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The Benefits of Using a Free Work Calendar for Time Management

Time management is one of the most challenging aspects of work life. Trying to balance multiple tasks and deadlines can be overwhelming, leading to stress and decreased productivity. However, by using a free work calendar, you can simplify your schedule and increase your efficiency. Here are some benefits of using a free work calendar for time management:

Improved Productivity

A free work calendar helps you prioritize your tasks and plan your day accordingly. By scheduling specific blocks of time for each task, you can ensure that you are dedicating enough time to complete each task without overworking yourself. This results in increased productivity as you are able to focus on one task at a time without getting sidetracked by other responsibilities.

Better Time Management Skills

A free work calendar helps you develop better time management skills by giving you an overview of your daily, weekly, and monthly schedule. This allows you to plan ahead and prepare for upcoming deadlines or meetings, ensuring that nothing falls through the cracks.

Increased Accountability

A free work calendar holds you accountable for completing tasks on time as it provides a visual representation of your workload. If you fall behind on a task or miss a deadline, it will be evident on your calendar which will motivate you to stay on track.

Reduced Stress Levels

Using a free work calendar reduces stress levels by helping you stay organized and in control of your workload. It eliminates the need to constantly keep track of multiple deadlines in your head which can lead to anxiety and overwhelm.

In conclusion, using a free work calendar is an essential tool for effective time management in the workplace. It improves productivity, develops better time management skills, increases accountability, and reduces stress levels – all important factors in achieving success at work.

This text was generated using a large language model, and select text has been reviewed and moderated for purposes such as readability.

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How Do Fuel Cards Work?

If you’re managing a vehicle fleet and the drivers need to fuel their cars, using fuel cards is both convenient and efficient to take care of these tasks. Not only are fuel cards easy to use, but also they help simplify your bookkeeping work throughout the year.

Utilizing fuel cards with use of a vehicle fleet gives employees the access they need to purchase gas. Fuel cards tend to work within a specific network of authorized gas stations. Additional merchants may also be included in the network for use with fuel cards. Fuel cards such as the Comdata fuel card can be applicable for very small fleets of only a couple of cars or sizable fleets with hundreds of vehicles. Fuel cards can also be used to fund vehicle maintenance and other vehicle-related purchases. Fuel card repayment terms may be monthly or bimonthly, and businesses can usually request as many fuel cards as are needed. Some companies charge per card while others do not.

Opening a Fuel Card Account

A business owner opens a fuel card account and issues fuel cards to each driver. As employees drive for work purposes, they use the fuel cards to purchase gas and other items related to use of the vehicle. A connected mobile app may help employees locate network retailers when they are in the field. The business is responsible for paying the balance at the end of the period. Business owners may place spending limits and purchase restrictions on fuel cards to control fuel card usage.

Saving Money

Fuel cards are ideal for managing spending and saving money. The purchase controls restrict purchase amounts, the kinds of items bought and where employees use the cards. Managers can track spending to make adjustments when necessary. Some fuel cards also offer incentives and point rewards that accrue for the business owner as the cards are used. These rewards may be used to purchase additional vehicle-related supplies or other items.

Maintaining Security

To use fuel cards, each cardholder has to enter a unique identification number. The transaction won’t complete without this number. These extra layers of security are very effective for eliminating fraudulent charges.

Other Benefits of Using a Fuel Card

Some companies opt to use a prepaid business card to give employees a way to make vehicle-related purchases. However, tracking and managing expenses can be challenging with this payment method. You’ll be able to separate fleet expenses from other business expenses, which is helpful for managing income tax deductions and expenses. Some fuel cards also offer insurance coverage in addition to the purchase options, making it easy for business owners to protect themselves from damage expenses and liability from injuries.

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25 Best Task Management Software Tools for Work in 2023

Erica Chappell

Managing Editor

November 16, 2023

Is your team’s workload getting too heavy for you to handle?

If you need to find the best task management software for you and your team, you’ve come to the right place.

In this article, we’ll go over the 25 best task management solutions available today. You can use these tools to manage tasks, to-do lists , and projects to get the best out of your team and your business.

By the end of the article, you’ll have all the information you need to pick a task management tool that’s right for you!

What Is Task Management Software?

2. proofhub, 6. hubspot task management, 11. proprofs project, 15. clockify, 17. infinity, 19. taskworld, 21. basecamp, 22. monday.com, 24. taskade, understand your needs, consider your team’s size and complexity, evaluate user-friendliness, consider integrations, determine your budget, task management software faqs.

Task management is more than just a task manager checking off items on a to-do list!

It’s an organized system for identifying, monitoring, and managing the work you and your team. Task management involves:

• Tracking task progress
• Delegating work to team members
• Setting deadlines
• Adjusting work schedules
• And so much more!

Effective task management helps individuals or groups achieve goals, and it also takes into consideration task planning, task priorities, task automations, as well as dependencies and budgeting. Task management is usually one of the essential features of good project management software .

25 Best Task Management Software in 2023

Here are the 25 best task management tools for organizing individual and team tasks efficiently:

If you need a platform to scale both task management and project management, ClickUp delivers what teams need within reach to manage personal to-do lists, complex projects, and everything in between. Its extensive customization options and integration capabilities contribute to its versatility and widespread adoption among professionals across various industries.

ClickUp includes over 15 ways to view your work. Whether you’re a manager overseeing a team or an individual contributor trying to stay organized, views let you flex your workspace to fit your needs. Here’s a closer look at some of the features and functionalities of this free task management software:

A) Templates and Recurring Tasks

Why waste time creating project plans and new tasks or task lists every time you start a new project? With ClickUp, you can save any task list as a Template to instantly add it to future projects. 

You can even set up Recurring Tasks for your projects. You can also edit the time interval between each Recurring Task to customize how often they appear.

B) Priorities

Priorities help you prioritize tasks when completing projects. With a simple color-coded system, your team will have no difficulty identifying which tasks to prioritize and which to de-emphasize. 

Check out these prioritization tools !

C) Reminders

Our project management software comes with powerful Reminders to help you always keep track of your deliverables . You can customize where and when you receive these reminders for added ease. Whether it’s your email inbox, your desktop, or mobile, ClickUp will inform you of everything at the right time.

D) Notifications

ClickUp has tons of notifications to keep you updated on your task developments. You can also customize how often you receive them and on what platforms they appear. 

E) ClickUp AI

ClickUp AI is a revolutionary tool that helps prioritize tasks and make sure you’re never overwhelmed. Use ClickUp AI to summarize tasks, and generate action items from Docs and Tasks.

Instead of adapting to a tool’s interface, let the management tool adapt to you! 

ClickUp gives you Multiple views for managing tasks the way you’d like to: 

• Board view : view your tasks in a handy Kanban board
• List view : view your tasks in a GTD-style list app
• Box view : check what everyone’s working on and delegate tasks
• Calendar view : quickly manage your task schedules
• Table view : create flexible spreadsheets 
• Timeline view : visualize and organize your work over time
• Whiteboard view : ideate new tasks and visualize workflows flexibly

G) Assigned Comments

Sure, your typical project management software allows you to add comments to tasks.

But ClickUp does way more!

ClickUp lets you instantly convert comments into individual tasks for quick task management. All it takes is a couple of clicks to assign a comment to someone and have it pop up in their Task Tray. Once they finish the task, they can even mark it as resolved!

H) Targets and Goals

A task manager can use ClickUp to set Goals to track what they’re working towards. You can even break down your goals into smaller Targets to make them more achievable.

I) Dashboards

Manage your business, resources, and develop Sprints, all from Dashboards. You can also choose what Widgets to include in your Dashboards, such as a Burn Up, Burndown Velocity chart, etc.

Note down important tasks and ideas, create checklists, and even convert your notes into tasks with our Notepad.

K) Integrations

ClickUp integrates with 1,000+ cool apps and collaboration tools, including Slack, Gmail, Zoom, Outlook, Google Drive, HubSpot, and more. This integration ecosystem streamlines workflows, eliminating the need for constant switching between tools and ensuring all relevant information is easily accessible within ClickUp.

And that’s just the tip of the iceberg. ClickUp also offers you a built-in Gantt Chart , Task Dependencies , Permissions , Native Time Tracking , Mind Maps , and much more! 

Need a full picture of our project management tool? Take a look at the ClickUp Features page.

• Free Forever
• Unlimited:  $7/month per user
• Business:  $12/month per user
• Enterprise:  Contact for pricing
• ClickUp AI : Available on all paid plans for $5/Workspace member/month

What people think about task management with ClickUp

“I honestly wouldn’t last two minutes in my job without ClickUp holding all my tasks and being the brain that remembers what I need to work on, when my deadlines are, where to reference information, all the little details individual to each area of work and a thousand other things.” — G2Crowd

“I liked that every one of us (we were a 10-men dev team featuring 2x QA, SCM, PO and DEVS) was able to create as many customized views and lists and what-not. Aggregation worked amazing – especially when grouping things together for exports and reporting subtasks – we used that a lot for “task-scoping” (basically task breakdown) and on the business plan it also allowed us to assign hour estimates.” — GetApp

Ready to try ClickUp?   Get it for free here.

ProofHub is an all-in-one project management app and collaborative work management tool. It comes with all the features you require to stay in ultimate control of your teams, tasks, projects, and communications.

There are powerful team collaboration features to keep your distributed team members connected. You can share company-wide announcements with ease. ProofHub also integrates with third-party apps like Google Drive, OneDrive, Dropbox, and Box to give you a central place to access all your files and data.

However, it may not suit larger teams, and you may be bothered by a ton of notifications since they lack custom notifications.

ProofHub Key Features

• To-do lists
• Custom workflows and kanban boards
• Gantt charts
• Online proofing tool
• In-built chat app
• Dedicated space for real-time collaboration
• Timer and timesheets
• Custom reports
• File sharing
• Mobile app (both iOS and Android)

Price : $89 per month (unlimited users)

Todoist, as a task management solution, is a breeze for many. 

Like the Swift to-do list app , it has a simple, no-frills interface built around a classic design. This task-tracking software is great for individuals, though they’ve recently expanded into teams and adapted to small business needs.

However, they still fall short when it comes to team management , as you can’t assign multiple people to a single task. 

Guess they want you to-do things all on your own!

Check out the best Todoist alternatives .

Todoist Key Features

• Recurring due dates
• Mobile apps available for iPhone, iPad, and Android devices
• Task labels and reminders
• Email notifications
• Automatic backups
• Collaborate on tasks via email

Pricing : Free to $5/month per user.

This is an interesting to-do list app and task management app. Any.do labels items as today, tomorrow, and upcoming, giving you a quick overview of the tasks that you need to complete. 

Unlike other task or project management software, Any.do also has an intuitive calendar to help you see how your events and tasks fit together. This task management solution can also organize tasks and filter your workflow by due date or category.

There is one drawback, though:

Looking for a powerful free version?

We’re sorry, but Any.do’s going to have to respond with a: no-can-do !

Any.do Key Features

• Time tracking add-ons
• To-do list reminders
• Daily planner to organize and prioritize to-dos
• Android and iOS mobile apps
• Unlimited attachments
• Location-based reminders
• Task color-coding to organize your work 
• Customized recurring tasks

Price : Free to $2.99/month per user.

Chanty is a team collaboration platform employing a chat-first model to create an effective task management system. With chat organization, users get to convert any message into an assignment, allocate it to the appropriate person, and set due dates for it.

Moreover, switching to a Kanban board can also help you improve your workflow by providing an easy way to manage all of your tasks in one location from a bird eye view.

You can also use Chanty to do more than just communicate by integrating several apps and eliminating the inconvenience of navigating between all of them.

Chanty Key Features

• Individual and group audio or video calls
• Built-in task management
• Screen sharing
• Community support
• Unlimited searchable chat history
• Roles and permissions
• A dedicated support line
• Unlimited members on the team
• Unlimited individual and group audio or video calls

Price: Free up to 10 users after which it is $3/user/month.

HubSpot took task management and decided to up the game for everyone. The software is included in its customer relationship management (CRM) suite, and it’s aimed at helping you move along the sales funnel. 

You can create workflows to automatically schedule new tasks after you complete ongoing tasks. Set up reminders, compare your performance to past data, and keep track of everything in one place.

HubSpot has a strong focus on integrations, so if there’s an app you love, chances are HubSpot works with it.

Check out ClickUp’s integration with HubSpot .

HubSpot is a comprehensive tool, and even at the free level, it can be a lot. While they offer different ways to learn the software, it has more of a learning curve than some other options on this list.

HubSpot Key Features

• Automatically synced data 
• Integrations with hundreds of apps
• Easy task creation
• Progress tracking
• Task queues

Price: HubSpot starts free, with premium CRM plans starting from $45/month.

Taskque is one of the best task managers that’s a step up over a regular to-do list app. It’s a great tool for resource management and can assign tasks to the next available team member. 

It works well for teams that are working on the same functions, with similar skills. Instead of being a broad management tool with no focus, Taskque can quickly assign tasks to zero down on your work.

