11 Best Task Management Software To Boost Your Productivity

Khyati Hooda
By Khyati Hooda 34 Min Read

Task management software is a solution that assists individuals, teams, and organizations in managing and arranging their tasks, projects, and workflows. Task management software provides a centralized platform that facilitates planning, tracking, and collaboration on tasks, empowering users to maintain organization, prioritize tasks, meet deadlines, and enhance their efficiency in achieving their objectives. In today’s article, you’ll explore task management software.

Due to differences in features, user interface, and pricing models, it is crucial to assess your specific requirements and select software that aligns with your needs. It is essential to evaluate these factors when making a decision. Today, you will learn everything about task management software.

Task Management Software: Overview

Task management software is a tool that streamlines and simplifies the management of tasks, projects, and workflows. It offers users a digital platform to efficiently plan, organize, track, and collaborate on various tasks and projects.

Task management software empowers users to generate, allocate, and categorize tasks according to their priority, due dates, and other relevant characteristics. This functionality aids individuals and teams in maintaining organization and ensures the timely completion of tasks.

Task management software often offers features such as task assignment, where users can assign specific tasks to team members, track their progress, and monitor their completion. This promotes collaboration and accountability within teams, allowing for efficient task delegation and distribution of workload.

Moreover, task management software empowers users to establish deadlines, reminders, and notifications, effectively preventing tasks from being overlooked and ensuring timely adherence to deadlines. Additionally, users can visualize tasks through calendars and timelines, assisting them in efficiently planning and scheduling their work.

Task management software streamlines tasks, boosts productivity, and fosters fruitful collaboration among individuals and teams. It aids users in maintaining organization, prioritizing work, meeting deadlines, and ultimately attaining their goals with enhanced efficiency.

Task Management Software: How Does It Work?

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Task management software offers users a digital platform with various tools to efficiently manage tasks, projects, and workflows.

Users can generate new tasks within the software by providing task-specific information such as titles, descriptions, due dates, priorities, and other pertinent attributes.

Users can delegate tasks to themselves or fellow team members. The software enables users to track the progress of tasks from initiation to completion. Users can monitor task statuses, track the time invested, and update the completion percentage.

Additionally, task management software frequently incorporates reminders and notifications to ensure users remain updated about approaching deadlines, task modifications, and other relevant changes. These features keep users informed and maintain awareness of important task-related information.

Task management software commonly provides options for task prioritization, enabling users to designate tasks as high, medium, or low priority based on their importance.

Furthermore, task management software frequently integrates collaboration features, such as task comments, file attachments and communication channels. These features facilitate seamless communication and collaboration among team members.

Moreover, users can generate reports within task management software, which offer valuable insights into task completion rates, team productivity, and project performance. These reports provide a comprehensive overview that helps users assess progress and make informed decisions.

How To Choose Task Management Software

Here are the points to consider while choosing the best task management software:

  • Consider the essential features and functionalities needed for your task management process. In addition, consider factors such as the size of your team, the complexity of your projects, collaboration requirements, and the need to integrate with other tools.
  • Seek out task management software that is user-friendly and intuitive. A well-designed interface will facilitate quick adoption and efficient usage by you and your team.
  • Assess the collaboration features provided by the software. Determine whether it allows for assigning tasks, team collaboration, commenting, file sharing, and real-time updates. Ensure that the software promotes effective communication and collaboration within your team.
  • Check if the software allows organizing and categorizing tasks based on projects, labels, or tags. Verify that it supports task prioritization, enabling you to set and manage task importance and urgency levels effectively.
  • Consider the software’s notification and reminder capabilities. It should be capable of sending timely notifications and reminders to keep you and your team informed about upcoming deadlines, task updates, and essential changes.
  • Evaluate whether the task management software integrates smoothly with other tools you regularly use, such as calendars, email clients, file storage services, or communication platforms. Seamless integration can boost productivity and streamline your workflow.
  • If you require mobile access to your tasks, ensure that the software offers a mobile app or a responsive web interface that functions well on mobile devices. This will allow you to manage your tasks while on the go.
  • Assess the pricing model of the software and determine if it aligns with your budget. Additionally, consider the scalability of the software to accommodate your team’s growth and changing requirements.

Top Task Management Software In the Market

Here are the best task management software in the market:

1. Airtable

task management software

+ Extensive selection of templates

+ Forever-free plan available

+ User-friendly interface
– Pricey compared to its competitors

Airtable is a cloud-native platform for collaborative database management and project organization, merging the functionalities of a spreadsheet and a database. It enables users to conveniently arrange, store, and manipulate data in a versatile and user-friendly way.

