The 7 best to do list apps in 2024

A hero image with the logos of the best to-do list apps

There are too many to-do list apps. Trying them all would be a massive task, and I know because I did it.

Why are there so many apps for something easily done with sticky notes or any other scrap of paper? Because managing tasks is an intensely—even irrationally—personal thing. People will reject anything that doesn't feel right. That's a good instinct, but it makes it hard to find the right app.

And now I'm offering you what I feel is the cream of the crop. Whatever you're looking for, one of these task management apps is going to be right for you. Click on any app to learn more about why I chose it, or keep reading for more context on to-do list apps.

The best to-do list apps

Todoist for balancing power and simplicity

TickTick for embedded calendars and timers

Microsoft To Do for Microsoft power users

Apple Reminders for most Apple users

Things for elegant design

Google Tasks for Google power users

Any.do for people who forget to use to-do apps

Other options , including project management software, note-taking apps, and other tools that can do the job

What makes the best to-do list app?

How we evaluate and test apps.

Our best apps roundups are written by humans who've spent much of their careers using, testing, and writing about software. Unless explicitly stated, we spend dozens of hours researching and testing apps, using each app as it's intended to be used and evaluating it against the criteria we set for the category. We're never paid for placement in our articles from any app or for links to any site—we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog .

I've written about technology in general, and productivity specifically, since 2013. In that time, I've personally tried basically every major to-do list app that has come out, and I've always relied upon at least one of them to function.

Of course, when it comes to managing a to-do list online, everyone has different criteria. I kept this in mind as I tested, and I tried not to just pick the apps that suited me best, but the ones that suit different people who approach task management in other ways. Regardless, there were a few features that made certain apps stand out.

What is a to-do list app for?

To-do lists help you organize your work and keep track of tasks. A good digital to-do list makes it easier to get work done—and makes it harder to miss deadlines.

What makes a good to-do list app?

The best to-do list apps:

Make it fast to add and organize tasks . Ideally, a task is added and categorized in a couple taps or keystrokes. If adding your to-dos is a hassle, you just won't do it.

Offer multiple ways to organize your tasks . Tags, lists, projects, and due dates are all helpful, and the best to-do apps offer at least a few categories like this.

Remind you about self-imposed deadlines . Notifications, widgets, emails—if you're using an online to-do list, it should help you track what needs to happen when. This is one of the big reasons to use an app over a notebook.

Offer clean user interfaces . The best to-do app fits into your workflow, so you can get back to what you're supposed to be doing. As a professional reviewer who spends a lot of time testing, I generally have a phobia of ugly apps.

Sync between every platform you use. Which platforms will depend on what you personally use, but I didn't consider anything that doesn't sync between desktop and mobile. You really should be able to check your to-do list when you're at the store or otherwise out and about.

While AI is starting to creep into to-do apps, it's not broadly useful yet. No app made this list just because it had some AI scheduling or could automatically suggest sub-tasks, but no apps were excluded over it either. While some people might find these features useful, I suspect most people looking for a to-do app want to be able to keep track of all the things they have to do—not get more tasks added to a list by a robot.

I tried to find the task list apps that balance these things in various ways. None of these options will be right for everyone, but hopefully one of them is right for you.

The best to-do list apps at a glance

Best to-do list app for balancing power and simplicity, todoist (web, windows, mac, android, iphone, ipad).

Todoist, our pick for the best to-do list app for balancing power and simplicity

Todoist isn't the most powerful to-do list website out there. It's also not the simplest. That's kind of the point: this app balances power with simplicity, and it does so while running on basically every platform that exists. That's a strong selling point—which is probably why Todoist is one of the most popular to-do lists right now.

Adding tasks was quick on every platform in my tests, thanks in part to natural language processing (type "buy milk Monday" and the task "buy milk" will be added with the next Monday set as your due date). You can put new tasks in your Inbox and then move them to relevant projects; you can also set due dates. Paid users can create custom filters and labels, and there are also some basic collaboration features.

Todoist is flexible enough to adapt to most workflows but not so complicated as to overwhelm. And it adds new features regularly: you can view projects as a Kanban board, for example, and navigating the app by keyboard is much smoother after recent updates. There's even an AI assistant on paid plans that can help make tasks more actionable. Overall, this is a great first to-do list app to try out, especially if you don't know where to start.

Todoist also integrates with Zapier , which means you can automatically create tasks in Todoist whenever something happens in one of your favorite apps. Check out some ideas for automating Todoist with Zapier , or try one of these examples.

Add new Google Calendar events to Todoist as tasks

Google Calendar logo

Save new incomplete Todoist tasks in Notion databases

Notion logo

Add new saved Slack messages to Todoist as tasks

Slack logo

Todoist price : Free version available; paid version from $5/month.

Best to-do list app with embedded calendars and timers

Ticktick (web, android, windows, mac, iphone and ipad).

TickTick, our pick for the best to-do list app with embedded calendars and timers

TickTick is a fast-growing task list app that offers a wide array of features on just about every platform you can imagine. Adding tasks is quick thanks to natural language processing. There's also a universal keyboard shortcut offered on the desktop versions and pinned notifications and widgets on mobile, which makes it quick to add a task before getting back to what you're doing. Tasks can be organized using lists, tags, due dates, and priorities, and there's also the ability to add subtasks to any task.

TickTick offers all of this with apps that feel native—the macOS version is distinct from the Windows version, for example, in ways that make sense given the differences between those two systems. TickTick also offers a few features that are above and beyond what other task tracking apps offer.

First, there's a built-in Pomodoro timer , allowing you to start a 25-minute work session for any of your tasks (complete with numerous white noise options, if you want). Second, there's integration with various third-party calendars, allowing you to see your tasks and your appointments in one place, and even do some time blocking . There's also a built-in habit-tracking tool , allowing you to review how many days you did or didn't stick to your exercise and diet commitments. And an Eisenhower Matrix view allows you to prioritize your tasks based on what's urgent and what's important. It's a great collection of features, unlike anything else on the market.

With TickTick's Zapier integration , you can connect TickTick to the other tools in your tech stack to automatically create tasks whenever you get new leads, deals, or emails. Learn how to automate TickTick with Zapier , or get started with one of these pre-made workflows.

Create Notion items from new TickTick tasks

TickTick logo

Create TickTick tasks from new Google Calendar events

Create ticktick tasks from new google tasks.

Google Tasks logo

TickTick price : Free version available; paid version from $3.99/month.

Deciding between TickTick and Todoist? Read our showdown: TickTick vs. Todoist .

Best to-do list app for Microsoft power users

Microso ft to do (web, android, windows, mac, iphone and ipad).

Microsoft To Do, our pick for the best to-do list app for Microsoft power users

Over the last few years, Microsoft has been slowly and quietly making its personal productivity apps really, really good. The latest version of Microsoft To Do is one of the big results of that. The main interface is clean and friendly, and adding tasks is quick, but there's a lot of flexibility below the surface.

The real standout feature here is the deep integration with Microsoft's ecosystem. Any email flagged in Outlook, for example, shows up as a task. Outlook users can also sync their tasks from that app over to Microsoft To Do, meaning there's finally a way to sync Outlook tasks to mobile. Windows users can add tasks using Cortana or by typing in the Start menu. For example, you can type "add rice to my shopping list," and rice will be added to a list called "shopping." If you're a Windows user and an Outlook user, this is the app for you (though it does work well on Macs and iPhones too).

It's also one of the prettiest to-do list apps on the market, in my opinion. You can set custom background images for every one of your lists, allowing you to tell at a glance which list you're looking at. You're going to be looking at your task list all day—it might as well look good. 

Microsoft To Do integrates with Zapier , which means you can make sure Microsoft To Do is talking to all the other apps you use, not just the Microsoft ones. Learn how you can make Microsoft To Do a productivity powerhouse with Zapier, or take a look at these examples to get started.

Add new tasks in Google Tasks to Microsoft To-Do

Microsoft To Do logo

Add new Microsoft To Do tasks to Notion databases

Create tasks on microsoft to-do from new google calendar events.

Microsoft To Do price : Free

The best to-do list app for most Apple users

Reminders (mac, iphone, ipad).

Reminders, our pick for the best to-do list app for most Apple users

There have always been loads of high quality to-do apps available for Apple devices, in part because the built-in Reminders app just didn't match up to the expectations of productivity-loving Apple fans. They wanted a nice computer, a nice smartphone, and a nice to-do app—and Apple was only giving them two out of three. 

But over the last few years, that's changed. Reminders has gone from being a very basic to-do list to a solid task management app. It has tags, due dates, sub-tasks, and Smart Lists, you can share tasks and lists with other Apple users, and you can even trigger reminders based on your location. It also offers multiple ways to view your tasks and offers a few unique touches, too, like grocery lists that automatically group products by category. 

If you have hundreds of tasks to keep track of, one of the other great Mac to-do apps might be a better fit for you, but for most Apple users, Reminders now ticks a lot of boxes. And because Apple Reminders syncs with Microsoft To Do , you can even connect Reminders to Zapier to automate your to-do list.

Reminders price : Free on Apple devices

The best to-do list app with elegant design

Things (mac, iphone, ipad).

Things, our pick for the best to-do list app with elegant design

To-do list apps tend to fall into two categories: the complex and the minimalist. Things is somehow both.

That's about the highest praise I can give a to-do list app. This is an app with no shortage of features, and yet it always feels simple to use. Adding tasks is quick and so is organizing them, but there's seemingly no end of variation in ways to organize them. Areas can contain tasks or projects; projects can contain tasks or headers that can also contain tasks; and tasks can contain subtasks if you want. It sounds confusing, but it isn't, which really speaks to how well Things is designed.

Other task tracking apps offer these features, but Things does it in a way that never feels cluttered, meaning you can quickly be done with looking at your to-do list and get back to whatever it is you're doing. Combine this blend of functionality and beauty with features like a system-wide tool for quickly adding tasks, integration with your calendar so you can see your appointments while planning your day, intuitive keyboard shortcuts, reminders with native notifications, and syncing to an iPhone and iPad app.

The only downside here is the complete lack of versions for Windows and Android, though this decision is probably part of what allows the team to focus on making such a clean product. If you're an Apple user, you owe it to yourself to try out Things.

You can automatically add to-dos to Things from your other apps with Things' integrations on Zapier . Discover popular ways to automate Things with Zapier , or take a look at these workflows for inspiration.

Add saved Slack messages to Things as to-dos

Things logo

Create to-dos in Things from new Notion database items

Create to-dos in things from new google tasks.

Things price : $49.99 for macOS (15-day free trial), $19.99 for iPad, $9.99 for iPhone.

While I love Things' simplicity, if you want something more complicated that allows you to control every aspect of your task management system, check out OmniFocus .

Best to-do list app for Google power users

Google tasks (web, android, iphone and ipad).

Google Tasks, our pick for the best to-do list app for Google power users

If you live in Gmail and Google Calendar, Google Tasks is an obvious free to-do list app to try out. That's because it lives right in the sidebar of those two apps, and offers more than a few integrations. Plus, there's a dedicated mobile app.

The app itself is spartan. Adding tasks is quick, particularly if you spend a lot of time in Gmail anyway, but there's not a lot of organizational offerings. There are due dates, lists, descriptions, subtasks, and the ability to "Star" tasks. There's not much beyond that, which is ok. On the desktop, the integration with Gmail is a key selling point. You can drag an email to Google Tasks to turn it into a task, for example. You also can see your tasks on your Google Calendar, if you want.

The best to-do app is one that's always handy. If you're the kind of person who always has Gmail open on your computer, it's hard for any app to be handier than Google Tasks. The mobile versions make those tasks accessible on the go.

You can automatically move information between Google Tasks and your other apps with Google Tasks' integration on Zapier . Learn more about how to automate Google Tasks , or take a look at these examples of workflows you can automate, so you can stop manually moving your tasks.

Save new tasks in Google Tasks in Notion databases

Create trello cards from new google tasks tasks.

Trello logo

Google Tasks price : Free

Take a look at how you can power up all of your Google apps using automation .

Best to-do list app for people who forget to use to-do apps

Any.do (web, android, windows, mac, iphone and ipad).

Any.do, our pick for the best to-do list app for people who forget to use to-do apps

Any.do offers a really slick mobile app that makes it quick to add tasks, organize them into lists, and add due dates. But where it really shines is with its daily "Plan my Day" feature, which forces you to schedule when you'll accomplish your various tasks, so that you remember to actually do things. Any.do also integrates nicely with Google and Outlook calendars, allowing you to see your appointments and your tasks in one place. This is exactly what you need if you're the kind of person who adds things to a list and forgets about them. The built-in AI can even suggest subtasks if you want to work in smaller steps.

The desktop version isn't quite as slick as the mobile version—it feels cluttered and is more than a little confusing. You can use it through your web browser, or download the app (which just makes the web browser version run in its own window). Still, Any.do's mobile version alone makes a compelling reason to give it a shot, especially if that's where you do most of your task management.

Any.do integrates with Zapier , so you can automatically add tasks to Any.do whenever there's a new calendar event, note, or task in your other apps. Discover more ways to automate Any.do with Zapier , or try one of these templates.

Add new Google Calendar events to Any.do as tasks

Any.do Personal logo

Add new Google tasks to Any.do

Add google calendar events for new tasks in any.do.

Any.do price: Free version available; paid version from $2.99/month, billed annually

Other to-do list options

I focused on dedicated to-do list apps in this roundup, but plenty of other software can fulfill the same function. Here are a few ideas if none of the above quite fit what you're looking for:

Project management apps like Trello and Asana can be used for task tracking, especially if you already use them to manage your other work.

Apple users have a lot of great options, like OmniFocus, which didn't make this list because they're more niche than most people need. Check out Zapier's lists of best Mac to-do apps and best iPhone to-do apps for other great options.

Note-taking apps like Evernote, OneNote, and Google Keep also have to-do list features, if you want to combine your to-do lists and notes.

You can use Notion as a to-do list if that's where you spend most of your time, and the various Notion alternatives work just as well.

Time-blocking apps are another solid option. These combine a task list with your calendar , encouraging you to decide when you'll do what.

Google Sheets can be your to-do list . Zapier's CEO even uses Gmail as his to-do list .

Sticky note apps can also do the trick. So can a piece of paper. Don't overthink things! I still rely on my Moleskine notebook from time to time.

What's the best to-do list app?

The best to-do list app is one that you actually use. Personal productivity is just that—personal. Some folks will like the simplicity of an app like Todoist, while others will love the elegance of Things. Try each of the apps on this list for a couple days to see how they work for you.

Finding the right task management system is hard because it's so personal. To that end, let me know if there's anything you think I missed.

Related reading:

How to automate your to-do list

7 creative ways to visualize your to-do list

Some tasks belong on your calendar, not your to-do list

6 to-do list ideas to help you get more done

This post was originally published in April 2018 by Andrew Kunesh and has also had contributions from Justin Pot. The most recent update was in December 2023.

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Harry Guinness

Harry Guinness is a writer and photographer from Dublin, Ireland. His writing has appeared in the New York Times, Lifehacker, the Irish Examiner, and How-To Geek. His photos have been published on hundreds of sites—mostly without his permission.

  • Task management & to-do lists
  • Google Tasks
  • Microsoft To Do

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The Best To-Do List App

A smartphone on a desk that is displaying a to-do list next to a pen, coffee mug, post-it notes and a highlighter.

By Kaitlin Mahar

Kaitlin Mahar is a writer covering deals and sales. She strives to help readers make savvy purchases and steer them away from buyer’s remorse.

Mastering your to-do list can seem like a Sisyphean task. But a good to-do list app should help you regain control over your routines and keep chaos at bay.

Our to-do list app picks, Todoist , TickTick , and the Apple-exclusive Things 3 , are a breeze to use, have thoughtful designs, and feature flexible organization schemes, so you can conveniently hop in, address your obligations, and enter new tasks—then get right back to the doing.

Everything we recommend

good task tracker

The best to-do list app for most people

This app offers nearly every function you could want in a to-do list app ensconced in a clean, intuitive interface. A subscription is required for reminders and other key features, though.

Buying Options

Budget pick.

good task tracker

The best free to-do list app

This app offers the most comprehensive free service we tested, with lots of features and a great user experience. It’s less refined than our other picks, but many will be perfectly happy with it.

good task tracker

A better option for Mac users

With ample features and flawless integration with Apple devices, this app offers the best combo of design and functionality. But it’s only good for solo users who are all-in on the Apple ecosystem.

Todoist is one of the best-known to-do list apps, and for good reason—it’s simply a joy to use, with a treasure trove of helpful functions, such as progress tracking, unlimited reminders, and organizational features that make managing multiple projects a breeze, including color coding and 150 filter views. It’s compatible with Apple, Android, Windows, and Linux, as well as automation programs like Zapier and IFTTT. It gets regular updates and has a strong, clear privacy policy , with daily automatic data backups, data encryption, and no ads.

We relegated Todoist to The competition in a previous version of this guide due to its limited calendar integration offerings and counterintuitive interface, both of which have since been improved. In fact, Todoist’s uncluttered, straightforward design made the app a clear winner this time around in our testing. As with all of the to-do list apps we tried, its calendar features were still lacking in some ways, but it integrates with pretty much any calendar you might use.

You can choose between a free beginner plan and a paid pro plan , but we found the lack of reminders and other crucial features made Todoist’s free plan far too limited compared with other free options. Considering how significantly Todoist Pro improved our day-to-day lives, the subscription is well worth the $5 per month or $48 per year.

TickTick stands out from our other picks because its free plan is much more comprehensive. Like Todoist, TickTick (our former top pick) offers pretty much everything you could need to organize a variety of workflows, including useful functions like a Pomodoro timer. TickTick also has the best natural language support we’ve seen—for example, “Pick up the dry cleaning at 3 p.m.”—which makes creating tasks a breeze. Its seamless calendar integration was also the best we’ve seen. It’s available on all major operating systems and works with a wide range of integrations.

Although this app provides a good-enough user experience, it’s generally a little less streamlined than our other picks and takes a little longer to get the hang of. But as is the case with most apps, you’ll quickly catch on the more you play with it.

Casual users should be able to get along just fine without needing to upgrade to the premium plan . And if you do opt for the paid plan, it’s slightly cheaper than Todoist on a monthly basis, but it offers comparable upgrades—stuff like constant reminders , robust collaboration tools, and expanded calendar integrations.

Things 3 is an impressively powerful to-do list and task management app—but it isn’t available on Windows or Android devices. For individuals who exclusively use Apple devices, it offers plenty of organizational options (including tags, task prioritization, task statuses, and color coding) without being overwhelming.

Compared with our other picks, its natural language input is more limited, and it lacks location-based reminders and many collaborative features. But its thoughtful, clean interface made it just as easy and enjoyable to use—and at times more so—as Todoist.

It also integrates seamlessly with Apple’s proprietary services (like Apple Calendar and Reminders), as well as IFTTT and Zapier, but those integrations are optional. Unlike other Apple-only apps we tried, Things 3 is robust enough to be used on its own, without needing to rely on Apple’s apps for added functionality. With a fair price and strong privacy standards, it’s a great choice for Apple users seeking an affordable, capable alternative to Reminders.

The research

Why you should trust us, who this is for, how we picked and tested, our pick: todoist, budget pick: ticktick, also great: things 3, what to look forward to, the competition.

Staff writer Kaitlin Mahar has been a dedicated to-do list maker for over a decade. She used to keep all her lists and to-dos scattered across her desk on post-its and scrap paper, scrawled in notebooks, and clogging up her phone space in the form of infinite notes app entries. Inevitably, things would fall through the cracks. Since she downloaded her first to-do list app back in 2021, her brain (and desk) have never felt cleaner.

This guide builds on the work of writer Jordan McMahon, who wrote the first version in 2019. He’s been writing about software for publications including Motherboard and Wired since 2017, covering everything from illustration apps to productivity apps that have helped him make sense of his scrambled, ADHD brain. He couldn’t function without a to-do list app to keep him on track.

In researching this guide, we consulted a variety of experts, including C. Vaile Wright, PhD , senior director of healthcare innovation at the American Psychological Association (APA) and contributor to the association’s annual Stress in America study, and Thorin Klosowski, a former Wirecutter editor and now privacy and security activist at Electronic Frontier Foundation . We also reviewed research conducted by Russell Barkley, PhD , an internationally recognized authority on ADHD and ADD.

To-do list apps are for everyone. Having a bunch of tasks awaiting you can be overwhelming, but research (PDF) suggests they’re less likely to fall through the cracks if we make a plan to do them—even if it’s something as simple as jotting it down on a to-do list. Whether you’re prone to forgetting appointments, constantly missing deadlines, or you just need a grocery list to avoid picking up another package of salami every time you go to the store, a to-do list app is an effective way to make sure you never miss the big or small stuff.

But to-do list apps do more than just throw all your tasks onto a screen. They can help to alleviate the stress of wading through all your work and the fear of potentially missing something. Since 2020, the APA has reported that the average monthly stress level among all adults was a 5 out of 10. Wright told us work and money are the two primary stressors for Americans, and in 2022, nearly 40% of adults said they couldn’t bring themselves to do anything when they felt stressed out. These apps won’t singlehandedly lower your stress levels, but they can help you make the most of your task list and be more efficient—which, in turn, can help you feel physically and mentally healthier.

Barkley emphasized the importance of using a paper journal and a time-tracking device to stay on top of tasks in a 2009 lecture (video) , noting that “because anything you agree to do or anything others ask you to do is to be immediately written in that journal, and that journal is welded to your body. That is your working memory.”

But Barkley was speaking just two years after Apple unveiled the first iPhone . Today, the one thing nearly everyone has welded to their bodies is a smartphone, and a multitude of apps serve as journals and time trackers without leaving you saddled with the conundrum of actually remembering to read what you’ve written down. (But if you prefer to go the analog route, we’ve got plenty of planner and notebook recommendations.)

A good to-do list app shouldn’t monopolize time you could be spending getting your work done, and the best is flexible enough to evolve with a changing workflow and allow for simple, information-dense tasks. A bad one makes it difficult to organize and complete tasks and slowly chips away at your ability to get anything done as your pile of unfinished tasks looms over you.

To find the best options, we looked for apps that met our standards in the following areas:

  • Intuitive design and ease of navigation: We only considered apps with interfaces that are visually pleasing and easy to navigate and that can sync up regardless of which device you use to update your to-dos. Based on the advice of C. Vaile Wright, senior director of healthcare innovation at the APA, we required the apps we tested to offer basic features (like tasks, subtasks, and projects or lists) and noted which ones made it easiest to get through our to-dos.
  • Calendar integration: Apps that integrate with your existing calendar, whether by showing the day’s events above your daily tasks or having a separate calendar tab, give a better overview of all the information you need to effectively triage your workload. Some apps also now offer two-way calendar syncing, so your appointments and to-dos show up side-by-side. No app we tested integrates external calendars perfectly, but some do it better than others.
  • Collaboration: A majority of American adults ( about 87% ) live with other adults, so it’s important that these apps offer collaborative capabilities for divvying up chores, tracking progress on shared projects, and keeping tabs on bill payments. When possible, we looked for effective cross-platform integration, so if you live in a household that uses both Apple and Android devices, you can still work together. Real-time syncing and notifications are also important for knowing when another user has added to a list or completed a task.
  • Reminders: Even the best to-do list app can’t bring structure to your life if you never check the dang thing. Reminders surface tasks based on due date or location when you need them so nothing ever slips through the cracks.
  • Price: Whether up-front or subscription-based, paid to-do list apps add features that may be worth the extra expense for some people. Still, all else being equal, a lower price is better, and free is best. We dug into each app’s free and paid plans and gauged if their free tiers provided enough features to get by.
  • User experience: We only tested apps that had mobile and desktop functionality. In addition to general navigability, we looked for customization tools—but not so many that they’d overwhelm users—and accessibility features. Because some forms of visual impairment can make it uncomfortable to look at minuscule fonts, bright colors, or large blocks of white over black text, we noted whether apps offered adjustable font sizes and dark modes. We also considered their privacy and data policies, as well as the apps’ overall quality; red flags included poor user reviews, customer support issues, infrequent updates, and shady pricing tactics.
  • Input method: We preferred apps that let us quickly create lists, tasks, and subtasks without too much fiddling or confusing syntax. Features such as voice input, smart assistant integration, and natural language input and processing helped us seamlessly toss tasks where they needed to go.

To-do list apps mean different things to different users—to some, they’re for project management, while for others, they’re for tracking everything from the contents of the fridge to the kids’ soccer practices. That’s why we began this process by sifting through reader feedback and examining user reviews and expert coverage from other media outlets, including PCMag , CNET , TechRadar , and Apple Insider .

Kaitlin, the author of this guide, also polled 11 to-do list app users on their primary uses for these apps and their most valued features and functions. This left us with over 20 to-do list and project management apps to consider.

Once we had our final list of candidates, we fiddled with the apps’ settings on Apple, Android, and Windows PC devices, organized them to reflect our routines, and tracked how effectively they helped us stay on-task. We first evaluated how well we could get by using an app’s free plan when applicable, then upgraded when necessary to determine if the experience and features were worth the price.

We tested each app on its ability to perform basic functions, calendar integration, reminders, and collaboration capabilities without the assistance of other applications like Zapier or IFTTT. Specifically, we noted how much friction an app added to or removed from each day’s workflow.

A smartphone displaying a to-do list in the app Todoist.

Todoist is the best to-do list app because, despite its minimalist appearance, it’s powerful without being overwhelming. Navigation is a breeze with this app, thanks to this its intuitive interface, and it offers lots of useful tools and tutorials to help new users learn the ropes without sucking up too much of their time. It even has a newly launched AI Assistant for performing tasks. As with every app we tried, this one’s calendar capabilities weren’t perfect, but it integrates with pretty much any calendar you use.

It’s easy to get started. Todoist provides a thoughtful user experience from the moment you make an account. To start, it asks questions about your familiarity with to-do list apps (beginner, intermediate, and expert) and what you’ll use the app for (including personal, business, and education).

Whether you’re on mobile or desktop—or, honestly, even the web app—it’s quick to get the lay of the land, as Todoist seems to anticipate your initial moves and any questions you may have as you navigate. And though it has plenty of templates to help you get started, you don’t have to use them. Unlike other apps we tested, such as Notion, Todoist isn’t dependent on templates to have a positive, successful experience.

It’s reliable, customizable to your needs, and a pleasure to use. Todoist offers reliable automatic syncing across devices, and it works well online and offline, syncing just a bit quicker than TickTick, our budget pick. It’s customizable without being overwhelming, thanks to organizational features like color coding, themes, and other app integrations.

Todoist is also compatible with a variety of project management and organization techniques, such as the Getting Things Done method , the Pomodoro Technique , the Eisenhower Matrix , and the KonMari method . Completing tasks and subtasks is genuinely enjoyable, with a satisfying click, a charming chime, and even a burst of confetti that provides a motivational serotonin boost.

A screenshot from the to-do list app Todoist.