Unfortunately, it’s going to be a tough tasque working with its limited integrations and no time tracking.

Taskque Key Features

• Automatic task assignment
• Discussions
• A powerful to-do list app
• Workflow management
• Exclusive permissions
• Expanded workspaces

Price : Free to $5/user per month.

If you’re a project manager who likes using a Gantt chart, Flow could be the best task tracking software for you. Most of the projects are color-coded to help you quickly navigate between individual tasks and projects in your workflow. 

Additionally, templates and repeat projects help users when they need to do a project repeatedly or stage another event. 

The one drawback of this management app? 

Don’t use it if you’re looking for a free task management tool. There’s no free plan!

Flow Key Features

• A list of tasks with card views
• Drag and drop timeline
• Workflow management features
• Public and private projects

Price : $4.79/user/month and up

Tasks and projects are front and center in this management solution. The central dashboard features all of your tasks and can be arranged by the due date, project, or team. 

Your teammates are listed on the right side, and you can automatically drag tasks from the central task area to your team members. Once this is done, each teammate is assigned the task, and it becomes part of their workflow.

Speaking of your workflow, any good task management software should be able to offer you easy task planning and scheduling features to streamlines your workflow.

Does Hitask offer them?

They have no Gantt chart . 

No Kanban board.

So no workflows. Ugh.

Hitask Key Features

• Task management
• File storage
• Time tracking
• Email task creation
• Mobile apps for iOS and Android
• Selective permissions on tasks
• Calendar sync
• Unlimited storage

Pricing : Free to $20/user per month

Trello is one of the largest Kanban task management tools. It’s no surprise that their Kanban boards are their main calling card. This customizable Kanban interface allows users to set up cards for different projects like they were post-it notes.

To make Trello efficient for complex projects, you’ll have to upgrade for features like project timeline templates or priorities. 

Why do that when there are tools that offer that in their free plans?

Take a look at the best Trello alternatives , and don’t forget to compare Trello with ClickUp !

Trello Key Features

• Attachments
• Unlimited integrations
• Collections for teams
• Public/private boards
• More onboarding support

Price : Free to $17.50/user per month

ProProfs Project is a feature-rich task management solution. It’s built to handle multiple projects across cross-functional teams on a single platform.

Create a project schedule and streamline your processes to deliver your projects on time and within budget. Also, you can prioritize tasks and track them using multiple project views such as Gantt charts, Kanban board, and more.

One of the best things about ProProfs Project is its customizable dashboard. It lets you schedule tasks with a simple drag and drop and provides all your project information at a glance.

What’s missing? A user-friendly mobile application that allows seamless team collaboration anywhere, anytime.

ProProfs Key Features

• Centralized dashboard
• Real-time alerts & notifications
• Instant messaging, task comments, & file sharing
• Customizable workflows
• Gantt charts, Kanban board, Calendar view
• Task prioritization
• AI-powered reports
• Automatic invoicing
• Task dependencies

Price : $2/user per month and up

Quire breaks down online task management into its smallest components, giving you the most critical tasks to focus on first. Unlike other management tools, the way it does this is with “nesting” and Kanban boards.

Quire nests tasks within cards in a Kanban board to unfurl your next steps within each card. 

This online task management software also has powerful filtering options to help you pick out the tasks that need to be completed first.

As perfect as it sounds, it has a-Quire-d its share of flaws. The most striking one is its lack of a built-in chat feature!

Quire Key Features

• Tasks and subtasks
• Progress reports
• Recurring tasks
• Apps for iOS and Android
• Kanban boards

Price : Free

This management software aims to help you meet your task deadlines quickly. You can even integrate it with time-management software to add time tracking to your tasks. 

Asana is a good option for online task management in that smaller teams can use it effectively. But it may not scale as well across the whole organization.

Don’t forget to check out the best Asana alternatives and our Asana and ClickUp comparison !

Asana Key Features

• Basic dashboard
• Basic search

Price : Free to $24.99/user/month and up

The Things app is another great task management software.

The key differentiator for this task-tracking software is that you can select a core focus for each day. Things lay on a small layer of project management that has sections on comments, tasks, and subtasks.

Do remember, every web-based task management feature is premium because there’s no free task plan for your desktop, iPhone, and iPad.

Any other concerns about this task management system ?

Things is only available on Mac and iOS.

Things Key Features

• Calendar events
• Morning, afternoon, evening slots
• Section headings
• Mac OS shortcuts

Price : One-time charge of $49.99

Although widely known for its time tracking capabilities, Clockify can be a solution to your task management problems, too.

You can use Clockify to manage all your tasks, to-dos, and projects. Additionally, it’s suitable for individuals, such as freelancers and independent consultants, and companies and teams of all sizes. 

The app offers a free task timer that you can use to track the hours you and your team spend working on tasks — and then uses that data to calculate billable hours.

The only drawback is that Clockify covers a wide range of time tracking and invoicing features which can be overwhelming if your idea is to use it solely as a task management app. 

Clockify Key Features

• Categorize your time entries into specific tasks. 
• Assign tasks to people and set time estimates for each task. 
• Manage your tasks — edit them, mark them as done, or delete them. 
• Visually track all your tasks and time logs in a Calendar view. 
• Integrate the app with 80+ other project management and productivity tools. 

Premium: 

• Define hourly rates for each task and decide which ones are billable.
• Visualize all your projects, see who’s available for their next task, and make schedules accordingly. 
• Ensure maximum security and privacy of your tasks by hosting Clockify on your own servers. 
• Automate your projects by setting up Project templates and using them for every new project, if applicable. 

Price: 

You can use most of Clockify’s features for free; the cheapest paid plan starts at $3.99 user/month

Plutio is an all-in-one business management app designed for freelancers, small businesses, and large enterprises alike. It comes with everything you need to efficiently manage tasks and projects for teams and individuals.

Plutio comes with tons of great collaborative features that give you a cutting-edge, like time-tracking, team chat, dynamic proposals, contracts and e-signing, appointments and bookings, and more.

It’s a fantastic solution for anyone looking to streamline and automate their processes while cutting their monthly software costs.

The downside? Because Plutio comes with so many features, it can take a while to learn them all. However, they have excellent customer support to help get their users up to speed.

Plutio Key Features

• Timeline/Gantt view, Kanban view, list view, and calendar view
• Dashboards, projects, and knowledge-base
• Team Chat, time-tracking and timesheets, built-in documents
• Proposals, contracts, and invoicing

Pricing : 7-Day Free Trial, Pricing Starts at $19/month.

Infinity is a flexible and fully customizable task management software that features a colorful and engaging interface. This software can be used by both freelancers juggling multiple clients and tasks, as well as corporations with thousands of employees around the world.

Built to help you organize yourself easier and take the stress out of your workdays, Infinity gives you endless ways to customize your workflows. The key to this is in Infinity’s great structure, advanced productivity and automations features, and unmatched versatility.

Using Infinity, you’ll be able to put all of your tasks straight, eliminate clutter, collaborate with teams and stakeholders, spot and resolve bottlenecks, and get tasks done with less effort and in less time.

Infinity Key Features

• 6 different views to display data: Kanban, List, Gantt, Calendar, Form, and Table
• 20+ attributes, including labels, dates, formulas, and progress bar, to name a few
• Over 50 templates for various use cases
• API & automations to help you complete projects faster
• Multiple integrations, including ones with Google Drive, iCalendar, and Zapier
• Dedicated desktop and mobile apps

Price: Infinity is currently running one-time payment deals that give users access to all Infinity features.

This management software has a task board that will automatically show you overdue tasks for today, tomorrow, and beyond. 

Another great feature of this management app is the number of integrations. These include Google Drive, Office 365, Outlook, internet safety software; you name it. Accelo also helps you monitor estimates, invoicing, scheduling, and billing more so than any other task management app.

Accelo is capable of so much, but it accel-erates your company at a cost.

It doesn’t have a free plan. And $39 per user per month, you’ll be spending a small fortune each month!

Accelo Key Features

• Team scheduling templates
• Time tracking templates
• Automated timesheet

Price : $39 to $79/user per month

To be quick and to the point, this management app looks a lot like Trello (or maybe Trello looks a lot like Taskworld?)

The point is…if you enjoy the layout of Trello but need a few more features, then Taskworld is probably worth a look. Their reporting, task points, and activity log look stronger than Trello’s for sure.

Sounds great until you realize their list of integrations is so small you could note it down on one of their virtual post-its and still have space left on it! 

Taskworld Key Features

• Task points
• Task assignments delivered by email
• Activity log
• Repeating tasks
• Direct messaging

Price : $10/user per month to $22/user per month

If you’re a jack-of-all-trades, then Wimi may be the task management app for you. It has online task management in one pane, docs in another, and even a messaging system for your work as well. 

Like other management apps, you can use Wimi to track task project statuses and add deadlines where needed. It also has a great project timeline feature to manage task dependencies and key performance indicators.

On the downside, Wimi’s pricing can go through the roof for larger teams!

Wimi Key Features

• Gantt chart timeline for lean visual management
• Task assignments organized as post-it notes
• Critical path calculations
• Task filters
• Task history
• Unlimited projects
• Up to 500GB of storage
• User training and onboarding

Price : Free plan + paid plans up to $18/per user/month

Basecamp is a quality task management software who’s core really focuses on efficient team collaboration and communication.  

What isn’t core to the software is making itself feel like it’s made for you. For example, you can’t customize each specific task status.

What’s been approved? What’s in progress? Guess you’ll never know!

Check out these 7 Basecamp alternatives and our comprehensive Basecamp review .

Basecamp Key Features

• Real-time communication (campfires & pings)
• Simple task management
• Auto check-in questions
• Project progress tracking (Hillcharts)

Pricing : Free to $99/month

Monday.com is another great and simple task management software to consider. It has multiple task management features that let you create task assignments and assign them with ease.

And while we’re not saying that it’s as disappointing as most Mondays, there’s no free plan.

Check out how ClickUp compares to Monday.com & how Monday compares to Asana !

Monday.com Key Features

• Calendar view
• Automations
• Unlimited boards

Pricing : $8/seat per month to $16/seat per month

Compare Monday Vs ClickUp !

Last on this list of project management software is Wrike. It’s a popular free task manager and project management system with built-in time tracking features.

Whether you’re a small team or an enterprise-level user , Wrike will serve you well.

However, if you’re a creative thinker, you’re going to feel stifled.

They don’t have mind maps or a notepad to jot down ideas. 

Not sure about Wrike anymore? 

Take a look at these Wrike alternatives or Compare ClickUp vs. Wrike for a clear idea.

Wrike Key Features

• Task tool for progress tracking
• Workflow statuses

Pricing : Free to $24.80/user per month

Taskade straddles the line between a personal task management app and a team project management app—with features that fall somewhere between the two. 🤸‍♂️

It’s a good choice for individual super users or for small teams. But big teams might find that the features aren’t quite robust enough.

If you’re someone who mostly consults your task list from your mobile device, then you’ll love Taskade’s native app design. It runs quickly and has options for widgets that can help you visualize your to-dos and project progress.

The mobile app is available for iOS or Android. There are also desktop apps for Mac, Windows, and Linux, and browser extensions for Chrome, Firefox, and Edge.

Taskade Key Features

• Both your professional and personal to-dos in one app with separate areas for each part of your life
• Collaboration features that include not only the ability to assign tasks to teammates but also an in-app video call feature that allows you to have a face-to-face chat
• Strong note-taking features for brainstorming and documentation
• Outlining capabilities to manage tasks
• Starter: $4 per month
• Plus: $8 per month
• Pro: $19 per month
• Business: $49 per month
• Ultimate: $99 per month

Pipefy is a task management tool that simplifies the process of creating, assigning, and organizing tasks. With its automation features, Pipefy helps save time and minimize errors in task management. It offers a comprehensive platform where users can easily connect and integrate with other existing software, such as ERP , HRIS, and CRM systems.

Pipefy Key Features

• Process templates
• Secure company database for actions
• Conditional logic
• Native Integrations with Slack, GitHub, BitBucket, and Google Hangouts

Pipefy pricing  

Pipefy offers a free plan for individual users and small teams, with paid plans starting at $30/user per month.

Why Do You Need Task Management Software?

1. task management software helps you organize work.

We know you and your team work on multiple tasks every day!

Project tasks, HR activities , social media posts, invoicing, the list goes on.

Now try and imagine handling all of that with a pen and paper, or even an Excel sheet .

Unfortunately, this is all too common.

According to a recent study by ClickUp , 42% of employed Americans feel that they do not have all the technology and tools, such as task management apps, to succeed at work! Nearly half (45%) would give up 10% of their salary for an easier work life.

There’s no way you can keep track of every project task, meet your deadlines, track progress, and manage your team without a dedicated tool . 

Luckily, task management tools are designed for this, acting as a safeguard against going crazy! 

It’s a dedicated space to monitor your task progress, assign tasks, and manage schedules. It ensures that you’re able to efficiently track tasks and subtasks so that you meet your deadlines.

