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

Sudarshan Somanathan

Head of Content

May 14, 2024

Just a few years back, I was always stuck in a cycle of frustration and self-blame—all because my professional workload was spiraling out of control . I’d make ambitious plans for me and my team and watch in agony as they fell flat. Things became so bad that I got used to the anxiety that accompanied my zillion unattended tasks. What followed was constant overwhelm, a clear lack of motivation , and even sneaky health repercussions. 😔

Eventually, I confided in some peers and realized that I was definitely not alone. In fact, there’s research revealing that as many as 41% of workers experience stress due to their heavy workloads. 

I was able to get out of this rough patch over time, and I cannot emphasize enough how life-changing it was for me to find the right task management software. You see, it’s never the amount of work that creates chaos—but poor task management.

In my case, for instance, I once unknowingly orchestrated a team burnout as I had the habit of setting over-enthusiastic ( read: unreasonable ) deadlines and delegating tasks without realistic workload considerations. It was only after I found my perfect task management tool that I had the knowledge and visibility needed to make more practical choices.

I’d call myself a much saner task manager now, and I hope my team here at ClickUp agrees. We have worked together to bring you this article exploring the 20 best task management software , with a special focus on tools that can assist you in assigning tasks and optimizing priorities effectively in 2024. You can learn about their key features, limitations, and pricing before locking your ideal task manager tool. 🌻

What Should You Look for in a Task Management Tool?

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

2. Asana—best for remote teams

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

Avatar of person using AI

For cross-collaborative teams like mine, task management software doesn’t just help identify, monitor, and manage tasks . It goes beyond supporting a simple to-do list and offers features to efficiently collaborate on elaborate workflows for effective goal completion .

The best task management software allows my team to set deadlines, prioritize tasks , track progress, and adjust schedules with ease, which results in smoother decision-making. Other useful functionalities that we prioritize include:

  • Flexibility: In my experience, good task management software is always the one that has a user-friendly interface. Bonus points if it runs smoothly on all major operating systems across devices, giving my team more control over everyday work
  • Time tracking: We find it’s best to go for a task management solution that lets us improve our time management through seamless time tracking
  • Task automation: As your business grows, automation plays a key role in expanding your task base sustainably. The best task management software lets us automate recurring admin tasks, leaving everyone more time to focus on cognitively demanding, high-level assignments
  • Communication support: Because I’m running a busy, distributed team, I value tools that support productive task-related discussions, file sharing, and instant announcements
  • Reporting and analytics: We’ve noticed that quality task management software provides reporting features to record and analyze information (like clock-in/clock-out data, absence, and overtime hours) for productivity analysis, invoicing, and payroll management
  • Integration with other tools: Now this may be a personal preference, but I like it when my task management system integrates with other software we use, like messaging apps , project management tools , and writing assistants , simply because this eliminates context switching and makes team collaboration and task monitoring way easier 😇

20 Best Task Management Software for Balanced Task Planning and Execution

When we started testing out the tons of task management apps available on the market, one aspect was clear—they’re not all cut from the same cloth. For instance, some are versatile tools, while others focus on nailing specific functions like task dependencies.

We eventually narrowed down to 20 best task management software that just had to be on our list. We cherry-picked them after considering diverse criteria like feature set and affordability, so you’re sure to find something that addresses your immediate needs. 🧐

Here’s a snapshot of our list, which will be followed by detailed and honest reviews of each software:

1. ClickUp —best overall project & task management software

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

We might be a bit biased here, but ClickUp has repeatedly proved itself to be the best task management solution for individuals, professionals, and teams alike. It’s not just us; even G2 considers it to be the best-rated task management and team task management software , ranking it #1 in 15+ competitive categories in 2024!

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

How we use ClickUp for hands-on task management

The way we leverage ClickUp for my team is pretty straightforward—for starters, we go to ClickUp Tasks for everything, from centralized task planning and scheduling to tracking individual assignments.

I love how the platform makes our task management process super intuitive and data-rich. We get to categorize team tasks by type and set Custom Task Status from To Do to Done to make tracking effortless. We can use as many Custom Fields as we want to set deadlines, add assignees, and define further details we want to track or filter through. For each task assignment, our team can also: 

  • Add links and comments to centralize contextual knowledge and discussions
  • Specify task dependencies to offer visibility for schedule management
  • Define subtasks and checklists to support extensive deliverables 
  • Use @mentions and action items to delegate tasks and share updates

Our Task View is by default a pop-up window, but we can also minimize it to a sidebar or Task Tray if we want to keep our individual to-do lists accessible or track time as we go.

ClickUp 3.0 Task view Checklist

If you are a visual task manager like me, there’s good news! I frequently use the 15+ project views of this task management software for comprehensive visibility over our entire workflow—I manage tasks on Kanban boards, sort through them in the List view, and visualize timelines with colorful Gantt charts. 🌈

ClickUp comes with a drag-and-drop Calendar view that aids our granular task planning. We also make use of the Recurring Tasks feature to schedule routine stuff, like meetings and sprint retrospectives, and visualize or adjust our day-to-day directly on the Calendar.

At any given day, we have 100+ active tasks across departments, and it’s near impossible to follow up on each one of them. Thankfully, we can stay on top of our task lists with ClickUp Reminders . We create them from any task comment or notification, which gives us more flexibility to manage team tasks seamlessly from any device we’re on without losing sight of inter-departmental dependencies.

And, if we’re dealing with an overwhelming workload, we identify what to prioritize and deprioritize using ClickUp Task Priorities and its color-coded tags. We also lighten team workloads with ClickUp Automatons , which lets us automate time-consuming tasks like checking emails or organizing documents.

Bonus! Our secret to stress-free productivity? ClickUp Brain and pre-made templates

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

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

We also take our productivity to new heights with numerous customizable ClickUp templates that help us standardize task assignments immediately! If you’re new to the platform, the ClickUp Task Management Template can be a great starting point. By downloading this free template , you can organize your tasks into Lists like Action Items , Ideas , and Backlog for easier navigation. Open separate views to track assignments by department or priority label. 🚩

ClickUp’s Task Management Template

ClickUp best features

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

ClickUp limitations

  • It takes time to explore all its task management features (you can leverage the ClickUp Help Center to ease the learning curve)
  • A dedicated subtask reporting feature would be a great add-on

ClickUp pricing

Most of ClickUp’s task management features are accessible on the free plan. The price-to-features ratio on the paid options is one of the best in this space.

  • Free Forever (supports unlimited tasks and members)
  • Unlimited: $7/month per user
  • Business: $12/month per user
  • Enterprise: Contact for pricing
  • ClickUp AI: Add to any paid plan for $5 per member per month

*All listed prices refer to the yearly billing model

ClickUp ratings and reviews

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

The platform has garnered largely positive reviews as a task management solution. Here’s how one user describes their experience :

My favorite feature is the ‘add to’ function for tasks, which enables me to have a central location for all major projects. Within the project/Epic, subtasks can be assigned to the correct space/list to be worked on by whoever needs it. Having a top-down view of the location and status of each subtask is invaluable to keeping track of what is completed and incomplete. Adding custom fields wherever I need them is also fantastic.

Asana helps you create personalized workflows with zero coding and automate manual tasks with ease

There’s no milder way to put it—we just love Asana as an online task management software for remote teams! For starters, we can use pre-built templates to organize our remote projects and coordinate on tasks and updates using the centralized Inbox feature.

As we tested the tool further, we noticed that it was incredibly easy to add and track cross-team tasks across multiple projects. Essentially, I can ensure the same task is never duplicated in another department, which is a common pain point for remote teams!

Its breadth of features is quite similar to ClickUp (you can check out a detailed ClickUp vs. Asana comparison here ). For instance, I can add task descriptions in the form of bulleted lists, embed files to add context, set due dates, and add assignees in a few clicks. It’s also effortless to create subtasks, identify blockers, and streamline approvals on task changes.

What makes Asana stand out among its alternatives for me is the Workflow Builder feature —it gives us a smooth interface to create workflows without coding, helping us automate routine tasks and expedite projects. This quality task management software also features a My Tasks list , which helps prioritize work by auto-promoting tasks based on due dates.

Overall, Asana is a collaborative task management tool for anyone working remotely —my distributed team was able to communicate directly within the app, encouraging cross-functional collaboration with minimal friction. For added transparency, we recommend adding relevant collaborators to your team’s tasks to keep them updated on progress async.

Asana best features

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

Asana limitations

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

Asana pricing

  • Personal: Free forever (for up to 10 users)
  • Starter: $10.99/month per user
  • Advanced: $24.99/month per user

Asana ratings and reviews

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

Many users have favorably reviewed Asana’s auto-reminders feature, like this one :

I like how Asana helps us to make and assign tasks to employees in our team, and also it auto gives them reminders to complete the tasks on time. Their reminder emails are very much helpful, this way our co-workers have the list of To-Do’s ready without checking multiple messaging platforms and emails.

Jira offers task automations, collaboration features, and numerous templates for software developers, makerting teams, HR, and more

When I first started exploring Jira, it was evident to me that this was not as beginner-friendly as other alternatives due to a somewhat complex feature set. But then, Jira is a popular task management software option among seasoned professionals in industries like IT, finance, marketing, and HR, so it was worth a try.

To give you some context, Jira was first launched by Atlassian as an issue-tracking tool for software developers—but has now branched out to become a useful tool for project managers and task managers alike. In my experience, I found it to be an incredibly handy tool for Agile project management .

My team tried to set up a sample workflow for a complex Agile project, and we were able to break everything into manageable sprints . We got the option to set up tasks under:

  • Company-managed projects: A standard admin-controlled workflow
  • Team-managed projects: A more self-contained workspace for independent teams

Jira’s multiple views, like boards and timelines, makes it easy to track sprint tasks and identify roadblocks to ensure continuous improvement . The tool also supports team collaboration by allowing members to brainstorm and exchange task information across departments through shared workflows.

Moving to productivity, it’s worth noting that Jira, like ClickUp , lets us update custom task statuses in real time, while its automaton feature allows for running manual actions in the background. Plus, project managers can automate work using its numerous task management templates . 😀

Tip: Explore the Jira-ClickUp integration to manage your Agile workflow better!

Jira best features

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

Jira limitations

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

Jira pricing

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

Jira’s business support is only available on paid tiers. However, free plan users can seek out community support .

Jira ratings and reviews

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

Bonus read: Check out these Jira alternatives !

Monday.com helps marketing, PMO, and operations teams track tasks easily with color coding

Can using Monday.com for managing tasks can make Mondays less dreadful? We think yes! This simple task management software provides all key features, from multiple task views to task templates, that you’d find in most Monday alternatives .

However, what our research team loves the most is the software’s specific task management features for marketing and PMO teams . For example, marketing teams can benefit from key features like brand asset management , robust Gantt charts (to build task timelines), and campaign tracking . Meanwhile, PMO teams rely on features for monitoring OKRs , identifying dependencies, and tracking time for future task planning.

I think Monday.com also stands out with its smooth interface . Its Work Management feature lets you create no-code marketing workflows for specific functions like content creation, social media, and event planning.

I consulted a few project managers who use the tool, and they even appreciated its intuitive layout. For example, the platform allows them to make informed decisions by accessing quick overviews of task progress on a dashboard. 📈

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

Overall, it’s a powerful task management tool—quite similar to ClickUp and Asana in terms of design and feature set. Plus, the platform integrates with top marketing tools as well as other collaborative platforms ( including ClickUp ).

Monday.com best features

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

Monday.com limitations

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

Monday.com pricing

You can access the following plans by first signing up for a 14-day free trial:

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

Monday.com ratings and reviews

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

Trello helps you organize tasks on a Kanban board with minimal effort

I’m a religious fan of Kanban boards, which is partly why I always have a blast using Trello. One of the main reasons why I put it high up on our list is simplicity—most project management software are not as easy to learn as Trello, which makes it perfect for managing linear tasks on a smaller scale.

This good task management software is all about moving tasks like sticky notes on a drag-and-drop Kanban board for easier status tracking. Individuals can use it to create personalized task lists, while team members can rely on advanced checklists to add context to tasks by adding due dates and assignees. 

As far as basic task management is concerned, this software supports task prioritization through labels like high, medium, or low priority. Say I want to access a specific batch of tasks and prepare a quick status report—all I have to do is filter through these labels.

Trello’s no-code (and cute!) automation tool called Butler is also incredibly comfortable to use. Even the less tech-savvy members of my team can automate recurring tasks by creating simple rules, buttons, and commands.

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

Trello best features

  • Butler—a no-code automation tool
  • Kanban-based task tracking software
  • Includes checklists, calendars, and timelines
  • Color-coding helps prioritize tasks
  • Android and iOS mobile apps
  • Integrates with other task management systems like ClickUp and Jira

Trello limitations

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

Trello pricing

Trello’s free plan is pretty generous and supports up to 10 boards. You need to get a Premium tier to access more views and AI-driven features, which are necessary for effective task management in modern workspaces.

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

Trello ratings and reviews

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

Here’s what one user had to say about completing tasks and projects with Trello:

Trello provides software development projects with a smooth platform for managing Agile and Kanban workflows. Tasks can be easily created and organized because of its user-friendly interface and customisable boards, lists, and cards. While Trello’s ease of use is one of its main advantages, it might not have all the complex project management capabilities of more all-inclusive applications. 

Hive helps your team collaborate on tasks with ease

I had little idea of what Hive is like when I first started testing it. The platform advertises itself as an all-encompassing project management software with use cases ranging from project and resource management to client engagement. While I mostly explored features for task management, I can confidently say that this tool wins when it comes to facilitating team collaboration.

Hive provides any hybrid team with a task management platform to:

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

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

Collaboration here is smoother because you get to observe your tasks from unique angles . For example, we can use the Portfolio view to get a detailed overview of tasks across projects or the Label view to categorize subtasks. I thought I could focus better by activating the My Actions view to display my task assignments in a concentrated way. 

We can also rely on key features like task status to easily track progress, templates to customize project layouts and business processes, and notifications to never miss a beat. Plus, Hive offers Workflows App —a no-code task automation tool to help you cut down on manual labor and design personalized automated workflows. 

Hive best features

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

Hive limitations

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

Hive pricing

Hive’s free plan neatly supports basic task management for all your projects, but you’ll have to upgrade to paid plans for features like custom fields, task labels, and an in-app calendar.

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

Hive ratings and reviews

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

Bonus: Check out these Hive alternatives !

MeisterTask lets you organize tasks easily through intuitive Kanban boards

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

The tool is beautifully crafted and provides customizable Kanban-style boards that let us organize and monitor task cards. We can mark if tasks are In Progress , Done , or on the To Do list (or create custom sections). What’s cool is that we can also switch to a Gantt-like timeline view to access more linear scheduling.

These boards keep all work centralized and let us communicate effectively through task comments. We can mention teammates in the comments, add them as project watchers, and assign them tasks directly from the board. Whenever you manage projects prone to changes, just activate real-time notifications to keep everyone in the loop about the latest updates.

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

Many user reviews for MeisterTask compliment the tool’s pretty interface —here’s what a verified user shared:

The colorful Kanban-type interface, the multiple project lists you can have, tags, integration from MindMeister, easy integration from other websites to spawn tasks. I use it on my phone, tablet, and iPad.

MeisterTask best features

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

MeisterTask limitations

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

MeisterTask pricing

  • Basic: Free (doesn’t allow integration with other apps)
  • Pro: $6.50/month per user

MeisterTask ratings and reviews

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

MeisterTask lets you organize tasks easily through intuitive Kanban boards

nTask serves as an SMB-focused hub for tracking and scheduling tasks under three sections: To-Do, Workflow, and Projects . The idea is to create both personal and professional task lists, as well as define workflows for specific functions like designing, fund management, and freelancing. 

In my opinion, the Projects tab has quite a clutter-free interface to design granular schedules and assign tasks or entire task lists to your teammates. If you’re new to the platform, you can start with a weekly scheduling sheet to create a baseline of tasks, along with descriptions and assignees. Then, you can use the Task Builder to add tasks as needed.

As a visual task management tool, my team was able to use nTask to plan and prioritize tasks on a Kanban layout, manage interconnected delivery timelines, and visualize projects with color-coded Gantt charts.

For example, we scheduled tasks by setting planned and actual due dates and creating task dependencies and milestones to ensure timely completion. Then, we set priorities, custom statuses, and real-time notifications to ensure no action remains overlooked.

nTask’s robust time-tracking capabilities help us stay within realistic timeframes. I can monitor time spent on tasks and estimate the time my team will need for future tasks, which makes scheduling (and invoicing) easier over time.

nTask best features

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

nTask limitations

  • Attaching documents and images to tasks may be challenging
  • User interface could be more intuitive

nTask pricing

You can access a 7-day trial period for all plans. NGOs may be able to get up to 50% off upon contacting sales.

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

nTask ratings and reviews

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

ZenHub Main Workspace view

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

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

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

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

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

I’ve also heard pretty exciting things about ZenHub AI (automatic issue categorization, sprint reviews, etc.). However, I wasn’t able to get past the waitlist to try out its beta program.

ZenHub best features

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

ZenHub limitations

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

ZenHub pricing

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

ZenHub ratings and reviews

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

Zoho Projects lets you manage simple and complex projects in multiple project views

Zoho Projects is a reliable project management software with features such as issue tracking, team monitoring , project timesheets, and resource utilization charts. From the range of use cases we explored, this platform can be excellent for managing complex projects in industries like marketing, construction, IT, and consulting.

Zoho Projects offers a comprehensive toolset for task management that assists us in breaking projects down into milestones, task lists, and subtasks for simpler tracking. This task management platform is all about details—each task can have attributes like assignees, work hours, priorities, and reminders. Plus, we can use timesheets and timers to record time spent on each task.

We were able to schedule tasks on a calendar and get an overview of team members’ capacity simultaneously. This, I think, is crucial for balanced task planning and avoiding the risk of team burnout.

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

I believe that using Zoho Projects is great for consolidating your task ecosystem when you use other Zoho applications, such as Zoho Mail or Zoho CRM, as the tool gives you a unified view of your tasks across sister platforms.

Zoho Projects best features

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

Zoho Projects limitations

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

Zoho Projects pricing

  • Free: Up to three users
  • Premium: $4/month per user (10-day trial)
  • Enterprise: $9/month per user (10-day trial)

Zoho Projects ratings and reviews

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

Reviews mostly mention the product to be useful, albeit confusing at times. Here’s an excerpt :

Zoho Projects is useful when using to assign tasks, getting multiple projects done, and needing to know who will do it by when. It allows people to go in and time themselves to track how long it took them to do it. It does get really confusing at times to create tasks because of the many tedious needs that can be miscommunicated while trying to assign (tasks). 

ActiveCollab helps you track personal tasks from a centralized hub

ActiveCollab is all about increasing productivity and meeting deadlines with ease in client-based workflows. Whether you’re a startup or a small creative team, the tool lets you invite unlimited clients to the platform for improved collaboration and feedback loops. In my opinion, this alone can help eliminate those hard-to-keep-track-of client meetings and follow-up email chains.

My experience? Besides adding tasks for my team, I was also able to break down complex actions into subtasks for my clients, ensuring all assigned tasks got done as planned. Additionally, we saw functions to:

  • Add due dates, assignees, and detailed task descriptions
  • Group tasks based on different criteria
  • Duplicate repetitive tasks

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

I know automation is a recurring theme at this point, but still worth a mention—ActiveCollab can reduce manual labor by automating recurring tasks like drafting weekly reports. And, if you need to ensure actions are completed in a fixed order, just create dependencies between multiple tasks.

ActiveCollab stresses the importance of a personal task manager, which freelancers may find useful. It provides a My Work page where you can find and organize your task assignments by project, client, or due date. 

ActiveCollab’s timesheets also impress me quite a bit. Besides getting an overview of all my time records, I can access project-level time tracking for easier billing. I can even revisit my productivity in terms of the comments posted, tasks created or closed, or due dates modified.

ActiveCollab best features

  • Excellent personal task management software
  • Tools to automate repetitive tasks
  • Dependencies for completing tasks in a specific order
  • Android and iOS smartphone apps
  • Integrates with other task management tools like Asana and Trello

ActiveCollab limitations

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

ActiveCollab pricing

All plans come with a 14-day free trial. However, you have to subscribe to the most expensive plan for features like workload management and days-off planning.

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

ActiveCollab ratings and reviews

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

Wrike assists you in creating personalized workflows and tracking projects easily

Wrike is well-known for its robust task and workflow management features. But what many users miss is how beautifully scalable it is! For instance, the platform lets me build a library of custom tasks that mimics our core processes—we can use it as a baseline for all our future workflows. And the best part is, we can expand this library to build a workspace tailored to a role, department, or even industry.

During the time we tested this tool, we created multi-level task lists across levels like folders, milestones, phases, and projects. Some of us even created personalized dashboards by pinning important tasks from our to-do list, all automatically sorted by priority and due date.

Like most of Wrike’s competitors , the platform supports strong teamwork —we can collaborate on real-time project plans, task assignments, and decision-making within the platform. Plus, the software includes built-in proofing tools for quick yet detailed task feedback and task automation to save time and increase work efficiency.

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

Wrike best features

  • Comprehensive project dashboards with personalized reports
  • Supports feedback-friendly team collaboration
  • Multiple project views
  • Visualize tasks in views like Gantt Chart, Kanban, and Calendar
  • 400+ third-party integrations
  • Task automation

Wrike limitations

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

Wrike pricing

Wrike offers integrations and additional cloud security features for an extra fee, but all of the following plans contain task management features:

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

Wrike ratings and reviews

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

Todoist helps you easily create daily to do lists

While many Todoist alternatives on our list offer additional project management features, this veteran app is purely focused on task management. I think Todoist is one of the few apps that consistently upgrades itself within its niche space. For instance, we can now create detailed daily to-do lists and set recurring tasks using natural language.

The tool ticks all the boxes for basic task planning and management—we can create tasks and subtasks, determine priorities, add due dates, and set reminders to ensure nothing goes overlooked. 👀

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

I personally loved its Upcoming calendar view —it displays which tasks are due urgently, and if anything’s too demanding, I can use a drag-and-drop function to reschedule assignments. And if I need to focus on team tasks that are currently due, I simply go to the Today view .

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

Extremely easy to use for all levels of technological understanding. I use Todoist several times a day and we have integrated this across our whole team. We’ve experienced far less chance of tasks being lost or forgotten and people stay accountable because of the notifications received upon completion.

Tip: ClickUp has a neat Import from Todoist feature if you need to switch to a more extensive project management tool in the future.

Todoist best features

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

Todoist limitations

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

Todoist pricing

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

Todoist ratings and reviews

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

ProofHub assist you in easy task tracking across projects

Besides being a good task management tool, ProofHub is a task tracking software that lets you easily create task lists and individual tasks, assign them to more than one team member, and closely follow due dates and priorities across task categories . I am particularly in awe of the platform’s Table view for task tracking—I get to monitor progress percentages for actions in different categories (without being a pesky micromanager). 😁

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

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

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

ProofHub best features

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

ProofHub limitations

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

ProofHub pricing

Note that ProofHub currently avoids the per-user billing format, which may make it appealing for some teams.

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

ProofHub ratings and reviews

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

SmartTask helps you manage tasks across multiple projects at once

SmartTask includes all key features you’d typically find in a task management tool. You can set deadlines, add dependencies, and manage tasks in views like calendar, list, and board. I’d highlight that you can create a realistic workflow here by optimizing dependent, overlapping, and ignored tasks—this is the kind of visibility you need when your team is juggling 5+ projects simultaneously.

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

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

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

SmartTask best features

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

SmartTask limitations

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

SmartTask pricing

SmartTask may offer discounted pricing to NGOs upon contact. Eligible startups can also apply for a $1,000 worth of credit.

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

SmartTask ratings and reviews

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

Streamline tasks related to prospects and contacts in HubSpot’s task management software

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

We explored this software extensively and can confirm that it reduces the need to switch between multiple tabs when talking to prospects, all thanks to dashboards that centralize all CRM work. In terms of use cases, utilize the dashboards to track your to-do list items, view prospect details, and stay on top of meetings. 

Need to create new tasks? Do that directly from your workflows, email inbox, or to-do list. And if you need insights from past task performances, like deals made and activities completed, leverage HubSpot’s reporting tools. This platform simplifies communication with email templates (for sending messages in bulk) and real-time team chat. 

While sales and marketing teams may enjoy HubSpot’s task management style, some of HubSpot’s alternatives could be a better choice for companies in IT or finance. You can even consider the HubSpot-ClickUp integration if you want to organize your customer-facing processes more diligently.

HubSpot best features

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

HubSpot limitations

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

HubSpot pricing

For individuals and small teams:

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

HubSpot (CRM) ratings and reviews

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

Manage time spent on different client projects using Paymo

Paymo is a simple task management software and invoicing app rolled into one, so I can see how it holds enormous appeal for professionals and freelancers who want to manage client work, time tracking data, and resources within one platform . It lets you automatically set up ghost bookings based on the task details you’ve entered in the past, as well as receive a visual overview of all bookings for the immediate team on a single screen. 🖥️

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

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

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

Paymo also encourages team collaboration, offering a detailed Task View to chat in real time about the latest task updates. Finally, Paymo provides task priority levels like critical, high, normal, or low across teams, which we can adjust based on our delivery commitment to clients.

Paymo best features

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

Paymo limitations

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

Paymo pricing

  • Free (for up to five clients)
  • Starter: $5.9/month per user
  • Small Office: $10.9/month per user
  • Business: $16.9/month per user

Paymo ratings and reviews

  • Capterra: 4.8/5 (400+ reviews)

TimeCamp helps you track time spent on task and monitor task progress within one platform

I have talked to many freelancers about their task management routines, and I think one of their main problem areas is connecting tasks to tracked hours and, eventually, invoices. That’s precisely why I made sure this handy all-in-one tool was on our list.

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

With its one-click time-tracking capabilities , you can track your or your team’s working hours effortlessly. You can use this data to standardize times for specific jobs, plan and create task assignments and invoice estimates, and monitor each team member’s productivity.

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

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

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

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

TimeCamp best features

  • Comprehensive time-tracking tools
  • Kanban board for easy task tracking
  • Personal task lists
  • Can automate repeatable tasks
  • Includes apps for Android and iOS
  • ClickUp (you can use this integration to time your ClickUp tasks and enjoy billing accuracy)
  • Google Calendar

TimeCamp limitations

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

TimeCamp pricing (for TimeCamp Planner)

  • Starter: $2.99/month per user (best for freelancers)
  • Premium: $4.99/month per user (ideal for businesses tracking profitability)
  • Ultimate: $7.99/month per user (for better analytical reporting)
  • Enterprise: $11.99/month per user (for higher security and custom integrations)

TimeCamp ratings and reviews

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

Any.do assists you in creating simple to do lists for business and personal use

Any.do specializes in providing easy-to-use to-do lists to help you achieve both personal or professional goals efficiently. It caters to individuals, families, and teams, and is available via 10+ platforms, including Mac, Safari, and iPad.

During my time with this tool, I was able to organize my to-dos in separate lists and projects, all color-coded to set clear priorities and determine task categories. We can enhance our task lists with:

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

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

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

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

Any.do best features

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

Any.do limitations

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

Any.do pricing

Remember to get a Family or Teams plan to access shared lists.

  • Premium: $2.99/month per user
  • Family: $8.33/month per four users
  • Teams: $4.99/month per user

*All listed prices refer to approx values billed annually

Any.do ratings and reviews

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

At the time of reviewing this tool, we noted a few less-than-positive reviews by Android and iOS users, mostly about some UX elements. However, the reviews for the overall functionalities are quite positive. Here’s what a sales manager who uses the product had to say :

With Any.do, organizing my tasks is simple and fast. The app works fine, and it does the job that it’s supposed to do, setting daily reminders and scheduling to keep myself on track of what’s going on. I love apps that offer a simple, minimalistic professional design.

Smartsheet provides spreadsheet-like task management and has advanced features to support complex projects

Smartsheet is a spreadsheet-like task management tool . It’s great for those who are comfortable tracking tasks in Excel but are open to switching to a tool with less complicated calculation work. The tool is popular in construction, healthcare, and education industries where task management is all about working with scattered data.

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

Here, tasks are represented on spreadsheets for individual projects. Like most Smartsheet alternatives , we can add basic task information, like due dates and assignees, in clear fields and columns. We can also merge several spreadsheets to have a consolidated view of our tasks across categories.

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

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

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

Bonus read: Explore ClickUp vs. Smartsheet !

Smartsheet best features

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

Smartsheet limitations

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

Smartsheet pricing

  • Free (for up to two task editors)
  • Pro: $7/month per user
  • Business: $25/month per user

Smartsheet ratings and reviews

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

Our first-hand experience with these tools has been both adventurous and enlightening. We think each of these options understands their target users and strives to deliver. However, if you’re still struggling to find “the one,” make a list of what you really prioritize in a task management platform.

Typically, great task management software provides features that help you plan, organize, track, and assign tasks, but you shouldn’t have to pay a fortune for these functions. Some features, like reminders, automation, and task views, are the bare minimum, and we see them in almost every tool we discussed.

What you can explore is the overall functionalities you get for a given price. Say Tool A gives you 30 advanced features and the more popular Tool B gives you 25 advanced features at the same price point—you know what to pick!

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

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

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

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Vartika Kashyap

21 Best task management tools & software for 2024

Top Task Management Tools for Teams to Manage Work

Introduction

Task management tools let you manage all your tasks in one place, making it easier to track multiple tasks, and deadlines, prioritize, and set dependencies.

Task management software offers different functionalities depending on the needs of individuals and teams. These tools help you streamline workflows, improve collaboration, and ensure tasks are completed on time.

In this article, we will provide you with a list of the 21 best task management software including the pros and cons, pricing details, standout features, and how to pick the right tool for your team.

Let’s get started

Best task management tools for teams

1. proofhub.

ProofHub as task management software and tool

ProofHub is one of the top task management software options, widely chosen by teams of all sizes. Moreover, it’s affordable, making it accessible to businesses of various scales. Major companies like Google, Nike, and NASA rely on it for their project management needs.

As a project management and team collaboration tool, it helps track team tasks, organize work, facilitate effective communication, and manage projects efficiently. Thanks to its user-friendly interface, ProofHub ensures that you stay on top of your projects without feeling overwhelmed.

Key features:

  • Streamlined task assignment: ProofHub lets you create and assign tasks to individuals or groups, ensuring the right person handles each job.
  • Multiple task views: Choose from board, table, Gantt chart, and calendar views to manage tasks in a way that suits your role and preferences.
  • Task dependencies: Users can establish dependencies between tasks to ensure that one task cannot be started until another is completed. This helps in creating a logical flow for project activities.
  • Bulk actions: Manage multiple tasks effortlessly with bulk actions. You can delete, move, or archive multiple tasks simultaneously, saving valuable time.
  • Custom fields: Customize task information with various formats like dates, lists, text, and more. This allows you to tailor task details to your specific needs.
  • Task comments: This feature enables team members to have conversations directly within task threads. Also, this feature promotes effective communication, eliminates the need for external email chains, and keeps all relevant information in one place.
  • Time tracking: Users can track the time spent on tasks, helping with accurate time management and billing for client projects.
  • File sharing and document management: ProofHub enables users to share files and documents within tasks.
  • Collaboration features: ProofHub offers built-in chat, discussions, proofing, and announcements for seamless real-time collaboration, keeping everyone on the same page.
  • Reports: See your team’s progress at a glance with real-time charts and instant insights. These reports can provide valuable information on project progress, task completion rates, and overall team performance.
  • Flat pricing. No per-user fee.
  • Ultimate control with centralized information.
  • Multiple assignees on tasks and subtasks
  • Intuitive and user-friendly interface
  • Customizable views for effective monitoring
  • Discussion and proofing under one virtual roof
  • Effective collaboration and real-time communication for maximum productivity
  • Custom Fields for additional or changing requirements
  • Intuitive and customizable reporting
  • Custom Roles for secured information access
  • Simple learning curve
  • Integration with important apps like Slack, Google Drive, Freshbooks, Dropbox, QuickBooks, Google Calendar, and more.
  • Mobile apps are available on Android and iOS.
  • Notifications can be overwhelming sometimes
  • No built-in invoicing for freelancers
  • Free Trial: You can try out ProofHub for free with a 14-day trial period.
  • Essential Plan: The Essential plan is priced at FLAT $45 per month (Unlimited Users) when billed annually.
  • Ultimate Control Plan: The plan is priced at a Flat $89 per month (Unlimited Users) when billed annually. It includes all the features of the Essential plan and additional advanced features like custom roles and permissions, workflows, priority support, and more.
  • Capetera: 4.6

chanty

Chanty  is an all-in-one collaboration platform with a built-in task manager. You can turn any message into a task. Tasks can be assigned to any team member and filtered by status, dates, and people. Chanty also lets you discuss any task in a related flow with relevant team members.

Chanty ’s Kanban board offers a flexible and simple way to manage all your tasks in one place. You can set a due date, assign a person, and control the status and priority of any task.

  • Tasks can be presented as a Kanban board or task list
  • Task discussion flow
  • Assigning a team member, setting a due date and priority
  • Empowers team collaboration and task execution
  • Integration with 3rd party apps
  • Easy to set up tasks and assign them to the team members
  • The team can discuss the task in a separate conversation
  • Lack of sub-tasks
  • Chanty Free Plan: This plan is suitable for teams with up to 5 users and provides access to the basic features of Chanty for free. It includes unlimited messages, voice messages, and integrations of up to 10.
  • Chanty Business Plan: The Business plan is priced at $3 per user per month when billed annually and $4 per user per month when billed monthly. It offers advanced features, including screen sharing, guest access, unlimited message history, and increased storage capacity.
  • Capetera: 4.7

ClickUp

ClickUp is an all-in-one task management tool designed to tackle any task—from your daily to-dos to complex projects, even your business’ entire workflow—in a single screen. Teams across industries rely on ClickUp to boost productivity with over 15 ways to visualize workflows including List, Gantt, Calendar, and its Kanban-like Board view.

ClickUp’s customizable tasks are designed to help you plan, organize, and collaborate on any project with a scalable Hierarchy to break down complex items into manageable subtasks that you can easily edit or rearrange.

Beyond organization and structure, ClickUp’s task automation, customizable ClickApps, and Custom Fields help streamline your processes and optimize your day-to-day process.

With hundreds of flexible tools, drag-and-drop functionality, and over 1,000 integrations, ClickUp takes the heavy lifting off of task management.

  • Customizable tasks and subtasks with automation, Custom Field data, time-tracking, and more
  • Multiple assignees and comment threads to delegate tasks
  • Assigned comments to turn thoughts into action items
  • Sharable screen recordings that can be converted directly into a task
  • Custom status templates to replicate any workflow
  • Checklists within tasks to track everything from multi-step workflows to simple to-dos.
  • Subtasks, task relationships, and dependencies to solidify your order of operations
  • Multiple views for better visualization
  • Over 15 customizable ways to view your tasks
  • ClickUp offers a free plan that is suitable for individuals
  • Extensive customization options
  • Over 1,000 integrations with other work tools
  • Steep learning curve
  • Glitchy app on Android
  • UI needs improvement
  • Some users feel overwhelmed by the variety of features

ClickUp Pricing:

  • Free Forever: The Free Forever plan is available at no cost and provides basic functionality for personal use.
  • Unlimited Plan: The Unlimited plan is priced at $10 per month per user, billed monthly, and $7 per user per month when billed annually. It offers unlimited storage, advanced features, and enhanced productivity tools.
  • Business Plan: The Business plan costs $19 per month per user billed monthly and $12 per user /month /billed annually. It includes additional features like goals, workload management, timelines & mindmaps, and more.
  • Enterprise Plan: For large organizations with specific needs, ClickUp offers an Enterprise plan. The pricing for this plan is available upon contacting their sales team directly.

nTask as jira competitors

nTask is an intuitive and simple task management and work management tool used by smart teams. It can be used to manage single or multiple projects, for both personal and professional use. While using nTask, you enjoy the ability to create as many teams and workspaces for different work purposes, projects, or even for different departments at your organization.

You can get more productive and get more done in less time with the nTask application. Share files, and comments, assign tasks, and track task time in just a few clicks. Users can view the tasks in different views, such as list, grid, calendar, and Gantt views.

