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With so many different task management software solutions available, figuring out which is right for you is tough. You know you want to streamline workflows by providing tools for setting deadlines, assigning responsibilities, and monitoring progress—but now need to figure out which tool is best. In this post, I'll help make your choice easy, sharing my personal experience using dozens of different task management tools with teams of all sizes, with my picks of the best task management software overall.

What is Task Management Software?

Task management software is a tool designed to help individuals and teams organize, track, and prioritize their work effectively. It allows users to create, assign, and manage tasks, set deadlines, and monitor progress in a centralized system.

Its purpose is to break down projects into manageable tasks, ensuring that each component is addressed timely. By providing an overview of tasks and their status, it aids in better planning and decision-making, enhancing overall productivity and project management efficiency.

Overviews of the 10 Best Task Management Platforms

Here’s a brief description of each of the 10 best task management software solution to showcase each tool’s best use case and some noteworthy features. Keep reading to find additional bonus picks at the bottom of the list.

1

Smartsheet

Best task management software for a spreadsheet-like user interface

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
7400 reviews

Freemium version available

From $7/user/month

Smartsheet is a modern work management platform with strong task management and team collaboration features. Their platform helps team leaders and managers assign and track tasks, and share important documents easily with multiple departments or stakeholders.

Why I picked Smartsheet: Their spreadsheet-like task management software is a great choice if you’re comfortable working in Excel but want a break from complicated formulas. Instead, Smartsheet performs all the calculations for you across multiple sheets. They've also won a few awards for quickly becoming a favorite business app too.

Smartsheet Standout Features & Integrations:

Features include task scheduling and tracking, subtasks, activities, project management, calendar management, timesheets, time management, expense tracking, file sharing, Gantt charts, budgeting, email integration, and lead management. Team members get notified of critical changes in real-time, and can easily access shared views, detailed history, activity logs, automated alerts, reminders, and status reports to ensure everyone's equally aligned and informed. You can also add customized brand logos and set color themes for individual projects too.

Integrations are available natively with 80+ apps, including Box, DocuSign, Google Forms, Microsoft Teams, ServiceNow, Salesforce, Slack, Tableau, and others. You can set up additional custom integrations using their REST API and webhooks, or by connecting Smartsheet to an Automate.io or Zapier account too.

2

Zoho Projects

Best task management software for collaborative project management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
286 reviews

Free trial available

From $5/user/month

Zoho Projects is a cloud-based project management software that provides teams with a collaborative environment to plan, track, and execute tasks. It is designed to accommodate the needs of different team sizes and project complexities, offering a scalable solution for managing work and improving project delivery.

Why I picked Zoho Projects: Zoho Projects provides a platform where teams can create, assign, and track tasks to improve efficiency. It allows for setting priorities and deadlines, organizing tasks into lists, and visualizing them through Kanban boards for better workflow management. The software also enables team members to log time directly on tasks, ensuring accurate tracking of effort and productivity. Collaboration is further facilitated through built-in chat, forums, and document sharing, keeping all team members aligned and informed.

Zoho Projects Standout Features & Integrations

Features include an issue tracker, Gantt charts, reporting and analytics features, and resource utilization features. The tool also offers project milestones, which mark significant events in the project timeline and help in tracking progress. They can be linked to task lists and tasks to ensure that key project goals are met on time.

Integrations include Zoho CRM, Zoho People, Zoho Desk, Zoho Invoice, Zoho Analytics, Google Apps, including Drive and Calendar, Microsoft Office, Slack, and GitHub.

3

Profit.co

Best task management software with links to company-wide OKRs

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.8
200 reviews

30-day free trial + free plan available

From $7/user/month

Profit.co’s is a Results Management Platform with a focus on task management, objectives and key results (OKRs), performance management, and employee engagement.

Why I picked Profit.co: Their platform offers a holistic suite of tools that work together to ensure optimal team alignment at all levels. Beyond managing tasks, you can use Profit.co's platform to conduct regular check-ins, manage OKRs, promote transparency, recognize employees, and review team and individual performance.

Profit.co Standout Features & Integrations:

Features include task-tracking tools to help you prioritize and set deadlines, the ability to break major tasks up into minor sub-tasks, and a kanban style view for tracking progress. You can also set up links between tasks and key results, so your progress dashboards update automatically as items are completed. Their platform also includes team collaboration features like # tagged conversations, task reminders, and action checklists with full team visibility.

Integrations are available natively with 40+ popular software applications including Chrome, Gmail, Google Calendar, HubSpot, Jira, Microsoft Teams, Microsoft Outlook, Salesforce, Slack, Snowflake, Wrike, Zapier, Zendesk and many others.

4

Teamwork.com

Best task tracking software for analyzing non-billable time to improve team efficiency

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4
1100 reviews

30-day free trial

From $13.99/user/month

Teamwork is a task management software with a strong focus on team collaboration and workspace management features. Team leaders can leverage the platform’s automation features to assign and track tasks, create consistent work processes, and speed up their work.