Airtable offers a visual interface that allows users to generate tables akin to spreadsheets and specify fields and data types for each table.

This software for managing tasks empowers you to construct tailored project applications for your team, incorporating images, graphs, tasks, and charts that can be assigned to individual team members.

Effective internal communication is facilitated through interactive apps, enabling team members to exchange comments and ideas.

Airtable boasts flexibility as one of its standout attributes, providing an extensive selection of field types such as text, numbers, dates, attachments, checkboxes, and others.

Users can establish relationships between tables by linking records, facilitating the creation of connections and dependencies among various datasets.

While Airtable may be considered relatively more expensive than other options listed, with a cost that ranges from $10 to $20 per user per month (with annual billing), it offers a fully functional forever-free version.

The free version creates unlimited databases, albeit with a limitation of up to five users on a single plan.

Airtable allows users to incorporate attachments, such as images and videos, with a maximum cumulative size of 2GB.

By opting for a paid subscription, users can expand their storage capacity to 5GB with the Plus plan and 20GB with the Pro plan.

Additionally, upgrading unlocks higher monthly automation limits, providing 5,000 automation for Plus users and 50,000 automation for Pro users and increased customization options.

2. Todoist

task management software

+ Affordable plans

+ Lots of integrations

+ Easy to use
– Gantt view access in Trello is exclusively available through integration

Todoist is a widely used cloud-based application for managing tasks, developed to enhance personal and team organization and productivity. It presents a straightforward, user-friendly interface that enables users to generate and oversee tasks, establish due dates and priorities, and monitor progress across multiple projects and objectives.

Fundamentally, Todoist revolves around creating tasks and arranging them within projects. Users can generate tasks and allocate them to specific projects or categories, such as work, personal matters, or any customized label.

Every task in Todoist can come with a title, due date, priority level, and supplementary details or notes. Users are also provided with the option to attach labels, assign tasks to collaborators, and associate files or links with individual tasks.

An inherent advantage of Todoist lies in its versatility and broad compatibility across multiple platforms. It is accessible via web browsers, desktop applications for Windows and macOS operating systems, and mobile apps for iOS and Android devices.

This capability allows users to conveniently access tasks and maintain productivity from any location, as the data synchronizes across all devices.

It is possible to generate task lists within projects and delegate them to other users, including the option to invite non-users for project viewing and collaboration. While the available views are restricted to list and calendar, integration allows for Gantt chart views.

Upgrading to paid plans provides more flexibility, enabling users to manage up to 300 concurrent projects and allowing file uploads of up to 100 MB in size.

3. Asana

task management software

+ Multitude of unlimited features across all of its plans

+ Free plan is available

+ Allows for unlimited free guests
– 24/7 support is exclusively accessible to users on the enterprise plan

Asana offers a robust and adaptable task management solution that assists individuals and teams in maintaining organization, fostering efficient collaboration, and monitoring project progress.

The intuitive interface and comprehensive range of features make it a favored option for various organizations, catering to the needs of small teams and large enterprises.

Asana empowers users to generate tasks and subtasks, offering a hierarchical framework that facilitates the breakdown of intricate projects into more manageable components.

Collaboration is nurtured within Asana, enabling team members to engage in task-specific discussions, provide comments, share feedback, and exchange ideas.

Users can establish and oversee projects within Asana, defining their objectives, milestones, and timelines.

The free plan of this task management software offers an extensive range of features, including due dates, labels, integrations, templates, and calendar synchronization, among others.

However, it has certain limitations regarding the number of ongoing projects allowed, the duration of activity history, and the file upload size.

4. Wrike

task management software

+ Provides a highly customizable experience

+ With interactive Gantt charts, users can visualize & manage project timelines

+ The free plan on Trello accommodates unlimited users
– Expensive plans

Wrike is a software solution for task management that aims to enhance the efficiency of individuals and teams by facilitating streamlined workflows, fostering effective collaboration, and enabling accurate project tracking.

Within Wrike, users can quickly generate tasks and assign them to specific team members, establish due dates, and prioritize tasks based on their level of importance. Organizing tasks into folders or projects offers a structured framework for efficient work management.

Wrike empowers users to plan and schedule projects effectively, establish goals, and define milestones and deadlines. It offers the functionality of Gantt charts and visual timelines, which aid in monitoring project progress, identifying dependencies, and managing resource allocation.

With Wrike, users can effortlessly upload and share files within tasks and projects. The platform incorporates version control, file commenting, and seamless integration with well-known cloud storage platforms like Google Drive and Dropbox.