Adding new tasks is simple. The talk-to-text input method makes it easy to switch between typing and dictating. Its natural language input was a very close second to that of TickTick, with just a few more errors. When writing “work out for 60 minutes today at 12:30,” Todoist caught the time of day but not the duration, despite the in-app tutorial indicating that this should work. Similarly, setting reminders using Siri was tricky—you had to say phrases just right, or it got confused.

That said, these minor hiccups didn’t really detract from our experience, as evidenced by the app’s top scores in our UI tests. And the layout is even more focused, thanks to a November 2023 update that included a bottom navigation bar, Quick Add and Quick Find features, and a ring around your profile picture that tracks your progress toward your daily completed tasks goal ( if you’ve set one ). The sidebar is also customizable—you can even hide it if you want, though this may lead to Projects being out of sight and, therefore, out of mind.

A screenshot from the to-do list app Todoist.

The interface is straightforward and intuitive. Todoist’s modern, uncluttered design is as easy on the eyes as it is on the brain. Any wayward tasks are automatically dropped into your inbox. So you can always check (and double-check) there to ensure nothing has fallen through the cracks and move them to your Projects later. Tasks can be itemized within different Projects and can be customized with color coding and 150 filter views.

Sorting Projects and to-dos is as simple as dragging and dropping—which is also helpful if you need to move tasks from one project to another—or moving things around in the settings menu. You can also select a priority of 1 to 4 for each task (with 4 being the least important and 1 being the most) and then sort by priority. This app has more-limited text formatting options than our other picks, but it has other accessibility features, such as multiple color themes, including dark mode, and 18 language options , which is double the amount offered by Things 3 but about half the amount offered by TickTick.

It’s powerful and feature-packed. Todoist’s simple layout belies the depth of its feature list and the sheer amount of stuff you can do with it—not to mention what it can do for you. Pro subscribers can import tasks from their email and add widgets on Apple and Android devices. Notifications always reliably go through and are stored in the app under a little bell icon, as well, so you can always go back and check them later to ensure you didn’t miss anything.

A screenshot from the to-do list app Todoist.

We were particularly delighted by the ability to set personal goals that grow the more you use the app. For example, our goal for the first day was to complete five tasks. Checking them off was very motivating, thanks to pie charts that filled up as we got closer to our goal. The Smart Quick Add feature maximizes the helpfulness of labels, as you can just type “@labelname” to tag a task.

Todoist even has an AI Assistant, which sets it apart from our other picks. And unlike other AI-enabled apps we tested, like Motion , it was more of a supplemental feature than a necessity to get full functionality out of the app.

You can bring a friend (or 24). Todoist’s Beginner plan limits you to five guest users , which isn’t too bad compared with TickTick’s two and Things 3’s zero. But it’s a pittance compared with Todoist Pro, which allows up to 24 guest collaborators on projects. Users can easily share Projects (like grocery lists) with others via email by clicking the sharing option up top.

Assigning tasks and subtasks is equally user-friendly with the embedded drop-down menu, and we liked that you can assign while waiting for collaborators to accept invites for an uninterrupted workflow. You can add, edit, tag other users, and emoji react to comments. However, this could still be a little more streamlined, and we wished the app had the ability to thread responses. Deleting comments was easy, and we appreciated that Todoist asked us to confirm before zapping them out of existence.

The Pro plan is worth it—and fairly priced for what you get. For $5 monthly or $48 annually, Todoist Pro gives you an impressive amount of features. Unlike free users, who can only get notifications via email and set due dates, paying subscribers can add task durations, get access to more themes and custom views, and have a higher file upload capacity. Pro users also get access to unlimited reminders: As soon as you add a task, you can implement reminders, making them recurring, based on your location or based on the morning or afternoon.

Customer service is a cut above the average. Considering you’re paying a fee, we were happy to see the customer service is better than what you get from totally free apps. Todoist has an array of troubleshooting capabilities, including a forum for questions, a help page, and a customer support contact page.

After using the latter to ask a question of its support team, we had to answer a few automatically generated questions to get to the correct contact form, but that was the worst of it. Once we submitted a query, we were immediately issued a ticket, and we received an emailed response within three business days containing straightforward advice and supplemental tutorials.

You can try Pro before you buy it, but it’s not straightforward. Technically, Todoist Pro doesn’t have a free trial—essentially, the Beginner plan could be considered a free trial—but there are some workarounds if you want to try before you buy. If you sign up for an annual subscription and cancel within 30 days of purchase or renewal, you can get a full refund. But this doesn’t apply for monthly subscriptions.

Removing the app from our devices didn’t delete our content, and we appreciated that we could cancel an account without having to jump through any hoops, whether on the mobile or desktop app (though the web app is the easiest experience).

Flaws but not dealbreakers

  • You’ll likely need to use Todoist’s paid plan; the free plan is more restrictive than that of TickTick. However, even on the Pro plan only some features are unlimited— Pro users are capped at 300 projects , with 25 users per project. We also don’t love that free plan users are only permitted manual backups, whereas Pro users’ data gets backed up automatically.
  • Despite being our favorite app overall, Todoist is still lacking in some areas. For instance, it integrates with Apple Calendar, Google Calendar, Outlook Calendar, and any other calendar that allows you to subscribe with a URL feed . But you can only set up these integrations using the web app, and it’s still not perfect no matter which app you use. We were disappointed to find that our daily calendar events didn’t populate in the app, as they do in TickTick and Things. We were also frustrated that they didn’t disappear when we checked them off in the app—after contacting support, we learned we had to manually enable this option, which could only be done on the web app.

A smartphone displaying a to-do list in the app TickTick.

If you need help staying on task but don’t want to pay for a to-do list app, TickTick is your best choice. It works across Windows, Mac, iOS, Android, and Linux, so you and other users you collaborate with can keep up with your life across all the devices you have now, as well as ones you might get in the future. Not only can you download apps for Apple and Android smartphones, computers, and tablets, but you can even download an Apple Watch app and a web app.

Free users miss out on some features—stuff like more complicated calendar integrations and advanced collaboration tools—but I’ve personally used TickTick for years and never felt like I was limited. Compared with other free to-do list apps we tried, like Microsoft To Do and Google Tasks, it offers a more streamlined experience and a generous amount of features on a wider range of platforms. But should you decide to pay for the Premium plan, it’s still cheaper than Todoist while offering similar features.

A screenshot from the to-do list app TickTick.

You can hit the ground running. TickTick’s overall learning curve was slightly higher than with Todoist, but it’s leagues ahead of other free options. For some, this app may be a better option for managing tasks over projects, as lists can be out of sight, out of mind, and syncing between apps was somewhat delayed. But we appreciated the app’s thoughtful suggestions to help us get started, including a Welcome list with task samples to help new users get the hang of the app and learn more about its capabilities.

We liked TickTick’s ability to grow from a basic list of tasks to a curated set of projects, each with self-contained tasks. You can have as little or as much structure as you’d like thanks to organization features like deadlines, tags, and task prioritization and statuses. Using the Smart Lists feature, you can create custom filters to only show the tasks you absolutely need to see, without having to keep them all in the same place.

This flexibility nudges TickTick ahead of the organization that our also-great pick, Things 3, offers, putting it on par with Todoist. This app also stands out for its built-in habit tracker —through which you can employ reminders that encourage you to do things like water the plants—and Pomodoro timer. Attaching files is very intuitive, as well, with the ability to include photos, documents, and even recordings.

A screenshot from the to-do list app TickTick.

It’s laid out well and pretty to look at. With a charming interface, TickTick’s design is attractive, easy to navigate, and consistent across different platforms. The mobile and desktop apps had somewhat different layouts and functionality, but both made lists feel less like a stack of obligations and more like a neatly laid out garden you can tend to with ease.

For personalization that isn’t too overwhelming, organizational features include color coding, templates, integrations, and even customizable app icons. The default font size can seem pretty small on mobile, but you can adjust it to your preference—plus other accessibility features like dark mode (regular and auto) and 37 languages.

It’s easy to get the lay of the land quickly, but should you run into issues, its help center has short tutorial videos, troubleshooting articles, and forums with answers to general questions. Getting in touch with TickTick’s customer service was painless, with a contact form that’s easy to find. Filling out the form felt more complicated than necessary, but we were issued a ticket immediately after making a support request and a representative contacted us within one business day.

Its natural language input and calendar integration were the best of any app we tried. Telling TickTick, “Turn in draft to editor at 3 on Monday” magically becomes a task with the correct deadline, thereby easing the friction of getting tasks from your brain into the app before they have a chance to slip your mind. As you enter new tasks, you can easily augment them with tags, due dates, and priorities. You can also add new tasks via Siri on iOS, though it wasn’t as seamless as with Things 3. We had to say commands just right or else it would get a bit discombobulated.

TickTick’s Subscribed Calendars view is a useful overview of your daily responsibilities and commitments, blending them together in one place. This is helpful for visualizing your daily schedule, but it may be hard to parse on particularly busy days.

The free plan only offers local calendar integration, meaning it links with whatever calendar you’re using on your device, but this wasn’t an issue for us. Any adjustments you make to items in either TickTick or your calendar show up in both apps, though you may need to close the apps completely and reopen them before seeing reflected changes.

It offers powerful, customizable reminders. TickTick’s reminders can be set to show up at a particular time, date, and frequency before the task’s due date. Even on the free plan, you can set daily, weekly, weekdays, monthly, yearly, and even location-based reminders, which can be snoozed, dismissed, or marked as done depending on your workflow. Recurring reminders let you push repeating tasks out of your brain and trust you’ll get alerts when you need them. And you can pick and choose which notifications you want to get, which can be especially helpful if you don’t want your phone blowing up over every little change.

You’ll find limitations elsewhere, though: You can’t set task durations, or multiple reminders for tasks (or any reminders at all for subtasks). And the constant reminders feature is the most persistent of any we tested, but it’s only available for paying subscribers. That said, we didn’t miss these features in everyday use.

It offers robust collaboration capabilities. As with Todoist, sharing projects with others is simple—you can send lists to a collaborator’s email or download and send as an image or text using the built-in sharing feature. Assigning tasks and subtasks to collaborators can easily be done while still waiting for them to accept your initial invite, and adding comments and emoji reactions and tagging users is equally straightforward, but we couldn’t thread comments, and deletion is permanent. However, with the free version, collaboration is limited to two people. This is fine if you live in a two-person household, but may be insufficient for larger families, people with multiple roommates, or group projects.

If you want to upgrade, the paid version is nearly on par with our top pick (and a little cheaper). For about $4 monthly or $36 annually, TickTick Premium gets you additional lists, tasks, and subtasks, as well as access to custom smart lists and filters, more sharing features, white noises, premium themes and fonts, subtask reminders, activity tracking, and use statistics. You can add more and larger file attachments and expand your productivity with capabilities like setting start and end times for tasks and unlimited use of features like the Eisenhower Matrix . The paid plan also offers supplemental daily, three-day, weekly, and monthly calendar views.

If you want to take TickTick Premium for a test drive, you can—kind of. Though its Payments and Upgrade help page doesn’t explicitly say you can get a free trial, you can apply for a refund within 14 days of purchasing from Apple, Google, or TickTick. (Just be sure you’ve canceled your subscription first to avoid getting charged, or else it’ll auto-renew.) You’ll be reverted back to the restrictions of the free plan after canceling, but it won’t erase any data or content created while you were a Premium subscriber.

A smartphone displaying a to-do list in the app Things 3.

If Todoist and TickTick are the Lexus and Honda of to-do list apps, then Things 3 is the Mercedes—once again, you can’t underestimate the power of German engineering. If you do all of your work on Apple devices and don’t collaborate often with others, this app offers the best user interface and overall experience. In particular, its calendar integration was among the best of all the apps we tested, and its simple yet powerful organization made sifting through each task a breeze.

But this app isn’t without its limitations. Its natural language support is limited and finicky, it doesn’t have any collaborative capabilities to speak of, and the app itself doesn’t allow for recurring or location-based reminders—which can be a dealbreaker if you’re prone to forgetting to take care of things while out and about. It also isn’t available for Windows and Android devices and costs a flat fee per device ($10 for the iPhone and Apple Watch apps, $50 for Macs, and $20 for iPads).

It’s easy to navigate . Creating an account is simple using your preferred email (iCloud, Gmail, etc.) to sign up for Things Cloud , which you can turn on under the Settings menu. An account isn’t required to use Things 3, but be aware that the app will be wiped if you remove it from your device without being backed up to an account.

You can also create accounts using separate emails—such as a work email to use the desktop app on a business MacBook and a personal email for your iPhone—but using Things 3 for both personal use and work can be a pain. You’ll need to be signed in with the same email if you want your tasks and projects to carry over across your different devices.

Once you’re logged in, Things 3 provides straightforward explanations showing what to do and where to go. The mobile and desktop apps work well offline, with effective real-time syncing and no lagging.

The interface is simple, efficient, and good-looking . With no custom filters or search views, Things 3 isn’t as customizable as other apps we tested. But everything is laid out plainly, with enough personalization to help keep things tidy and delightful animations that bring the app to life while making it easy to find your place. You also can fluidly switch between typing and using text-to-speech, and the Quick Entry feature was a nice addition. Other special features, like incorporation with Shortcuts and templates, further expand Things 3’s reach.

A screenshot from the to-do list app Things 3.

Completed items are transferred to your Logbook, a helpful record that’s synced across devices, aside from subtasks, which gray out after you’ve checked them off and remain within the task until it is completed. You can also search for tasks throughout the app using your Inbox, which collects unassigned tasks and thoughts. Perhaps unsurprisingly, our experience using Siri and widgets with Things 3 was also better—nearly seamless, in fact—than with our other picks.

Its layout is incredibly well organized. Things 3’s desktop app has a clean, minimalist interface that is relatively straightforward to navigate. The mobile app, meanwhile, is equally simple—possibly even a little too simple. Because Things 3 has so much to offer, you may experience some hiccups in terms of intuitiveness, but overall, its learning curve was gentle, and it’s by far the easiest to use and most comprehensive of the Apple-exclusive to-do list apps we tested.

A screenshot from the to do list app Things 3.

This app organizes everything into a hierarchy of Areas > Projects > Headings > Tasks. Areas represent different parts of your life, like work, health, travel, and home responsibilities. Under each Area, you can set up Projects for things like long-term projects or all the stuff you promised your friends you’d take care of. Each Task can even have subtasks, in the form of checklists.

This structure allows for clear organization that’s quick to navigate. Creating lists and tasks was straightforward, and while creating subtasks was a little less intuitive, it was still easy enough to figure out. If you’re really detail-oriented, you can create Headings under each project without having to dive into separate pages for each category.

A screenshot from the to-do list app Things 3.

Within these branches, you can add color-coding, themes, and automatic tagging to help organize things even further. It even has neat little progress bubbles next to each project that fill up as you check off more tasks within the project.

It integrates seamlessly with Apple Calendar. This makes it the best all-encompassing hub for everything Apple users need to address on a given day. In the Today and Upcoming tabs, you’ll see all of your scheduled events for the day ahead with enough visual distinctions to be discernible but not cluttered. This is particularly useful for visualizing daily and monthly schedules (though weekly schedules were a bit harder to parse). In fact, it was way more organized than TickTick’s Subscribed Calendars tab—we just wish it had Todoist’s two-way calendar syncing capabilities.

If you don’t use Apple Calendar, no worries—you can link your other calendars, like Google Calendar, to Apple Calendar and all your events will carry over. In fact, we found this integration allowed us to automatically import all our calendar events into Things 3, even while logged into multiple calendar accounts.

It has a steep up-front price, but some may prefer it to a subscription. Unlike many other popular to-do list apps, Things 3 is a one-time purchase that can feel a little pricey, especially since you have to pay a different fee for each device. But once you take the plunge, you will always have access to Things 3. The Mac desktop price—currently $50—works out to about the cost of 10 months of Todoist Pro. And though you need to buy the iOS app separately to keep Things 3 on your phone, it’s a more manageable $10.

You can get a 15-day free trial for the desktop app, which is on the short side but still the best we’ve experienced. It doesn’t require a credit card, instead showing a reminder up top of how many days you have left, and the app simply stops working at the end of the trial if you opt not to pay.

Support is responsive enough. Developer Cultured Code maintains a forum for questions, plus an on-site contact form if you need to speak to a person. The company is located in Germany, and its response times are limited to Monday through Friday from 9 a.m. to 5 p.m. When we reached out with a question, we were pleasantly surprised to receive an email response within a day. The representative’s thorough response even linked out to a supplemental tutorial article on the Things 3 forum for additional assistance.

We previously included OmniFocus in this guide as a competition option with a robust selection of features and customizability, but held off on retesting it ahead of the impending release of OmniFocus 4. After several delays,  the app was released prior to the publication of this guide in December 2023 , and we look forward to possibly reconsidering and testing it in a future update.

This is not a comprehensive list of all to-do list apps we’ve tested. We have removed those that are discontinued or no longer meet our criteria.

Beehive Innovation’s 2Do is one of the most customizable apps we considered. Unfortunately, it lags behind its competitors with less functionality, a longer learning curve, and fewer regular, significant updates. If you can get past those hurdles, 2Do may be worth it as a more customizable and affordable alternative to Things 3.

GoodTask came in close second to Things 3 for Apple devotees, but it just fell short. If Things 3 is a luxury brand, GoodTask is a Class 1 knockoff—they’re nearly identical, but GoodTask just slightly misses the mark in terms of quality. It’s essentially a beefed-up version of Apple Reminders (which you need to get full functionality). That’s not necessarily a negative, if you just want to supercharge something you’re already familiar with. But it feels more like an add-on than a to-do list app that could be used on its own.

Google Tasks ( Android , iOS ) is a fine, free option if you actively use other Google apps and services, like Google Keep. But compared with our picks, we found its interface too simple, with no desktop app or web app and limited features.

Microsoft To Do isn’t a bad to-do list app—it’s just that Todoist and TickTick are much better. As far as free apps go, it’s leagues ahead of Google Tasks, with more features and a cleaner interface. But it’s just a little less polished than many of its competitors, and certain functions were only available on either the mobile or the desktop app, not both.

A productivity TikTok darling, Motion offers everything you could want on paper, but the actual user experience was a classic case of over-promising and under-delivering. This app’s main appeal is its AI auto-scheduler. It’s great when it works, but most of the time we found it was simply clunky and complicated to use. The subscription is also way too expensive for what you get—yes, it’s cheaper than hiring a personal assistant, but the onboarding process is just as time-consuming.

Notion is a good choice if you want a customizable app that allows you to start from scratch and fully make it your own, but it’s very barebones. The AI assistant ( $8 per month after a free trial) and a trove of downloadable templates can help you spend less time fumbling around in the app, but it’s annoying that they’re more or less required to compensate for the base app’s lack of features and poor navigation.

Jordan McMahon contributed reporting. This article was edited by Ben Keough and Erica Ogg.

Meet your guide

good task tracker

Kaitlin Mahar

Kaitlin Mahar is a staff writer for Wirecutter’s Deals team. Her byline has appeared in Delish, Esquire, and Town & Country. When she’s not hunting for deals and fiercely defending the Oxford comma, she’s a proud cat parent, an avid yogi, and a co-producer and co-host of the podcast Crime Culture . Please tell your pets and grandparents she says hi.

Further reading

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The Best App for Getting To-Dos Done

by Ganda Suthivarakom

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by Max Eddy and Thorin Klosowski

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The Best Meditation Apps

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I Visited 14 National Parks In One Year. Here Are the Apps I Used to Plan and Pull Off Those Trips.

by Elissa Sanci

To explore national parks across the country successfully, I relied on these trusted apps to plan out every last detail.

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20 Best Task Management Software Tools to Elevate Your Workflows [2024 Edition]

Sarah Burner

ClickUp Contributor

March 30, 2024

Is your personal or team workload spiraling out of control? We’ve all been there! What’s worse is the anxiety-inducing feeling of dread that follows when you have a bunch of unattended tasks, gradually leading to a lack of motivation . In fact, recent research reveals that 41% of workers find heavy workloads to be the main cause of workplace stress. 😖

However, more often than not, it’s not the amount of work that makes you or your employees feel overwhelmed—it’s poor task management. For instance, setting unreasonable deadlines or delegating tasks without considering team availability may lead people to burnout faster than you can blink. 

Luckily, using the right task management software can help you prevent this chaos! We’re here to introduce you to the 20 best task management software that can assist you in assigning tasks and optimizing priorities effectively in 2024. Learn about their key features, limitations, and pricing before you pick your ideal task manager tool. 🌻

What Should You Look for in a Task Management Tool?

  • 1. ClickUp—best overall project & task management software

2. Asana—best for remote teams

3. jira—best for experienced professionals, 4. monday.com—best for marketing and pmo teams, 5. trello—best for small teams, 6. hive—best task management software for team collaboration, 7. meistertask—best for kanban task management, 8. ntask—best task management software for scheduling, 9. zenhub—best for software teams, 10. zoho projects—best for complex project management, 11. activecollab—best for personalized task management experience, 12. wrike—best for workflow management, 13. todoist—best for teams on a budget, 14. proofhub—best for task tracking, 15. smarttask—best for managing multiple projects, 16. hubspot (hubspot task management)—best for crm tasks, 17. paymo—best for client tasks and bookings, 18. timecamp—best for time tracking and billing tasks, 19. any.do—best for creating to-do lists, 20. smartsheet—best for spreadsheet-style task management.

Avatar of person using AI

Task management software helps identify, monitor, and manage tasks efficiently . It goes beyond a simple to-do list and offers features to let you collaborate on elaborate workflows for effective goal completion .

Naturally, the best task management software allows you to set deadlines, prioritize tasks , track progress, and adjust schedules with ease. Other useful functionalities include:

  • Flexibility: A good task management software has a user-friendly interface and runs smoothly on all major operating systems across devices, allowing you more control over your work
  • Time tracking: Choose a task management solution that lets you improve your time management through seamless time tracking
  • Task automation: The best task management software lets you automate recurring admin tasks, leaving everyone more time to focus on cognitively demanding, high-level assignments
  • Communication support: If you’re running a team, look for a tool that supports productive task-related discussions, file sharing, and instant announcements
  • Reporting and analytics: Quality task management software provides reporting features to record and analyze information (like clock-in/clock-out data, absence, and overtime hours) for productivity analysis, invoicing, and payroll management
  • Integration with other tools: Pick a task management system that integrates with other software you use, like messaging apps , project management software , and writing assistants

20 Best Task Management Software for Balanced Task Planning and Execution

There are tons of task management apps available on the market, but they’re not all cut from the same cloth—for instance, some are versatile tools, while others focus on specific functions like task dependencies.

We’ve chosen the 20 best task management software to help you find the perfect app for your business needs. These are expert-vetted options, cherry-picked after considering criteria like feature set and affordability.

Let’s dive in! 🧐

1. ClickUp —best overall project & task management software

Why end with a bang when we can start with one? 💥

Introducing ClickUp —the best task management solution for individuals, professionals, and teams. It’s not just us; even G2 considers it to be the best-rated task management and team task management software , ranking it #1 in 15+ competitive categories in 2024!

What makes ClickUp click is its AI-enabled, end-to-end support for managing tasks and priorities, monitoring progress, and staying productive.

Leverage ClickUp Tasks for task planning, scheduling, and tracking within a centralized hub. Easily categorize team tasks by type, set Custom Task Status from To Do to Done , and use Custom Fields to set deadlines, add assignees, and track details. For each task assignment, you can: 

  • Add links and comments to centralize contextual knowledge and discussions
  • Specify task dependencies, subtasks, and checklists
  • Use @mentions and action items to delegate tasks and share updates

ClickUp 3.0 Task view Checklist

ClickUp’s Calendar View comes with drag-and-drop capabilities for granular task planning. You can also ClickUp’s Recurring Tasks to schedule routine stuff, like meetings and sprint retrospectives, and visualize or adjust your day-to-day on the Calendar.

Stay on top of task lists with ClickUp Reminders that you can create from any task comments or notifications and manage seamlessly from any device.

Prefer a visual task manager? ClickUp’s got you! This adaptable task management software offers 15+ Views for managing tasks on Kanban boards, sorting tasks in the List view, or visualizing timelines with colorful Gantt charts. 🌈

And, if you’re dealing with an overwhelming workload, identify what to prioritize and deprioritize using ClickUp Task Priorities and its color-coded tags. You can also lighten the workload for your employees with ClickUp Automatons , which lets you automate time-consuming tasks like checking emails or organizing documents.

Embrace stress-free productivity with ClickUp Brain and pre-made templates

Beyond tracking and prioritizing tasks, ClickUp also lends a hand with Project Management . For instance, you can employ ClickUp Brain , the platform’s AI assistant, to automate project summaries, task planning, and task standups and updates.

ClickUp Brain is a neural network connecting your tasks, documents, and discussions on the platform—it helps you extract and summarize information and action items through simple prompts and questions.

Take your productivity to new heights with numerous customizable ClickUp templates to help you standardize task assignments immediately! The ClickUp Task Management Template is a great starting point. With this template, you can organize your tasks into Lists like Action Items , Ideas , and Backlog for easier navigation and open separate views to track assignments by department or priority label. 🚩

Organize your tasks and achieve quick results with ClickUp’s Task Management Template

ClickUp best features

  • 1,000+ templates to kickstart skillful task management
  • Supports time tracking and time blocking
  • ClickUp Dashboards for real-time task tracking and productivity metrics
  • ClickUp Goals to set measurable task KPIs
  • Task Checklist feature for easy to-do list creation
  • Multiple project views like List, Table, and Timeline
  • Custom task statuses to complement your workflow
  • A Bulk Action Toolbar to edit multiple tasks at once
  • Automates recurring, error-prone tasks
  • Built-in task prioritization levels  
  • Universal Search and Tags to access tasks quickly
  • Supports task generation directly from ClickUp Docs and Whiteboards
  • Integrates with 1,000+ apps like Slack, Gmail, Zoom, Outlook, and HubSpot
  • Dedicated mobile app for iOS and Android
  • Compatible with Mac, Windows, and Linux
  • Built-in chat and file-sharing options for task collaboration
  • Easy-to-use, no-code interface

ClickUp limitations

  • It takes time to explore all its task management features
  • A dedicated subtask reporting feature would be a great add-on

ClickUp pricing

  • Free Forever
  • Unlimited: $7/month per user
  • Business: $12/month per user
  • Enterprise: Contact for pricing
  • ClickUp AI: Add to any paid plan for $5 per member per month

*All listed prices refer to the yearly billing model

ClickUp ratings and reviews

  • G2: 4.7/5 (9,000+ reviews)
  • Capterra: 4.7/5 (4,000+ reviews)

Asana board view

Asana is an online task management software that lets you document all assignments in one location. Like ClickUp, Asana makes creating tasks a breeze. Add task descriptions in the form of bulleted lists, embed files to add context, set due dates, and add assignees in a few clicks. You can also create subtasks, identify blockers, and quickly streamline approvals on task changes.

This quality task management software features a My Tasks list , which helps you prioritize work by auto-promoting tasks based on due dates.