2. Task management software helps your team collaborate effectively

Your task management tool will improve not only your in-office and/or virtual team’s tasks but also your team collaboration capabilities.

As each task has a dedicated space, it’s easier for your team to consolidate information and work on things together. Also, as every assignee has access to this task space, nobody will be left out of the loop. 

Your team can easily share files, ideas, and feedback to collaborate over tasks and get things done quickly.  

3. Task management software helps you prioritize tasks

All tasks were not created equal.

While every task needs to be addressed, some are more important than others. 

So what do you do?

You start prioritizing tasks.

For example, finishing a client’s project is probably more important than deciding what your office party’s theme is, right?

Your task management tool will help you prioritize tasks to work on what’s most important immediately.

How to Choose the Best Task Management Software

Choosing the best task management tool for your organization can be a daunting task, especially with the plethora of options available in the market. By considering a few key factors, you can narrow down your choices and find the perfect fit for your team or company.

Before diving into any specific task management software, it’s important to understand what your team or company needs from a task management tool. Make a list of the features and functionalities that are essential for your team’s workflow. Do you need a simple to-do list? Or do you require advanced project tracking and collaboration capabilities?

Knowing your needs will help you eliminate options that do not meet your requirements.

Task management software can vary greatly in terms of complexity and scalability. If you have a smaller team with simpler tasks, a basic task management tool may suffice. However, if you have a larger team with more complex projects, you may need a more robust solution with features such as time tracking, resource allocation, and reporting.

The last thing you want is for your team to struggle with using the task management software. To avoid this, look for intuitive interfaces, simple navigation, and easy-to-use features. You may also want to check if the software offers training or customer support to help your team get up to speed quickly.

Having all your tools integrated can improve efficiency and streamline your workflow. Look for options that offer integrations with your existing tools or have an open API that allows for easy integration.

Task management software can range from free to expensive, so it is important to determine your budget before starting your search. Keep in mind that some software may offer a free trial or have a freemium model with limited features. Consider the long-term costs as well, including any additional fees for extra users or advanced features.

Bonus: Learn how to implement a work management system !

1. What Are The 8 Managerial Tasks?

The eight managerial tasks, often referred to as the functions of management, were first proposed by Henri Fayol, a French management theorist. The 8 managerial tasks are, planning, organizing, staffing, directing, coordinating, reporting, budgeting, and controlling.

2. What are the Benefits of Task Management Software for Teams?

Task management software improves task organization, prioritization, project management, collaboration , real-time tracking, improved communication, enhanced productivity, automated reminders, and streamlined workflow for effective task management.

Which Task Management Software is Best for Your Team?

You don’t need us to tell you that there are lots of task management tools available. That’s apparent from any Google search or a glance at the productivity section of the app store. 

So here are some suggestions for deciding which task management software is right for you :

• Try a free plan before you buy it . You shouldn’t have to lay down your hard-earned cash on task management apps before knowing how they work. Test out some of the best free task management software to help you decide what you like and don’t like. Some online project and task management tools offer free trials. Be wary of those tools because you know a sales pitch will be coming at the end!
• Read the reviews of task management apps . Unless you love trying out new software as a hobby, you’ll probably want to see how others have used them. They may even show you a new way of using the software. You’ll also learn of any problems in that online task management software too.
• Check out the roadmap . Just because an online task management software doesn’t have the features you want doesn’t mean it won’t be there tomorrow. The best software companies are constantly iterating and releasing new features regularly.

First on the list? Get ClickUp for free today to discover how to manage task assignments, streamline your workflow, and boost everything else in your Workspace!

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Task Management Tips: How to Improve Your Task Management Skills

By Kelechi Udoagwu , June 9, 2022 - 10 min read

Tasks connect our plans to actions. They are the building blocks of every project and how we transform goals into results. Individuals, teams, and managers need proficient task management skills to manage their time and duties effectively. 

Without task management skills, you may lose many productive hours doing busywork and focusing on the wrong things. Managing your tasks helps you organize, prioritize, and coordinate all you have to do, especially when working with a team . 

This article shares ten task management tips to improve your skills. We'll also discuss how task management software can help you become more efficient. 

What are task management skills?

Task management skills are activities and principles that help you organize your work to complete tasks on time and with high standards. They help you bring plans to reality without making mistakes and errors or missing deadlines . 

Things run smoothly when you have good task management skills. They help you pursue your goals and make consistent progress. These skills also help you develop workflows and systems and navigate task management software that enables you to manage your responsibilities and collaborate with others.

Task management skills examples

Managing your tasks may entail managing your team's tasks, especially if you're a project manager or team lead. 

Different task management skills are more important for different positions. A manager, for example, should have effective prioritization, communication, and delegation skills to organize and order tasks and communicate goals, updates, and schedules.

In contrast, team members and individual contributors may use their time-tracking, adaptability, and workload management skills to complete their tasks successfully and prioritize self-learning. 

Are multitasking management skills worth it?

Multitasking management skills are necessary for project managers. They help to deal with the added complexity that comes from managing people. Managers must be comfortable organizing and leading meetings, delegating tasks, communicating with stakeholders, and handling project risks and conflicts. 

It's almost impossible to avoid multitasking when you're a manager. A typical workday may include completing creative tasks while interviewing vendors and emailing stakeholders about a new project. 

You must be able to juggle multiple tasks without dropping the ball and transition from executing your own tasks to managing assets, resources, and changes to meet set goals. 

It's important to note that multitasking for extended periods can be bad for your productivity and mental health . Constant context switching takes a toll on the brain, leading to mistakes and errors and increasing stress and mental health issues like anxiety. It's crucial to have regular breaks and make time for single-tasking (i.e., focusing on one thing at a time) to limit these effects.  

How to improve task management skills

Improve your task management skills by following the ten task management tips below:

1. Start with smaller tasks

When you have a lot to do, starting with the smaller tasks can help you make considerable progress quickly. This helps you clear your plate of less important but necessary tasks and make more room for the big tasks that require time, effort, and resources. 

Smaller tasks may include:

• Responding to emails
• Assigning tasks to team members
• Generating and distributing reports to stakeholders

Starting with these tasks sets the stage for tackling bigger tasks. This happens because the brain releases dopamine when we complete tasks, motivating us to do more. Completing small tasks gives you the mental and emotional energy to handle bigger tasks. 

2. Focus on one at a time

Focusing on one task at a time increases your productivity and output. This helps you keep up with work responsibilities without feeling overwhelmed, forgetting things, or making avoidable mistakes. 

Focusing on one thing, also called single-tasking, means that you work on a task until you complete it, reach a specific milestone , or the dedicated time is up. You then move to the next task or take a break to rest and recharge. 

Single-tasking helps you achieve more in less time with less stress. It minimizes context switching and improves mental health and well-being. When you have big tasks, break them into bits and complete them by single-tasking for dedicated blocks of time. Do tasks that require deep thinking and focus by single-tasking.

3. Create an effective schedule

Scheduling helps you organize your tasks around your time in the most productive manner. When creating your schedule, consider your peak productive and lagging hours, team members' and collaborators' schedules, task priority, and other factors.

List your tasks and schedule them into available time slots on your calendar. Following a daily and weekly schedule helps you make steady progress toward your goals. Improve your schedule and make it more effective by tracking your work hours and productivity. Being intentional about how you spend your time helps you get better at estimating how long it takes to complete tasks . 

4. Get to grips with change management

In many companies, it's not change itself that causes problems but a lack of process for requesting and implementing change . This is why change management is a crucial task management skill. It helps you respond to task changes on time and stay on track with your project plan.

Change management entails developing and implementing contingency plans and communicating with your team so that everyone knows what to do. Monitor the impact of any change on the task and its related tasks, e.g., an overdue deadline for one task may affect the deadlines for its subtasks and subsequent tasks. 

5. Set realistic deadlines

Ensure you set realistic timelines and due dates when creating and scheduling tasks. Use time-tracking software to improve your time estimates and gather accurate data showing how long you actually spend on tasks.

Realistic deadlines enable you and your team to produce your best work and complete projects successfully. They also allow you to refine and improve your work before delivery. 

6. Break tasks up into smaller tasks

Changing your perception of the size and difficulty of a task can help you gather motivation to do it. Break your tasks into smaller pieces to avoid procrastination and stress and gain momentum. 

To break down your tasks, begin with the big picture and write down all its components. List all the tasks involved and identify your priorities and critical path . It's vital to outline the optimal sequence to tackle a big task on schedule and produce your best work without rushing or becoming overwhelmed. 

7. Collaborate whenever possible

Task management includes taking stock of your available resources, assets, and support channels. One of the benefits of working in a company is having team members you can get assistance from and collaborate with to complete tasks faster and better.  

Reach out to team members and like-minded professionals and build relationships so you can ask for help and collaborate when you need to. This increases your capacity to handle tasks and perform better at work.

8. Communicate clearly

Communication is one of the most important task management skills. Effective communication allows you to share ideas, updates, or problems with team members, managers, and stakeholders. 

Effective communication improves your chances of success, whether working with others or by yourself. Practice verbal and written communication to enhance your task management skills. Also, set up processes such as weekly team meetings or sprint reviews to encourage regular communication and updates between team members and collaborators. 

9. Set useful reminders

Set yourself reminders about your upcoming tasks. Task management software like Wrike automates this process and keeps team members updated about shared tasks. 

You want to know what's due each day, week, and month. If you manage a team, set reminders for everyone about upcoming priorities and deadlines and add notifications alerting you when tasks have been completed. 

10. Avoid burnout

Task management involves planning and completing your tasks in a way that limits burnout and fatigue. Consider health needs as you create a schedule for you and your team. 

Offset big tasks with smaller tasks to balance each workday. You can be proactive about taking care of your physical, emotional, and mental health while still managing your tasks and getting things done on time. 

Why use Wrike for efficient task management?

Task management skills help you structure your time and duties to produce the best results. To do this, you need task management software like Wrike to break down big tasks, prioritize and delegate, and collaborate with team members and stakeholders. 

Wrike's task management software provides a highly secure and customizable platform for individual contributors and teams of any size to manage their tasks effectively. The software integrates with other work-critical applications and provides templates that enhance collaboration and reduce time spent on administrative tasks. 

Are you ready to take your task management skills to the next level and improve efficiency and output in your teams and organization? Get started with a two-week free trial of Wrike today and begin implementing these task management tips to improve the way you work.

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Task Management for Project Teams

Task management for project teams is one of the core functions in project management and involves a typical work breakdown structure that divides your project into manageable tasks. Managing such tasks on priority, while keeping up with the cost and schedule criteria, and ensuring team collaboration forms the basis of task management.

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What is task management?

Task management is the process of monitoring your project's tasks through their various stages from start to finish. This involves actively making decisions for your tasks to accommodate changes that can occur real-time, with your end goal being the successful completion of your tasks. Project task management also means managing all aspects of a task like budget, time, scope, resources, recurrence and so on effectively.

Project management vs task management

Project management is the process of managing a project which has a fixed start and end date through the various stages of planning, execution, monitoring and closing. A project is aimed at executing a specific end goal by performing several manageable work items to achieve it. These work items are called tasks.

Task management is the process of managing an individual task from conception to closing. A task needn't necessarily have any goal or even specific deadlines. A group of tasks together contribute towards the execution of a project. Therefore task management is inherently a function of project management.

Project management requires you to see the big picture. Project managers generally have multiple projects of various priorities running simultaneously. Successfully managing them requires a proper analysis of the relationships and dependencies that exist between its various components. Task management on the other hand involves micro-focus in achieving just the task completion. Both project and task management need team involvement and management to make sure the resources can optimally juggle multiple work items.

How to manage tasks?

In PMI's 2017 Global Project Management survey , 37% of executive leaders said "the primary cause of failure [of projects in their organization] was a lack of clearly defined objectives and milestones to measure progress" and "a lack of discipline when implementing strategy." Keeping this study in mind, here are some key steps involved in task management:

Prioritization: Whatever tool you use to manage your tasks, whether a simple to-do list or a comprehensive project task management tool, the most important aspect of task management is prioritization. This helps in efficiently completing all the tasks involved while maintaining the planned constraints.

Milestone tracking: The findings of this study also show that establishing clear goals is essential to the successful completion of a project. Although for task management an end goal isn't necessary, defining milestones helps motivate teams to execute tasks successfully.

Schedule management: Making sure your task gets completed on time is something that has an impact on the overall project health. Attributing the right time frame by estimating the effort involved is key here.

Resource allocation: Optimum resource management is the next step to ensure effective task management. Depending on the budget and schedule, assign the right talent and amount of resources to get work done.

Collaboration: For all the steps mentioned above, collaboration is key. While working in teams usually means more work gets done, keeping team members in sync can be difficult. Task management software for teams can help you keep your team connected.

Another interesting way to manage tasks can be by categorizing them on a deadline or priority matrix with "schedule" and "priority" as the axes. With this structure, necessary work that needs to be done immediately should be placed high on both priority and schedule, while necessary work that isn't needed immediately should be placed high on priority but low on schedule.

