Skip to main content
General
15 Best Task Management Software For Teams In 2022

The Best Task Management Software List

Here’s a shortlist of the best task management apps:

  1. Monday.com

    Best for adapting to different needs

  2. Smartsheet

    Best cloud-based task management software

  3. Wrike

    Best task management tool with built-in templates

  4. Kintone

    Best for building custom task management

  5. Process Bliss

    Best task management software for process improvement

  6. ProWorkflow

    Best for task and project flexibility

  7. Todoist

    Best personal task management software

  8. Asana

    Best online task management software for complex projects

  9. Yanado Task + Project Management

    Best task management tool for Gmail

  10. TeamGantt

    Best online task management software for teams

  11. ClickUp

    Best free plan for task management software

  12. Basecamp Personal

    Best 100% free task management software for personal use

  13. Casual

    Best simple task management software for beginners

  14. Sendtask

    Best tool for helping clients manage tasks

  15. Tasklog

    Best individual task management software for productivity

Below you’ll find an overview of each of the 15 best task management software, with screenshots, feature overviews, and pricing.

Having a good task system where your teams can take advantage of task management software will infinitely simplify your daily workflow.

This article will help you quickly compare and evaluate the best task management software and other similar project management apps for teams. I’ve also included some personal task management apps and indicated where the software is best suited for agencies, software development teams, small businesses, etc.

Of course, if you aren’t a fan of high-tech solutions, you can always use a simple task management approach. You can rely on generic programs with note-taking and organization functions like Google Sheets, Google Docs, Microsoft Word, and Microsoft Excel. These require more manual input from the user, though.

More sophisticated task tracking tools can help you go beyond a simple to-do list. The best planner apps will help you stay organized, provide micro and macro points of view of your workflow, identify delays and problem areas, and keep everyone on the same page.

It’s hard to pick the number one best to-do list tool, so I’ve compiled a list of the top choices on the market and described what each does best.

task management software logos list

The Digital Project Manager is reader-supported. We may earn a commission when you click through links on our site — learn more about how we aim to stay transparent.

Overviews Of The 15 Best Task Management Tools

1

Monday.com

Best for adapting to different needs

monday.com is a great task management software because of the way the tool has done away with a lot of the trimmings of typical management tools and focused on simple, visually intuitive layouts that help clarify the sequence of work 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’s features include message boards, task management boards (for recurring tasks, task dependencies, task progress, and so much more), and some easy-to-read visualizations that allow you to display your project data and quickly get an idea of your progress. Members can collaborate by uploading and attaching files, and assigning deadlines and tagging members on tasks.

@Mentions of team and individuals are available as well. Because it’s so customizable, it’s easy to configure monday.com to plan your project timelines and organize schedules, and you can also keep all of your team conversations, briefs, and files in a single shared space, encouraging team collaboration.

monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.

monday.com costs from $6/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.

14 days free trial

From $6/user/month

2

Smartsheet

Best cloud-based task management software

Smartsheet is a spreadsheet-like task management software. It has won a few awards for quickly becoming a favorite business app. It’s a nice task management tool if you’re comfortable working in Excel but wants a break from complicated formulas—Smartsheet performs all the calculations for you across multiple sheets. You can also add customized brand logos and set color themes for individual projects.

It offers basic functions 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. 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 integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.

Smartsheet costs from $7/user/month, with a minimum of 3 users and a maximum of 25 users. They also offer a 30-day free trial.

30 days free trial

From $7/user/month

3

Wrike

Best task management tool with built-in templates

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 has an easy-to-use, intuitive interface and 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.

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 offers 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

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.

14 days free trial

From $9.80/user/month

4

Kintone

Best for building custom task management

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.

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’s built-in communication features also 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.

Kintone lets you expand its capabilities with both free native plugins built by the Kintone team as well as integrations 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 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.

30 days free trial

From $24/user/month

5

Process Bliss

Best task management software for process improvement

Process Bliss is a powerful task management system for teams and small to medium 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 centralised 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 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.

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.

Process Bliss costs from $10/user/month and comes with a 14-day free trial.

14 days free trial

From $10/user/month. Yearly subscribers receive two months free. Further discounts for Good Causes.

6

ProWorkflow

Best for task and project flexibility

ProWorkflow is an online project and task management solution that allows users to track and manage projects throughout the project life cycle. Project managers can also report on all activity that happens during the project.

