive data or operating in regulated industries, enhanced security features (e.g., advanced encryption, compliance certifications) available in higher tiers may become necessary to ensure data protection and regulatory compliance.
When considering these plans, take the time to assess your specific needs, such as the size of your team, the complexity of your projects, required integrations with other tools, and scalability. Balancing these needs with budget constraints will help you choose the best team task management app with the most suitable plan for you.
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest and greatest task management software product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot - or not, and why it matters for managing tasks.
Q4 2024 Task Management Software Updates
monday.com Update Notes

The Engineering Performance Dashboard is a new feature in monday.com that integrates with GitHub to provide real-time insights into development workflows. It tracks key metrics such as time to pull request, code review, approval, merge, and overall cycle time, offering a comprehensive view of the development process.
This dashboard includes tables displaying items currently in each phase and their histories, detailing item names, pull request links, story points, owners, and time spent in each phase. These features can also help teams identify bottlenecks and make data-driven decisions to enhance efficiency.
Currently in beta, the Engineering Performance Dashboard is accessible to users with the GitHub integration enabled. Development teams, project managers, and stakeholders aiming to optimize their development cycles and improve workflow transparency will find this feature particularly beneficial.
Verdict: Hot! Accurate data tracking can be difficult, so anything that makes it easier is a great improvement.
ClickUp Update Notes

ClickUp's Release 3.36 introduces several enhancements aimed at improving user experience and productivity. Notably, users can now filter views and reports by Custom Relationships, allowing for more tailored data insights. Additionally, Microsoft Teams link previews enable users to view shared Teams content directly within ClickUp tasks, Docs, and Chat, reducing the need to switch between applications.
The update also includes a new 'My Work' page for mobile users, consolidating tasks, events, and calendar entries into a single, organized view grouped by day. This feature facilitates efficient task management on-the-go, allowing users to create tasks, view event details, and complete reminders with ease.
These enhancements are particularly beneficial for project managers, team leads, and mobile users who require streamlined workflows and improved integration between communication platforms.
Verdict: Hot! Better data, better integration, and better mobility, all in one update!
Check out ClickUp's most recent pricing information.
Smartsheet Update Notes

Smartsheet has introduced a File Library feature within workspaces, enabling users to store, search, and collaborate on various file types—such as documents, presentations, images, and videos—directly alongside their projects. This integration simplifies access to relevant content, allowing teams to upload files via drag-and-drop, search and filter by attributes like name and type, and maintain version control to ensure all stakeholders are aligned with the latest information.
The File Library also offers tools for asynchronous collaboration, including the ability to leave directed annotations with customizable pins, shapes, and arrow mark-ups, as well as commenting and @mentioning team members directly on files. These features streamline feedback loops and expedite content reviews, reducing the need for external communication channels and enhancing overall workflow efficiency.
This update is particularly beneficial for project managers, creative teams, and organizations that rely on centralized content management within their workflows.
Verdict: Not. While having an all-in-one system is great, you can achieve the same results with an integrated DAM system.
Kintone Update Notes

In Q4, Kintone introduced several updates to enhance application management and user experience. A key feature is the new Maintenance Mode, which allows administrators to temporarily make apps private during essential updates and checks. While in this mode, regular users are notified of the app's unavailability, ensuring that only administrators can access and modify settings. This functionality streamlines maintenance processes, improves operational efficiency, and ensures that critical updates can be performed without disrupting regular users
Additionally, Kintone has revamped its front-end architecture, particularly within the Kintone Marketplace, to facilitate faster product improvements. This overhaul includes updates to the design and layout of settings pages, enhancing user navigation and interaction. Furthermore, the REST API now supports streamlined management of inline editing permissions, allowing users to retrieve and update these settings across multiple apps more efficiently.
These updates are particularly beneficial for system administrators and developers who require greater control over app accessibility and maintenance.
Verdict: Hot! No one likes to have their work interrupted by updates, but this new feature at least makes those interruptions more manageable.
Check out Kintone's most recent pricing information.
Zoho Projects Update Notes