What makes Asana stand out among its alternatives is the Workflow Builder feature , which allows you to create workflows without coding, helping you automate routine tasks and expedite projects. You can even track the same task across departments to avoid work duplication.⚡

Asana is a collaborative task management tool —it lets you communicate with your team directly within the app, encouraging cross-functional collaboration . For added transparency, add relevant collaborators to your team’s tasks to keep them updated on progress.

Asana best features

  • Templates for task management
  • Remote-friendly collaboration tools
  • Zero-code workflow builder
  • Search and filtering options for simpler navigation
  • Integrates with apps like Slack and Dropbox
  • Mobile app for Android and iOS

Asana limitations

  • May be challenging to implement for large teams
  • Storage and collaboration features could use improvement

Asana pricing

  • Personal: Free forever
  • Starter: $10.99/month per user
  • Advanced: $24.99/month per user

Asana ratings and reviews

  • G2: 4.3/5 (9,000+ reviews)
  • Capterra: 4.5/5 (12,000+ reviews)

Jira work management

While not as beginner-friendly as most alternatives due to its complex features, Jira is a popular task management software option among seasoned professionals in industries like IT, finance, marketing, and HR. It was first launched by Atlassian as an issue-tracking tool for software developers but has branched out to become a useful tool for project managers and task managers alike.

Jira is a handy tool for agile project management , allowing teams to break a complex project into manageable sprints . Its multiple views, like boards and timelines, help track sprint tasks and identify roadblocks to ensure continuous improvement .

Jira also supports team collaboration by allowing members to brainstorm and exchange task information across departments through shared workflows.

Jira, like ClickUp , lets you update task statuses in real time, while its automaton feature helps you run manual actions in the background. Plus, project managers can automate work using its numerous task management templates . 😀

Jira best features

  • Workflow automation support
  • Multiple task views for agile teams
  • Templates for niches like human resources , marketing, and IT
  • Integrates with Atlassian Work Management and other popular apps
  • Task management apps for Android and iOS

Jira limitations

  • The system can be slow at times
  • The user interface and dashboard design could be improved

Jira pricing

  • Free: Up to 10 users
  • Standard: $8.15/month per user
  • Premium: $16/month per user
  • Enterprise: Contact sales for pricing

Jira ratings and reviews

  • G2: 4.3/5 (5,000+ reviews)
  • Capterra: 4.5/5 (13,000+ reviews)

Check out these Jira alternatives !

Monday.com project overview

Using Monday.com to manage tasks can make Mondays less dreadful! This simple task management software provides all key features, from multiple task views to task templates, that you’d find in most Monday alternatives .

Still, Monday.com stands out with its smooth interface . Its Work Management feature lets you create no-code workflows. Even project managers enjoy an intuitive layout that allows them to make informed decisions by accessing quick overviews of task progress on a dashboard. 📈

Monday.com allows you to organize workspaces into projects with individual tasks and subtasks, complete with color-coding options to help you track task priorities and statuses easily.

The software offers specific task management features for marketing and PMO teams . For example, marketing teams can benefit from key features like brand asset management , robust Gantt charts, and campaign tracking . Meanwhile, PMO teams rely on features for monitoring OKRs , identifying dependencies, and tracking time for future task planning.

Overall, it’s a well-rounded task management tool—quite similar to ClickUp and Plaky in terms of design and feature set.

Monday.com best features

  • Includes 200+ automation options
  • Color-coded task statuses and priority levels
  • User-friendly 
  • No-code workflows setup
  • Offers a mobile app for iOS and Android
  • Integrates with over 200 apps

Monday.com limitations

  • The initial setup tends to be overwhelming
  • Some users struggle with custom reminders and experience delays in notifications

Monday.com pricing

  • Free: Up to two users
  • Basic: $9/month per user
  • Standard: $12/month per user
  • Pro: $19/month per user

Monday.com ratings and reviews

  • G2: 4.7/5 (10,000+ reviews)
  • Capterra: 4.6/5 (4,000+ reviews)

Trello

If you’re a fan of Kanban boards, you’ll have a blast using Trello. This task management software is all about moving tasks like sticky notes on a drag-and-drop Kanban board for easier status tracking.

Individuals can use it to create personalized task lists, while team members can rely on advanced checklists to add context to tasks by adding due dates and assignees. 

This software supports task prioritization through labels like high, medium, or low priority—filter the labels to access a specific batch of tasks . It also has a no-code automation tool called Butler, which lets you create rules, buttons, and commands to automate select recurring tasks.

Trello lets you view your tasks on calendars, timelines, and neatly organized tables, which is often more than enough to manage workloads in a smaller team. However, if you’re running a larger team that may prefer more flexibility and a wider variety of project views, Trello alternatives with enterprise features may be a better option.

Trello best features

  • Butler—a no-code automation tool
  • Kanban-based task tracking software
  • Includes checklists, calendars, and timelines
  • Color coding helps prioritize tasks
  • Android and iOS mobile apps

Trello limitations

  • Gets costly as users increase in number
  • May not support complex project management

Trello pricing

  • Standard: $5/month per user
  • Premium: $10/month per user
  • Enterprise: $17.5/month per user

Trello ratings and reviews

  • G2: 4.4/5 (13,000+ reviews)
  • Capterra: 4.6/5 (23,000+ reviews)

Hive project management

Hive is an all-encompassing project management software that provides any hybrid team with a task management platform to:

  • Assign, track, and execute tasks together, regardless of location
  • Monitor upcoming tasks across departments
  • Collaborate async or live with Hive Notes and Text and Voice Chat

This software lets you observe your tasks from multiple angles . For example, use the Portfolio view to get a detailed overview of tasks across projects or the Label view to categorize subtasks. Focus better by activating the My Actions view to display your task assignments in a concentrated way. 

Rely on key features like task status to easily track progress, templates to customize project layouts, and notifications to never miss a beat.

Plus, Hive offers Workflows App —a no-code task automation tool to help you cut down on manual labor and design personalized automated workflows. 

Like ClickUp, Hive supports project collaboration by letting teammates communicate across projects by leaving comments on action cards or tagging team members.

Hive best features

  • Collaborative task management tool
  • Supports individual, group, or project discussions
  • AI assistant ( HiveMind ) and templates to support standard tasks
  • My Actions view tracks all the tasks assigned to you 
  • Includes a no-code task automation tool
  • Integrates with Dropbox and Google Drive

Hive limitations

  • The mobile app has limited functionality
  • UX may get compromised with many collaborators

Hive pricing

  • Starter: $5/month per user
  • Teams: $12/month per user

Hive ratings and reviews

  • G2: 4.6/5 (500+ reviews)
  • Capterra: 4.5/5 (100+ reviews)

Check out these Hive alternatives !

MeisterTask Kanban board

Most alternatives to MeisterTask include Kanban boards as one of their key features. However, MeisterTask excels as Kanban-based task management software because of how user-friendly and intuitive it is. 😻

It provides customizable Kanban-style boards that let you organize and monitor task cards to mark if they’re In Progress , Done , or on the To Do list. These boards keep your work centralized and let you communicate effectively through task comments.

You can mention teammates in the comments, add them as project watchers, and assign them tasks directly from the board. Activate real-time notifications to keep everyone in the loop about the latest project updates.

Besides collaborative boards, the software offers personal pinboards called Agendas, where you can organize all the tasks assigned to you, as well as access additional details like due dates and important files faster.

MeisterTask best features

  • Easy-to-use Kanban boards for organizing tasks
  • Can serve as a personal task management software
  • Task-related collaboration through comments
  • Dashboards to track upcoming tasks, time-tracking data, and notifications
  • Lets you automate recurring tasks
  • iOS and Android mobile apps

MeisterTask limitations

  • The software could benefit from adding a workflow calendar to its features
  • Notifications may be delayed on mobile devices

MeisterTask pricing

  • Basic: Free
  • Pro: $6.50/month per user

MeisterTask ratings and reviews

  • G2: 4.6/5 (100+ reviews)
  • Capterra: 4.7/5 (1,000+ reviews)

nTask Task board

nTask serves as a central hub for tracking and scheduling tasks . Use it’s task scheduling software to assign project tasks or entire task lists to your teammates and set real-time notifications to ensure no action remains overlooked.

Its robust time-tracking capabilities can help you monitor time spent on tasks and estimate the amount of time you’ll need for future tasks and projects. 

nTask is a visual task management tool —it lets you plan and prioritize tasks, manage interconnected delivery timelines, and visualize projects with color-coded Gantt charts. Plan your projects easily by creating tasks and adding descriptions and assignees.

Schedule tasks by setting planned and actual due dates and creating task dependencies and milestones to ensure timely completion. Then, set priorities and track their progress using custom statuses.

nTask best features

  • Offers multiple project views (board, grid, list, and calendar)
  • Comprehensive task tracking
  • Visual task management and task scheduling through Gantt charts
  • Recurring tasks feature with daily, weekly, or monthly repeats
  • Integrates with 1,000+ tools like Apple Calendar, Zoom, and Microsoft Teams
  • Android and iOS support

nTask limitations

  • Attaching documents and photos may be challenging
  • User interface could be more intuitive

nTask pricing

  • Premium: $3/month per user
  • Business: $8/month per user

nTask ratings and reviews

  • G2: 4.4/5 (10+ reviews)
  • Capterra: 4.2/5 (100+ reviews)

ZenHub

ZenHub is a project management solution that primarily caters to software development teams. It provides a native GitHub integration via a browser extension for Google Chrome or Mozilla Firefox. This helps reduce context switching by keeping project tasks connected with GitHub code. 

Plus, ZenHub offers automatic task updates as users complete issues in GitHub, streamlining task completion by eliminating manual status check-ins from your team’s to-do list. There are also automated hand-offs to update all connected workspaces.

This online task management and software development tool brings tasks together on intuitive, drag-and-drop Kanban boards , allowing you to view all current tasks and their status.

Use these boards to prioritize tasks, track projects, and attach pull requests to corresponding issues. Group related issues into Epics or connect various private and public GitHub repos to a single board. 👨‍🏫

Additionally, ZenHub offers sprint planning features, making it a handy tool for agile teams . It lets you set automated sprint cycles, auto-generate new sprints with prioritized and unfinished tasks, and receive periodical reports on progress.

ZenHub best features

  • Various key features for agile teams
  • Native GitHub integration
  • Provides spring planning and tracking
  • Boards for easy task management 
  • Automate repetitive tasks and hand-offs
  • Acts as a visual task management tool with roadmaps and timelines
  • Integrates with Figma, Miro, and Loom

ZenHub limitations

  • Steep learning curve
  • The interface may be challenging to navigate

ZenHub pricing

  • Free: 14-day free trial
  • For Teams: $8.33/month per user (annual billing)
  • For Enterprises: Contact sales for pricing

ZenHub ratings and reviews

  • G2: 4.3/5 (30+ reviews)
  • Capterra: 4.4/5 (30+ reviews)

Zoho Projects task list

Zoho Projects is a project management software with features such as issue tracking, team monitoring , project timesheets, and resource utilization charts. It helps you manage projects in industries like marketing, construction, IT, and consulting.

It also offers a comprehensive toolset for task management that assists you in breaking projects down into milestones, task lists, and subtasks for simpler tracking.

This task management platform is all about details—each task can have attributes like assignees, work hours, priorities, and reminders. Use timesheets and timers to record time spent on each task.

Like many Zoho alternatives , this tool simplifies task organization by providing Kanban-style boards with drag-and-drop task cards and flexible statuses. As for planning and tracking, use Gantt charts to identify your team’s tasks, set dependencies, and monitor deadlines to ensure everything is done on time. ⌛

The software lets you schedule tasks on a calendar, which provides an overview of team members’ capacity. That way, you enjoy balanced task planning and avoid the risk of team burnout. 

Zoho Projects best features

  • Quick-access Gantt charts
  • Supports versatile task management use cases
  • Highly customizable workflows
  • Easy task scheduling on calendars
  • Integrates with various Zoho, Google, and Microsoft apps 
  • Task management apps (iOS 9.0+ and Android 4.1+)

Zoho Projects limitations

  • Initial setup may be challenging
  • Software customization can be time-consuming 

Zoho Projects pricing

  • Free: Up to three users
  • Premium: $4/month per user
  • Enterprise: $9/month per user

Zoho Projects ratings and reviews

  • G2: 4.3/5 (300+ reviews)
  • Capterra: 4.4/5 (400+ reviews)

ActiveCollab My Work page

ActiveCollab is all about increasing productivity and meeting deadlines. The tool lets you add due dates, assignees, and detailed task descriptions. Break down complex actions into subtasks, ensuring all assigned tasks get done as planned. You can also:

  • Group tasks based on different criteria
  • Duplicate repetitive tasks

This online task management software offers three project views to choose from, which is less than what ActiveCollab alternatives typically offer. Still, it includes frequently used views—the Kanban board, Gantt chart, and List view. 📝

ActiveCollab helps you reduce manual labor by automating recurring tasks. And, if you need to ensure actions are completed in a fixed order, just create dependencies between multiple tasks.

ActiveCollab stresses the importance of a personal task manager —it provides a My Work page where you can find and organize your task assignments by project or due date. 

This page also serves as your personal timesheet, offering an overview of all your time records. You can revisit your activity in terms of the comments posted, tasks created or closed, or due dates modified.

ActiveCollab best features

  • Excellent personal task management software
  • Automation for repetitive tasks
  • Dependencies for order-specific actions
  • Android and iOS smartphone apps
  • Integrates with other task management tools like Asana and Trello

ActiveCollab limitations

  • The file-sharing feature of this task management software could be simpler to use
  • Adding more customization options could be beneficial 

ActiveCollab pricing

  • Plus: $9.5/month 3 users/month
  • Pro: $8/month per user/month
  • Pro+Get Paid: $11.75/month per user

ActiveCollab ratings and reviews

  • G2: 4.2/5 (90+ reviews)
  • Capterra: 4.5/5 (300+ reviews)

Wrike board

Wrike is well-known for its robust task and workflow management features. It allows you to prioritize work on personalized dashboards by pinning important tasks from your to-do list and automatically sorting them by priority and due date.

Like most of Wrike’s competitors , Wrike supports strong teamwork —it lets teams collaborate on real-time project plans, task assignments, and decision-making within the platform.

Wrike’s workflows adapt to your needs, so regardless of your project management methodology, you can visualize your tasks in views like Gantt Chart, Kanban, and Calendar.

Plus, the software includes built-in proofing tools for quick yet detailed task feedback, task automation to save time, and collaboration tools to increase work efficiency.

Additionally, Wrike allows project managers to build customizable reports on task and team performance. They can further optimize workflows by analyzing relevant key performance indicators (KPIs) on dashboards.

Wrike best features

  • Comprehensive project dashboards with personalized reports
  • Supports feedback-friendly team collaboration
  • Multiple project views
  • 400+ integrations
  • Task automation

Wrike limitations

  • Could use more custom display options
  • Some users experience task syncing issues

Wrike pricing

  • Team: $9.80/month per user
  • Business: $24.80/month per user
  • Enterprise and Pinnacle: Contact sales

Wrike ratings and reviews

  • G2: 4.2/5 (3,000+ reviews)
  • Capterra: 4.3/5 (2,000+ reviews)

Todoist tasks

While many Todoist alternatives on this list offer additional project management features, Todoist is purely focused on task management. It assists you in creating detailed daily to-do lists to ensure optimal day-to-day organization.

The tool is simple to use—just create tasks and subtasks, determine priorities, add due dates, and set reminders to ensure nothing goes overlooked. 👀

Although it’s primarily a task management app, Todoist can help you manage projects as it includes goal-setting features , labels to categorize tasks, and task descriptions to keep information centralized.

You can use its Upcoming calendar view to see which tasks are due urgently and use a drag-and-drop function to reschedule assignments. If you need to focus on tasks that are currently due, simply go to the Today view .

While Todoist’s simple navigation and low price make it a handy tool for personal task management, it’s also a good to-do list app for teams on a tight budget . Its project management features aren’t too comprehensive, but you can still assign tasks and leverage comments for better teamwork and transparency. 

Todoist best features

  • Efficient daily task management
  • Multiple task views (including Kanban boards and lists)
  • Basic team collaboration support
  • Easy navigation
  • Integrates with various productivity and time-tracking apps
  • Has a to-do list app for Android and iOS

Todoist limitations

  • Integrating the software with some apps may be challenging
  • It would be beneficial if the app displayed tasks when you’re offline

Todoist pricing

  • Beginner: Free
  • Pro: $4/month per user
  • Business: $6/month per user

Todoist ratings and reviews

  • G2: 4.4/5 (700+ reviews)
  • Capterra: 4.6/5 (2,000+ reviews)

ProofHub Kanban board

Besides being a task management tool, ProofHub is a task tracking software that lets you easily create task lists and individual tasks, assign them to team members, and closely follow due dates and priorities across task categories . Got complex tasks? Divide them into subtasks for simpler tracking.

Similar to ProofHub alternatives , the software is fully customizable —it lets you build personalized workflows and use custom fields to capture any task-related data you deem important. Custom fields enhance task tracking —because you can customize them to track virtually anything, be it deadlines or output.

Speaking of tracking, ProofHub has a feature for creating task dependencies to help you ensure tasks are completed in a predetermined order. If you want to offer more clarity to assignees, leave comments on tasks or use mentions to guide them.

Additionally, ProofHub offers various reporting options to help you gain insight into your project’s progress. You can enhance resource allocation by analyzing resource utilization reports or tracking project-specific progress with task completion reports.

ProofHub best features

  • Multi-faceted task tracking software
  • Customizable workflows
  • Supports task-related discussions through comments and mentions
  • Reports to gauge task progress
  • Various project views like Kanbans and tables
  • Mobile-friendly

ProofHub limitations

  • Notifications can get difficult to manage
  • Some users find its customization features complex

ProofHub pricing

  • Essential: $45/month 
  • Ultimate Control: $150/month (or $89/month for a limited time offer)

ProofHub ratings and reviews:

  • G2: 4.5/5 (80+ reviews)
  • Capterra: 4.6/5 (90+ reviews)

SmartTask Tasks

SmartTask includes all key features you’d typically find in a task management tool—it lets you create subtasks, set deadlines, add dependencies, and manage tasks in views like calendar, list, and board.

However, this software especially stands out with its tools for managing multiple projects simultaneously in a cross-functional setup. Its Project Portfolios feature allows you to create multiple boards to track separate goals, aligning your marketing, sales, and design teams. To play it safer, you can even share task lists across teams to prevent orphaned actions. 

SmartTask supports team collaboration by letting you comment on tasks and generate real-time notifications for updates. You can also invite clients, vendors, and external stakeholders to collaborate on any task or project by sending them an invitation.

Plus, it provides reports on both project tasks and sales that you can easily find through its advanced search bar. 🔎

SmartTask best features

  • Internal and external team communication
  • Set recurring tasks (daily, weekly, or monthly)
  • Task and sales reports
  • Supports managing tasks across projects
  • Time tracking for individual tasks
  • Task management tools for iOS and Android

SmartTask limitations

  • The UI and UX could use some improvement
  • Adding more integrations would be useful

SmartTask pricing

  • Premium: $7.99/month per user
  • Business: $10.99/month per user

SmartTask ratings and reviews

  • G2: 4.5/5 (60+ reviews)
  • Capterra: 4.6/5 (30+ reviews)

Hubspot Task Management

HubSpot Task Management is far from a traditional task manager—it’s a suite designed to help marketers streamline Customer Relationship Management (CRM) processes. Effective CRM depends on properly storing, tracking, and managing lead- and customer-based activities. HubSpot helps you streamline these scattered tasks to boost revenue.

The software reduces the need to switch between multiple tabs when talking to prospects by providing dashboards that centralize all your work. Use them to track your to-do list items, view prospect details, and stay on top of meetings. 

Need to create new tasks? Do that directly from your workflows, email inbox, or to-do list. If you need insights from past task performances, like deals made and activities completed, leverage HubSpot’s reporting tools.

This platform simplifies communication with email templates (for sending messages in bulk) and real-time team chat. 

While sales and marketing teams may enjoy HubSpot’s task management style, some of HubSpot’s alternatives could be a better choice for companies in IT or finance.

HubSpot best features

  • A wide array of CRM functionalities
  • Live team chats
  • Dashboards to centralize prospect-related work
  • Integrates with apps like WordPress, Gmail, and Zapier
  • iOS and Android mobile app for HubSpot CRM

HubSpot limitations

  • Limited option to prioritize tasks
  • Workflow automation is limited on the free plan

HubSpot pricing

For individuals and small teams:

  • Starter: $15/month
  • Professional: $800/month

HubSpot (CRM) ratings and reviews

  • G2: 4.4/5 (11,000+ reviews)
  • Capterra: 4.5/5 (4,000+ reviews)

Paymo

Paymo is a simple task management software designed for professionals who want to manage client work and resources within one platform . It lets you automatically set up ghost bookings based on the task details you’ve entered in the past and receive a visual overview of all bookings for the entire team on a single screen. 🖥️

Paymo also simplifies managing resources by allowing multiple managers to work on schedule to avoid overbooking or underbooking. You can:

  • Book time for time-sensitive tasks by the hour
  • Accommodate unscheduled tasks with a simple drag-and-drop function
  • Visualize your team’s availability on timelines
  • Send booking notifications only to relevant team members

The platform lets employees view their tasks in a single view, while task managers monitor both their personal tasks and team’s work in separate views. Like with most Paymo alternatives , you get project views like Gantt charts, Tables, and Calendars to visualize tasks.

It also encourages team collaboration, offering a detailed Task View to chat in real-time about the latest task updates. Finally, Paymo provides task priority levels like critical, high, normal, or low across teams.

Paymo best features

  • Timelines to assess employee availability
  • Allows booking time for client tasks by the hour
  • Real-time chat
  • Project views like Gantt chart and Kanban board
  • Integrates with apps like Slack, Google Calendar, and JotForm
  • Mobile app support for iOS and Android

Paymo limitations

  • The mobile app may be tricky to navigate
  • Takes time to train employees to use the platform

Paymo pricing

  • Starter: $5.9/month per user
  • Small Office: $10.9/month per user
  • Business: $16.9/month per user

Paymo ratings and reviews

  • Capterra: 4.8/5 (400+ reviews)

TimeCamp Planner Calendar

While most TimeCamp alternatives on this list include typical task and project management features, TimeCamp shifts its focus to time tracking instead.

With its robust time-tracking capabilities , you can track your team’s working hours, standardize times for specific jobs, plan task assignments, and monitor each team member’s productivity.

TimeCamp also provides features for measuring the profitability of your projects and tracking billable hours, streamlining invoicing and resource management. Basically, the tasks you had to do manually, like creating invoices and approving timesheets, can be automated with TimeCamp.

Although this software highlights time tracking, it’s still a task management tool. Its TimeCamp Planner product helps you organize tasks and monitor their progress on Kanban-style boards. 

If you’re dealing with repeatable tasks, automate them by specifying information like due dates, assignees, and progress statuses. Plus, you can switch from team task overview to your own using the My Tasks feature , which displays your assigned tasks on a list, calendar, or timeline view.

Note that TimeCamp’s time tracking and task management features are available on separate pricing plans .

TimeCamp best features

  • Comprehensive time-tracking tools
  • Kanban board for easy task tracking
  • Personal task lists
  • Can automate repeatable tasks
  • Includes apps for Android and iOS
  • TimeCamp (not the TimeCamp Planner) integrates with tools like ClickUp, Google Calendar, and Slack

TimeCamp limitations

  • The user interface and server load time could be better
  • The tool may be buggy at times

TimeCamp pricing (for TimeCamp Planner)

  • Pro: $2.99/month per user

TimeCamp ratings and reviews

  • G2: 4.7/5 (100+ reviews)
  • Capterra: 4.7/5 (500+ reviews)

Any.do tasks

Any.do specializes in providing easy-to-use to-do lists to help you achieve personal or professional goals efficiently. You can organize your to-dos in separate lists and projects, all color-coded to set clear priorities and determine task categories. Enhance your task lists with:

  • Subtasks and attachments for added task awareness
  • Deadlines and reminders

Sharing responsibilities is also simple—just share a task list with your teammates or family to collaborate on task completion . For example, you can assign different items on a grocery list to family members and track the list to ensure they complete the task successfully. If there’s an urgent matter you wish to discuss, use the chat function to communicate in real time.  

For companies looking for a task management tool with project management capabilities, Any.do is a solid choice as it also offers features like customizable workflows, pre-made templates, and powerful integrations with other work tools.

If you want more comprehensive workflow features, though, explore some more advanced Any.do alternatives .

Any.do best features

  • Provides simple to-do lists
  • Great as a daily task manager
  • Lets you share lists with teams, family, and friends
  • Reminders for timely task completion
  • Has apps for iOS and Android
  • Integrates with other task management tools like ClickUp and Asana

Any.do limitations

  • Some users desire more integrations (like with Microsoft Calendar)
  • Limited advanced features for this price range

Any.do pricing

  • Premium: $5/month per user
  • Family: $8/month per four users
  • Teams: $5/month per user

*All listed prices refer to approx values billed annually

Any.do ratings and reviews

  • G2: 4.2/5 (100+ reviews)
  • Capterra: 4.4/5 (100+ reviews)

Smartsheet spreadsheet

Smartsheet is a spreadsheet-like task management tool . It’s great for those who are comfortable tracking tasks in Excel but are open to switching to a tool with less complicated calculation work.

Like ClickUp, Smartsheet offers comprehensive project and task management tools for handling different workflows. For example, it lets you schedule tasks, create subtasks, allocate resources, and track assignments efficiently from one platform. ✅

Here, tasks are represented on spreadsheets for individual projects. Like most Smartsheet alternatives , you can add basic task information, like due dates and assignees, in clear fields or columns.

However, these aren’t traditional spreadsheets—they also provide the advanced features of a modern task management tool. For instance, you can use checkboxes, dropdown lists, and comments to interact with tasks on Smartsheet.

This is a great task management software for teams working on extensive projects as it includes templates for agile project management, OKR tracking, budgeting, and resource management.

It also supports task automation, real time collaboration , and advanced analytics. Plus, it integrates with services you may already use, like Google Workspace and Microsoft Teams.

Smartsheet best features

  • Spreadsheet-based project management tool
  • Advanced functionalities for monitoring complex projects
  • Supports real-time team communication
  • Templates for agile project management
  • Integrates with numerous communication, data visualization, and project delivery apps
  • Available as an iOS or Android mobile app

Smartsheet limitations

  • There may be a steep learning curve for users figuring out advanced features
  • It could benefit from adding more template options

Smartsheet pricing

  • Pro: $7/month per user
  • Business: $25/month per user

Smartsheet ratings and reviews

  • G2: 4.4/5 (14,000+ reviews)
  • Capterra: 4.5/5 (3,000+ reviews)

Leveraging the Best Task Management Software: Which Tool to Pick

Since all the products on our list are rated well by users, it’s natural to be overwhelmed by the choices. So, what do you really prioritize in a task management platform?