Why do you need to manage tasks?

Task management improves your workflow in many ways.

Make your work more efficient

Inefficiencies often stem from disinterest. Task management principles greatly improve productivity by making sure the right resources are utilized at the right time. This includes giving team members tasks and responsibilities that match their abilities and interests.

Bring focus to your job

Whether you work as an individual or for an organization, all your tasks are done in order to achieve a particular goal. However we often end up doing things that distract from or don't contribute to this. If there's a systematic way to approach all your work items, your work will be more focused on the end goal.

Organize your organization

It's not always possible to work only on one task at a time. However, working on many things all at once can become chaotic. Organizing your tasks in a way that helps streamline your workflow goes a long way in becoming more efficient and reaching your target.

How to implement task management?

You can manage tasks with a variety of tools, including:

Simple to-do lists or check lists

From grocery shopping to planning a sophisticated wedding, making simple lists to manage tasks never goes out of style.

Kanban boards

Visually appealing and easy to use, these boards are simple yet effective. Dragging a task from "In process" to "Done" is almost as cathartic as striking it off a list.

What's a day without at least one reminder about that thing you forgot to do last week? Adding deadline-oriented reminders to your calendar helps organize your time.

Whether you use cloud or on-premise software, taking the time to set up your tasks here will reward you with insightful resources, reminders, and reports.

Beyond just the tools you use, there are many points to remember while implementing your task management system.

The subtle art of saying "no"

Learn it. Practice it. Say it to anything that won't help with your goal.

Beware of killers

Time, or productivity killers will make you lose focus.

Business as usual

Always remember to set aside time for your routine tasks while planning.

Balance your plate

Delegate tasks. You may be a perfectionist, but taking on everything yourself is a sure path to disaster.

Don't put it off

Things that can be done today should be done today. Procrastination leads to multitasking, and not in a good way.

Take a break

No one can be productive 24/7, so it's a good practice to prioritize even break-taking. Since interruptions are bound to happen throughout the day, taking deliberate, timed breaks will help you come back to work with renewed vigor.

Mind over matter

Stop worrying about things that you have no control over. While planning, make some room for the unexpected to happen, but otherwise don't let it affect your work.

Who is task management for?

Task management systems benefit anyone who has tasks to do—which is everyone. People who pursue project and task management can fall into the following broad categories:

Project Leaders

Stay up to date on how free or busy your team members are, and delegate work accordingly.

Task management for teams helps with delegation of tasks within a team, coordinating team members to work productively towards a common goal.

Personal task management

Get instant updates and notifications on all work completed by your team members.

Why do you need a task management tool?

From task planning to managing, task management software helps you log and track every piece of information related to your project. The ability to keep track of your tasks, deadlines, meetings, and team responsibilities makes task management software a crucial tool for your business needs. If any issues arise, it only takes a click to gain insight into the exact source of the problem, take control immediately, and make changes to improve your work flow successfully. Additional collaboration features like chat, forums, and dashboard help your whole team stay connected and on top of the latest developments.

Benefits of using a task management tool

• Helps you to organize, assign, and prioritize tasks using color codes
• With the help of Gantt charts, it helps you monitor your progress and mark milestones to keep your project on schedule.
• Allows you to set goals, keep track of deliverables, and manage deadlines
• Offers comprehensive, customizable schedules to facilitate uninterrupted workflows
• Eliminates the need to remember all tasks yourself and keeps you on track with timely reminders
• Customizable options help you work with what you find comfortable

How to choose the right task management software?

Depending on your purpose, price range, existing work environment and preferred platform, there are several project and task management tools available. From simple checklists which may not even require an internet connection to a full-fledged project task management software, the capabilities are varied. There are also software options that fit specific industries like construction, IT or education or specific functions like crm task management.

Zoho Projects is an online task management tool that's not only affordable and easy-to-use, it also has features that ensure scalability and data security. Strong collaboration features, Kanban boards, Gantt charts, detailed reports and task-specific time trackers make this one of the best task management software options available in the market. The feature-rich basic version is also a means for performing free task management. Check out the pricing details of Zoho Projects here.

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What Is Task Management? 10 Key Tools and More

Discover what task management is, roles in this field, and popular software tools you can use to manage tasks.

What is task management?

Task management is the process of effectively and efficiently tracking, managing, and executing the life cycle of a task or many tasks within a project, from inception to execution. The purpose of task management is to improve the decision-making, communication, efficiency, and effectiveness of a task or project.

Managing tasks is something that most adults do in their daily lives. Take running a household, for example. Whether you are single or have a family, you have to manage your time and energy throughout the day to complete tasks like attending work meetings, cleaning up, buying groceries, and more.

On a project team, task management requires you to have organizational skills and strategic thinking. You'll also need to know how to use apps and software, as well as manual methods like task lists and charts.

In this guide, you'll learn all about task management, including job roles that use it, popular software tools, and how to get started learning this skill set.

Benefits of task management

There are many benefits of learning task management skills, whether you're working individually or managing a team.

Enhanced communication between teams and stakeholders or supervisors

Increased collaboration among team members 

Projects staying on task and on time 

More transparency with task flow 

A better understanding of the needs of a project or tasks

Finding issues or concerns earlier 

Preventing major issues that could derail a project 

Completing projects more efficiently and effectively 

Why is task management important?

Task management helps teams communicate the status of various tasks and duties for a project to make sure it is progressing smoothly and in a timely manner. Being able to see what other team members are working on and what tasks have been completed helps teams stay organized and keep the momentum high.

Task management can prevent major errors or confusion from happening on a team. If a project gets stalled, a project manager can identify the source and troubleshoot the problem. Stakeholders and supervisors can also track a project's progress in software tools, maintaining a sense of transparency that can be beneficial for feedback and constructive criticism.

Task management skills 

Task management skills can benefit you, whether you lead a team or are an individual contributor. Here are some skills to build within task management: 

Critical thinking 

Ability to troubleshoot 

Attention to detail 

Effective communication  

Ability to delegate tasks 

Organization

Familiarity with systems and tools

Read more: 11 Key Project Management Skills

10 popular task management software tools

Task management software tools help individuals, teams, and companies organize tasks with the help of an app or systematic approach. These tools may incorporate charts, graphs, grids, and other tools that help visualize and task progress.

In the table below, we've listed task management tools that are rated highly on G2.com, a tech marketplace for rating and discovering software programs. Users rate these software programs 4.6 / 5 or above, according to these user experience criteria [ 1 ]:

Good partner in doing business

Task prioritization

Creation and assignment

To-do lists

Forbes.com's Advisor Small Business Team offers additional insights into task management apps and how they can best be applied. The list below includes task management apps that Forbes recommends based on performance areas such as transparent pricing, employee self-sufficiency, compatibility with third-party integrations, and access to customer support [ 2 ]:

monday.com : Best Overall

Airtable : Best Visual Representation

ClickUp : Best Budget Option

Todoist : Best for Simple Tasks

Teamwork : Best for Remote Teams

Asana : Best for Large Teams

Basecamp : Best Flat-Fee Pricing Option

Wrike : Best for Customization

Trello : Best for Beginners

Smartsheet : Best for Spreadsheet Users

Manual task management tools 

Manual task management tools provide visualization and organization for smaller teams where tasks may not change as often. They can be used alone or alongside software tools. These approaches use physical items like pen and paper, whiteboards, or sticky notes that track and manage tasks visually.  

Common manual task management tools include the following: 

The Kanban board method uses sticky notes and large sections of chart paper. Using this system, you write individual tasks onto sticky notes and move the tasks into new columns based on the tasks' progress (i.e., in progress, in review, completed, etc.). This “pull” method offers a visualization of tasks in progress by categorizing according to task priority.

Read more: Kanban vs Scrum: What's the Difference?

Spreadsheets can be a way to manage tasks manually. This could be a spreadsheet only the task manager uses or a shared document. You could use color coding to separate stages of a task or people working on the project. Spreadsheets are great for organizing tasks visually and can be used in several ways. 

Paper calendars already have built-in dates and a visual sense of time, so you may find them helpful when managing tasks—particularly deadlines and mini-tasks along the way. A calendar allows you to highlight critical dates, give a good outlook at the week ahead, and note any lags in delivery time, etc. 

Tips to improve task management

In addition to these tools and methods, you'll have greater success when you find the framework that works best for you and your team. Here are some tips for effective task management:

Use time-blocking to improve productivity. Time-blocking is the practice of blocking off chunks or sections of your day to devote to a specific task. This method helps to structure your workday and can improve productivity.

Encourage team members to set both long-term and short-term goals. It’s easy to hyper-focus on the "small stuff" when working on a project. Instead, take a step back. Look at the bigger picture and set flexible long-term goals so you can measure your short-term goals against them. When you align tasks to specific goals, you have a stronger roadmap to achieve them. 

Embrace the to-do list. A to-do list may sound simple, but if you can set your intentions for each day based on the previous day’s progress, you can keep a running log of actionable steps to achieve a task and complete projects on time. You can use paper and pencil, the notes feature on your smartphone, or an app to check off tasks as you complete them. 

Maintain a flexible schedule. Keep parts of your daily schedule free and flexible to prevent stress. Stay open to swapping out tasks if you're in the flow with one task, before moving on to the next.

Read more: What Is Time Management? 6 Strategies to Better Manage Your Time

Task management roles 

Depending on the team size and project scope, task management is a skill used in various roles within a company. Some companies have a job defined as strictly a task manager, while others have project managers or team leads who use task management to perform their jobs effectively.

If you are interested in task management and fostering team collaboration, you might consider one of these job roles:

1. Task managers

Annual salary (US): $90,621 [ 3 ]

Task managers may focus on one specific task or a larger project. They usually work with one team of people through the lifecycle of a task or project. Like project managers, they organize, plan, manage, and track multiple aspects of a project, including scheduling, goal setting, and delegating tasks. 

2. Project managers

Annual salary (US): $91,578 [ 4 ]

Project managers lead teams of people through the lifecycle of a project by organizing and planning aspects such as budget, documentation, and resources. They use task management to ensure multiple tasks within a large project are done on time and without error. They usually work with different people outside the project group to ensure a project comes together. 

3. Team leads

Annual salary (US): $68,817 [ 5 ]

Team leads usually work with a subgroup of people who are part of a project. Individuals in this role rely on task management to achieve goals by delegating tasks to members of their group and helping their coworkers reach those goals. 

Get started with Coursera

Taking online courses can be a great way to learn about task management and project management, discover career paths , and prepare for roles in task management. Consider enrolling in the Google Project Management Professional Certificate . Inside, you'll learn how to manage projects using traditional and agile methods, create project documentation, and develop strategic communication skills.

Article sources

G2.com. " Best Task Management Software , https://www.g2.com/categories/task-management?utf8=%E2%9C%93&filters%5Bstar_rating%5D%5B%5D=5&order=g2_score." Accessed September 7, 2023.

Forbes. " 10 Best Task Management Software , https://www.forbes.com/advisor/business/software/best-task-management-software/." Accessed September 7, 2023.

Zippia. " Task Manager Salary , https://www.zippia.com/task-manager-jobs/salary/." Accessed September 7, 2023.

Zippia. " Project Manager Salary , https://www.zippia.com/project-manager-jobs/salary/." Accessed September 7, 2023.

Zippia. " Team Leader Salary , https://www.zippia.com/team-leader-jobs/salary/." Accessed September 7, 2023.

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10 Task Management Tips & Skills To Get More Done Today

So, you’d like to effectively manage your tasks and time, eh? Good news, there are numerous ways you can help yourself get more done throughout the day. Like a lot of problems, a lot can be accomplished with a healthy dose of forethought and subsequent preparation.

There’s no shortage of professional productivity tips and online task management tools , yet the most important factor is finding a system that works for you, one which makes it easier to form habits that lead to stronger goal commitment and faster, yet productive work . 

If you’re looking for some personal productivity inspiration or useful project management suggestions, here are our 10 task management tips that help you find an effective, enjoyable work process that lets you get more done.

How do you manage tasks effectively?

1. break up big projects into smaller tasks.

One of the easiest and most significant things one can do before undertaking a large project is to break it up into smaller parts. It may seem counter-intuitive to give yourself “more” tasks, but it’s really just a way to visualize a large-scope project, which can be overwhelming and stress-inducing, in more manageable and (more importantly) measurable chunks.

It’s vital to recognize the difference between the projects and create actionable plans in a form of smaller chunks to achieve it. 

Smaller tasks with clear completion criteria can make a project seem less daunting and boosts motivation, effectively giving you greater confidence in your abilities beforehand, and then reaffirming them through lots of small victories along the way.

If your goal is to “be fluent in Spanish”, it would hardly do you much good to blindly stare at such an imposing goal. Instead, it would be much more productive to start with “introduce myself,” make the process habitual, “learn 10 new words a day,” and ultimately a series of achievable milestones, each one bringing you closer to your goal.

