Task Management Software Buyers Guide
Last updated: June 07, 2023
Effective task management is essential for success in today's fast-paced business environment.
Whether you're a small business owner, project manager, or executive managing large-scale projects, a task management software solution can help you stay on top of your tasks, deliverables, and deadlines.
However, selecting the right one can be overwhelming with so many options available.
This buyer’s guide is designed to simplify the process by highlighting key features and factors you should consider while selecting task management software for your team.
What is Task Management Software?
Task management software is a tool that helps individuals and teams prioritize, track, and complete tasks effectively.
It enables users to create task lists, group tasks, set deadlines, and monitor task progress in a shared workspace.
With these applications, teams can communicate and collaborate on tasks in real time, reducing the chances of miscommunication and delays.
Task management systems also give managers and business leaders visibility into their team's workloads, progress, and potential bottlenecks.
They can identify any roadblocks early on and take necessary action to keep projects on track. These tools are designed to automate repetitive tasks and help agile teams meet deadlines.
Is Task Management Software Different from Generic Project Management Software?
Task management software and generic project management software are different tools with unique functions and scopes.
While an integrated PM suite typically includes a broader range of functionalities, such as budget tracking and resource management, standalone task management systems specifically address the organization and tracking of individual tasks and subtasks within a project.
This specialized focus enables teams to manage and prioritize tasks more efficiently, leading to better project outcomes.
Task management tools are designed to provide a streamlined approach to managing tasks and personal work.
Users can prioritize their workload and ensure timely task completion with features like task lists, grouping, and task planning.
In our Features section below, we will delve into the specific functionalities of these applications, including to-do lists, notifications, and file sharing.
We will also discover how they can help teams achieve their goals efficiently.
Why Do Teams Need Task Management Tools?
Task management software is indispensable for modern teams looking to optimize their productivity, collaboration, and workflow processes.
Effective task management becomes increasingly challenging as teams grow in size and complexity, necessitating specialized software to ensure efficient work execution.
Here are several reasons why your team should consider implementing a task management system:
1. Prioritize Tasks
A task management tool is designed to help team managers prioritize tasks by assigning due dates, setting reminders, and defining task dependencies.
This ensures everyone knows what to work on and when it is due.
2. Monitor Progress
These applications provide real-time visibility into the progress of individual tasks and the overall project, enabling teams and project managers to stay on track and identify potential bottlenecks.
3. Assign Tasks Efficiently
Team members can easily assign and delegate tasks and manage to-do lists using task management software without time-consuming and error-prone manual methods.
4. Increase Transparency
Task management programs can increase transparency in team communication by providing a centralized location for all the tasks, comments, and files related to a project.
These tools are designed to reduce the need for emails, spreadsheets, and other documents, allowing team members to access all project-related information in one place.
5. Streamline Work Management
Task management solutions allow users to automate recurring tasks and filter them based on status, people, project, priority, and due date.
This enables task managers to view the status of multiple tasks simultaneously and manage them based on their importance.
6. Collaborate Effectively
Teams can use project task management software to work together in real-time, share files, and comment on individual work activities.
Task managers can also ensure clear communication between team members and customers and resolve issues in real time.
7. Analyze Performance
With task management software, professionals can quickly analyze their performance, identify areas for improvement, and make data-driven decisions to optimize their workflows.
It empowers users to increase efficiency and achieve better results.
8. Improve Focus
Task management apps can help users tackle complex tasks by breaking them down into smaller, more manageable chunks.
This approach simplifies the work process, increases focus, and reduces stress, resulting in improved productivity.
Common Features Needed in Task Management Software
Task management software provides various features to help users stay organized and on top of their workload.
However, not all of them are created equal, and some may lack the essential task management features needed for effective task management.
In this section, we'll explore the common features of a task management tool that you should remember when purchasing.
How to Decide Which Task Management Tool is Best for You?
We have devised five-point criteria to help you decide which software is best suited for you.
What you need to do:
- Put a tick against each of these basic task management software design benchmarks.
- Shortlist your top five contenders; test them individually or collectively.
We have also compiled a list of the top-five task management tools a few sections down; they can serve as a good starting point for your analyses.
See the checklist below and remember that the software with the most checks wins (our recommendation is to go ahead to the next stage with the steps listed below).
Task Management Software Evaluation List
Next, you need to narrow your choice to one task management app.