The answer is straightforward— great task management software provides features that help you plan, organize, track, and assign tasks, but you shouldn’t have to pay a fortune for these functions. Don’t settle for a tool that doesn’t include the bare minimum, i.e., reminders, automations, task views, and collaboration features.

Lastly, task management tools are supposed to make your life easier, not vice versa, so ensure your chosen tool is easy to implement and fun to work with! 🥳

If you can’t make a choice, try ClickUp ! It’s got all the features you’ll need to streamline task management with minimal effort. Whether you want to set goals, track and assign tasks, manage time, reduce manual labor, or communicate with your team, the possibilities are endless.

Sign up to ClickUp today and enjoy the best toolkit a free task management software has to offer! 💖 

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Best todo list app of 2024

Organize your schedule

Best overall

Best for features, best for focus, best for apple, best for fun, best for google, best for compatibility, best for ease-of-use, best paid-only, best simple.

  • How we test

We list the best todo list apps, to make it simple and easy to manage and organize your schedule more effectively and efficiently.

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1. Best overall 2. Best for features 3. Best for focus 4. Best for Apple 5. Best for fun 6. Best for Google 7. Best for compatibility 8. Best for ease-of-use 9. Best paid-only 10. Best simple 11. Best basic 12. FAQs 13. How we test

There is no shortage of software tools for tackling individual tasks, from cloud office suites to project management tools , and the right solution for you may be something totally different to your colleague, so understanding what makes each app different is important, especially if you’re paying for the service. 

Sometimes it can be difficult to juggle all of the different tasks on your todo list, especially when you are multitasking with the challenges around juggling multiple clients, deadlines, and priorities - all simultaneously. If you have more than one job, or you volunteer elsewhere or are part of a committee, having software that can compartmentalize each of your roles, plus your personal life, is crucial.

Additionally, sometimes other software tools may be great for focusing on a single particular task, but just really are not the best tools for working through a general overview. 

Thankfully, these difficulties can be easily overcome, as there are a number of software packages available that are dedicated toward task management, making it a snap to organize your workload and workflows. 

The result is the improved ability to manage complex tasks, especially for individual projects with multiple needs and requirements, as well as for dealing with multiple projects that each have their own demands. And for teams, there are even software tools available that will allow you to work collaboratively .

Here we'll therefore delve into the best task management apps and software, to help make it easier to both organize as well as manage your business needs. Below we'll list the best todo list apps currently available.

Also take a look at the best small business apps .

The best todo list apps of 2024 in full:

Why you can trust TechRadar We spend hours testing every product or service we review, so you can be sure you’re buying the best. Find out more about how we test.

Todoist website screenshot

Our expert review:

Reasons to buy

Reasons to avoid.

Planning your days or weeks ahead is an advisable thing to do, and the Todoist app can help you with that. It’s plenty easy to sign up, and use the app to set rigid schedules you can follow. There’s a free tier every user can test before deciding to upgrade or not. The paid packages do cost more and may discourage prospective users that only need this for more casual use. 

The Todoist app is unique such that it manages to compress many features into a minimal interface. Ever opened a box with another box inside that contains yet another box? That’s how it feels using the Todoist app. You keep discovering new features as you navigate to various segments of the app. 

The Free tier, yes it is actually free and not just a trial, shows right away how this works for occasional use, but not a demanding, professional use case scenario. That’s because it is limited to only 5 active projects, with 5 collaborators per project, and a 1 week activity history. Also, the file uploads are a small 5 MB only, with somewhat essential features left out such as reminders, themes, automatic backups, and a shared team inbox, which get reserved for the paid tiers. Yes, this Free version does really show that you get what you pay for.

Alternatively, then there is a Pro tier, that is either $5 monthly, or $4 monthly when paid annually. It also increases the upload size to 100 MB, with up to 300 active projects, with a limit of 25 collaborators for each project, all significant steps up from the lower tier, making it a solid choice for SMBs who can get away with software that’s designed primarily to serve personal users, which will inevitably be much cheaper for them.

We consider Todoist one of the best apps you can use to plan your personal and work schedules. The app has a lot of task management features, and its user interface is nothing short of stellar, combining a simple interface that retains ease of use. However, the app’s drawbacks include being relatively expensive and having limited collaboration features compared to competitors.  

Read our full Todoist review .

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TickTick website screenshot

2. TickTick

If you’re looking for a to-do list app that’s easy to use and has many features, TickTick is an ideal choice. The app helps you to organize your schedule meticulously, with the goal of increasing productivity. It has wide cross platform compatibility for Windows, macOS, and Linux, as well as iOS and Android. There’s even a watchOS app for keeping track of your lists from your wrist, which is easy to do with watch face complications.

We also commend that it can be used on any web browser, with extensions for popular browsers like Chrome and Firefox , and add ons for Outlook and Gmail ; few other apps offer so much accessibility. The main drawback of the platform is its weak customer service.

There’s a free version of TickTick that anyone can sign up for. This version provides access to the basic functionalities, but also adds in neat features like voice input, the ability to turn emails into tasks, options for recurring tasks, and location-based reminders. There is also an emphasis on collaboration, with the ability to share a list, or to assign a task to a specific teammate.

To make the TickTick app enjoyable, there is the option to upgrade to the Premium plan. We previously complained about the subscription which required an annual commitment, and while it wasn’t all that expensive, it might not have suited the needs of some customers. Fortunately, TickTick now offers monthly subscriptions, too, so you can budget a little bit better. For the cost of membership, features are added such as the ability to have start and end dates for projects on the calendar, customizable filters, and the ability to access previous changes on task and project lists.

Customer support, even on the Premium tier is another miss. We could not find a phone number, or support portal to initiate contact. We did find an email, but there were no hours of operation indicated, or an expected turnaround time. There is a help area, with a search bar, but even with the content is thin with the “Getting Started” area composed of just a handful of articles, for example “Create a recurring task in TickTick.” We’ll leave it at that: TickTick’s competition does this better.

Though it has its drawbacks, TickTick is a good app for planning your tasks and schedules. 

Read our full TickTick review .

Microsoft To Do website screenshot

3. Microsoft To Do

If you need a free app to help you with task management, To Do is a great choice. You can access it from the web-based interface or through the desktop or mobile app, including Android, iOS and not surprisingly Windows, making it simple to use on the popular platforms. Keep in mind though that this app doesn’t offer quite as many task management features as you’ll see in various competitors. 

The primary advantage the To Do app has over its rivals is that it’s totally free. You’re not paying a dime to use the app, so take it as the gift that it is from Microsoft . The company makes enough money from licensing software and selling hardware and, therefore, can afford to give a lot of software away for free, which in turn might entice customers to sign up for other subscriptions like the Microsoft 365 suite of office apps. With that in mind, there is no limited free tier and expensive paid plan - everything you get is available on the one single, free, account.

There is plenty to like about the Microsoft To Do app, and it starts with that most users might already have a Microsoft account, and you can use those same credentials to start using this, without even having to setup a new account which is quite convenient. We also like the cross platform approach between the Windows desktop app, and the smartphone app for users that work across both of those platforms, which is common in the business world. Finally, there are useful touches, like the ability to break down a task into individual steps, each of which can add a due date and a reminder to keep a more complex project on track.

If you need a simple task management app you don’t need to pay for then To Do is a perfect choice. But, you won’t enjoy as many features as you’ll get in a full-fledged task management app. It doesn’t have suitable features for the more complex enterprise task management and team collaboration, but we think To Do is plenty good for managing personal schedules. 

Read our full Microsoft To Do review .

OmniFocus website screenshot

4. OmniFocus

A sophisticated task management app, OmniFocus is professionally focused, and part of the larger Omni ecosystem of apps including OmniPlan, which is professional project management. The whole catalog of apps is clearly designed with businesses in mind and packed full of some powerful tools, which can make it a bit daunting for basic users, but an exciting proposition for organization freaks and business users. It has many features that its competitors lack, making it one of the best-in-class to-do list apps. It’s also very easy to use, with a stellar user interface you’ll likely appreciate. 

You can get a significant price discounts if you subscribe annually, rather than monthly for a 16% savings. You can also take advantage of the app’s 14-day free trial period to test it before making your final purchase decision. We also like the option for a traditional one-time payment to simply purchase the software for the macOS 11 or newer, with a choice of two tiers as well. While the lower tier includes standard features like an inbox, and free, encrypted syncing, users gain additional features from the upper tier software version that adds a custom homescreen, a forecast tag, and custom perspectives.

If you want an advanced task management app, then OmniFocus is an ideal choice. The app offers a broad suite of task management features you’ll rarely find elsewhere. 

The main drawback is that it’s limited to the Apple ecosystem, although now it also has a web version as a workaround for non-Apple users. It’ll be great if the app’s developer, Omni Group, released Android and Windows versions, but the company has made it clear that it isn’t doing that for the time being.  

Read our full OmniFocus review .

Habitica website screenshot

5. Habitica

Most task management apps feel pretty bland and boring, but not Habitica. The task management app is unique such that it takes the form of a role-playing game to help keep users motivated, which instantly limits it to a niche area of the market.

This allows the app to differentiate itself by making task management an interactive process. It’s a tool that gives great utility and fun to the user. We are talking about gaining rewards as tasks get completed, which then unlocks things like special armor, and mysterious pets.

Also unlike most task management apps, Habitica is open-source, meaning any developer can contribute to it. This open-source model makes the app very customizable and able to offer more extensive features than other task management tools. It is available for both the iOS and Android platforms, though there’s no desktop version available.

Habitica is the perfect task management app for people who love games. The gamified interface makes managing your tasks fun, with virtual rewards for completing them and penalties for not doing so. But, it’s not suitable for people who aren’t much into games and prefer a more formal structure. We think the app best serves the younger demographic, and it’s likely not a very worthy option for most businesses though there are a select few that are willing to think outside of the box.

Read our full Habitica review.

Google Tasks website screenshot

6. Google Tasks

If you’re in need of a simple task management app, Google Tasks makes a great choice. It’s completely free for any person with a Google account, which represents the majority of active internet users including anyone who’s already using Google Drive, YouTube , or has set up an account with their Android device. The interface is easy to navigate and the platform integrates well with other Google apps. But, we observed some drawbacks, such as having no collaborative features, rendering it best for personal users.

You can use Google Tasks as a standalone app or as an extra feature on some Google services, such as Gmail and Google Calendar . The multiple modes of accessibility make Google Tasks convenient to use. It is available for both Android and the iOS platforms, along with a Chrome browser extension for use on other devices. There isn’t actually a web version, but with Chrome being available to download on virtually every device, the extension is within reach for the vast majority.

If you’re after simplicity, Google Tasks is a suitable task management app. If you’re in need of sophisticated task management features, such as advanced project management, with in app collaboration, then you should focus on other apps. We think Google Tasks is best for personal use.   

Given the company’s commitment to its Workspace online office software, and growing interest in online collaboration tools following the pandemic and rise in remote working, we’re surprised that Google hasn’t adapted sooner and offered a more holistic to-do list app.

Any.do website screenshot

Any.do helps you set and adhere to your schedule devoutly. It has extensive compatibility, with dedicated apps for iOS, Android, Windows, and macOS. The app is also easy to use making it a great choice for managing and organizing your tasks. Because it’s available in a number of languages, if might be a good opportunity for larger businesses with multiple locations to cater to the needs of workers across the globe. It’s also a strong choice for countries that have more than one commonly spoken language.

Using Any.do is pretty straightforward. The platform has a user-friendly interface that makes it easy to go back and forth between different features. But, there’s a steep learning curve if you want to use the app’s advanced features. For example, managing multiple integrations with third-party apps on Any.do can be challenging. 

If you want an effective task management app for personal or workplace use, then Any.do is an excellent choice. It’s easy to use, multi-lingual and fosters collaboration. Though, there are some disadvantages to the app, such as its weak customer support. Overall, we like the entry level free tier, and the choice of two paid tiers above that.  

Beyond the to-do list area that Any.do covers, it lends itself well to organizational project management , calendar and scheduling, reminders, and a few other things, so it really does aim to be a central platform for a number of business operations.

Read our full Any.do review .

Remember the Milk website screenshot

8. Remember the Milk

Remember the Milk is an effective to-do list and task management app. It’s easy to use and performs its job very well.

Like most task management apps, Remember the Milk has a free version anyone can sign up for. But, this version has restrictions compared to the app’s premium version, which you have to pay for. The free version is ideal if you desire a simple to-do list app without advanced task management features, such as only getting a text as a reminder, and not in app reminders of the task. The free tier is also suitable for testing the app’s interface before deciding if you’ll upgrade to the premium plan, as there is no free trial. You’ll also have to fork out an annual fee, there’s no smaller monthly payments available, nor a one-off purchase fee.

Navigating through Remember the Milk is very easy with its clean interface. As a new user, the app even provides tutorials to get you familiar with its ins and outs. You can use it through the web interface or download the iOS or Android mobile app.  

Having a task management platform like Remember the Milk can go a long way in improving your productivity. The app has the ideal features to help you organize and manage your schedule. It’s easy to use and priced reasonably considering the features it provides. The primary drawback we observed is its customer support, which we think needs some improvement. 

Read our full Remember the Milk review .

Things 3 website screenshot

9. Things 3

If you want a practical task management app uniquely built for Apple users, Things 3 is a smart choice. The app is well-designed and has appropriate features to help you manage and organize your tasks.

A shortcoming is that the Things 3 app is strictly paid, with no free version. That said, the app requires a one-time purchase, which makes it a paid app, and in a way is one of its main advantages because you won’t have to commit to spending a regular amount forever more. Think about it and realize that most competing to-do list apps require recurring monthly or annual subscriptions that rack up more expenses in the long run, compared to a one-time cost. However, you’ll have to pay a separate fee if you want to download it from the macOS App Store, the iPadOS App Store, or the joint iOS and watchOS App Stores. Even so, paying all three fees will likely be about the same as some other apps over the course of a year.

The Things 3 app is a stellar task management tool for people who use Apple devices. It has a sleek user interface, making it easy and exciting to use. The one-time purchase is beneficial; just pay once and forget about it. But, we think it’d be better if the Things 3 app was available on other platforms outside the Apple ecosystem, such as Android, or at least had a web-based interface. 

Read our full Things 3 review .

Toodledo website screenshot

10. Toodledo

If you want a to-do list that performs its primary function very well, Toodledo is a great choice. But, it lacks the manner of complementary task management features that you’ll find in many competing apps.

You can access Toodledo through the web-based interface or mobile app. The mobile apps are readily available to download on iOS and Android, but there’s no native desktop app, but there are third-party desktop clients that you can use as a workaround.

For unclear reasons, Toodledo has a very outdated user interface in an area of the market that has otherwise managed to adapt pretty quickly with new, minimalist approaches. It retains a classic look that’s not common with most modern apps. That doesn’t make the app bad, but it is something worth pointing out.

After testing Toodledo, we can confidently say that it’s a decent to-do list app. It’s simple to use and affordable relative to the competition. The main drawbacks we observed include its outdated user interface and the limited collaborative features. We did not find pricing info, but while the smartphone app is free, it has in app purchases. It also looks to have been a while since the company last updated the app, which could present security risks and other unwelcome bugs.

Read our full Toodledo review .

WorkFlowy website screenshot

11. WorkFlowy

For people seeking a basic to-do list app, WorkFlowy is a smart choice. The app’s interface is minimal to a fault, which makes it very simple and easy to use.

You can access WorkFlowy through the web-based interface or through the native apps for desktops (Windows, macOS, and Linux) or smartphones (iOS or Android). WorkFlowy is one of the few to-do list apps we’ve reviewed that has a native app for the Linux operating system , which is commendable.

The WorkFlowy app performs its primary function of creating and managing to-do lists excellently. The user interface is very easy to understand and makes the app enjoyable for users. The nested-list feature makes planning your workflow exciting, or at least during our product testing. 

But, we observed some noteworthy drawbacks when testing the app, including being relatively expensive and having no offline access. We also find it frustrating that the pricing is not available on the website, and quite opaque.  

Read our full WorkFlowy review .

Other todo list apps to consider

While our long list has featured no fewer than eleven platforms for to-do list apps, there are still plenty of other options to consider. This is because different software will do things differently, and you need to find the one that does this just oh so right for your team. Below we'll suggest some alternatives to the ones above, to see if they can help you manage your todo lists better:

We've only featured a handful of other platforms for todo list apps, but there are plenty of other options to consider. This is not least because different software will do things differently and you need to find the one that does this right for your team. Below we'll suggest some alternatives to the ones above, to see if they can help you manage your todo lists better:

Slack  is probably the first to add to this list. Built primarily as a collaboration hub for work, Slack works quite well as a general communication platform. A particular advantage is that as a web app it's accessible from any device regardless of operating system, and it's especially geared to use on mobile platforms. This means if organizing your team and improving the process to bringing them together better, can help you get the job done better, then Slack is a definite contender. 

Asana  is another platform that aims to bring all workflows together in a simple and easy manner for getting tasks done. This is helped by the really simple and easy to use GUI which makes it easy to see what needs doing and organize it. As a work management platform it works very well with teams, and allows for the easy scheduling of goals and projects.

Basecamp  aims to go even further than that, providing a range of additional tools such as communications, task schedules, documents & file storage. The aim is to keep everything not just in one place but streamlined as well. By highlighting due dates, upcoming deadlines are easier to find and manage, ensuring that multiple projects are completed on time. 

Samepage  is another good option to consider if you're looking at collaboration to improve efficiency and task management. Centralizing communications in one place, it aims to bring all chat, comments, and coworkers together into manageable teams for whatever projects you need to handle. You can also invite guests into the discussions, as well have walled private areas.

Apple Reminders has come a long way since its inception when it was primarily a place to list things to do. More recently, Apple has added plenty of new features so that its capable of location and time-based reminders, attachments and URLs, flagging and priority marking, subcategories, and even collaboration. Naturally, the drawback is that it’s only available for Apple users, but given that much of the world’s population owns an iPhone or iPad and many businesses prefer to issue Macs, its reach is pretty extensive. Oh, and it’s free and already installed on Apple hardware.

To do list app FAQs

Which to do list app is best for you.

When deciding which to do list apps to download and use, first consider what your actual needs are, as sometimes free platforms may only provide the more basic options. If you have a need for more advanced tools, you may find that a paid platform is worth the cost as gains in team efficiency are made, and this is especially true if you need it for collaboration. Additionally, free and budget software options can sometimes prove limited when it comes to the variety of tools available, while higher-end software can really cater for every need. Therefore, ensure that you have a good idea of which features you think you may require prior to shopping for your to do service.

Should I pay for a to-do list app?

Sometimes, regardless of your chosen provider you’ll find yourself having to pay for the best experience and features. That’s not necessarily the case with to-do list apps, because you can often get a good piece of software for free. Most business models these days have converted to freemium subscriptions, where paid plans supplement a more basic free tier. Their free tiers are usually more limited, to make you want to upgrade, but if you can find an entirely free version or one that only requires a one-time payment, you can reduce long-term costs. 

How do to-do list apps compare to other software?

Carefully consider what you need out of your to-do list app before committing to paying. Sometimes, your smaryphone’s built-in reminders app may just do the trick. In other cases, your business may already be paying for other, similar software that already has to-do list features, such as the best project management software. In which case, you won’t need to buy additional software.

What are the best to-do list apps for collaboration?

The best apps that enable collaboration will let you share your lists with family, friends, and colleagues, allowing you all to view the same list and tick off work simultaneously. This way, you can assign certain tasks to certain people. Make sure that the app you choose has support for a number of different operating systems - a web portal can often be a handy way of broadening an app’s access. Even though you work entirely from Apple hardware, a colleague may prefer to use other devices, so be prepared and plan ahead. 

How we tested the best to do list apps

To test for the best to do list apps we first set up an account with the relevant software platform, whether as a download or as an online service. We then tested the service to see how the software could be used for different purposes and in different situations. The aim was to push each software platform to see how useful its basic tools were and also how easy it was to get working any with any more advanced tools. As ever, value for money played an important role in assessing an app's worthiness.

Read how we test, rate, and review products on TechRadar .  

We've also featured the best small business app.

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Stefan Ionescu

Stefan has always been a lover of tech. He graduated with an MSc in geological engineering but soon discovered he had a knack for writing instead. So he decided to combine his newfound and life-long passions to become a technology writer. As a freelance content writer, Stefan can break down complex technological topics, making them easily digestible for the lay audience.

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Organize your work and life, finally.

Become focused, organized, and calm with Todoist. The world’s #1 task manager and to-do list app.

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Clear your mind

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Type just about anything into the task field and Todoist’s one-of-its-kind natural language recognition will instantly fill your to-do list.

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16 Best Task Tracker Software (2024)

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Passionate content marketer looking to bring better solutions to the project management space. 2020 - Present Marketing specialist at Teamhood. 2014 - 2020 Marketing manager for Eylean.

task tracker software

A good task tracker software can improve your team’s performance, help you analyze results, and identify potential issues before they occur. However, choosing the right tool can seem like quite a hassle with so many options on the market. To help you out in this quest, we picked the best task tracker software for 2024.

To summarize this information, here is a table outlining all of the tools discussed in this article and the features they carry. Look it over to get a general understanding and then scroll down to read about each in more detail.

Task Tracker Software Overview

Before we dive into details about each of the solutions on this list, let’s define what task tracker software is. Task tracker software is a tool that helps you and your team to track tasks through their lifecycle – from creation to completion.

This is usually used to replace to-do lists, excel sheets, or managing work through email. Task tracker software differs in ways of visualizing and tracking tasks, as well as the additional features available to their users. However, they all aim to do the same thing – aid you in tracking what is being done. Some of the most common task tracker software features include – task management, collaboration, and time tracking .

To find the right task-tracking solution, it is very important to test at least a few of the options. This will allow you to see which one truly works for the team. It is also equally important to properly uninstall your apps once you are no longer using them. Thus creating more clarity on which tools are used by the team and where all of the information should be placed.

Here is the list of the best time-tracking tool options on the market.

1. Teamhood

advanced kanban board example

Capterra score : 4.9/5 ⭐⭐⭐⭐⭐

Teamhood is a visual task tracker software built for high-performing teams. Using it, you can visualize your team’s workflow with a flexible Kanban board made of statuses and swimlanes . Then use this board to effectively track task progress and identify possible issues before they occur.

Teamhood allows you to switch between Kanban, Gantt, and List views to analyze the tasks from different angles. Moreover, the subtasks in Teamhood are just as functional as their parent tasks – add descriptions, tags, due dates, assignments, and even sub-subtasks. Allowing you to have full control of the information on the task board.

Price : Free version with unlimited users, business plans starting at $9 per user/month.

Website :  https://teamhood.com/

task tracker software

Capterra score : 4.5/5 ⭐⭐⭐⭐

Trello is a task tracker tool to visualize your team’s process on a simplified Kanban board. You will be able to move tasks from one column to another as they are being worked on and collaborate by adding important information about the task in the task details. This is a simple tool to replace the long lists, however, those looking for project management features will be left feeling short. As few are available out of the box.

Price : Free version available, business plans starting at $5 per user/month.

Website :  https://trello.com/

task tracker

Asana is a task tracker software that allows you to visualize your work in multiple views and monitor progress. Use the guest user features to include both your team members and external collaborators. Add tags and comments to categorize and work on your tasks effectively.

Price : Free version available, business plans starting at $10,99 per user/month.

Website :  https://asana.com/

task tracker software

Capterra score : 4.7/5 ⭐⭐⭐⭐

ClickUp is a task tracker software for advertising agencies. With it, teams can visualize their process, track tasks, subtasks, and mark priorities to know where the focus should be placed next. Suitable for personal use as well as use for teams.

Website :  https://clickup.com/

5. Monday.com

best task tracker software

Capterra score : 4.6/5 ⭐⭐⭐⭐

Monday is a work management platform for teams. It allows tracking the team’s tasks and information related to them in one place. Monday offers quite a few integrations to choose fromalloweing you to extend the feature set that is available out of the box.

Price : Free version available, business plans starting at $8 per user/month.

Website :  https://monday.com/

task tracking

Hive is a task tracker tool focused on collaboration between team members. As such, it features native email integration, group messaging, and a forum on top of the task tracking features. Use this solution to integrate communication and simple task tracking into one.

Price : Free version available, business plans starting at $12 per user/month.

Website :  https://hive.com/

7. Proofhub

task tracker software

ProofHub is a project task tracker software for teams. It provides managers with a better understanding of what is going on by visualizing tasks in different types of views. Using this tool, teams can also review and manage their workload to ensure tasks are divided evenly.

Price : Starting at $45 per month.

Website :  htt ps://proofhub.com/

8. MeisterTask

task tracker software

MeisterTask is a Kanban task tracking tool that visualizes your process and tasks. Use tags to categorize work, task details to share information, and assign work to team members.

Price : Free version available, business plans starting at $8.25 per user/month.

Website :  https://meistertask.com/

task tracker software

Capterra score : 4.8/5 ⭐⭐⭐⭐

Casual is a tool created to manage the processes inside your projects. The teams can do so by drawing causal relationships between their tasks and thus creating an outline of what needs to be done for the project to finish. This map then is filled in with details, due dates, assignments, add other information required for execution.

Price : Starting at $10 per user/month.

Website :  https://casual.pm/

10. BigContacts

task tracker software

Capterra score : 4.3/5 ⭐⭐⭐⭐

BigContacts is a CRM tool that eases task tracking for sales teams. With this tool, you will be able to keep on top of all your contacts and get reminded of which actions need to be completed next to further your sales sequence. This solution holds both – the contact information required by sales and task tracking features to keep you on track.

Price : Starting at $5 per user/month.

Website :  https://bigcontacts.com/

task tracker software

Chanty is a team communication app with task tracking features. Discuss project progress, create new tasks, and share ideas with your team easily. Diversify your chats to reflect the topic being discussed and have more structure in your information.

Price : Free version available, business plans starting at $3 per user/month.

Website :  https://www.chanty.com/

12. TimeCamp

task tracker software

TimeCamp is a time tracker app for teams looking to learn more about their time spending habits. Review the time tracked by tasks, projects, or team members. Mark billable and non-billable hours to produce accurate invoices and analyze your process to improve.

Price : Free version available, business plans starting at $6.3 per user/month.

Website :  https://timecamp.com/

13. Infinity

task tracker software

Infinity is a work management tool that allows teams to track tasks. Categorize tasks into projects, assign them to the team members and start working. Communicate what is happening with each task and prioritize by marking their importance in the list view.

Price : Starting at $99.

Website :  https://startinfinity.com/

14. Airtable

task tracker software

Airtable is a collaboration tool that allows you to track tasks as well as gather and categorize information. Complete with customizable forms this solution makes it easy for teams to collect information within and outside of the team.

Price : Free version available, business plans starting at $10 per user/month.

Website :  https://www.airtable.com/

task tracker software

Wrike is a work management tool for teams. Visualize your work on a kanban board, track progress, and review results in reports. This solution will serve those with the basic task management needs, however, lacks more advanced features like portfolio overview and mass editing.

Price : Free version available, business plans starting at $9.8 per user/month.