2. Create a priority to-do list

As intelligent a being we may be, it’s insanely difficult to mentally juggle many ideas simultaneously. Having your tasks as an easily accessible record helps you stay on top of things. A to-do list can be as simple as a piece of paper and some rapid logging , a digital planner , or even specialized project management software . Regardless of whether it’s physical or digital, form the habit of adding items as they occur to you.

Creating a priority system brings added benefits, namely a clearer view of your most critical tasks, but also a sense of relief from knowing that you’re working on the right focus.

There’s quite a few priority to-do list approaches , but the Eisenhower matrix is a notable one, allowing you to categorize tasks into four quadrants:

1.  Urgent and important: Do it immediately 

2.  Important, but not urgent: Schedule time for it

3.  Urgent, not important: Delegate it 

4.  Neither urgent nor important: Forget it 

It may seem obvious that the most important tasks need completing first, but by collating your jobs and targets, you can efficiently manage your time, able to stay on track and get the pressing tasks out of the way.

3. Keep your tasks in one place

Once you’ve decided on an effective method for recording tasks and responsibilities, make sure you’re keeping it all in a single planner, otherwise there’s no real benefit to creating the to-do list at all. It gets complicated when your day is scattered here and there, in two notebooks, a phone, a calendar, a diary and a carrier pigeon.

Unifying everything under one planner is fundamentally faster because it eliminates the time wasted when physically switching between modalities, but also the cognitive time taken by the brain cognitively resetting, too.

One place means one focus point, so it’s vastly easier to manage work and plan life. Friday's planner allows users to add tasks conveniently and schedule a block of time to complete them (with reminders!), making you that much likelier to commit to your goals .

4. Set time limits and deadlines

As American writer Rita Mae Brown said, “A deadline is negative inspiration. Still, it's better than no inspiration at all.” It’s true; they aren’t amazingly fun but rather a fact of life. As painful as they may be, clear timeframes boost productivity.  

Research has shown that we work harder when we are aware of deadlines, whilst the Yerkes–Dodson Law has suggested – for over a hundred years – a clear relationship between pressure and performance.

When it comes to setting a deadline, be sure to leave sufficient time to accommodate healthy working practices. A deadline that requires you to work and work endlessly is, to put it nicely, overly-ambitious or, not so nicely, dangerous . 

Never sacrifice break times for an unrealistic workload, lest you begin to lose interest and resent your work and goals. The importance of not only being physically away from work, but also psychologically detached has clearly been shown , so do not set yourself up for failure with impossible expectations.

It’s difficult to set a deadline on a project with no end-date in sight. Yet, it’s as simple as just picking a finish line you’re comfortable with. In doing so, you feel as if you’re constantly working towards a tangible end, boosting motivation by applying a healthy amount of pressure.

However, deadlines are not the only kind of time limit you need to be concerned with, but also work-length. Something like the Pomodoro technique , a brilliantly basic work-rest pattern, keeps you focused by providing your brain with adequate recovery time. An alternative technique is the 52/17 philosophy, which involves working for 52 minutes and taking a 17 minute break (reminiscent of our natural 90/20 minute ultradian rhythm ).

By “rewarding” yourself with a break, you can maintain motivation to get the tasks completed, especially useful when faced with extensive and complicated projects where prolonged focus is needed.

5. Start with small tasks

Once you have created your task list , selected a single place to consolidate your tasks and set realistic deadlines (with a decent work-rest ratio), you can get cracking with it! Many people feel that starting with a small task is a fast and easy win, a quick hit of self-assurance to better situate oneself in the palace of productivity.

Oftentimes getting started on a project is the hardest part, so starting with smaller tasks and working your way up will make you feel accomplished and will build your confidence. It gets your momentum going right away to help you focus and commit longer. 

6. Eat the frog

In stark contrast to the previous point, others find it better to start with the most difficult or cumbersome tasks, effectively getting them out of the way, i.e. eating the frog. For those who detest the looming intimidation of tasks, it may be better to tackle the big things first.

Coffee may be king in the early morning, but eating the frog will likely have you staying more productive throughout the day. Vanquishing the most difficult task early on sets a positive tone and a better atmosphere in which to nurture your productivity.

7. Focus on one task at a time

Whichever tasks you tackle first, you should only be focusing on one at a time. As ancient scholar Publius Syrus is quoted , "to do two things at once is to do neither," two thousand year old advice that still applies. Our brains do best when focusing on a single task, while the speed of multi-tasking is often mere fallacy, backed up by numerous studies that suggest it to be as much as 40% slower.

It’s often claimed that Leonardo Da Vinci could write and paint at the same time, or even scribble away in two languages simultaneously. While historians do now agree Da Vinci was ambidextrous , this ability to do two things at once is most probably an exaggeration. Even for us modern folk, it’s fervently difficult to focus and get each task finished when we try to do multiple things together.

Multitasking is a great way to accomplish many low-concentration tasks at one time, but there’s simply no application for it with high-attention work; any attempt to do so will rapidly drain your energy.

Try task batching to complete tasks of similar focus types, or use Friday Focus Time to minimize distractions, ultimately allowing you to get more done.

Focus on the task at hand, stay away from distractions and complete as much as you can in one work period. Remember to take a break, even for a moment, to mentally recharge before returning to work with increased energy and alertness.

8. Limit the number of tasks per day

“Rome was not built in a day,” as the saying goes, and neither are intricate projects and long-term ambitions. Similar to how unrealistic deadlines can result in unhealthy work practices, so too can doing excessive amounts of work.

A long list of incomplete tasks can be overwhelming in any case, but over-exerting yourself will probably make you feel worse, not better. The trick is skillful scheduling, whereby you can allocate the perfect amount of work to the day. Time blocking and the Ivy Lee method are excellent ways to consider that lengthy to-do list in terms of time-based sections.

If you can successfully implement the other time-management tips we’ve discussed, you’ll surely have no problem achieving a great deal, leaving you entirely satisfied and guilt-free when signing off for the day.

9. Reward yourself when you finish a task

Here’s a fun one... rewards ! The psychological impact of continually pushing through task after task is that you eventually become both overburdened and underwhelmed. When you do complete a step, be it a subset of tasks or a section of a bigger project, definitely find some way to reward yourself. It could be a crossword puzzle, a luxurious drinks order, or even a nice stroll in the park.

Breaking up work with rewards does two main things. First, they act as incentives to make you work faster towards a goal, like a sort of prize system to diminish distraction; second, they integrate very nicely into a healthy work-rest philosophy, boosting your motivation, which is especially crucial when you’re having a hard time getting to the end.

Even checking-off a task on the list can be considered as a reward, allowing you to acknowledge the progress you’ve made through the physical action (that feels amazing, we might add) of marking an item complete. Checking-off makes you feel more accomplished, and it’s fiendishly addictive, making you more likely to complete another task, and then another! 

10. Review and reflect on your progress

One often overlooked element of better productivity is the time taken to self-analyze your day; what you achieved, your sources of distraction and work you’re proud of are all valuable things to consider. You are also free to use a mood tracker to see how the day affected you emotionally.

Write down the tasks you’ve finished, thinking about what you learned about yourself and your optimal working techniques and conditions. In the same way checking-off makes you feel accomplished, an end-of-day review allows you to observe strengths and weaknesses and actively take steps to continuously develop your productivity practices.

In Friday, you can add a personal routine that prompts you with certain questions at the end of each day, including questions about how your work went and how productive you felt. This is totally customizable, so add whatever questions you want!

On occasion you will have tasks that you aren't able to complete immediately, or even ones that are seemingly undoable. Don’t throw that out, you can still use it! Keep tasks of this nature on a separate list, or as part of a future log , for you to review when you’re better equipped to handle them. 

A list such as this is just one of the many review methods you can use, but ample research shows the undeniably advantages of self-assessment. Becoming more active in self-regulation can also lead to better self-esteem and self-confidence. Self, self, self!

Task Management Demands Consistency

Whichever of these task management tips you choose to adopt, a crucial factor is consistency. The very fact that you’d like to better manage time , is great, but sadly it isn’t enough. The only tried and true way is steady repetition of effective actions that naturalize as pro-productivity habits.

You often hear the phrase “time is money,” but that doesn’t do time much justice at all; time is life, love, passion, pursuit, friendship, work and play. Time-management, then, is the acknowledgement that this precious, finite time does not pass but sprints , that we need to properly organize it to achieve our ambitions and lead a successful, gratifying life.

Knowing exactly how to organize a work day, or how to keep up with tasks, can be quite tricky. However, any attempt at a behavior or system that optimizes your time is a brilliant thing... Of course, if you need a little help from task management tools like Friday , our door is always open.

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Friday  is your home for work.

Your team can see meetings and tasks in one place, pulled from tools you already use. You can use widgets to customize your view, and better allocate your time to help you focus on the most important tasks.

At Friday, you’ll have a simple and  automated way  to share regular updates about what you are working on, enabling the regular flow of information  without another meeting . Beyond a daily planner, you also get more to keep your team working together asynchronously -- like icebreakers, goals, employee milestones, a company handbook, and people profiles!

 Best features:

• Try out  Posts  to take notes, ideas, meeting agendas, company announcements, and more.
• Integrates  with Slack, Microsoft Teams, Zoom, Google Meetings, & many of the top  project management tools .
• Start  automatic team updates  to reduce your time on Zoom
• Get the daily planner with your team to see a to-do list and schedule in one place
• Free Forever.  To-Do List + Calendar Sync + Check-ins + Posts + Unlimited Users.
• Individual Pro : $4 per month.  Planner View + Task/Calendar sync + Posts + Goals + Reporting
• Teams :   $6/per person /month.  Planner View + Posts + Task/Calendar sync + Check-Ins + Reporting + Kudos/Icebreakers.
• Company/Enterprise : A modern intranet & business communication tool customized to your business needs

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Table of Contents

In today's fast-paced world, managing tasks effectively is crucial for individuals and organizations. Task management refers to the process of planning, organizing, and executing tasks to achieve specific goals and objectives. Whether you're a student, a professional, or a business owner, implementing effective task management strategies can significantly boost your productivity and help you stay on top of your responsibilities. In this article, we will explore the key components of task management, the benefits it offers, practical ways to manage tasks, the importance of task management, essential skills for effective task management, popular task management tools, tips to improve task management, and the difference between project management and task management.

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What is Task Management?

Task management involves the systematic approach of planning, organizing, and executing tasks to accomplish specific objectives. It is a fundamental process that enables individuals and teams to allocate resources, set priorities, and ensure that tasks are completed efficiently and on time. Task management encompasses various aspects, such as task identification, assignment, tracking progress, setting deadlines, and evaluating outcomes.

Key Components of Task Management

Task management comprises several key components that contribute to its effectiveness:

• Task Identification: This involves identifying and defining tasks that need to be accomplished. Clear task identification ensures that all necessary activities are acknowledged and accounted for.
• Task Prioritization: Once tasks are identified, they must be prioritized based on their urgency, importance, and deadlines. Prioritization helps individuals focus on high-priority tasks and allocate resources accordingly.
• Task Allocation: After prioritization, tasks must be assigned to the appropriate individuals or teams. Assigning tasks to the right people ensures that responsibilities are distributed efficiently, and expertise is utilized effectively.
• Task Tracking: Tracking the progress of tasks is essential to monitor their status and make necessary adjustments. Regular updates and communication help identify roadblocks or delays, allowing for timely intervention.
• Deadline Management: Setting realistic deadlines for tasks is crucial for maintaining productivity. Deadlines provide a sense of urgency and help individuals and teams focus on completing tasks within the allocated time.

Benefits of Task Management

Implementing effective task management practices offers numerous advantages:

• Enhanced Productivity: Task management enables individuals and teams to stay organized and focused on their priorities. It helps avoid procrastination, reduces the likelihood of tasks falling through the cracks, and promotes a systematic approach to work.
• Improved Time Management : Task management allows for better time allocation, ensuring that each task receives the necessary attention. By setting and adhering to deadlines, individuals can optimize their time and avoid unnecessary delays.
• Reduced Stress: Individuals experience less stress and anxiety when tasks are managed effectively. Clear task priorities and well-defined plans alleviate the feeling of being overwhelmed, leading to improved mental well-being.
• Increased Accountability: Task management facilitates accountability by clearly assigning responsibilities to individuals or teams. Everyone involved knows their roles and is accountable for completing their assigned tasks, fostering a sense of ownership and commitment.
• Better Collaboration: Task management promotes collaboration by providing a centralized platform for communication and coordination. Collaborative task management tools enable teams to work together seamlessly, share progress updates, and collectively address challenges.

How to Manage Tasks?