  • Monitor how much time is spent on tasks and projects with time tracking and Timesheets
  • Manage your team and collaborate in real-time
  • Meeting management to schedule and organize meetings, including agendas, minutes, and action items
  • Log and manage project issues or bugs to addres s with issue tracking
  • Identify and mitigate risks associated with projects
  • Easy to use
  • Manage progress with Gantt charts
  • Paid plans are cost-effective
  • Reporting feature not available
  • No Kanban board feature

nTask Pricing :

  • Premium Plan: The Premium plan is priced at $4 per user per month, billed monthly, and $3 per user per month when billed annually for individuals or teams just getting started with project management.
  • Business Plan: The Business plan costs $8 per user per month, billed monthly, and $12 per user per month, billed annually for teams that need to create projects and plans with confidence.
  • Enterprise Plan: For teams that need customizations, enterprise-grade security, and advanced features, Ntask Manager offers an Enterprise plan. The pricing for this plan is available upon contacting their support team.
  • Capetera: 4.2

5. Basecamp

Basecamp

Basecamp is a simple employee task management system that you can use to manage tasks of multiple projects simultaneously. The tool is well-known for its ability to make teams more productive and better organized.

With Basecamp, whether it’s the people, tasks, files, documents, or deadlines, you can manage everything with relative ease. Moreover, the software allows you and your team to stay in touch with each other using group chats and direct messages.

  • Activity view allows managers to see everything related to project tasks 
  • Create to-do lists and choose assignees and set due dates for tasks
  • Share docs and files
  • Automate Check-ins
  • Easy to set up projects and add team members
  • Comment directly on tasks and lists 
  • Drag and drop files to upload them
  • Bookmark to-do lists, messages, etc. to gain quick access
  • Misses out advanced features like Gantt charts and timesheets.
  • Cannot assign priority levels to tasks

Basecamp Pricing:

  • Basecamp: The Basecamp plan is priced at $15 per user per month. This plan is suitable for freelancers, startups, or smaller teams and includes features like task management, team collaboration, file storage, and messaging.
  • Basecamp PRO UNLIMITED: The Basecamp PRO UNLIMITED plan is available at a fixed price of $299 per month, billed annually, and $349 per month, billed monthly. This plan is perfect for growing businesses, larger groups, and companies that want the best.
  • Capetera: 4.3
Read more: Top Basecamp alternatives for project management

6. ProProfs Project

Proprofs project

ProProfs Project is a power-packed task management software that helps you effectively manage and prioritize tasks . The tool centralizes all your work so that you can easily assign and track tasks from a single location. You can even create custom workflows to stay on top of tasks.

ProProfs Project provides a collaborative workspace to keep your teams on the same page. Whereas, with AI-powered insightful reports, you can get a summary of task progress and status to identify gaps and fix them.

Key features :

  • Multiple views for different projects
  • Real-time notifications & alerts
  • Actionable reports
  • Automation for recurring tasks
  • Interactive Gantt charts & Kanban boards
  • Great workflow customization
  • Drag-and-drop interface
  • Mobile-friendly features
  • Task prioritization
  • App integrations need improvement

ProProfs Project Pricing:

  • ProProfs Project offers a monthly plan that starts at $49.97 per month and an annual plan that starts at $39.97 per month.

Bit.ai logo

Bit is an awesome document collaboration and task management tool that allows you to create, store, organize, share, and collaborate in one central location. You can create workspaces around projects, teams, and departments to keep your documents organized.

Also, with these smart workspaces, you can ensure the right team members have access to the right documents at the right time, and break down silos for a free flow of information.

Along with that, you can even invite your team and simultaneously collaborate on a Bit document using real-time editing, inline comments, @mentions, and more. In short, Bit provides a common platform for your team members to brainstorm ideas, share knowledge, collaborate, and innovate together. The perfect task management tool indeed!

  • Workspaces and folders to keep data organized and safe
  • Real-time collaboration with team members
  • Content and knowledge management capabilities
  • Simple and intuitive user interface
  • Minimalistic and distraction-free editor with auto-formatting features
  • Supports live-sharing and document tracking
  • Provides real-time collaboration features
  • Bit is not available as a mobile app, however, Bit documents are fully responsive and look great on all devices.

Bit Pricing :

  • Free Plan: Bit.ai offers a free plan that allows up to 5 members to collaborate and create documents.
  • Standard Plan: The Standard plan is priced at $12 per member/month and provides advanced features such as unlimited documents, Multiple export options, and more.
  • Business Plan: The Business plan is available at $20 per member per month and provides features such as trackable documents, unlimited storage, and more.
  • Capetera: 5.0

task management tools examples

Trello is widely recognized as one of the largest and most popular Kanban-style task management tools. It utilizes a visual approach to task management, where tasks are represented as cards that can be moved across customizable boards and lists.

Trello’s interface allows users to have a clear overview of their tasks and project progress.

They can easily move cards across lists to reflect the status of each task, from “To Do” to “In Progress” to “Completed,” providing a visual representation of the workflow and making it easy to prioritize and track tasks.

  • Organize tasks and projects into customizable boards
  • Break down projects into manageable tasks using lists and Trello cards
  • Automate repetitive tasks and workflows using Trello’s built-in automation features
  • Integrate other tools with Trello’s with Power-Ups
  • Great overview of tasks and projects
  • Plenty of dashboard customization options
  • Integration with several third-party apps
  • Fewer in-built features
  • Not suitable for large teams

Trello pricing:

  • Free Plan: Trello offers a free plan with basic features and limited functionality, suitable for individuals or teams looking to organize any project.
  • Standard Plan: The Standard plan is priced at $6 per user/month (billed monthly), and USD 5 per user/month (billed annually) and provides additional features like unlimited boards, advanced checklists, and more.
  • Premium Plan: The Premium plan is available at USD 12.50 per user/month (billed monthly), and USD 10 per user/month (billed annually) and offers advanced features including multiple views, workplace-level templates checklists, and more.
  • Enterprise Plan: Trello’s Enterprise plan is designed for organizations that need to connect work across teams with more security and controls. The Enterprise plan starts at USD 17.50 per user/month billed annually ($210.00 annual price per user) for an estimated 50 users. For more details, you need to connect with their sales team.
  • Capetera: 4.5
Trello alternatives : List of Kanban and project management software

9. Airtable

Airtable is a spreadsheet-like project management software

Airtable is a versatile task management software that combines the functionality of a spreadsheet with the power of a database, allowing teams to organize and track tasks in a highly customizable and collaborative manner.

With features like real-time collaboration, file attachments, and advanced filtering options, Airtable enables teams to stay organized, collaborate effectively, and streamline their task management process.

It’s a powerful collaboration tool for teams looking for a customizable and intuitive solution to manage their tasks and projects.

  • Grid interface allows grouping of projects based on different criteria such as status and project owner
  • View and move tasks to different stages as cards using Kanban boards
  • Gallery view makes it easy to find photos, documents, etc.
  • Drag-and-drop tools make it easy to manage tasks
  • Milestones and due dates visible in the calendar view
  • App integrations with Google Drive, Gmail, Salesforce, Zendesk, Jira, Stripe and more
  • Limited features compared to other top-tier tools
  • Reporting tools are not available

Airtable Pricing:

  • Free Plan: Airtable offers a free plan with limited features and functionality, suitable for personal or very small teams.
  • Team Plan: The Team plan is priced at $20 per seat/month billed annually and $24 per seat/month billed monthly.
  • Business Plan: The Business plan is available at $45 per seat per month billed annually and $54 per seat per month billed monthly for teams and departments who need to build connected apps to power their most important processes
  • Enterprise Plan: Airtable offers an Enterprise plan designed for departments and organizations who need a secure, scalable, and customizable connected apps platform to stay aligned and move work forward. For pricing details and customization options, it is recommended to contact their support team directly.
Also read : Best Airtable alternatives

Wrike

From tasks to team members, Wrike allows you to organize everything so that you complete your projects on time. The tool is ideal for streamlining workflow and enables collaboration to get things done faster. The software is designed to improve efficiency and productivity for individuals and teams by eliminating repetitive tasks.

Wrike intelligently organizes tasks, sorting and prioritizing them based on due dates and priority levels. Wrike is one of the high-rated tools for task management all thanks to its extensive list of features.

  • Customizable dashboard
  • Interactive Gantt charts
  • Purpose-built templates
  • Custom request forms
  • Suitable for managing multiple projects
  • Real-time project reports
  • Prioritize tasks 
  • Managing work in calendar view is tricky
  • The user interface is certainly not the best

Wrike Pricing:

  • Free Plan: Wrike offers a free plan with basic task management and collaboration features.
  • Team Plan: The Team plan is priced at $9.80 per user, per month
  • Business Plan: The Business plan is available at $24.80 per user, per month
  • Enterprise Plan: Wrike’s Enterprise Plan is designed for larger organizations with specific needs. Contact their team for personalized pricing and enterprise-grade features.
  • Pinnacle Plan: For teams with complex work needs, Wrike offers the Pinnacle plan. Contact their team to discuss your requirements and get a tailored pricing quote.
Also read: Best Wrike alternatives to try for successful work management

Quire

Quire lets you arrange, prioritize, and focus on tasks that matter the most for a project. The tool allows you to visualize your workflow and interactively track all tasks. With this task management tool, it becomes easier to collaborate with your team and keep everyone on the same page.

You can get your attention to even the smallest project activities without losing the bigger picture.

  • Organize tasks into a hierarchical structure with unlimited levels
  • Visualize tasks and workflows using a customizable Kanban board
  • Detailed project summary and project stats
  • Organize tasks automatically based on due date, priority, assignee, and tags with Smart Folders
  • Break tasks into subtasks
  • Add descriptions and comments to tasks
  • Simple and elegant user interface
  • Most features are pretty basic
  • No time tracking option

Quire Pricing:

  • Free Plan: Quire provides a free plan that allows you to use their basic features at no cost.
  • Professional Plan: The Professional plan is priced at US$7.65 per member per month, billed annually, and US$10.95 per member per month, billed monthly. It includes additional features such as advanced permission control, time reports, task bundles, and more.
  • Premium Plan: The Premium plan is priced at US$13.95 per member per month, billed annually, and US$18.95 per member per month, billed monthly. It offers enhanced capabilities, including a timesheet, schedule view, training/consultancy, and more.
  • Enterprise Plan: For larger organizations with specific requirements, Quire offers an Enterprise plan. The Enterprise plan starts from US$19.95 per member per month, billed annually, and US$24.95 per member per month, billed monthly. If you need a more customized plan or further assistance? you contact their support team.

Ayoa

Ayoa is a fun all-in-one online whiteboard and mind-mapping app where you can brainstorm ideas, work together, and get things done. T he tool combines many handy features that’ll help you and your team to manage tasks and get work done on time.

The tool is easy to use and allows your team to share ideas, and collaborate to complete tasks easily. You can use Ayoa to break tasks into smaller details, select assignees for each task, add comments, and even add files with a task.

  • Set goals, milestones, and objectives, and track progress of tasks and projects
  • Create and visualize ideas and plans using mind-mapping tools
  • Create dedicated collaboration spaces for teams, departments, or projects
  • Attractive UI design
  • Direct messaging and group chats
  • Supports app integrations 
  • A bit overwhelming for new users
  • Difficult to manage complex projects

Ayoa Pricing:

  • Ayoa Free: Ayoa offers a free plan that includes features like unlimited mind maps, unlocking your innate potential for creative thinking, boosting innovative problem-solving, letting your ideas flow freely with no limits, and learning anything faster.
  • Mind Map: The Mind Map plan is priced at $10 per user per month when billed annually. It provides access to Ayoa’s mind-mapping features, allowing you to visually organize and brainstorm ideas.
  • Ayoa Ultimate: The Ayoa Ultimate plan is priced at $13 per user per month when billed annually. It combines both mind mapping and task management features, offering a comprehensive solution for organizing ideas and managing tasks.

13. Monday.com

monday.com

Monday.com is one of the best task management software for teams, which resembles a highly customizable spreadsheet, but it includes a ton of additional features that make it a highly interactive application.

It ranks among the best task management tools available in the market because it focuses on simple, visually intuitive layouts that assist in clarifying the sequence of work.

This tool for task management allows users to collaborate on tasks by uploading and attaching files, tagging members on tasks, and fixing deadlines.

Key features: 

  • Create custom workflows tailored to your team’s unique processes and requirements
  • Automate repetitive tasks and workflows using customiz ed workflow  
  • Real-time Dashboards
  • Seamless integration with other apps 
  • Attractive interface
  • Encourages transparency and accountability
  • Handy project visualization tools 
  • It comes with reporting and analytics 

Cons: 

  • Expensive to manage large teams
  • Lacks advanced time-tracking functionality

Monday.com Pricing:

  • Free: The Free plan allows for basic usage with limited features for 1 user.
  • Basic: The Basic plan is priced at $9 per seat per month, billed annually, and $12 per seat per month, billed monthly. It includes essential features and functionality to manage your tasks and projects.
  • Standard: The Standard plan is priced at $12 per seat per month, billed annually, and $14 per seat per month, billed monthly. It offers additional features, including a timeline view, calendar view, and more advanced collaboration options.
  • Pro: The Pro plan is priced at $19 per seat per month, billed annually, and $24 per seat per month, billed monthly. It provides advanced features like time tracking, custom automation, and additional integrations.
  • Enterprise: For larger organizations with specific requirements, an Enterprise plan is available. You need to contact the Monday sales team to discuss pricing and customization options.

14. Smartsheet

Smartsheet

Smartsheet is a web-based work management platform that allows organizations of all sizes to project management, task management, crowdsourcing, reporting, and much more. It looks more like a spreadsheet-type task management software that offers basic functions like scheduling tasks, subtasks, activities, and much more.

Smartsheet smartly combines the use of a spreadsheet with visual timeline management , automated workflow capabilities, and collaborative file sharing and discussions. It can manage different types of work such as projects, programs, and core business operations.

  • Pre-built templates to jump-start your projects
  • Team task list by priority
  • Integrates with apps you already use
  • Alerts and Automated actions 
  • Custom reports across projects
  • Resource Management & Scheduling 
  • Leverage team collaboration 
  • Drive work at scale 
  • Secure platform deployment
  • Drives performance by optimizing campaign execution
  • Automates relevant business processes
  • Limited calendar view
  • Lack of a time-tracking feature 

Smartsheet Pricing:

  • Free: Smartsheet provides a free plan with limited features, allowing you to get started with basic task and project management for 1 user and up to 2 editors.
  • Pro: The Pro plan is priced at $7 per user per month, billed annually, and $9 per user per month, billed monthly. It includes advanced features and allows for a maximum of 10 users with unlimited viewers.
  • Business: The Business plan starts at $25 per user per month, billed annually, and $32 per user per month, billed monthly. This plan requires a minimum of 3 users and offers unlimited editors.
  • Enterprise: For organizations that run processes at scale with enterprise-grade security and controls., Smartsheet offers an Enterprise plan. You have to contact Smartsheet’s sales team to discuss pricing and customization options tailored to your specific requirements.

Casual.pm

Casual is a visual task and project management software that allows you to arrange your task blocks as you see fit. Considered ideal for small and growing project teams, this tool uses visual charts to plan the processes related to projects.

Casual can be used to create project milestones , define the workflow and serial in which these tasks are to be completed, and assign their due dates. It can track project paths and allocate tasks in different directions without acknowledging dependencies.

  • Visual Project and Process Management 
  • Visual Task Manager
  • Workflow Management Tool
  • Easy to navigate
  • Ability to generate flow diagram PDF and URLs on the fly
  • Users can easily set task dependencies
  • Users can see from the screenshot 
  • Great for complex projects 
  • No integration options
  • Removing dependencies in Chrome does not work very well

Casual Pricing :

  • Personal: The Personal plan is priced at $10 per month, billed annually, and $12 per month, billed annually for up to 2 users. It provides access to essential features for personal task management.
  • Starter: The Starter plan is priced at $25 per month, billed annually, and $30 per month, billed monthly for up to 5 users. It includes additional features suitable for small teams and collaborative task management.
  • Team: The Team plan is priced at $50 per month, billed annually, $60 per month, billed annually, and accommodates up to 10 users. It offers expanded functionality and collaboration capabilities for larger teams.
  • Enterprise: For organizations with larger teams (50+ users) and custom requirements, Casual.pm offers an Enterprise plan. To get detailed pricing information and discuss tailored solutions, it is recommended to contact their support team.
  • Capetera: 4.8

16. Proggio

proggio

Whether you are looking to manage your project portfolio or want to keep track of all the project tasks, Proggio is a great tool for task management to have on your side. Its innovative features assist you in planning projects and delivering them on time.

Proggio’s powerful task management features make it possible for you to have complete command over all the tasks of your projects.

You no longer need to ask your team members for updates as the software makes it possible to track all the task activity from one single place.

  • Manage tasks effectively in the Kanban board view
  • Customizable templates according to your project needs
  • Create visual task roadmaps with built-in Gantt charts
  • Intuitive user interface
  • File attachments with tasks
  • Suitable for teams across a wide range of industries
  • Limited team collaboration capability
  • Proggio is considered more expensive compared to some other options on the market

Proggio Pricing:

  • Proggio Plus: The Plus plan starts at $500 /month for up to 50 users, it includes user management, dashboards, shared reports, resource management, workload and time tracking, budget management, customized workflows, and integrations. It is a customized solution that is designed according to your requirements.
  • Proggio Enterprise: For large organizations with specific requirements, Proggio offers an Enterprise plan. It includes multiple portfolios and unlimited users along with enterprise-grade security, compliance: GDPR, ISO, and HIPAA, SSO and SAML provisioning, single tenant options, rules and automation, risk assessment, customized dashboards, advanced reports, workflow approvals, dedicated customer success & more. You need to book a demo to know its pricing details.

17. Todoist

todoist

Todoist is a leading to-do list and team task management app with a simple interface and you can use it to manage tasks of all your projects. The main agenda of this app is to set you free from all the hassle of tracking task progress manually.

The app allows you to quickly add tasks and assign them to your team members. Moreover, the task view allows you to get all the important information about a task, including task title, due date, subtasks, etc.

  • Productivity trends and insights with valuable data on your task completion and productivity habits.
  • Manage tasks and view your to-do list even when you are offline
  • Access on multiple devices and platforms, including web browsers, desktop computers, smartphones, and smartwatches
  • Set reminders and receive notifications for upcoming tasks and deadlines
  • Keeps a record of all the completed tasks
  • A productivity graph makes it easy to track your productivity
  • Real-time notifications keep you updated about all the task activities
  • Not suitable for managing tasks of complex projects
  • Lacks advanced features like Gantt charts, online file proofing, etc.

Todoist Pricing:

  • Beginner Plan: The beginner plan is available at no cost and provides basic task management features.
  • Todoist Pro: The Pro plan is priced at US$4 per month billed annually and US$5 per month billed monthly. It offers advanced features such as reminders, filters, and productivity metrics.
  • Todoist Business: The Business plan is priced at US$6 per member per month, billed annually, and US$8 per member per month, billed monthly. It includes all the features of the Pro plan, along with additional collaboration and team management capabilities.

Hive

Hive is a productivity platform that allows you to manage your projects effectively with automated task management. All your team members can use Hive to organize and collaborate on tasks. Also, Hive combines a variety of individual tools to streamline the process of planning, executing, and completing tasks.

Create task cards and select assignees from your team. Moreover, you can add communication with your teammates directly on task cards by adding comments.

  • Kanban boards let you manage tasks in stages
  • Real-time analytics for measuring project progress
  • Upload, organize, and attach files with tasks
  • Multiple task views give the flexibility to manage tasks in the way you like 
  • Send direct messages to communicate with team members
  • Built-in templates for getting started with task management quickly
  • It will take some time to learn the software’s functionality
  • The dashboard becomes messy when managing several projects simultaneously

Hive Pricing:

  • Free Plan: The free plan is free forever and best for light project management for small teams.
  • Hive Starter: The Starter plan is priced at $1 per user per month billed annually and $1.50 per user per month, billed monthly.
  • Hive Teams: The Teams plan is priced at $3 per user per month when billed annually and $5 per user per month when billed monthly.
  • Hive Enterprise: Hive offers an Enterprise plan for larger organizations. To get pricing details for this plan, you need to contact their sales team.

Asana

Asana is one of the top online task management tools available in the market. If task delegation and meeting deadlines are your top priority, then Asana can make a good choice for you. You can stay focused on your project tasks and prioritize them to let your team know the tasks that they need to complete first.

The tool also allows you to see your tasks in different views, including List view, Boards view, and Timeline view.

Asana is among the best task managers for teams that have been in the market for quite some time.

  • Prioritize tasks and set deadlines
  • View project status in real-time
  • Automate repetitive tasks and processes with rules, templates, and custom workflows
  • Visualize project timelines and dependencies with timeline view
  • Attach files and documents directly to tasks and projects
  • Integrations with Google Sheets, Figma, Microsoft Outlook, Evernote, Gmail, HubSpot, and more.
  • User-friendly interface
  • Create realistic project plans with Gantt charts
  • Supports third-party app integrations
  • Communication features are not up to the mark
  • Notifications can be frustrating at times because of the excessive emails sent to users

Asana Pricing:

  • Personal: The personal plan is available for free for up to   10 users and includes core task management features for individuals and small teams with simple needs.
  • Starter: The starter plan is priced at US$10.99 per user per month when billed annually and US$13.49 per user per month when billed monthly for growing teams that need to create project plans with confidence.
  • Advanced: The Business plan is priced at US$24.99 per user per month when billed annually and US$30.49 per user per month when billed monthly. It includes features like advanced workflows, resource allocation and management, and Community and personalized support.

20. TeamWork

Teamwork

Next on this list is TeamWork, a project and task management tool, and work allocation tool. It comes with a wide range of features that are helpful when it comes to task management. If you want to hit deadlines and improve your team’s performance , then TeamWork is a good choice for you.

This tool comes with project templates designed to minimize manual efforts in streamlining project tasks. Additionally, its board view provides visibility into the progress of all project tasks and activities.

Each task in the board view is represented as a card, and you can add columns for each process through which the task cards will move.

  • Get an instant overview of team capacity using Workload
  • Keep every project and its tasks in clear sight with Portfolio
  • Gantt chart allows planning of project timeline
  • Meet deadlines by prioritizing tasks
  • Easy to add team members and assign tasks
  • Manage workflows to keep projects on track
  • In-built timer for time tracking
  • The overall design is a little dull
  • The reporting feature  is not good

TeamWork Pricing:

  • Free Forever: This plan is completely free and allows for up to 5 users.
  • Deliver: The Deliver plan is priced at $9.99 per user per month (billed annually), $13.99 per user per month (billed monthly), and also requires a minimum of 3 users.
  • Grow: The Grow plan is priced at $19.99 per user per month (billed annually), $25.99 per user per month (billed monthly), and has a minimum requirement of 5 users.
  • Scale: The Scale plan is available by requesting a demo. This plan is suitable for larger organizations with more complex needs.
Teamwork alternatives : 14 Best project management solutions

niftypm

Nifty is a comprehensive project management tool that offers a range of features to streamline task management and enhance team productivity. You can choose from various views like Gantt charts, kanban boards, lists, and a calendar to track, and monitor task progress from start to completion.

Moreover, Nifty allows for easy task assignments, setting due dates, estimating time until completion, creating subtasks, adding comments, and sharing files.

  • Robust milestone tracking capabilities
  • Automate workflow by automating repetitive tasks
  • Extensive admin tools for managing permissions
  • Nifty integrates with popular tools like Google Calendar, Slack, Google Drive, Zoom, and more
  • Customer support is responsive and provides timely assistance
  • Offers multiple customizable views like Gantt charts, lists, swimlanes, and calendars
  • Limitations in dashboard customization
  • Limited reporting and analytics features

Nifty Pricing:

  • The Starter plan billed $39 per month for 10 members (when billed annually)
  • Pro plan costs $79 per month for 20 members (when billed annually)
  • Business plan costs $124 per month for 50 members (when billed annually)
  • Unlimited plan costs $399 per month when billed annually (Unlimited members)

What are the benefits of task management tools?

Juggling multiple projects, deadlines, and team collaborations can easily lead to missed details, frustrated colleagues, and derailed progress.

Task management tools can help you organize the chaos, manage work, and ultimately, complete tasks more readily. Here are some of the most common benefits:

1. Nothing slips through the cracks

A project consists of several tasks, and keeping tabs is not easy. Nevertheless, a dedicated task management tool gives you a centralized hub for all your tasks, accessible anytime, anywhere. Consequently, you don’t need to worry about someone forgetting to report their progress – everything is transparent and readily available.

These tools also allow you to better define the tasks by breaking them into individual subtasks, making tracking more granular and easy. This helps in identifying potential roadblocks and making timely adjustments to stay on track.

2. Better view of the bigger picture

Rarely do tasks exist in isolation. Modern task management tools go beyond simple to-do lists by highlighting how one task is related to another. These tools offer features like Gantt charts that visually map out task dependencies. This shared visualization fosters clear collaboration, ensuring everyone stays aligned and understands their role in the bigger picture.

No more scrambling to reorganize everything due to unforeseen roadblocks. Make adjustments on the go to keep your project on track and ahead of schedule.

3. Everyone knows their part

Task management tools allow you to delegate the work efficiently. You can assign tasks to specific individuals, ensuring everyone knows who’s responsible for what. When you have a clear idea of who is working on what, you can distribute the workload more efficiently without creating any overlays. This eliminates confusion and finger-pointing.

Additionally, when the individual team members know ahead of time what is lined up for them next, they can manage their time and efforts better. This brings a sense of accountability and ownership within the teams.

4. Improved productivity and reduced waste

Online task management tools allow you to prioritize tasks effectively. Consequently, this helps you identify the most critical tasks, ensuring you focus your energy on what truly matters. With clear priorities, there are no unnecessary delays in achieving the set milestones.

Moreover, team members unlock significant productivity gains by eliminating time-consuming tasks like manual tracking and communicating bottlenecks. Notably, studies have shown that using these tools can boost productivity by freeing up valuable time for innovation and strategic thinking.

In today’s fast-paced world, effective task management is a necessity. Therefore, with dedicated tools, you can ditch the chaos, streamline your workflow, and empower your team to achieve remarkable results.

What are the features to look for in task management software?

Here are some key features to consider when evaluating task management platforms:

1. Create and assign tasks

A robust task management system should allow you to easily create and assign tasks to individuals or teams. Look for intuitive interfaces that enable you to define task details such as title, description, due dates, and assignees. The ability to assign tasks ensures clear ownership and accountability, driving productivity and efficient task execution.

2. Subtasks

To handle complex projects or tasks, the inclusion of subtasks is essential. Additionally, subtasks allow you to break down larger tasks into more manageable components, providing a granular view of progress and facilitating better coordination among team members.

3. Recurring tasks

Recurring tasks are a common aspect of many workflows. The ability to set up tasks that repeat at specified intervals, such as daily, weekly, or monthly, saves time and effort. Look for a system that supports recurring tasks, allowing you to automate repetitive work and ensure nothing falls through the cracks.

4. Workflows

Workflows are an essential feature in task management systems, enabling teams to build and customize processes that align with your specific needs. Moreover, with workflows, you have the flexibility to define the stages and steps involved in completing a task or project.

Consequently, this allows you to establish a clear path for task progression, ensuring that every step is followed consistently and efficiently. Additionally, by customizing workflows, you can tailor them to match your team’s unique processes and methodologies.

5. Multiple views

Different team members may prefer different ways to visualize tasks. Look for a task management system that offers multiple views, such as table view, kanban board, Gantt view, or calendar view. These views provide flexibility in organizing and viewing tasks, accommodating different work styles and project requirements.

6. Task tracking

To monitor progress and ensure accountability, task-tracking features are vital. Consequently, look for a system that allows you to track task status, set priority levels, and monitor deadlines. Additionally, progress indicators, time tracking, and notifications help keep everyone on track and ensure timely task completion.

5. Task reporting

Effective task management requires insights into team performance and project progress. Therefore, a robust task management system should offer reporting capabilities that provide valuable metrics and analytics.

Moreover, look for features that enable you to generate reports on task completion rates, team workload, and project milestones. Additionally, these reports offer valuable insights for decision-making and process improvements.

6. Communication on tasks

Collaboration and communication are essential for successful task management. Therefore, it’s important to look for a system that allows team members to communicate directly within tasks. Features like task-specific comments, file attachments, and @mentions facilitate seamless collaboration, ensure clarity, and avoid miscommunication.

7. Assign tasks to multiple team members

Project tasks often require collaboration among multiple team members. Therefore, it’s important to look for a system that allows task assignments to multiple individuals.

This feature promotes shared responsibility, encourages collaboration, and ensures that all relevant team members stay informed and engaged throughout the project.

8. Alerts and notifications

Stay on top of task deadlines and updates with alerts and notifications. Additionally, ensure that your task management system offers customizable alerts and notifications, which can be sent via email, push notifications, or in-app notifications.

This feature guarantees that team members stay informed about task changes, approaching deadlines, and new assignments, facilitating timely actions and preventing delays in project completion.

9. Task dependencies

In complex projects, tasks often have dependencies, where one task must be completed before another can start. It’s essential to choose a system that supports task dependencies, allowing you to define and visualize these relationships.

This feature ensures that tasks are completed in the correct order, preventing bottlenecks and delays in the project workflow.

10. Customization and flexibility

Every team and project has unique requirements. Therefore, look for a task management system that offers customization options, allowing you to adapt the system to your specific needs. Features such as customizable task fields, project templates, and user permissions are some aspects to consider. Ultimately, this flexibility ensures that the system aligns with your team’s workflow and enhances productivity.

Also remember, that a well-equipped task management system acts as a centralized hub for task-related activities, keeping everyone on track, fostering effective collaboration, and driving successful project outcomes.

How to choose task management software?

1. understand your needs.

Take a moment to identify your specific requirements. Firstly, consider the size and nature of your projects, as well as the number of team members involved. Then, think about the type of tasks you commonly handle. By knowing your needs, you’ll be guided to a tool that aligns perfectly with your workflow.

Before you begin your search, it’s crucial to establish your budget. Many options are available, ranging from free plans with basic features to more comprehensive paid versions. Understanding your budget constraints upfront will help you narrow down your options and find a solution that aligns with both your needs and financial considerations

3. Team size

Consider the size of your team. Some task management tools are tailored for small teams, while others are scalable for larger enterprises. Choose a solution that accommodates your current team size and allows room for growth.

4. User-friendliness

Opt for a tool with a user-friendly interface. The last thing you want is to spend valuable time training your team on a complex system. Look for intuitive designs that make it easy for everyone to adapt quickly and start using the software efficiently.

5. Feature set

Evaluate the features offered by different task management tools. Ensure the software provides essential functionalities like task creation, collaboration, file sharing, and progress tracking. Additionally, check for any advanced features that align with your specific project management needs.

6. Trial period

Take advantage of free trials or demo versions offered by task management tools. By doing so, you can gain hands-on experience and get a feel for the software’s usability and features. This will ultimately help you make a more informed decision about which tool to choose.

Managing tasks efficiently is a must for businesses to thrive in today’s competitive markets. As a manager, you are responsible for making sure that your team accomplishes every task on time and you will need a task management platform like ProofHub . The task management tools featured in this article are the best ones available right now and you just need to choose one that suits your managerial requirements and your organization’s budget.

What is a task management tool?

A task management tool is a digital platform designed to organize, track, and manage tasks effectively. These tools offer a variety of features to get things to complete your tasks on time including task creation, prioritization, progress tracking, collaboration features, and reporting capabilities.

Which is the best task management software?

The best task management software for you depends on your needs and preferences. Here are a few of the most popular team task managers:

ProofHub:  ProofHub is a cloud-based task management and collaboration software, it offers a variety of features, including task management, project management, file sharing, time tracking, and communication tools.

Asana:  Asana is a popular task management tool, it offers a variety of features, including task creation, assignment, and tracking. Asana is a good choice for teams that need a flexible and customizable tool.

Trello:  Trello is a visual task management platform that uses boards, lists, and cards to organize tasks. Trello is a good choice for teams that need a simple and easy-to-use tool.

Todoist:  Todoist is a simple and easy-to-use task delegation tool to stay organized. Todoist is a good choice for individuals who need a lightweight and mobile-friendly task management tool.

Why task management tools are used?

A task management tool is used to help individuals and teams organize, track, and prioritize tasks efficiently. It provides a centralized platform to create, assign, and monitor tasks, ensuring better collaboration and effective time management.

Does task management software make you more productive?

Yes, task management tools can enhance productivity by providing a structured approach to organizing and prioritizing tasks, and tracking tasks.

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8 Best Task Management Software & Tools for 2024

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  • Best for remote teams: Asana
  • Best for beginners: Trello
  • Best for scalability: monday work management
  • Best for Agile users: MeisterTask
  • Best for simple task management: Todoist
  • Best for Apple users: Things 3
  • Best for mobile use: Any.do
  • Best for growing businesses: ClickUp

Task or project management software is more than just a to-do list. You can use it to set deadlines, track progress, delegate subtasks and much more. However, with so many task management software options on the market, it can be challenging to pick the right one for your business.

In this guide, you will find a compiled list of top task management software for 2024. We have also shared our methodology, highlighting the parameters we used for compiling this list. Throughout this buyer’s guide, you will learn about key features to look for in task management software, so you can pick a tool that is the right fit for your business.

Best task management software comparison table

Here is how the top task management software solutions compare in terms of core features.

Asana: Best for remote teams

Asana logo.

Asana is a complete task management solution that offers a variety of features, including ready-made project templates, reporting dashboards ( Figure A ) and automation. Some of the top features in Asana focus on security and privacy to help businesses keep their data safe. The scalability offered by Asana makes it ideal for companies of all sizes, including enterprises. It can also be used as a project portfolio management tool.

Asana’s reporting dashboard is simple to navigate and interpret.

  • Basic: Free for up to 15 team members.
  • Premium: $10.99 per user per month, billed annually, or $13.49 per user billed monthly.
  • Business: $24.99 per user per month, billed annually, or $30.49 per user billed monthly.
  • Enterprise: Contact sales for a custom quote.

Standout features

  • Organized user interface: Beginners will find it easy to start using Asana’s simple dashboard, while more experienced users will appreciate quick access to advanced features and customization tools.
  • Multiple views: Asana offers a wide range of project views, including tasks, calendars and lists.

Top integrations

  • Google Drive.
  • Microsoft Teams.
  • Salesforce.
  • Powerful integrations.
  • Support for Agile and Scrum .
  • Excellent team collaboration tools.
  • Limited mobile app functionality.
  • Time tracking features need improvement.
  • Does not support the assignment of individual tasks to multiple users.

Why we chose Asana

Asana offers multiple features to support remote team collaboration, including a chat messaging function. The free plan also supports unlimited tasks and projects for up to 15 users, making it a great option for small teams on a budget.

For more information, read the full Asana review .

Trello: Best for beginners

Trello logo.

Trello is a web-based task management and collaboration software solution. The tool’s layout features cards, boards ( Figure B ) and lists, which can be customized according to user preferences. Its responsive web design is optimized for tablets, smartphones and desktops. In addition, users can configure notification settings according to their needs.

Trello’s Kanban boards are visually intuitive.

  • Free: free forever for up to 10 boards and unlimited users.
  • Standard: $5 per user per month, billed annually, or $6 per user billed monthly.
  • Premium: $10 per user per month, billed annually, or $12.50 per user billed monthly.
  • Enterprise: Between $7.38 and $17.50 per user per month, depending on user count.
  • Kanban boards: Trello makes it easy to manage tasks through its kanban boards, with cards and lists providing a visual interface that is easy to use for beginners.
  • Templates: Users can make their lives easier and save time using built-in templates for task management.
  • Butler automation: Trello’s Butler feature offers several automation capabilities; for example, users can create commands and rules to minimize repetitive or redundant work.
  • Gantt for Trello.
  • Advanced features are available in the free version.
  • Real-time updates.
  • Client-access tools.
  • Limited size for attachments.
  • Not suited for larger or more complex projects.
  • No native time tracking.

Why we chose Trello

Trello’s highly intuitive Kanban boards are easy for beginners to master and present a visually appealing alternative to standard to-do lists. The Butler automation features help to cut down on repetitive manual work so you can focus on actually completing your tasks.

For more information, read the full Trello review .

monday work management: Best for scalability

monday.com logo.

monday.com is one of the most popular task management software options on the market. With five pricing plans and feature sets, monday.com is highly flexible. It also offers plenty of automated workflow tools. monday’s visualization tools include maps, kanban boards , calendars and timelines ( Figure C ). However, some of these views are only available in paid plans.

monday’s timeline view is very similar to a Gantt chart.

  • Free: free forever for up to 2 people and 3 boards.
  • Basic: $9 per seat per month, billed annually, or $12 per seat billed monthly.
  • Standard: $12 per seat per month, billed annually, or $14 per seat billed monthly.
  • Pro: $19 per seat per month, billed annually, or $24 per seat billed monthly.
  • Project automation: monday.com’s code-free automation tools allow users to save time on manually updating workflows, status updates and due date alerts so they can focus on tasks that require more personal attention.
  • Built-in time tracking tools: monday.com offers built-in time tracking tools for both desktop and mobile versions, which several competitors are missing.
  • Project data visualization: You can view project data in different formats, including boards, lists and charts.
  • Unlimited documents for all plans.
  • Outstanding tracking features for tasks.
  • Highly customizable.
  • Time tracking is only available in high-tier plans.