Wrike caters to businesses of all sizes through its range of five plans, starting from Free and extending up to Pinnacle. For those with the necessary budget, the Pinnacle plan offers the opportunity to tailor a customized solution that includes advanced resource planning features for specific teams within the organization.

The plans offered by Wrike provide great features, storage space, and user allowances. The free plan, for instance, permits unlimited users and provides 2GB of storage per account. However, upgrading to a higher-tier plan is necessary to access certain specific features.

If Gantt charts are desired, the Team plan is the minimum requirement, priced at $9.80 per user monthly, with a minimum requirement of five users. This plan ensures access to Gantt charts alongside other associated features.

Payment is required annually for the Business, Enterprise, and Pinnacle plans. These plans commence at a rate of $24.80 per user per month, which may exceed the budgetary constraints of some small businesses. However, at these tiers, users gain access to an array of customizable features, including custom fields, workflows, and item types.

5. Infinity

task management software

+ Achieve a tidy organization by utilizing folders and subfolders

+ Effortlessly switch between different views, such as columns, tables, calendars, Gantt charts, & more

+ Utilize reminders to automate tasks and processes
– Mobile app needs improvements

Infinity is a software solution for task management that assists individuals and teams in effectively organizing, tracking, and collaborating on their projects and tasks.

It presents a visual and adaptable approach to task management, empowering users to create personalized boards, tables, and lists that align with their unique requirements and workflows.

Infinity is an exceptionally versatile task management tool for startups and small businesses. It simplifies the management of multiple projects, tasks, and subtasks simultaneously.

This task management tool allows users to organize projects and tasks according to their preferences, enabling seamless progress tracking. Additionally, it facilitates enhanced collaboration among teams, fostering efficient teamwork.

Infinity offers a versatile workspace that empowers users to generate boards representing projects, categories, or work stages. Users can establish personalized views within each board, including Kanban boards, Gantt charts, calendars, or tables, enabling them to visualize and manage tasks and data in diverse formats.

Users can generate and classify tasks within boards using tags, labels, or custom attributes. These tasks are assigned to individuals or teams, assigned due dates, and prioritized based on urgency or importance.

Infinity allows users to personalize their workspace and tailor it to their requirements. It presents templates that expedite project creation and allows the flexibility to define custom fields, formulas, and automation rules, enabling users to adapt the software to their unique workflows.

Infinity seamlessly integrates with more than 3,000 applications through the use of Zapier. Additionally, it provides lifetime deals that begin for $149, offering users a cost-effective long-term option.

6. Smartsheet

task management software

+ A versatile software solution for project management

+ Automation features available across all subscription plans

+ Designed with a user-friendly interface
– Doesn’t come with a free trial

Smartsheet presents similar features to other task management software, with a notable advantage for users who prefer utilizing spreadsheets for project and task management. It is an enhanced and more robust iteration of Microsoft Excel.

Smartsheet provides a selection of views for all users, including Gantt, grid, card, and calendar views, ensuring flexibility in visualizing and organizing tasks and projects.

Every plan offered by Smartsheet includes unlimited sheets and viewers, allowing users to effortlessly create multiple projects and share them with other users within their accounts.

Additionally, Smartsheet provides workflow automation capabilities to all accounts, albeit with limitations for lower-priced plans, which are capped at 250 automation per month.

Smartsheet has pricing plans that begin at $7 per user per month. The Pro plan, the lower-priced option, accommodates 10 users. Beyond that, upgrading to the Business plan becomes necessary, which costs $25 per user per month.

7. monday.com

task management software

+ User-friendly interface that is easy to navigate

+ Five different plans available to accommodate scalability needs

+ A perpetual free plan option for ongoing usage
– Has a limited storage

Monday.com is a widely recognized task management software that offers teams a visual and collaborative platform to effectively plan, track, and manage their projects and tasks.

By employing Monday.com, users can structure tasks and projects into personalized boards. These boards can represent distinct projects, teams, or workflows. Within each board, various views, such as Kanban boards, timelines, calendars, and tables, enable users to visualize tasks and data in diverse formats.

Users can generate tasks, assign them to team members, and specify attributes such as due dates, priorities, labels, and dependencies.

These tasks can be organized into groups or columns based on various criteria, facilitating efficient progress tracking and effective prioritization of work by teams.

Monday.com offers a perpetual free plan that provides users access to over 200 templates for boards, designed to assist with tasks such as lead capture, campaign planning, project management, and more.

With the free plan on Monday.com, you have a file storage limit of 500MB, yet you can create unlimited documents. While you’re restricted to one board per dashboard, this should be sufficient for freelancers or small teams.