To effectively manage tasks, consider the following steps:

• Task Planning: Begin by identifying and defining tasks that need to be accomplished. Break down larger tasks into smaller, more manageable subtasks for increased clarity.
• Prioritize: Evaluate each task's urgency, importance, and deadlines to prioritize them. Consider using methods like Eisenhower's Matrix or ABC analysis to categorize tasks based on significance.
• Set Deadlines: Assign realistic deadlines to tasks, ensuring they align with project timelines and overall objectives. Be mindful of dependencies and allocate sufficient time for completion.
• Delegate and Collaborate: Assign tasks to the appropriate individuals or teams, considering their skills and expertise. Utilize collaborative task management tools to facilitate communication and coordination.
• Track Progress: Regularly monitor and track the progress of tasks. Update stakeholders on the status of tasks and address any issues or delays promptly.
• Adjust and Adapt: Stay flexible and be prepared to make adjustments as necessary. Priorities may change, unforeseen obstacles may arise, and resources may need reallocation. Be proactive in addressing these challenges.

Why Do You Need to Manage Tasks?

Effective task management is essential for several reasons:

• Efficiency: Task management ensures that resources, such as time, effort, and materials, are utilized efficiently. Individuals and organizations can optimize their productivity by focusing on high-priority tasks and avoiding duplication of efforts.
• Meeting Deadlines: Proper task management helps meet deadlines consistently. It enables individuals and teams to plan and allocate their time effectively, reducing the risk of missing important project milestones.
• Accountability: Task management fosters accountability by clearly assigning responsibilities. Individuals are aware of their roles and are accountable for completing their tasks on time, leading to a sense of ownership and dedication.
• Quality Control: Managing tasks includes regularly reviewing and evaluating the quality of work. This helps identify any areas for improvement, ensuring that tasks are completed to the highest standards.

Task Management Skills

Developing certain skills can significantly enhance task management:

• Time Management: Effective task management relies on strong time management skills. Prioritizing tasks, setting deadlines, and avoiding procrastination are key to effective time management.
• Organization: Being organized helps in planning and executing tasks efficiently. Utilize tools like to-do lists, calendars, and project management software to stay organized and maintain a clear overview of your tasks.
• Communication: Strong communication skills are essential for task management, especially when collaborating. Clear and concise communication ensures that tasks are understood, and progress is communicated effectively.
• Flexibility: Being flexible and adaptable allows for better management of unexpected changes or challenges. Task managers should be open to adjusting plans and resource allocation as necessary.

Task Management Tools

Several project task management tools are available to help individuals and teams streamline their workflow:

• Trello: Trello is a popular and user-friendly task management tool that uses boards, lists, and cards to organize tasks and track progress. It allows for easy collaboration and is suitable for personal and team use.
• Asana: Asana is a comprehensive task management tool that enables individuals and teams to plan, organize, and track tasks. It offers features such as task assignments, deadlines, and progress updates.
• Todoist: Todoist is a simple and intuitive task management tool that allows users to create to-do lists, set due dates, and organize tasks by projects or labels. It integrates with various platforms and devices for easy accessibility.
• Microsoft Planner: Microsoft Planner is a task management tool that integrates seamlessly with Microsoft 365. It enables users to create plans, assign tasks, and track progress using pictorial boards and charts.

Tips to Improve Task Management

Here are some tips to enhance your task management skills:

• Break tasks into smaller, manageable subtasks for increased clarity and focus.
• Avoid multitasking and focus on one task simultaneously to maintain productivity and reduce distractions.
• Use task management tools to streamline your workflow and centralize task-related information.
• Prioritize tasks based on urgency, importance, and deadlines using methods like Eisenhower's Matrix.
• Allocate dedicated time for task planning and review to ensure tasks are on track.
• Regularly communicate with stakeholders to provide updates, address concerns, and foster collaboration.

Project Management vs. Task Management

While task management focuses on individual tasks, project management encompasses the planning, execution, and control of multiple interconnected tasks to achieve specific project goals. Project management involves managing resources, timelines, budgets, and stakeholders to deliver a successful outcome, whereas task management deals with the details of individual tasks within a project.

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Effective task management is the key to enhancing productivity and achieving desired outcomes. Individuals and teams can optimize their performance and accomplish tasks efficiently by implementing clear task identification, prioritization, allocation, tracking, and deadline management. Developing task management skills, utilizing appropriate tools, and following best practices can improve task management effectiveness. Remember, effective task management is not just about completing tasks; it's about ensuring that the right tasks are completed at the right time, contributing to overall success and productivity.

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1. How can task management improve productivity?

Task management improves productivity by providing clarity on priorities, deadlines, and resource allocation, enabling individuals and teams to stay organized, focused, and efficient.

2. What are the key steps in task management?

Key steps in task management include task identification, prioritization, assignment, tracking progress, and timely completion, ensuring a systematic approach to accomplishing goals.

3. How can task management benefit remote teams?

Task management benefits remote teams by facilitating clear communication, collaboration, and accountability, ensuring that everyone stays aligned, informed, and productive despite geographical distances.

4. How can task management help with time management?

Task management helps with time management by setting realistic deadlines, prioritizing tasks, avoiding procrastination, and allocating time effectively, leading to improved productivity and efficient use of time.

5. What are some common challenges in task management?

Common challenges in task management include poor communication, lack of clarity, inadequate resource allocation, shifting priorities, and unexpected obstacles, which can impact productivity, coordination, and timely task completion.

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About the author.

Eshna writes on PMP, PRINCE2, ITIL, ITSM, & Ethical Hacking. She has done her Masters in Journalism and Mass Communication and is a Gold Medalist in the same. A voracious reader, she has penned several articles in leading national newspapers like TOI, HT, and The Telegraph. She loves travelling and photography.

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Task Management: Everything You Need to Know

July 11, 2022

SmartSuite Staff

A guide to task management.

When your team is working on multiple projects, each with its own set of tasks divided among different team members, how do you make sure everything goes smoothly? How do you see if every task is completed on time? Is your team working on the most important tasks first? Does every employee have the relevant information needed to complete their tasks? Sure, you can rely on sticky notes, to-do lists, countless meetings, and endless email or Slack messages to keep track of everything. Or, you can use task management software to create an organized work process that ensures every task and project is completed efficiently.

In this guide, we'll be introducing you to task management and some common challenges that managers face. We'll also explain task management software, how it helps teams, and the features you should look for when choosing your task management solution.

What is Task Management?

Task management is the process of creating, prioritizing, delegating, and monitoring tasks to ensure they are completed within given deadlines. It also involves organizing the workflow and resolving bottlenecks to ensure efficient task completion. Task management is an essential component of effective project management and successful business operations.

Project managers (PMs) often use software for managing tasks to get an overview of the entire work process and the project's lifecycle. When they can see the big picture, it's easier to prioritize, schedule, and assign tasks. How is task management different from project management? 

Task management can sit under project management , but they are two different roles. The first focuses on getting tasks set up and ensuring employees submit work before deadlines, whereas project management mainly focuses on reaching overall project milestones and deadlines. PMs can assign an employee multiple tasks across different projects as part of their daily or weekly workload since it's a unit of work. When these tasks are completed, it contributes to project progress.Project management also involves other aspects of projects, such as resource management, budgeting, and portfolio management.

What Are the Common Challenges in Task Management?

Task management might seem simple when you first start out, but it's a complex process with multiple variables. As such, PMs often face these challenges when it comes to task management:

• Employees need uniform and efficient work processes so that they can get their work done on time. Implementing these processes is easier said than done, especially for larger projects where tasks are spread across multiple employees and different teams.
• PMs can end up wasting a lot of time manually delegating and tracking every dependent task or subtask. A task management app with automation can speed up this process significantly.
• Collaboration is harder without task management software since every team member has to go back and forth between tools to understand even the most basic details. 50% of employees said workplace distractions, like checking multiple communication platforms, had a significant effect on their productivity.
• PMs have to manually set up a recurring task every time. Doing this on a weekly or monthly basis can bog them down with mundane work.
• It's challenging to keep track of every deadline, milestone, and goal. In a 2020 report, 54% of project managers said they did not have access to real-time project key performance indicators (KPIs).

When you lose track of important data related to project progress, it's harder for PMs to lead their teams toward successful project completion.

What is Task Management Software?

Task management software is a tool used to streamline all the processes involved in creating, delegating, and completing tasks. These tools are built to help project managers get the best out of their teams. They also help employees work faster and collaborate better.

A task management tool combines every necessary feature a PM needs to create and manage tasks. These features include: 

• Creating and sharing task lists
• Assigning work to individuals
• Identifying and labeling dependent tasks
• Creating subtasks from larger deliverables
• Estimating task duration
• File sharing
• Collaboration tools

Most task managers also let you import data from third-party apps and attach them to tasks as needed. Ideally, your task manager should let you create a work process suitable for you rather than forcing your team to adapt to it. Whether you want to create a simple to-do list and assign each item to a team member or create a complex yet intuitive system to complete large projects, task management software makes the process effortless.

The Benefits of Task Management Software

If you're still not convinced that task management software is the way to go, here are some reasons for you to reconsider:

• Organize all tasks on a single platform: With the right task management tool, PMs have their entire workspace on one platform. They can delegate tasks with ease, monitor them at a single glance, and immediately address any delays or issues.
• Prioritize tasks based on importance: All tasks are important. But are they all equally important? No. With a task management tool, PMs and teams can focus on the most critical tasks first and then turn their attention towards less impactful ones.
• Boost team collaboration: ‘Teamwork makes the dream work’ might be a cliche, but it holds true for most organizations. Task management platforms have features to boost collaboration, such as in-task comments and user mentions, to help teams communicate with a purpose.
• Break down complex projects into subtasks and dependencies: Large projects can be daunting. They require tons of planning and seamless execution since minor delays or mistakes can lead to major issues. This is why task management software like SmartSuite lets you create sub-tasks and dependent tasks, so it's easier to manage.
• Automate repetitive tasks: Some tasks, like a monthly report or a weekly meeting, happen on specific dates throughout the year. Rather than setting up each of these occurrences manually, task management software uses automation to create tasks every month or week, based on the PM’s needs.
• Check on tasks with a single glance: Project managers have multiple projects on their plates. They can't afford to manually look at every task every day to make sure it will be completed on time. This is why they need a task management tool to see all their tasks in one window.
• Portability: Good task management software like SmartSuite lets PMs monitor tasks and communicate with their team no matter where they are via dynamic mobile apps. They can also alter task details on the go.
• Support remote teams: When the entire team can look at an up-to-date project board with all their tasks on it, they don't have to go looking for crucial information or badger their managers/team members for it. This is especially crucial for remote or hybrid teams where different workers have varying time zones and work schedules.

How to Pick the Best Task Management Software

When you're picking out a task management tool, here are seven features to look out for:

1. Visual Task Management

Your task management platform should have a visual interface that makes task planning, task tracking, and collaborative task management easy. This easy-to-use interface should let you drag and drop items, indicate task priority, add task dependencies, and easily see details like task status, deadlines, and assignees without actually opening the task. Team members should also have access to any information they need at all times.

Good project management software offers multiple project board views to support different project methodologies. These views include a Kanban board, Timeline View, and Card View. 

On SmartSuite, PMs can group their team's tasks and create a Gantt Chart via the Calendar View or see a task list using the Grid View . In addition to this, time tracking capabilities allow team members to log their time and ensure they're being productive. A dynamic interface ensures proper information distribution and helps even the most rookie users understand their tasks in minutes.

2. Real-Time Collaboration

The right task management software enables you to create a culture of collaboration in your organization. One of the primary features to facilitate effective teamwork is in-task comments. When you add comments within tasks, work conversations happen where the work is being done — aka within context. This eliminates the need to switch between tabs and apps to get general information, updates, or edits. 

SmartSuite takes it a step further by letting you @ mention team members to bring them into a conversation or grab their attention to an essential element within project tasks.

To streamline inter-team projects, SmartSuite has a member directory where you can view information about employees in other teams. This way, you can find collaborators from other departments and ask them to join your project. Permissions allow PMs to dictate what every employee has access to, while Activity History lets everyone monitor exactly what is happening.

3. Automation

Manual, redundant tasks have a significant impact on productivity. Research suggests 90% of employees are frequently burdened with monotonous or low-value tasks. Mundane, repeatable tasks that could be automated are estimated to cost businesses 19 working days of productivity per employee each year. Which can significantly affect your bottom line.

Automation is essential for effective task management. It eliminates low-impact tasks from your workflow so that employees can focus on work that matters. Task management software like SmartSuite has automation rules to streamline your work processes. The automation works on a "if this, then that" logic, where "this" is a trigger and "that" is an action. You can see an example in the image below.

You can use automation for creating and assigning tasks, getting notifications, moving tasks from one field to another, generating records from your email, and more. On SmartSuite, you can even automate events across multiple integrated apps.

If you need to calculate values quickly (or just hate math), you can use SmartSuite's Formulas to get all the calculation features you'd get in a spreadsheet. You don't have to manually build the formulas (though you can if you want to). Instead, you can just use the Formula Builder to pick items from a drop-down menu.

4. Third-Party Integration

When your team has to jump between different apps to get data, update schedules, or communicate, they waste time. The more tools they use, the more noise there is in terms of emails and notifications. This is why your task management system must integrate with third-party apps.