Why we chose monday

Monday work management offers five pricing plans to choose from, making it a highly scalable option for companies that are looking for a task management platform that can grow with their business over time.

For more information, read the full monday.com Work OS review.

MeisterTask: Best for Agile users

MeisterTask logo.

MeisterTask is a popular open-source project management solution with an easy-to-use interface that works well with Agile project management methodologies ( Figure D ). It’s ideally suited for users looking to organize, plan and execute simple tasks. The flexibility offered by MeisterTask makes it suitable for different use cases — from small personal tasks to large and complex projects.

MeisterTask’s colorful interface is easy for beginners to master.

  • Basic: Free for single users.
  • Pro: $12 per seat per month billed annually, or $14.50 per seat billed monthly.
  • Business: $24 per seat per month billed annually, or $29 per seat billed monthly.
  • Enterprise: Contact MeisterTask for custom pricing.
  • Customizable dashboards: Users can choose to customize dashboards according to their needs. Users can also customize time tracking information, create a personal checklist and configure notifications.
  • Multiple checklists: You can create multiple checklists for each part of the task. This makes it easier to manage larger and more complex tasks.
  • Task tags: Organize tasks by tagging them based on client, priority or category.
  • MindMeister.
  • Impressive free plan.
  • User-friendly interface.
  • Low learning curve for beginners.
  • Limited reporting tools.
  • Fewer integrations than some competitors.

Why we chose MeisterTask

MeisterTasks’s simple, colorful interface makes task management easy, even for beginners who have never used project management software before. It’s not as robust as other advanced project management software, but if you’re only looking for task management, then it’s a great choice.

Todoist: Best for simple task management

Todoist logo.

If you are looking for simple task management and productivity software, you should consider using Todoist. It is designed with a clean and intuitive interface ( Figure E ), making it easier for users to create tasks, assign them to users, set up priorities and use tracking tools to check progress. Todoist also offers a feature to invite non-users, such as clients, to collaborate on tasks.

Todoist is an intuitive digital to-do list.

  • Free: free forever for individual users only.
  • Pro: $4 per month, billed annually, or $5 billed monthly.
  • Business: $6 per user per month, billed annually, or $8 per user billed monthly. This is the only plan that is designed for more than one user.
  • Priority levels: Todoist allows users to set up priority levels for different tasks, and it highlights the day’s highest priority tasks.
  • Personalized views: Users can personalize their views with labels, filters and themes and connect with emails and calendars to centralize their work in one place.
  • Role assignments: You can assign tasks or subtasks to specific team members so everyone is aligned with their roles and responsibilities for the project.
  • Automatic syncing.
  • User-friendly.
  • Non-users can view and collaborate on tasks.
  • Limited views.
  • User roles are only available in the paid plans.
  • Missing advanced features, such as reporting and analytics.

Why we chose Todoist

If you find other task management options overwhelming for your simple needs, then you will probably love Todoist’s simple digital to-do list. The free plan is suitable for individual use and the paid plans are quite affordable for families and small teams.

For more information, read the full Todoist review .

Things 3: Best for Apple users

Things 3 logo.

Things 3 is popular with Apple users looking for a task management app with an uncluttered design and simple pricing. Along with its visually stunning interface ( Figure F ), you get plenty of functionality, including collaboration tools and location-based reminders. However, there are a few drawbacks to Things 3: there is no free version, and availability is limited to Apple products.

Things 3 is a simple task management app for Mac devices only.

No free version is available. This is how the product is priced, depending on which device you are using:

  • Things for Mac: One-time purchase of $49.99.
  • Things for iPhone: One-time purchase of $9.99.
  • Things for iPad: One-time purchase of $19.99.
  • Widgets and shortcuts: You can personalize the experience by creating home screen widgets and shortcuts. There is also an option to connect your calendar with your teammates’ schedules.
  • Reminders: You can set reminders for tasks based on time, location and other parameters.
  • Headers and tags: Users can categorize tasks into different headers; additionally, they can add tags to keep their lists organized and add some context to tasks.
  • Apple Reminders.
  • Apple Calendar.
  • One-time purchase.
  • Uncluttered user interface.
  • No free version.
  • Only available for Apple products and users.
  • No web app.

Why why chose Things 3

If you’re tired of trying to manage your to-do list in the Notes app, then Things 3 is a great task management alternative for Mac users. Simply purchase the app a single time in your desired format, then use it in perpetuity to stay on top of your personal to-do list.

Any.do: Best for mobile use

Any.do logo.

Any.do is a list-based task management app. The app is available on the web and has a desktop app, but the best experience is offered on mobile. Using Any.do, you can review your daily tasks and even delegate tasks to other users. Any.do is ideal for users who want a simple task management tool with a clean and organized user interface ( Figure G ).

Any.do’s clean and colorful interface will appeal to many users.

  • Free: $0 per user.
  • Premium: $5 per user per month billed annually.
  • Family: $8 per month billed annually, for up to 4 members.
  • Teams: $8 per user per month billed annually.
  • Location-based reminders: When you get close to the location of where you need to complete a task, Any.do will send you a reminder. Not surprisingly, this tool is available on the mobile app.
  • Any.do Moment: This is the signature feature of Any.do. Using this tool, you can accept tasks assigned to you, postpone them to a later date or delegate them to teammates.
  • Focus mode: When you enter Focus Mode, you can set the amount of time you want to focus on completing a task. The timer is visible on the screen; you can even turn on in-app white noise while you are in Focus mode.
  • Apple reminders.
  • Outstanding mobile app.
  • Sleek and fast interface.
  • Decently priced upgrades.
  • Restrictive free version.
  • Not suited for complex tasks or projects.

Why we chose Any.do

Any.do’s mobile app makes it a breeze to manage tasks while on the go, so you don’t have to be tied to your computer at all times. Its pricing plans are also highly affordable for small teams, while the free plan will suffice for personal use.

ClickUp: Best for growing businesses

ClickUp logo.

ClickUp is a cloud-based task management solution suitable for businesses of all sizes. It offers task automation, custom field data and task assignment features and multiple project views ( Figure H ). Using ClickUp, users can customize tasks based on priority. The activity stream updates the status of tasks in real time. Users can also set up notifications for specific tasks.

An example of a list view in ClickUp.

  • Free Forever: free forever for unlimited users and unlimited tasks.
  • Unlimited: $7 per person per month, billed annually, or $10 per person billed monthly.
  • Business: $12 per user per month, billed annually, or $19 per user billed monthly.
  • Enterprise: Contact sales for custom pricing.
  • Task customization: ClickUp allows users to customize tasks by creating custom fields or editing priority settings. Customization tools help users to create task descriptions, add comments, format text and more.
  • ClickApps template library: ClickApps offers a variety of ready-to-use templates created by the ClickUp community. Users can even create and duplicate frequently used templates, applying them to tasks and subtasks.
  • Time management: Users can set start and due times, schedule events, manage resource allocation, sync calendars and complete other useful time management tasks.
  • Unlimited users on all plans.
  • Team chatting tools.
  • Suitable for solo users and teams.
  • The interface feels clunky.
  • Limited automations per month.

Why we chose ClickUp

ClickUp’s free plan supports unlimited users and tasks, a rare combination. If you need more advanced features, the paid plans are also affordable, making this task management software a great choice for growing businesses on a budget.

For more information, read the full ClickUp review .

Key features of task management software

Automation features in task management software allow users to save time and energy on repetitive, time-consuming or redundant tasks. Another benefit of automating tasks is that errors are reduced. While most task management software offers automation, some automations are more customizable than others.

Collaboration

One of the major advantages of using task management software is that it provides some structure for team collaboration. Users can receive information and share updates with their coworkers and managers through comments, real-time chat and other tools.

Time tracking

Built-in time tracking tools allow users to stay on top of task schedules, track billable and non-billable hours and forecast any hurdles to task completion.

With top task management software, you can choose from a variety of views — such as lists, cards and kanban boards — to choose the one that best suits each project. Different views provide effective and simple layouts for each stage of the task.

Benefits of working with task management software

Task management software is becoming increasingly popular, as it helps teams and individuals stay organized and on schedule to complete their tasks. Here are some of the top benefits of using task management software:

  • More mental bandwidth: With task management software, users can focus on other aspects of their work. Automatic notifications and reminders ensure users don’t have to stress about missed deadlines.
  • Time savings: Forgotten tasks and unclear expectations can often lead to extra work, eating away at your valuable time. With task management software, you keep your to-do list organized so you can stay on top of your schedule to get work done.
  • Improved processes: Certain task management software features, such as milestones and Gantt charts, help users monitor progress to determine if they are on track to finish their tasks or whether they need to adjust their working plans.
  • Better visibility: Teams benefit from using task management software by gaining better visibility and trust. Users can track the progress of tasks assigned to other teammates and their participation toward team goals.

How do I choose the best task management software for my business?

Whether you are a large enterprise or a solo user, you could benefit from task management software, as it provides the structure to organize, assign and track tasks. When choosing the right task management tool, you need to consider what problem you are looking to solve and how the software helps you solve that problem.

Some of the most important things to consider include the quality of the user interface, collaboration tools, pricing structure and unique features. If your working model requires you to share tasks or projects with clients, choose software that offers these features. Keep in mind that not all task management software allows you to share tasks with non-users like clients or guests.

The user interface must also be intuitive, so your team doesn’t face a steep learning curve. Most task management software offers a kanban-style dashboard; however, some solutions are based on a spreadsheet model. You must also consider whether you want a web or cloud-based system or an on-premises version.

While top task management software should offer basic features such as project views and subtasks, you’ll also want to assess each tool’s unique features. Unique features could include two-factor authentication, real-time collaboration, task dependencies or any particular feature that is a must-have for your business.

Lastly, you want to consider the price point. Ideally, you want to test the software before you make the decision, so if there is a free version or free trial available, you should take advantage of that opportunity. Most free task management software lacks advanced features, but you will still be able to get a feel for the user interface and the tool’s core functions.

Methodology

To determine the best task management tools, we researched an extensive collection of task management software and tested out many of them using free accounts and free trials. We also consulted customer reviews, product documentation, software specifications, pricing structure, third-party integrations, unique features and several other metrics to compile this list of top task management software for 2024.

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21 Best Task Management Tools for 2024

task management tools examples

  • 23 min read

The market for task management tools is changing quickly and there are more and more new, interesting tools to try out. As the tendencies that govern the choice of tools are also evolving, it’s crucial to live up to users’ expectations and deliver efficient solutions. To make the choice a bit easier, we’ve prepared an up-to-date list of the best task management tools for the year 2022!

Why Is Task Management Important?

According to statistics, “only 18% of people use a time management system, leaving the rest 82% of the population without a proper time management system .” That, in turn, leads to poor work performance and wretched work-life balance.

Task management is important to keep you healthy and satisfied. It’s one of the most significant skills. Proper time management can help you save time and money, minimize stress, set short- and long-term goals, and achieve your plans faster and better.

Task management lets you stay on top of your work and make sure that whatever needs to be done is done on time and as planned.

Task management software refers to digital tools designed to help individuals and teams organize, track, and complete tasks efficiently. It plays a crucial role in enhancing productivity by providing a centralized platform for planning, monitoring progress, and collaborating on various tasks and projects.

In this day and age, you don’t want to rely on whiteboards or sticky notes. They are useful, indeed, but you’ve probably already found out they are not all that reliable. To make your daily work easier and be able to fully focus on your duties, you need software that you can rely on.

Why Should You Use Task Management Software?

In today’s world, effective task management requires adoption of technology and automation. While writing your tasks with pen and paper may be great and actually can help release dopamine when you cross things from your to-do list , it may not be enough for complex projects, larger teams

Take a look at all the benefits of using a good task management software:

  • Efficient categorization and organization of tasks.
  • Clear overview of workload, priorities, and deadlines with intuitive interfaces for easy task management.
  • Better collaboration and communication in shared project spaces and advanced team collaboration features.
  • Real-time updates to keep everyone on the same page.
  • Time tracking features help to stay on track, meet deadlines, and allocate resources and time effectively.
  • Breakdown of complex projects into manageable tasks allows you to set achievable milestones and prevent work-related stress through strategic planning .
  • Work automation for all team members helps to improve business processes in the company.
  • A unified platform for all your work (or personal) commitments.

Remember that every industry has different and unique gains from using dedicated task management software, and the list might go on and on. However, good task management software helps increase productivity and is a tremendous aid in task prioritization.

How to Choose the Best Task Management Software?

The market is full of project management software, and it can be hard to choose the perfect one. Different people have different needs.

There are, however, things to consider. Take a look at the 4 elements that are a must in every best task management tool.

1) Features and Functionality

The core features are what sets each task management software apart. You need to opt for those features that are a must for good task management, such as task creation, due dates, priority settings, task scheduling, and time tracking.

Don’t forget about the intuitive user interface—a good UI/UX enhances productivity by making it intuitive for users to navigate and use the tool.

2) Collaboration and Communication

Each software facilitates team collaboration, although in different ways. This could involve features like comments, file sharing, chat, and real-time updates that enhance communication within a team.

Your chosen task management solution should allow your team and stakeholders to communicate on the task progress so you can facilitate work and work on possible challenges and obstacles.

3) Flexibility

Managing tasks is easier when you can do it the way you like. Look at these features to have full flexibility:

  • Cross-platform availability to access your tool across different devices and operating systems..
  • Integrations to connect the task management system with your favorite apps for automation.
  • Customization to organize tasks however you need and adapt the tool to your needs.
  • Task templates or project templates for quicker task organization.

Opt for free plans and trial periods so you test different task management software options before you decide to buy one. Also, ensure you can afford the tools.

You can also try free task management software if you don’t have any specific needs.

The Best Task Management Tools for 2024

Modern task management tools all have different features, although similar, may not be suitable for all types of business (usually are, however). They may fall into various categories and have slightly differing purposes.

Here’s a comprehensive list of task management software options that are most convenient, have all the necessary features, and are most liked by customers. Let’s dive in!

1. TimeCamp Planner

What can you use TimeCamp Planner for?

TimeCamp Planner is a two-in-one tool that lets you manage tasks and communicate with your team members in real time without the need to use multiple apps. An undeniable asset of TimeCamp Planner is the perfect integration of the task management feature with the communication platform. While chatting, you can convert a message into a task card with just one click and go back to your conversation once you’ve completed the card. On top of that, each task card has its chat window where you can discuss related topics or share the progress and go back to the message history whenever you need.

task management tools examples

Key features :

  • A user-friendly, intuitive interface with no steep learning curve makes it easy to move around the app.
  • TimeCamp Planner offers simple solutions with rich visualization features— a digital planner with a calendar, a Gantt chart with a timeline, estimates, a board view, Kanban boards, and to-do lists .
  • You can set start and due dates, assignees, and estimates, quickly make a video call, or organize a team meeting to monitor project progress.
  • Project chats and individual conversations, notifications with @mentions, file sharing, chatting directly in a task, or making a video call.
  • The free plan offered by TimeCamp Planner also helps in daily collaboration with your clients, allowing you to invite up to five guests from outside your organization and give them access to particular spaces.
  • Other features include tags, checklists, recurring tasks, custom task statuses and priority levels.

Integrations and availability : TimeCamp Planner is extremely intuitive and the interface is user-friendly, so you don’t have to worry that the onboarding will take a lot of time. It comes with many useful add-ons, such as calendar synchronization, recurring tasks, integrations with Google Drive, Gmail, and Dropbox, and many more. Planner is available for all platforms.

Pricing : The free plan is available for up to 5 users; the Pro plan costs $2.99 per user per month, billed annually ($3.99 billed monthly).   All features you can test during a 14-days free trial.

Use TimeCamp Planner to keep project management under control

Discover comprehensive features tailored for every stage of team collaboration.

What can you use ClickUp for?

ClickUp is a productivity app that offers advanced task management features. You can create your views, and there are plenty to choose from: a list, a board, a box, a calendar, and a Gantt chart view. Thanks to the last one, it can be used to manage not only individual tasks but also roadmaps. Spaces can also be customized with the possibility to choose different task priorities, fields, tags, add multiple assignees, time tracking, and estimates.

clickup

The tasks that you’re actively working on can be minimized in your tray and so you won’t need to open a new window tab to access them. All your tasks are gathered in a convenient inbox, which gives you easy access to what you have to work on next and what you’ve already finished or delegated.

Apart from task management, Click Up also facilitates team communication. You can open a conversation view and use it to discuss something with your team or, for instance, manage sprints. All those who want to participate can be added as watchers and get notifications for updates.

  • The Everything view allows you to see all your work in one place.
  • You can group and organize tasks, projects, teams, and departments.
  • You can customize tasks—assign tasks, automate them, and customize with ClickUp apps.
  • 15+ views for different work styles.
  • Team collaboration features.
  • Real-time tracking of work with reports.
  • Simple time tracking.

Integrations and availability : ClickUp offers plenty of integrations with almost all third-party apps, including TimeCamp time tracking . There are also templates and API, so you can better customize workflows. It’s also available all platforms.

Pricing : ClickUp offers a free forever plan with limited functionalities and storage. Unlimited Plan with all features is $7 per user per month, and Business Plan is $19 per user per month.‍‍

3. ProofHub

What can you use ProofHub for?

ProofHub is an all-in-one project management and team collaboration software that helps teams and businesses of all sizes stay in ultimate control of their tasks, projects, and communications.

ProofHub panel

You can create to-do lists for simple task management or switch to Kanban boards to create custom workflows for a more agile approach to managing your tasks. You can create tasks with deadlines and assign them to individual team members, break them into subtasks, add comments, and attach files to them for more clarity.

With ProofHub, planning your projects becomes quick and easy thanks to the powerful Gantt chart feature. There’s an in-built chat app that brings all your team communications under one roof. You also get a dedicated space for real-time discussions—simply create a discussion topic, add people to it and you can carry out your collaboration seamlessly.

ProofHub simplifies the review and feedback-sharing process with its easy-to-use online proofing tool. You can share creative files for review, the decision-makers can review and annotate using markup tools, and add comments.

One of the most exciting features of ProofHub is the custom reports. You can select parameters of your choice to manage your resources and projects in the most efficient possible manner. You can even track time using an automatic timer in ProofHub and keep an eye on your productivity. The time data gets stored in timesheets, which you can use to track the number of hours spent working on tasks.

Integrations and availability : ProofHub integrates with third-party apps like Google Drive, OneDrive, Dropbox, Box, and more to give you a central place for accessing all your data scattered across different platforms. Plus, the real-time notifications allow you to stay updated on everything that your team members are doing in ProofHub. It’s available for web and mobile.

Pricing : Unlike most of the popular apps in the market, ProofHub offers simple, no per-user pricing. You get the Essential Plan with all the basic features at $45 per month, whereas the Ultimate Control plan with all the features, unlimited users, and unlimited projects is available at $99 per month.‍

What can you use Quire for?

Quire is a Kanban tool for efficient task management, which will help you organize your workflow and stay productive. It’s also a good team collaboration tool.

quire

You can give each of your boards a name, for instance, according to the project’s subject. Then, you can go on to adding tasks, assigning them to team members, setting deadlines, and so on. Tasks can be easily moved on the board by drag and drop and sorted intuitively, for example, by assignee, so that you get easy access to what you’re looking for.

Quire also facilitates communication with the instant messaging option. Your multiple projects can be shared with clients by simply sending an invitation link so they can access them without signup. This task tracking tool comes with a mobile app which makes it easy to use on the go.

Integrations and availability : Quire is available for web and mobile apps.

Pricing : Quire offers four plans: Free—for individuals or teams just getting started with Quire and need to keep track of their work; Professional – for small teams that need to visualize their work in one place ($10.95/member/month); Premium—for growing teams or companies with cross-functional teams and more complex workflows ($18.95/member/month); Enterprise—for enterprise-grade corporates that need ultimate management, security control and support ($24.95/member/month).

What can you use Asana for?

Asana is a work management platform that helps to stay focused on goals and daily tasks to grow your business. It’s a versatile project management software for all teams, including those working with agile methodology.

asana

With Asana, it’s very easy to manage your workload. It displays all your tasks for a given day on your list for easy reference. You can put them in the order in which you want to work on them and organize them into sections to structure your time even better. Tasks can also be tagged, for instance, according to the time you might spend on them. All new notifications are displayed in a convenient inbox, so you can go back to them whenever you need them and reply to them if you wish.

That’s how your task management is organized in Asana. But this task tracking tool is also useful as a reference for a more comprehensive view of each project. Tasks are displayed on Kanban boards, which makes it easy to manage the workflow and follow the progress. On top of that, you can also access a Gantt chart view and plan a roadmap for your team.

It also takes care of your communication—team members can add comments to tasks if they want to share progress or discuss potential issues

Integrations and availability : It offers a range of templates for popular projects that you can use and gives you the possibility to create your custom templates. The templates are reusable, so you can refer to them whenever you begin a new project to make sure the processes in your company are uniform.

Asana is integrated with a variety of tools to increase productivity or track the time you spend on different tasks.‍

Pricing : The basic plan, which is mostly useful for individuals or small teams, is free. Teams that need more advanced task management features can choose between the Starter option for $10.99 per user per month and the Advanced option for $24.99 per user per month. For additional security, control and support, there is an Enterprise plan, which is priced individually.

What can you use Trello for?

Trello is an intuitive task management app, which improves collaboration and facilitates project management. It’s often associated with its ease of use and simplicity. You can use it for classical work with the Kanban process or to organize tasks.

trello

Trello helps you organize the workflow on Kanban boards and to-do lists so that it’s easy to prioritize and stay in control of your duties. The interface is user-friendly but it doesn’t mean it only offers the basic feature. In fact, it’s just the opposite. It makes complex features easy to use to help you stay productive, without the unnecessary clutter that could get you confused.

A useful activity feed, which features all actions that have occurred on the board since it was created keeps you in the loop for what’s going on in your project or team. Trello also makes it very easy to search through the app, with filtering options and labels that you can customize according to your own needs as well as those of your team.

Integrations and availability : In the free version, you can choose unlimited power-ups per board from a variety of available ones. You can also check TimeCamp integration with Trello for powerful time tracking and rich productivity reports. Trello is available for web, desktop, and mobile devices.

Pricing : The available plans include a free basic option with limited team boards and power-ups, or you can subscribe to one of the paid plans—Standard at 6USD per user/month, Premium at $12.50 USD per user/month, or Enterprise at $17.50 USD per user/month.

What can you use Monday for?

You can use Monday as a visual task management tool too organize tasks in a simple way, collaborate with your team, and improve task assignments.

monday.com

Monday is a Kanban app and one of the best tool for task management that will help you stay on top of your work and collaborate with your team better. It offers a variety of templates that you can customize according to your needs and preferences.

You can easily track the progress and timeframe of tasks thanks to intuitive Kanban boards, but not only—but you can also choose a Gantt chart view, which gives you greater control over the projects and the stages to come, as well as more planning possibilities.

Monday keeps you up to date with what’s going on in your project or team with a weekly overview of all assignments set for the coming week. This feature makes it easy for you to come back on track after the weekend and not waste your precious time.

Integrations and availability : Monday offers numerous integrations with the most used and popular apps. Monday is available for all platforms.

🧩Check out TimeCamp integration with Monday and improve your time management!

Pricing : Monday is free for two seats. There are four pricing plans: Basic at €12 seat/month, Standard at €14 seat/month, Pro at €24 seat/month, and Enterprise with custom pricing.

What can you use Flow for?

Flow lets you organize all your team’s work, projects, and tasks in one collaborative workspace. You can flexibly manage your tasks by organizing them as lists or cards. It’s a universal task management software for teams of all sizes.

flow

In Flow you can plan work thanks to project timelines, which allow you to use drag and drop to change the start or end date of any project. Each task can include subtasks as well as notes and comments. All your tasks and projects are displayed on a dashboard and included in a weekly or monthly schedule, which certainly helps to get organized.

Flow projects can be linked to Slack channels so that you get automatic updates on project activity and can create tasks with /flow commands. You can create as many Teams as you wish and mark tasks as private or public. Alternatively, you can also grant different user permissions if you want to restrict access to some data.

Integrations and availability : you can integrate Flow with several popular apps directly or with your chosen app with Zapier. Flow is available for the web, desktop (macOS, Windows), and mobile apps.

Pricing : Flow offers different pricing plans, both of which are cheaper if paid annually: Basic at $8 per user/month, Plus at $12 per user/month, and Pro at $18 per user/month.

What can you use Todoist for?

Todoist, as the name suggests, is a to-do list app, which makes it easy to plan your time effectively. This task management software is best for organizing your work into to-do lists in a simplistic manner.

todoist

Todoist is simple task management software. It’s very easy to use and allows you to create a new task, add a due date, and define priority with one click. You can assign tasks to one of your projects and add labels or filters. You also have the option to share your project with your colleagues and collaborate on it.

It’s very easy to review all your tasks added for a given day or the next 7 days. If you want to find a task quickly, you can use the search box at the top.

This task tracking tool has a very efficient notification system. Reminders are set automatically once you pick a due date and time for a task. You can receive push notifications or email reminders. You can change the default reminder settings to choose how much time before the due date you want to receive an automatic reminder or which channel you wish to choose.

Integrations and availability : Todoist integrates with some of the most popular productivity and project management software. It’s available for web, desktop, and as a mobile app. You can also use it with your wearables, and as email or browser extensions.

Pricing : The free plan offered by Todoist is best for small teams, as it allows access for up to 5 people per project. Other paid plans include Pro at $5 per user/month and Business at $8 per user/month.

What can you use Wimi for?

Wimi is an efficient project management app that helps you gather all your team members on one platform. It’s one of the best collaboration tools.

wimi

With Wimi , all your tasks are organized within shared projects. It lets you arrange your tasks within workspaces and communicate with team members in real-time. Tasks can be easily managed and categorized. You can add comments and receive updates to stay up to date with every task.

All the workload is included in a project calendar, with key milestones and deadlines for each project. Wimi also offers the feature of audio and video calls as well as screen-sharing options, which make communication even easier and more effective.

Integrations and availability : integrations are available but not for all subscription plans. You can integrate Wimi with other apps via Zapier. You can also use the API for custom solutions. This task management platform is available for web and as a mobile app.

Pricing : Wimi offers a free 14-day trial. Pricing depends on the plan and modules you choose and varies significantly with features. For more details, make sure to check the official website with pricing plans for Wimi.

11. Bitrix24

What can you use Bitrix24 for?

Because of its advanced features and scalability, Bitrix24 is best for managing complex projects and for project managers with larger teams. It’s also helpful in better resource management.

bitrix24

Bitrix24 is one of the best tools for task management—a social enterprise platform that helps you handle many aspects of your daily operations. It offers a whole range of project management features, such as to-do lists and task dependencies for efficient workload management.

As an alternative to to-do lists, you may want to organize the workflow using Kanban boards. On top of that, you can also benefit from advanced reporting options and Gantt charts for a more global view of your projects.

The tool also facilitates communication and allows for email-to-task conversion and collaboration in real-time with a communication platform.

Integrations and availability : you can add new functions and features to your Bitrix24 account from the Marketplace for a more streamlined workflow. Bitrix24 is available for all platforms.

Pricing : Bitrix24 is free for unlimited users. The plan includes most of the features, however, in a basic scope. You can use the task and project management features and communicate with your teammates. The lowest paid plan is Basic at US$ 61 per organization/month/billed monthly.

What can you use Nifty for?

Nifty is a tool that makes project management easy and effective. Apart from task management it also enables real-time communication.

nifty

In Nifty , each project has several sections, such as milestones, tasks, discussions, docs, and files, thanks to which it’s very easy to navigate between them and find what you’re looking for. When it comes to task management, you can choose between a timeline view, a swimlane view, and a master overview across all projects in your organization. Your tasks are arranged on a Kanban board, but you can also use a list view if you prefer.

Team members can also track the time they spend on tasks to control their billable hours. Useful time logs give insight into the timeframe of each project. Thanks to that, you can keep an eye on your entire team’s workloads.

Integrations and availability : Nifty is available for web, desktop (Windows, macOS), and mobile devices. It integrates with all apps via Zapier. You can also use the API to build your own integrations.

Pricing : Nifty is available for free for individuals and small teams. If you’re looking for more advanced features, you can choose from the four paid plans: Starter at $5 per member, per month, Pro at $10 per member, per month, Business at $16 per member, per month, or Enterprise with custom pricing.

What can you use Wrike for?

Wrike excels in project management, offering features like task organization, collaboration, and detailed analytics to enhance productivity. It’s a good task management software that provides a centralized platform for efficient communication and workflow optimization.

wrike

Wrike is a project management tool that helps work smarter. The tool facilitates task management with customizable dashboards and workflows, which give a clear view of the work progress and help better organize your time.

Wrike offers an interactive Gantt Chart to optimize planning and keep track of all project stages. To better manage the workflow, you can create templates that will help you standardize project processes across the organization, therefore saving you time.

The interface is flexible, with a variety of views and a dashboard for status updates. Projects can be broken down into smaller tasks for which you can define dependencies and plan resources.

Integrations and availability : You can connect Wrike with almost any app and use the API for more personalized experience. This task management software is available for all platforms.

Pricing : Wrike offers a Professional plan for 5, 10, or 15 users, which comes to $9.80 per user per month (billed annually), and a Business Plan for 5-200 users which costs $24.80 per user per month and offers more advanced features. There are also tailor-made plans for marketers, professional services, and enterprises with individually calculated prices.

14. Taskworld

What can you use Taskworld for?

Taskworld is collaboration software that makes task management and communication effective. It helps o effectively create task assignments and collaborate with everyone across teams and departments.

taskworld

The work in Taskworld revolves around workspaces, which are your team’s collaboration space. That’s where they can manage tasks by accessing them with due dates and checklists. Tasks can be updated simultaneously in multiple projects for greater comfort. If you add someone as a follower to a given task, they will get updates even if they are not assigned to it.

You can use channels for team messaging and performance reports for real-time feedback and reporting. Thanks to that, you can see how productive you’ve been and how many tasks are still waiting for your action.

On top of that, each project’s progress can be visualized in a timeline, which can help anticipate potential progress and plan the workflow accordingly.‍

Integrations and availability : Taskworld offers numerous integrations with other tools and with their open API. It’s available for all platforms.

Pricing : Taskworld task management software is available for free for up to 3 users. Or you can choose to subscribe for Premium plan at US$11per user/month, Business plan at US$19per user/month, or Enterprise wih custom pricing.

15. Basecamp

What can you use Basecamp for?

Basecamp is task management software helpful inproject management and collaboration. It keeps teams organized, facilitates communication, and streamlines workflows.

basecamp

Basecamp is a collaboration tool that lets you break up your work into separate projects that contain everything you need. All the people involved in a given project have easy access to discussions, files, tasks, and important dates.

Each project includes a message board, a to-do list, assigned tasks, a schedule section, docs and files, and a group chat. You can also create recurring questions for easy reference for every team member.

Basecamp has an efficient notifications system, whereby you can choose when you want to be notified about activities within your multiple projects. You can set 24/7/365 availability or select particular days and hours. When you need to focus, simply pause notifications and work on your task.‍

Integrations and availability : Basecamp task management software is available for web, desktop (Windows, macOS), and mobile (iOS, Android). It also offers several integrations with the most popular tools for productivity.

Pricing : To use Basecamp, you need to choose one of the two pricing plans: Basecamp at $15/user per month or Basecamp Pro Unlimited (best for larger teams) at $299/month, billed annually.

What can you use Jira for?

Jira is a software development tool willingly used by agile teams to plan and track progress. It has all the components necessary in agile methodologies.

jira

With Jira task management software, you can create projects and use them as group issues that can be configured according to different aspects, such as teams, business units, products, or streams of work.

You can create your own, custom workflows to track tasks and have a clear overview of the project that you participate in. It can be implemented for simple projects, but also more complex ones—you simply choose the features you want to use in a given case.

Jira makes it easy to prioritize the team’s work. It’s particularly often used by software development companies as it makes it easy to plan sprints and distribute tasks across members of software teams.

Integrations and availability : Jira is available as a cloud solution. You can also choose numerous add-ons from the Atlassian marketplace to create customized workflows for efficient project management.

Pricing : Jira offers fully functional trials of the cloud products and plans. Cloud Standard can be trialed for 14 days, and Cloud Premium/Cloud Enterprise can be trialed for 30 days. Free plan is available for up to 10 users; other plans include Standard at $8.50/user/month, Premium at $16/user/month, and Enterprise plans are also available with custom pricing.

17. MeisterTask

What can you use MeisterTask for?

MeisterTask is an online management tool for teams, used to organize and manage tasks in a customizable environment that adapts to individual needs. It’s best for simple task management.

meistertask

In MeisterTask , with the Kanban project boards, teams can easily streamline workflows and stay productive. MeisterTask is easy to use and tailors to the needs of a particular team. Thanks to the Kanban-based task management boards, teams can work together and get insights into project progress.

You can link tasks based on various dependencies for yet more clarity and automate certain activities. MeisterTask offers a built-in time tracking feature to let you track how much time everyone spends on tasks and increase productivity.

Integrations and availability : You can integrate the tool with various other apps, such as Gmail, DropBox, GitHub, and many more. You can also use the Meister Suite with MindMeister (app for project planning and brainstorming) and MeisterNote (a tool for projects and documents). MeisterTask is available for web, as a mobile version, for iOS, Android, Mac, and Windows.

Pricing : The basic plan is free and can be used for simple task management. The free version is available with core task management features for single users. Pricing starts at €13.50 per user/month.

What can you use Chanty for?

This tasks management tool is a robust communication and collaboration tool that lets your team stay together and easily work on projects in one platform.

Task screen

Chanty is a great task management tool, and one of the key features is an all-in-one collaboration platform. It. enables to manage tasks effectively thanks to a built-in task manager.

All the tasks can be assigned by people and filtered by status, dates, or members like the project manager. Chanty is good for smaller and more complicated projects because the Kanban board gives the possibility to prioritize tasks, schedule tasks, and team collaboration.

This task management software also allows you to communicate with your team via chat, or video conferencing, or task discussion.

Integrations and availability : Chanty is available for the web, and desktop (macOS), available to download from the Microsoft Store, for Debian, and for Fedora. You can also get it for mobile. This task management software offers integrations with some of the most popular productivity apps.

Pricing : There are two plans: free plan is for teams with up to 5 members, and business plan, which starts at $3 per user, per month, and includes additional features and unlimited members.

19. TeamWork‍

What can you use TeamWork for?

TeamWork has all the advanced task management capabilities you need to manage projects at all levels. It’s useful in resource management and can help you prioritize tasks.

ntask

TeamWork is another one of the best tools for task management. It is a task management app with a variety of key features, which enables organizing tasks, task planning, making a to-do list, and team management.

A platform offers project templates, which are very useful, especially with recurring tasks. Kanban board view shows progress and upcoming tasks, so complex projects would always be under control. TeamWork has a time-tracking feature, too, which makes team collaboration more effective.

Integrations and availability : TeamWork is available for mobile apps and for the web. It has several integrations with other work management software.

Pricing : TeamWork has different pricing plans. They all differ in functionalities and the purpose of your task management. Pricing starts at €8.99/user/month (billed monthly). An app offers a 30-days free trial too.‍

What can you use nTask for?

nTask is a versatile tool that is great for keeping your projects organized, tracking progress, and ensuring effective communication within your team.

task management tools examples

nTask is a simple online task management software for managing individual and team tasks. An app is dedicated for personal and professional use, no matter if you are a project manager, student, or freelancer.

nTask enables you to manage projects, set recurring tasks, delegate tasks, make a to-do list, share files and comments, and has the feature of time tracking. As a user, you can see multiple task views, task lists, and a task board in one intuitive platform. Use nTask as a basic task management tool or as quality task management software.

Integrations and availability : nTask smoothly integrates with other apps. It’s available as a web app and for mobile devices (Android, iOS).

Pricing : nTask offers plans: Premium at $4/month, Business at $12/month, and Enterprise with custom pricing.

21. ProProfs Project

What can you use ProProfs Project for?

ProProfs Project is an online task management software that works as a centralized platform for all your business activities. It gives you a 360° visibility of your projects.

Plan work with online project planning tool

ProProfs Project is a great task management software, which works online. It allows you to organize projects, assign tasks, track progress, collaborate, create reports, and much more. ProProfs Project has a project calendar, Gantt charts, time tracking, and invoicing. This task manager tool makes team collaboration easier.

It’s also a good visual project management software. With capabilities like time tracking, project templates, and detailed reports, it provides a comprehensive toolkit for efficient project planning.