In Q4 2024, Zoho Projects enhanced its task and timesheet settings to provide users with greater control and customization over their project management processes. Key updates include the ability to maintain task order even after completion, assign unique prefixes and IDs to tasks, and set task durations in either days or hours. Additionally, users can configure task dependencies, enabling automatic adjustments to successor tasks when predecessor tasks are modified.
For timesheet management, Zoho Projects now offers settings to restrict time logging based on user roles, allowing only task or issue owners, any project member, or associated team members to log time. Users can also enable or disable time logging for closed tasks and issues, set daily and weekly log hour limits, and restrict time logs on holidays, weekends, or during leave periods. These features aim to enhance accuracy and compliance in time tracking.
These updates are particularly beneficial for project managers, team leads, and administrators who seek to optimize task management and time tracking within their projects. By leveraging these customizable settings, teams can improve workflow efficiency, ensure accurate time logging, and maintain better oversight of project timelines and resources.
Verdict: Not. While these updates certainly help make workflows more customizable and efficient, they are not particularly innovative.
Check out Zoho Projects' most recent pricing information.
Miro Update Notes

In Q4, Miro released several updates to enhance collaboration and customization. Key additions include Custom Shape Packs, which allow users to upload and share personalized shapes, and a Docs feature that supports AI-assisted drafting and integrates diagrams, images, and videos for seamless document creation within the workspace.
Miro has also improved integrations and the user interface. The Microsoft Copilot integration allows Miro boards to be accessed directly in Teams via search prompts, while the AWS Cloud View integration helps visualize AWS infrastructure in Miro, enabling collaborative assessment. Additionally, Miro expanded language support to Polish and Korean and introduced a streamlined UI for easier navigation.
These updates benefit design, project management, and IT professionals aiming to improve team collaboration. Customization options, enhanced integrations with Microsoft and AWS, and broader language support make Miro more accessible, efficient, and effective for a global user base.
Verdict: Hot! AI summarization is a trendy new feature, and expanding the languages available is just one more step to becoming a truly global tool.
Productive Update Notes

In Q4, Productive introduced several enhancements to improve user experience and operational efficiency. Notably, the platform now supports retainer rollover hours, allowing users to manage unused hours by carrying them over to subsequent budgets. This feature is beneficial for agencies and businesses that operate on retainer agreements, ensuring better utilization of allocated time and resources.
The update also includes advancements in automation capabilities, such as the integration of webhooks and the ability to create invoices automatically. These enhancements enable users to streamline workflows by connecting Productive with external applications and automating invoicing processes based on specific budget events. Additionally, reporting functionalities have been improved with the introduction of OR/AND filters and a dedicated bills report, offering more flexible and detailed data analysis.
These updates are particularly advantageous for project managers, financial analysts, and team leads seeking enhanced control and collaboration within the platform.
Verdict: Hot! Managing money is a sensitive and important part of project management. Anything that makes it easier is a welcome addition!
Quickbase Update Notes

The November 2024 Quickbase release introduced several enhancements, notably the general availability of the Document Creation feature. This tool enables users to generate documents such as invoices, proposals, and purchase orders directly within their applications. Recent updates include the ability to preview and download PDF versions of document templates, improved header and footer toolbar options for adding current dates, page numbers, and total page counts, and enhanced accessibility of the Document Templates builder page. Additionally, new documents now default to the Letter page size.
Further improvements are expected by the end of November. Builders will be able to include table, summary, and chart reports from any table using the report element in the Document Template builder page. Editable HTML tables will also support grouping rows, providing more flexibility in document formatting. Moreover, the custom email builder now allows the generation and inclusion of documents in scheduled emails, expanding its functionality beyond trigger-based emails.
Overall, the enhanced Document Creation feature streamlines the process of producing professional documents directly from Quickbase applications, improving operational efficiency and user experience. These updates will be particularly beneficial for application builders and administrators who require efficient document generation and integration within their workflows.
Verdict: Hot! No one likes switching between multiple applications. The more features you can have all in one place, the better!
Check out Quickbase's most recent pricing information.
Nifty Update Notes