Website :  https://wrike.com/

16. Basecamp

task tracker software

Basecamp is a task tracker software for those that prefer to see their tasks in lists. Using this tool, you will be able to create multiple lists of tasks, categorize them, and communicate with your team on their execution. Manage work and collaborate in the same tool easily.

Price : Starting at $99 per month.

Website :  https://basecamp.com/

Picking the Right Tool

Still on the fence about which task-tracking software will be right for you? Try out Teamhood. It is free and offers a nice selection of task tracking and project management features that will surely please the team and the managers.

Visual task tracking for high-performing teams.

Less chaos – better results.

Start Today

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2024 Best Task Trackers to Boost Productivity & Beat Any To-Do List

the-best-task-trackers-tools

Task trackers are smarter versions of to-do lists that manage tasks and assignments and are crucial to keeping you organized.

I couldn't live without them, so I've tried a bunch of task tracker tools.

Google's large number of "sponsored" platforms makes choosing the right one challenging. I get it. It's overwhelming. Let me help you cut through the noise.

These aren't just any tools; they're the ones that stood out for their ease of use and effectiveness. Here's the list:

  • Microsoft Planner
  • Google Keep

The Best 10 Task Tracker Tools in 2024

When you drive increased performance and employee productivity of hybrid teams, it's often a struggle to keep the team continuously updated and not let tasks jump here and there. So here is The List of the Best 10 Task Tracker Tools to guarantee your control:

Notion is an all-in-one workspace for team collaboration and management, but it's also an excellent task manager.

If your team uses Notion as a planning tool , let's make the most out of it with a task-tracking template .

Thanks to the linked database feature, every team member can create their own personalized page to centralize tasks from different projects.

Notion Task Tracker Template

Notion offers several task-tracking options. You can create simple to-do lists, Kanban boards, calendars, and project timelines. Notion users can customize their pages with maximum choices and premade templates . This flexible task-tracking tool is great for young and creative teams. 

Notion task tracker tool

Salient Features:

  • Notion supports rich media embedding, making integrating documents, files, images, and even third-party applications into your task trackers easy.
  • You can do content-related tasks directly on Notion instead of Google Docs and Sheets. Notion AI is also a plus, helping you generate drafts, brainstorm ideas, summarize existing content, and more.
  • In January 2024, Notion released Notion Calendar, which makes it even more effective as a task tracker.
  • Because of its amazing AI features, Notion is one of our favorites AI productivity tools and one of the best ways to start using AI in the workplace .

Pricing: Notion is free for your personal space. However, for team collaboration plan will cost you $8/ user/ month.

If you're looking for an easy-to-use task-tracking tool, Todoist is a great option. It's popular among users and has a simple interface perfect for beginners. You can create tasks, set deadlines, and categorize them with ease. Additionally, you can label tasks with priority flags, organize them into folders, and view them on a Kanban board. Even with the free version, you can collaborate with up to 5 people per project.

Todoist task tracker tool

  • Todoist allows you to send tasks directly from email and easily capture and organize tasks without leaving your inbox. By forwarding an email to a unique Todoist email address, the content of the email becomes a task in your Todoist account.
  • Todoist integrates with Power of You to create a personalized dashboard that visualizes your productivity levels, task completion rates, and other relevant data.
  • There's a free account with collaborating with up to 5 people per project and managing five projects simultaneously. For teams of more than 5, try the Pro plan with an additional $4/user.

Taskade is a versatile platform that helps teams organize their work, brainstorm ideas, and stay on track. It provides multiple ways to visualize your projects. You can switch between List, Mind Map, Org Chart, and Board views, allowing teams to adapt styles to their specific needs. 

Taskade is particularly well-suited for hybrid and remote managers. It offers seamless communication and task coordination among team members. You can utilize its note-taking ability and in-app video conferencing feature to collaborate in real-time even when you are not in the same location.

Taskage task tracker tool

  • Team communication features, including chat, video conference, and project comments, make collaboration easy, especially for distributed teams.
  • Taskade AI uses OpenAI's GPT-4 technology to help you generate lists of tasks with Taskade AI Smart Assistant.
  • It's only free for personal use without a team collaboration workspace. The Starter plan for three members costs $4 per month per user, and there are plans for larger teams up to $99 for 100 members. 

You can also use our free AI  Action Plan Generator as an alternative for the Taskade AI Smart Assistant. This stand-alone tool allows you to unlock the power of AI to break down any projects into actionable tasks. 

Asana perfectly outperforms the project management software options on the market. Have you ever considered leveraging the platform for your daily personal use? Even the free version of Asana almost offers powerful features such as separate Workspaces, Projects, calendar view, repeating due dates, color coding, tags and so on. This can help you track effectively your to-do list, plan your weekly schedule or map out your goals.

Moreover, Asana has a desktop app for both macOS and Windows that allows you to quit your web browser when you want to focus on only work in Asana.

Asana task tracker tool

  • Pasting the bullet points from your notes into Asana is quite convenient. The system automatically arranges them into individual tasks, saving you the trouble of manually copying each one.
  • Free plan for personal and small team use of up to 15 users. However, for complex projects and large teams, it might not be a good fit plan anymore as you will be limited to some administrative controls as well as a timeline view or advanced search.

If you've learned about different task management tools, you probably not unfamiliar with Trello developed by Atlassian. Trello would be the best choice for Kanban lovers by its ease of use and super simplistic interface. Besides Kanban, its workspace provides a Table, Calendar, and Timeline view that better visualizes your to-do list.

On top of that, there are many templates in place ranging from various topics, or you can become a designer of your own space by customizing which color and background you like. It also does a good job of team collaboration through flexibility and streamlining teamwork.

Trello task tracker tool

  • That said, Trello's highly visual and customizable kanbans make it stand out among its competitors. 
  • The automation tool called Butfler allows users to create rules, buttons, and commands that automate almost any action in Trello.
  • Trello's free plan has most core features. To access boards view with timeline, map, and dashboard, upgrade to the standard plan for $6/user/month.

Any.do is a Kanban-based task tracker with a minimal design. The mobile app experience is personalized and intuitive, while it is a bit tricky on desktop and web. 

In this task manager, you can create projects from a blank page or the platform's free template resources, then add tasks and subtasks (using "checklist"), assignees, and deadlines. Team members can have an overall look at their tasks from every project in the "My Task - Workspace." Any.do also promotes teamwork with the chat feature on each assignment.

Anydo task tracker tool

  • Plan your working day with My Day. This feature has smart suggestions for overdue and upcoming tasks to let you plan ahead and prioritize your daily goals.
  • The Any.do Moment feature on the mobile app prompts users to review daily tasks and decide whether to commit or defer them. (You might enjoy it!)
  • You will unlock a 14-day free trial with all premium features, including unlimited workspace and collaborators when signing up for Any.do. After that, a Team plan costs $5 per month per user. 

7. Microsoft Planner

Microsoft Planner is a user-friendly interface and integrates seamlessly with other Microsoft tools, such as Teams and SharePoint, making it a popular choice for teams already using the Microsoft ecosystem. Microsoft Planner offers a Kanban-style task-tracking system. Tasks can be organized into different boards, lists, and buckets, allowing teams to visualize and track progress easily. You can create tasks, assign them to team members, set due dates, and add additional details or attachments.

To use the Microsoft Planner, you must subscribe to one of the 365 Business , Family, or Home plans. Its integration with other Microsoft apps and accessibility make it an ideal choice for teams using Microsoft Office.

Microsoft planner task tracker tool

  • "My Day" Feature: The "My Day" feature in Microsoft To-Do helps you stay organized and manage your tasks effectively. You can create detailed plans for each task, and drag emails from your inbox to create tasks or calendar events.
  • Planner plans can integrate with the Viva Goals feature that help align your task with broader organizational goal. Microsoft has added a new feature to reduce extra work by quickly setting up automatic repeating tasks for interval options – from daily and weekly to bi-weekly and beyond.

8. Google Keep

Google Keep is a simple and easy-to-use note-taking app created by Google. It helps you capture ideas, make to-do lists, and organize tasks and notes. 

With Google Keep, you can create tasks, set due dates, add reminders, and categorize tasks with labels and colors. It presents your tasks in a straightforward and uncomplicated format, making it easy to stay organized. You can also share task lists with your team, allowing for collaboration and keeping everyone on the same page. Another great thing about Google Keep is that you can access it from various devices, such as web browsers, Android phones, and iPhones. 

If you are a user of other Google services, Google Keep can be very helpful to quickly capture tasks with a sharing option. However, if you require more advanced organization features, it would be best to find an alternative.

Google Keep task tracker tool

  • Note-taking and Task Management: Google Keep lets you quickly jot down notes, ideas, and to-do lists. You can create text notes, add checkboxes for tasks, and organize them using labels or colors. 
  • Voice Recording and Transcription: Google Keep offers the ability to record voice memos, which can be transcribed into text. This feature is convenient for capturing ideas or taking notes on the go.

9. Teamwork

As its name, Teamwork is positioned as a comprehensive project management solution that aims to simplify projects. The platform makes it suitable for teams that handle client work because it offers the features like invoicing and billing for client work, milestone and task management, time tracking, project templates, workload planning, and easy calendar management.

Teamwork has different pricing tiers to cater to different needs. The Free Forever account is available at no cost and supports up to five people and two projects. Still, it lacks certain advanced features like billing and invoicing, project templates, and app integrations.

Teamwork task tracker tool

  • Teamwork includes built-in time-tracking features. You can track the time spent on tasks using an in-app timer or manually enter time entries. This helps with accurate project billing and monitoring productivity.
  • The free account supports five people and two projects at a time, while the starter plan has all the basic project management you need at $5.99, which provides more templates and automation. 

10. Geekbot

If you're a manager that promotes autonomy at work, well, you seem to be the most desired type of leader in any organization. This doesn't mean that you totally hands off . Stay updated with deliverables to provide feedback and hand prompt supports when your team needs it. Geekbot is a simple and one-thing-focus Slack integration to let you do so.

Geekbot will automatically ask your team members to update their daily progress and send it to a designated channel. Therefore, as a manager, you know what assignments are delivered today and if they are moving towards shared objectives. 

Geekbot task tracker tool

  • Geekbot allows team members to set their weekly goals every Monday and reflect on their work throughout the week on Friday. This feature highlights the importance of priorities and focused work.
  • One-step installation and work in a daily team communication channel reduce the friction of switching among applications.
  • Alternative for standup meetings and asynchronous status report meetings.

11. ProofHub

ProofHub is a powerful task tracker ideal for teams of all sizes seeking a comprehensive project management solution.  If you value features like built-in communication, multiple task views, and a focus on clarity and collaboration, ProofHub is worth considering.  It helps you track your team tasks, organize work, communicate effectively, and manage projects efficiently. Its’ user-friendly interface helps you stay on top of your projects without feeling overwhelmed.

This “all-in-one” project management and team collaboration software simplifies the complex task management process. It lets you break your workload into manageable chunks and organize all necessary details in a centralized location.

good task tracker

  • Create and assign tasks to individuals or groups and set task dependencies to ensure that one task cannot be started until another is completed. Customizable workflows and recurring tasks streamline the process.
  • Choose from multiple views, such as Kanban boards, table view, Gantt chart, and calendar view to check the progress of tasks. Track the time spent on tasks using timesheets.
  • ProofHub offers a 14-day free trial and two flat fixed pricing models. The Essential plan costs $45 per month (billed annually) for unlimited users and up to 40 projects. For unlimited projects and advanced features like custom roles and permissions, workflows, and priority support, you need to upgrade to the Ultimate Control plan, which costs $89 per month if billed annually.

How To Choose A Task Tracker that Works

In general, most task tracker tools offer a free plan for individuals, but you may need to pay to access more advanced features for team use. The value of investing in a paid plan depends on your team's specific needs, budget, and preference for integrating with existing tools and platforms.

For individuals and small teams, starting with simple and affordable tools like Todoist, Any.do, Trello, or Notion can be an excellent choice for managing to-do lists and basic team collaboration. 

For larger teams and more complex projects, platforms like Teamwork, Asana, or Taskade are specifically designed to cater to the needs of cross-functional collaboration at a larger scale. 

A recommended approach is to utilize your team's existing system and enhance it for efficient task tracking. Notion is a potential option for teams with Business or Enterprise plans as it facilitates connection with various teams and tools. For those using Microsoft or Google Enterprise plans, Google Keep or Microsoft Planner can be utilized for seamless integration within their respective systems.

A good task tracker can greatly improve collaboration and productivity among team members. The List of the Best 10 Task Tracker Tools is here to help you make an informed decision and find the best solution for your team. ‍

What is a Task Tracker?

"On average, 50.2% of managers' task time is spent on productive, focused work ."

The Task Management Trends Report shows the common challenges for managers in prioritizing and defending their time for focused work due to various factors, such as meetings, interruptions, and administrative tasks. To organize the vast workloads that managers face daily, they need a task management tool to keep track of to-dos and not let things slip through the cracks.

A task tracker is a smart to-do list to manage tasks and responsibilities. It empowers you to stay on top of your work, set task deadlines, receive timely reminders, and easily track their completion. Then, you are released from the constraints of a limited memory capacity and the chaos of scattered notes.

The best part is that task trackers are not only for personal work management. It works well for teams with many available collaboration features today, from basic to advanced.

As a manager, you can use the task tracker as a centralized hub where everyone can see what needs to be done and who is responsible for each task. Having all tasks and their statuses in one place gives you a hundred percent control of every action item . This makes it easier to identify any bottlenecks, redistribute workloads if needed, and ensure your projects stay on schedule. ‍

Benefits of a task tracker

The benefits cycle of a task tracker

If you manage hybrid or remote teams, you probably understand the difficulty of keeping everyone on the same page when they are working from different locations and time zones. Using a task tracker can be transformative, offering numerous benefits that enhance your ability to track and manage your team's progress effectively. Some key advantages of using a task tracker include:

No more memory challenges

Scientific studies show that short-term memory can only hold around seven items, so it's easy to forget important tasks. With a task tracker, every action item is set and distributed into individual to-do lists with reminders, so you never have to worry about forgetting anything.

Tame the chaos of scattered notes

Post-it notes are great for intentional planning. But to execute ideas, you need a shared system with context, deadlines, and assigned team members to turn them into action items. A task tracker ensures that every task is listed and organized, so you don't waste any good ideas.

Easily track progress

Checking off completed tasks is a great motivator for teams. A task tracker lets you easily see what's been accomplished and what still needs to be done. Who is happier than a manager seeing his or her projects many steps closer to the end goals?

Set yourselves up for productivity

People often procrastinate when they don't receive the signal "Get this done asap!" or need more explicit deadlines or at least priority levels. Externally imposed deadlines are proven to improve task performance. With a task tracker, you can set deadlines and priorities for every task with just a few clicks. They will be automatically rearranged to the date-of-finish view.

Collaboration made easy

A task tracker makes it easy to share tasks and assign them to team members. No more searching through endless messages on Slack. Your remote team members will receive a notification in their task tracker with all the details they need to start working.

Criteria to choose a task tracker tool for team collaboration

While a to-do list is great for jotting down personal tasks, more is needed for managing tasks in a team or project context. When choosing a task tracker tool for team collaboration, there are a few key criteria for you to consider as below:

User-friendly Experience

First and foremost, a task tracker should be user-friendly for the daily use of you and your team. A complex interface and overwhelming features will create more friction in overseeing your tasks. You don't want to waste more time on an app instead of actually finishing work.   

Flexibility 

As you want to use a task tracker for team collaboration, flexibility will be needed regarding personal tastes, project labels, and tags. This allows team members to control task lists in their own way but still keep an eye on shared objectives.

Integration with Other Tools

Choosing the suitable tool for your team, consider its integration feature that can link with your team's current tools and platforms, such as Slack, Calendar, etc., to synchronize data and streamline communication and collaboration among team members.

Scalability and Task Complex

It's essential to measure your team's scale and the complexity of the projects before making the decision. If your team is expanding rapidly (congrats!), steer clear of any tools that may suffice for your current needs but won't be able to keep up with your growth and become cumbersome when dealing with more complex projects.

A task tracker is an efficient tool for team communication and task management. Everyone can access and update task information in real time, highlighting personal responsibilities. Often, managers may find switching to a dedicated planning tool helpful for more complex projects requiring detailed planning. Other than that, the simplicity of a task tracker makes it invaluable. ‍

Task Tracker 2024 FAQ

What are the different types of task trackers?

You can look at different task tracker styles to consider which works best for your work styles and preferences. Some tools offer flexibility, allowing you to switch styles based on your current needs. Here are some common approaches:

A list-based view organizes tasks in a hierarchical list format. It presents tasks in columns of task name, due dates, and person-in-charge. You can sort them based on due dates to have the order of priority and start finishing them one by one.

Kanban board

A Kanban board view uses columns and cards to visualize tasks. Each column represents a stage of progress, such as "To Do," "In Progress," and "Done." You can move cards across columns to reflect their current status and see what is still in the pipeline.

Calendar-based

A calendar-based view displays tasks within a calendar interface. Many jobs extend beyond a single day. In this interface, you'll be able to see what you need to accomplish each day, as well as get a sense of how long certain tasks will take. This way, you can identify any potential issues, like overlapping deadlines or a team member who may be overloaded, and make adjustments accordingly.

Progress Report

Having autonomous teams, all you have to do is stay updated with progress status and support with arising blockers. This type of task tracking empowers ownership of work but still lets managers maintain visibility.

Based on the team's instinct and goal, you can choose different styles of task tracker tools to keep track of performance. Most tools now allow you to have more than one view to manage your team's workloads and progress.

FAQ: Choosing the Right Task Tracker Tool

1. What is a Task Tracker?

A task tracker is a digital tool designed to manage tasks and responsibilities. It helps organize work, set deadlines, provide reminders, and track completion, and is helpful for personal work management and team collaboration.

2. What are the Benefits of Using a Task Tracker?

Plenty! What about better memory management, organized notes and tasks, progress tracking, increased productivity, and easier collaboration? Task Trackers also help in prioritizing and efficiently managing tasks.

3. What are the Top 10 Task Tracker Tools in 2024?

The top tools include Geekbot, Notion, Todoist, Taskade, Asana, Trello, Any.do, Microsoft Planner, Google Keep, and Teamwork.

4. How do you choose the right task tracker?

Consider user-friendliness, flexibility, integration with other tools, scalability, and task complexity. The choice depends on team size, project complexity, and existing systems you have.

5. Are There Different Types of Task Trackers?

Common types include list-based, Kanban board, calendar-based, and progress report styles. Each type suits different work styles and preferences.

6. Can Task Trackers Integrate with Other Tools?

Many task trackers offer integration with tools like Slack, calendars, and other platforms, facilitating synchronized data and streamlined team communication.

7. What Should I Look for in a Task Tracker for Team Collaboration?

Look for user-friendly interfaces, customizable features, integration capabilities, and suitability for your team's scale and project complexity.

8. Are There Free Versions of Task Tracker Tools?

Most tools offer free plans for individuals or small teams, with limitations on advanced features or the number of users.

9. Can Task Trackers Help in Remote Team Management?

Task trackers are very effective for remote and hybrid teams, offering real-time collaboration, task distribution, and progress monitoring features.

10. How Can a Task Tracker Improve Productivity?

By setting clear deadlines, prioritizing tasks, and providing a centralized view of projects, task trackers help teams stay focused and organized, improving productivity.

Get Even More Productive

Besides task tracker tools, check out the following tools to work smarter, not harder:

  • Productivity: Time Management Apps , Time Management Tools , Planning Tools , How to Use AI , AI Websites , Free AI Tools , AI Productivity Tools , and AI Marketing Tools
  • Engagement: Employee Management Software , Employee Engagement Tools , Employee Engagement Survey Providers , Employee Surveys , Employee Survey Tools ‍
  • Collaboration: Virtual Meeting Platforms , Virtual Workspaces , Remote Collaboration Tools , Team Communication Tools ‍
  • Workplace: Desk Booking Software, Room Scheduling Software

I hope this helps – if you want to know more or you have recommendations, just shoot me a message !

Partner with Us

Would you like to highlight your platform on this page? We don't alter our rankings because we are here to help potential buyers, but we can help introduce you to them with a featured placement. Find out more about FlexOS partnership opportunities .

Performance & Productivity

Hybrid and remote teams require a new approach to measuring and improving performance and productivity. We guide you through the what and how.

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How to work smart with a task tracker (benefits, best tools)

Task Tracker

Maintaining a lengthy task list with multiple deadlines, client requirements, and resources can be quite a tedious task. 

Fortunately, you can replace your to-do lists and unreliable sticky notes with a more efficient, fool-proof alternative — a task tracker .

A task tracker will ensure that no important task escapes you by tracking everything that requires your attention.

In this article, we’ll explore what a task tracker is and how you can use it. We’ll also tell you five ways in which task trackers can improve your work quality and discover the best tool for the job.

This article contains:

(Click on the link to go to a particular section)

  • What is a Task Tracker?
  • How to Track Work with a Task Tracker?
  • The Best Task Tracking Solution for 2022: Time Doctor
  • 3 Incredible Benefits of Task Tracking

Let’s begin!

What is a task tracker?

A task tracker is a tool that lets you list, organize, and prioritize tasks, ranging from your daily tasks to large projects. 

With the right task tracker, you can track the time taken per task, automate reporting, etc. 

Task trackers can also track the productivity levels of individuals or a team, giving you insights into how they spend their time on different projects. You can then check the team’s progress to optimize their work accordingly.

This way, a task tracker does more than just letting you create tasks and map out things to be done. It’ll also help you stay on deadlines, improve productivity, and reach the next milestone in success.

Pro Tip : For maximum functionality, opt for task trackers that offer a complete task management system, like Time Doctor . Such tools can streamline mundane administrative processes by automating payrolls, reports, tracking daily tasks, checklists, etc. 

But how do you use a task tracker?

Let’s find out. 

How to track work with a task tracker

Here’s how you can track your task lists and projects with a task tracker:

1. Define project tasks

A study states that 85% of people spend valuable time searching for misplaced docs and information. Unfortunately, this happens when you don’t organize your tasks and related data.

So first, you can list down every project task that needs your attention on your task tracking software – ensuring you don’t miss out on any essential work. 

A project task is a single activity or a work item, leading to the completion of a larger project. 

For example, an advertising company may break their new campaign into scripting, research, cinematography, budgeting, editing, etc. Each of these tasks will take you closer to completing the campaign.

After you list down your project tasks, estimate the time needed to complete these tasks and set due dates for each of them. 

Having all the tasks in one place, on the task tracker, will help you see the big picture.

  • You’ll know where you stand with each of your tasks.
  • You can check on potential task dependencies.
  • You’ll easily know which tasks to tackle first.

With all this information, it should get easier for you to assign tasks accordingly.

2. Scheduling and allocating tasks

The next step is to assign these tasks to your team members. Your team can then start their task planning according to the due dates. 

But to ensure that you don’t overburden any employee, you’ll need an overall view of your team’s project progress. 

For example, some project management apps offer tools like Gantt chart to help you give a comprehensive view of your task list. That’ll help you break down complex projects into simple tasks, rank dependencies, track ongoing task progress – which, in turn, will help you better schedule and allocate tasks.

Allocating multiple projects and tasks through a task tracker will:

  • Help project managers consider the task dependencies before assigning them. 
  • Ensure there isn’t any discrepancy when you draw deadlines and schedule future tasks. 

Note : You can also schedule recurring tasks like weekly meetings in a task tracker.

3. Automate time tracking

According to a study, employees are only productive for 2 hours and 53 minutes in an 8-hour workday. This means we have to make conscious efforts to be productive for long hours. 

But you can only do that if you know how long your employees are productive. This is why most task management tools have automatic time trackers. Or they often provide integrations with other time tracking tools if they don’t have a native time tracker.

Once your team starts working on a project, the tracker will automatically monitor their time on it. 

Project management software like Time Doctor , Proprof Project, Todoist, etc., also gives you the option to choose the task you’re working on. This’ll help you track the time and effort employees put in on every individual task in real-time.

The task management tool then utilizes this time tracking data to generate reports and timesheets, which you can use to review your team’s productivity. 

This way, you’ll not just track time but also receive real-time insights into the tasks they work on and the time they spend on each task. This information will help you work on your team’s productivity and efficiency.

4. Track task status

Nobody likes to be micromanaged or have their project manager look over their shoulders every five minutes. 

Task trackers eliminate the need for micromanaging as you can track all the projects on your screen. It also saves time as employees needn’t send constant updates on their tasks.

Task status plays an essential role in many stages of task tracking. 

For example, while scheduling future tasks, you’ll need to know the status of current ones. This’ll ensure that you’re neither overlapping tasks nor exhausting your team. 

Additionally, it’ll send you notifications if a task is overdue or nearing a deadline. You can then take the necessary steps to speed up the process and stay well ahead of the game.

5. Review task performance

The final stage of task tracking would be the progress review. You need to routinely review your team’s productivity if you’re looking to improve team performance.

Some task trackers like Time Doctor automate reports and work summaries while tracking your team’s project progress. You can then use these reports to analyze the areas of improvement.

These reports can also help you check if your estimation of project completion is correct. And if it’s not, timesheets will show where your team has spent the most time. 

Reviewing can also determine if the tasks are within the budget or not. 

Now that you know how to track projects with a task tracker, let’s check out the finest task tracking solution.

The best task tracking solution: Time Doctor

There are plenty of task trackers available today. 

But how do you know which tool to go for? 

The best tools will track your tasks in progress efficiently, be easy to use, and come with other powerful features to make your work easy – just like Time Doctor .   

What is Time Doctor?

time doctor Time Tracking

Time Doctor is a powerful employee productivity management tool used by major companies like Verizon and Ericsson, as well as small ones like Thrive Market to boost productivity. 

It lets you assign tasks, track them, and check the time spent on each individual task. 

You can even create work schedules for your employees with Time Doctor’s work scheduling feature . 

Time Doctor also generates automated payrolls and productivity reports, saving you a lot of time to work on other important areas of your project. 

Here are some of the features that make it a powerful task tracking and project management tool:

1. Project and task tracking

Time Doctor is a project and task management software that allows you to allocate work, track tasks, and assist in team management. 

With Time Doctor, you can create a main project and break it down into simple tasks. You can then assign these tasks to your team members.

This’ll help you track the progress made on each project task more efficiently while improving the overall workflow of your team.

2. Time tracking

Time Doctor lets you track the time spent on every task, project, and client. 

The tool offers two types of time tracking modes: 

  • Manual: An employee can kickstart time tracking by entering the task’s name and clicking the start button. To stop the tracking, all they have to do is to click the stop button when they’re done with the task or need a break.

Easy and accurate time tracking

  • Automatic: With the automatic time tracking feature, you don’t have to stress about starting the time tracker every time you begin working. It’ll automatically keep tracking time but run silently in the background. 

3. Reports and reviews

Time Doctor streamlines reporting for you by generating automated reports and analytics based on projects as well as task tracking. 