Integrations and availability : ProProfs task management software ProProfs Project offers integration capabilities. You can seamlessly connect it with other apps and tools to enhance your workflow. You can use it on web browsers, making it convenient for both Windows and Mac users. Additionally, ProProfs Project offers a mobile app that enables you to manage your projects on the go through iOS and Android devices.

Pricing : ProProfs Plan offers only one pricing plan: $49.97 per month with 20% discount if paid annually.

The Challenges of Using Task Management Software

Even though it automates work and makes life easier, implementing task management software may pose some difficulties.

Here are a few examples of the most common challenges:

  • Even some of the best task management software may have a steep learning curve, and it can be difficult to move around the software.
  • Too many features or lack of some of the important task management capabilities.
  • Some teams resign from using tools because they are too cloggy, have too many issues, and are problematic in use.
  • One common hurdle is resistance to change. People might be accustomed to their existing workflows, making it tough to convince them to switch.
  • Integration issues can also pop up. If the new software doesn’t sync seamlessly with existing tools, it can create confusion and disrupt the workflow.

However, these drawbacks don’t outweigh the setbacks. If you choose the right task management software, you won’t meet any of these drawbacks on your way.

How to Overcome These Problems?

You can take three easy steps that can help you solve the above problems. First, is to communicate with your team . Let people know about the task management software you’ll be using and how they can integrate it with their favorite tools.

Choose task management software that corresponds to your business needs . But also, opt for tools that have high reviews online and are recommended by other users and organizations.

And lastly, provide training so your team knows how to use the system. You can even include a document with the task management software FAQs. Don’t forget about your stakeholders and all people involved in your projects. They should have all the details to know how to access projects.

What Is Your Favorite Task Management Software?

How do you use task management software? What are your favorite tools and features?

Remember that a good task management tool serves as your digital ally, streamlining workflows, enhancing collaboration, and ensuring no task slips through the cracks. In a fast-paced world, embracing these tools not only boosts productivity but also frees up valuable mental space for creativity and innovation.

So, why settle for chaos when you can orchestrate your success with the harmony of task management software? Cheers to organized triumphs! 🚀

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  • Agile project management
  • Top task management tools

Discover the best 9 task management tools

Browse topics.

Overloaded inboxes, scattered to-do lists, and missed deadlines can quickly derail even the most well-intentioned teams. The answer to this problem? Task management tools.

Think of task management tools as digital assistants that help prioritize tasks, support collaboration, and track the progress of a project. These tools invite teams to work more efficiently, which boosts productivity and enables teams to reach their end goal quicker, with fewer missteps and delays.

This article explores task management solutions, uncovering features and functionalities and highlighting the best options. It provides the knowledge needed to choose an ideal solution to streamline workflows, boost efficiency, and empower teams to succeed.

What are task management tools?

Teams use task management solutions to manage workflows to ensure efficiency and productivity. These digital assistants focus on optimization by arranging, ranking, and monitoring assignments and projects.

Task management solutions give teams a central space to capture, classify, and prioritize projects and assignments. Features like progress monitoring, reminders, and deadlines keep teams accountable and engaged.

Jira is an all-inclusive, comprehensive task management tool. This feature-rich task management application streamlines workflows and improves productivity.

Benefits of using task management tools

Choosing the right task management platform and properly implementing it has a myriad of benefits. While increased productivity is the primary outcome, it’s not the only advantage of using task manager tools.

Here are some additional advantages:

  • Organization: Task management software is a central repository for organizing and setting priorities. Teams can list all tasks and then prioritize them to ensure they complete tasks in a logical order, accounting for any necessary dependencies. 
  • Collaboration : Team members can exchange files and comments, enhancing collaboration while giving teams the tools to monitor real-time progress.
  • Process management : Task management software visually supports project management and shows progress, helping project managers spot bottlenecks and modify workflows.

Top choices for task management tools

Choosing the correct tools for task management will support a company’s overall goals. Before selecting a tool, review some of the primary functions and choose a tool that aligns with your team’s needs. 

Jira: Best overall for task management

Jira thumbnail

Jira’s extensive capabilities and adaptability make it the best choice for users who want to achieve efficiency and more precise resource planning.

  • Task management hub : Jira provides a single hub for all tasks and projects and offers high-level and task-level views. Its intuitive interface provides transparency and makes capturing, organizing, and prioritizing tasks and dependencies easy.
  • Task division : Jira divides complex projects into easier-to-manage tasks that reduce complexity and make projects less intimidating. Jira enables more concentrated work by inviting team members to focus on one task at a time in a logical sequence.
  • Real-time monitoring and resource planning : Jira provides real-time visibility into project progress and resource allocation, creating total transparency. Project managers can see workflows, spot bottlenecks, and use Kanban boards to monitor progress.
  • Cooperation and information exchange : Through a single interface, Jira promotes teamwork by enabling data exchange, feedback, and project status monitoring.

Jira Product Discovery: Best for ideation and brainstorming

Conventional brainstorming approaches are not always practical due to disjointed and unstructured approaches, resulting in the inability to capture important ideas. The solution: Jira Product Discovery , a feature-rich setting that enhances brainstorming and ideation. 

Jira Product Discovery offers:

  • Visual collaboration : Teams can explore concepts visually through mind maps and user narrative mapping, promoting a dynamic and engaging brainstorming process.
  • Centralized idea capturing : Jira Product Discovery offers a central repository for capturing ideas during brainstorming sessions .
  • Simplified prioritization : Jira Product Discovery provides tools to efficiently rank promising concepts and invite teams to use concept voting and weight grading to decide which ideas merit investigation and development.
  • Smooth integration : Jira Product Discovery integrates with the Jira ecosystem to create a seamless workflow, ensuring teams can convert ideas into Jira issues and action them within the platform.
  • Full alignment and transparency : Jira Product Discovery’s central platform fosters understanding and transparency, allowing team members to observe, debate, and participate in the ideation process. 

Confluence whiteboards: Best for visual collaboration

Confluence whiteboards provide a virtual canvas where teams can brainstorm, plan, and share ideas. Confluence whiteboards unleash creativity through:

  • Free-form brainstorming : Confluence whiteboards provide a free-form environment so teams can record ideas, sketch concepts, and organize thoughts visually.
  • Visual idea sharing : Whiteboards allow teams to share ideas using images, diagrams, and mind maps, fostering comprehension and clear communication across working styles.
  • Real-time collaboration : Whiteboards enable real-time collaboration, enabling dynamic brainstorming sessions and ensuring alignment.
  • Easy integration and accessibility : Confluence whiteboards are accessible on any device. Teams can link whiteboards to Confluence pages, documents, and Jira issues to create a holistic project view.

Jira: Best for task assignment and tracking

backlog thumbnail

Jira helps users manage projects and ensures effective task completion through:

  • Task assignment : Jira’s task tracking template allows users to precisely define tasks and includes custom fields, attachments, and descriptions. Project managers can designate tasks to ensure each team member understands their responsibilities.
  • Deadline management : Jira clearly defines deadlines, creating a visible schedule to ensure accountability.
  • Progress tracking : Team members can log work hours, update task statuses, and comment on tasks. This helps project managers monitor project status, spot delays, and find solutions as needed.
  • Kanban boards : Jira’s Kanban boards visualize project workflows. Users can view project progress by dragging and dropping tasks between phases, such as “To Do,” “In Progress,” and “Done.”
  • Reporting and analytics : Jira offers extensive analytics and reporting features that allow project managers to create reports to track metrics, such as job completion rates and cycle timeframes.

Confluence: Best for documentation and knowledge sharing

Confluence is a comprehensive solution for documentation , knowledge sharing , and team collaboration that provides universal access across a company.

Confluence empowers teams by providing the following:

  • A centralized knowledge repository : From project plans and meeting notes to user manuals and knowledge base articles, Confluence is an accessible single source of truth for managing and providing critical information across the team.
  • Collaborative content creation : Confluence fosters collaborative communication and content creation through real-time editing, commenting, and version control.
  • Enhanced content formatting and organization : Confluence offers a rich text editor so users can easily format content, including images, tables, and multimedia elements.
  • Seamless integration with Jira : Teams can create a connected ecosystem by linking Confluence pages directly to Jira issues and projects.
  • Accessibility and search functionality : Confluence offers a user-friendly interface (accessible from any device) and a powerful search function so users can find information within the platform.

Loom: Best for asynchronous collaboration

Loom bridges the communication gap in a decentralized workforce. Users can record and share short video messages, providing engaging and nuanced communication.

Loom offers:

  • Easy screen and webcam recording : Users can record their screen and video from their webcam while sharing voice and visual context.
  • Frictionless video sharing : After recording, Loom automatically uploads the video to its site and generates a link for sharing via email or text message.
  • Asynchronous communication : Teams can watch the video on demand, eliminating the need for synchronized meetings. 
  • Enhanced context and clarity : Loom allows users to leverage facial expressions, gestures, and screen recordings to provide greater context and clarity.
  • Improved engagement and retention : Loom’s video messages capture and hold viewers’ attention, improving information absorption and ensuring effective communication.

Jira Align: Best for enterprise-scale agile planning

Jira Align offers a comprehensive suite of features that empowers teams to streamline enterprise-scale agile planning, helping them translate strategic objectives into actionable initiatives for effective delivery across cross-functional teams .

Jira Align tackles the complexities of enterprise agile planning through:

Strategic alignment : Jira Align allows businesses to define strategic themes and objectives, which can be cascaded to lower levels, ensuring alignment and fostering an understanding of how individuals contribute to the vision.

Portfolio management : Jira Align prioritizes portfolios, allocates resources, and manages risks to empower leadership to make informed decisions about resource allocation, roadblocks, and alignment with strategic priorities.

Visibility and tracking : Jira Align’s program boards offer high-level overviews of program health, progress, and dependencies. This transparency allows leaders to track performance, identify bottlenecks, and ensure results.

Cross-team collaboration : Jira Align provides a unified platform to share information, track dependencies, and synchronize efforts.

Jira integration : Jira Align integrates with Jira , creating a seamless flow of information between strategic plans and day-to-day execution.

Jira Service Management: Best for managing IT tasks

Jira Service Managemen t offers a comprehensive suite of features that streamline IT task management, improve service delivery, and empower teams to resolve issues effectively.

Jira Service Management empowers IT teams with:

  • Centralized service request management : Jira Service Management provides a central hub for users to submit service requests . These requests are categorized, prioritized, and routed to the appropriate team member, ensuring efficient resolution and improved user experience.
  • Incident management : Jira Service Management offers robust features for incident management , ensuring a prompt and coordinated response to resolve critical issues and minimize downtime.
  • Change management : Jira Service Management provides a structured approach to change management, ensuring changes are implemented in a controlled manner.
  • Automated workflows : Teams can automate tasks such as assigning technicians, sending notifications, and updating request statuses, freeing IT professionals to focus on complex issues.
  • Improved visibility : IT teams can gain valuable insights into service desk performance, identify trends, measure IT service effectiveness, and use this data to improve IT service delivery.

Atlas: Best for goal tracking

Atlas specializes in goal tracking, empowering users to manage tasks and effectively define, monitor, and achieve their objectives.

Atlas offers:

  • A goal-centric approach : Atlas allows users to set clear, well-defined goals with descriptions, target dates, and ownership.
  • Flexible framework integration : Whether for objectives and key results , specific goals, or key performance indicators (KPIs), Atlas integrates with frameworks, empowering users to leverage their preferred approach.
  • Progress visualization : Atlas’s visual dashboards offer a real-time snapshot of progress. Users can see how completed tasks contribute to objectives, fostering a sense of accomplishment and keeping them on track.
  • Transparency and alignment : Atlas allows users to connect goals to relevant teams and projects, providing transparency that fosters team alignment and ensures all team members work toward the specified objectives.
  • Streamlined communication : Atlas integrates seamlessly with Jira and Confluence, creating streamlined communication and collaboration.

Use Jira for better task management across projects

roadmap thumbnail

Jira is the single solution that empowers teams to manage tasks with clarity and efficiency.

Jira goes beyond to-do lists and enables teams to break large projects into manageable issues. Project managers can include meticulous detail on each issue and assign, track, and link it to dependencies. This approach ensures everyone understands each role and contributes to the bigger picture.

Jira’s timelines and advanced roadmaps clarify progress and dependencies, showcasing the vision and how work aligns across teams to foster collaboration and ensure progress.

But Jira stands out in its versatility. It integrates with thousands of third-party apps, enabling teams to condense information and create a holistic view of task or project resource allocation.

Want to experience the power of Jira? Get Jira Free to achieve greater efficiency and success.

Task management tools: Frequently asked questions

What features should you look for in task management tools.

When evaluating tools to manage tasks, consider features that enhance organization, such as task breakdown and prioritization. Look for collaboration features that support team communication and file sharing. In addition, seek customized workflow functions that integrate with existing tools to streamline processes. Finally, a user-friendly interface ensures ease of adoption and removes barriers to entry for team members, regardless of their technical competencies.

How do you choose the right task management tool for your team?

Choosing the right task management tool involves clearly understanding your team’s needs. Begin by assessing project complexity, team size, and desired functionality. Evaluate options by considering scalability to accommodate future growth and a user-friendly interface for seamless team adoption. Prioritize features like collaboration and integration capabilities that ensure a smooth workflow.

How do you manage tasks in Jira?

In Jira, team members can create tasks (known as issues) with detailed descriptions and assign them. Task configuration includes setting deadlines, and teams can leverage progress-tracking features to monitor the status of each task. Kanban boards visualize the workflow, enabling users to drag and drop tasks through project stages like "To Do" and "Done." Comments and attachment features foster collaboration and keep the team informed.

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Project Management

Best task management software in 2024: project task tracking tools for individuals and teams.

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Best Task Management Software1

Completing task lists can be stressful. That’s why it’s good practice to log tasks and organize them to create structure, rather than having them swirling around your mind. To help with that, we’ve created this roundup of the best task management software.

Dan Ginn

Last Updated: 28 Mar'24 2024-03-28T16:30:40+00:00

All our content is written fully by humans; we do not publish AI writing. Learn more here.

In the modern era, we always have things we need to do, both personally and professionally. As organized as we like to think we are, all of us can benefit from a little help when it comes to getting tasks in order and ensuring we don’t forget them. In the digital world, we can access plenty of support tools, and in this article, we look at the best task management software.

Key Takeaways:

  • For its ease of use and list of features, Airtable will appeal to the widest range of users looking for a good task manager tool.
  • monday.com is the best project management tool that includes task management.
  • The four other choices include Todoist , Any.do , TickTick and Asana is the most advanced tool in this list, and will serve you well for both basic and more advanced use.

Much of what you read in this article is geared toward the basic user, either for personal use or small teams that don’t require a ton of features to be able to keep on top of new and recurring tasks. This article will also be useful for those transferring from paper-based task management to a visual online task management tool, as all options are super easy to use.

If you’re a project manager and came to this article looking for the best Gantt charts, Agile software tools and other advanced tools, you probably won’t find what you’re looking for. The good news is that we have an article that focuses on the best project management software , which will no doubt help you find what you need.

For those who just want to get on top of their to-do lists and find a piece of software to help organize individual tasks, continue reading. You’re exactly where you need to be.

Check out our project management courses and grab a limited-time offer. Registration available now!

The Top Task Management Apps

Logo: Airtable

What Makes the Best Task Management Software?

We have tested and reviewed each of the online task management tools listed below. Our testing focuses on features, ease of use, security and customer support. While we have reviewed many task management software solutions, the five below are the cream of the crop and scored well on each of our criteria.

  • Airtable — Offers the best task management features and will appeal to a range of users
  • monday.com — Pound for pound, the best project management software for all users
  • Todoist — Priorities simplicity over features, opting to do the basics very well
  • Any.do — Goes out of the box and creates cool features that help with managing tasks
  • TickTick — Has a beautifully designed app which is a joy to use
  • Asana — Perfect for managing basic tasks and complex projects

Airtable is our top choice of the best software for task management. For a basic task management system, it’s certainly not lacking in features, and it’s easy to use. However, if you want task management and project management wrapped in one easy-to-use package, monday.com is the top choice.

Todoist was next, and some may prefer the design of the user interface. Any.do makes the list because of its excellent security and privacy, while TickTick and Asana are appealing because of the well-functioning task management tools each company has created. 

Task Management Tools vs Project Management Software

If you’ve read our article on best project management tools, you may be thinking this is a rerun of something you’ve seen before, but it’s not. While there’s a certain degree of crossover between task management and project management services, there are also many differences. 

Project management tools are best suited for large-scale, complex projects, often for multiple users who work on different pieces of a project. A good task management tool is more streamlined, offering a basic way to organize tasks, track task progress and help reduce the overwhelming that tends to occur when you have multiple pieces of work to complete. 

For a deeper understanding of the differences, check out our task management vs project management article .

The 6 Best Task Management Software

Moving on from that comparison, let’s get into this roundup of the best task management tools, starting with Airtable, our number one choice.

1. Airtable – Best Team Task Management Software

airtable grid view

More details about Airtable:

  • Pricing : Free; $10 per user per month, billed annually
  • Provider website : airtable.com
  • Super easy to use
  • Free plan is great
  • Good range of features
  • Pro plan is expensive

Airtable is a super simple tool that still has enough features for us to label it versatile. While it doesn’t have a traditional list view, it has what it refers to as a “grid” view. This view is essentially built to resemble a spreadsheet, and it’s here you’ll likely view and manage tasks.

To help with managing tasks, you can track progress by labeling each task by status, either as “to do,” “in progress” or “done.” If you want to switch up your views, there’s also a basic kanban board. When we say basic, we mean a very bare board that doesn’t have as much substance as a tool such as Asana (which you’ll learn about farther down).

If you prefer a calendar view of your tasks, Airtable has a native calendar that we really like. Each part of the calendar is spaced out perfectly, and viewing it doesn’t give us a headache or overload our brains with information. Some may find the gray design a little dull, which we get, but it’s one of the best task management tools as far as functionality goes.

Set Task Dependencies

With Airtable, project managers can assign tasks and set task dependencies so the team can prioritize and complete them in order of importance. This feature is a great way of “eating the frog,” which is the process of completing the most difficult tasks first in order to move forward with your work as quickly as possible.

airtable slider 1

For those on a budget, Airtable’s free plan may suffice. You get most of the core task management views, including the grid, kanban and calendar. The only thing missing are views such as Gantt charts, which you can access through the Pro plan. Chances are, those looking for basic task management software will likely not miss having access to Gantt charts.

If you feel like spending your money, there’s no need to go past the Plus plan (which lets you enter more tasks and is good for larger teams). Overall, Airtable does what it needs to do and that’s why it’s a great work task tracker service. You can learn more about it by reading our Airtable review .

  • Up to five users. Unlimited bases. 1,000 records, 1GB of storage per base. Revision and snapshot history for two weeks. Views: grid, calendar, form, Kanban board, gallery and list. 100 automations per month.
  • Everything in free, plus unlimited users, 50,000 records and 20GB of storage space per base. Adds Gantt charts and timeline views. 25,000 automations per month.
  • Everything in Team, plus 125,000 records, 100GB of storage per base, 100,000 automation per month. Admin controls, single sign-on (SSO) and premium integrations with third-party services.
  • Everything in Business, plus 500,000 records, 1TB of storage per base, and 500,000 automation monthly.

2. monday.com – Best Project and Task Management Tool

monday list

More details about monday.com:

  • Provider website : monday.com
  • Plenty of features
  • Easy to use
  • Hundreds of integrations
  • Nothing to note

monday.com is an easy-to-use project management tool that targets a range of users. Depending on what plan you subscribe to, you can use it as a fully fledged project management solution, or a space to log and track basic tasks. Keeping in theme with this article, we’ll zone in on monday.com’s free and Basic plans , both of which offer a list view.

After signing up for the service, you’re automatically greeted with the list view when you first enter your account. Here you can input whatever tasks you need to do, and also add details that clearly outline what the task entails.

All the traditional functionality comes with monday.com’s list view. You can assign tasks to other users (the free plan limits you to five users per account,) set due dates and log progress with the “working on it,” “stuck” and “done” labels, all of which are color coded in green, amber and red.

Use the Native Document Creator

If part of your task management involves creating documents, monday.com offers a native document creator which you can use for personal use or to collaborate with others. It’s not as advanced as Google Docs or MS Word, but it should suffice when creating a basic document. 

monday get started

If you feel you want to bump up your user experience, monday.com has more expensive plans which provide Gantt charts and calendar views, as well as a host of third party software integrations for you to choose from. The software itself is easy to use, which is why monday.com is the best all rounder. To learn more, check out our monday.com review .

  • Maximum users: 2
  • Minimum users: 3
  • Enterprise-level features.

3. Todoist – Simplest Task Manager

todoist-slider-3

More details about Todoist:

  • Pricing : Free; $4 per user per month, billed annually
  • Provider website : todoist.com
  • Excellent list view
  • Comprehensive free plan
  • Privacy concerns

Todoist epitomizes everything good online task management app needs to be. It’s not fancy and full of frills, nor does it overload you with more features than your mind can handle. Instead, it sticks to the basics and offers strong task management features that help bring some organization to your life.

Unlike Airtable, Todoist’s strength lies in its list view of tasks. The list view is what you would expect it to be: a linear view that lets you schedule tasks by adding due dates and priorities, as well as leave comments. It’s also possible to embed the exact location of where your task needs to be completed, both in the list view and the reminder section.

Todoist offers a basic kanban board view, which, although it won’t make it on our roundup of the best kanban boards, functions well enough to make task management simple and free of complications. Users can customize the board, however it’s only possible on the Pro plan. 

Unlimited Task Archive 

Although only available on the paid plans (which are super affordable), Todoist offers an unlimited task archive. This means that no matter how far in the past you completed a task, if you need a reminder of the work you did, you can simply search for it in the archive and it will be there. Todoist’s free plan does offer an archive; however, it’s limited to only one week.

todoist-slider-1

Although it gets the basics right, Todoist isn’t without its flaws, which mainly pertain to privacy. While Todoist won’t sell customer data, it will share it with a list of vendors that’s far too long for our liking. It also holds your data for six years, unless you remember to opt out.

If that’s no concern for you and you just want the best tool for the job, Todoist is an excellent piece of task management software and we’re certain it will help you bring all your tasks together, so you can complete them. To learn more about the platform, check out our Todoist review .

  • 1 main user 5 active projects 5 collaborators (per project) 5MB file uploads
  • 1 main user 300 active projects 25 collaborators (per project) 100MB file uploads
  • Multiple users, (price is per user) 500 active projects (per member) 50 people (per project)

4. Any.do – Excellent Task Organizer

any.do reviews calendar

More details about Any.do:

  • Pricing : Free; $2.99 per user per month, billed annually
  • Provider website : any.do
  • Beautiful design
  • Separate tasks
  • WhatsApp integration 
  • No native calendar

Aside from being an enjoyable name to say (try it and see), Any.do is a beautifully designed task management app that helps with both your personal and professional life. As soon as you enter the web app, you’re greeted by a very clear layout that helps you get going in no time at all.

Simply click “create task” and a new box will appear with very clear details of the type of data you can enter into your tasks.

You can set reminders, create recurring tasks (paid plan only), leave notes and add tags. There’s no native calendar built into the app; however, Google users can integrate their Google Calendar if they wish to have a calendar view of the tasks they need to complete.

One slight niggle is that regardless of whether you’re in your work or personal list, a new task will automatically go into the personal queue by default, unless you manually change it yourself. That’s our only real concern in terms of functionality; aside from that Any.do works exceptionally well.

Send WhatsApp Reminders

For those who use WhatsApp (ahem, everyone), you can integrate Any.do with your account. Once integrated, you can convert your WhatsApp messages into tasks or reminders and they will sync with your Any.do account. 

While Any.do offers a mobile app, this feature is great for those who don’t want lots of apps on their phones but still want to do some task management inside the apps they do have.

any.do slider 1

Although best used for personal task planning, Any.do does have a plan that targets team use. As with the Premium plan , Any.do allows you to prioritize tasks and assign them to the users you add to your account. It’s still very basic, but if you and your team only require a space to track tasks and complete basic work, there’s likely no need to look for an alternative software.

Because it’s so easy to use, we especially recommend Any.do to the novice user of visual task management software solutions. Advanced users may need more substance, although if you don’t, Any.do will suit your needs as well. To learn more, read our full Any.do review .

  • Adds location-based reminders, tags, themes, recurring tasks and integration with WhatsApp.
  • Adds team-focused features like kanban boards and a built-in calendar, among other things. Comes with a 14-day free trial. Price is per user.

5. TickTick – Best Task Management Tool for Individuals

ticktick slider 5

More details about TickTick:

  • Pricing : Free; $2.33 per user per month, billed annually
  • Provider website : ticktick.com
  • Efficient task management
  • Voice recognition
  • Constant pings to upgrade

Because of its range of features and straightforward design, TickTick is a popular task manager app among project managers. In addition to the traditional way of organizing tasks and to-do lists, TickTick also allows you to sort tasks into folders, providing you with a cleaner overview of all your projects and tasks.

To add more depth to your tasks, you can also log how much time you expect a particular task will take to complete. That’s slightly different from setting start and due dates, as this allows you to program the length of the task in minutes and hours. For example, you may say it takes two hours to write an article.

TickTick also ranks highly with regard to security and privacy. It doesn’t sell your data, and if you decide to delete your account, all your data will be deleted from its systems within 90 days. 

On a security front, TickTick promises to let you know if there’s been a data breach within 72 hours. There hasn’t been a breach to date, which is evidence that the platform is doing everything right in terms of keeping your data safe.

Use Voice Recognition

TickTick is one of the few task management tools that allows you to add tasks through speech to text. This takes away the sometimes cumbersome task of typing out multiple tasks, either on your computer or mobile device. When testing the performance of TickTick’s voice input feature, we found it to be very accurate, even with the not-quite-dulcet tones of a Northern English accent.

ticktick slider 1

While TickTick’s free plan helps you log and prioritize tasks, the Premium plan takes things to the next level. You can create almost 300 more lists, add more members and attach more files to your tasks. There are also some reporting features that let you track the progress of your personal and assigned tasks.

In the world of task management apps, TickTick is right up there with the best of them. It could offer more detailed customer support, but for quality task management software like this, it’s unlikely you’ll ever be at a loss as to what to do with it. To find out if this is the task manager for you, check our TickTick review .

  • List, Basic filters, Kanban, Caps on use
  • Calendar, Extra filters, Track progress, Caps raised

6. Asana -Best Free Task Management Tools

best kanban asana

More details about Asana:

  • Pricing : Free; $10.99 per user per month, billed annually
  • Provider website : asana.com
  • Great kanban board
  • Clean list view
  • Advanced features

Like monday.com, Asana isn’t solely a piece of task management software. Asana comes with more advanced features like Gantt charts, time tracking tools and the ability to seamlessly manage multiple projects at once. It’s one of the best project management tools for multiple projects .  

The list view allows you to segregate tasks into different sections, allowing you to see start and due dates, as well as task priorities. Those on the paid subscription can create customer tabs, giving you ultimate control over how you manage and create tasks.

As far as this roundup goes, Asana has the best kanban board you can use. It’s great for assigning tasks, tracking task progress and navigating through multiple projects with ease. It’s not the head honcho of kanban boards — that title belongs to Trello.

Integrate Third-Party Apps

Asana has a long list of third-party app integrations. Being a popular online task management software service, it has been able to partner with the likes of Slack, Venmo and Microsoft, plus several more. Users can also integrate with Google apps, making Asana a great collaborative task management tool.

Asana-homepage-2020

Compared to other task management software tools, such as Todoist, Asana is expensive. That’s mainly because it’s offering a lot more than the competition. The good news is that it’s one of the best free task management software solutions , and for those who don’t need the extra features, it will surely suffice. Check out our full Asana review to learn more.

  • Up to 10 users
  • Price is per user. unlimited users, expanded features
  • Price is per user. unlimited users, even more features
  • Custom pricing, advanced security features

Final Thoughts

Now that you know the best tools to manage tasks, all you need to do is select the right task management platform for your needs. Airtable remains the best task management tool, which should appeal to a range of project managers and solo professionals. Its user-friendly interface and generous free plan are why it’s our best task management tool.

The other options are not far behind, and all of them do what we would expect from a quality task management software provider. For more advanced task management, such as handling complex tasks and implementing strong team collaboration, monday.com is the stand-alone choice. If that’s not what you need, any of the other four services will serve you well.

Which is your favorite option in this roundup? Is there another task management solution you would like us to test and review? What’s the biggest hurdle you face when trying to manage projects and tasks? Let us know in the comments. Thanks for reading.

FAQ: Task Management Tools

A task management tool is a simple piece of software that allows you to log, visualize and prioritize your short-term and long-term tasks. Most tools provide a basic list view of all your tasks, making them easy to digest, manage and complete.

We’ve reviewed many and our top five are: monday.com , Asana , nTask , Wrike and Jira .

Atracker is an excellent time tracking app that allows you to monitor any type of activity you do, and pings when you’re taking too long to complete a task. Read our best time management tools guide to find more options.

I use kanbantool to manage my tasks. Have you tried it, I think the tool is amazing!

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25 Task Management Software & Tools To Work Faster in 2024

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Table of Contents

The core of task management is the organization of specific pieces of work, coordinated to facilitate maximum collaboration between teams. While some people prefer to manage tasks the old-fashioned way — with a combination of sticky notes, journals, and to-do lists — many teams and individuals in the workplace are using digital solutions to stay organized and make sure nothing falls through the cracks.

Today, with more teams working in remote and hybrid environments , it’s become even more important to look for ways to improve collaboration and boost productivity while managing tasks. That’s where task management tools can help.

What is Task Management Software?

By definition, task management tools are digital platforms that help individuals and teams manage their tasks. More than 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.

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Benefits Of Using Task Management Tools

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

Streamlined workflow. Task management 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 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 task management software

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, List & more
  • Create and assign tasks from meeting notes
  • Create and assign tasks from emails
  • Assign tasks to internal and external users
  • Workflow automation to streamline tasks within and across apps
  • Time-tracking and resourcing
  • Upload, organize, and attach files to tasks
  • Create repeatable tasks with templates
  • Communicate on tasks with comments and tags

Managing tasks in Hive begins in Action cards, which function as the building blocks of projects. Within an Action card, you can create sub-actions, assign them to others with due dates, @mention teammates in comments, attach files, and even proof and approve documents. To see all upcoming tasks on your plate, simply use Hive’s My Actions view and filter based on project or status.

Whether you’re looking for a tool to use as an individual or part of a large organization, Hive has a solution for you. Start your Hive 14-day free trial to create your workspace and start managing tasks in minutes.

todoist task management tool

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

Nifty task management software

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

4. ProofHub

Proofhub task management software

ProofHub is a task management tool 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

5. BIGContacts

BigContacts task management software

BIG C ontacts is a robust CRM that also offers hellpful task management tools. 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.

Some features of BIGContacts:

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

6. MeisterTask

MeisterTask task management software

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 visual task management

Casual is a visual task management software 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

nTask task management software

nTask is a task management software 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
  • Project management
  • Team management
  • Gantt charts & Kanban boards

9. SmartTask

SmartTask task management software

SmartTask is an all-in-one task 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 let you group chat, audio call, video conference, and share files with anyone in the organization. SmartTask integrates with Zapier, 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

10. Tasklog

tasklog task management software

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

11. Hubspot Task Management

Hubspot task management software

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.

12. FunctionFox  

Function Fox task management software

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

Chanty task management software

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 task management software

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

15. ProProfs Project

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

16. Timecamp

timecamp task management software

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 task management software

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

18. WebWork Tracker

webwork tracker task management software

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

trello content marketing

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
  • Custom roles
  • Dynamic Recurring Tasks
  • 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

Do you have another task management software that would be a great addition to this list? Let us know how you manage your personal and professional tasks in the comments below. And check back for updates as we explore more tools and options.

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task tracking software Range

More than 1000x per day?

That's the average number of times a team member jumps between applications across 35 different apps.

How do you track which tasks everyone is working on with those many interfaces?

Heads-up: It's not only about the tasks or tools, but the processes you establish.

To reduce task switching , you may need a way to connect all of your work together.

What are the best task tracking tools?

Range logo

If you're looking to truly track your tasks, then Range is the software you're looking for.

Why? Not all tasks happen in one place!

Remember how we said that the average team member flips between apps a 1000 times a day? Range solves for that.

Range integrates with 75+ tools -- including project management software like Asana or ClickUp, Google Docs, Google Calendar, Microsoft Teams, Dropbox, Github, and more.

How to use Range for task management:

Start your day by adding your key tasks. Either directly input them into Range or grab them from your project management tool of choice, such as Asana, ClickUp, Notion, or JIRA. Connect Range to 75+ tools , and bring in work from multiple sources.

Have an important meeting? Add that calendar event to your check-in and provide the key details about what you're sharing to the stakeholders.

You can do all of that with a Range check-in .

Your whole team will know what tasks you're working on for that day, without all the specifics of your project management software.

Key task management features

  • Set check-ins to share your work no matter where your team is located
  • Integrate with more than 75 tools , including popular dedicated task managers (ClickUp, Asana, Trello), your documents (Google Docs, Notion) and lots more (Github, Gitlab, Dropbox, Figma)
  • Set goal for metrics, objectives, and KPIs
  • With hashtags, see all artifacts, updates, and day-to-day progress in one place
  • Share check-ins in Slack or MS Teams & answer culture questions
  • Free: Up to 12 users
  • Standard: $8 per user per month
  • Premium: Enhanced security features.

Start for free and invite your team!

Trello logo

How to use Trello for task management:

Trello uses a card system inspired by Kanban boards to help you manage workflows and assign tasks.

  • Create tasks for step-by-step processes, including the kanban basics like To Be Done, In Progress, or Done.
  • Create as many columns as you need for your workflow
  • Cards and projects are easily organized with tags, and you can also attach files and set deadlines.

Key features

  • Ability to create cards to outline and organize tasks
  • Checklists for managing and marking off tasks and subtasks
  • Column stretch structure lets users see where tasks are within the workflow
  • Free: Unlimited users
  • Standard: $5.00 per user per month
  • Premium: $12.50 per user per month
  • Enterprise: Starts at $17.50 per user per month

Integrate Range with Trello to share tasks.

Asana logo

How to use Asana for task management:

Asana is another popular task management tool that keeps your team management on track.

  • Create individual or team tasks
  • Create projects for ongoing work in multiple formats: including lists, boards, and calendar views
  • Add multiple projects to a portfolio
  • Then ask for status updates as the projects progress
  • Assign team members to certain tasks and view projects in multiple views. Attach files, create subtasks, organize everything with labels, and add comments to tasks.
  • Lets users add milestones, create deadlines, and define dependencies
  • Conversation section for designated project discussions
  • Easy access to attachments in the files section
  • Upgrade to portfolios for team workload management
  • Timeline and Gantt chart for easy task management
  • Task automation for streamlined work
  • Project boards and project lists to keep team members focused
  • Reliable and user-friendly task management and project tracking
  • Basic: Free
  • Premium: $10.99 per user per month
  • Business: $24.99 per user per month
  • Enterprise: Custom quote

Integrate Range with Asana to share tasks.

Clickup logo

How to use ClickUp for task management:

ClickUp is designed to help teams plan and track projects. As such, its features revolve around the ability to break big projects down into smaller elements. ITs feature set has grown larger and is now one of the most feature-rich planning tools.

  • Plan tasks in projects but use different views (Board, list, box) to understand who is working on what & the amount of work they have
  • Create a doc to share project details
  • Share and map out workflows with Whiteboards
  • Use the dashboard to understand how projects are progressing & who is working on what
  • Create Gantt charts/timelines to see if work is on time and on schedule

Integrate Range with ClickUp to share team updates.

  • Stylized company wikis available through Docs
  • One space to track goals , timelines, due dates, and deliverables
  • Free to use; upgrades are inexpensive and offer great extras
  • Extremely organized, giving teams potential access to reference information, deadlines, and more
  • A single, centralized solution — no skipping between multiple apps
  • Free Forever: Unlimited free plan members
  • Unlimited: $5.00 per user per month
  • Business: $12.00 per user per month
  • Business Plus: $19.00 per user per month

Jira logo

How to use JIRA for task management:

If you’re in software development, Jira might be the right project management software app for you.

  • Use its agile project management system designed with the needs of scrum/agile teams
  • Create boards and Kanban boards, and you can also use it to measure and track performance along the way.
  • Use storypoints to estimate work in issues & epics
  • Create bug reports to be solved and track the work
  • With the Roadmap feature, you can plan and prioritize work and assignt tasks to individual software developers
  • More complex project management, usually used by engineering and software teams
  • Scrum templates to manage your backlog
  • Lots of features for software developers, including bug tracking
  • Features to plan and manage sprints
  • Free: Up to 10 users, monthly subscription only
  • Standard: $7.50 per user per month
  • Premium: $14.50 per user per month
  • Enterprise: Custom quote (starts at 801 users, annual subscription only)

Integrate Range with Jira to share tasks.