In Q4, Nifty introduced Forms V2, enhancing its form capabilities with features like conditional fields, automated task sorting, and email follow-ups that integrate form fields and task IDs. Users can also download submission histories as CSV files, facilitating data analysis and record-keeping. Additionally, message editing permissions have been expanded, allowing owners, admins, and designated roles to edit messages from any workspace collaborator, thereby improving communication flexibility.
These updates are particularly beneficial for project managers, team leads, and operations professionals who rely on efficient data collection and team communication. The advanced form functionalities streamline workflows, while the enhanced message editing capabilities ensure accurate and timely information sharing within teams.
By integrating these features, Nifty aims to provide users with more control over their project management processes, promoting seamless collaboration and effective task management across various organizational levels.
Verdict: Hot! For a busy project manager, more automations mean more time to do important, high-level work.
Check out Nifty's most recent pricing information.
Teamwork.com Update Notes

Teamwork.com has introduced a "Roles" feature to enhance team organization and resource management. This functionality allows users to assign specific roles to team members, such as "Junior Graphic Designer" or "Senior Illustrator," providing a clear understanding of each individual's responsibilities and expertise. Roles are managed within the People section but are accessible across various areas of the platform for comprehensive oversight.
The Roles feature significantly improves resource management by enabling users to group and filter team members based on their roles. This capability assists in identifying the appropriate personnel for specific tasks, thereby preventing bottlenecks and ensuring efficient project delivery. Role information is integrated throughout the Planning section, facilitating strategic resource allocation.
Project managers, team leads, and resource planners will find this update particularly beneficial. By leveraging the Roles feature, they can streamline task assignments, optimize team performance, and maintain clarity regarding each member's function within the project framework. This enhancement supports more effective project planning and execution.
Verdict: Not. All-in-one software is great, but this feature is pretty typical for a resource management program.
Check out Teamwork.com's most recent pricing information.
Task Management Software Frequently Asked Questions
Here are a few questions I get a lot about task management tools.
What is task 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. Task management software provides that timeline view that your team needs to stay informed about the project’s development. It also offers features for your team to track time, communicate with others, and collaborate more swiftly.
In Q4, Nifty introduced Forms V2, enhancing its form capabilities with features like conditional fields, automated task sorting, and email follow-ups that integrate form fields and task IDs. Users can also download submission histories as CSV files, facilitating data analysis and record-keeping. Additionally, message editing permissions have been expanded, allowing owners, admins, and designated roles to edit messages from any workspace collaborator, thereby improving communication flexibility.
These updates are particularly beneficial for project managers, team leads, and operations professionals who rely on efficient data collection and team communication. The advanced form functionalities streamline workflows, while the enhanced message editing capabilities ensure accurate and timely information sharing within teams.
By integrating these features, Nifty aims to provide users with more control over their project management processes, promoting seamless collaboration and effective task management across various organizational levels.
Verdict: Hot! For a busy project manager, more automations mean more time to do important, high-level work.
Are there other task software tools to consider?
Need a bit more than a simple online to-do list? Check out 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 feature. If you are using one that doesn’t, you will probably want to invest in Time Tracking Tools of your own.
- Collaboration tools will help your team stay connected and move the interactions beyond simple tasks. These tools focus on ways in which people can connect, exchange opinions and tackle tasks as a team.
- 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 is the best task management software?
The best task manager is monday.com, if you are looking for a tool that has more customization options to adapt to different needs. Otherwise there are dozens of tools that can help you manage tasks.
If you are looking for a more focused team task management app, software like Todoist can give you great task management features at a personal level. You can use this employee task tracker to keep track of your daily checklist of things you want to accomplish.
The best task management software will depend on your needs, budget, and number of users who will use the platform.
What is the difference between task management and project management?
Task management is a subset of project management. Projects contain a multitude of tasks that need to be organized and managed effectively. Knowing when to use task or project management to accomplish your goals is important, especially since it can impact the tool choice you make.
While task management software can help you follow up on people and the activities they are responsible for, project tracking software will enable you to see other project related information like resources, time management, proofing, and even portfolio management.