Visit its product profile page – use our search bar above – to book a demo or get pricing (accurate, updated, custom plan figures for your workplace) so you can get subscribed quickly.
Task Management Software Pricing
Task management software cost can vary based on the features, capabilities, and the organization's size and needs.
The average price range for these systems falls between $9.68 and $18.63 per user, per month (billed annually).
However, more advanced and comprehensive options may have higher pricing, such as $100 or more per user, per month.
Some software providers offer free plans with limited features or users, while others have minimum user requirements.
If you're looking for a task management tool, it's important to carefully evaluate pricing options and feature sets to find the best fit for your team's needs and budget.
For more pricing information, download our comprehensive Project Management Software Pricing Guide 2023.
Best Task Management Software
Selecting the best task management software can be daunting with so many available options.
That's why we've researched and curated a list of the top 5 solutions to make your search easier. Let's take a look at their features and pricing.
Monday software is an award-winning visual task management platform that allows users to streamline their workflow, track tasks in real time, and carry out progress reporting.
Its flexible boards and customizable templates allow task managers to easily manage tasks, assign responsibilities, and track progress across their teams.
The platform also offers a wide range of integrations and customization options, making it a highly adaptable tool for teams of all sizes.
Monday software offers free task management software for small teams.
For users with more advanced requirements pertaining to project management tools, the vendor provides a range of paid plans, with the basic subscription starting at $8 per seat, per month, billed annually.
- Visualize project timelines and dependencies with Gantt Charts for efficient task management.
- Automate recurring tasks and save time with advanced automation tools that streamline workflows.
- Customize dashboards to monitor the progress of all your tasks and stay on top of important ones, deadlines, and milestones.
- Time tracking tools for accurate billing and more efficient time management.
- Over 50 integrations to bring all relevant data and information into one platform.
- Robust security features, such as two-factor authentication and single sign-on, ensure the security of your tasks and projects.
- Intuitive mobile app to enhance team collaboration and manage tasks.
Pros and Cons
|Multiple project views (such as Gantt, Kanban, and calendar)||
Steep learning curve for users who are new to the platform
|Real-time updates and notifications||Limited customization options for the built-in time tracking tool|
|Customizable automations to automate repetitive tasks|
Aha! is a powerful task workflow management software designed to help businesses and product development teams optimize workflows.
The program enables users to easily create, assign, and track tasks; set deadlines and priorities; and collaborate with team members.
Aha! software also includes customizable dashboards and reporting tools to provide a comprehensive overview of multiple projects, enabling users to make data-driven decisions for optimized productivity within agile teams.
Aha! offers a free version of its task management software and three paid plans. The vendor’s basic subscription plan starts at $9 per user, per month, billed annually.
- Powerful task management functionality with intuitive drag-and-drop tracking, Gantt charts, custom fields, and work dependency settings.
- Time management tools to visualize workflows and monitor the time spent on each task.
- Calendars that enable precise planning for every stage of the product management process.
- Prioritization features help users determine the tasks that need immediate attention.
- Real-time updates that help team members work together toward the same goals.
Pros and Cons
|Comprehensive task management capabilities||Steep learning curve for new users|
|Robust integrations with third-party tools||Higher cost compared to other task management software|
|Ability to track and visualize progress|
Airtable is a versatile task management tool that empowers teams to streamline workflows and achieve goals efficiently.
Its user-friendly drag-and-drop interface and customizable templates provide a seamless experience for organizing tasks and collaborating with team members.
In addition, Airtable software offers a range of advanced features, such as reminders, calendars, and real-time collaboration, that help teams optimize their productivity and stay on top of their workload.
Airtable provides a range of pricing plans for its task management solution, including a free version and three paid plans offering advanced functionalities.
The vendor's basic subscription plan starts at $10 per user, per month, billed annually.
- Mobile app to help task managers manage tasks and workflows on the go.
- Collaborative workflows that ensure seamless collaboration among team members with real-time notifications on task updates.
- Multiple integrations to easily link data across platforms and services, such as Google Drive, Dropbox, Slack, and Zapier.
- Task automation tools to streamline recurring tasks, such as sending emails or creating work records.
- Project views, such as Gantt and Kanban, to visualize workflows.
- Customizable template solutions for project management, event planning, CRM, and more.