Notion range planning tools

How to use Notion for task management:

When your team works remotely, being able to collaborate, upload documents, and manage tasks all in one place can help things run much more smoothly and efficiently.

  • Don't be intimidated by the emptiness of Notion
  • Start a block for a task
  • Nest pages and spreadsheets within other pages
  • Tag team members to participate in your next project
  • Share links like with other docs while creating databases to share across workspaces or outside your organization

Key features:

  • Ability to create documents and checklists
  • Easy note organization for all users
  • Task management tools
  • Simple and intuitive interface with a clean user experience
  • Available in both desktop and mobile apps

Integrate Range with Notion to share tasks.

7. Monday.com

Monday Range planning tools

How to use Monday for task management:

Teams like Monday.com for task management and tracking, because of its simplicity. Their table and spreadsheet views make the learning curve easy.

  • Each task has a clear owner in Monday
  • Add task details with links to your other docs or spreadsheets
  • The status and task priority is also clear to all users, making it simple to know if you'll meet your deadlines or not
  • The timeline view in the chart cell also shows how your projects are progressing
  • Create automations (or "recipes" as they call them) to quickly update Monday when new info is received

Integrate Monday with Range to share team updates.

  • Free for up to 2 users
  • Basic: $8 per user/month
  • Standard: $10 per user/month
  • Pro: $16 per user/month

any.do task management

More so than many other tools on this list, Any.do is designed for personal use (though a team workspace is coming soon). Keep that in mind as you decide your needs.

  • Add your tasks as a to-do list, or make a grocery/shopping list
  • You can flip through your day and see the tasks that you need to do
  • Everything is centralized, combining many features of Google Calendar and Maps into one
  • Good for setting work reminders, but doesn't easily integrate with other work tools
  • Calendar and tasks appear in one view
  • Events and locations pop up in Any.do much like an Apple Maps feature
  • Integrates info from other social media apps (like Facebook)
  • Free option
  • $2.99 per month/annually
  • $5.99 per month

todoist task management

Need a simple personal to-do list or something more to share tasks with your team? Todoist functions in both capacities . Their personal list is great for shopping or groceries, or you can outline more tasks for a complex project.

Its single view feature is could be a blessing to you -- or a curse to others.

  • Add tasks quickly to the Inbox and then move them later
  • Easily organize and rank your tasks
  • Get a clear overview of all work in their simple drop-down format
  • Works great on mobile and desktop
  • Use as a personal planner or as a work planner
  • Create shared projects for focused work

Add your Todoist tasks to your Range check-in   to fully plan your day (including your meetings).

  • $4 per user/month for power users
  • $6 per user/month for businesses

10. Basecamp

Basecamp is more of an all-in-one solution for work, especiallly around remote communication. You can create tasks, but then chat about how the work is progressing. Their blend of chat and message boards allows you to manage your tasks in a more formal way or casually discuss it.

11. Infinity

A newer task management software , Infinity mirrors ClickUp + Trello in many ways. It has flexibility with many views, including tables, lists, boards, and more. It seems more focused than ClickUp with lots of AP integrations, so if that's appealing to you in a team setting, then give Infinity a try.

Coda is an open-doc platform, much like Notion or Google Docs. Their database functionality is more robust, and their "packs" allow you to integrate a wider variety of tools.

They have several task tracking templates that may be helpful for your team.

This is a newer project management software that focuses on team organization, by having multiple views -- such as lists, kanban boards, and spreadsheets.

height app team organization

Its main innovation is adding a chat feature within each new task. This is like an open commenting thread that you can then turn into individual tasks or subtasks. It feels like if Figma and Notion developed a real task management tool.

  • Command-k for quick searches and actions
  • Tasks can appear in multiple places and lists so different teams can stay organized and up-to-date
  • Robust filtering (attributes) by due date, priority, and more

How do you choose task management software?

Task tracking software should help you coordinate your workflows, with features that help you check-in with teammates, assign tasks, schedule work, and more.

Before choosing a tool centered on check-ins, docs, or classic task management software, consider these questions for task tracking:

  • How do you let others know what you're working on?
  • How do you surface what you hope to accomplish vs what you actually accomplish?
  • What about meetings ? How do those fit in your workflows (for notes, action items, and tasks?)
  • How will teams work asynchronously--both with their communication and their files + tasks?
  • How is your planning tool a help and not a hindrance that interferes with productivity?
  • How will you build a custom workflow that has the integrations you need?
  • How will report and analyze project metrics and set goals ?

Range is one of the most powerful task tracking tools you can add to your tech stack and workflow. Invite your team and let us know what you think.

Try Range for Free

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task management tools examples

25 Best Task Management Software for Work in 2024

By Pratik Shinde May 14, 2024

task management tools examples

Struggling with forgotten tasks, delayed deadlines, and information scattered across emails, messages, and files?

If yes, it's time you looked into a task management tool. In this article, we'll explore 25+ task management software, tailored to various use cases and business needs. We'll dissect their key features, pros and cons, and help you find the perfect fit. But first, let's walk you through the basics.

What is Task Management?

Task management is a well-organized system that divides big and daunting processes into manageable tasks (also known as work breakdown structure). It goes without saying that effective task management can help your team tap into new levels of productivity as they systematically define objectives and achieve goals.

Here, we have collated an in-depth list of the best task management software that you can use to manage tasks like a pro.

But, before we begin, let’s understand how exactly task management software can help:

Why do you need task management software?  

Managing work in the era of remote/hybrid work culture puts forward a whole new set of challenges and heightens the need for employees to learn new skills and adjust to advanced tools. Task management, the process of monitoring your tasks through their various stages, is one such process that has become an integral part of work management, impacting every dimension of businesses.

Task management includes but isn't restricted to:

  • Assigning 

Essentially, task management can enable individuals and teams to accomplish their individual or collective goals.

Since managing and organizing tasks are no piece of cake, task management tools exist for good. Using a powerful task management tool, one can prioritize tasks, set deadlines, and take control of their time to stay on track, always.

The best part about such tools is that they are easy to use and play around with.  

Now, let's deep dive into the thread of the best task management tools so that you can choose the one that works best and start using it today.

1. SmartTask

SmartTask Featured

Ever heard about the blend of new age’s advancements and old-school’s ease of use?

Well, that’s SmartTask for you, one of the most popular project and task management tools.

Simple yet powerful.

In case you or your team got productivity and time management issues, SmartTask’s spot-on features can rescue you by providing 360° insights on what’s working and what's not.

With its customizable building blocks, you can re-purpose SmartTask for any use case, be it sales, marketing , customer success, hiring, or project management.

Known for ease of use, dashboards, and customizable build blocks. This is one tool with a comprehensive list of features and is superfast from the get-go.

Not to forget, it also doubles down as a full-fledged CRM. You would not go wrong with this one!

Oh, btw, did we tell you? It’s Free Forever!

Try SmartTask Today

Free for unlimited users

Key Features

  • Task Management: Easily plan, track, and manage your work priorities. Set dependencies, assign tasks to your team members, comment and do much more. 
  • Multiple Views: The more, the merrier! With multiple dynamic views across one project to choose from - List, Calendar, Board and Timeline. 
  • Dashboards: Organize your business, team members, and form Sprints, right from the Project Dashboards . You can also choose different Widgets to include in your Dashboards.
  • Customizable Templates: Save team’s time by creating templates for repetitive processes. 
  • Custom Fields: Add more information to tasks with custom - Text, Number, Date and Dropdowns.
  • Timeline: With Timeline , your team can easily add estimates, track time, cost, and billable rate. 
  • Custom Reports: Custom reports help dice and slice data with filters and visualize the same through bar, line and pie charts.
  • Advanced Search: Why work hard when you can just work smart? With our extensive ‘Search’ feature at your disposal, track down matching tasks across the organization and save hours on scrambling across different projects.
  • CRM: Track inquiry throughout its sales pipeline. Have clarity on next action points with peace of mind.
  • Workload & Performance Insights: With productivity scores for each and every person in the team, you can handily keep an eye on your team's progress and workload. Empower your team with real-time charts and other visual highlights to share status, spot potential problems, and keep work on track.
  • Recurring Tasks: In case you didn’t know, recurring tasks a day keeps the workload away! So, waste no time in manual work, just repeat tasks daily, weekly, monthly, yearly or the way you want through custom options and stay at the top of your work game.  
  • SubTasks: Get the process out of your head and straight into SmartTask. Simply break down the big daunting tasks into manageable chunks. Organize checklist items as subtasks and track the progress of the task in a better way.
  • Stay Connected To Your Team With Chat: You do the talking and we will bring all your mates together in Chat. Work smarter as a team via smooth internal collaboration. Tag teammates or groups, assign comments for action items, and link tasks to get more done together.
  • Holistic Time Management: With SmartTask, ad hoc tasks and roadblocks are a thing of the past. Manage your time holistically – know exactly what you need to work on and when, and see how changes and delays impact tour plans in an always up-to-date view.
  • Portfolio View: Create multiple team portfolios and manage multiple projects at once. Track project statuses and predicted completion date in one single view.
  • Excellent Customer Support: Does customer support listen to their users and solve issues promptly? Can they be reached with ease? Do they offer tutorials and other resources?
  • Notifications/Alerts : Never miss a deadline with alerts that remind your team about upcoming tasks and responsibilities.

And honestly, that was just the trailer! Want to get the complete picture? Get in touch with us.

Asana List View

Yet another popular task management software that aims to enable users managing tasks & projects simultaneously while meeting task deadlines. Notable for offering a deeply thoughtful layout and ease of use, today Asana is changing focus towards enterprise clients.

Given the shift to enterprise, small businesses may find it to be a mis-fit in the long run.

Suitable For

Enterprise clients who are looking to track company-level initiatives and which easily trickles down to individual teams, projects and tasks.

  • Project & Task Tracking Management 
  • Basic dashboard
  • Basic search
  • Deadlines & Subtasks checklist
  • Drag and Drop interface
  • Clean and customer friendly interface
  • Plethora of third party integrations
  • Recent feature development that focuses on enterprise clients
  • No time tracking functionality
  • Limited Gantt chart functionality
  • No contact management and deal tracking

Todoist

Next in the thread, we have - Todoist , as the name suggests, is a to-do list software cum task management solution.

Todoist made its mark with one of the most user-friendly Mobile apps in the market. It's the gold standard when it comes to tracking personal todos. 

However, when it comes to tracking progress, it falls woefully short due to the lack of critical features like timelines, custom fields, dashboards, and time tracking. It is worth noting that Todoist has started adding team features in recent times. 

So if you are in the market looking for a team task management tool, Todoist may not be a good fit.

Todoist is certainly great for tracking personal to-do lists or grocery lists but when it comes to teamwork, it's a big no.

  • Recurring due dates
  • Mobile apps available for iPhone, iPad, and Android devices
  • Most user-friendly mobile app in the market
  • The gold standard when it comes to personal todos
  • Very fast, in adding tasks and data
  • Productivity scoring
  • Lacks team features like Timeline, Custom Fields, Dashboards, and Time Tracking
  • Not suitable for managing team projects

4. ProofHub

ProofHub

ProofHub comes with collaborative features to help your team synchronize its workflow. It requires third-party integrations like Google Drive, OneDrive, Dropbox, and Box to provide shared access to your files and data.

However, with add-ons such as unified communication, email project management, and a multilingual interface, it may be a bit expensive and more suitable for large teams.

Notably, Proofhub upgraded some of its features in 2021 and now offers capabilities like sticky notes, bookmarks, and custom fields.

Built for small and midsized teams that largely want to manage projects across visual materials like design work, advertisements, or other visuals. 

  • To-do lists
  • Custom workflows and kanban boards
  • Gantt charts
  • Online proofing tool
  • Proofhub allows you to invite unlimited users
  • Communication is centralized via chat and document-sharing features
  • Easy task allocation
  • No resource allocation feature
  • No section for budgeting.

Chanty

Since we are talking about the best project management tools, Chanty, the all-in-one collaboration platform, and a built-in task manager, has entered the chat. Isn't it obvious? 

Well, with Chanty, you can swivel messages into tasks. Tasks can be then assigned to any team member and filtered by status, dates, and people. Chanty lets you discuss any task in a related flow with relevant team members.

Overall, Chanty is best suited for small teams that need to focus on short tasks.

  • Tasks can be presented as a Kanban board or task list
  • Task discussion flow
  • Assigning a team member, setting a due date and priority
  • Empowers team collaboration and task execution
  • Integration with 3rd party apps
  • Easy to set up tasks and assign them to the team members
  • Tasks can be discussed by the team in a separate conversation
  • Lack of sub-tasks

6. ProProfs Project

ProProfs Project

ProProfs Project is a feature-rich tool that provides a single platform to plan, monitor, and deliver tasks efficiently. It helps organize all your workflows and track them in real time. You can stay on top of your tasks across multiple projects using Gantt, Kanban, Calendar, and List views. Besides, its task comments and file-sharing abilities make team collaboration a breeze.

With accurate time tracking, you get insights into which tasks take up most of your employee’s productive hours. This further allows you to generate reliable invoices without a hitch.

With its straightforward and simple interface, ProProfs is a good fit for freelancers, startups, and enterprises across different industries.

  • Alerts and notifications
  • Presentation-ready reports
  • Set task status as ‘Open,’ ‘On-hold,’ or ‘Complete’
  • Automation for recurring tasks
  • Adjust workflows with a quick drag-and-drop action
  • Keep stakeholders and clients in the loop
  • Anytime, anywhere access
  • Affordable plans
  • Lacks advanced reporting capabilities
  • File manager is missing

Trello Boards

If sticky notes are your go-to way of organizing work, then we are sure you must have run into Trello, the footprint of sticky notes, and a proficient Kanban view-based task management solution. The customizable Kanban interface lets users set up cards for multiple projects similar to post-it notes.

The problem with Trello is that it doesn't work well for complex project & task management, as one will be required to have to upgrade for features like Gantt charts or priorities, which most tools provide free of cost.

Ideal for smaller projects and teams.  However, it may be an issue for larger teams and those who are in the growth phase to manage their project on Trello as it lacks some basic Project Management features.

  • Attachments
  • Android and iOS mobile apps
  • Great overview of tasks and projects
  • Plenty of dashboard customization options
  • Integration with several third-party apps
  • Fewer in-built features
  • Not suitable for large teams
  • Limited storage, upgrade required to enhance it
  • The commenting feature doesn't support editing

monday.com

We can already feel the Monday work vibes! One of the most intuitive project management tools , Monday with its advanced features and a highly interactive interface can definitely be your work savior. 

Known as one of the best task management tools due to its simplicity, ease of use, and visually intuitive layouts, this tool is perfect for collaboration & work management .

Monday can work well for both mid-sized and large teams but the upgrade is required to use most of its features and capabilities.

  • Customizable templates
  • Real-time Dashboards
  • Seamless integration with other apps
  • Snappy interface
  • Facilitates clarity and accountability
  • Useful project visualization capabilities
  • Large-sized team management is expensive 
  • Lacks real-time tracking functionality 
  • Limited task dependencies
  • Slow support

💡 You might want to check out -

👉 Monday.com Project Management Review: All You Need to Know

👉 Monday Sales CRM: Review & Comparison in 2024

ClickUp

ClickUp, one of the widely popular task management software, comes in handy for teams of all sizes. Clickup further claims to be the one organizational app to replace them all and it pretty much does, but there are a few things you must consider before switching to Clickup. 

Packed with an incredible suite of robust features, the software is largely appreciated for its assignable comments feature. 

But, we would like to underline that most of its advanced features are restricted in the free version. On top of it, the grand number of features often tends to make teams feel overwhelmed and confused.

Suitable for small teams and solo users. ClickUp provides teams with powerful tools. The user interface is simple to understand and use.

  • Task Management
  • Time Tracking
  • Custom Task Statuses & Custom Fields 
  • Gantt, Kanban, Calendar, To-Do List, Notepad, Form, Activity
  • Efficient dashboard view. ClickUp provides great visuals and information from its dashboards. 
  • ClickUp continually provides new features, improvements, and enhancements based on what its customers need.
  • Teams complain that the learning curve is a bit high and their members find it hard to use all the features. Users sometimes can’t effectively decide whether to use the tool for one purpose or another.
  • Too many options for customization. The high level of flexibility and customization tends to confuse users.
  • UI needs improvement. Additionally, the text size is small and the colors are too faint to give proper contrast.

Wrike

From tasks to priorities & deadlines, Wrike qualifies as a swift task management solution for organizing work and everything on the table so that you can focus on completing your projects in time. Streamlining workflow while collaborating is easy and seamless on Wrike.

With its enterprise-grade functionality, Wrike is a good fit for marketing teams, agencies, and professional service providers but most versatile features require a high price tag to be unlocked. 

  • Customizable dashboard
  • Interactive Gantt charts
  • Purpose-built templates
  • Custom request forms
  • Ideal for multiple project management 
  • Advanced project reporting 
  • Prioritize tasks
  • Organizing work in calendar view is complicated
  • User interface is confusing

11. Airtable

Airtable

Airtable , a collaboration and work management platform, comes with a layout so simple that you can readily start using it for managing your tasks and enhancing your productivity. 

Flexible enough to organize multiple projects and tasks, it also gives you the freedom to work the way you prefer.

Airtable is one of the simplest database tools you'll ever use. But due to the lack of organizational capabilities, it's only best for creative teams that offer services and products to clients. It definitely can be a good tool to manage your marketing and graphic design projects. 

  • Grid interface allows grouping of projects based on different criteria such as status and project owner
  • View and move tasks to different stages as cards using Kanban boards
  • Gallery view makes it easy to find photos, documents, etc.
  • Task management is made easy with drag and drop tools 
  • Calendar view with milestones and due dates to help you stay on track
  • Variety of app integrations
  • Standard features compared to other top-tier task management tools
  • Lack of reporting tools

12. Basecamp

Basecamp

Basecamp is your typical task management tool next door that can be leveraged to manage tasks of multiple projects across cross-functional teams simultaneously. It has proven to help teams stay productive and well organized.

With Basecamp , no matter if it’s the team members, deadlines, tasks, files, and documents, or deadlines, you get to manage everything with ease. Using group chats and direct messages, your team can further stay informed.

Though you can use it to manage projects—Basecamp is more of a collaboration app instead due to the lack of Gantt charts, and proofing tools. It's more like a virtual hub for teams and organizations.

  • Activity view allows managers to see everything related to project tasks 
  • Create to-do lists and choose assignees and set due dates for tasks
  • Share docs and files
  • Automated Check-ins
  • Easy to set up projects and add team members
  • Comment directly on tasks and lists 
  • Drag and drop files to upload them
  • Bookmark to-do lists, messages, etc. to gain quick access
  • Misses out advanced features like Gantt charts and timesheets.
  • Cannot assign priority levels to tasks

13. Taskworld

Taskworld

If a built-in timeline view and instant team messaging are the features you're looking for, then Taskworld can be your true companion. It's a project management and training management software that helps teams to set up their projects and add tasks to them almost instantaneously.

Best for decentralized and diverse teams, this tool can help you work towards common goals and ensure no important message is missed.

  • Track time spent on tasks and time logs for each project
  • Set due dates and tag tasks with descriptions
  • Get status of all project tasks with performance reports
  • Attach files with tasks
  • Instant team messaging
  • Activity logs
  • Slow loading time
  • Calendar not available

Quire

Is hierarchy your preferred work methodology? Well then, meet Quire - a tool that divides task management into the smallest components possible, lending you the most essential tasks to focus on first with the help of “nesting” and Kanban boards.

Further packed with effective filtering options, Quire enables you to prioritize effortlessly and pick out the tasks that should get down first.

But, uh-oh, Quire isn't as perfect as we assumed due to a striking lack of a built-in chat feature!

Quire is built for businesses that struggle with breaking down big goals into smaller tasks. That said it lacks collaboration features such as an inbuilt chat.

  • Tasks and subtasks
  • Progress report
  • Recurring tasks
  • Apps for iOS and Android
  • Kanban boards
  • Break tasks into subtasks
  • Add descriptions and comments to tasks
  • Simple and elegant user interface
  • Most features are pretty basic
  • No time tracking option

15. Smartsheet

Smartsheet

When we say Sheets, our mind immediately takes us to those boring and time-consuming work plans sitting across columns and rows, but Smartsheet isn't the closest to monotonous. Rather, it's a web-based team collaboration and project management tool that helps organizations with task management, crowdsourcing, reporting, and much more. 

In terms of look and feel, it's built on a spreadsheet-type task management interface offering regular features like scheduling tasks, subtasks, activities, and much more. It's just like any other popular project management or training management software that enables teams to create projects and add tasks instantly.

Smartsheet is flexible and customizable, but it takes a while to figure out how you can use it, so if you're ready to put in the time to understand the functionalities of Smartsheet, it can be your go-to tool.

  • Pre-built templates to jump-start your project
  • Integrates with apps you already use
  • Alerts and Automated actions 
  • Custom reports across projects
  • Resource Management & Scheduling
  • Leverage team collaboration 
  • Drive work at scale 
  • Secure platform deployment
  • Drives performance by optimizing campaign execution
  • Automates relevant business processes
  • Limited calendar view
  • Lack of a time-tracking feature

16. Tasklog

Tasklog

Tasklog is a task management software dedicated to freelancers. It's pretty clear why Freelancers love the tool! It helps freelancers manage their daily tasks in one visual dashboard and lets them create to-do lists, manage projects, and assign tasks to clients. 

Tasklog also demonstrates data insights and summaries that give users a clear idea of their productivity, accomplishments, and performance.

Tailored to fit the needs of modern-day freelancers.

  • Assign tasks to specific time entries
  • Time-tracking
  • Online billing and expenses
  • Client task assignment
  • Reporting and insights
  • Easy to use interface.
  • Only suitable for freelancers, lacks capabilities to manage medium or large-sized teams and projects.

Hive

Planning, executing, and completing tasks - you can do it all in Hive, with an added touch of task cards and the epic Kanban boards. 

Hive , a wholesome productivity platform,  allows you to organize your tasks effectively via automated task management. Furthermore, your team members can also collaborate on tasks, thus, making transparency a daily thing.

Mid-sized and large-sized companies can use Hive. Because of its complex features, this project management tool needs a little time to get used to and is best suited for teams with a dedicated project manager.

  • Kanban boards let you manage tasks in stages
  • Real-time analytics for measuring project progress
  • Upload, organize, and attach files with tasks
  • Multiple task views give the flexibility to manage tasks in the way you like 
  • Send direct messages to communicate with team members
  • Built-in templates for getting started with task management quickly
  • It will take some time to learn the software’s functionality
  • Dashboard becomes messy when managing several projects simultaneously

nTask

nTask is a reflexive and simple task management software used by different teams. One can manage both individual or multiple projects whether it's for personal or professional use. It allows you to create as many teams and workspaces for different work purposes, projects, or even for different departments at your organization.

Caters perfectly to small businesses and individuals, but is not a good fit for large teams with complex projects.

  • Time tracking and Timesheets
  • Team Management
  • Meeting Management
  • Issue Tracking
  • Risk Management
  • Easy to use
  • Manage progress with Gantt charts
  • Paid plans are cost-effective
  • Reporting feature not available
  • No Kanban board feature

Bit.ai

Here we have a tool that would let you create, store, organize, share, and collaborate in one place, sounds fun, right?

Bit is an incredible document collaboration and task management tool where you can create workspaces around projects, teams, and departments to keep your documents organized and conk out data silos for a free flow of information.

Along with that, you can even invite your team and simultaneously collaborate. We were just about to call it a perfect task management tool but were reminded that Bit isn't mobile-friendly, meaning you won't be able to manage your work on the go!

Bit.ai can be used by teams of all sizes for document collaboration, creation, and management but is precisely more suited for educators.

  • Workspaces and folders to keep data organized and safe
  • Real-time collaboration with team members
  • Content and knowledge management capabilities
  • Simple and intuitive user interface
  • Minimalistic and distraction-free editor with auto-formatting features
  • Supports live-sharing and document tracking
  • Provides real-time collaboration features
  • Bit is not available as a mobile app, however, Bit documents are fully responsive and look great on all devices.

20. Proggio

Proggio

If you're looking for a tool that can help you manage your project portfolio and at the same time let you track the project tasks, Proggio would be one terrific tool to have on your side. Its innovative features can help with better planning of projects and on-time delivery.

With Proggio’s powerful task management features, you get full command over all the tasks without requiring you to ask your team members for updates.

Since no detailed tasks can be assigned or tracked, Proggio is only good for really high-level tasks and large-sized teams.

  • Manage tasks effectively in the Kanban board view
  • Create visual task roadmaps with built-in Gantt charts
  • Intuitive user interface
  • File attachments with tasks
  • Suitable for teams across a wide range of industries
  • Limited team collaboration capability

Casual

Casual isn't so casual when it comes to managing tasks.

In fact, it's an excellent visual task and project management tool that makes it possible to arrange task blocks wherever you consider fit.

Infamous for being the ideal tool for small and growing project teams, this tool gives users the advantage of visual charts to plan the processes related to projects. Plus,  it can also track project paths and can let you allocate tasks in different ways without declaring dependencies.

  • Visual Project and Process Management 
  • Visual Task Manager
  • Workflow Management Tool
  • Easy to navigate
  • Drag-and-drop interface
  • Ability to generate flow diagram PDF and URLs on the fly
  • Users can easily set task dependencies
  • Users can see from the screenshot 
  • Great for complex projects
  • No integration options
  • Removing dependencies in Chrome does not work very well

22. Teamwork

Teamwork

Next on our quest to find the best task management software, we have TeamWork - a project task management tool.

It has a wide range of features to assist you with meeting deadlines and improving your overall productivity.

It comes with project templates that minimize the manual effort required to streamline project tasks. Unfortunately, its design and interface are not as good when compared to other tools on the market.

With billing and invoicing features, it's well-suited for teams that handle client work.

  • Get an instant overview of team capacity using Workload
  • Keep every project and its tasks in clear sight with Portfolio
  • Gantt chart allows planning of project timeline
  • Meet deadlines by prioritizing tasks
  • Easy to add team members and assign tasks
  • Manage workflows to keep projects on track
  • In-built timer for time tracking
  • The overall design is a little dull
  • The reporting feature isn't very comprehensive.

Podio

Citrix Podio, famous for its adaptability and customizability, is an online task and project management tool that comes with hundreds of web-based software add-ons that can add functionality to your app.

It's ideal for small-sized teams and may not be the right tool that your team can use for managing complex projects.

  • Organization apps
  • Invoicing tools
  • User-friendly interface
  • Loads of add-ons in the app store
  • Can handle custom integrations
  • Lacks in-house functionality such as assigned comments and reports
  • Cannot handle complex project management

24. MeisterTask

MeisterTask

If user-friendliness, customizability, and seamless collaboration are high on your list for a task management tool, MeisterTask is worth considering. This Kanban-based project management solution delivers on those fronts with its intuitive interface and attractive layout that facilitates easy collaboration.

Each user gets a central place to share files and ideas with the rest of the team. MeisterTask also lets you customize your dashboards to suit your needs.

If you’re a freelancer or a small business, the free plan might suffice for now. While it doesn’t come with all the features, it still offers plenty to get you started.

  • Loads of customizability
  • Team members will find it easy to collaborate on a plan
  • Loads of integrations with tools like Slack and GitHub
  • Can’t handle complex projects
  • Mobile tools lack functionality

25. Workzone

Workzone

Workzone is a tried and tested web-based software that’s been around since 2000. But that doesn’t mean it’s as dead as a dinosaur. Sure, it’s not the best project planner on this list, but I guess everyone needs a throwback now and then.

Since Workzone is old-school, it offers no-nonsense project management. All your projects are accessible from your project dashboard, where you can easily check their status. Workzone lets your project team members collaborate easily via the comment section present under every task. Workzone gives you detailed reports on a variety of topics.

Marketing departments, ad agencies, colleges, and organizations that manage a large number of projects and are required to share them across a diverse user base of technical/non-technical users.

  • Straightforward project management
  • Powerful to-do lists
  • Good reporting capabilities
  • Mobile applications need work
  • Lacks features like assigned comments and multiple views
  • The user interface is dated

Which Online Task Management Software To Choose From?

One thing that we are sure of is that you know your business and its needs way more than we will ever know. On top of this, it just takes a quick Google search to find the n number of task management apps available in the market, which leaves us to the conclusion - In the end, it's you who needs to make the final call, all we can do is to give you the right insights, that we just did. Here are a few Smart suggestions for deciding which task management software is right for you:

  • A free plan hurts no soul. Instead of wasting your hard-earned money on a tool that looked good on screen but worked ‘just not that good’ for your team, it's better to test out some of the most popular free task management software before making the final decision. At SmartTask, we don’t want you to make the wrong choice and regret it, which is why we offer free trials.
  • Call reviews to the rescue: Learning from other’s experience is one good way to spend your money on a tool that is really worth it unless you love trying out new software just for fun, which you definitely don’t. This way you’ll be able to learn better about the pros and cons surrounding the said online task management software too.

In case you are ready to embark your journey of Smart work, get in touch with us and we will show SmartTask in action, working for you!

Start using SmartTask today and manage your tasks like a pro!

task management tools examples

👉 Monday vs Asana: Comparison (Features, Pricing)

👉 ClickUp vs Monday: Comparison (Features, Pricing)

👉 ClickUp Vs Trello: Comparison (Features, Pricing)

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25 Best Task Management Software & Tools in 2023

Best Task Management Software Tools

What Is Task Management Software?

Types of task management tools, project management tools, to-do list apps, time tracking apps, note-taking apps, collaboration tools, key features of task management tools, task creation and assignment, priority setting, deadline tracking, collaboration and communication features, integration with other apps and platforms, how to choose the right task management tool, assessing your needs, evaluating the features of each tool, reading reviews and comparisons, testing and experimenting, considering the cost, top task management software & tools, how to effectively use task management tools, setting up your workspace, creating and organizing tasks, prioritizing and scheduling tasks, collaborating with team members, monitoring progress and making adjustments, best practices for using task management tools effectively, start with a clear goal and plan, keep your task list up-to-date, use collaboration features to work with others, set realistic expectations and deadlines, use integrations to streamline your workflow, integrating task management tools with other productivity apps, email and calendar integration, time tracking and invoicing integration, file sharing and storage integration, note-taking and knowledge management integration, challenges of task management tools, overcoming procrastination and distractions, dealing with information overload, managing multiple projects and deadlines, avoiding burnout and fatigue, task management tools use cases, remote work, agile development, creative work, small business, personal use.

In today's fast-paced world, keeping track of everything that needs to be done can be challenging. Task management tools can help you organize your work and boost your productivity. In this guide, we'll cover everything you need to know about task management tools, including the types of tools available, key features, how to choose the right tool, and best practices for using them effectively.

Task management software is a type of productivity tool that helps individuals and teams manage their tasks and workflows efficiently. This software allows users to create, assign, and track tasks and projects from start to finish. Task management software typically includes features such as task creation, task assignment, task tracking, scheduling, prioritization, deadline management, and collaboration tools. These tools allow users to organize their tasks, set deadlines, and delegate tasks to team members. They also enable team members to communicate with each other and share files and notes related to the tasks or projects they are working on. Task management software is often used in businesses and organizations of all sizes to increase productivity, streamline workflows, and ensure projects are completed on time. However, it can also be used by individuals for personal use, such as managing household tasks or personal projects.

There are different types of task management tools, each with its unique features and benefits. Some of the most common types include:

Project management tools help you manage complex projects with multiple tasks, deadlines, and team members. They allow you to track progress, assign tasks, and communicate with team members. Examples of project management tools include Trello, Asana, and Monday.com.

To-do list apps help you keep track of tasks you need to complete. They allow you to create, prioritize, and organize tasks by deadline, category, or importance. Examples of to-do list apps include Todoist, Wunderlist, and Any.do.

Time-tracking apps help you track the time you spend on tasks and projects. They allow you to monitor your progress and identify areas where you can improve. Examples of time-tracking apps include RescueTime, Toggl, and Harvest.

Note-taking apps help you capture and organize ideas, notes, and information. They allow you to create, edit, and share notes across devices. Examples of note-taking apps include Evernote, OneNote, and Google Keep.

Collaboration tools help you work with team members, clients, and partners. They allow you to communicate, share files, and track progress. Examples of collaboration tools include Slack, Microsoft Teams, and Zoom.

To get the most out of a task management tool, it's essential to understand its key features. Some of the most important features to look for include:

A good task management tool should allow you to create and assign tasks to yourself or others. It should also allow you to set deadlines, priorities, and dependencies.

A priority-setting feature helps you identify the most critical tasks you need to complete. It allows you to focus on the tasks that will have the most significant impact on your goals.

A deadline-tracking feature helps you monitor the progress of your tasks and ensure that they are completed on time. It allows you to set reminders and receive notifications when deadlines are approaching.

Collaboration and communication features help you work with team members and stakeholders. They allow you to share files, send messages, and track progress.

Integration with other apps and platforms allows you to streamline your workflow and save time. It allows you to connect your task management tool with email, calendar, time tracking, and other productivity apps.

Choosing the right task management tool can be a challenge, especially with so many options available. Here are some tips to help you make the right choice:

Start by assessing your needs and identifying the specific tasks you need to complete. Consider the complexity of your projects, the number of team members involved, and the level of collaboration required.

Once you've identified your needs, evaluate the features of each tool. Look for a tool that has the features you need and is easy to use.

Reading reviews and comparisons can help you get a better sense of how each tool performs in real-world scenarios. Look for reviews from trusted sources and compare the pros and cons of each tool or software.

Before committing to a tool, it's essential to test and experiment with it. Most tools offer a free trial period, so take advantage of this and try out the tool to see if it meets your needs.

Finally, consider the cost of each tool and whether it fits within your budget. Some task management software are free, while others require a monthly or annual subscription.

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There are many task management tools available, but some stand out from the rest. Here are some of the top task management tools:

  • Share parts of your spreadsheet, including sheets or even cell ranges, with different collaborators or stakeholders.
  • Review and approve edits by collaborators to their respective sheets before merging them back with your master spreadsheet.
  • Integrate popular tools and connect your tech stack to sync data from different sources, giving you a timely, holistic view of your data.
  • Trello: A highly visual and flexible project management tool that uses boards, lists, and cards to help teams collaborate and get work done.
  • Asana: A robust task management and project tracking tool with various features for teams to work more efficiently and effectively.
  • Todoist: A simple and intuitive to-do list app that makes it easy to manage personal and team tasks across all devices.
  • Wunderlist: A user-friendly and customizable to-do list app that helps individuals and teams stay organized and focused.
  • Monday.com: A visual and collaborative platform for teams to manage projects, tasks, and workflows.
  • ClickUp: A comprehensive project management tool that offers a range of features, including task management, time tracking, and team collaboration.
  • Smartsheet: A powerful project management and collaboration tool that allows teams to plan, track, and manage tasks and projects in real time.
  • Basecamp: A popular project management tool that offers features such as to-do lists, file sharing, and team collaboration.
  • Jira: A flexible and customizable task management tool specifically designed for agile software development teams.
  • Teamwork: A feature-rich project management tool that offers task lists, time tracking, and team collaboration features.
  • Notion: A versatile all-in-one workspace that can be used for task management, note-taking, project planning, and more.
  • MeisterTask: A user-friendly task management tool with a Kanban-style board view and team collaboration features.
  • To-do Cloud: A cloud-based task management app that allows users to create and manage tasks across all devices.
  • Remember the Milk: A simple and intuitive to-do list app that offers features such as task prioritization, location-based reminders, and integration with other apps.
  • OmniFocus: A powerful and flexible task management tool designed for Mac and iOS devices.
  • Microsoft To Do: A free to-do list app that integrates with Outlook and other Microsoft apps to help users manage tasks across all devices.
  • Things: A well-designed and user-friendly task management tool for Mac and iOS devices.
  • Any.do: A simple and intuitive to-do list app that offers features such as task reminders, recurring tasks, and voice input.
  • Zenkit: A flexible and customizable project management tool that allows users to create and manage tasks in a variety of formats.
  • Airtable: A versatile all-in-one workspace that can be used for task management, project planning, and team collaboration.
  • Taskade: A simple and collaborative task management tool that allows users to create and manage tasks in multiple formats.
  • Workflowy: A minimalist and user-friendly task management tool allowing users to create and organize lists in a hierarchical format.
  • Evernote: A note-taking and task management app with features like task lists, reminders, and file attachments.
  • Google Tasks: A simple and free to-do list app that integrates with other Google apps such as Calendar and Gmail.

Using a task management tool effectively can help you stay organized and productive. Here are some tips:

Set up your workspace by creating categories or boards that reflect your workflow. Customize your workspace by adding colors, labels, and tags.