ProWorkflow allows users to specify task start and finish dates, task assignees, hour allocations, and rates. It can then determine which of your staff might be available based on how many tasks they’re assigned to, when all of those tasks will be active, and how much time was allocated to those tasks. An extra bonus is that tasks include file sharing and messaging, so team members can stay informed and up to date on deliverable and project progression.

The tool lets users edit project aspects throughout the lifecycle, including dates, assignments, categories and more, and users can also move specific time records to a task belonging to a different project. Click-and-drag functionality is available to use for Gantt charts, Kanban board, and assigning users to tasks. The tool is also fairly straightforward with its layout, and active projects and associated data can be found on the projects page, information related to timesheets can be found on the time page, and so on.

Pricing starts at $20 per user per month.

14 days free trial

From $20/user/month

7

Asana

Best online task management software for complex projects

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.

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.

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.

One minor gripe is that having an active, real-time chat function would benefit this app in particular. Asana bills itself as more of a holistic solution to the project and task management but communication is limited to cumbersome comment sections.

Asana starts at $10.99/user/month and has a freemium version of the software.

30 days free trial

From $10.99/user/month

8

Todoist

Best personal task management software

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.

They have also rolled out 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 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.

Todoist integrations include Google Drive, Google Maps, Dropbox, Apple Maps, Calendar Sync, Slack, Zapier, and hundreds more apps. They also offer a developer API.

Todoist offers a free basic plan, but if you need more options you can upgrade for $29/user/year.

From $4/user/month

9

Yanado Task + Project Management

Best task management tool for Gmail

Used by over 30,000 teams, Yanado Task + Project Management coordinates all agency projects and tasks right in your Gmail. It’s designed to use email and Kanban communication structures to make task management quick and easy.

You can use various task management dashboards views to keep your team accountable by visualizing and monitoring deadlines, milestones, and dependencies. Yando offers to-do lists that are pretty easy to create, plus you can also make tasks directly from emails. Something great about this tool are the shared inboxes which lets you assign or pass-on emails and then manage them like tasks.

Agencies with busy online profiles to navigate will appreciate being able to create unlimited posts for Facebook, Twitter, LinkedIn, and Instagram using this software.

A native integration with Slack is available and hundreds of more options can be accessed through Zapier or their REST API.

Yanado Task + Project Management has a free plan and paid plans with additional features start at $6/user/month.

14 days free trial

From $6/user/month

10

TeamGantt

Best online task management software for teams

TeamGantt is an online task management solution that works right in your browser, making it compatible with any OS. PMs can plan and manage tasks with this super-easy-to-use Gantt software and invite co-workers, teammates, and clients to view and edit collaborative content.

Users can build an online Gantt chart by simply dragging and dropping tasks into the project. All tasks, documents, and conversations in a single centralized hub for a go-to knowledge base. It also features built-in resource management software, letting managers check team availability before scheduling and assigning project tasks.

Track hours spent on projects and tasks with time tracking and project management software that doesn’t disrupt your workflow. This project planning tool lets you indicate which tasks need to be finished before others can begin on the gantt chart and see exactly how a delay affects the rest of the project timeline.

TeamGantt integrates with Slack, Trello, Basecamp, Google Calendar, iCal, and Outlook. Or, build a custom integration using TeamGantt’s public RESTful API.

TeamGantt is free for up to 3 users and 1 project. Paid plans cost from $24.95/month. It has a 14-day free trial.

14 days free trial

From $24.95/month

11

ClickUp

Best free plan for task management software

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.

ClickUp offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.

ClickUp’s free plan is robust and includes all primary features. The unlimited plan starts at $5 a month per user and offers additional functionality.

Free forever with paid plans starting at $5/month

12

Basecamp Personal

Best 100% free task management software for personal use

Basecamp Personal, the free-forever Basecamp solution, offers 3 projects, up to 20 users, and 1GB of storage space. This version of their tool is great for personal projects, students, freelancers, families, and light use.

Basecamp offers an insane amount of integrations, marking it as one of their specialties. They also work with many connectivity-specific apps, like Zapier and Zoho Flow, to reach tools they may not natively interact with. This scored them well in the Integrations section of the evaluation criteria.