Read our full article on task vs project management.
What is the difference between time management and task management?
Simple. While team task management deals with the activities that your team has to complete, time management deals with the actual time, in hours, that they spend doing those tasks. Time tracking software is designed to help your team stay on top of how much time they spend on the activities they are responsible for.
Here’s a simple example to highlight the difference between them:
John is working on a web design task. From a task management perspective, John has to complete the homepage design in 2 days. Meanwhile, a time management report will tell you that John spent 5 hours on day 1 and 4 hours on day 2 to complete the task.
Does task management software make me more productive?
The Reclaim 2022 Task Management Productivity 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.
How do task management platforms handle large-scale project collaborations?
Task management platforms can be very helpful when it comes to juggling large-scale projects. They essentially act as the nerve center, bringing all aspects of a project under one roof. These platforms offer robust features like project dashboards, task assignment, progress tracking, and communication tools that allow for real-time updates and collaboration.
For large projects, they enable users to break down the tasks into bite-sized pieces, assign them to team members, and track everything to ensure teams stay on schedule. Plus, with the integration capabilities, users can hook the tools up with other tools they’re using, keeping everything synchronized. It’s like having a bird’s-eye view while being able to zoom in on the nitty-gritty details when needed.
What are the best practices for setting realistic deadlines?
Setting realistic deadlines can certainly be a challenge. Here are some tips to ensure that your team can meet their deadlines with minimal stress, no rushing, and without needing team leads to micromanage their schedules:
- Break down the project into manageable tasks to estimate time accurately.
- Involve your team in the estimation process—they’ll give insights you might not consider.
- Always factor in buffer time for unexpected delays.
- Review past projects—they’re gold mines for understanding how long tasks actually take versus initial estimates.
- Keep stakeholders in the loop and adjust expectations as needed.
Overall, remember that setting deadlines should be about being realistic, not optimistic, to avoid stress and burnout.
How can one manage task overload and avoid burnout?
Managing task overload and avoiding burnout is all about setting clear priorities and boundaries. Here, I want to share some tips and tricks to recognize the signs of overload early and address them effectively.
- Prioritize tasks based on urgency and importance, focusing on what needs to be done first.
- Don’t hesitate to delegate; it’s crucial for distributing workload evenly.
- Setting realistic deadlines and including buffer times for unexpected delays can help reduce stress.
- Regular breaks and maintaining a work-life balance are vital for mental health.
- Always remember, it’s a marathon, not a sprint, and plan accordingly (even if it means taking a little bit longer).
Moreover, keeping open communication with your team about workload and stress levels can also create a supportive environment where everyone feels empowered to speak up and ask for help when needed. This is especially important to keep in mind as your organization grows, since it can be easy for communication to get lost in the chaos.
How can task management software increase team efficiency?
By utilizing task management software, teams can better organize their tasks, improve collaboration, and ultimately achieve their goals more efficiently. Here are some key ways task management software can increase efficiency:
- Task Automation: Automating repetitive tasks reduces manual effort, allowing teams to focus on higher-priority activities. This is a feature often found in the best job management software.
- Mobile Accessibility: With mobile-friendly options, teams can manage tasks on-the-go, ensuring that project updates and communications happen in real time. This is a vital feature for worker management software.
- Centralized Task Lists: A task list manager consolidates all tasks in one place, making it easy to prioritize and track progress. This is a core function of daily task management tools.
- Due Date Tracking: Effective due date tracking software helps teams stay on schedule and meet deadlines, which is vital for project success.
- Team Workload Management: Team workload management tools allow for better distribution of tasks, preventing burnout and improving overall team efficiency.
- Collaboration Features: Many project management task software solutions include built-in chat and file-sharing capabilities, which enhance communication and collaboration among team members.
- Time Management Solutions: Integrated time tracking features can help users identify how much time is spent on different tasks, supporting better planning and efficiency.
By leveraging these capabilities, organizations can transform their approach to time management and optimize their workflows, making any task application a valuable asset for productivity.
Check out Kantata’s most recent pricing information.

What's Next?
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. You can read more about the tasks we encounter in project management and 3 tips on how to stay on top of them. However, if you are ready to go to the next step in task management, you can read about how to create a Gantt chart.
We also have a very interesting article on what tasks a project manager is responsible. It explores the ways that you can start building your own systems and best practices for effective task management.
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