Create tasks by breaking down larger projects into smaller, actionable items. Organize tasks by using labels, due dates, and priorities.

Prioritize tasks by identifying the most critical and urgent items—schedule tasks by setting due dates and deadlines.

Collaborate with team members by assigning tasks, sharing files, and communicating through comments or chat features.

Monitor progress by tracking task completion and reviewing analytics or reports. Make adjustments by re-prioritizing tasks or revising deadlines.

To get the most out of a task management tool, it's essential to use it effectively. Here are some best practices to follow:

Before you start using a task management tool, start with a clear goal and plan. Identify the specific tasks you need to complete, set deadlines, and prioritize your tasks.

To ensure that your task list is accurate and up-to-date, make sure to update it regularly. Mark tasks as complete, add new tasks as they arise, and adjust priorities as needed.

Collaboration features help you work more effectively with team members and stakeholders. Use them to share files, send messages, and track progress.

Setting realistic expectations and deadlines can help you avoid burnout and frustration. Make sure to set deadlines that are achievable and give yourself enough time to complete tasks.

Integrations can streamline your workflow and save time. Use them to connect your task management tool with email, calendar, time tracking, and other productivity apps.

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Task management tools can become even more valuable when integrated with other productivity apps. Here are some common integrations:

Integrating your task management tool with your email and calendar app can help you stay on top of your schedule and avoid missing important deadlines.

If you bill clients based on the time you spend on their projects, integrating your task management tool with a time tracking and invoicing app can help you streamline your billing process.

Integrating your task management tool with a file-sharing and storage app like Dropbox or Google Drive can help you keep all your project files in one place.

Integrating your task management tool with a note-taking and knowledge management app like Evernote or OneNote can help you keep all your project information and research in one place.

While task management tools can be incredibly useful, they also come with their own set of challenges. Here are some common challenges and how to overcome them:

Task management tools can help you stay organized and focused, but they can also be a source of distraction if you spend too much time tweaking your task lists instead of actually doing the work. To overcome procrastination and distractions, try setting specific goals and deadlines for yourself and use your task management tool to break down larger tasks into smaller, more manageable ones.

When you have a lot of tasks and projects to manage, it can be easy to feel overwhelmed by all the information you need to keep track of. To avoid information overload, try using filters and tags to group related tasks together and prioritize the most important ones.

If you're working on multiple projects with different deadlines, it can be challenging to keep everything organized and ensure that you're making progress on each one. To manage multiple projects and deadlines, try using a project management tool that allows you to view all your tasks and projects in one place and prioritize your work based on the most critical deadlines.

When you're constantly juggling multiple tasks and projects, it can be easy to get burned out and feel fatigued. To avoid burnout and fatigue, take breaks throughout the day to recharge and prioritize self-care activities like exercise, meditation, and spending time with friends and family.

Different work environments require different types of task management tools. Here are some examples:

Remote workers often need task management tools that allow them to collaborate with team members across different time zones and locations. Examples of task management tools for remote work include Asana, Trello, and ClickUp.

Agile development teams need task management tools to quickly adapt to changing project requirements and track their progress in real-time. Examples of task management tools for agile development include Jira, Pivotal Tracker, and Clubhouse.

Creative professionals often need task management tools to organize ideas and collaborate with clients and team members. Examples of task management tools for creative work include Notion, Milanote, and Airtable.

Small business owners often need task management tools that are affordable and easy to use, yet powerful enough to manage their day-to-day operations. Examples of task management tools for small businesses include Trello, Todoist, and Wrike.

Task management tools are not only beneficial for work-related tasks but also for managing personal tasks and activities. Here are some ways to use task management tools for personal purposes:

  • Daily to-do lists: Create a to-do list for the day to keep track of all the tasks that need to be completed.
  • Weekly and monthly goals: Set weekly and monthly goals to accomplish personal projects or activities.
  • Fitness and health goals: Use task management tools to track fitness and health goals, such as exercising regularly, eating healthy, or taking vitamins.
  • Hobbies and interests: Organize and schedule time for hobbies and interests, such as reading, painting, or playing an instrument.
  • Travel plans: Create a list of places to visit, flights to book, and activities to do while on vacation.
  • Home projects: Use task management tools to manage home projects, such as cleaning, organizing, or decorating.

Task management tools can be a game-changer for individuals and teams looking to boost productivity and stay organized. With so many options available, it's vital to assess your needs, evaluate the features of each tool, and consider your budget before making a choice.

Whether you're looking to manage work-related tasks or personal projects, task management tools can help you stay on top of your to-do list and achieve your goals.

Hady has a passion for tech, marketing, and spreadsheets. Besides his Computer Science degree, he has vast experience in developing, launching, and scaling content marketing processes at SaaS startups.

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20 best task management software

task management tools examples

Task management software is more than a digital base for your to-do lists. It’s a collaborative space where your teams can come together and understand their role in shared workloads.

This guide walks through the features you should look for in team task management software and 20 vendor examples to kickstart your research for the perfect tool.

What is team task management?

Task management is the systematic process of planning, organizing, assigning, tracking, and completing tasks to meet your business objectives. Each task is a single unit of work that individual team members are responsible for completing. Managing these overall tasks involves coordinating team members’ efforts, setting priorities, and monitoring task progress to ensure efficient collaboration, streamlined workflows, and successful project outcomes.

Task management

Why do teams need task management software?

The right task management software will move your team away from endless email chains and focus on the necessary tasks to keep your work and projects flowing. From here, it’s easy for teams to work together efficiently and identify potential issues such as bottlenecks or imbalanced workloads.

What features should task management software have?

When researching team task management software, you’ll notice that platforms have a wide range of features, and some will share common functionality. Before you invest, check your preferred tool is equipped with the following:

  • Multiple views : Visualize your tasks using common views like Calendar, Kanban, List, or countless alternatives. For example, monday work management offers 15+ options, including Gantt Charts, which visually display task milestones and dependencies between items for a clear overview of your work.
  • Intuitive interface : Ensure your team easily adapts to any new task management tool.
  • Range of integrations : Connect your task management software with multiple other tools in your tech stack to prevent tool-hopping.
  • Custom automations : Simplify repetitive workflows by setting up automations that run in the background. For example, an automation could email the entire team when someone completes their task.
  • Ability to set subtasks and dependencies : Break tasks down into smaller chunks called subtasks and specify the order they must occur by making some tasks dependent on the next. For example, editing a blog post would depend on someone writing the first draft.

Now you know the features and functionality you’re looking for in a quality task management software, here are twenty solutions to compare when researching the right platform for your team.

1. monday work management

Best for: Any size of team that wants to reach shared goals faster and at scale.

monday work management is a feature-rich work management platform built on top of the monday.com Work OS.

Work management

Companies use our platform to plan and organize any type of workflow or project, with task management being a key collaboration feature. monday work management offers the following features:

  • 15+ board views, including the Workload View delivering visibility into team member capacity. This visibility is essential for task assignment as project leads and managers have clarity about what each team member is available to work on.
  • Customizable dashboards using 10+ drag-and-drop widgets to display high-level project data. You can see to-do lists, team goals, and task reports at-a-glance and in real time.
  • Automations to eliminate repetitive tasks from your workflow, like updating team members with email or Slack notifications when each task is complete. This enables peers to review the work, or move on with their task at the next stage of the project.
  • Recurring tasks  are another automation you can set up. For example, schedule regular team meetings to keep on top of your projects, or set up recurring requests for weekly project reports.
  • Integrations with the tools you already know and love, so you can run powerful projects without switching tabs. For example, you might integrate monday work management with Google Drive to attach docs to your tasks or Slack to update a team channel following completion.
  • Time tracking to ensure your team spends its time efficiently. Use the data to accurately forecast how long your team might need to allocate to specific tasks, or to bill clients accordingly.

monday work management pricing

monday work management offers five different price plans:

  • Free: $0 for up to 2 users: 20+ column types, 200+ templates, iOS & Android apps, whiteboard collaboration, shareable forms, and more
  • Basic : $27/month/3 users with annual billing: Unlimited users, 5GB storage, unlimited boards/docs, custom fields, unlimited free viewers, and more
  • Standard : $36/month/3 users with annual billing: Unlimited users, 20GB storage, 6-month activity log, integrations, guest access, and more
  • Pro : $57/month/3 users with annual billing: Unlimited users, 100GB storage, 1-year activity log, time tracking, workload management, and more
  • Enterprise: Custom pricing, 5-year activity log, up to 50 boards, dedicated customer success manager, enhanced admin controls, and analytics

More details on monday.com pricing here

Best for: Teams seeking simple task and project management with clear communication capabilities.

Asana is a task management software offering a simple interface for tracking your team projects’ various sections, tasks, and subtasks.

A screenshot of task management in Asana.

Key features

  • Customizable views , such as the Timeline view to gain visibility into upcoming deadlines or the Workload view to understand team member capacity.
  • Task celebrations which occur when you check the task completion box.
  • Integrations with 200+ tools in your tech stack, allowing you to automate tasks between them. For example, you might create a new Google Drive folder for each new task you add in Asana.
  • Weekly focus mode , which allows you to capture your top priorities for the week ahead.

Asana pricing

  • Free : Up to 15 users
  • Premium : Starting at $10.99/user/mo
  • Business : Starting at $24.99/user/mo
  • Enterprise : Custom pricing, includes Business plan features, custom branding, data export, and 24/7 support

Related: Asana alternatives , Asana pricing , Asana work management

Best for : Cross-functional teams aiming to streamline workflows and communication.

Wrike is a project management software you can use to assign tasks to team members, upload files, set deadlines, and track progress. One of Wrike’s strengths is supporting cross-collaborative teams from a central platform.

Wrike board

  • Multiple dashboard views to gain insights into task statuses.
  • Real-time collaboration , including commenting and file sharing from a central location.
  • Customizable pre-built templates designed for marketing, IT & engineering teams, etc.

Wrike pricing

  • Free : Suitable for teams up to five people
  • Team : From $9.80 per user/mo for teams of 2-25 people
  • Business : From $24.80 per user/mo for teams up to 200 people
  • Enterprise : Custom pricing is available for companies who require features like user audit reports and custom access roles.
  • Pinnacle : Additional enterprise features include advanced reporting, budgeting, and billable hours tools.

Related: Wrike pricing

Best for : Agile software development teams focused on issue tracking and project planning.

Jira is an Atlassian product created for software developers who follow Agile project management principles.

Jira board

  • Interactive timelines , including mapping work items, task dependencies, and new releases.
  • Reports and insights tied to your tasks and overall projects to understand metrics like deployment frequency and cycle time.
  • Autonomy preferences allow you to decide whether your projects are company or team-managed.

Jira pricing

  • Free : For up to 10 users
  • Standard : From $7.75 per user/mo
  • Premium : From $15.25 per user/mo
  • Enterprise : Custom pricing for unlimited sites, central security controls, user subscriptions, 24/7 Enterprise support.

Related: Jira pricing, Jira work management

Best for: Visual thinkers and small teams managing tasks with a simple, card-based interface.

Trello uses a Kanban-style methodology for task management which will appeal to teams who like to visualize all the projects they have on the go and the specific tasks they need to complete.

Trello board

  • Boards, lists, and cards , where boards represent projects, lists are each project stage, and cards are for individual tasks. Users move cards between lists once they’ve completed them to indicate they’re ready for the next project stage
  • Multi-device compatibility , including availability on your browser and mobile devices, even when you’re offline
  • Collaboration , including commenting or tagging teammates on specific cards and adding relevant attachments

Trello pricing

  • Free : For up to 10 boards
  • Standard : Starting at $5/user/mo
  • Premium : Starting at $10/user/mo
  • Enterprise : Starting at $17.50/user/mo for larger organizations requiring advanced security and controls.

Related: Trello pricing , Trello vs. monday.com

6. Basecamp

Best for: Startups and small teams looking to centralize project communication and tasks.

Basecamp offers a way to set up a single page to house everything you need for each project.

  • Project scheduling tool which displays your deadlines, milestones, dated to-dos, and relevant events.
  • Campfire conversations which act as Basecamp’s in-built group chat tool.
  • Doors that are integrations to external tools like Slack, Airtable, Google Drive, Miro, etc.

Basecamp pricing

  • Basecamp : $15 per user/month
  • Basecamp Pro Unlimited : Starting from $299/month for unlimited users

Related: Basecamp alternatives

7. Evernote Teams

Best for: Creative teams requiring note-taking and information sharing in a digital workspace.

Evernote Teams is a collaborative workspace for note-taking, brainstorming, or hosting a company wiki. 

  • Real-time collaboration , including the ability to edit notes simultaneously. 
  • Task assignments , with functionality such as delegations and reminders. 
  • Searchable document repository to find the right note based on its title, keywords, content type, or dates. 

Evernote Teams pricing

  • Professional : From $17.99 per user/mo

Teams : From $20.83 per user/mo

8. Airtable

Best for: Data-driven teams wanting a flexible database and project management solution.

Airtable is a no-code database platform designed to help teams manage projects and store data.

  • Spreadsheet view with a drag-and-drop function to manipulate your data layout.
  • Multiple views, including Kanban, Gantt, List, and Calendar.
  • Rich media support , including the ability to attach videos, images, and audio files to your tasks.

Airtable pricing

  • Free : Designed for individuals or small teams
  • Plus : Starting at $10/seat/mo
  • Pro : Starting at $20/seat/mo
  • Enterprise : Custom pricing for larger teams requiring features like unlimited workspaces, extensions, and Salesforce & Jira on-prem sync integrations.

Related: Airtable pricing , Airtable vs. monday.com

9. Smartsheet

Best for : Teams involved in business operations requiring access to dynamic spreadsheet capabilities.

Smartsheet is a spreadsheet-like project management platform designed to help teams manage work, automate repetitive tasks, and collaborate on documents.

  • Multiple data views , including Grid, Chart, Gantt, and Calendar.
  • Pre-built templates for tasks like planning and budget goals which you can customize to fit your requirements.
  • Customizable forms to collect insights and data from internal or stakeholders.

Smartsheet pricing

There are four Smartsheet pricing options:

  • Free : Suitable for individuals
  • Pro : Starting at $7/user/mo
  • Business : Starting at $25/user/mo
  • Enterprise : Custom pricing is available for large teams, with access to Smartsheet Advance offerings.

Related: Smartsheet project management

10. HubSpot

Best for : Sales and marketing teams that need to track leads and manage customer relationships.

HubSpot isn’t a traditional task management software. However, it does offer the ability to add tasks within the CRM platform.

  • To-do list prioritization for scheduling tasks related to your customer base
  • Task dashboards which act as a base for your tasks, contact details, and meetings
  • Embedded reporting , including past task tracking of closed deals, calls made, and activities completed

HubSpot pricing

  • Free : $0 for marketing, sales, service, CMS, and operations tools
  • Starter : From $30 per month
  • Professional : From $1,600 per month
  • Enterprise : From $5,000 per month

11. Todoist

Best for: Small teams focused on a holistic approach to collaborative task management.

Todoist is a simple task management app that enables teams to manage tasks, projects, and collaboration in one place.

  • Task assignments including the ability to create projects, add tasks, set due dates, and assign responsibility.
  • Messaging functionality which allows team members to share files, discuss details and provide updates.
  • Task filtering so users can see each other’s activity streams or upcoming due dates.

Todoist pricing

  • Starter Plan: For up to 5 active projects.
  • Business Plan : From $6 per member/mo

12. MeisterTask

Best for : Creative teams seeking intuitive project planning and visual workflows.

MeisterTask is another Kanban-style task management tool that gives teams a clear overview of their to-do lists.

  • Agendas which are private boards visible only to individual team members
  • Task watchers to keep relevant people in the loop about specific tasks
  • Task relationships allow you to tag whether tasks are related or duplicates

MeisterTask pricing

  • Basic : For up to three projects
  • Pro : $8.25 per user/mo
  • Business : $20.75 per user/mo
  • Enterprise : Custom pricing is available for a dedicated account manager, personalized onboarding assistance, and SAML single sign-on.

Best for : Teams requiring knowledge-sharing and project management using a single platform.

Notion is an all-in-one workspace that uses custom blocks, including text, images, or tables, to store your notes, documents, and project tasks.

  • Task views allow you to filter by calendars, task lists, Gantt Charts, tables, and more
  • Template library with access to 5,000 customizable templates to suit your project tasks.
  • Integrations with tools like Loom or Slack so you can attach video messages or conversations to your tasks.

Notion pricing

  • Free : Small teams can try a limited block trial.
  • Plus : Starting from $8/user/mo
  • Business : Starting from $15/user/mo
  • Enterprise : Custom pricing with advanced security features, among other benefits.

14. MS Project

Best for : Large enterprises managing complex projects with advanced scheduling.

Microsoft Project is a platform that allows you to manage large-scale projects from a central location.

  • Coauthoring tools which allow multiple stakeholders to update task lists and project schedules simultaneously.
  • Interactive roadmaps you can build to increase visibility across your organization.
  • Timesheet submissions for capturing time spent on tasks.

MS Project pricing

MS Project is available as part of the following cloud-based packages:

  • Project Plan 1: $10 per user/mo
  • Project Plan 3 : $30 per user/mo
  • Project Plan 5: $55 per user/mo

15. Microsoft OneNote

Best for: Teams on a budget requiring collaborative note-taking and information organization.

Microsoft OneNote uses Notebooks as the highest level of organization within the platform, which includes sections and pages to store your notes and tasks.

  • Built-in OneNote templates for mapping out project lists
  • Task prioritization by adding High, Medium, or Low project tags
  • Handwriting compatibility using Surface or Surface Slim Pen 2 devices allows you to digitize your handwritten meeting notes and transform them into tasks

Microsoft OneNote pricing

OneNote is available with a Microsoft 365 subscription, which starts from $6 user/mo for a Business Basic package.

16. Adobe Workfront

Best for : Creative teams that need to manage projects, approvals, and digital assets.

Adobe Workfront is a cloud-based collaboration and project management solution that enables teams to track progress, tasks, resources, and budgets in one place.

  • Automated handoffs to simplify reviews and approval of work tasks.
  • Real-time dashboards that enable you to gain visibility of your work and address any bottlenecks.
  • Scenario planning tools to anticipate how incoming tasks will impact your team.

Adobe Workfront pricing

Adobe Workfront offers Select, Ultimate, Prime, and Custom pricing plans, but you must contact the vendor for an accurate quote.

Best for : Visual collaboration, brainstorming, and diagramming among remote teams.

Miro is a visual task management tool you can use as a digitized version of a whiteboard and sticky notes.

  • 2,000 Miro and community templates offering frameworks like mind maps and service blueprints.
  • Integrations with 130+ apps in your existing workflow, including Jira, Zoom, and Google Docs.
  • Flowchart maker to plot out the essential tasks in your project processes.

Miro pricing

  • Free : For unlimited team members.
  • Starter : From $8 per member/mo
  • Enterprise Plan : Custom pricing for SCIM license management, enhanced security with 2FA, domain control, etc.

Best for: Teams looking for integrated project management and communication.

Hive is a productivity software that enables teams to manage upcoming tasks and collaborate on wider projects.

  • Six project layouts , including database and summary views
  • Meeting note task assignment enabling you to take action following team discussions
  • External user task assignment if you need to work with guest users like freelancers, clients, or third-party business partners

Hive pricing

  • Teams : From $12 per user/mo
  • Enterprise : Custom pricing available for enhanced security and permissions, custom analytics, etc.

19. SmartTask

Best for : Businesses seeking an all-in-one platform for task management and CRM.

SmartTask is a work management platform with tools to organize recurring or one-off tasks.

  • Task estimates for individual tasks if you need to budget or allocate resources.
  • Video meetings which you can trigger directly from tasks.
  • Automatic tasks are generated by sending your email communications directly to SmartTask.

SmartTask pricing

  • Free : For unlimited users
  • Premium : From $7.98 per user/mo
  • Business : From $10.98 per user/mo
  • Enterprise : Custom pricing available, including white labeling, SSO, Enterprise API, etc.

Best for : Teams requiring dynamic spreadsheets and project management capabilities.

Any.do is a simple task management platform accessible from various desktop and mobile devices, including smartwatches.

  • Automated WhatsApp notifcations for deadline reminders.
  • Smart calendar view that displays all upcoming tasks in one place.
  • Task color-coding to categorize your work.

Any.do pricing

  • Personal : For individual users
  • Premium : From $3 per month
  • Teams : From $5 per user/mo

monday work management: the perfect team task management software

There are all kinds of task management apps, tools, and software at our fingertips to make us more productive than ever before. monday work management stands out from the rest by making team task management easier, while also being adaptable for all functions related to executing tasks, projects, and processes more efficiently. Here’s how it excels:

  • You can set up your task management views including Kanban, calendar, Gantt chart, and task list options.

Kanban

  • You can set rules for dynamic assignments, notifications upon task completion, and a lot more.

automations

  • You can integrate with 72+ favorite tools to make a seamless workflow.

integration

  • You can streamline communication with one place for comments, updates, and file sharing.
  • When you use monday work management as a project management software , you can get a ton of insights into the success and profitability of your project tasks with dedicated and customizable dashboards.
  • You can build custom workflows with no-code building blocks and choose from over 200 automation recipe options that make your team task planning so much more efficient.

Since monday work management  is built on a Work OS , it’s an all-in-one platform for everything your business needs, and can grow and scale along with it. You can use monday.com as a CRM for the sales team, create processes and workflows for marketing content, onboard new employees, and manage IT requests.

What is task management software used for?

Task management software is used to organize teams' workflows and projects by assigning tasks and tracking progress. It enables teams to collaborate more efficiently, reduce their reliance on email, and focus instead on progress tracking and delivery.

What are the benefits of team task management?

Teams who use task management software will enjoy the following benefits:

1. Increased clarity & visibility: Team task management is all about accountability. Each team member should know who is working on what, the requirements, and the time frame for the task. When mapped out for everyone involved, managing time, prioritizing tasks, and reassigning work becomes easier.

2. Reduced stress: Task management can prevent a lot of frustration because it relieves your team of questions like “Who is the owner of that task?” or “How can I prioritize my other work in accordance with this project?”

3. More data points for accurate project reporting: Task management isn’t just crucial for project planning and execution—it also comes in handy with post-project analysis. For example, if you’re managing cross-company content requests, you can track details like task completion date and department to get a big picture of demand over time.

4. Boosted productivity: 82% of people rely on a list or an email inbox as their means of task management. Surely there is a better way? Task management helps you accurately take stock of your tasks and assign priorities and deadlines. You can spend more time doing what matters most instead of searching for what to do next.

What is the simplest way of managing tasks?

Here are some classic steps for team task management, no matter what tool you decide to use:

1. Make a list of your team’s required tasks: Add additional details, such as which are recurring vs. one-off. Use a start and end date as your boundaries. 2. Add task deadlines and timeframes: This is critical information before you assign tasks to your team. Be sure to leave enough time for execution and feedback. 3. Assign task priorities: Different priority levels, such as low, medium, and high, provide a more granular view of what's important for your team. They can also help you refine due dates. 4. Note other relevant task information: You might include task dependencies, important files, or related client information. 5. Assign each task to a team member: Review each team member’s workload to ensure no one has too much on their plate. 6. Track your team’s progress: Check in with your team regularly to see if you need to make any adjustments.

monday work management can help you manage and automate many of these steps.

What are the 4 types of tasks?

To determine which tasks are a priority, some teams use the Eisenhower Matrix, which divides tasks into those that are:

1. Urgent and important, for example, if a deadline for a critical project is due today 2. Not urgent but important, for example, arranging a long-term planning and strategy development session 3. Urgent but not important, for example, attending a team social meeting in your calendar 4. Not urgent and not important, for example, browsing your social media feed.

task management tools examples

13 Best Personal Task Management Tools To Roadmap Your Projects

task management tools examples

If you find yourself frequently missing deadlines or forgetting to accomplish tasks, it may be time to clean up your act. Personal task management tools help you get organized and stay on track. These free and paid applications make it easy to create a new to-do list, review what you have left on your plate, and mark off what you’ve already accomplished. 

Some even sync with mobile devices so you can access your tasks from anywhere. There are several benefits to using a personal task management tool. It can help you stay on top of your workload, boost your productivity, and organize your tasks into manageable lists. 

Benefits of Task Management Tools

Task management tools help individuals and teams to stay organized by creating a centralized place to track all tasks, deadlines, and progress. This helps prevent important tasks from falling through the cracks and ensures that everyone is on the same page.

By using task management tools, individuals can prioritize their tasks and ensure that they are focusing on the most important ones. This helps increase productivity and ensures that time is being used effectively.

Task management tools facilitate collaboration between team members by allowing them to assign tasks to each other and track progress. This ensures that everyone is aware of what needs to be done and who is responsible for completing each task.

Task management tools provide a way to hold individuals and teams accountable for completing their tasks. This helps ensure that deadlines are met and that everyone is pulling their weight.

Task management tools automate many of the tedious and time-consuming tasks associated with task management, such as sending reminders and tracking progress. This frees up time for individuals to focus on more important tasks and increases efficiency.

Overall, task management tools are essential for individuals and organizations to stay organized, increase productivity, facilitate collaboration, ensure accountability, and improve efficiency.

Check out the top options below to help with your personal task management and productivity. 

Format: Web, iOS, Android

While ClickUp is a cloud-based collaboration and personal project management tool that offers docs, reminders, goals, calendars, and an inbox, it is also a great productivity tool that works as an excellent personal task management platform to help you work faster .

ClickUp is a completely customizable app, and so you can tweak and edit it based on your needs to list individual tasks and your personal todo list. While ClickUp is trusted by numerous leading companies like Google, Airbnb, Uber, and Nike, it is also trusted upon by millions of users who rely on it for their day-to-day personal task management. 

Best Features:

  • Allows deep and rich customizations.
  • Multitaskers can save time by using Hotkeys and /Slash Commands.

“Overall, I love ClickUp and would recommend it to anyone looking to easily manage their tasks and projects.” - Capterra

task management tools examples

  • Free Forever
  • Unlimited: $5/user/month
  • Business: $12/user/month
  • Business Plus: $19/user/month
  • Enterprise: Contact sales team

2. Google Tasks

Format: Android, iOS

Google Tasks is a great personal task management app for those looking to easily manage, capture, and edit tasks anytime and anywhere. Google Tasks effortlessly syncs across all your devices and is a smart choice for professionals and multitaskers who use Google products. Google Tasks easily integrates with Gmail and Google Calendar. 

  • Create tasks, subtasks, and view your to-do list.
  • Set due dates and times that synchronize with Google Calendar and add emails as tasks with Gmail.

“The integration with my emails and not having to open a new software to log tasks. I also like how the data relates to involved stakeholders to track the tasks, the simple way to add them, the ability to add a description and a date in one simple click. It is a basic project management tool, without all the added features.” - G2

task management tools examples

  • Free for Android and iOS apps.
  • TasksBoard is FREE and comes with premium features for $39.99/year

If you want to organize your individual tasks and stay on top of your productivity game, then Asana is an app to consider. Asana is a tremendous personal task management tool and is available as a web and mobile application. Asana will help you to categorize, organize, track, and manage your daily individual tasks. However, large teams might find it too simplistic .

  • Organize personal tasks efficiently and effortlessly as lists or Kanban boards. 
  • Track all your individual tasks and divide a larger task into smaller parts.
  • Attach files from your computer, Dropbox, or Google Drive to any task.

task management tools examples

“Asana is a web and mobile application that works perfectly, providing excellent solutions and features, allowing us to organize, track and plan our projects, it is a software that I love because it allows me to develop my work in a productive and collaborative way, save our ideas of Visually safe and hassle-free, I like this tool because it adapts to my needs with flexible features.” - G2

  • Basic: Free
  • Premium: US$10.99/user/month (billed annually)
  • Business: US$24.99/user/month (billed annually)

Check out these Asana Alternatives.

Trello is a Kanban-style, personal project management application that is perfect for listing your personal tasks and todo. Trello was originally created by Fog Creek Software in 2011 and is now a full-fledged, multi-faceted project and task management tool. If you are looking for an easy-to-use and effective personal task management app to use daily, then Trello’s kanban style of sorting and showcasing tasks will definitely help you stay more productive. 

task management tools examples

  • Trello cards help to organize work systematically
  • Trello’s in-built automation system, Butler, helps to reduce repetitive and tedious tasks. 
  • Easily integrates other productivity apps into your Trello with power-ups.

"I love how easy it was to just start using this software when compared to other more heavyweight alternatives. If you have a use case for just yourself or a team you will love Trello."

  • Business Class - $10/person /month
  • Enterprise - Tailored for your requirements

5. ProProfs Project

Format: Web, iOS, Android. 

ProProfs Project is a strong project management tool for individuals to manage day-to-day tasks. It offers a simple platform that lets you schedule your work for the day and accomplish them as per priority. You can set the priority levels at ‘Low,’ ‘Medium,’ and ‘High,’ indicating which tasks must be taken up first. This feature comes in handy, especially when dealing with time-sensitive tasks.

task management tools examples

  • Customize workflows with a quick drag and drop
  • Get real-time alerts and notifications for tasks

“ProProfs helped me manage my daily tasks so effortlessly. I can say it has been a knight in shining armor. In just a few clicks, I can now manage responsibilities across several assignments and squads, and from allocating resources to prioritizing, everything is a breeze.” -G2

  • Essentials - $2/user/month
  • Premium - $4/user/month

Looking for better alternatives? Take a look at our list of the top Proprofs alternatives this year!

Todoist is another great personal task management app that helps to stay on top of your daily activities and todo. If you are looking for an easy-to-use daily task management app for your personal tasks, then Todoist is a great choice. Todoist’s suite of rich features like scheduled tasks, personalized task views, subtasks, shared tasks, sub-projects, recurring tasks, labels, notifications, priority-based tasks, and more make it the perfect choice for multi-tasking professionals. 

  • Simplifies your personal tasks in one place.
  • Prioritizes personal tasks in an efficient way so you focus on the important tasks at the right times.

task management tools examples

"The design is really great at promoting a sense of accomplishment when you mark something as done and this helps you keep going.” - Capterra

  • Free plan for starters
  • Pro plan: USD $3/person/month
  • Business team plan: USD $5/person/month

Todoist vs ClickUp: Which Tool is Better for Project Management?

7. Microsoft To-Do

Microsoft To Do is another great personal project management app that you can use to boost personal productivity and task management. The cloud-based checklist app works seamlessly on a smartphone, tablet and computer. With Microsoft To Do, you can stay ahead of your personal work tasks and daily action points with ease and efficiency. Microsoft To Do uses the task management technology created by Wunderlist, which Microsoft acquired. You can also check out Microsoft Projects for task and project management

  • See all your personal management tasks in one easy to capture view.
  • Get Today, Tomorrow, and Week view in your Planned list and Outlook email. 

task management tools examples

"Microsoft To Do is very strongly recommended software for personal work managament. It is very effective tool for time management and progress tracking." - Capterra

Any.do is an award-winning productivity and task management platform used by millions of individual professionals and business teams. Any.do is a great option for high-performing professionals and mutti-taskers looking for a personal task management and productivity app. Any.do enables you to organize your tasks, lists and reminders in one easy-to-use app that syncs seamlessly across all your devices. 

task management tools examples

  • Any.do works seamlessly across multiple devices. 
  • Any.do enables you to customize your theme and color paletter based on your style, mood, and personality.

“This is the simplest and easy to use app. I have been using it for past few years and I really like this. The user interface is very well designed by keeping in mind users need. I feel like the issue with other apps is they integrate "ALOT" of functionalities in a single app, but the thing is as a user I am looking for something that I can just download and get started with manageing my day. Any.do excels in that area.” - G2

  • 6 months plan: $4.49/month
  • 12 months plan: $2.99/month
  • 1 month plan: $5.99/month

Format: MacOS, iOS, Android

Looking for a personal task management app that organizes all your tasks, to-dos, and meetings day-by-day, and work you need to do in one place? If yes, then Sunsama is definitely for you. Sunsama is trusted by the world's most successful professionals and companies like Uber, Hubspot, Spotify, and more. 

task management tools examples

  • Tasks you don't get to today automatically roll over to tomorrow.
  • Pull out which tasks you want to work on from your existing tools like Trello, Gmail, Asana, more.
  • Sunsama syncs with all your Google and Outlook Calendars.

"An excellent personal task management software" - G2

  • $10-per-month

10. Akiflow

Format: MacOS and Windows

Akiflow focuses on helping multi-taskers and profesionals by getting more productive faster. Akiflow helps to manage personal tasks, process them, and keep your schedule under control. Akiflow is a great task management tool for personal use as it reduces the effort required to keep yourself organised. Akiflow helps to prevent the most common mistakes that affect productivity. 

task management tools examples

  • Notifications to guide you throughout the day.
  • Integrates with all your productivity, calendar, and email apps. 

“Single tool to bring in all the tasks from various other apps/comms channels. Integrates directly with your calendar(s). Great for allocating specific blocks of time to complete different incoming tasksI particularly enjoy the shortcuts that save me a ton of time allocating the tasks. Integrations are superb, and the team is very responsive to user feedback. Over the last two months since launch, they have introduced a handful of handy integrations, including ClickUp, Notion, Gmail, etc.” - G2

  • Premium: $15 per month per user.

11. Week Plan

Are you a go-getting, high-performing individual looking for the right personal planner? If yes, then Week Plan is the right personal task management tool for you. Week Plan helps you manage your time and focus on what's important for yourself, family and work. Week Plan also helps to structure your weekly tasks based on priority and track time spent on each task.

task management tools examples

  • Week Plan’s Productivity Planner helps to plan your tasks and monitor your performance seamlessly.
  • Week Plan’s Goal Planner helps to set targets, design workflows, add milestones, and create tasks to achieve your goal.

“Planning is such an important factor for me, this has helped me so much at work due to the ability to organize my things and to concentrate in the things I need the most. Definitely Week Plan has crushed it!” - Capterra

  • Free: 7-day trial 
  • Monthly: $10.83 per month
  • Yearly: $104 per year

12. DragApp

Looking for an email-centric personal task management tool? DragApp maybe for you. DragApp helps to navigate between tools and from the tedium of forwarding or cc’ing emails. Drag turns Gmail into your personal workspace – one place, many workspaces for you and your team. With Drag, you can manage your to-do’s, schedule deadlines, and add notes on top of email. Drag helps to organize your day, and free up time in your day. 

  • Email sequences allow you to automatically follow-up. 
  • Create Kanban boards in Gmail for better individual task management.

“Great app, suberp customer service, very cost-effective, love it!” - G2

  • Plus: $8/ user / month
  • Pro: $12/ user / month

13. OmniFocus

Format: MacOS, iOS, and Web

OmniFocus is a personal task manager with the goal of helping individuals capture thoughts and ideas into to do lists. OmniFocus is a handy and dynamic task management tool for busy professionals. With OmniFocus, you can focus on the right tasks at the right time. OmniFocus makes it simple to capture and schedule tasks and is deeply integrated with Apple devices. 

  • Powerful features like forecasting, projects, and tagging make OmniFocus a powerful task manager.
  • OmniFocus syncs across all your Apple devices or to your PC. 

"For me, people marvel at how I stay calm and focused in the midst of accomplishing so much, and this is my secret." - Capterra

  • Free: 14-day trial
  • Traditional License: $99.99 USD
  • Subscription: $9.99 USD/mo

Get Everything in Order with Personal Task Management

If you’re overwhelmed by a number of tasks and ideas swirling around in your brain, a personal task management tool can help you get everything in order. These applications can help you create a visual representation of your to-dos, set reminders, and prioritize your tasks. These applications including project management and business messaging apps make it simple to work with a team and organize your tasks and ensure that you stick to your deadlines. You can use them on any device and sync between them so that no matter where you are, you’ll always have access to your to-do list. 

You can look for the best project management software apps if you're handling bigger projects and teams.

However, with so many options out there, it can be difficult to choose the best one for you.

Carefully think about which features are most important for you, and then try a few out to see which ones help you be the most productive and help you balance out your life.

task management tools examples

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Calendar & tasks in one platform with clickup..

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  • Project management software and tools: ...

Project management software and tools: Your best picks for 2024

Alicia Raeburn contributor headshot

Project management software connects teams, enabling everyone in the organization to prioritize the work that matters most. Software that fosters this type of high-level collaboration is essential for most companies. But at a glance, many of the tools organizations use have seemingly similar features. Use our guide to narrow down your choices and understand which tools are best for different types of companies.

If you manage work, you’re a project manager. But that wasn’t always the case. For many years, the only people responsible for managing projects were (unsurprisingly) project managers. These highly specialized roles used legacy tools that required extensive training and knowledge to use. 