Integrations include Tick, Calamari, Time Doctor, Hubstaff, MinterAp, Everhour, Timesheet, Clockify, Timecamp, Toggl, Timely, DNS check, Ganttify, Slickplan, Meta SaaS, Bridge24, Recur, ClicData, TestLodge, User back, Instabug, Scrumdo, Ziflow, Doorbell.io, Akita, Jitbit Helpdesk, Proposify, and others per their website. Basecamp also integrates with other software through Zapier, Unito.io, Automate.io, TaskClone, Project Buddy, Pleexy, RSS bus, Retool, Zoho Flow, and other app-connecting tools.

Basecamp Personal is a bit feature-lite, so many will feel compelled to update to the professional paid plan. At $99/month, the Basecamp subscription is quite a bit higher than many others on this list.

Basecamp Personal is free to use.

13

Casual

Best simple task management software for beginners

Casual is a visual process management solution for small and growing project teams. The tool’s website offers some free-forever resources like a start-up toolkit, project proposal templates, and samples, and scope creep interactive guide.

This online task management tool is great for complex projects with various branches of activity and deadlines. As you can see from the screenshot, it is more than just a to-do list. It can track project paths and assign tasks in multiple directions while acknowledging dependencies.

No integration options are listed on Casual’s website.

Not having app integrations available or transparently listed lost Casual marks in the Integrations evaluation criteria. Seeing as it’s nearly impossible to use a single tool for all PM needs, open connectivity is a must in any modern task management app.

Casual starts at $7/month for up to 2 users and has a free 14-day trial.

14 days free trial

From $7/month for up to two users

14

Sendtask

Best tool for helping clients manage tasks

Sendtask is an easy task management solution to collaborate with your team, clients, and suppliers all in one place, even if they don’t have an account themselves. This tool totes easy onboarding, unlimited users and tasks, and simple collaboration and sharing.

The best part of Sendtask is the ability to distribute project tasks to clients and partners who are not even registered on their website. This is endlessly helpful to those who need a task management organization themselves but work with others who do not. Freelancers and contract workers, in particular, may find this handy.

Sendtask offers Slack and email integration options. The software is currently in Beta releases so there is a chance the list of connections will expand in the future.

Currently being in Beta means that Sendtask isn’t as feature-rich as the other programs here, although it has promised to expand and develop more tools later on. As it stands now, their weakest category is Features & Functions, which lost them a few points in the corresponding category of the evaluation criteria segment.

Sendtask is in Beta and free to use.

15

Tasklog

Best individual task management software for productivity

Made and maintained by a one-man team, Tasklog is a labor of love by Petr Nagy, who has been at the helm since its launch in 2013. Features include a time tracker, task manager, Pomodoro timer, expenses, apps and add-ons, timesheets, and team boards.

One of the most valuable features of Tasklog is its implicit incorporation of the Pomodoro Technique, which breaks work into timed intervals. This technique is effective and definitely a plus for users who need additional help with time management and productivity.

Integrations were not listed on the company website. The major con is the lack of third-party app integrations; or, if they exist, the lack of transparency around them. Does the tool connect with popular items like Slack? Unclear. This lost Tasklog points in the Integrations evaluation category.

Tasklog starts at $5/month or you can purchase it indefinitely for a one-time payment of $99. Tasklog has a basic freemium version and paid plans have a free 30-day trial.

30 days free trial

From $5/month or a one-time payment of $99

Need expert help selecting the right Task Management Software?

We’ve joined up with the software comparison platform Crozdesk.com to assist you in finding the right software. Crozdesk’s Task Management Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business’s needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.

It only takes a minute to submit your requirements and they will give you a quick call at no cost or commitment. Based on your needs you’ll receive customized software shortlists listing the best-fitting solutions from their team of software advisors (via phone or email). They can even connect you with your selected vendor choices along with community negotiated discounts. To get started, please complete the form below:

The Best Task Management Software Summary Chart

Tool Free Option Price
1
Monday.com

Best for adapting to different needs

14 days free trial

From $6/user/month Check out Monday.com
2
Smartsheet

Best cloud-based task management software

30 days free trial

From $7/user/month Check out Smartsheet
3
Wrike

Best task management tool with built-in templates

14 days free trial

From $9.80/user/month Check out Wrike
4
Kintone

Best for building custom task management

30 days free trial

From $24/user/month Check out Kintone
5
Process Bliss

Best task management software for process improvement

14 days free trial

From $10/user/month. Yearly subscribers receive two months free. Further discounts for Good Causes. Check out Process Bliss
6
ProWorkflow