Pros and Cons
|Highly customizable database to organize tasks||Limited functionality in the free version|
|User-friendly interface with drag-and-drop functionality|
|Ability to create custom views and filters to display tasks differently||Steep learning curve for complex tasks and workflows|
|Option to attach files and images directly to tasks for easy reference|
Trello is a user-friendly task management tool designed to help teams collaborate and organize their work effectively.
The platform’s card-based system enables users to create boards for different projects and populate them with tasks, checklists, deadlines, and attachments.
Its intuitive interface and drag-and-drop functionality make it easy to assign tasks, track progress, and communicate with team members in real time.
Overall, Trello software is ideal for teams of any size and is particularly useful for managing complex projects with multiple stakeholders.
Trello offers free and three paid plans for individual users with advanced functionalities.
The pricing for the vendor’s basic cost plan starts at $5 per user, per month, billed annually.
- Visually organize tasks and all your projects with customizable boards and backgrounds.
- Automate recurring tasks with email notifications and card movements to save time and improve productivity.
- Create tasks; add attachments, comments, and checklists; and assign them to team members.
- Break down complex projects into smaller, manageable tasks with lists and drag-and-drop functionality.
- Use labels to categorize and prioritize tasks by department, task type, or urgency.
Pros and Cons
|Visual interface for easy task tracking||Collaboration features for task delegation|
|Customizable boards and lists||Lacks advanced work management features|
|Collaboration features for task delegation|
BigTime software is a top-rated cloud-based work management solution that empowers professional services businesses to streamline their day-to-day workflows.
The comprehensive program has capabilities that allow users to manage time, tasks, projects, and resources effectively.
It is one of the best task management tools for teams and combines task planning, time tracking, expense tracking, project management, and resource management functionalities within a unified interface.
BigTime offers a range of paid task management software plans, with the basic subscription plan starting at $10 per user, per month, billed annually.
- Integrations and API to connect with your existing tech stack and other third-party applications.
- Mobile timesheet app for tracking the time spent on individual tasks or out-of-office activities.
- Centralized work management interface with options for custom tasks and statuses, providing a tailored experience for each project.
- Project templates that enable users to easily create new projects with predefined task lists, project phases, and task dependencies.
- Comprehensive reporting tool suite for providing an overhead view of project progress, including task completion rates and resource utilization.
Pros and Cons
|Allows tracking of project budget and expenses||Fewer integrations than other tools|
|Enables team members to collaborate on tasks in real-time||Steep learning curve|
|Offers customizable task lists|
Frequently Asked Questions
What is an example of task management?
Task management is a systematic approach to efficiently managing tasks, projects, and activities to achieve desired outcomes.
For example, when planning a vacation, task management involves breaking down tasks, such as booking flights, reserving accommodation, creating a schedule, and packing, into smaller steps to ensure completion on time and within budget.
Does Google have a task management tool?
Yes, Google offers a task management tool called Google Tasks.
It is a simple, straightforward tool that integrates with other Google apps, such as Calendar, Gmail, and Google Assistant.
Google Tasks allows users to create and manage to-do lists, set due dates and reminders, and organize tasks into different lists.
What is the best way to track team tasks?
The best way to track team tasks is to create a comprehensive task list with deadlines and prioritize tasks based on their importance.
Take note of task details, assign tasks to team members, and regularly track and follow up on task progress to ensure timely completion.
Which feature is used for tracking tasks and managing work teams?
Task assignment, collaboration tools, visual project timeline views, team workload, and task dependencies are key features of a project management tool used for tracking tasks and managing work teams effectively.
What is a task in project management?
In project management, a task is a specific action or work that must be done to complete a project.
It's a single step in a more extensive process and is given to a team member to finish by a specific deadline.
The task is directly related to the overall project goal and must be completed within a particular timeframe to ensure successful project delivery.
What is the best task management software to choose?
Identify your challenges and pain points to choose the best task management software.
Select a list of top options and test each app yourself and with your team.
Finally, gather feedback from your team and calculate and justify the cost to make the best decision for your needs.
Task management software is essential for businesses of all sizes that want to optimize their workflows, streamline their processes, and enhance their overall productivity.
As outlined in this buyer's guide, selecting the right software solution requires careful consideration of the features and factors that matter most to your team.
By following the information provided here, you can confidently choose the task management tool that meets your organization's unique needs and delivers measurable results.
To learn more about task management software options for your business, schedule a consultation with one of our experts and get personalized recommendations based on your needs.