Here are some of the reports you can view:

  • Projects and tasks report : This shows how much time an employee spends on individual projects and tasks.
  • Attendance reports : Reports if an employee is present, absent, or late in real-time.
  • Activity summary report : This shows the employees’ active time, idle minutes, and mobile login time.
  • Web and app usage report : Reports each employee’s time spent on different websites and apps.

4. Chrome extensions and integrations

Through Time Doctor, you can integrate with other management and accounting tools like Asana , GitHub , Zoho Projects , etc. This’ll allow you to juggle multiple projects, streamline tasks across various platforms, and save time – with one tracking software.

You can download the Time Doctor extension from the Chrome web store to enjoy seamless integration and collaboration across various platforms.

Still wondering if a task tracker is worth it?

Let’s check out some of the advantages of a good task tracker app.

3 incredible benefits of task tracking

Here are a few reasons why you should start using a task tracker today: 

1. Manage productivity

Keeping pace with multiple tasks, deadlines, and managing a team well could seem challenging –  but not with a task tracker app.

Task trackers help you jot down multiple tasks, delegate them, and deliver them right on time according to the due dates. 

Time trackers also allow you to assign tasks according to the skill-sets of employees. 

How? With a task tracker, you’ll know exactly how employees perform different tasks, and the time they take to work on each project. Using this information, you can assign them appropriate tasks with apt deadlines.

Additionally, some task management tools also leave room for individuals to improve their efficiency on their own. 

For example, productivity management tools like Time Doctor allow individuals to view their daily and weekly working hours. 

This inspires employees to work on their time management to be more productive and efficient. Besides, task trackers also encourage a smooth workflow as employees get a clear idea of their deliverables and due dates – eliminating confusion and improving focus.

As a result of it all, you’ll have a robust project management system in place.

2. Focus on priorities   

A task tracker app helps you break down projects into simpler tasks to help you identify the things you need to prioritize. It can also detect if there are important tasks that may fall behind schedule.

Moreover, with its time tracking abilities, you can quickly realize if you’re taking longer than usual for a standard task. If you’re, you can focus better on that specific task and prioritize it.    

3. Optimal use of resources

To have excellent productivity levels, you need a team that’s happy and de-stressed. 

With a task tracker, you’ll have a clear picture of who’s doing what and how much. This’ll help you delegate work to your employees accordingly. 

For example, task management software may offer useful features like a workload chart, Gantt Chart, or a Kanban Board . These features help visualize your entire project tasks so that you’ll know where your resources are employed, their task status, etc.

This way, you’ll be able to use your resources better without overburdening your employees.

If you’re still unsure about investing in a task tracker, you can use free task management software to test the waters – before taking the plunge.

Wrapping up

A task tracker helps you track multiple projects, giving you a clear idea of your progress, work duration, deadlines, and more. 

This way, task trackers allow you to create a more productive and efficient work environment. 

If that’s your end goal too, stop stacking away to-do lists today. Instead, sign up for a time tracking and productivity management tool like Time Doctor to track your tasks with ease!

Book a free demo of Time Doctor

help managers focus on what matters most

Vaishali Badgujar is a Content and SEO specialist at Time Doctor, an employee-friendly time-tracking system that boosts productivity.

5 best tools for GitHub time tracking

Microsoft teams vs zoom: the 8 key differences, related posts, cultivating a productive work environment: strategies and best practices, investing in employee development to boost productivity, 64% of fully remote businesses believed they were highly productive, financial wellness is key to unlocking employee productivity in 2024, the impact of labor efficiency ratio on economic growth, the role of technology in enhancing labor efficiency ratios.

Explore the features that help your team succeed

Meet trello.

Trello makes it easy for your team to get work done. No matter the project, workflow, or type of team, Trello can help keep things organized. It’s simple – sign-up, create a board, and you’re off! Productivity awaits.

Take a page out of these pre-built Trello playbooks designed for all teams

Our product in action.

Use case: Task management

Track progress of tasks in one convenient place with a visual layout that adds ‘ta-da’ to your to-do’s.

Use case: Resource hub

Save hours when you give teams a well-designed hub to find information easily and quickly.

Use case: Project management

Keep projects organized, deadlines on track, and teammates aligned with Trello.

For individuals or small teams looking to keep work organized.

Compare plans & pricing

Whether you’re a team of 2 or 2,000, Trello’s flexible pricing model means you only pay for what you need.

Learn & connect

View your team’s projects from every angle.

Automate tasks and workflows with Butler automation.

Power up your teams by linking their favorite tools with Trello plugins.

Give your team a blueprint for success with easy-to-use templates from industry leaders and the Trello community.

Integrations

Find the apps your team is already using or discover new ways to get work done in Trello.

Marketing teams

Whether launching a new product, campaign, or creating content, Trello helps marketing teams succeed.

Product management

Use Trello’s management boards and roadmap features to simplify complex projects and processes.

Engineering teams

Ship more code, faster, and give your developers the freedom to be more agile with Trello.

Design teams

Empower your design teams by using Trello to streamline creative requests and promote more fluid cross-team collaboration.

From hitting revenue goals to managing workflows, small businesses thrive with Trello.

Remote teams

Keep your remote team connected and motivated, no matter where they’re located around the world.

Read though our use cases to make the most of Trello on your team.

For teams that need to manage more work and scale collaboration.

Best for teams up to 100 that need to track multiple projects and visualize work in a variety of ways.

Everything your enterprise teams and admins need to manage projects.

Trello guide

Our easy to follow workflow guide will take you from project set-up to Trello expert in no time.

Remote work guide

The complete guide to setting up your team for remote work success.

Enjoy our free Trello webinars and become a productivity professional.

Customer stories

See how businesses have adopted Trello as a vital part of their workflow.

The sky's the limit in what you can deliver to Trello users in your Power-Up!

Help resources

Need help? Articles and FAQs to get you unstuck.

Helping teams work better, together

Discover Trello use cases, productivity tips, best practices for team collaboration, and expert remote work advice.

Accelerate your teams' work with Atlassian Intelligence (AI) features 🤖 now in beta! Learn more.

Trello brings all your tasks, teammates, and tools together

Keep everything in the same place—even if your team isn’t.

An illustration showing different features of a Trello board

A productivity powerhouse

Simple, flexible, and powerful. All it takes are boards, lists, and cards to get a clear view of who’s doing what and what needs to get done. Learn more in our guide for getting started .

Trello boards keep tasks organized and work moving forward. In a glance, see everything from “things to do” to “aww yeah, we did it!”

The different stages of a task. Start as simple as To Do, Doing or Done—or build a workflow custom fit to your team’s needs. There’s no wrong way to Trello.

Cards represent tasks and ideas and hold all the information to get the job done. As you make progress, move cards across lists to show their status.

An illustration of a Trello board

Trello in action

Workflows for any project, big or small

Project management.

Keep tasks in order, deadlines on track, and team members aligned with Trello.

Empower your team meetings to be more productive, empowering, and dare we say—fun.

Onboarding to a new company or project is a snap with Trello’s visual layout of to-do’s, resources, and progress tracking.

Task management

Use Trello to track, manage, complete, and bring tasks together like the pieces of a puzzle, and make your team’s projects a cohesive success every time.

Brainstorming

Unleash your team’s creativity and keep ideas visible, collaborative, and actionable.

Resource hub

Save time with a well-designed hub that helps teams find information easily and quickly.

No need to start from scratch. Jump-start your workflow with a proven playbook designed for different teams. Customize it to make it yours.

See work in a whole new way

View your team’s projects from every angle and bring a fresh perspective to the task at hand.

An illustration showing the Timeline view of a Trello board

Hit deadlines every time

From weekly sprints to annual planning, Timeline view keeps all tasks on track. Quickly get a glimpse of what’s coming down the pipeline and identify any gaps that might impede your team’s progress.

Learn more about Timeline view

An illlustration showing the Calendar view of a Trello board

Stay on top of tasks

Start each day without any surprises. Whether scheduling an editorial calendar or staying on top of to-dos, Calendar view is like a crystal ball giving you a clear vision of what work lies ahead.

Learn more about Calendar view

Powerful ways to grow

Do more with Trello

Trello’s intuitive features give any team the ability to quickly set up and customize workflows for just about anything.

Connect the apps your team already uses into your Trello workflow or add a Power-Up to fine-tune your specific needs.

Butler Automation

No-code automation is built into every Trello board. Focus on the work that matters most and let the robots do the rest.

Trello Enterprise

The productivity tool teams love, paired with the features and security needed for scale.

[Trello is] great for simplifying complex processes. As a manager, I can chunk [processes] down into bite-sized pieces for my team and then delegate that out, but still keep a bird's-eye view.

Joey Rosenberg

Global Leadership Director at Women Who Code

75% of organizations report that Trello delivers value to their business within 30 days.

Whether someone is in the office, working from home, or working on-site with a client, everyone can share context and information through Trello.

Sumeet Moghe

Product Manager at ThoughtWorks

81% of customers chose Trello for its ease of use.

We used Trello to provide clarity on steps, requirements, and procedures. This was exceptional when communicating with teams that had deep cultural and language differences.

Jefferson Scomacao

Development Manager at IKEA/PTC

74% of customers say Trello has improved communication with their co-workers and teams.

Trello priced your way.

Trusted by millions, Trello powers teams all around the world.

Free for your whole team

For individuals or teams looking to organize any project.

Per user/month if billed annually ($6 billed monthly)

For small teams that need to manage work and scale collaboration.

Per user/month if billed annually ($12.50 billed monthly)

For teams that need to track and visualize multiple projects in several ways, including boards, timelines, calendars, etc.

Per user/month - billed annually ($210.00 annual price per user)

For organizations that need to connect work across teams with more security and controls.

Join over 2,000,000 teams worldwide that are using Trello to get more done.

Get started with Trello today

good task tracker

Best 7+ Task Trackers for Small Teams: 2024 Guide

good task tracker

Time is indeed money, especially in the fast-paced world of small teams, where managing time effectively is more critical than ever. The right task tracker is key to staying organized and focused. But with so many options available online, which one is perfect for your team? 

This is where Aloa steps in. With our expertise in managing complex software development projects , we understand the challenges small teams face. We've seen firsthand how the right task tracker can transform a team's productivity. Our recommendations are based on real experiences and proven results.

In this guide, we'll show you the top 7+ task trackers for small teams in 2024. These aren't just any tools; they're the ones that really work. They help teams stay aligned and productive, turning potential stress into smooth progress. We'll also share the essential features of a task tracker and how to choose the one for you!

Let's start!

Most Recommended Task Tracker for Businesses in 2024 

As we near the end of 2024, businesses are seeking the most effective task tracker. Our guide highlights top choices for small teams, focusing on tools that excel in enhancing productivity and simplifying project management . Delve into our expert picks to elevate your team's efficiency. Here are Aloa’s most recommended task trackers:

Best Task Tracker for Startups

Starting a business comes with its unique set of challenges. Our best task tracker for startups zeroes in on tools that make juggling these tasks a breeze. These systems can make your startup journey smoother and more organized. Here are the best ones:

1. Trello - Best Choice for Startups

Trello - Best Choice for Startups

Trello is more than just a simple task tracker; it is a comprehensive and collaborative tool that unites your team, tasks, and tools in one place. Despite the team's location, Trello offers seamless communication and coordination functionality.

Trello's standout feature is its flexibility. Regardless of how large or small your project is, Trello provides a simple yet powerful structure comprising boards, lists, and cards. This structure makes it easy to see who's doing what and what needs to get done. Trello moves away from the traditional task tracker to a productivity powerhouse.

Notable Features of Working with Trello

  • Boards: Keeps tasks organized and work moving forward.
  • Lists: Aligns the different stages of a task from inception to completion.
  • Cards: These carry all the information needed to get tasks done.
  • Custom fields: Allows for creating a simple to-do list or a complex workflow.
  • People and Projects: You can visualize your project from different perspectives, such as a dashboard, a timeline, a table, etc.
  • Integrations: Trello integrates seamlessly with over 200+ other tools to enhance productivity.

Trello’s Price Plans

Trello offers a freemium pricing model with a free basic plan, a business-class plan at $10 per user/month, and an enterprise plan with custom pricing based on the size of the team and the features needed. Potential users are encouraged to visit Trello's website for more information on their pricing and to find a plan that best fits their business needs.

Trello primarily targets startups, digital agencies, and software development teams managing projects of varying sizes. It is designed for teams seeking a flexible, visual, and easy-to-use tool to manage tasks and improve productivity. Whether you're a newly formed team, a seasoned team looking for more efficient ways to manage tasks, or a distributed workforce aiming to stay connected, Trello provides a platform and features that fit your unique needs.

2. Teamwork - Top Pick for Client-Centric Teams

Teamwork - Top Pick for Client-Centric Teams

Expanding on traditional task management, Teamwork emerges as the only all-in-one platform for client work. It's a powerful solution designed to drive business efficiency, increase profitability, and facilitate scaling with confidence.

As a universal task tracker, Teamwork distinguishes itself with its paramount focus on client operations. It offers real-time solutions for everyday challenges startups encounter, such as balancing team capacity, organizing systems of record, and optimizing recurring revenue from retainers.

Notable Features of Working with Teamwork

  • Project Management: Allows efficient planning and monitoring, ensuring projects are delivered on time and within budget.
  • Resource Scheduler and Utilization Report: Enables efficient staff utilization and capacity maximization.
  • Invoice, Billing, and Reporting: Minimizes manual work in managing cash flow, budgets, and staff utilization.

Teamwork’s Price Plans

Teamwork offers various pricing plans to suit the varying needs of small teams. The options include a Free Plan, a Starter Plan pegged at $5.99 per user/month, a Deliver plan at $9.99 per user/month, and the Grow plan at $19.99 per user/month. For a comprehensive breakdown of what each plan offers, head over to Teamwork's Pricing Page.

Targeted predominantly at startups, e-commerce businesses, and digital agencies, Teamwork is an optimal choice for client-facing teams seeking to balance profitability and productivity. If you're a team passionate about delivering exceptional client work and striving for streamlined operations, consider Teamwork your go-to task tracker solution.

3. Ayoa - Best Creative Task Management Tool

Ayoa - Best Creative Task Management Tool

Uniquely approaching task tracking, Ayoa integrates an engaging suite of productivity tools with a creative bend. It's far from being your run-of-the-mill task tracker. Instead, Ayoa utilizes the power of mind mapping and artificial intelligence to initiate "neuro-inclusive" productivity.

Ayoa's distinctive feature lies in its blend of task management with mind mapping. This combination is designed to stimulate memory and creativity, thus redefining the way tasks are mapped, tracked, and accomplished.

Notable Features of Working with Ayoa

  • Mind Mapping: Proven to enhance productivity and creativity while giving a complete view of your ideas and goals.
  • Whiteboards: Great for freeform thinking or creating content dashboards with various features like videos, links, flowcharts, etc.
  • Workflow: Manage your projects in a linear and clear manner inspired by traditional Kanban boards .
  • Gantt Timeline: Ideal for tasks with multiple milestones, offering an easily adaptable Gantt timeline view.
  • Radial & Canvas View: Presents your tasks or ideas in a visual pie-chart or circular format.

Ayoa’s Price Plans

Ayoa offers three pricing plans. The 'Ayoa Free' tier offers unlimited mind maps and basic branch styles. The 'Ayoa Mind Maps' tier unlocks freehand mind maps, speed maps, radial maps, and more. Lastly, 'Ayoa Ultimate' allows users to enjoy AI-generated ideas and images, visual task and project management, team collaboration features, and more. Detailed pricing and features for each plan can be found on the Ayoa Pricing page.

Ayoa is designed for small teams, creative agencies, educators, and individuals seeking an innovative way to manage tasks. It is perfect for those keen on leveraging the power of mind mapping and appreciate a visual and creative approach to task management. So, whether you're a startup team brainstorming revolutionary ideas or an educator hoping to harness the benefits of mind mapping and AI in task management, Ayoa could be the task tracker you've been looking for.

Best Task Tracker for Small Remote Teams

Managing a small remote team poses its unique set of challenges. Our curated list under the best task tracker for small remote teams branches out to those applications designed to keep your team connected and tasks organized, even across miles. 

Discover how these systems can transform your remote work dynamics by checking out what’s included below:

4. Asana - Top Choice for Cross-Functional Remote Teams

Asana - Top Choice for Cross-Functional Remote Teams

Asana strides into the task tracker industry with a single, overarching mission - to boost efficiency across organizations. Offering an incredibly user-friendly platform, Asana is designed with cross-functionality at its core, making it a favored choice for small remote teams wanting to deliver quality work quicker.

Asana distinguishes itself as an expert in work management, ranked highly by industry experts for fostering cross-team collaboration. The company stands out primarily for its ability to provide a structured platform that harmoniously links tasks, collaborators, and progress, thus accelerating business goal achievement.

Notable Features of Working with Asana

  • Cross-Functional Task Tracking: Asana offers a complete platform that accommodates varied team specialties, including marketing, IT, and operations, making it a perfect fit for cross-functional teams.
  • Project Management: It aids in managing complex tasks, connecting interdependencies, and streamlining work among teams, which is essential for efficient project implementation.
  • Workflow Automation: Asana has a built-in capacity for automating work assignments, due dates, and more, all aimed at reducing manual labor and boosting productivity.
  • Real-Time Reporting: The platform offers a feature for real-time insights into the progress of different workstreams, allowing for accurate monitoring and quicker decision-making.
  • Integrations: Asana integrates with over 200 apps, providing seamless synchronization with your other work tools creating a unified, efficient workspace.
  • Strategic Planning Tools: Asana enhances your strategic planning process with features for setting annual plans, providing real-time insights, and budget monitoring.

Asana’s Price Plans

Asana offers a diverse range of pricing plans designed to cater to individuals and groups of varying sizes. Each level offers a range of features, with more advanced tools and functionalities available as the pricing tiers progress. For a more detailed and comprehensive overview of Asana's pricing plans and the specific features each tier offers, potential users are encouraged to visit Asana's website.

Asana is an excellent choice for small remote teams looking to enhance their task tracking, efficiency, and overall productivity. This task tracker was created with such teams in mind, providing features that align with the nature of cross-functional and remote work. Asana is not solely in business for profit - their story resonates with teams driven by mission and purpose, just like yours. Their goal lies in complementing your team’s efforts integrating your tasks into a single connected space to focus on the work that truly counts.

5. Slack - Best Pick for Seamless Integration and Communication

Slack - Best Pick for Seamless Integration and Communication

Slack is renowned in productivity platforms and is geared to meet contemporary work requirements. Personalized for people and built for productivity, Slack has become a popular choice amongst small remote teams. A platform designed for improved collaboration, Slack provides an environment that helps you automate routine tasks, connects you with the right people, and keeps everything you need at your fingertips.

What sets Slack apart from other task trackers lies in its core design philosophy - its goal to personify productivity. Slack's uniqueness lies in its ability to combine all the necessary tools you need on a single platform, reshaping how you work while keeping human interaction central. By providing flexible options for work styles and fostering an environment of ease of use, it sets itself apart in the task tracker domain.

Notable Features of Working with Slack

  • Automation and Integration: Streamline your workflow by automating routine tasks with the power of AI. Additionally, Slack allows integration with over 2,600 apps, providing a comprehensive productivity platform.
  • Flexible Communication Platforms: Slack offers many channels for you and your team to communicate. From chat and audio clips to video meetings and live discussions, collaborate in the way that suits you best.
  • Channel-Based Collaboration: Expand your team's cohesion with channel-based workspaces. Channels offer a unified space for inter-departmental collaboration, uniting teams across varying locations and working schedules.
  • Content Searchability: Slack channels keep all your content in one place and fully searchable, avoiding the hassle of forwarding numerous emails to team members.
  • Task Automation: Enhance productivity by transforming routine meetings and tasks into automated workflows. This helps save time and reduces the constant back-and-forth.

Slack’s Price Plans

Slack offers pricing plans aimed at a broad audience range. However, specifics regarding its cost structures and the variety of features included in each package are best reviewed directly on their website. Slack assures an extensive suite of capabilities even amidst their pricing plans, promising efficiency and productivity regardless of your choice.

Created with a deep understanding of modern work dynamics, Slack is particularly suitable for small remote teams. Its design, which rapidly adapts to your organization's scaling needs, assures a seamless collaboration experience. Considering Slack isn't just a messaging tool but a fully-fledged productivity platform, adapting it might be a game-changing decision for your team’s collaboration and efficiency.

6. Microsoft Teams - Top Pick for Microsoft Ecosystem Users

Microsoft Teams - Top Pick for Microsoft Ecosystem Users

Microsoft Teams is a platform designed to enhance productivity through efficient collaboration. With Microsoft Teams, businesses can level up their work, bringing teams together to scale the business and achieve more. Built from the ground up for ease and convenience, Teams takes a holistic approach to collaboration, enabling users to communicate, share, and work in one place. It's a tool that scales with your business, making it suitable for small teams and large corporations alike.

What truly sets Microsoft Teams apart is its deep integration with established Microsoft tools and software. Developed by Microsoft, Teams naturally assimilates with the existing Microsoft ecosystem, including all core Office 365 applications. It also boasts of its versatility, allowing your team to work when, where, and how it's most suitable for them, be it via chat, audio or video clips, or real-time discussions.

Notable Features of Working with Microsoft Teams

  • Comprehensive Communication Suite: Microsoft Teams allows for a holistic communication experience with its platform for hosting meetings, making calls, collaborating, and chatting all in one place.
  • Personalized Channels: Create public or private channels depending on the nature of your team's conversations and work. This feature allows for greater focus and collaboration within your workspace.
  • Integrated Microsoft 365 Apps: Seamless integration with Microsoft 365 Apps equips your team with powerful tools for document creation and collaboration.
  • Superior Audio and Video Quality: Host engaging meetings with high-quality audio and video feeds, bolstering your team's collaboration experience.
  • Cross-Platform Accessibility: Available on all major platforms, including Windows, macOS, iOS, and Android. This allows your team to stay connected and productive, regardless of the device or location.
  • Enhanced Security Measures: Your team's communication and work remain secure with Teams' top-notch encryption for meetings, chats, calls, and files. This provides peace of mind and ensures data confidentiality.

Microsoft Team’s Price Plans

Microsoft Teams provides flexible pricing plans for different team sizes and business needs. The free version offers basic features perfect for small teams. For full suite access, Microsoft 365 Business Standard costs $12.50/user/month. Regular discounts may be available on the official Teams website. It's best to check the website for updated prices.

Microsoft Teams is ideal for small to large teams looking to streamline their collaboration efforts and maximize productivity. Equipped with robust task tracker abilities, it is particularly beneficial for teams regularly using Microsoft Office tools, as it smoothly integrates with the entire Microsoft ecosystem. 

Best Task Tracker for Teams On a Budget 

Keeping budget constraints in mind doesn’t mean compromising on productivity or organization. In our best task tracker for teams on a budget section, we bring forward tools that deliver efficiency without breaking the bank. 

Check out these affordable task trackers and how they can keep your team on point and your finances intact:

7. ClickUp - Best Choice for Budget-Friendly Project Management

ClickUp - Best Choice for Budget-Friendly Project Management

ClickUp is a comprehensive project management tool designed to streamline your workflow and enhance team productivity. Providing a complete solution to both simple and complex project management needs, ClickUp aims to eliminate the hoodoo of multiple applications, enabling teams to manage and oversee all forms of work in a single platform. It's a one-stop application considered the perfect choice by more than 2 million teams worldwide to accomplish their work effectively.

ClickUp boosts productivity by providing efficient tools that streamline work and enhance collaboration. It empowers teams to centralize project-related communications, fostering closer interactions at significant distances. With ClickUp, teams experience a decluttered workspace as they eliminate different application usages and reduce costs effectively. It's tailored to fit any team and easily customizable as the team needs to evolve.

Notable Features of Working with ClickUp

  • AI-powered productivity: Leveraging artificial intelligence, ClickUp aids faster task execution.
  • Multiple View Options: Switch between 15 views, including list, board, Gantt, and more.
  • Quick customization: Adapts to various work types with easy configuration.
  • Seamless integration: Effectively integrates with tools already in use.
  • Comprehensive search: Locate any file in ClickUp or a connected application.

ClickUp’s Price Plans

ClickUp offers affordability as one of its biggest selling points, standing as an ideal choice for teams on a budget. It has a free forever pricing plan for personal use, which provides basic features and 100MB of storage. Considering the various features that ClickUp presents, visiting the platform's official website for the most recent pricing details is a recommended action.

Indeed, for teams operating on a tight budget, it's crucial to make every penny count, including choosing the right task tracker tool. ClickUp emerges as your efficient solution, designed not only to meet your teamwork demands but also to accommodate your budget restrictions. Delivering a diverse list of features and flexible pricing strategies, ClickUp serves as a wallet-friendly yet robust solution. Harness the power of streamlined collaboration, enriched project management, and task tracking without straining your budget. 

8. Basecamp - Top Choice for Streamlined Small Team Management

Basecamp - Top Choice for Streamlined Small Team Management

Basecamp is the ideal choice for small teams desiring to move at a blistering pace and make substantial progress. Basecamp has been a trusted partner for small businesses, offering them a project management platform that perfectly understands the needs of the smaller players competing against corporate giants.

Basecamp has a deep-rooted understanding of the grind that small teams undergo day in and day out. Their solution aims to ease the struggles of managing people, projects, clients, deadlines, and expectations, enabling businesses to glide through their assignments effortlessly and not just grind. They revolutionized project organization by ensuring that every aspect of a task lives on a single page, making everything easily accessible and trackable, thus reducing the need for teams to juggle through different platforms.

Notable Features of Working with Basecamp

  • Unified Project View: All aspects of a project are housed on a single page for ease of access and reference.
  • Private Conversations: Offers private messaging (pings) for confidential communications.
  • Summary Reports: Quick and insightful summaries keep you on tabs with key insights.
  • Notification Protections: Protects your team from unnecessary distractions with notification controls.
  • Timeline: A historical timeline feature to trace back every action.
  • Customer Support: Exceptional round-the-clock customer service.

Basecamp’s Price Plans

Basecamp offers cost-effective plans starting at about $5/user per month, making it an affordable task tracker for start-ups, small teams, or freelancers. If you're a larger group or a growing business, you can opt for Basecamp PRO UNLIMITED, priced around $70 per month for unlimited users. The exact pricing may vary, and for detailed information, kindly refer to the Basecamp website.

If you're a small team competing with larger corporations and looking for a task tracker that is reliable and budget-friendly, Basecamp could be the ideal solution. This platform not only makes managing your projects and tasks more effortless but also provides you with a strategic advantage to level the playing field in your industry.

9. Chanty - Best Pick for Secure and User-Friendly Team Communication

Chanty - Best Pick for Secure and User-Friendly Team Communication

Chanty is renowned as the most secure and user-friendly platform for messaging, video calling, and task management; Chanty is committed to helping teams work smarter. With a perfect blend of simplicity and security, Chanty provides large and small teams with an intuitive, organized, and seamless experience.

What sets Chanty apart is its ability to streamline communication and collaboration, allowing teams to work effectively irrespective of their location or size. Beyond traditional messaging and task management, the platform throws open a world of possibilities with video conferencing, screen sharing, 4k video, audio support, and an ability to transition from typed messages to video calls with a simple click.