Best for task and project flexibility

14 days free trial

From $20/user/month Check out ProWorkflow
7
Todoist

Best personal task management software

Freemium version

From $4/user/month Check out Todoist
8
Asana

Best online task management software for complex projects

Freemium version

30 days free trial

From $10.99/user/month Check out Asana
9
Yanado Task + Project Management

Best task management tool for Gmail

14 days free trial

From $6/user/month Visit Website
10
TeamGantt

Best online task management software for teams

14 days free trial

From $24.95/month Check out TeamGantt
11
ClickUp

Best free plan for task management software

Freemium version

Free forever with paid plans starting at $5/month Check out ClickUp
12
Basecamp Personal

Best 100% free task management software for personal use

Freemium version

From $99/month Check out Basecamp Personal
13
Casual

Best simple task management software for beginners

14 days free trial

From $7/month for up to two users Check out Casual
14
Sendtask

Best tool for helping clients manage tasks

Not available

Free to use Check out Sendtask
15
Tasklog

Best individual task management software for productivity

Freemium version

30 days free trial

From $5/month or a one-time payment of $99 Check out Tasklog

To-Do List Software FAQ

If you are just getting started with to-do list software, you might benefit from reading our general FAQ:

What is task management software?
Task management software is any digital tool that helps you plan, track, and complete a unit of work. Task management software will often help list, test, expense, and otherwise organize a given task or subtask. Task management software will also show dependencies between tasks so you know in what order things need to be done.

Are there any task manager alternatives?
Sure! If you aren’t a fan of fancy apps or high tech solutions, you can A) use a simple, common app like Asana, Trello, or Basecamp, or B) rely on generic programs with note-taking and organization functions like Google Sheets, Google Docs, Microsoft Word, and Microsoft Excel. These require more manual input from the user, though.

Not looking for a simple online to-do list? Check out my other related lists:

  1. 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.
  2. 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.
  3. Not getting thorough enough tasks in a day? You might be in need of a Productivity App to give you a mental boost and identify bottlenecks.

Criteria For Choosing The Right Task Management Software

What am I looking for when we select task apps for review? Here’s a summary of my evaluation criteria:

1. User Interface (UI):  Is it clean and attractive?

2. Usability: Is it easy to learn and master? Are functionalities like drag and drop present and easy to use? Does the company offer good tech support, user support, tutorials, and training?

3. Features & Functionality:

  • Task and Detail Template –Does the tool offer templates for task lists and task distribution, be it creative briefs or hyper-detailed product development items? Can you add and edit your own task templates?
  • Tags, Flags, and Organization – Can you color-code or otherwise mark tasks to coordinate what items belong together? Can you group related tasks with subtasks?
  • Multiple Task Views – Can you change the way you are fed upcoming tasks, like by due date, urgency, project, client, or calendar view?
  • Cross-channel and device sync – Do your tasks sync across devices? Can they be easily accessed in many places? Can you customize which channels (mobile SMS, desktop notification) you receive your alerts?

4. Integrations: Is it easy to connect with the other tools and project management software you are already using? Any pre-built integrations?

5. Methodology: Does the software fit the project management methodology you are using, whether it’s agile/lean, waterfall, scrum, or a hybrid methodology?

6. Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent, and flexible?

Other Task Apps

Here’s a few more that didn’t make the top list. If you need additional suggestions for handy task management apps, check these out.

  1. Things

    Best task management tool for iOS

  2. GanttPRO

    Best task management software with intuitive Gantt chart timelines

  3. Paymo

    Best visual task management software with easy-to-learn interface

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.

Subscribe to the DPM newsletter to get regular updates when we publish fresh how-to guides and articles on digital project management topics, or check out the DPM Membership community for ongoing professional training and networking.

By Ben Aston

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 15 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony.

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.

1 Comment

  • image
    Thanks for this post. I'd like to add TMetric to this list. It's a convenient time tracker with task management features.

    Reply

[class^="wpforms-"]
[class^="wpforms-"]
[class^="wpforms-"]
[class^="wpforms-"]