Task Management Software

Aha! Software

89 Reviews

What is Aha! Software? Overview Aha project management software - also known as 'Aha product development software' - is a cutting-edge, cloud-based, load mapping and project management solution that can be easily utilized by...Read more

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monday.com Software

88 Reviews

What is Monday Software? Overview Monday.com is a comprehensive project management software designed to help teams plan, manage, and collaborate on any project or portfolio in just a few clicks. It offers a wide range of fea...Read more

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BigTime Software

79 Reviews

What is BigTime Software? Overview BigTime software is a cloud-based project management platform that caters to the unique needs of professional services companies. It streamlines businesses by making various operations more...Read more

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Wrike Software

74 Reviews

What Is Wrike Software?  Overview  Wrike software is an all-in-one project management solution that simplifies teamwork, streamlines collaboration, and improves efficiency. An intuitive interface and robust features make it ...Read more

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NetSuite OpenAir Software

73 Reviews

What is NetSuite OpenAir Software? Overview NetSuite OpenAir is a cloud-based, comprehensive professional services solution designed to equip users with powerful project management tools that deliver throughout the entire pr...Read more

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Replicon Software

67 Reviews

What Is Replicon Software? Overview Replicon software is a cloud-based solution for businesses to streamline their time, attendance, and expense tracking. It takes care of mundane tasks like logging employee hours and payrol...Read more

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NetSuite Project Management

67 Reviews

For most firms, project management remains a complex and demanding component. Since assembling all the necessary features to enable successful project management can be intimidating, there must be an easier way out? Fortunately, t...Read more

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Trello Software

58 Reviews

What Is Trello Software? Overview   Trello software is a project management and team collaboration tool created by Atlassian. It offers a flexible cloud-based workspace for teams to organize projects and work together effect...Read more

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58 Reviews

What Is FunctionFox? Overview FunctionFox is a cloud-based project management and time-tracking software tailored for creative professionals and teams. Its features include task assignment, invoicing, and reporting to enhanc...Read more

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Project Insight

56 Reviews

What Is Project Insight? Overview Project Insight is a cloud-based project management software that assists in organizing and streamlining workflows. The software’s advanced visualization capabilities empower managers to pla...Read more

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Quickbase Software

54 Reviews

What is Quickbase Software? Overview Quickbase is the ultimate no-code/low-code application development platform, designed to make life easier for teams by providing a friendly user interface along with a wealth of other fea...Read more

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Jira Software

54 Reviews

What Is Jira Software? Overview Jira software is a cloud-based project management solution designed to help agile teams collaborate, plan, and track top projects, ensuring smooth software development and high-quality results...Read more

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Miro Software

52 Reviews

What Is Miro Software? Overview Miro software is a cloud-based project management solution strategically tailored to cater to small and midsize businesses. The platform offers tools that monitor customer journeys and meticul...Read more

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Workzone Software

50 Reviews

What is Workzone Software? Overview Workzone is a cloud-based project management and team collaboration software that helps teams stay organized and on task. With its intuitive design, easy-to-use interface, and comprehensiv...Read more

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49 Reviews

What is KeyedIn? Overview KeyedIn software provides a dynamic project portfolio management (PPM) tool designed to enhance and cultivate result-driven project management offices (PMOs). It transforms the PMO's approach, enabl...Read more

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Task Management Software Buyers Guide

Last updated: December 05, 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.

To-Do Lists

  • To-do lists are one of the key features of task management software that allow users to create and organize tasks or activities that need to be completed. 
  • These lists typically include task descriptions, due dates, priority levels, and status updates. 

Task Planning and Scheduling

  • The task planning and scheduling feature helps users break down complex workflows into individual tasks. 
  • It also allows project managers to set deadlines for more efficient task completion and management.

File Sync and Sharing

  • Most task management tools enable teams to share task-related files and access up-to-date versions of those files.

Assign Comments

  • This feature allows task managers to leave comments on tasks or files and assign those comments to specific team members for follow-up or action. 


  • Some of the great task management software solutions support integration with various third-party email platforms, calendars, cloud storage services, project management software, and more to streamline workflows and improve productivity. 

Mobile App

  • Most task management software tools come with mobile apps that let task managers access and manage their tasks and project workflows on the go.

Project  Views

  • Flexible project views such as Kanban, Gantt, and calendar helps users visualize timelines, task dependencies, and progress for multiple projects so they can identify potential delays or bottlenecks in the workflow.


  • Users can receive automatic reminders and notifications about upcoming deadlines, new updates, or other relevant events. 
  • It helps them stay on track with their tasks and projects. 

Audit Trails

  • Many task management tools include an audit trail feature that records all the actions and changes made within a task, providing transparency and accountability.

Two-Factor Authentication

  • Task management apps typically have several security features to protect sensitive data, including two-factor authentication (2FA). 
  • 2FA provides an additional layer of security beyond the traditional password-based login by requiring users to enter a verification code sent via email or SMS message. 

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

  • Does the software work with your business size/user headcount? 
  • What is its required tech expertise (only built for technical professionals)? 
  • Is it easy to integrate/connect with other tools? 
  • Does it fit your budget (expensive or economical)? 
  • Is it accessible (easy or difficult for non-technical users to get started with)? 

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

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.

Key Features

  • 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

Pros 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

Dashboard View

Aha Software

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.

Key Features

  • 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

Pros 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

Dashboard View

Airtable Software

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.

Key Features

  • 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

Pros 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

Dashboard View

Trello Software

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.

Key Features

  • 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

Pros 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

Dashboard View

Bigtime Software

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.

Key Features

  • 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

Pros 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

Dashboard View

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.

In Conclusion

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.