Notable Features of Working with Chanty

  • Secure video conferencing: Conduct high-quality video calls with up to 1000 participants.
  • Convenient messaging: Type or turn a message into a task for improved workflow.
  • Easy Task Management: Create new tasks from scratch or turn messages into tasks.
  • Seamless integrations: Add your favorite software to your workflow.
  • High-level security: Get enterprise-grade data protection with encrypted transactions.

Chanty’s Price Plans

For teams concerned about the budget, Chanty has a very viable pricing plan. The "Free" plan works exceptionally well for medium and small businesses, offering unlimited conversations, built-in task management, and support for up to five team members. For comprehensive pricing details, visiting the Chanty website is recommended.

Teams on a budget looking to supercharge their productivity will find in Chanty a task tracker that's high on features, simple to use, and affordable. Chanty stands as a testimony that a brilliant mix of advanced technology and affordability can indeed co-exist. Navigating the world of task management was never easier or more cost-effective.

Essential Features of a Task Tracker for Small Teams

Finding the right task tracker for a small team isn't just about making a list of tasks. It’s about finding a solution that can adapt to your workflow, facilitate collaboration, and help you meet your goals more efficiently. 

Here are the indispensable features of a task tracker designed to push small teams to success:

Essential Features of a Task Tracker for Small Teams

  • Simplicity: The best task trackers are user-friendly and intuitive. This will ensure that team members will quickly adapt and adopt the tool into their workflow.
  • Task Assignment: A good task tracker should allow for effortless task assignments to individual team members or groups. This promotes responsibility and accountability within the team.
  • Real-Time Collaboration: Real-time collaboration features, such as shared calendars, document collaboration, and instant messaging, are necessary. These provide a central space for team communication and coordination.
  • Task Prioritization: Task trackers should allow task prioritization so team members can quickly see what needs their attention first. Every team member should be able to organize their tasks based on priority levels.
  • Progress Tracking: The ability to track task progress is crucial. Look for a task tracker with features that track task progress from initiation to completion.
  • Integration with Other Tools: Task trackers should seamlessly integrate with the tools your team is already using, like email platforms, file-sharing tools, CRM software, and more. It eliminates the barrier between tools and streamlines the work process.
  • Mobile Accessibility: In today's environment, task trackers must offer mobile versions or apps. This lets team members stay on their tasks and communicate from anywhere.
  • Notifications and Alerts: Real-time notifications or alerts for task updates, deadlines, and changes are vital for keeping everyone in the loop. These notifications ensure that no task falls through the cracks.
  • Task Dependencies: For complex projects, the task tracker should easily establish task dependencies, i.e., tasks that must precede others. This feature enables a clear pathway and prevents roadblocks during the project execution.
  • Data Security: The security of your project data is crucial. A trustworthy task tracker ensures data privacy and compliance with security standards.
  • Customization: Teams should be able to customize the task tracker to suit their work patterns. Custom labels, workflows, or fields can cater to the specific needs of the team.
  • Reports and Analytics: Task trackers must provide analytical data and reports. These insights help identify bottlenecks, track team performance, and improve productivity in the long run.

Investing in a task tracker that embodies the above features will surely be a game-changer for small teams aiming for substantial growth. Remember, not every task tracker will match your team perfectly. You must test a few options, utilize their trial periods, and decide on the one that best aligns with your team's objectives and workflow.

How To Choose the Best Task Tracker For Your Team

Selecting the right task tracker for your team is a decision that requires careful thought and analysis. Your choice will directly impact your team's productivity, effectiveness, and satisfaction. Whether you're a start-up or an established business, here are some key points to consider when choosing the ideal task tracker:

How To Choose the Best Task Tracker For Your Team

  • Understand Your Team's Requirements: Every team is distinct, with unique needs and workflows. Prior to exploring available task trackers, take time to understand your team's specific requirements. Consider the size of your team, the nature of your tasks, the complexity of your projects, and the gaps that should be addressed.
  • Assess Functionality: A good task tracker offers more than task management. It should provide comprehensive features like time-tracking, project management, collaboration tools, notification settings, and task prioritization. Compare the features of various task trackers and see which ones align best with your team's needs.
  • Test for User-friendliness: An overly complex task tracker can become a hurdle, rather than a help. Ensure that your task tracker is user-friendly and does not require an extensive learning curve. Most task trackers offer a free trial - utilize this to see how intuitive the interface is and how easily your team can adapt to it.
  • Integration Capability: Excellent task trackers should seamlessly integrate with other tools your team frequently uses. Whether it's your email platform, CRM software, or file-sharing applications, seamless integration can enhance productivity and company-wide collaboration immensely.
  • Mobile Access: A task tracker with a robust mobile app can ensure that team members can stay updated and contribute irrespective of location.
  • Scalability: As your business evolves, so will your team and its needs. Choose a task tracker that can scale with your team and accommodate your growing needs in the long term.
  • Budget: The best task tracker offers the desired functionalities at an affordable price. Carefully assess the pricing plans of different task trackers and compare them to your budget. Remember, the most expensive option isn't always the best one. Look for cost-effectiveness, not just low price tags.
  • Customer Support: Efficient and responsive customer support is a crucial aspect to consider. There will be times when you need assistance with the tool, and in such times, customer support should be readily available.
  • Security: Your task tracker will deal with sensitive company information, making security paramount. Ensure that the task tracker complies with all necessary data protection regulations and has robust security measures.

Choosing a task tracker that accurately aligns with your team's requirements can significantly improve efficiency, simplify task management, and drive growth. Make sure to spend sufficient time researching and understanding your options before settling on one. Your perfect task tracker is out there; it's just a matter of finding it.

Key Takeaway

Selecting the right task tracker can seem like a daunting challenge. It's a decision that holds significant weight, as the right tool can dramatically enhance your team's productivity and streamline your project management processes.

At Aloa, we deeply understand this challenge. We also know that every team is different, and sometimes, the best solution is a task tracker made just for you. With our background in business outsourcing, we're experts at creating custom solutions. In fact, we've already helped over 250 clients find the perfect software development expert to build tools that meet their specific needs.

If you’re thinking about a custom task tracker for your team, we're here to help!  Reach out to us at [email protected] to set up a conversation. Let's make something great together that fits your team perfectly.

Aloa is your trusted software development partner.

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15 Excel Spreadsheet Templates for Tracking Tasks, Costs and Time

ProjectManager

Still using spreadsheets to manage your projects? Revolutionize your project management with ProjectManager. Plan projects, manage resources and track progress with powerful features the whole team can use.

Excel spreadsheet templates are a great tool to track the costs, time and performance of your team. We’ve collected ProjectManager’s 15 best Excel spreadsheet templates for tracking that you can download and use for free.

1. Dashboard Template

A dashboard is how you keep track of your work, including the time spent on tasks, what you’re spending and if you’re making progress as planned. ProjectManager’s free dashboard template for Excel gives you an overview of how you’re doing on your work. This information is vital to know if you’re overspending or running behind on your schedule.

Project Dashboard Template for tracking

ProjectManager’s free dashboard template has several widgets that monitor metrics in your work. For example, there’s a color-coded task graph that shows if your tasks are complete, in progress, not started or overdue. There’s also a workload chart for managing teams and making sure their workload is balanced.

There’s another task graph that measures the duration of the tasks, which is helpful in seeing what’s getting done on time and what’s taking too long. Finally, there’s a cost bar chart to help you stay on budget.

This Excel dashboard template can manage your work, but it’s a static document that must be updated manually. Project tracking software automates that process. ProjectManager is better than Excel spreadsheet templates as it helps to accumulate real-time data, crunch the numbers and display it. Get started with ProjectManager free today.

ProjectManager's real-time project management dashboard

Not all project management software offers the same project dashboards. ProjectManager’s project dashboard comes equipped with the right project management features to help you keep track of time, tasks, costs and more.

2. Task Tracker Template

ProjectManager’s free task tracker for Excel template can organize and keep track of your work. It’s similar to a to-do list, where you just need to add the work and manage it. Having a task list is the first step to controlling your work.

This task tracker spreadsheet captures the details of your work. Add the name of the task and include dependent tasks. You can assign it to yourself or someone on your team.

free task tracking template

Next, set the priority and when you expect to finish. Finally, there’s a column to mark its status, which is essential to track your work. It has everything you need to track your tasks at a basic level with an Excel spreadsheet.

3. Budget Spreadsheet for Cost Tracking

Managing costs in your work is as important as meeting deadlines. ProjectManager’s free budget template for Excel helps you keep to your budget by tracking your financial details on one spreadsheet.

Project budget spreadsheet for tracking

Tasks cost money, and the budget defines the costs of the resources you’ll employ to deliver those tasks to completion. First, the spreadsheet template has a numbered list that corresponds to your work breakdown structure (WBS) . Then, there are labor costs including planned vs. actual hours plus the cost per hour. Materials are broken down by units and cost per unit.

There’s also room for other line items on your budget, which include travel, equipment, fixed and miscellaneous costs. Finally, there are columns to collect the budgeted and actual cost for each line item, then a balance showing if the line item is above or under budget.

Related: How to Track Project Expenses

4. Timeline Template

ProjectManager’s free timeline template in Excel is perfect for scheduling your project from start to finish in Excel. It’s a way to view all your tasks and keep on schedule. You can even add milestones!

Timeline template for tracking

To get started with this free timeline template, you first need to list your tasks and give them a name. Each task must have a start date and an end date, plus the time you think it’ll take to complete.

You add all that data to the left side of the template, which is a normal tracking spreadsheet. Then, on the right, you’ll see the timeline that lays out your tasks as horizontal bars across a timeline. It’s easy to see how long it’ll take to complete each task.

Excel spreadsheet templates are good for beginners, but if you want to take your planning even further, upgrade to online software that lets you build timelines in minutes. ProjectManager has online project timelines that update instantly as the team collaborates on tasks. Track costs, workload, planned vs actual progress and more. Get started for free.

Online project timeline for tracking projects

5. Action Plan Spreadsheet

Managing work means outlining the steps you must complete to achieve your goals. Use ProjectManager’s free action plan spreadsheet for Excel to track tasks and detail the strategy you’ll use to complete your work on time and within budget.

Action plan spreadsheet for task and project tracking

We’ve broken up this action plan template into three sections. The first is the action steps, which note the priority and list tasks, phases and assignments. There’s also space to note the status of your tasks and track their progress.

Section two of this Excel spreadsheet template is a timeline, with start and due dates, including planned hours. Finally, section three focuses on resources; for example, which department is responsible for which task, what materials are needed and what are the resource costs?

6. Status Report Template

Knowing where you are at any particular point in the project life cycle is how you manage time and costs. Our free status report template is a great tool to track your progress and stay on schedule.

Status report template for tracking in Excel

This free status report template is made up of five sections: project information, project status summary, project health, risk management overview and a conclusion that includes recommendations for the future.

A status report is a cornerstone of tracking your work. It’s used in project management and work management alike because it gives managers a picture of their planned vs actual progress. It’s also a powerful tool when presenting to stakeholders.

7. Risk Tracking Spreadsheet

No matter how well-planned your work is, there are unknowns that can impact your progress. Use ProjectManager’s free risk register spreadsheet to help you plan for risks in your work.

Risk tracking spreadsheet for Excel

This free risk register for Excel has columns to ID the risk to make it easier to track. There’s a column to describe the risk and explain how it’ll impact the work you’re doing if it goes from a risk to an actual issue .

For each risk you identify on the template, you can add a risk response, which is the response you’ll take if the risk actualizes. You can also note the risk level. Then, if you’re working in a team, you can assign the risk so that the team member is responsible for identifying and rectifying it.

8. Change Tracking Spreadsheet

Download ProjectManager’s free change tracking spreadsheet for Microsoft Excel to manage change when it impacts your work management. It’ll help you control change so it doesn’t make you spend too much overtime or incur additional costs.

Change log template for tracking changes

A change log Excel spreadsheet is one of the most important Microsoft Excel templates we offer. It’s a spreadsheet template that captures change when it happens. You can number changes for better tracking and note when the change first came up and who discovered or requested it.

You can then prioritize the change, and you or a team member can take ownership to see it through to completion. The Excel spreadsheet tracks the change from discovery to recovery and ensures that no change order is lost in the cracks.

9. Time Tracking Spreadsheet

There’s no better template to track the time you spend on your tasks than with ProjectManager’s free time tracking spreadsheet . This timesheet is great for you or team members to record the amount of time spent on work.

Timesheet template for time tracking

This timesheet Excel spreadsheet template has space for your name or the name of the employee, their department, supervisor and hourly rate. The template collects their hours, such as their start time and end time for their workday. There’s even a place to add overtime and lunch.

Then, the total for the week is added and multiplied by the pay rate to show the total amount the employee is owed. Finally, there’s a line for the employee to sign and the supervisor to look it over and sign it, if accurate.

10. Multiple Project Tracking Template

When you’re managing a portfolio or program, you have to monitor all your projects in one place to make insightful decisions as to how to allocate resources. Using our free multiple-project tracking template for Excel gives you a high-level overview of every project for which you’re responsible.

ProjectManager's multiple project tracking template for Excel

Once you download the free Excel template, you’ll find it’s formatted with three projects, one stacked on top of the other. You can copy and paste to add as many projects as needed. You can also add columns if you need to track something not already on the template.

Each project spreadsheet allows you to list all the project tasks by name and description, as well as if they’re dependent on another task. There’s space to add who’s assigned to each task. Each task has a start and planned end date, and planned cost, with an actual end date and actual cost to help you track the project.

11. Issue Tracking Template

Issues are problems that arise while executing your project. These issues must be quickly identified and resolved to keep the project on schedule and within its budget. With our free issue-tracking template for Excel , you have the tools to monitor the progress of resolving those issues.

ProjectManager's free issue tracking template for Excel

The free template is ideal to capture risks, which become issues if they in fact show up in your project. When they do, you already have them described in the template and what their potential impact is. Next, you can define its priority, from low to critical, which helps you determine which risks need your immediate attention.

There’s also a place to note the date the issue first was discovered and when it was closed, as well as the team member who’s responsible for resolving it. Finally, the free template states the department that’s handling the issue and there’s a column to note its status when tracking the issue.

12. To-Do List Template

Everyone has work to do, and getting that work done efficiently requires task management. At its most basic, that means having a list of your tasks. It’s the first step to getting organized. That’s where our free to-do list for Excel comes in handy.

Free to-do list template in ProjectManager

A to-do list is a simple but highly effective tool. Simply list the tasks you’ve been assigned or you can even use it for household chores. Next, you’ll want to give each task a start and due date. This is the duration or timeframe in which you want the work completed.

Now, you’ll want to track your progress. The free to-do list template shows the percentage complete for each task. It’s a satisfying feeling to see the cell move from 25 percent to 100 percent. Then there’s a column to note the progress. Before you know it, your work is done.

13. Inventory Template

If you’re a manufacturer or have a company with which you carry stock that you need to run your business, then you need our free inventory template for Excel . Use it to prevent production delays by keeping track of what you’re warehousing.

Inventory tracking template for Excel by ProjectManager

Use this free template to record the level of your inventory and track its turnover. First, each line is numbered to make it easier to find the item you want. Then the item is listed and described, with the unit price noted and the quantity you have in stock.

Now you can calculate the inventory price, which is the unit price multiplied by the number in stock. This Excel spreadsheet template does this automatically. There’s a column to note whether you need to reorder, what level to reorder, how long it takes to restock and what that reorder quantity should be.

14. Progress Report Template

Project reports are essential for a number of reasons. One, they help you monitor your progress and performance, and two, they’re a great tool for keeping stakeholders updated. Our free progress report template for Word captures an overview of the activities and tasks that occurred over a specific period.

ProjectManager's progress report template for Excel

The free progress report is broken up into a number of different sections. There’s a summary, which provides a quick overview of what’s to follow, including pertinent data, such as the project scope, schedule, cost and risk for the time period being reported on.

Then there’s a section in this Excel spreadsheet template that goes over the tasks that have been executed over a period of time covered in the report. There’s space to note the status of tasks that aren’t yet completed and a section to list issues, talk about the budget and more. It’s a great way to capture a snapshot of the project in time.

15. Work Schedule Template

Need help managing your human resources or operations planning? Check out our free work schedule template for Excel . This free template lists all your employees and their working hours, including responsibilities, over a day, week or month.

ProjectManager's free monthly work schedule template for Excel

Use the work schedule template to keep your employees productive and help with tracking your resource utilization and scheduling. You can also use it to prioritize tasks and balance your team’s workload, which leads to greater productivity and happier employees.

Our free spreadsheet template has a weekly and monthly work schedule. Both list your employees, their tasks, which project they’re working on and then their hours, either day-by-day or over the course of a month. This will help most organizations and even long-term projects.

Use ProjectManager to Track Time, Costs and Tasks Better Than Excel

Templates and Excel spreadsheets for tracking are great, but as noted, they can only do so much. ProjectManager is online work management software that connects everyone, no matter where they work, what time, department or skill level. It does so in real-time to ensure that everyone is collaborating and working on the most recent data.

Automatically Fill Out Timesheets

Take timesheets, for example. Instead of having your employee fill out the timesheet, ProjectManager’s timesheets autofill their tasks and update the time they’ve spent. This streamlines payroll but also offers a window into tracking the time they spend on their tasks. That way, you know if they’re meeting their quota. Once submitted, timesheets are locked and secure.

ProjectManager's timesheet view

Work the Way That Suits You

Multiple project views allow everyone on the team to work how they want. Managers can plan ahead on Gantt charts that show all their tasks on a timeline. The duration bar that connects each task’s start and end dates automatically shows progress based on how much of it is shaded. Teams can use task lists, kanban boards or calendars if they prefer, all of which are updated and show progress. No tool is more flexible for planning and tracking work.

A screenshot of a gantt chart in ProjectManager

Generate One-Click Reports in Seconds

Tracking time, costs and more is easy with ProjectManager’s one-click reports. Get status reports, reports on tasks, timesheets, expenses and more. These reports take complicated data and turn it into insightful and easy-to-read reports to monitor progress and more. Reports can also be filtered to see only the data you want and then shared to keep stakeholders updated.

ProjectManager's status report filter window

ProjectManager is award-winning project management software for teams. Our real-time tool tracks time, costs and more to ensure you’re always on schedule and never spending over your budget. Join the 35,000+ people using our software to track tasks, cost and time. Get started with ProjectManager free today.

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Task Tracker: Streamline Your Workflow and Boost Productivity

Dave Parrish

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Project management principles are fundamental guidelines that provide a framework for managing projects effectively. They serve as a set of best practices and strategies. Essential project management principles include clear objectives and goals, defined roles and responsibilities , effective communication, and continuous improvement . These principles help ensure successful project management. 

To deliver on these principles, many teams employ task tracker tools to monitor and manage the progress of individual tasks within a project. Task trackers play a critical role in project management by providing a structured approach, minimizing risks, and enhancing project collaboration . This helps teams to plan, execute, and deliver projects that meet or exceed stakeholder expectations.

This guide will discuss the role of a task tracker tool in project management, including its key features and benefits, and how to make task tracking more effective.

What is a task tracker?

A task tracker is a tool that helps individuals and teams organize, prioritize, and track the progress of tasks and projects. It plays a significant role in workflow optimization by providing a centralized platform for task management. 

This platform fosters collaboration, ensures deadline adherence, and facilitates continuous improvement . It does so by leveraging the information teams captured within the task tracker to refine processes and enhance efficiency.

Task trackers also improve productivity by providing structure, organization, and visibility into tasks and projects. A task tracker can help reduce duplication of effort, optimize resource allocation, proactively resolve issues, and automate repetitive tasks. Users can set priorities and deadlines with the tool, allowing teams focus on high-impact tasks to achieve goals more effectively.

Additionally, teams can use features to track daily tasks and all related activities – task creation, task prioritization, task assignments, status updates, due dates, and deadlines – to ensure team members are well-informed and aligned with project goals.

Benefits of using a task tracker

A task tracker is a centralized platform to help your team collaborate and complete projects more efficiently. This section explores the benefits of using a task tracker and how it’s essential for creating a robust project plan .

Improved time management

A task tracker can significantly improve time management in several ways. It provides individuals and teams with tools to plan, prioritize, and track their activities efficiently.

Task trackers provide tools for prioritization so your team focuses on high-priority items first. They also help with deadline management, including tracking time and progress and resource allocation. Improving all these areas leads to increased productivity, more efficient workflows , and adherence to project timelines .

Enhanced organization

A task tracker enhances organization by providing a centralized task repository. It offers teams a unified location for managing, tracking, and organizing tasks. You can categorize and tag tasks based on team member, priority, project, or type criteria. This sorts all project data for quick retrieval of information.

More accountability

A task tracker fosters a sense of responsibility among team members. It also encourages teams to complete tasks efficiently. 

A task tracker includes features that ensure team members take ownership of their tasks and contribute to project completion. These features include task assignment, task prioritization, progress monitoring, dependencies, and automated reminders

Features of an effective task tracker

Effective task trackers typically share similar features, streamlining task management, enhancing project collaboration , and improving overall productivity. Here are useful features for task and project management.

User-friendly

Look for a task tracker with a straightforward and intuitive interface. This increases the ease of adoption, reduces errors, and increases productivity. On top of that, team members are more likely to engage with the tool when it is easy to use.

Collaboration tools

Your task tracker should help facilitate communication and collaboration among team members. These tools provide a platform for dialogue, document sharing, feedback, and coordination. This improves teamwork and overall project success. 

Integrates with other tools

Your task tracker should allow seamless integration with existing tools and platforms. This enhances the overall capability of the task tracker. It leverages the strengths of different tools within a unified ecosystem, resulting in a more streamlined workflow.

Customization options

Look for a task tracker that provides flexibility for users to tailor the task tracker to their needs. Customization empowers teams to adapt the tool to their unique requirements. This ensures a flexible and effective solution throughout the project lifecycle.

Reporting and analytics

Your task tracker should include features for tracking and analyzing task-related data. These are essential to help make data-driven decisions, monitor project health, and improve processes. This increases transparency, efficiency, and the project's overall success.

How to make task tracking more effective

Making task tracking more effective involves implementing certain strategies and best practices. These strategies should help you manage tasks more efficiently, meet deadlines, and streamline collaboration.

Best practices include:

  • Assessing workflow needs: Look at the project scope to identify specific requirements and challenges in your workflow.
  • Selecting the right tool: Choose a task tracking tool that aligns with your team's needs.
  • Train team members: Ensure all team members are proficient in using the selected tool.

Task tracking templates from Jira Software can help make task tracking more effective. For example, the board view helps teams plan, visualize, and manage work. It does so by keeping track of tasks as visual cards, which allows teams to drag and drop tasks between columns as they move through the workflow.

The task tracking template also enables teams to break down large projects into more manageable components. People sometimes call these components issues. Working with issues helps to capture relevant task information and status updates. This helps teams stay up to date on progress at the task and project levels.

Successfully track tasks with Jira Software

Your old ways of using pen and paper, to-do lists, and spreadsheets won't cut it anymore. You need agility when plans change. Enter task tracking software.

You can streamline task management with a task tracking template from Jira Software . This template provides your team members with key project management tools that make organizing, tracking, and monitoring work easy.

Better manage your workload and resources and prioritize high-impact tasks to boost productivity. Jira Software simplifies task management, offering visibility into all tasks for individuals and teams to add accountability and encourage faster delivery of better work. Capture all task activities in Jira issues. Then update them with pertinent data. This lets you have all the information you need when you're ready to move work forward. Get Jira Software Free

Task tracker: Frequently asked questions

How do you track tasks.

Jira Software supports effective task tracking through its versatile features that align with various project management methodologies. With our efficient task tracking template, teams can organize, prioritize, and monitor their tasks effectively with board, list, and calendar views. Stakeholders can use forms to collect information and work requests. Companies can automate repetitive tasks, reducing manual effort and ensuring consistency.

What are some common challenges in task tracking?

Integration, data privacy, and security are common challenges that can impact the effectiveness and adoption of task tracking tools. Task tracking tools may need to integrate with other software and tools that a team uses. You can overcome this by choosing tools that support integration. Alternatively, you could work with IT teams to customize integrations based on specific organizational needs. 

Storing task-related data may also raise concerns about data privacy and security. You can overcome this challenge by using best practices for security, selecting tools that comply with industry standards and regulations, regularly updating software to address vulnerabilities, and implementing appropriate encryption measures.

How do you choose the right task tracker for your team?

Choosing the right task tracker for your team involves considering various factors to ensure it aligns with your needs and workflows. Consider your approach to project management , your budget, and whether the tool can integrate with your existing tools and software. 

For teams of any size, Jira Software offers a comprehensive and effective task tracking tool with a range of features that you can customize to the needs of each team or project. Plus, with Jira’s powerful automation engine, teams can reduce manual tasks, scale operations, and save time – all leading to a more efficient delivery of a successful project.

How to Manage Scrum Remote Teams

Learn about what scrum remote teams are, as well as how to manage them. Read about benefits, challenges and helpful tools to use.

Distributed Teams: Strategies for Success

Do you work on a distributed team, maybe remote or virtual? Learn how to manage, structure and build culture with a distributed agile team.

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Task management in Microsoft 365

Easily manage tasks across Microsoft 365

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

See your tasks where you work

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

Manage tasks and work with Microsoft 365

Teams

Stay on top of all your tasks

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

A tablet displaying Tasks in Teams.

Convert emails to tasks

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

good task tracker

Focus on what matters

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

Two mobile phones displaying planned tasks in different colored themes.

Get more work done as a team

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

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Collaborate on shared Microsoft 365 documents

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

A tablet displaying an employee onboarding checklist in Word and multiple people collaborating on the document in real time through the comments.

Get the most out of task management in Microsoft 365

good task tracker

Manage all your tasks in Microsoft Teams

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

A person holding a tablet that is displaying Tasks in Teams and the ability to select different teams to publish a task to.

Align tasks from corporate to the frontline

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

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Choose the right tool for managing work

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

A person using a pen and tablet to review flagged emails in To Do.

Create tasks from flagged emails

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

A person sitting at a kitchen table using a tablet to view the tasks that have been assigned to them in To Do.

See tasks from Planner in Microsoft To Do

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

Read more about task management

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

Get best-in-class productivity and task management apps with intelligent cloud services that transform the way you work with Microsoft 365.

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Task trackers: what they are, why you need one

Timely Team

Most people approach time tracking from a macro perspective, looking to get a general sense of where their time goes. But when it comes to improving performance, every detail matters. Tracking your work down to the task can provide you with a ton of practically useful insights to help you improve your processes, resource allocation and profitability. With robust task trackers, teams can understand why certain projects take longer that expected to complete, and create healthier, competitive estimates for future work—and in light of new research showing that managers can't remember 60% of what their teams work on , now is as good a time as any to make the investment.

What is a task tracker?