An integrated workspace that connects your email, Slack, Calendar, and document management systems helps teams eliminate the noise and be more productive. Tools like SmartSuite go beyond integration. We integrate with 2000+ apps and also let you create automation rules between them. 

Using SmartSuite, you can create a cohesive system where all your apps work together.

5. Templates

Getting started with a task management platform shouldn't take you hours. The right tool will have templates for easy onboarding, regardless of the industry you're in. PMs need templates for multiple project processes in different industries to get their teams running as quickly as possible. Whether you're building a sales system, marketing campaign, or recruiting board, or you’re tracking a construction project, SmartSuite has Solution Templates for them all. 

All of these templates are customizable. So, you just need to pick one and fill in the details or make changes to match your work process. Even if you choose to start from scratch, SmartSuite lets you create a project management tool for their team with ease. PMs can select from different elements, including work process, field types, and reports, to develop transformative business solutions for their team.

6. Dashboard

Dashboards are your key to making data-driven decisions on a task, project, and organizational level. A dashboard visualizes all critical data in one place, so managers and leaders can gain valuable insights, make crucial decisions, and identify any potential issues.

In task management software like SmartSuite, you get access to a dashboard filled with different types of widgets. All these widgets compile data in real-time and show the latest stats on every important project metric.

You can create a dashboard to track projects and monitor department performance, or you can even create a personal one to get your latest performance statistics.

On SmartSuite, you can embed charts into widgets and add tables to summarize the data for easier understanding. A dashboard helps keep decision-makers, such as stakeholders and leadership, updated on project progress. They can grasp project or task progress without diving into too much detail and make decisions accordingly.

7. Data Management

Manually filling in data from multiple sources into your project is time-consuming, and there's a higher chance of errors. Exporting data manually is equally arduous. The task management software you choose must enable seamless data importing and exporting with a few clicks. This is why in SmartSuite, you can import data from spreadsheets, calendars, and contacts to update existing records or create new ones. Its import module is intuitive and directly fills in the imported information into the appropriate fields. 

You can also customize which data is filled into which column and pull in data from other apps using automation. Plus, you can directly add files to records, so team members have it right where they need it, rather than having to use email or Slack or a shared folder on another app. You can add multiple file types, images, and videos to every task or record.

You can also drag and drop or upload files into records, fields, checklist items, and comments. Collaborators can add comments directly into the shared file. For example, editors can use comments on an image to suggest edits.

What Is the Best Task Management Software?

We're not biased or anything, but SmartSuite is the best task management software for any team or organization. Do we have hundreds of competitors? Yes. But do we have the features to beat them all? We think so.

SmartSuite is a dynamic all-in-one work management platform that supports effortless task management and offers many other solutions across every business process.

Our tool uses a system of Solutions, Applications, Fields, and Records to help you create a task out of any item. You can read how it works here . 

Here's how SmartSuite stands apart from its competitors:

• We have 100+ Solution Templates so that you can set up projects instantly. Whatever field you're in, there's a template for you.
• You can also build a custom Solution to match your team perfectly.
• Unlike most other workspace tools, our system lets you turn anything into a task by adding due dates and assigning it to team members. This includes checklist items, comments, sub-items, and records.
• Your tasks are supported by intuitive file sharing, collaboration, and data management features. So, your team can streamline their work processes and be more productive.
• Teams can use seven views — including Grid, Kanban, Card, Calendar, Timeline, Map, and Chart — to visualize their tasks and promote transparency.
• You can automate your entire workflow and create a cohesive work system on our platform by integrating with 2000+ third-party apps.
• Our time tracking capabilities make for easier work management.
• Our platform has activity logging, instant notifications, login tracking, and a recycle bin, so you're aware of any modifications to a Solution or specific data. Admins can even view all active sessions and terminate any suspicious ones.
• We have dynamic web, tablet, and mobile apps, so you can work on the go, at the office, or from home.

Learn more about our platform and why it is the best task management software here.

Get Your Work Done on Time With SmartSuite

Task management software is part of the foundation of a successful organization. SmartSuite has all the tools needed to help you manage every task and project without a hitch. Our robust platform caters to businesses across every niche. 

You can get a taste of how our platform works by checking out our Task Manager Solution Template .

Recommended Templates (Live Interactive Demo):

• Task Manager
• Project Management
• Time Tracker
• Simple Process

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25 Task Management Software & Tools To Work Faster in 2023

• October 10, 2023

Task Management Software is a useful tool for individuals and teams in the workplace. And as more teams transition to remote work and look for ways to improve collaboration and productivity, task management tools are more important now than ever. 

The core of task management is the organization of specific pieces of work, coordinated to facilitate maximum collaboration between teams.

What is Task Management Software?

By definition, task management tools are any digital platform that helps individuals and teams manage their tasks. These are more than just simple to-do-lists. Task management tools allow teams to collaborate digitally by organizing, prioritizing, and assigning tasks to each other. 

So what exactly does task management software do? As with most software, there is a range of complexity and technological advancement among different systems. With that being said, typical features include: 

• Task scheduling to set deadlines in advance.
• Task customization and editing to update for specific situations. 
• Task assignment , which may include internal coworkers, external partners, or both.  
• Notifications/Alerts to remind users about upcoming tasks and responsibilities. 
• Recurring tasks or templates to standardize repetitive steps in your workflow.  
• Sub-tasks or parent tasks to create additional steps within a task.   
• Time Tracking to record the amount of time spent on tasks.
• Progress reporting to track current positioning in regards to the overall goal.
• Task organization using tags, labels and channels to group by common team or project. 
• To-do-lists for easy task visualization.

Benefits Of Using Task Management Systems 

Whether you use task management systems as an individual or as part of a team, there are many benefits to your daily workflow. Three of the top benefits include:

Streamlined workflow. Task management software helps individuals and teams record, assign, and organize all of the processes of a given workflow. This is beneficial because it ultimately reveals where there are redundancies, inefficiencies, and bottlenecks to be fixed. 

Improved productivity. Task management software reduces the number of time workers have to spend sifting through information and getting organized. It also helps workers prioritize tasks, stay on top of current responsibilities, and prevent things from slipping through the cracks. When all is said and done, task management software can significantly improve team productivity .

More effective collaboration. How many times have you discussed next steps during a meeting or over the phone, but then you forget to write them down. Or perhaps you have a new due date for a project you’ve been working on, but now you have to individually tell each member of your team. Task management software brings everyone together on one platform, which helps improve communication and ensures that everyone knows what tasks they are responsible for, and when they need to complete them by. 

The Best Task Management Tools on the Market

1. hive  .

Hive is an all-encompassing productivity software that helps teams work faster. As a task management tool, Hive can be used by teams of all sizes to manage upcoming tasks, assign work to team members, and collaborate within the platform. In addition to being a great task management software, Hive is loved by thousands of teams for its project management capabilities, remote work tools, and powerful team collaboration solutions. 

Some features of Hive: 

• Flexible project layouts: Kanban, Gantt, Portfolio, Calendar, Table, Summary & more
• Create and assign tasks from meeting notes
• Create and assign tasks from emails
• Assign tasks to internal and external users
• Time-tracking and resourcing
• Upload, organize, and attach files to tasks
• Create repeatable tasks with templates
• Communicate on tasks with comments and tags

Start your Hive 14-day free trial to create your workspace and start managing tasks in minutes.

Todoist is a leading task management tool that helps people see everything they have to do in one place. It functions as an online to-do-list , where users can manage tasks and projects, whether for themselves or as part of a team. People like Todoist for its user-friendly interface and mobile app, which make it quick and easy to use on a daily basis as things pop up, which is why it’s the best task management software for small business.

Because this software is less comprehensive than other task management tools though, Todoist is best for teams or organizations with simple workflows. For more complex needs like Gantt charts or Kanban boards, we recommend checking out other project management software options.  

Some features of Todoist:

• Create subtasks and recurring tasks
• Commenting on projects and tasks
• Favorites for keeping key projects, labels or filters top of mind
• Prioritization levels
• Todoist Karma awards points for completing tasks and maintaining streaks

3. ProofHub

ProofHub is a task management and team collaboration software used by teams of all sizes and industries. ProofHub allows you to have complete control over team members which helps in delegating tasks and receiving real-time progress updates when managing project activities. You can create task lists and even divide a task into smaller, more manageable subtasks with ProofHub. ProofHub’s Forms are another splendid feature that helps streamline work requests and gives users the ultimate control.

Furthermore, with the power of this Gantt chart tool in your hands, you may adjust work schedules in response to changing deadlines, highlight key paths, and track progress without jeopardizing the project.

Some features of ProofHub:

• Kanban boards to see work moving in multiple stages
• Gantt charts to visualize and plan tasks
• Custom task fields to store relevant task information
• In-built chat tool to communicate effectively
• Custom reports to see project progress

4. MeisterTask

MeisterTask is a task management software that was designed with agile teams in mind, but it can accommodate teams with many different workflows. This software was made with streamlined features that are meant to be intuitive and user friendly. In the platform, teams use customizable Kanban-style boards to organize tasks and monitor the progress of a project. One of the most appealing aspects is MeisterTask’s free basic plan, which offers limited usability (for an unlimited number of project members) for no cost.  

Some features of MeisterTask:

• Varying levels of responsibility with distinction between task “assignees” and “watchers”
• Built in Time-Tracking
• Option to add custom fields to tasks
• Multiple checklists within tasks
• Attach files and images to tasks
• Task relationships and tags

Casual is a visual task management tool that lets you arrange your tasks however you work best. Casual is great for all types of small or growing project-based teams, not just project managers. What’s different about Casual is that they don’t show tasks in traditional project layout views, instead letting users organize tasks how they actually see them in their mind. If you have never worked with visual project management, Casual even has pre-set templates that can help you get started. 

Some features of Casual:

• Visual workflow creation
• Task dependencies and grouping
• Assigning tasks and setting deadlines
• Repeatable tasks and projects
• Milestone tracking

6. BIGContacts

BIGContacts is a robust CRM offering exceptional task management capabilities. It lets you streamline business processes by bringing all tasks and associated data to a single platform, eliminating the back and forth between platforms. This improves individual productivity and boosts the overall efficiency of tasks. BIGContacts lets you automate recurring tasks and set up reminders to never miss an important deadline.

All your team members can track their pending tasks using to-do lists and get a comprehensive view of the activity calendar to stay updated with upcoming events. Along with providing a comprehensive view of tasks, BIGContacts also offers intelligent reports, enabling you to monitor the progress and effectiveness of tasks with ease. Moreover, all these tasks can be tracked on the go with the mobile version of this tool. BIGContacts automates task management, so you can do more in less time.

Some features of BIGContacts:

• Tasks & to-do lists with prioritization 
• Team and individual calendar view  
• Automated reminders and alerts
• Recurring tasks 
• Mobile CRM access 
• Easy task assignment & tracking

nTask is a task management and project management tool that facilitates tracking project development, collaboration across teams, and risk assessment.  The application has an intuitive and minimalistic interface, making it effortless to onboard new users. nTask is also easy-to-access being available on multiple platforms. 

Some features of nTask: 

• Task management
• Risk management
• Team management
• Gantt charts
• Kanban boards

8. SmartTask

SmartTask is an all-in-one work management platform that helps solopreneurs, SMBs, and enterprises organize and manage their work from one location. Stop juggling between multiple apps for project & task management, CRM, time tracking, communication, and collaboration as you will get all of them with SmartTask.

It has typical task management features like recurring tasks, subtasks, due dates, and dependencies and lets you manage tasks with the list, board, calendar, and timeline views. You can handle multiple projects with the portfolio view and allocate resources effectively with the workload view.

Team collaboration features in SmartTask lets you group chat, audio call, video conference, and share files with anyone in the organization. SmartTask integrates with Zapier, Integromat, Slack, Jotform, Mailchimp, and many other applications. It also offers a white labeling feature that allows you to show off your branded workspace.

Some features of SmartTask:

• Manage tasks with the list, board, calendar, and timeline views
• Recurring tasks, subtasks, due dates, reminders, and dependencies
• Track time on tasks automatically and manually
• Trigger video conferences and voice calls from tasks
• Comment on tasks
• Import tasks from emails
• Productivity scoring

Tasklog is a task management tool specifically designed for freelancers and is a great task management software for small business. Created with typical freelancing functions in mind, this tool helps freelancers manage their daily tasks in one single digital dashboard.

Users can create to-do-lists, manage projects, and assign tasks to clients. Tasklog also shows overviews and data insights to help users understand where they are most productive, what they have accomplished, and how they are pacing overall. 

Some features of Tasklog:

• Assign tasks to specific time entries
• Time-tracking
• Online invoicing and expenses
• Client task assignment
• Customizable Pomodoro Timer
• Reporting and insights

10. Hubspot Task Management

While HubSpot isn’t a traditional task management tool, its CRM platform has project and task management capabilities. If you’re a marketer or a salesperson and you’re looking for an integrated tool, then you might consider HubSpot CRM because of the free marketing, sales, service and, of course, task management tools that are natively integrated.