Now, almost everyone is expected to manage their own projects, and these outdated tools are no longer practical. And while project manager roles and legacy softwares still exist, modern project management software has adapted to fill the needs of a more dynamic, collaborative workforce.

Whether you’re a brand new business owner who just needs help with invoicing or you're operating a multi-national company, there’s a project management software that’s right for you. Read on to see which project management software fits your company's needs.

What is project management software?

Project management software is a tool that helps teams to organize, track, and execute work. In its simplest form, you can think of project management software as an interactive workspace, where you coordinate the way you work, collaborate, and communicate with others. But the best project management software goes far beyond that—connecting your most advanced workflows across the company and helping you achieve your biggest, boldest goals. 

It’s a broad category, and can be as simple as digital checklists or as advanced as a full work management platform. The type of project management software you choose—and the way you use it—will depend on the size, needs, and overarching goals of your organization.

Why use project management software?

These days, everyone manages projects, but they don’t always have the tools they need to manage projects effectively. This often leads to teams using a spreadsheet, which is great for organizing work but doesn't show real-time updates. Spreadsheets are extremely manual, and can actually impede cross-functional collaboration. In short, they lack the capabilities of project management software. 

That’s why project management software is so crucial to today’s working environment. Among its many benefits, project management software serves as the connector for work, teams, stakeholders, goals, and everything in between.

The benefits of project management software

Focus your work. You’ll get more done—but more importantly, you’ll get the right work done. With project management software, you’re less likely to duplicate work or waste time searching for materials.

Reduce busywork. With project management software, you can connect every single task to goals that support the company’s biggest, broadest vision—so everyone knows how they’re driving the success of the company with every project. When employees understand how their day-to-day tasks impact the company, they’re even more motivated to produce their best possible work.

Create a system of record. Project management software serves as a system of record for all your projects and their related tasks. As a result, you can simultaneously store information while also making it easier for stakeholders and teams to access and use that information.

Increase cross-functional collaboration . Project management software is, at its core, a team collaboration tool. By bringing together work, goals, and people across projects, teams, and departments, project management software helps you build an interconnected, thriving cross-functional organization.

Store work safely. Ever delete a cell by accident in your spreadsheet? Or forget where you saved your latest to-do list ? Keeping everything cloud-based both helps you stay organized and reduces the chance of you losing work—all while maintaining your privacy. 

The 11 best project management software & tools in 2024 

There’s a wide range of project management software available in today’s market—choosing just one can feel overwhelming. That’s why we compiled this list of the best products in the industry today, and the types of businesses they’re most likely to help. See how each one compares, and the different ways project management software can streamline and enhance your work.

[Product UI] Campaign management project example (Timeline)

1. Asana: Best for enterprise companies

Asana goes beyond traditional project management software to provide a full work management solution that supports the dynamic, changing needs of enterprise companies. Asana doesn't just help you manage your tasks (although you can do that too)—it connects all the work your company is doing to your highest-level goals and business strategy. With Asana, you get so much more than project management software, including:

Integrations to all your favorite tools and systems, so you can keep your work organized in one platform.

Goals that connect to everyone and every task across your company, so you can ensure the work that gets done is always the most important.

Automations for tasks, scheduling, assigning work, and much more—all designed to reduce the amount of time you spend on low-priority busywork.

Ready-made project templates so you can get to work on your most important tasks right away.

Reporting dashboards that automatically update stakeholders and eliminate status update meetings.

Security, privacy, and compliance features that keep your data safe.

Discover even more of what Asana can do.

2. Trello: Best for simple project management

Trello is a Kanban-board style project management software , owned by Atlassian. In Trello, you nest project tasks under boards labeled with an overarching theme. For example, you might have a board for “Not started,” “In Progress,” and “Complete.” The setup makes it easy to track project progress from board to board, which is helpful when you need a simple tool for small projects.

3. Smartsheet: Best for spreadsheet lovers

Think of Smartsheet as an advanced version of a spreadsheet, with more capabilities. This system can be intuitive for companies who traditionally used spreadsheets for project management, such as time tracking with timesheets. 

4. Jira: Best for Agile-specific project management

Designed specifically for software development, Jira comes ready to launch for teams that use the Agile methodology to do their work. Owned by parent company Atlassian, Jira is often used for common development projects like bug tracking, as well as projects that use the Scrum process .

5. Monday: Best for small businesses

Monday offers a broad spectrum of apps that make it easy to implement and get started right away. This works for small businesses who are new to project management software, though once you rev up your work, company size, or collaboration across teams, you might hit a threshold for what’s possible.

6. Clickup: Best for small teams or startups

Clickup’s intuitive and colorful interface makes it easy to understand and adopt. Clickup is a popular choice for startups with limited resources and smaller teams that may not need as many capabilities. 

7. Notion: Best for notetakers

Notion is an elevated system to create and store dynamic documents, sheets, and note taking. This works best for companies or individuals who just need a more organized space for thoughts and ideas, though Notion can feel limited in how you can work with others in the tool itself.

8. Airtable: Best for those who want to build it themselves

Airtable provides a flexible no- and low-code database you can use to build your own bespoke project management system (or other custom application). For those who prefer to oversee the backend development of their project management software, Airtable offers that option.

9. Wrike: Best for client management

Wrike offers stackable storage and security in an easy-to-use format, so both clients and internal teams can safely access information. This can be helpful when you’re working with external partners, such as clients, in addition to managing work as a company.

10. Workfront: Best for marketing-only teams

Workfront (owned by Adobe) is a project management software that was initially developed for marketers. They’ve built out their platform to be a tool for all teams, but because it’s so targeted, users may struggle to coordinate with other teams outside of the marketing department. 

11. Microsoft: Best for personal tools

Microsoft Office is often labeled as a project management tool, but that’s mostly because their products are a staple at any company. Because we already know and understand how to use them, Microsoft Office products are often the first tool managers turn to when they start experimenting with project management. But the reality is, Excel spreadsheets and docs weren’t built for collaboration, so you’re better off using them in conjunction with full-fledged project management software. 

Features to look for in your project management tool

[Product UI] Sprint plans project in Asana (Boards)

Ready to buy? Each project management system will have different features and functionality, but we recommend you prioritize a platform with these features at a minimum:

Collaboration features that enable work between team members, departments, and across the company—including file sharing, project tracking, and resource management.

A platform that provides portfolio management capabilities and the ability to connect goals to actionable tasks, so the entire company can see how all work is connected.

A mobile app so you can send off approvals, receive timely notifications, and manage projects on the go.

Project and reporting dashboards that are easy to access and view.

Varying project view styles that support all your project types and operations, including Gantt charts , Kanban boards, Lists, and Calendars (so as your company grows, you know your software has the capability to grow with it).

Enhanced project scheduling to set due dates, create important milestones, and easily track time so everything stays on schedule.

Project management app integrations that fit your custom business needs.

Automations and dependencies that update you and stakeholders in real-time.

The best project management software is the one that grows with you

A lot of project management software claims similar features, and at a basic level, many of them are the same. But when you choose a project management solution, it shouldn’t just be another tool. It should be a full-fledged project management platform that enables you and your team to get their best work done, with less effort. 

This means you need a platform that continues to grow, expand, and adapt as your company does. The last thing you need is to hit a ceiling just when you’re getting into your ideal workflow. Asana is built for enterprise teams, which means it can support your project management work from the beginning—when you’re a one-person team with an idea—all the way through your Fortune 100 growth. In fact, more than 80% of Fortune 100 companies use Asana*.

With Asana, it’s not just about putting out more deliverables. Instead, Asana focuses on how you can connect and leverage every aspect of your company’s work, goals, and resources to produce the right work. 

Project management software FAQ 

Which software is best for project management.

The best project management software is the one with the features you need. Look for a tool like Asana , a full work management platform where you can integrate the apps you already use, connect goals to work tasks, break down silos between teams, and automate time-consuming busywork.

What type of software is project management software?

Project management software is a type of software used for every aspect of project management. Often, this includes everything from the project planning stages (resource allocation, setting due dates, and building and assigning work task lists) to project scheduling, tracking, and reporting. The best project management software will help you coordinate and automate work not just across projects, but also across portfolios, teams, and departments.

What’s the difference between project management software and task management software?

Task management software is used strictly to manage tasks and is focused on production. Often, this looks like a digital to-do list with more capabilities. Project management software goes beyond task management to the actual planning, coordination, and goals of a project. This incorporates the bigger-picture, high-impact work and the actionable tasks you need to get there. Good project management software will also have task management capabilities, but the reverse isn’t always true.

How does project management software work?

Project management software is a tool to help you coordinate everything you need for project management. Often, this includes capabilities to create and assign tasks, scheduling all aspects of a project, and coordinating with others in your project team. The best project management software will also enable you to work cross-functionally across all teams, departments, and projects within your organization.

Is project management software worth it?

The short answer: yes! Project management software has an almost endless list of benefits. Most people immediately think of productivity as the reason to purchase project management software, but the right project management software can do more than increase your output. If you invest in the best project management software, you can break down silos and connect your entire company to your largest visions and goals. This enables everyone to work better on the projects that matter most.

*Accurate as of September 7, 2022 . Asana makes no representations about updating this number.

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Your To Do List and Beyond: 8 Powerful Ways to Manage Your Tasks

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There are so many things you need to do, and so many ways you could keep track of them. Search the App Store for "to do list," and you'll find thousands of tools that all promise to help you increase your productivity and get more done.

An app is only the start. There are also the various methods of keeping track of your to dos, each with their strong points and some so complicated there are entire books about them. It can be so tough to find the right method and app for you, it's often easier to just give up and try to juggle all of your tasks in your head.

It doesn't have to be that way. In this article, we'll take you through the most popular task management methods so you can pick out the perfect way to manage the things you need to do. Then, in a related article, we'll show you the best apps for each of those methods. That'll give you the tools you need to stay productive this year and beyond.

Choosing the Right Task Management Method

When it comes to task management, there's no one-size-fits-all option. Just as some people learn better visually while others learn far better audibly, there are task management methods that'll fit you perfectly—and others that'll never work for you no matter how hard you try.

In this article, you'll receive an overview along with the pros and cons of each of the following task management methods:

The "Grocery List" Method

Reminders.app

The "Grocery List" method, or just organizing tasks in simple lists, is by far the most popular task management method. It's the way you'll likely organize tasks without even thinking about it. It puts all tasks and their respective due dates front-and-center with no fluff. There are dozens of apps that use this method of organizing your tasks, and their straightforward lists make the apps look and feel very similar to a grocery list you'd make when heading to the store.

These simple apps are great for people like myself that get a rush from finally checking tasks off of a list and moving onto the next task. When using a grocery list style app, there are no small details to check off, so you're left with the big picture for all of your tasks.

Grocery List apps often have some essential organization features to go along with the bare tasks. For instance, most have the ability to set a due date and some can set reminders for tasks using a device's location.

That being said, Grocery List-style apps may not be practical for everyone. If you need to manage small tasks within larger tasks or like being able to track the progress of a task or project, Grocery List methods aren't for you. Don't fret though, because there are plenty of other task management strategies for you.

The Grocery List Method Pros and Cons

Pros: Grocery List- esque applications are generally simple enough that they require little setup and are easy to use.

Cons: Not as great at tracking small details or handling large projects.

Getting Things Done®

OmniFocus

Getting Things Done ® and GTD ® are registered trademarks of the David Allen Company.

For example, when working on an article, I can use a powerful list-based task management app to make a new project for the article and then add tasks for sections of an article, reminders to proofread, and make a list of all additional resources required to complete the article. At the same time, I can have projects for my home tasks, other ongoing projects at work, and more.

Most standard GTD apps have note taking and file-drop capabilities. This is very useful when starting a project, as you can attach all of your ideas and related files to the task, ensuring you won't forget any small details and giving you a one-stop-shop for your task's resources.

Some GTD applications also have built-in calendars that show your tasks and projects with their respective due dates. This can be an absolute godsend when juggling multiple projects for different clients with separate due dates. You'll also usually be able to keep up with notes and files related to your tasks in the apps.

The basic idea with GTD is that you can get everything out of your head and into your to do list app, organized in lists of related tasks with each task tagged (or categorized) according to the place or context in which you’ll do the task, and with any data related to that task attached as a note. It’s a lot of stuff in each tasks to make sure you won’t have to juggle anything in your head and can focus on what you’re doing.

Getting Things Done Pros and Cons

Pros: GTD applications can track every step of a task and often have other interesting features.

Cons: These applications can be confusing to set up and too cluttered for some.

The Text Editor Method

todo.txt

Using text editors for task management has been around for quite some time. In fact, the 'emacs' app in Terminal has its own text-based task management command. Text editors give you the freedom to manage tasks how you'd like and be free of the visual distractions of a Grocery List app.

If you already have a preferred text editor, there's no need to download another task management app: Just use what you already know. On top of this, the text file you use to manage your tasks is universal, so you can switch devices and platforms without disrupting your workflow.

Today.txt is even simpler than Todo.txt: it's a three line paragraph stressing one task. The text file starts with "If nothing else, today I am going to __ ." and ends with "If I do this and only this, it will be a good day." This makes the method more motivation than anything else, but it a good way to keep yourself focused when feeling distracted.

Either method—or your own personal method of organizing stuff you need to do in a text editor—could work equally well. And, if you already have a to do list app you like but want a way to keep yourself focused on what needs done today , Today.txt could be a good addition to your workflow.

The Text Editor Method Pros and Cons

Pros: Using a text editor is a simple and free way to manage your tasks. You can set up your workflow however you'd like, using programs you're familiar with.

Cons: Plain text lists can often be too barebones for some and require some setup and management to keep organized.

The Kanban Method

kanban

Take pen-and-paper to do management a step further with Kanban productivity. This method, in its purest form, takes Post-It notes, a cork board, and labels, and organizes tasks by progression. To start with Kanban, split your cork board into three sections: to do, doing, and done. Write tasks on color-coded Post-It notes and stick them in their respective step of progression. As your tasks progress, move them to their new spots on the cork board to track them. You can color-code tasks by client, project, or any other differentiator, and can add as much or little detail to each task as you want.

The Kanban Method Pros and Cons

Pros: The big picture is always in front of you and your team.

Cons: Small details can be left out, which may cause information overload for some.

The Rows, Columns n' Sheets Method

spreadsheet

Spreadsheets are often overlooked when it comes to task management, especially in the mobile space. But they can be as powerful of a tool for task management as you let them be. Due to spreadsheets' flexibility, they're an especially great way to manage a ton of projects and tasks.

When using a spreadsheet, you can make different sheets for different types of tasks. For example, one sheet can be for work tasks and another for home errands, each with columns to keep track of data that makes sense for each. Tasks can be placed in individual rows, and cells can be color-coded to represent their importance or other key parts of a task.

If you're working in a team, you can use Google Sheet to make a no-frills group task management system. Just make a new shared Sheet, add your team members, and create color-coded cells to assign tasks. And since Google Sheets has a built-in chat client, it's easy to collaborate with team members.

The Rows, Columns n' Sheets Method Pros and Cons

Pros: You can use familiar tools to create a versatile environment for your tasks.

Cons: Like text-based applications, using spreadsheets for task management can be too basic for some. On top of this, using spreadsheets aren't the prettiest way to manage tasks.

Team-Based Productivity

Trello

To do apps aren't just for managing your own tasks. When you're working with your team, you need a way to keep up with what everyone's working on and what's left to finish your team projects.

Enter team-based productivity apps.

Team-based productivity apps are often list-based applications that let everyone have their own accounts. They're also usually web apps that'll run in any browser, with mobile apps to work on the go. Team members can add and edit tasks as well as discuss tasks within a comment thread or IM-like service, making collaborating and group task management far simpler.

Many team-based applications have features similar to that of the aforementioned GTD method. Beyond setting due dates, tasks can often have sub-tasks and the larger projects can be organized in their own boards or lists to keep everything organized for each of your different projects or clients. Most will even let you add files to tasks, so you can keep everything needed to complete the task in one spot.

Team-Based Productivity Pros and Cons

Pros: Team-based apps are generally cross-platform and are great for keeping teams on track and encourage collaboration. Additionally, they can be used for personal work if needed.

Cons: These applications can be time consuming to set up and expensive for a full team.

Good Ol' Pen and Paper

paper

I'm sure you didn't expect to see this mentioned alongside methods of managing tasks with apps, but sometimes it's best to use pen and paper for task management—especially if you have a problem with checking Twitter instead of staying on task. When using a notebook to manage tasks, you're completely disconnected from the internet and its distractions, keeping you on track.

Pen and Paper Pros and Cons

Pros: Paper notes are distraction-free and require no connectivity.

Cons: Not as versatile as other methods in this list, and can be tough to back up.

The String-Around-The-Finger Method

string

Even though a notification on your phone can be a great reminder to complete a task, nothing jogs your memory like a change in something you use everyday. A classic example of this is tying a string around your finger. Or if you prefer a modern take on the method, wrap a rubberband around your phone.

The basic idea is: Put something in your way when you're thinking of something you need to do. Then, the next time you notice that thing—string, rubberband or whatever—your mind will be jogged to remember the task.

Getting a bit more technical with this idea, rearranging app icons or changing your phone's wallpaper are other good ways to jog your memory. If you're using this method on the desktop, you can set special photos or text as your screensaver or my personal favorite: putting a Post-It note in the center of my laptop's screen. Either way, doing something that's out of the ordinary can be a great way to make sure you remember what you need to do.

The String-Around-The-Finger Method and Cons

Pros: The simplest possible way to remind yourself to do something.

Cons: You might end up forgetting why you tied the string in the first place, and it works only well for single, one-off tasks.

Picking the Best Method for You

Like various learning methods, different task management strategies place focus in different areas. For example, the "Grocery List" method of task management places all crucial information upfront, while leaving many small details out of the picture. That's a great option if you just want a simple way to keep track of what needs done now .

But, if you're a more detail-oriented person, using a powerful task management will be more your speed. You'll be able to keep track of every tiny detail, manage multiple projects, and much more, all from one app. You can plan your whole life here, not just the stuff you're doing today.

Both the simple Grocery List apps and more advanced Getting Things Done apps, though, often have fancier interfaces, and they force you to work the way they're designed. If you're the kind that likes your tools to be deeply customizable or if the fancy interfaces of both of these methods throw you off, managing tasks in a text editor or spreadsheet may be best.

Working together? Give the team task management apps—or even a shared spreadsheet—a shot. Or if you'd rather a low-tech solution, mix everything up and write team tasks on a whiteboard.

There's no perfect way to manage your tasks, and you might even need more than one method to keep up with everything you're doing. Just experiment with your own variant of any of these methods, and start getting your tasks organized.

Go Get Things Done

If you're planning on using an app to manage your tasks, there are dozens of to do list apps that could work for you. But which one is the best for your needs? Here are our recommendations:

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Andrew Kunesh

Andrew is a freelance writer and user experience nerd from Chicago, IL. In his free time, you’ll find Andrew trotting the globe in search of the perfect cup of coffee. Follow @andrewkunesh on Twitter.

  • Personal productivity
  • Project management
  • Task management & to-do lists
  • Product management

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10 Best AI Project Management Tools 2024

Our top picks of the best AI project management tools will give you key insights on choosing the right solution for your business.

Project Management inscription surrounded by virtual project management related icons on a blue background.

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AI project management tools combine the power of artificial intelligence with traditional project management techniques to optimize productivity, streamline processes, and improve overall project outcomes. These project management tools use AI capabilities to automate tasks, provide predictive analytics, optimize resource allocation, and enhance decision-making.

Especially with today’s increasingly complex projects, AI project management tools empower organizations to deliver projects with far greater efficiency.

In our review of the best AI project management software, we analyzed the best PM software for different categories of users across various industries. See our top picks for the best AI project management tools of 2024 to determine which one is the best option for your company.

  • ClickUp : Best overall
  • Notion : Best for simplicity and ease of use
  • Taskade : Best for real-time collaboration
  • Basecamp : Best for small teams and startups
  • Asana : Best for advanced PM features
  • Wrike : Best for the enterprise
  • Trello : Best for affordability and integrations
  • OneCal : Best for schedule management
  • Forecast : Best for predictable project execution and risk management
  • Motion : Best for automating project planning

TABLE OF CONTENTS

Best AI Project Management Tools: Comparison Chart

ClickUp icon.

ClickUp: Best Overall

Overall rating: 4.5/5.

ClickUp helps teams organize tasks, track progress, collaborate, and manage workflows. It offers a wide array of features, including task management, document sharing, time tracking, goal setting, calendar integration, and more.

Our review of ClickUp highlights the platform’s exceptional feature set, earning a solid 5 out of 5 rating. Users appreciate the robust project management capabilities, collaboration tools, and integrations that ClickUp offers. We scored its pricing 4.1 due to its affordability relative to comparable tools on the market. While the platform’s ease of use received a rating of 4, indicating minor room for improvement in user experience and onboarding, the excellent support provided by ClickUp garnered a perfect 5 rating, as it offers 24/7 support and extensive resources to assist users.

ClickUp has an artificial intelligence add-on feature available in ClickUp’s paid plans. With ClickUp AI, users can access over 100 crafted prompts and inputs tailored for different roles within the team. This feature allows you to generate ideas, action items, documents, and summaries, helping to fast-track writing and workflows with consistency and clarity in communication.

Pros and Cons

  • Free: No cost for unlimited team members, but it lacks support for AI capabilities.
  • Unlimited: $7 per user per month, billed annually, or $10 per user per month, billed monthly.
  • Business: $12 per user per month, billed annually, or $19 per user per month, billed monthly.
  • Enterprise: Custom quote.
  • ClickUp AI: You can add it to any paid plan for $5 per user per month.
  • AI compatibility across all paid plans.
  • Multiple views – up to 16 – including list, kanban, Gantt, timeline, and table.
  • Advanced automation.
  • In-app video recording.
  • Agile project management.

Notion icon.

Notion: Best for Simplicity and Ease of Use

Notion is a workspace app that lets you take notes, write documents, create databases, collaborate with others, and organize your ideas in one centralized place. It is ideal for personal organization, work projects, and team collaboration. Notion has an artificial intelligence feature within the platform, offering unlimited access to tools such as Q&A, autofill, and writer. With Q&A, you can get instant answers to your questions; the autofill allows you to pull insights from hundreds of pages at once; and the writer tool can help you brainstorm new ideas and create first drafts for your projects.

Notion received an overall rating of 4.5 out of 5. It earned top marks in feature set and pricing, earning a perfect 5. While Notion excels in feature set and pricing, it falls short in support, receiving a medium score of 3 out of 5.

  • Free: No cost for personal use. Unlike ClickUp, you can add Notion AI to its free plan.
  • Plus: $8 per user per month, billed annually, or $10 per user per month, billed monthly.
  • Business: $15 per user per month, billed annually, or $18 per user per month, billed monthly.
  • Notion AI: You can add Notion AI to your workspace for $8 per user per month billed annually or $10 per member per month billed monthly.
  • Notion AI’s key capabilities include question and answer, autofill, and writing tools.
  • Multiple views (timeline, boards, calendar, and more).
  • Basic and advanced automation.
  • Subtasks and dependencies.
  • Real-time collaboration.

Taskade icon.

Taskade: Best for Real-Time Collaboration

Overall rating: 4.2/5.

Taskade is a productivity tool that helps individuals and teams collaborate, manage tasks, and stay organized. It offers features such as task lists, notes, outlines, and mind maps, along with the ability to easily share and collaborate on projects with others.

Taskade received a perfect score of 5 out of 5 for features, as it’s equipped with many AI project management capabilities that facilitate task organization, scheduling, and collaboration.

The platform uses various AI models such as GPT-3.5 , GPT-4 Turbo, and GPT-4 Turbo 128K. For instance, the AI Project Studio is powered by GPT-4, enabling users to generate tailor-made, AI-powered workflow templates, thus enhancing project creation speed. The AI Chat Assistant and AI Task Assistant offer many AI-assisted commands to streamline task management and workspace interactions.

  • Free forever: No cost for one user.
  • Taskade Pro: $8 per user per month, billed annually, or $10 per user per month, billed monthly.
  • Taskade for Teams: $16 per user per month, billed annually, or $20 per user per month, billed monthly.
  • 1,000+ AI agent templates.
  • 500+ AI prompt templates.
  • AI-assisted productivity.
  • Project management templates.

Basecamp icon.

Basecamp: Best for Small Teams and Startups

Overall rating: 4.1/5.

Basecamp is popular among small to medium-sized businesses and remote teams for its user-friendly interface and robust features. It is a project management and collaboration tool that helps teams stay organized and work together more efficiently. It allows teams to create to-do lists, share files, communicate with team members, and track project progress.

Basecamp uses AI in its Move the Needle and Mission Control features to analyze project data and provide insights on a project’s performance. This AI-driven feature can help project managers identify potential risks or areas of concern, allowing them to take proactive steps to address issues and keep projects on track.

A 30-day free trial is available.

  • Basecamp: $15 per user per month.
  • Basecamp Pro Unlimited: $299 per month, billed annually, or $349 per month, billed month-to-month.
  • Document management.
  • Extensive collaboration options.
  • Task management.
  • Move the Needle and Mission Control special tools.
  • Real-time chat.
  • Automatic check-in.

Asana icon.

Asana: Best for Advanced Project Management Features

With an excellent rating of 4.1 out of 5, Asana earns a spot on our list for its extensive project management features. Through its Asana Intelligence, it offers various features and functionalities that use AI and machine learning to enhance the user experience and improve productivity.

For example, its smart editor analyzes the content entered by the user and provides suggestions for formatting and organization. Through smart summary, Asana can generate summaries of tasks, projects, or team progress based on data within the platform, giving users a quick overview of important information without digging through individual tasks.

The smart answers feature uses AI to provide users instant answers to common questions or problems within Asana.

  • Personal: No cost for up to 10 team members. Ideal for small teams or individuals.
  • Starter: $10.99 per user per month, billed annually, or $13.49 per user per month, billed monthly. Ideal for small businesses.
  • Advanced: $24.99 per user per month, billed annually, or $30.49 per user per month, billed monthly. Best for small and mid-sized businesses.
  • Enterprise: Custom quotes. Best for large enterprises.
  • Enterprise+: Custom quotes. The solution is a good fit for large enterprises with strict compliance requirements.
  • Integrates with hundreds of third-party tools.
  • Task dependencies.
  • Asana Intelligence.
  • Multiple view options.

Wrike icon.

Wrike: Best for Enterprise

Overall rating: 3.8/5.

Wrike received a perfect score for support and an excellent mark for ease of use. However, it falls short on pricing as its cost is somewhat high and only supports annual subscriptions, making it less flexible for smaller businesses. Despite this, its range of AI project management features and customization options make it popular for larger enterprises and teams looking for a more robust project management solution.

For AI PM features, Wrike has an AI-powered Work Intelligence capability that helps teams predict project risks by analyzing patterns and data to identify potential issues before they arise. It also offers generative AI capability , AI-recommended tasks, AI subitem creation, smart search, document processing and text recognition, smart replies and quick reactions, and voice assistant interaction on its mobile app. These AI features can enhance productivity, streamline workflow, and improve team collaboration.

  • Free: No cost for an unlimited number of users.
  • Team: $9.80 per user per month, billed annually.
  • Business:  $24.80 per user per month, billed annually.
  • Enterprise: Custom quotes.
  • Pinnacle: Custom quotes.
  • AI Recommended Tasks.
  • AI Project Risk Prediction.
  • Smart search.
  • Voice assistant interaction.
  • Smart replies and quick reactions.
  • Document processing and text recognition.
  • Advanced analytics and data visualizations.

Trello icon.

Trello: Best for Affordability and Integrations

Trello’s overall score of 3.8 out of 5, includes a rating of 3.5 for its feature set, indicating that it has a decent range of AI project management features, but it’s not as comprehensive as some other project management tools.

Trello is user-friendly and intuitive, making it easy for users to navigate and use its features, hence the excellent score for ease of use. Its support rating of 5 highlights Trello’s outstanding customer support, meaning you can expect prompt and helpful assistance when needed. Trello’s AI PM feature is backed by the Atlassian Intelligence tool. You can use this feature to boost your Trello card description with AI-powered content generation, correction, and brainstorming.

  • Free: Up to 10 boards per workspace.
  • Standard: $5 per user per month if billed annually, or $6 per user per month if billed monthly.
  • Premium: $10 per user per month if billed annually, or $12.50 per user per month if billed monthly.
  • Enterprise: Range from $7.38 to $17.50 per user per month when billed annually. Your actual rate depends on the number of users in your organization.
  • Extensive integrations (known as Power-Ups).
  • Multiple views, including calendar, timeline, table, dashboard, and map.
  • AI-driven content generation, grammar correction, and brainstorming with Atlassian Intelligence.

OneCal icon.

OneCal: Best for Schedule Management

Overall rating: 3.1/5.

While OneCal received good to excellent score across our ranking criteria, it performs poorly in terms of feature set — this is largely due to the fact that the software is not a dedicated project management tool, though it does have significant PM functionality.

Whether you’re an executive, manager, freelancer, or consultant, OneCal can streamline your scheduling process and ensure you stay organized across all your calendars.

OneCal lets you easily synchronize your project deadlines, team meetings, and personal events across all your calendars. This will help you stay on track with your projects, avoid conflicts, and maintain a healthy work-life balance. For example, managers can use OneCal to coordinate team meetings, client calls, and project milestones without the risk of double booking or missing important deadlines, while freelancers can leverage OneCal to automate their calendar scheduling and prioritize their client projects, ensuring they meet all their project deadlines.

A 14-day free trial is available.

  • Starter: $4 per user per month, billed annually, or $5 per user per month, billed monthly.
  • Essential: $8.3 per user per month, billed annually, or $10 per user per month, billed monthly.
  • Premium: $25 per user per month, billed annually, or $30 per user per month, billed monthly.
  • Calendar sync.
  • Booking link.
  • Calendar view.
  • Multi-way syncs.

Forecast icon.

Forecast App: Best for Predictable Project Execution and Risk Management

Forecast combines AI project management with resource and financial management in one single platform. Its AI project management capability offers AI-assisted task management, capacity and demand planning, task assignment, scheduling, approvals, risk management, status tracking, and timesheets.

This integrated solution helps streamline workflows, improve collaboration, and optimize resource allocation, leading to more efficient project delivery. One downside of this solution is that it lacks transparent pricing and might not be suitable for small businesses with limited budgets. Thus, it received a poor rating for pricing in our analysis.

Contact the company for a custom quote.

  • AI-assisted task management.
  • AI-assisted capacity and demand planning.
  • Task assignment, scheduling, and approvals.
  • AI-assisted risk and status management.
  • AI assisted timesheets.

Motion icon.

Motion: Best for Automating Project Planning

Overall rating: 3/5.

With Motion, project tasks are seamlessly integrated into daily workflows, reducing the chances of tasks being forgotten or overlooked.

Motion project management tool integrates with your team’s calendars to ensure project work is visible and prioritized. It automates the planning process, creating personalized schedules for each team member to help them meet project deadlines. Motion is designed to automate 90% of project planning tasks, making it easier for teams to stay on track and maximize productivity.

It received a below-average score for pricing due to its lack of a free plan and high cost compared to other project management tools.

  • Individual: $19 per month, billed annually, or $34 billed monthly.
  • Team: $12 per user per month, billed annually, or $20 per user per month, billed monthly.
  • Calendar management.
  • Project management.
  • Automated scheduling and planning with AI.
  • Automated planning and prioritization of tasks for each team member.

How to Choose the Best AI Project Management Tool for Your Business

To determine the best AI project management software for your company, you must assess your organization’s needs to determine which aspect of your PM you need to augment with AI. ClickUp and Trello work well for AI content generation and summarization, while Notion and Wrike excel at smart searches and answer generation.

If you don’t want to miss tasks, consider using OneCal and Motion to sync tasks with your calendar. Forecast App will benefit those interested in project risk prediction and evaluation.

Additionally, consider the scalability of the AI project management tool. As your business grows and evolves, you want a tool that can grow with you. Integration capabilities are also necessary, so ensure the tool can easily integrate with other software and tools you may already be using.

How We Evaluated the Best AI Project Management Tools

We analyzed the most satisfactory AI project management software across four categories using 13 data points to help you discover which tool will serve your company’s needs best.

Feature Set – 35%

We assessed the range and quality of features offered by each tool, including AI capabilities, assistance with writing, automated task management, extensive integrations, and the use of AI/ML to boost performance. The more comprehensive and advanced the feature set, the higher the score.

Pricing – 25%

We considered the cost of each tool and its value for money. We looked at pricing plans, including any additional costs for AI features or premium functions, and compared them with competitors to determine each tool’s affordability and competitiveness.

Ease of Use – 25%

To determine the score for this category, we tested each tool’s user interface and user experience to evaluate how intuitive and user-friendly it was. We also assessed the learning curve involved in setting up and using the tool as well as the learning curve for users who may be new to AI project management tools.

Support – 15%

We looked at the level of customer support provided by each tool, including availability, responsiveness, and the quality of assistance offered. This includes resources such as tutorials, documentation, and online communities.

Frequently Asked Questions (FAQs)

Are ai project management tools suitable for all types of projects.

AI project management tools can benefit various types of projects. However, their suitability depends on the project’s complexity, team size, industry, and specific needs.

They are particularly effective for projects that involve repetitive tasks, data analysis, resource optimization, and complex scheduling. For straightforward or smaller-scale projects, simpler project management tools might suffice.

Can AI Project Management Tools Integrate with Other Software and Tools?

Yes, you can connect it with other software and tools commonly used in project management and business operations. These integrations can include collaboration platforms like Slack or Microsoft Teams, document management systems, CRM software , accounting tools, and more. All the tools we analyzed in this top product integrate with several third-party applications.

What Types of Tasks Can AI Project Management Tools Automate?

  • Scheduling and resource allocation.
  • Task assignment and prioritization.
  • Data analysis and reporting.
  • Risk assessment and mitigation.
  • Communication and collaboration.
  • Progress tracking.
  • Report generation.

Bottom Line: AI Project Management Tools Improve Workflow

The best AI project management tools offer a blend of automated and advanced features and functionalities to support your project management processes. Keep in mind that finding the best AI project management tool for your business requires a thorough assessment of your organization’s needs and goals.

Whether you’re looking to streamline content generation, enhance task synchronization, or predict project risks, the tools we reviewed in this guide can improve your workflow – and help you achieve your objectives. Consider implementing one of the top AI project management tools mentioned above to optimize your complex projects.

For a full portrait of the AI vendors serving a wide array of business needs, read our in-depth guide:  150+ Top AI Companies

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The Best CRM Software for 2024

By Mark Fairlie • May 14, 2024

Salesforce logo

Best for Small Businesses

monday CRM logo

Best for Project Management

Pipedrive logo

Best for Automation

Freshsales logo

Best for Communication

NetSuite logo

Best for ERP Capabilities

If you feel your marketing, sales and support teams should get better results, it may be time to invest in top-notch customer relationship management (CRM) software . The right CRM software can help you generate more leads, improve sales conversion rates and deliver market-leading after-sales service. 

There are numerous CRM providers, each with unique selling points and target markets. I’ve researched and analyzed 10 of the leading CRM software vendors, paying particular attention to their essential features, strengths, target users and best use cases to help you decide on the best CRM platform for your needs. 

What is CRM software?

CRM software is an application that helps businesses efficiently manage, track and store all lead, prospect and customer interactions during their buying journeys . CRM systems give marketing teams the data and insights they need to run more successful campaigns. They store in-depth customer histories to help sales reps close deals and assist support teams in resolving issues across multiple communication channels. 

CRM platforms improve efficiency via customized lead- and ticket-management tools and workflow automations that handle repetitive manual tasks, freeing teams to focus on more strategic work. CRM software generates in-depth business performance reports that help leaders make better decisions and identify opportunities to become more efficient and profitable.

Best CRM Software

  • Salesforce: Best for Small Businesses
  • monday: Best for Project Management
  • Pipedrive: Best for Automation
  • Freshsales: Best for Communication
  • NetSuite: Best for ERP Capabilities
  • Zoho CRM: Best for Remote and Hybrid Teams
  • Hubspot: Best for Integrations
  • Insightly: Best for Customization
  • Zendesk: Best for Complete Customer Life Cycle
  • Thryv: Best for Service Businesses

Compare Our Best Picks

Salesforce logo

Salesforce Best for Small Businesses

Pros & cons, our review for salesforce.

When reviewing Salesforce CRM, I was impressed that this platform brought enterprise-level functionality to small-business owners.

For example, Salesforce’s powerful artificial intelligence (AI) features are the best executed and most useful on the market. For a small fee on top of your subscription package, Salesforce’s Einstein AI will handle jobs such as finding and executing time-saving workflow automations, thereby reducing the time your staff spends on manual data-entry tasks.