Simply put, a task tracker is a software that lets you map out deliverables into tasks and record the time and effort you put into each. Some people use task trackers to understand how they distribute their time between general activities, such as time spent writing an article or coding a website. This is extremely interesting from a personal productivity perspective, especially if you are looking to protect more space for specific types of deep work.

However, task trackers are mainly used by teams who need to manage budgets and capacity against a specific deliverable. They allow project managers to map all the work that goes into producing a specific output and follow the status of each against available project resources.

How task trackers work

There are a ton of task management software out there to help you stay on top of project work. However, the majority unnaturally separate task creation from project time reporting. Increasingly, companies are choosing automatic task tracking tools that can perform both functions accurately without duplicating effort. Using Timely as an example, here's how automatic task trackers work:

1. Define your project tasks

User-uploaded Image

Start with the building blocks—adding all the different deliverables your team needs to complete for a specific project. Give these a deadline, estimate the amount of time you think you'll need to complete them, and assign them to a team member—this will effectively build a project to-do list for everyone on your project team.

2. Schedule resources for project tasks

Your team can then schedule these tasks into their calendars, updating their capacity so you can gauge their workloads while showing you exactly when project tasks are due to start. With Timely, scheduling project tasks is as simple as dragging and dropping tasks from your prioritized to-do list to your schedule.

3. Log time to project tasks using automation

This is where the automation kicks in—Timely will automatically capture all the time each team member spends on project activities while they work. It's all recorded to a private activity timeline only they can access. They just have to drag and drop these activities to their timesheet to log them to a specific project task. This automatic workflow cuts time reporting admin by 75% compared to manual methods and ensures all project activity is accurately reported.

4. Follow the status of project tasks in real-time

Every time your team logs or plans time to a project task, the task's progress bar will update. This allows project managers to check the status of specific tasks without interrupting people. Timely also automatically highlights tasks that are in danger of running behind schedule, so teams can reallocate work and resources as needed to keep projects on track.

User-uploaded Image

5. Review and report on task performance

Whether you need to report on project progress or pull a report as part of a retrospective, Timely lets you dive into the detail of task activity. Powerful reporting lets you review how much effort you've poured into different parts of your project, as well as compare the time you planned against certain types of work vs the time you actually ended up spending on them. It's invaluable for reviewing project estimates and plans, and ensuring project rates capture all costs and internal time.

good task tracker

The benefits of using task trackers

Stay on-budget

Understanding what people are working on helps you work out where your project’s budget is going. Perhaps you’re spending too long on simple tasks or non-billable work. Perhaps you have employees with high hourly rates working on low-value tasks, or the overall cost of the employees on the project outweighs the allotted budget. Understanding where your budgeted time is going makes you better placed to direct it to where it’s needed most.

Focus on priorities

Breaking down all project tasks also lets you know if you’re actually working to your priorities. Are you taking longer than normal on standard tasks? Is your project suffering from “scope creep”? Are you over-committing on any of your projects? Is any work in danger of falling behind schedule? A task tracker can tell you.

Use resources wisely

Understanding the individual effort that goes into project tasks also helps your project team work more effectively. You can see who has too much on their plate, who needs a bit more support and who has capacity to help out. It lets you allocate resources intelligently, getting the most out of every team member and creating balanced, happy teams.

Improve estimates, rates and efficiency

Project task tracking is essential for making project estimations as accurate as possible. It also sets benchmarks for each task that can help guide your team’s efforts, helping them manage their own time more effectively. By identifying the most expensive drains on your project budget, you are best placed to address them—from creating more realistic estimates for future work to addressing the processes slowing down delivery. It all makes for a more robust project plan that delivers on its promises.

Quote competitively for new work

Once you know exactly how long each task for a given project takes, you can quote watertight estimates which are actually profitable. By revealing your minimum delivery requirements, task trackers help you pitch ambitiously for new work.

Bill accurately for all project work

Task trackers are the easiest way no to lose money. You can see exactly how long you spend on each billable task and bill clients accurately, without overlooking or misrepresenting any of your work.

Manage your productivity

On a personal level, task trackers help you understand and improve your efficiency by mapping out exactly what you do. You can pinpoint where you get distracted and where tasks take longer than normal to examine surrounding circumstances and address your performance.

Related articles

ExcelDemy

How to Create a Task Tracker in Excel (Download Free Template)

Abrar-ur-Rahman Niloy

Although there is no direct tool to track tasks in Excel, we can use a combination of different functions and formulas to create a dynamic task tracker of our own. This tutorial will show you the quick and easy steps to set up your task tracker with reports on its current status of it in Excel.

Step 1: Making Dataset for Task Tracker in Excel

At first, we will be making a dataset, that should be automatically updatable. We will make a task list with their entry and name, following the category, urgency, importance and the completion status Follow these steps to make the dataset dynamic so that when you add a new task it automatically updates to the table.

  • First, we select the following headers in the dataset.

how to create a task tracker in excel

  • Then select cell B5 and go to the Home Now select Conditional Formatting from the Styles tab and select New Rule from the drop-drop down list.

good task tracker

  • Next, in the New Formatting Rule box, select Format only cells that contain in the Select a Rule Type Then select cell value as not equal to and select a blank cell for the value. Once you are done here, click on Format .

good task tracker

  • Now, go to the Border tab on the Format Cells box and select Outline border as shown in the figure.

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  • After that click on OK in both the boxes.
  • Now go to the Home tab with the formatted cell selected and select Format Painter .

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  • After that, select an area where you want to keep the dataset.
  • Let’s name the spreadsheet AllTaskList . And then create a new one with the name Tables .
  • Create different values for categories, urgencies, importances, and the status here.

how to create a task tracker in excel

  • Now go back to the AllTaskList sheet and select cell D5 .
  • Then go to the Data tab and select Data Validation from the Data Tools  group.

how to create a task tracker in excel

  • As a result, the Data Validation box will pop up. Now go to the Settings tab and select List under Allow .

how to create a task tracker in excel

  • Then select the Source field and then select the different values from the Tables

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  • After that click on OK in the Data Validation
  • Consequently, a list box will be added with the categories in the selected cell. Select the appropriate category for it.

how to create a task tracker in excel

  • Similarly, add list boxes under the other columns with the help of the other sheet. And then select their values.

how to create a task tracker in excel

  • Now fill out all the tasks in the dataset. At this point, the formats will be automatically added and copy the lists created by Data Validation for the next rows. The completed list would look something like this.

how to create a task tracker in excel

You can add more tasks later on too.

  • Finally, select columns B:G, and in the name box, write the name of the dataset, Let’s say, Tasklist .

how to create a task tracker in excel

Move on to the next steps now to get more organized data from this dataset.

Read More:   How to Create a Daily Task Sheet in Excel

Step 2: Creating New Sheet to Track Pending Tasks from Dataset

Now we need to organize the incomplete tasks, maybe based on the categories or other parameters you want. We will need the usage of the FILTER function and depending on how you want it the SORT function .

  • First, create a new spreadsheet for this purpose. And let’s name it Pending Tasks . Put down the headers like the original dataset here.

good task tracker

  • Now select cell B5 and write down the following formula.

=FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G="Not Done"))

how to create a task tracker in excel

  • Now press Enter on your keyboard. As a result, you will have all the pending tasks here in this spreadsheet.

how to create a task tracker in excel

  • Generally, it will be sorted as a serial number. If you want it to be sorted by other parameters first you need the SORT function. For a sort by category use the following formula in cell B5 instead.

=SORT(FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G="Not Done")),3)

  • And then press Enter on your keyboard. You will have the pending tasks sorted by category.

how to create a task tracker in excel

🔍 Breakdown of the Formula

=FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G=”Not Done”))

👉 AllTaskList!B:B<>0 is a formula to express a condition and returns a boolean value.

👉 Similarly, AllTaskList!G:G=”Not Done” is a condition and returns a boolean value.

👉 FILTER(Tasklist,(AllTaskList!B:B<>0)*(AllTaskList!G:G=”Not Done”)) returns all the row values where both the above conditions were TRUE.

Read More: How to Create a Progress Tracker in Excel

Step 3: Creating Pending Tasks Using Different Parameters

If you want all the pending tasks of a specific category or all the urgent pending tasks. Or Important/Not important tasks maybe. To get those in a new spreadsheet, follow these steps.

  • First, create a new sheet and create all the headers in it. Let’s name the sheet Pending Tasks by Category .

good task tracker

  • Now, select cell D4 and go to the Data
  • Under the Data Tools group, select Data Validation .

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  • Next, in the Data Validation box select List under Allow in the Settings  tab.

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  • Now select different category values from the Tables sheet and press Enter . Then click on OK .
  • Select a category from it.
  • After that, select cell B7 and write down the following formula.

=FILTER(Tasklist,(AllTaskList!G:G="Not Done")*(AllTaskList!D:D='Pending Tasks by Categroy'!D4))

how to create a task tracker in excel

  • Now press Enter . You will see all the values with the category you have selected.

how to create a task tracker in excel

Similarly, you can change the category in cell D4 to see the pending tasks of other categories. Henceforth, the list will update automatically.

how to create a task tracker in excel

Similarly, you can create pending tasks by urgency and importance of those tasks.

Read More:  How to Create Real Time Tracker in Excel

Step 4: Building Task Details List

Now we will create a spreadsheet to know the details of one particular task we want. Follow these steps to see how to create such spreadsheets. We will accomplish that with the help of the   VLOOKUP function and in the final case the   IF function .

  • First of all, create a new spreadsheet, Let’s name it Task Details .
  • Then select the details and the orientation of the chart containing your details.

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  • Now enter a serial no in cell C4 .
  • Then go to cell C6 and type:

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  • After that, go to cell C7 and write down the following formula. Now press Enter .

=VLOOKUP($C$4,Tasklist,2)

how to create a task tracker in excel

  • Similarly, go to cell C8 and write down the following formula. Then press Enter .

=VLOOKUP($C$4,Tasklist,3)

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  • In a similar fashion, go to cell C9 and write down the following formula. And then press Enter.

=VLOOKUP($C$4,Tasklist,4)

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  • Then go to cell C10 and write down the following formula. And then press Enter.

=VLOOKUP($C$4,Tasklist,5)

how to create a task tracker in excel

  • Finally, go to cell C11, write down the following formula and then press Enter .

=IF(VLOOKUP($C$4,Tasklist,6)="Done","Completed","Work in Progress")

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As a result, you can see the task details from the spreadsheet easily.

how to create a task tracker in excel

If you change the serial no in cell C4 , you can see the particulars of that specific task.

how to create a task tracker in excel

=IF(VLOOKUP($C$4,Tasklist,6)=”Done”,”Completed”,”Work in Progress”)

👉 VLOOKUP($C$4,Tasklist,6) looks for the value in cell C4 in the 6th column of the original dataset named “Tasklist” .

👉 =IF(VLOOKUP($C$4,Tasklist,6)=”Done”,”Completed”,”Work in Progress”) checks if the value that came up is “Done”. If it is the value, then it prints “Completed”, otherwise goes for the value “Work in Progress”.

Step 5: Generating Dynamic Report on Task Tracker

Now on to the next part to create a summary of the original dataset and visualizing it with graphs for the complete and incomplete tasks. We are going to use a formula for counting that and add some graphs using the Excel tools here. The COUNTIFS   and  SUM   functions will come in handy in this step.

  • First, create a new spreadsheet. Let’s name it Summary .
  • Then create a dataset to separate complete and incomplete tasks for different categories.

good task tracker

  • Now go the cell C5 in the spreadsheet and write down the following formula and then press Enter .

=COUNTIFS(AllTaskList!$D:$D,Summary!$B5,AllTaskList!$G:$G,C$4)

how to create a task tracker in excel

  • Now select the cell again. And then click and drag the fill handle icon down to fill up the formula for the rest of the categories.

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  • After that, click and drag the fill handle icon to the right to fill up the cells of the next column with the same formula.

how to create a task tracker in excel

  • Now write the following formula in cell E5 . And then press Enter .

=SUM(C5:D5)

  • Again, select the cell and click and drag the fill handle icon down.

how to create a task tracker in excel

  • Similarly, select the cell again and click and drag the fill handle icon down to the end of the column.

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  • In a similar fashion and the same formula, find the total tasks done and not done in cells C9 and D9 .

how to create a task tracker in excel

  • And after some formatting, the final summary will look like this.

how to create a task tracker in excel

  • Next, select the range B5:E9 and go to the Insert In the tab, select Recommended Chart .

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  • As a result, the Insert Chart box will open up. Now, go to the All Charts tab in it.
  • Then select your preferred chart. We are using a column chart for the demonstration. To do that, select Column from the left and choose the chart from the right as shown in the picture below.

good task tracker

  • After that, click on OK . As a result, the column chart will pop up.

how to create a task tracker in excel

  • Finally, the chart will look something like this after some modifications.

how to create a task tracker in excel

  • To insert a pie chart for the completed tasks select the category column and the “Done” column in the dataset.

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  • Now go to the Insert tab and select Recommended Chart from the Charts
  • After that, in the Insert Chart box that popped up, go to the All Charts tab and select Pie from the left side of the box. Select the pie chart you want from the right.

how to create a task tracker in excel

  • Finally, click on OK and you will have the pie chart emerge on top of the spreadsheet. If you change the chart style, it will look something like this.

how to create a task tracker in excel

  • Then again, you can follow the same procedure after selecting the “Category” column and the “Not Done” column and get a pie chart for the incomplete tasks.

how to create a task tracker in excel

  • Finally, rearrange the charts with the dataset so that it looks pleasing and you can easily get the idea with the dataset about your task tracker.

how to create a task tracker in excel

If you change anything in the original dataset created in the first step, all of the data in other sheets and the charts will update automatically now. With these simple ways, you can create a task tracker in Excel.

Download Template

Download the task tracker created in this example from the link below. You can already use it as your task tracker or use it as a reference for the steps described below.

Task Tracker Template.xlsx

This was a step-by-step process to create a task tracker in Excel. Hope you found this guide helpful and informative. If you have any questions or suggestions, let us know below.

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  • How to Keep Track of Customer Orders in Excel
  • How to Keep Track of Invoices and Payments in Excel
  • How to Keep Track of Clients in Excel
  • How to Make a Sales Tracker in Excel

<< Go Back to  Create a Tracker in Excel | Tracker in Excel | Excel Templates

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Tags: How to Create a Tracker in Excel

Abrar-ur-Rahman Niloy

Abrar-ur-Rahman Niloy, holding a B.Sc. in Naval Architecture and Marine Engineering, has contributed to Exceldemy for nearly 1.5 years. As a leader in Excel, VBA, and Content Development teams, he authored 114+ articles and assisted the Exceldemy forum. Presently, as a project writer, he prioritizes stepping out of his comfort zone, aiming for constant technical improvement. Niloy's interests encompass Excel & VBA, Pivot Table, Power Query, Python, Data Analysis, and Machine Learning libraries, showcasing his commitment to diverse... Read Full Bio

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[Require your URGENT help.]

When I open this Task tracker template after downloading, it shows an _xlfn. prefix, which is displayed in front of certain formulas (‘SORT’ and ‘FILTER’) in every sheet where they were used.

I am using MS Office Home and student 2016 licensed version. I found that this error occurs when these formulas are not available, in my Office version and also in many other versions.

Therefore, I kindly request the team to create and send me the new task tracker template which resolves this formula issue in my MS Office version. I would be earnestly waiting for your assistance.

Regards, Ashish

Avatar photo

Greetings ASHISH PANT , I appreciate you asking this question. We use the Microsoft Office 365 version here. In order to resolve your problem, you need to open the Excel workbook in Microsoft Office 365 version.

Regards ExcelDemy

' src=

This is a great tutorial! I’ve been wanting to create a task tracker for a while, and this is the perfect guide. Thanks!

Hello, Instast!

Thanks for your appreciation. To get more helpful content stay in touch with ExcelDemy.

' src=

This is really amazing! Why not add a timestamp at a new column, at the very end of every table. This will help tracking the latest updates.

Thank you very much!

Abrar-ur-Rahman Niloy

Hi Nawaf, thanks for the appreciation!

We focused more on the checklist side of the task tracker- whether or not the task is done or yet to be done (or not) was our main focus here. Also, we wanted to rearrange and prioritize our tasks based on a criteria. So we skipped the timestamps in this article. If that is your priority, you can easily do so too by adding an extra column and including it within the dataset too. You can also add an assigned time and current time and compare them to find the status of the task in the main dataset. If you face any problem regarding the timestamps or want to do something particular with them, let us know. We are always here to assist.

' src=

how great is the content you have delivered

Hello y2mate ,

Thanks for your appreciation.

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Hello Viraltecho ,

You are most welcome.

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A Proclamation on Transgender Day of Visibility,   2024

On Transgender Day of Visibility, we honor the extraordinary courage and contributions of transgender Americans and reaffirm our Nation’s commitment to forming a more perfect Union — where all people are created equal and treated equally throughout their lives.  

I am proud that my Administration has stood for justice from the start, working to ensure that the LGBTQI+ community can live openly, in safety, with dignity and respect.  I am proud to have appointed transgender leaders to my Administration and to have ended the ban on transgender Americans serving openly in our military.  I am proud to have signed historic Executive Orders that strengthen civil rights protections in housing, employment, health care, education, the justice system, and more.  I am proud to have signed the Respect for Marriage Act into law, ensuring that every American can marry the person they love. 

Transgender Americans are part of the fabric of our Nation.  Whether serving their communities or in the military, raising families or running businesses, they help America thrive.  They deserve, and are entitled to, the same rights and freedoms as every other American, including the most fundamental freedom to be their true selves.  But extremists are proposing hundreds of hateful laws that target and terrify transgender kids and their families — silencing teachers; banning books; and even threatening parents, doctors, and nurses with prison for helping parents get care for their children.  These bills attack our most basic American values:  the freedom to be yourself, the freedom to make your own health care decisions, and even the right to raise your own child.  It is no surprise that the bullying and discrimination that transgender Americans face is worsening our Nation’s mental health crisis, leading half of transgender youth to consider suicide in the past year.  At the same time, an epidemic of violence against transgender women and girls, especially women and girls of color, continues to take too many lives.  Let me be clear:  All of these attacks are un-American and must end.  No one should have to be brave just to be themselves.  

At the same time, my Administration is working to stop the bullying and harassment of transgender children and their families.  The Department of Justice has taken action to push back against extreme and un-American State laws targeting transgender youth and their families and the Department of Justice is partnering with law enforcement and community groups to combat hate and violence.  My Administration is also providing dedicated emergency mental health support through our nationwide suicide and crisis lifeline — any LGBTQI+ young person in need can call “988” and press “3” to speak with a counselor trained to support them.  We are making public services more accessible for transgender Americans, including with more inclusive passports and easier access to Social Security benefits.  There is much more to do.  I continue to call on the Congress to pass the Equality Act, to codify civil rights protections for all LGBTQI+ Americans.

Today, we send a message to all transgender Americans:  You are loved.  You are heard.  You are understood.  You belong.  You are America, and my entire Administration and I have your back.

NOW, THEREFORE, I, JOSEPH R. BIDEN JR., President of the United States of America, by virtue of the authority vested in me by the Constitution and the laws of the United States, do hereby proclaim March 31, 2024, as Transgender Day of Visibility.  I call upon all Americans to join us in lifting up the lives and voices of transgender people throughout our Nation and to work toward eliminating violence and discrimination based on gender identity.

     IN WITNESS WHEREOF, I have hereunto set my hand this twenty-ninth day of March, in the year of our Lord two thousand twenty-four, and of the Independence of the United States of America the two hundred and forty-eighth.

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IMAGES

  1. EXCEL of Simple Task Tracker.xlsx

    good task tracker

  2. 20 Best Free Task Tracker Excel Templates

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  3. Project Task Tracker Excel Template (2022)

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  4. Set Up Your Excel Task Tracker... in UNDER 20 MINUTES?

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  5. 50 Free Multiple Project Tracking Templates [Excel & Word] ᐅ TemplateLab

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  6. Task Progress Tracker Template

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VIDEO

  1. Travel Tracker Implementation Task: Vehicle Types and Vehicle Information

  2. Task Tracker: Navigating My To-Do List Like a Pro

  3. Demo Task Tracker

  4. JavaScript Task Tracker

COMMENTS

  1. The Best Task Management Apps for 2024

    Here, Asana is that app. It now includes tools for traditional project management, but it also works perfectly well as a to-do list app. Overall, project management and collaborative task ...

  2. 6 Best Task Tracker Apps in 2024 (In-Depth Comparison)

    A good task tracker app will include some or all of the following features: Detailed task descriptions. You should be able to add a instructions or a detailed task description, attach notes, images and documents, and add links and #tags. Notifications and reminders. Timely reminders for your team ensure nothing gets missed, while update ...

  3. 7 best to do list apps of 2024

    To-do lists help you organize your work and keep track of tasks. A good digital to-do list makes it easier to get work done—and makes it harder to miss deadlines. What makes a good to-do list app? The best to-do list apps: Make it fast to add and organize tasks. Ideally, a task is added and categorized in a couple taps or keystrokes.

  4. 10 Best Task Management Software Of 2024

    The Best 10 Task Management Software of 2024. monday.com: Best overall. ClickUp: Best for budget-conscious businesses. Airtable: Best for visual representation of tasks. Teamwork.com: Best for ...

  5. The 3 Best To-Do List Apps of 2023

    But a good to-do list app should help you regain control over your routines and keep chaos at bay. Our to-do list app picks, Todoist, TickTick, and the Apple-exclusive Things 3, are a breeze to ...

  6. 20 Best Task Management Software in 2024 [Free & Paid]

    Capterra: 4.6/5 (2,000+ reviews) 14. ProofHub—best for task tracking. Via: ProofHub. Besides being a task management tool, ProofHub is a task tracking software that lets you easily create task lists and individual tasks, assign them to team members, and closely follow due dates and priorities across task categories.

  7. Best Free Task Management Software Of 2024

    The Best Free Task Management Software of 2024. Notion: Best for versatility. ClickUp: Best for customization. Teamwork: Best for consultants and agencies. Jira: Best for agile teams. Airtable ...

  8. Best task management software of 2024

    Pricing varies and businesses can see them spending hundreds of pounds per month or more, but given that the task management app comes as part of their existing CRM and marketing suites, it's ...

  9. Best todo list app of 2024

    We list the best todo list apps, to make it simple and easy to manage and organize your schedule more effectively and efficiently. Best todo list app: quick menu. (Image credit: Shutterstock ...

  10. Todoist

    Organize your work and life, finally. Become focused, organized, and calm with Todoist. The world's #1 task manager and to-do list app. Start for free. 42+ million people and teams trust their sanity and productivity to Todoist. Clear your mind.

  11. 15 Best Task Management Software Reviewed For 2024

    30-day free trial. From $5.99/user/month (billed annually). Visit Website. Rating:4.4/5. Teamwork's table view lets you see all your tasks and time allocations in one place. Teamwork is a task and project management software that helps in-house teams and agencies improve collaboration, visibility, and accountability.

  12. 16 Best Task Tracker Software (2024)

    A good task tracker software can improve your team's performance, help you analyze results, and identify potential issues before they occur. However, choosing the right tool can seem like quite a hassle with so many options on the market. To help you out in this quest, we picked the best task tracker software for 2024. ...

  13. 2024 Best Task Trackers to Boost Productivity & Beat Any To-Do List

    A good task tracker can greatly improve collaboration and productivity among team members. The List of the Best 10 Task Tracker Tools is here to help you make an informed decision and find the best solution for your team. ‍ What is a Task Tracker? "On average, 50.2% of managers' task time is spent on productive, focused work."

  14. 19 Best Task Tracker Apps and Software for 2024 [SELECTIVE]

    Verdict: If you like tracking every detail of your task, this daily task tracker will be a good option for you. With its Gnatt chart timeline, you can monitor all the details of your tasks. Price: Individual: $15/mo/user, Team: $8.90/mo/user, Enterprise: contact sales, 14-day free trial.

  15. How to work smart with a task tracker (benefits, best tools)

    Let's check out some of the advantages of a good task tracker app. 3 incredible benefits of task tracking. Here are a few reasons why you should start using a task tracker today: 1. Manage productivity. Keeping pace with multiple tasks, deadlines, and managing a team well could seem challenging - but not with a task tracker app.

  16. Best task management software in 2024

    The best task management software should offer built-in chat features, task dependencies and workflows, subtasks and task IDs, built-in time tracking and more. Core project management features (20%)

  17. Manage Your Team's Projects From Anywhere

    Keep tasks in order, deadlines on track, and team members aligned with Trello. Meetings. Empower your team meetings to be more productive, empowering, and dare we say—fun. Onboarding. Onboarding to a new company or project is a snap with Trello's visual layout of to-do's, resources, and progress tracking.

  18. Best 7+ Task Trackers for Small Teams: 2024 Guide

    Task Assignment: A good task tracker should allow for effortless task assignments to individual team members or groups. This promotes responsibility and accountability within the team. Real-Time Collaboration: Real-time collaboration features, such as shared calendars, document collaboration, and instant messaging, are necessary. These provide ...

  19. 15 Excel Spreadsheet Templates for Tracking Tasks, Costs and Time

    We've collected ProjectManager's 15 best Excel spreadsheet templates for tracking that you can download and use for free. 1. Dashboard Template. A dashboard is how you keep track of your work, including the time spent on tasks, what you're spending and if you're making progress as planned. ProjectManager's free dashboard template for ...

  20. Task Tracker: Streamline Your Workflow Better

    A task tracker is a tool that helps individuals and teams organize, prioritize, and track the progress of tasks and projects. It plays a significant role in workflow optimization by providing a centralized platform for task management. This platform fosters collaboration, ensures deadline adherence, and facilitates continuous improvement.

  21. Track and Manage Tasks

    Chat with sales. A sales specialist can help answer your questions. Available M-F 6 AM to 6 PM PT. Chat now. [1] Manage tasks between all Microsoft 365 apps and devices to increase productivity and stay focused—transform the way you work with task management software.

  22. Task trackers: what they are, why you need one

    Simply put, a task tracker is a software that lets you map out deliverables into tasks and record the time and effort you put into each. Some people use task trackers to understand how they distribute their time between general activities, such as time spent writing an article or coding a website. This is extremely interesting from a personal ...

  23. How to Create a Task Tracker in Excel (Download Free Template)

    First, create a new sheet and create all the headers in it. Let's name the sheet Pending Tasks by Category. Now, select cell D4 and go to the Data. Under the Data Tools group, select Data Validation. Next, in the Data Validation box select List under Allow in the Settings tab.

  24. To Do List, Task Manager & Planner app based on Apple's Reminders and

    GoodTask shows your iOS Reminders and Calendars data on a clean simple interface. Check what's on your schedule today and the day after. Also you can see everything on week or month basis. See what you've done last week and check what you're going to do next month! Focus and Manage. Get Productive with Smart Lists.

  25. A Proclamation on Transgender Day of Visibility, 2024

    On Transgender Day of Visibility, we honor the extraordinary courage and contributions of transgender Americans and reaffirm our Nation's commitment to forming a more perfect Union — where all ...