Once you want to set a task for a contact, simply choose the company, contact or deal in the HubSpot CRM. Click “Create task” and add your details and notes; set a due date; set an email reminder, task type, and task owner (all optional); and then click “Save Task.”

Once you’re ready to tackle your open tasks, you have the advantage of all of your contact information, meeting notes and deal stage in one place.

11. FunctionFox  

FunctionFox is a task management tool specifically loved by creative professionals at marketing agencies, PR firms, and design teams both large and small. These teams love this software because it was created by an ad agency with very specific needs in mind.

This platform is robust enough to support creative teams with the things they need on a daily basis — including creative project management, time-tracking, and resourcing — without additional features that may clutter their workspace. There are various pricing plans, affordably starting at $5 per month per user.

Some features of FunctionFox: 

• Multiple layouts including Gantt/timeline, task boards, and list views
• Client collaboration
• Reporting and analytics

More Great Tools To Manage Your Tasks

Chanty is a team collaboration tool used for task management and communication between teams of all sizes. It helps you align all your work-related tasks in one place with multiple integrations. Chanty allows you to stay up to date, streamline repetitive activities, and increase productivity without leaving the platform. With over 75,000 companies using Chanty, it is a perfect choice for your team to complete tasks on time, stay connected and be your most productive self. 

Some features of Chanty:

• Be organized with a teambook
• Kanban board
• Turn messages into tasks
• Create, assign and set due-dates to tasks
• Audio and video calls
• Voice messages
• Thread discussions

Paymo is a comprehensive tool that is especially useful for teams who want to manage tasks, estimate costs, and bill clients all in the same platform. Once you’ve planned out your project and corresponding tasks, simply convert it into an estimate with pre-filled tasks, hourly budgets, and costs. After you send it to your client for approval, you can quickly turn it into an invoice right in the app.

Paymo also lets you turn timesheet data into an invoice for clients, so you can stay up to date with payments as the project progresses. Oh and if you’re a freelancer, you can use Paymo for free.

Some features of Paymo: 

• Task prioritization levels
• Ability to attach files to any task
• Kanban and Gantt project views
• Invoicing, estimates, and expense management
• Mobile app for both Android and iOS

14. ProProfs Project

ProProfs Project is an easy-to-use tool that lets you manage and prioritize tasks in a centralized space. Maximize productivity with its quick interface and seamless collaborative capability. You can extract deep insights into project status and identify gaps. You can even view your task status on its interactive Gantt charts and track task progress from start to finish. Meet your deadlines faster with task customization and time tracking.

Some features of ProProfs Project:

• Assign and manage tasks on a centralized dashboard
• Measure task progress effortlessly
• Set task status as open, on-hold, or complete
• Prioritize tasks with simple drag and drop functionality
• Give feedback on each task and subtask
• See team performance with smart reports

15. Timecamp

If you need a reliable app for daily automatic work tracking , TimeCamp will be a perfect choice. Using this app, you can add as many projects, tasks, and subtasks as you wish to create an easily manageable work structure. What’s more, you’ll get an even more transparent project organization if you add tags.

But what’s TimeCamp is the most known of is automatic time tracking. Whether you use a web timer, a desktop or mobile app, or a browser plugin, the tool logs working hours and (if you want it to!) collects the computer activities, so you don’t have to waste time filling timesheets manually. 

Some features of TimeCamp: 

• Automatic time and activity tracking
• Daily and weekly timesheets
• Wide range of built-in and custom reports
• Billable/non-billable hours
• Attendance managemen t
• 30+ direct integrations with tools like Trello, Asana, Jira, Opensearch , Monday & more

Any.do is a simple yet complete task management solution if you are looking for a tool that gives you a quick overview of the tasks on your plate. The software offers an intuitive calendar, helping you to easily see how events and tasks fit together. Any.do allows you to organize tasks and filter your workflow by date or category. The app is available for iOs and Android.

Some features of Any.do:

• Time tracking add-ons
• To-do list reminders
• Daily planner to organize and prioritize to-dos
• Color-coded tasks
• Advanced customized recurring tasks

17. WebWork Tracker

In addition to facilitating task management, WebWork Time Tracker is an awesome time tracking and employee monitoring software suitable for big and small companies. Companies use the tool to increase their profitability, offering the most accurate reports and time tracking. Its features allow users to easily count time spent on every single project, website, or other platforms.

The tool is of significant importance for freelancers and companies that hire remote employees. It is the most straightforward but truthful way to calculate working time and consider work productivity. Time tracking is not the only advantage of the tool — a variety of screenshot monitoring modes allow the software access to an employee’s screen, collecting and presenting valuable data. 

Some features of WebWork Tracker:

• Time Tracking with screenshots
• Attendance Monitoring
• Apps/website usage monitoring
• Activity Level/ Productivity Monitoring
• Task Management

Milestones in Nifty are a unique way to track the progress of any initiative, big or small. Tasks are attributed to Milestones that display phases of a project, indicating deliverables or sprints, and highlight the progress of a project as tasks are completed. Nifty is fantastic for anyone who wants to see the “big picture” context of whatever they’re working on.

Some features of Nifty: 

• Discussions for focused collaboration
• Use Gantt Charts to visualize project milestones
• Tasks to facilitate detailed organizing, prioritizing and managing
• Docs & Files in an organized hub for each project
• Time Tracking for efficiency and smart decision making
• Reporting with overviews across all projects

Trello is a project management software that utilizes Kanban boards , lists and cards as its key ingredients to give you a flexible overview of projects and tasks. Trello is an intuitive tool, its no-code automation features help you optimize the time spent on repetitive tasks. 

Additionally, Trello allows you to invite new members to collaborate in your workspace, track tasks, and use color-coded labels for organization. And it integrates with many popular apps like Slack, Google Drive, and Microsoft Teams, so there’s no need to stop using software you already love. Trello has a free version , and its paid plans start at $5 per user/month. 

Some features of Trello:

• See your work from multiple angles: Kanban board, timeline, table, calendar, and more
• Automate repetitive tasks and enhance workflow
• Integrate with over a hundred of your favorite tools
• Dozens of premade templates

👉 Check out our guide to the top Trello alternatives to learn about more similar tools on the market.

20. airtable.

Airtable is a task management tool that lets you keep track of completed tasks in a separate view. The solution’s interactive interface helps you to manage your work routine while collaborating with your team. You can view your projects in different views, such as Kanban boards, Gantt charts, and calendar views. Plus, Airtable has several integrations and templates that offer a to-do list or task management structure ready to use. Airtable has a free plan with limited functionalities and a paid plan starting at $10/month. 

Some features of Airtable: 

• Interface customizable designer
• Different views: Kanban, calendar, Gantt chart and list
• Automations and integrations 
• Sync data across teams and tables
• Comprehensive reports 

👉 Unsure if Airtable is the best task management tool for your team? See how Airtable compares to others in the same category.

21. clickup.

ClickUp is a task management software for small business, task management tool with a highly efficient dashboard view and collaboration features. The platform’s free version offers tools that you only get in the paid plans of several other softwares, such as goals, embedded emails, conditional automation, task checklists, custom task statuses, sprints, and 24/7 support. ClickUp also offers native email, several templates and free integrations.

Some features of ClickUp:  

• Workload view
• Smart Notification 
• Custom roles
• Dynamic Recurring Tasks
• Assigned Comments
• Docs & Notepad
• Customizable Board View

👉 To compare with other tools, check out these top Clickup alternatives on the market.

Wrike is a project management application with robust features and flexibility to manage tasks, projects, and team collaboration. With Wrike, you can create and assign tasks, set due dates, and track progress, ensuring everyone stays aligned and productive.

One thing I really like about Wrike is its flexibility in adapting to various project management methodologies , including Agile and Kanban. It allows you to customize workflows, create task dependencies, and set up automation rules to streamline your processes. Wrike also provides real-time collaboration features, such as commenting, file sharing, and task discussions, which is great for keeping communication centralized and transparent.

Some features of Wrike:

• Customizable workflows and task dependencies
• Real-time collaboration and commenting
• Project timeline and Gantt chart views
• Automation rules for process optimization

Asana stands out as a task management tool with its unique balance of flexibility and structure. It has a customizable and easy-to-use interface that lets you create a personalized work view and tailor it to your specific needs. It features a “My Tasks” list, which auto-promotes tasks based on due dates, helping you prioritize and focus on what needs to be done now, and the sections and columns layout support Kanban, list, or matrix-style workflows.

There’s search and filtering functions, allowing you to locate any task, comment, or file, and reduce time spent navigating through projects. Asana also has a “Focus Mode” that encourages deep work by minimizing distractions , enabling you to work faster and more efficiently.

Some features of Asana:

• Project timelines and calendars
• Pre-built templates
• Task dependencies
• Automation rules
• Integrations with over 100 other apps
• Workload view to monitor and manage the workload of team members

24. Monday.com 

Monday.com is a good task management software designed for workflow organization and project planning. Its visual dashboards make it easy to comprehend your projects’ statuses and progress at a glance, and it allows you to use customizable templates that match your workflow. It also offers automations that take care of routine tasks, letting you focus on strategic matters. 

Monday.com also offers extensive integrations with popular tools such as Slack, Google Drive, and Mailchimp.

Monday.com features:

• Customizable templates
• Visual dashboards
• Automate repetitive tasks
• Extensive integrations with many popular third-party apps and tools
• Timeline and Gantt views
• Collaborative workspaces and team communication within the platform

👉 Check out some alternatives to Monday.com and compare them to find the best task management platform for your company.

Quire is a task management tool with robust features and a free plan. Nest your list of tasks or view your project in Kanban board view, with the flexibility of Quire you can also add folders, sections and permission control to your projects and tasks. Quire is available for iOs and Android mobile apps and offers integration to third-party applications, such as Google Drive, Slack, and Zapier. Customization is another plus of Quire, you can personalize your workspace, change the theme, add widgets, and create custom templates even on its free plan. 

Quire’s features: 

• Kanban board, Gantt chart
• Document management
• Communication tools
• Discussion boards
• Smart folders
• Integrations

Do you have another task management tool that would be a great addition to this list? Let us know in the comments, and check back for updates as we explore more tools and options.

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How to Manage Tasks Effectively : 15 Tips for Success

What is task management and why is it important.

• consistently high level of team productivity due to even workload distribution;
• progress of the project according to the schedule, because everything is planned and it is clear how long a task completion takes and whether everything is completed on time;
• work coherence even in large teams, also due to so-called cross-team tasks, when employees of different departments work on the same task;
• optimization of decision making, this is due to the fact that well-structured work with tasks allows at any moment to understand the current project status and to make decisions based on current data.  

Task management skills and ways to improve them

• The ability to say "no".  This will allow you not to do work that in no way brings you closer to the goal, but you do it for yourself and for another person. 
• Giving up habits that kill productivity. For example, trying to do the task perfectly where good is also enough. It is very likely that when the result is finally perfect, it will no longer be needed.
• Procrastination control. Almost everyone is prone to it to one degree or another, and if procrastination does not happen often, it does not pose a threat. But when it gets out of control, tasks pile up on you like an avalanche.
• Understanding that it is impossible to control everything. No matter how conscientiously you plan your work, some force majeure with daily task management will always happen. Therefore, just have some extra time for tasks. 
• Decision making and taking responsibility for them. For example, someone suggests a new tool that will increase work efficiency. But it takes time and effort to integrate it. So, the manager must have the courage to say that they will start using the tool. He should explain the benefits of it and deal with the consequences, in case of no expected effect.

15 tips for effective task management

Divide your large-scale projects into smaller tasks, make to-do lists.

Store your tasks in one place

Set deadlines.

• have a detailed plan for a day;
• be able to block distractions;
• find something or someone who motivates you;
• use a time tracker.

Start small tasks

Be involved in teamwork, focus on one task at a time , limit a number of tasks for a day.

Reward yourself when you get things done

Review and reflect on your progress, set priorities.

Be flexible

Manage changes , use task management tools , the advantages of good task managers.

• Standardized forms of tasks. This makes it easier for the manager and the entire team to work with them, as well as automatically generate reports on the work of the entire team in those products where it is provided by the functionality.
• All data in one place. If a lot of storage space is provided in the task tracker, then quite large files can be stored in it. If there is not much space, you can add a link to the task, for example, to the virtual disk where the file is located.
• Simple remote work. With a task tracker, you can access the data you need from anywhere without being dependent on an office PC.
• Statistics of time spent on typical tasks. This will be useful for planning new projects.
• Good workload distribution. When you have an overview of all tasks and executors, it is easier to see that someone has an excessive amount of work, and someone is now almost free.
• Time saving due to automation. For example, regular tasks can be assigned automatically without having to complete each one manually. It may seem that it is not difficult, but with a large number of tasks it takes a lot of time.
• Easy finances. Some task trackers allow you to calculate salary. And there are companies where payment depends on KPI, for example, the number of tasks closed on time. It turns out that the task manager is useful in both cases.

Best task management software 

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