Alternatively, Monday.com offers four different paid plans to choose from. The pricing starts at $24 per month (billed annually) for three seats, providing additional features and capabilities for a wider range of needs.

8. ClickUp

task management software

+ Seamless internal chat messaging system

+ Time tracking feature available across all subscription plans

+ Extensively customizable dashboards and task templates to meet specific preferences & requirements
– Monthly limits on automation across all plans

ClickUp’s free and affordable plans are ideal for effectively managing personal workloads. However, it excels as a task management tool suited explicitly for mid-sized businesses seeking a cost-effective solution.

ClickUp employs a hierarchical structure to organize tasks, beginning with Spaces representing distinct teams, departments, or projects. This structure allows for efficient task management and collaboration within the tool.

ClickUp empowers users to generate tasks and subtasks, establish due dates, assign responsibilities, and prioritize work.

Additionally, tasks can be enhanced with tags, labels, and custom fields, capturing additional information and facilitating effortless filtering and sorting.

ClickUp offers a variety of views to visualize and manage tasks, including Kanban boards, Gantt charts, calendars, and more. This diverse set of views selects the most suitable format for their needs and preferences.

You have the option to upgrade to a paid plan in ClickUp. The pricing for paid plans begins at $5 per seat per month when billed annually.

While the free ClickUp plan imposes limitations, such as a maximum of five spaces, 100 lists per space, and 100MB of file storage, it remains suitable for individuals or small teams.

The plan includes beneficial features like real-time chat within the app and the creation of up to 100 custom fields, which greatly assist in task management.

9. Teamwork

task management software

+ Time tracking is available on every plan

+ Automation can be accomplished through Zapier on all plans

+ Designed for simplicity and ease of use
– Expensive plans

Teamwork stands out by offering tools specifically designed to cater to remote teams.

A compelling advantage of using Teamwork, whether through a free or paid plan, is the inclusion of a time-tracking feature.

This feature enables the calculation of billable and non-billable hours for each user, providing valuable insights for future quotes and facilitating accurate client billing.

The free plan offered by Teamwork is accessible for up to five users, but it does have certain limitations. Under this plan, users can create up to two projects along with their tasks and subtasks. However, the storage capacity is restricted to a maximum of 100 MB.

Teamwork offers a single integration option, Zapier, which enables users to create automation. However, this level does not allow adding clients or configuring custom fields and lacks billing or invoicing features.

The paid plans for Teamwork are reasonably priced, ranging from $5.99 to $17.99 per person per month. It’s important to note that there is a minimum requirement of three users, resulting in a minimum cost of just under $20 per month when paid annually upfront.

The introductory-level paid plan of Teamwork includes notable limitations, such as the absence of change history tracking and the inability to utilize project-level tags.

10. Basecamp

task management software

+ Extensive range of unlimited features

+ Advanced client access options

+ Flat-fee pricing for the Pro Unlimited plan
– Comes with no free plan

Basecamp’s fee-free pricing holds particular appeal, especially for large teams, as it eliminates per-seat costs and provides access to every feature without any limitations on projects, users, or clients.

With Basecamp, users can create unlimited projects, to-do lists, message boards, direct messages, group chats, synced schedules, and file storage.

As a freelancer, you can utilize Basecamp for free while accommodating minor limitations, or you can upgrade to the plan priced at $99 per month for unrestricted access.

The free version imposes limits of three projects, 20 users, and 1GB of storage. The free version also does not offer client access, project templates, or priority support.

Basecamp allows you full control over what clients can view, enabling you to manage their access to specific content or messages. You also have the option to apply labels to distinguish content that clients can access, providing internal users with clear visibility.

It’s important to note that Basecamp does not charge any additional fees for client access, making it a convenient and cost-effective solution.

Users can access all the comprehensive task management software features Basecamp provides for a flat fee of $299 per month, without any per-user charges. Additionally, this plan offers an expanded storage capacity of 5TB and round-the-clock priority support for uninterrupted assistance.

While a free trial is available, freelancers and small teams must subscribe to the paid plan, priced at $15 per user per month, following the trial period. This plan provides a generous allocation of up to 500GB of storage per month, and there are no restrictions on accessing the full range of features the software offers.

11. Trello

task management software

+ The free plan allows for unlimited users

+ No restrictions on the number of cards in the free plan

+ Designed for simplicity and user-friendliness
– High-tier plans come equipped with advanced security features

Trello has gained popularity as a task management software that employs a visual and user-friendly approach to assist individuals and teams in organizing and tracking their work effectively.