I was also impressed that Salesforce centralizes data from other apps so that sales, marketing and customer service teams always work with the latest information. I found the omnichannel communication platform excellent for mass marketing and one-to-one conversations between a company and its customers. Perhaps most impressive is the availability of thousands of built-in and third-party apps, many of which are free or low-cost.

monday CRM logo

monday Best for Project Management

Our review for monday.

monday is a great example of a CRM system that prioritizes the user experience . Out of the box, it offers excellent sales pipeline management tools, a leading customer data management system, an easy-to-use workflow automation suite and excellent team collaboration tools.

I was impressed by how monday extends the best aspects of its project management tools — specifically, the logical, clear and intuitive interface — to help users quickly and accurately customize numerous business processes, including lead generation pipelines and automated analytics and reporting. Users can access hundreds of preloaded process customization templates.

I really like the platform’s attention to detail. Workflow tools such as Kanban and Gantt reports and color-coded leads in the visual sales pipelines let managers know where every live deal is at a glance.

You’ll need to connect the platform to third-party apps to unlock mass marketing and one-to-one communication tools. However, there’s an excellent app selection, and the integration process is straightforward.

Pipedrive logo

Pipedrive Best for Automation

Our review for pipedrive.

Pipedrive is an excellent sales-focused tool for managing multiple deals at different stages. The vendor understands its target market well, as is evident in the platform’s vast array of sales tools and automations.

CRM software works best when it knows its audience, and Pipedrive gets this exactly right. Companies have numerous options to improve sales performance. For example, they can create multiple sales pipelines or set up helpful reminders and notifications when a sales rep needs to move a deal to the next stage.

Users get more than 30 pre-built and fully customizable sales task management automations out of the box, including handy functions that launch welcome campaigns and send introductory emails.

I really like the Smart Contact Data option, which appends the customer records on a company’s database with LinkedIn data. Third-party configure-price-quote (CPQ) apps are excellent for companies with highly customized products and services at various price levels.

Pipeline’s built-in marketing platform is excellent, especially the email marketing and power dialing features. The 400 apps in the platform’s marketplace can extend this solution’s functionality.

Freshsales logo

Freshsales Best for Communication

Our review for freshsales.

Strong customer relationships are built on regular, quality, predictable and personalized communications at all stages of the sales cycle. I like how Freshsales CRM, part of the Freshworks platform, handles this task.

The solution’s email, telemarketing and social media marketing platforms are well designed and easy to use for prospecting. For companies running Freshsales, outreach will become much more straightforward and manageable.

The platform’s sales management features are also excellent. I was impressed with the platform’s built-in AI, which can help reps identify promising leads. I also like how the VoIP system allows reps to connect with customers in more than 90 countries from within the platform.

Although Freshsales has many upsides, there’s a slight learning curve for setting up and executing sales automations, workflows and other features. However, you should still consider this system because of its excellent wider functionality, especially its reporting and analytics.

I like how the platform integrates seamlessly with Google Business Messages, Line, WhatsApp, Messenger, SMS and more. An impressive 500 apps are available in the Freshworks marketplace.

NetSuite logo

NetSuite Best for ERP Capabilities

Our review for netsuite.

You must subscribe to NetSuite’s broader ERP package to use NetSuite CRM. However, if you do, NetSuite CRM is an excellent option for your business. It’s a capable and feature-packed CRM solution.

Like most modern CRM systems , NetSuite CRM allows you to track a customer’s progress from initial contact to the point of sale and beyond. The ERP part of the software fills in the details in between, making it a viable solution for even the most complicated businesses.

Unlike most other platforms I looked at, NetSuite CRM doesn’t have a built-in omnichannel communications and marketing tool, which I found disappointing. You’ll need to use third-party providers for this function. However, NetSuite will record the data these plug-ins generate, so the CRM software can provide high-level functions, like sales forecasting, CPQ, granular analytics and reporting, upsell recommendations and e-commerce management.

I like that NetSuite is incredibly customizable; you can get it to work precisely as you envision it. If you want to extend the platform’s functionality, you can select from more than 2,000 apps in the NetSuite marketplace.

Zoho CRM

Zoho CRM Best for Remote and Hybrid Teams

Our review for zoho crm.

Zoho CRM is an excellent option for businesses with remote teams and hybrid working arrangements. I really like how the system simplifies remote work management and helps you create uniform, specific workflows for teams in various locations.

In companies where office attendance is not compulsory, maintaining high standards across the board can be challenging. However, Zoho CRM’s customizable workflow options effectively address this concern.

The well-stocked Zoho marketplace offers more than 1,000 apps. I was pleased to see the number of communication and collaboration apps this CRM tool offers, including popular software such as Slack, Mailchimp, Google Workspace, GoTo Meeting, Docusign and Everbrite.

All users get access to Zoho’s impressive omnichannel platform that supports mass and one-way communication with customers by phone, email, social media, messaging apps and even website chatbots.

The Zoho mobile app is particularly impressive. It offers full functionality for both managers and agents. Many platforms treat mobile apps as an afterthought, but that’s not the case for Zoho. I was pleasantly surprised by how effectively Zia, the platform’s AI assistant, works on the mobile app, helping staff members complete routine tasks and manage their days effectively.

Hubspot logo

Hubspot Best for Integrations

Our review for hubspot.

The HubSpot marketplace is not the biggest; NetSuite and Salesforce have twice the number of apps. However, I was impressed that HubSpot’s marketplace had a wide assortment of apps focused solely on improving marketing, sales and customer service team performance.

Since its launch, HubSpot has been the tool of choice for companies that want to drive better results from their marketing and sales teams. It has an excellent — and well-justified — reputation in the marketplace.

The platform’s built-in marketing and sales automation features are superb. If you want to extend functionality, you can choose from more than 750 marketing apps, 600 sales apps and 200 customer service apps in the marketplace.

I found much to like about HubSpot, including its standout omnichannel communications and marketing platform. And if customers want to contact you in a specific way, HubSpot has an app for that.

HubSpot’s customer segmentation and general marketing tools are superb, as are the reports that link responses to campaigns (attributions), forecast sales volumes, and identify drop-off locations in sales funnels.

The user interface is simple, making it a breeze to set up and manage automations. I really like that HubSpot offers a free plan with limited functionality so you can test the platform at no cost.

Insightly logo

Insightly Best for Customization

Our review for insightly.

Insightly CRM is highly intuitive and comes packed with dozens of valuable features out of the box. While it’s a lesser-known platform, I like that it has attracted enough developers to populate its marketplace with an impressive 2,000 available integrations.

More than 260 sales and marketing apps are available in Insightly’s app marketplace, with direct links to Shopify, Adobe Commerce, Microsoft Advertising, Buffer (social media marketing), X (formerly Twitter) and Twilio. The marketplace also boasts app categories such as AI and machine learning, collaboration, finance and accounting, and project management. I really appreciate the volume and quality of the available apps.

I was also impressed by how simple Insightly makes it to customize dashboards and automate repetitive tasks. These features free managers to focus on their core activities, making the tools particularly crucial for improving team productivity and performance.

Analytics and reporting are superb across the board. I was impressed by the level of granularity the system provides on marketing campaign performance and customer satisfaction levels.

Zendesk logo

Zendesk Best for Complete Customer Life Cycle

Our review for zendesk.

I was impressed that Zendesk’s unified customer database allows companies to manage all stages of the sales cycle, from cold prospecting to closing deals and beyond.

As more sales and inquiries come from online forms, I appreciate how Zendesk measures, analyzes and reports on dozens of client touchpoints. Sales managers can monitor a diverse range of metrics to see what works best. These include email click-through and open rates, website visits, inbound calls and texts, and more.

I really like that Zendesk provides features to help you build a self-service online knowledge base for your customers. The AI tools can help you decide what content to use on the self-service areas. You also get a choice of more than 100 visual layouts and themes, which is great for branding.

Zendesk’s omnichannel communications tool is excellent for mass marketing and one-to-one communications. I particularly like the power dialer, as phones are still crucial all-around tools in marketing, sales and support.

I also appreciate Zendesk’s customizability and collaboration tools, particularly the “side conversations,” where a colleague can join a live conversation with a client or act as a “light agent,” hiding their involvement.

Thryv logo

Thryv Best for Service Businesses

Our review for thryv.

Thryv is a simple, versatile CRM system and a compelling proposition for service businesses, especially smaller firms that serve local areas.

There are two primary services: Marketing Center and Business Center.

  • Marketing Center: I was underwhelmed by the Marketing Center options, which are designed to help you build and manage marketing campaigns. This service costs between $199 and $349 monthly, with a $250 onboarding fee. I found this a bit pricey; you could probably source many of this offering’s functions for $1,000 from freelancers on sites such as Fiverr.
  • Business Center: The Business Center is a much better package. It’s a scaled-back CRM system with features that are essential to service businesses, like sending estimates and invoices, accepting client payments, and recording appointments. Healthcare businesses can add HIPAA compliance for an additional small fee each month. The Professional and Unlimited packages cost between $349 and $499 a month, which is pricey if you have only two or three employees. The Business Center package offers many features from the Marketing Center option, plus either 10,000 or unlimited email and SMS marketing messages.

Thryv is somewhat lacking compared with the other CRM systems on this list. However, it has earned its place here because it’s an intuitive, user-friendly system that offers smaller service businesses a highly relevant set of features. If the vendor changed from a per-location pricing model to a per-user model, this platform could be more compelling for its target market.

CRM software costs

CRM systems have become much more affordable in recent years, especially as many platforms target small business owners. Several factors contribute to CRM software costs, including the following: 

  • Subscription costs: You typically pay a per-user-per-month charge for CRM software (with the exception of Thryv, which charges per location). Starter packages can range from as little as $9 per user per month with Freshsales to $25 per user per month with Salesforce. Most platforms offer tiers where the number of bundled services increases with the price. Many CRM vendors offer a discount if you pay your subscription fees annually in advance instead of monthly.
  • Add-on fees: CRM platforms often charge add-on fees for utilizing third-party apps and integrations to boost functionality. Other add-on services, including AI functions, incur additional costs. Add-on fees are typically charged per user per month.
  • Fees for exceeding limits: You also may need to pay extra for exceeding limited options, like API calls and workflow allotments. However, this is generally only for high-level enterprise users.
  • Setup fees: Some providers charge setup and implementation fees. For example, HubSpot charges a $3,000 professional onboarding fee for its Marketing Hub Professional package.

How to choose CRM software

To find the right CRM software for your business, follow these steps.

Decide on the most valuable CRM features for your business.

Before you research CRM vendors, consider precisely what you want your CRM to do. Isolate areas of your business where you could improve, and determine what your company needs to perform to your standards.

If you’re clear on what you want from the get-go, you’ll improve your chances of finding the right solution and not overpaying for features you don’t need.

Set a budget, evaluate options and make a CRM software short list.

Even a small-business CRM system can incur thousands of dollars in monthly fees. Set a budget and stick with it so costs don’t spiral out of control. 

Next, build a short list of potential CRM suppliers. The ones in this guide are a great starting point. You also may benefit from visiting the websites of trade associations and membership organizations related to your industry. These resources will likely offer advice and list special offers on CRM solutions.

You can also survey colleagues, suppliers and customers to learn about their CRM systems.

Contact CRM vendors for free demos and trials.

Contact the CRM vendors on your short list. Many offer free trials of 14 to 30 days. If they don’t, they’ll almost certainly offer a free demonstration. 

Here are a few tips for this stage: 

  • Tell the vendor your budget. When you contact the vendor, explain what you need the system to do, and share your monthly or annual budget. 
  • Test-drive the CRM. During your free trial, upload some data to the platform, and determine how easy it is to use features such as contact management tools. Test all of the core CRM features you’d want in your system to see how well the software functions. 
  • Contact customer support. During your trial, contact customer service. Ask the representative to explain how to customize a specific function. You’ll be able to test how quick and responsive the platform’s support teams are.
  • Ensure you get a thorough demo. If you’re only offered a free demo, ask the rep to walk you through all of the sales, marketing and service tools you’ll need. For example, ask them to demonstrate how to use the platform’s marketing automation features to run an email marketing campaign or show you how the software handles the sales process from start to finish.
  • Involve your team in evaluations. Involve other members of your team when you’re testing CRM software, particularly if they’ll be the ones using the system after it’s rolled out.

Get quotes for the most promising CRM systems.

Request quotes from the vendors whose platforms impressed you the most. Although most CRM providers have set pricing based on user numbers and features, many have some flexibility, particularly if they’re competing with other vendors for your business.

If you already have CRM software and are thinking about switching to a new one, you can also use this process to try reducing the fees you’re paying your current supplier.

Read online reviews of your CRM finalists.

Before making your final decision, check out online user reviews of the CRM platforms you’re considering. 

User reviews will give you an idea of how the system performs in the real world and how responsive support teams are when issues arise. If you can find reviews from companies in the same industry as you, they’ll be even more relevant. It may be worthwhile to go with a more expensive option if the solution’s customers are pleased with its responsiveness and uptime. 

Methodology

When evaluating CRM platforms to find the best options, I examined their marketing campaign functions to rate how well they generated leads and improved sales. I also looked at how well they enriched customer and prospect data, as well as their workflow automation capabilities and their after-sales support. From 65 prospects, I researched 25 in depth and selected the 10 on this page as best-in-class. I assigned best use cases to each vendor based on various factors, including customizability, workflow automations, data enrichment, AI enhancements, reporting, analytics, on-platform features and third-party integrations.

CRM software FAQs

Examples of CRM software include HubSpot, Salesforce, Zendesk, monday Sales CRM and Pipedrive.

What are the three types of CRM?

The three types of CRM systems are operational, collaborative and analytical. Operational CRM software focuses on streamlining a business’s operations and customer interactions. They focus mainly on a company’s sales, marketing and service departments. Collaborative CRM systems are designed to improve communication and collaboration among people within a business, its customers and other partners. Analytical CRM systems analyze customer data and interactions to provide insights that inform business decisions and strategies. Modern CRM software has elements of all three system types.

Which CRM is the easiest to use?

CRM systems vary in complexity. However, reviewers and users consider HubSpot, monday, Zendesk, Zoho and Insightly to be highly usable CRMs.

Is Salesforce a CRM?

Yes, Salesforce is a CRM that launched in the 1990s and has become one of the most popular customer relationship management software packages, with 150,000 users.

What is the number one CRM in the world?

Although there’s much competition in the market, many analysts consider Salesforce the number one CRM in the world based on the number of users and applications available for the platform.

Predictive Maintenance Examples from 6 Different Industries

Unscheduled equipment downtime is a nightmare for any industry, increasing costs and reducing productivity. The introduction of predictive maintenance has equipped businesses with a powerful tool to prevent such disruptions.

By harnessing the power of sensors, advanced analytics, machine learning, and artificial intelligence, organizations can predict and prevent equipment failures before they occur, reducing downtime and maximizing productivity.

In this article, we explore 30 different examples of how predictive maintenance is making a significant impact across a variety of sectors.

The role of predictive maintenance in asset management 

Predictive maintenance is the monitoring of equipment and assets in real-time to identify signs of wear and tear that could potentially lead to failures. This enables just-in-time maintenance that minimizes downtime and maximizes operational efficiency.

predictive maintenance workflow

The technological foundation of predictive maintenance is rooted in the integration of the Internet of Things (IoT), artificial intelligence (AI), and cloud computing:

  • IoT sensors installed in equipment collect vast amounts of data in real time, monitoring various parameters like temperature, vibration, and pressure. 
  • This data is then processed and analyzed using AI and machine learning algorithms to detect patterns and anomalies that indicate potential failures.
  • Cloud computing plays a pivotal role in the process, facilitating the storage, processing, and analysis of large volumes of data. 

Together, these technologies empower businesses with actionable insights to make informed decisions on asset maintenance . This helps them ensure optimal productivity and an extended asset lifespan.

Predictive maintenance examples in manufacturing

Downtime in manufacturing can cause significant financial losses, with interruptions in production, delayed deliveries, and increased maintenance costs . Predictive maintenance helps minimize these losses, allowing manufacturers to monitor the health of critical assets in real time and take proactive action before breakdowns occur.

Here are a few specific examples:

  • Vibration monitoring in CNC machines: Utilizing sensors to detect unusual vibrations or sounds that indicate wear and tear, enabling timely maintenance.
  • Temperature tracking in motors: Implementing thermal imaging or sensors to monitor the temperature and prevent overheating.
  • Oil quality in hydraulic systems: Analyzing oil quality to predict and prevent mechanical failures, ensuring the optimal performance of hydraulic systems.
  • Air pressure monitoring in pneumatic systems: Employing sensors to track air pressure levels and predict potential leaks or failures.
  • Wear analysis in conveyor belts: Using machine vision or sensors to monitor wear and tear, preventing unexpected breakdowns.

Predictive maintenance examples in the oil and gas industry

The oil and gas industry faces unique challenges when it comes to monitoring and maintaining equipment, particularly in remote and offshore locations. Traditional maintenance approaches that rely on scheduled inspections, can’t offer enough visibility into the real-time condition of critical assets. 

Predictive maintenance emerges as a solution to these challenges, enabling precise maintenance interventions based on anomaly detection without compromising performance or safety standards.

Here are some practical examples:

  • Compressor monitoring: Employing sensors to track the performance, vibration, and temperature of compressors to prevent failures and optimize efficiency.
  • Pipeline integrity: Using ultrasonic sensors or smart pig devices to detect corrosion, cracks, or leaks in pipelines, enabling proactive repairs.
  • Drilling equipment health: Implementing sensors to monitor the condition of drill bits, pumps, and other essential drilling equipment, predicting wear and tear.
  • Valve and pump performance: Analyzing data from IoT sensors to assess the health and performance of valves and pumps, aiding in timely maintenance.
  • Gas leak detection: Using advanced sensors and machine learning algorithms to detect and alert about potential gas leaks before they become an environmental or safety risk.

Predictive maintenance examples in aircraft maintenance

Aircraft maintenance is governed by strict regulations and standards to ensure passenger safety. Traditional maintenance methods that rely on scheduled inspections can sometimes result in either unnecessary inspections or undetected issues that compromise safety and performance. 

Predictive maintenance offers a more nuanced approach, leveraging real-time data to provide insights into the actual condition of aircraft components, facilitating timely interventions based on need, rather than a predetermined schedule.

Examples include:

  • Engine monitoring: Utilizing sensors to continuously monitor engine performance, detecting anomalies in vibration, temperature, or pressure that could indicate impending failures.
  • Landing gear health: Installing sensors in the landing gear assembly to assess the condition of different components and catch wear and tear or other issues as early as possible.
  • Avionics systems: Implementing real-time monitoring of avionics systems to identify potential electronic or system failures before they occur.
  • Hydraulic systems monitoring: Analyzing data from sensors to maintain the optimal performance of hydraulic systems, predicting and preventing issues like leaks or pressure loss.
  • Structural integrity: Using advanced sensors and imaging technology to detect structural issues, such as corrosion or cracks, enabling proactive maintenance .

Predictive maintenance examples in the healthcare industry

In healthcare, equipment reliability is not just about operational efficiency but is intrinsically linked to patient safety and quality of care. Predictive maintenance empowers healthcare organizations to effectively monitor their life-saving equipment and infrastructure, scheduling maintenance based on actual wear and performance data to ensure optimal equipment availability and reliability.

  • MRI and CT scanners: Sensors monitor magnet temperature, coolant levels, and calibration status for anomalies like overheating, low coolant, or calibration drift.
  • Ventilators: Detection of reduced airflow, pressure anomalies, or clogged filters enables immediate corrective actions, ensuring continuous optimal performance and patient comfort and safety.
  • Sterilization equipment: Using sensors to identify issues like temperature deviations or pressure inconsistencies ensures that maintenance occurs before sterilization quality is compromised.
  • Infusion pumps: Monitoring mechanical and electronic components to detect anomalies like irregular flow rates or electrical malfunctions ensures precise medication delivery and patient safety.
  • Diagnostic Equipment: Employing sensors to track the performance of equipment like EKG and ultrasound machines, identifying issues such as signal interference or image clarity degradation.

Predictive maintenance examples in the energy sector

The energy sector plays a crucial role in powering our modern world. Equipment efficiency and reliability in this sector directly impact the delivery of energy to millions of homes and businesses. With the escalating demands for energy, downtime or equipment failure leads to significant service interruptions and financial losses.

  • Transformer monitoring: The health of transformers is tracked by monitoring oil quality, temperature, and electrical currents. Anomalies like oil degradation or current fluctuations are identified for timely maintenance, averting failures and outages.
  • Generator performance: By using real-time sensors to monitor vibration, temperature, and electrical output, businesses can pinpoint issues like overheating or electrical imbalances to optimize generator performance and longevity.
  • Grid systems: Implementing advanced monitoring technologies to detect fluctuations or imbalances in the grid enables immediate interventions that uphold grid stability and prevent blackouts.
  • Nuclear reactor health: Advanced sensors continuously monitor radiation levels, temperature, and pressure, identifying irregularities and ensuring that the reactor operates safely and efficiently.
  • Battery storage systems: Sensors track temperature, charge cycles, and voltage, finding anomalies that trigger maintenance activities — ensuring optimized battery performance and reliable energy storage.

Predictive maintenance examples in real estate and facilities management

In the real estate and facilities management sector, optimum performance and longevity of building systems and equipment is paramount to providing safe and comfortable spaces for occupants. Unexpected equipment failures can lead to costly repairs, decreased property value, and dissatisfied occupants.

  • HVAC systems: Sensors monitor temperature, airflow, and humidity levels, identifying irregularities like unexpected temperature fluctuations or reduced airflow, and facilitating preemptive maintenance to ensure comfort and air quality.
  • Elevator and escalator performance: Utilizing sensors to track mechanical performance and wear, pinpointing issues like motor strain or misalignment.
  • Security systems: Implementing real-time monitoring to assess the operational integrity of alarms, cameras, and sensors, identifying failures or vulnerabilities.
  • Plumbing systems: Employing sensors and analytics to monitor pressure and flow rates, detecting leaks or blockages early to prevent water damage and maintain system efficiency.
  • Electrical systems: Utilizing sensors to monitor load, voltage, and current, catching unusual fluctuations or overloads to ensure safety and system reliability.

Use Limble CMMS to run your predictive maintenance programs

Implementing and running predictive maintenance is so much easier when you have the right software support. 

With built-in PdM templates, seamless preconfigured sensor integration, and a partnership with the global leader in industrial data analytics and visualization, Limble CMMS offers you a plug-and-play package for starting your own predictive maintenance program . 

If you’re seriously considering investing in predictive maintenance, this is a great place to start. Reach out to our team to learn more.  

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AI Is Everybody’s Business

This briefing presents three principles to guide business leaders when making AI investments: invest in practices that build capabilities required for AI, involve all your people in your AI journey, and focus on realizing value from your AI projects. The principles are supported by the MIT CISR data monetization research, and the briefing illustrates them using examples from the Australia Taxation Office and CarMax. The three principles apply to any kind of AI, defined as technology that performs human-like cognitive tasks; subsequent briefings will present management advice distinct to machine learning and generative tools, respectively.

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Any visitor to the website can read many MIT CISR Research Briefings in the webpage. But site users who have signed up on the site and are logged in can download all available briefings, plus get access to additional content. Even more content is available to members of MIT CISR member organizations .

Author Barb Wixom reads this research briefing as part of our audio edition of the series. Follow the series on SoundCloud.

DOWNLOAD THE TRANSCRIPT

Today, everybody across the organization is hungry to know more about AI. What is it good for? Should I trust it? Will it take my job? Business leaders are investing in massive training programs, partnering with promising vendors and consultants, and collaborating with peers to identify ways to benefit from AI and avoid the risk of AI missteps. They are trying to understand how to manage AI responsibly and at scale.

Our book Data Is Everybody’s Business: The Fundamentals of Data Monetization describes how organizations make money using their data.[foot]Barbara H. Wixom, Cynthia M. Beath, and Leslie Owens, Data Is Everybody's Business: The Fundamentals of Data Monetization , (Cambridge: The MIT Press, 2023), https://mitpress.mit.edu/9780262048217/data-is-everybodys-business/ .[/foot] We wrote the book to clarify what data monetization is (the conversion of data into financial returns) and how to do it (by using data to improve work, wrap products and experiences, and sell informational solutions). AI technology’s role in this is to help data monetization project teams use data in ways that humans cannot, usually because of big complexity or scope or required speed. In our data monetization research, we have regularly seen leaders use AI effectively to realize extraordinary business goals. In this briefing, we explain how such leaders achieve big AI wins and maximize financial returns.

Using AI in Data Monetization

AI refers to the ability of machines to perform human-like cognitive tasks.[foot]See Hind Benbya, Thomas H. Davenport, and Stella Pachidi, “Special Issue Editorial: Artificial Intelligence in Organizations: Current State and Future Opportunities , ” MIS Quarterly Executive 19, no. 4 (December 2020), https://aisel.aisnet.org/misqe/vol19/iss4/4 .[/foot] Since 2019, MIT CISR researchers have been studying deployed data monetization initiatives that rely on machine learning and predictive algorithms, commonly referred to as predictive AI.[foot]This research draws on a Q1 to Q2 2019 asynchronous discussion about AI-related challenges with fifty-three data executives from the MIT CISR Data Research Advisory Board; more than one hundred structured interviews with AI professionals regarding fifty-two AI projects from Q3 2019 to Q2 2020; and ten AI project narratives published by MIT CISR between 2020 and 2023.[/foot] Such initiatives use large data repositories to recognize patterns across time, draw inferences, and predict outcomes and future trends. For example, the Australian Taxation Office (ATO) used machine learning, neural nets, and decision trees to understand citizen tax-filing behaviors and produce respectful nudges that helped citizens abide by Australia’s work-related expense policies. In 2018, the nudging resulted in AUD$113 million in changed claim amounts.[foot]I. A. Someh, B. H. Wixom, and R. W. Gregory, “The Australian Taxation Office: Creating Value with Advanced Analytics,” MIT CISR Working Paper No. 447, November 2020, https://cisr.mit.edu/publication/MIT_CISRwp447_ATOAdvancedAnalytics_SomehWixomGregory .[/foot]

In 2023, we began exploring data monetization initiatives that rely on generative AI.[foot]This research draws on two asynchronous generative AI discussions (Q3 2023, N=35; Q1 2024, N=34) regarding investments and capabilities and roles and skills, respectively, with data executives from the MIT CISR Data Research Advisory Board. It also draws on in-progress case studies with large organizations in the publishing, building materials, and equipment manufacturing industries.[/foot] This type of AI analyzes vast amounts of text or image data to discern patterns in them. Using these patterns, generative AI can create new text, software code, images, or videos, usually in response to user prompts. Organizations are now beginning to openly discuss data monetization initiative deployments that include generative AI technologies. For example, used vehicle retailer CarMax reported using OpenAI’s ChatGPT chatbot to help aggregate customer reviews and other car information from multiple data sets to create helpful, easy-to-read summaries about individual used cars for its online shoppers. At any point in time, CarMax has on average 50,000 cars on its website, so to produce such content without AI the company would require hundreds of content writers and years of time; using ChatGPT, the company’s content team can generate summaries in hours.[foot]Paula Rooney, “CarMax drives business value with GPT-3.5,” CIO , May 5, 2023, https://www.cio.com/article/475487/carmax-drives-business-value-with-gpt-3-5.html ; Hayete Gallot and Shamim Mohammad, “Taking the car-buying experience to the max with AI,” January 2, 2024, in Pivotal with Hayete Gallot, produced by Larj Media, podcast, MP3 audio, https://podcasts.apple.com/us/podcast/taking-the-car-buying-experience-to-the-max-with-ai/id1667013760?i=1000640365455 .[/foot]

Big advancements in machine learning, generative tools, and other AI technologies inspire big investments when leaders believe the technologies can help satisfy pent-up demand for solutions that previously seemed out of reach. However, there is a lot to learn about novel technologies before we can properly manage them. In this year’s MIT CISR research, we are studying predictive and generative AI from several angles. This briefing is the first in a series; in future briefings we will present management advice specific to machine learning and generative tools. For now, we present three principles supported by our data monetization research to guide business leaders when making AI investments of any kind: invest in practices that build capabilities required for AI, involve all your people in your AI journey, and focus on realizing value from your AI projects.

Principle 1: Invest in Practices That Build Capabilities Required for AI

Succeeding with AI depends on having deep data science skills that help teams successfully build and validate effective models. In fact, organizations need deep data science skills even when the models they are using are embedded in tools and partner solutions, including to evaluate their risks; only then can their teams make informed decisions about how to incorporate AI effectively into work practices. We worry that some leaders view buying AI products from providers as an opportunity to use AI without deep data science skills; we do not advise this.

But deep data science skills are not enough. Leaders often hire new talent and offer AI literacy training without making adequate investments in building complementary skills that are just as important. Our research shows that an organization’s progress in AI is dependent on having not only an advanced data science capability, but on having equally advanced capabilities in data management, data platform, acceptable data use, and customer understanding.[foot]In the June 2022 MIT CISR research briefing, we described why and how organizations build the five advanced data monetization capabilities for AI. See B. H. Wixom, I. A. Someh, and C. M. Beath, “Building Advanced Data Monetization Capabilities for the AI-Powered Organization,” MIT CISR Research Briefing, Vol. XXII, No. 6, June 2022, https://cisr.mit.edu/publication/2022_0601_AdvancedAICapabilities_WixomSomehBeath .[/foot] Think about it. Without the ability to curate data (an advanced data management capability), teams cannot effectively incorporate a diverse set of features into their models. Without the ability to oversee the legality and ethics of partners’ data use (an advanced acceptable data use capability), teams cannot responsibly deploy AI solutions into production.

It’s no surprise that ATO’s AI journey evolved in conjunction with the organization’s Smarter Data Program, which ATO established to build world-class data analytics capabilities, and that CarMax emphasizes that its governance, talent, and other data investments have been core to its generative AI progress.

Capabilities come mainly from learning by doing, so they are shaped by new practices in the form of training programs, policies, processes, or tools. As organizations undertake more and more sophisticated practices, their capabilities get more robust. Do invest in AI training—but also invest in practices that will boost the organization’s ability to manage data (such as adopting a data cataloging tool), make data accessible cost effectively (such as adopting cloud policies), improve data governance (such as establishing an ethical oversight committee), and solidify your customer understanding (such as mapping customer journeys). In particular, adopt policies and processes that will improve your data governance, so that data is only used in AI initiatives in ways that are consonant with your organization's values and its regulatory environment.

Principle 2: Involve All Your People in Your AI Journey

Data monetization initiatives require a variety of stakeholders—people doing the work, developing products, and offering solutions—to inform project requirements and to ensure the adoption and confident use of new data tools and behaviors.[foot]Ida Someh, Barbara Wixom, Michael Davern, and Graeme Shanks, “Configuring Relationships between Analytics and Business Domain Groups for Knowledge Integration, ” Journal of the Association for Information Systems 24, no. 2 (2023): 592-618, https://cisr.mit.edu/publication/configuring-relationships-between-analytics-and-business-domain-groups-knowledge .[/foot] With AI, involving a variety of stakeholders in initiatives helps non-data scientists become knowledgeable about what AI can and cannot do, how long it takes to deliver certain kinds of functionality, and what AI solutions cost. This, in turn, helps organizations in building trustworthy models, an important AI capability we call AI explanation (AIX).[foot]Ida Someh, Barbara H. Wixom, Cynthia M. Beath, and Angela Zutavern, “Building an Artificial Intelligence Explanation Capability,” MIS Quarterly Executive 21, no. 2 (2022), https://cisr.mit.edu/publication/building-artificial-intelligence-explanation-capability .[/foot]

For example, at ATO, data scientists educated business colleagues on the mechanics and results of models they created. Business colleagues provided feedback on the logic used in the models and helped to fine-tune them, and this interaction helped everyone understand how the AI made decisions. The data scientists provided their model results to ATO auditors, who also served as a feedback loop to the data scientists for improving the model. The data scientists regularly reported on initiative progress to senior management, regulators, and other stakeholders, which ensured that the AI team was proactively creating positive benefits without neglecting negative external factors that might surface.

Given the consumerization of generative AI tools, we believe that pervasive worker involvement in ideating, building, refining, using, and testing AI models and tools will become even more crucial to deploying fruitful AI projects—and building trust that AI will do the right thing in the right way at the right time.

Principle 3: Focus on Realizing Value From Your AI Projects

AI is costly—just add up your organization’s expenses in tools, talent, and training. AI needs to pay off, yet some organizations become distracted with endless experimentation. Others get caught up in finding the sweet spot of the technology, ignoring the sweet spot of their business model. For example, it is easy to become enamored of using generative AI to improve worker productivity, rolling out tools for employees to write better emails and capture what happened in meetings. But unless those activities materially impact how your organization makes money, there likely are better ways to spend your time and money.

Leaders with data monetization experience will make sure their AI projects realize value in the form of increased revenues or reduced expenses by backing initiatives that are clearly aligned with real challenges and opportunities. That is step one. In our research, the leaders that realize value from their data monetization initiatives measure and track their outcomes, especially their financial outcomes, and they hold someone accountable for achieving the desired financial returns. At CarMax, a cross-functional team owned the mission to provide better website information for used car shoppers, a mission important to the company’s sales goals. Starting with sales goals in mind, the team experimented with and then chose a generative AI solution that would enhance the shopper experience and increase sales.

Figure 1: Three Principles for Getting Value from AI Investments

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The three principles are based on the following concepts from MIT CISR data research: 1. Data liquidity: the ease of data asset recombination and reuse 2. Data democracy: an organization that empowers employees in the access and use of data 3. Data monetization: the generation of financial returns from data assets

Managing AI Using a Data Monetization Mindset

AI has and always will play a big role in data monetization. It’s not a matter of whether to incorporate AI, but a matter of how to best use it. To figure this out, quantify the outcomes of some of your organization’s recent AI projects. How much money has the organization realized from them? If the answer disappoints, then make sure the AI technology value proposition is a fit for your organization’s most important goals. Then assign accountability for ensuring that AI technology is applied in use cases that impact your income statements. If the AI technology is not a fit for your organization, then don’t be distracted by media reports of the AI du jour.

Understanding your AI technology investments can be hard if your organization is using AI tools that are bundled in software you purchase or are built for you by a consultant. To set yourself up for success, ask your partners to be transparent with you about the quality of data they used to train their AI models and the data practices they relied on. Do their answers persuade you that their tools are trustworthy? Is it obvious that your partner is using data compliantly and is safeguarding the model from producing bad or undesired outcomes? If so, make sure this good news is shared with the people in your organization and those your organization serves. If not, rethink whether to break with your partner and find another way to incorporate the AI technology into your organization, such as by hiring people to build it in-house.

To paraphrase our book’s conclusion: When people actively engage in data monetization initiatives using AI , they learn, and they help their organization learn. Their engagement creates momentum that initiates a virtuous cycle in which people’s engagement leads to better data and more bottom-line value, which in turn leads to new ideas and more engagement, which further improves data and delivers more value, and so on. Imagine this happening across your organization as all people everywhere make it their business to find ways to use AI to monetize data.

This is why AI, like data, is everybody’s business.

© 2024 MIT Center for Information Systems Research, Wixom and Beath. MIT CISR Research Briefings are published monthly to update the center’s member organizations on current research projects.

Related Publications

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Talking Points

Ai, like data, is everybody's business.

task management tools examples

Working Paper: Vignette

The australian taxation office: creating value with advanced analytics.

task management tools examples

Research Briefing

Building advanced data monetization capabilities for the ai-powered organization.

task management tools examples

Building AI Explanation Capability for the AI-Powered Organization

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What is Data Monetization?

About the researchers.

Profile picture for user bwixom@mit.edu

Barbara H. Wixom, Principal Research Scientist, MIT Center for Information Systems Research (CISR)

Profile picture for user cynthia.beath@mccombs.utexas.edu

Cynthia M. Beath, Professor Emerita, University of Texas and Academic Research Fellow, MIT CISR

Mit center for information systems research (cisr).

Founded in 1974 and grounded in MIT's tradition of combining academic knowledge and practical purpose, MIT CISR helps executives meet the challenge of leading increasingly digital and data-driven organizations. We work directly with digital leaders, executives, and boards to develop our insights. Our consortium forms a global community that comprises more than seventy-five organizations.

MIT CISR Associate Members

MIT CISR wishes to thank all of our associate members for their support and contributions.

MIT CISR's Mission Expand

MIT CISR helps executives meet the challenge of leading increasingly digital and data-driven organizations. We provide insights on how organizations effectively realize value from approaches such as digital business transformation, data monetization, business ecosystems, and the digital workplace. Founded in 1974 and grounded in MIT’s tradition of combining academic knowledge and practical purpose, we work directly with digital leaders, executives, and boards to develop our insights. Our consortium forms a global community that comprises more than seventy-five organizations.

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