Tasks and projects are organized in Trello through boards, each representing a distinct project or workflow. Users can create lists Within a board, which illustrate various stages or categories of tasks.

Within Trello, users can generate cards representing individual tasks or specific items. These cards can be personalized with titles, descriptions, due dates, labels, attachments, and checklists, allowing for comprehensive task management.

Trello’s user-friendly drag-and-drop interface enables effortless movement of cards between lists or reordering them within a list. This intuitive functionality simplifies prioritizing tasks, indicating progress, and making necessary adjustments to the workflow with ease.

The free plan offered by Trello is quite generous, with no limitations on the number of users or cards within your account. However, there are some restrictions, such as a limit of ten boards and a maximum file upload size of 10 MB. Additionally, the free plan includes 250 Workspace command runs per month.

Workspace command runs in Trello and serves as their automation feature. An upgrade to a paid plan is required to access additional command runs, starting at $5 per monthly seat.

With the lower-tier plan, you gain 1,000 automation per month across your entire account. At this plan level, you can invite guests to collaborate or provide client feedback on a single board. Furthermore, your storage capacity is expanded to 250 MB per file.

Reasons Why You Need Task Management Software

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Here are the reasons why you need task management software:

  • Task management software fosters team collaboration by facilitating assignments, setting deadlines, and sharing relevant documents and information.
  • All team members can access task details, deadlines, and progress updates with task management software.
  • Task management software streamlines workflow by providing features like task templates, recurring tasks, and task dependencies.
  • Whether you have a small team or a large organization, the task management software can adapt and scale to meet your specific requirements.

Task Management Software: Cost

The pricing of task management software varies based on the plan level required and the company’s size. On average, task management software can range from $9.68 to $18.63 per user per month (with annual billing).

Some task management software providers offer free plans that come at no cost, although they may have limitations on features or the number of users allowed.

Task Management Software: Benefits

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Here are the benefits of task management software:

  • Task management software is typically delivered as a Software-as-a-Service, enabling you to access your data & files online from anywhere.
  • By implementing workflow automation, task management software can significantly reduce the repetitive work that team members or managers must perform daily or weekly.
  • Task management software eliminates the need for excessive emails and interactions to assign tasks among team members, streamlining the communication process.
  • Organizing all tasks, documents, and files for each project in separate boards or charts within the software simplifies collaboration for team members. It provides managers with a clear understanding of project progress.
  • Task management software offers various views and interfaces to accommodate different types of workers, ensuring accessibility and usability for everyone.
  • Collaboration becomes much easier for teams using task management software, as it allows them to work together on subtasks, tasks, and the project as a whole.
  • Specific task management software facilitates the distribution of work among team members by enabling the creation of subtasks.

FAQs (Frequently Asked Questions) On Task Management Software

1. What is task management software used for?

Individuals, teams, or organizations employ task management software to enhance project efficiency by arranging and prioritizing associated tasks. Task management tools exist in various formats, from simple spreadsheets to online project management applications.

2. What are the 4 types of task management?

The 4 types of task management include Finish to Finish, Start to Finish, Finish to Start and Start to Start.

3. Does Google have a task management system?

Yes, Google has task management software in some Google Workspace apps. It is possible to include tasks in the side panel. To do so, navigate to Gmail, Calendar, Chat, Drive, or a file in Google Docs, Slides, or Sheets. If you cannot locate the Tasks app, click on the arrow in the bottom right of the screen to expand the panel.

Conclusion: Task Management Software

Task management software is a digital solution that aids individuals and teams in efficiently organizing, tracking, and finishing tasks. A centralized platform enables task creation, assignment, prioritization, and monitoring, enhancing collaboration and productivity.

Noteworthy functionalities encompass task creation and organization, task assignment and teamwork, task prioritization and deadlines, progress tracking, notifications, reminders, and integration with other tools and platforms.

Ultimately, task management software optimizes workflows, fosters better communication, and boosts individual and team productivity.

I hope today’s article on task management software sounds helpful!

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Khyati is an entrepreneur, marketing consultant, and a personal finance expert.Building on her achievements, Khyati wrote two acclaimed books: "Failure's Gold," exploring success through hardship, and "Tomorrow's Wallet" on the future of money management.Her work has also been featured by LinkedIn, PPC Hero, Social Pilot, and Training Mag.Khyati has managed over $50M in marketing budgets across various industries including technology, finance, education, retail, consumer goods and more - successfully delivering over 15x ROI for her clients.Khyati has managed over $50M in marketing budgets across various industries including technology, finance, education, retail, consumer goods and more – successfully delivering over 15x ROI for her clients.
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