Why I picked Teamwork: They offer more than just a simple task-tracking tool. You can also use Teamwork for project and resource management, planning, team collaboration, reporting, and project delivery too. Due to its large feature set, it can take a little extra time to get up to speed initially. However, there's a lot of support for learning, including ongoing webinars and access to help docs, an online resource center, and a dedicated customer support team.

Another highlight of using Teamwork is the ability to track and analyze non-billable time. This feature helps managers identify time-consuming but unprofitable tasks in their workflows, so they can make those activities more efficient, or eliminate them entirely.

Teamwork Standout Features & Integrations:

Features include task lists with subtasks that break the work down into action items for your team, due dates, priority statuses, tags, supporting documents, real-time collaboration, data dashboards, time tracking, Gantt chart and Kanban board views, milestones, budgeting and billing tools, and 7 report types. All of these features work together to help you ensure your team completes key tasks on time and within budget. You can also set up notifications to let specific co-workers know whenever a task status changes too.

Integrates are available with 80+ applications through a combination of native integrations, certified partners, and 3rd party apps. Key integrations to note include Basecamp, ChurnZero, Databox, Google applications (Gmail, Google Calendar, Drive, Sheets, etc.), Harvest, HubSpot, Microsoft Teams, OneDrive, Outlook, SharePoint, Slack, QuickBooks, Zoho Analytics, and more.

5

Asana

Best task management software for increasing team productivity

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3
8327 reviews

30-day free trial + free plan available

From $13.49/user/month

Asana is a popular task management and productivity platform that's often used to ensure team alignment in terms of task tracking and achieving company-wide goals.

Why I picked Asana: Asana’s platform allows teams to create top-level company goals, with contributing sub-tasks that feed into the larger objective. You can assign individual team members to specific sub-tasks, and visualize their progress using their dynamic task-tracking progress bars. This helps to keep team members on track, and provides a visual representation of each individual component of a company-wide goal, helping to flag any issues early if one sub-task is falling short.

Asana Standout Features & Integrations:

Features include task management and project resource management tools, automations, reporting, a workflow builder, and several different views to organize task and goal-based information, including kanban boards, Gantt charts, a shared calendar view, and a list view. From any one of their views, you can update and visualize information on your projects or tasks, including subtasks, task assignees, milestones, sections, custom fields, and more.

Integrations are available with 280+ applications, including Azure Active Directory, Chrome, DropBox, GitLab, Google Workspace, Loom, Microsoft Teams, Microsoft Office 365, Microsoft Outlook, Okta, Slack, Trello, Zapier, Zoho Desk, and many others. Additionally, users can connect Asana to Zapier, Automate.io, and others to integrate with hundreds of other apps too.

6

Mosaic

Best task management software with advanced time management and forecasting features

30-day free trial

From $9.99/user/month

Mosaic is a project and resource management software complete with automation, forecasting, and time-tracking features that help managers keep their projects on time and within budget. These features work together to create better visibility of each organization’s effectiveness. Managers can use the board view to identify roadblocks that are time-consuming, so they can avoid them in the future.

Why I picked Mosaic: Their software offers users a summary of everything that’s going on in their organization or department. Managers can configure their dashboards as needed so they can track task progress at a glance. Mosaic also enables team leaders to compare planned time to actual time spent, so they can get a better understanding of how long it takes for their team to complete certain tasks.

Mosaic Standout Features & Integrations:

Features include task assignments with due dates and priority levels, team schedules, scopes and budgets, visualization tools, shared project notes, project roadmap tools, drag-and-drop functionalities, templates, time-tracking, data dashboards, reporting and business intelligence tools, AI-backed forecasting, data analysis, key performance indicators (KPIs), and automation workflows.

Integrations are available natively with 15+ popular software systems, including Ajera, Asana, Clockify, GitHub, Google Calendar, Google Sheets, Microsoft Excel, Microsoft Teams, Oracle, Paylocity, QuickBooks, SAP, Salesforce, Vantagepoint, and Workday. They also provide custom integration services if you want to connect Mosaic to a program that isn't already on their list.

7

Hello Ivy

Best task management software with built-in communication

Hello Ivy offers a 14-day fully featured free trial upon sign-up.

Pricing starts at $9 per user monthly.

Hello Ivy is a work management software with project and task management features as well as built-in internal communication tools.

Why I picked Hello Ivy: This software was designed with simplicity in mind and is easy to navigate and quick to learn. Users can create tasks, delegate responsibilities, track progress, and communicate with team members from inside the platform. The drag-and-drop Kanban board allows teams to track task and project progress, and personal homepages give users an overview of their assigned tasks and upcoming deadlines.

Project-related discussions can be managed within the platform to avoid unnecessary meetings. Live chat is also available in the software, and users can tag one another for urgent communications. Keeping team communications within the project management system helps reduce app-switching and promote transparency.

Hello Ivy Standout Features & Integrations

Features include daily to-do lists, deadline tracker, Kanban boards, tasks and subtasks, document management, template builder, doc collaboration, calendar view, personal homepages, live chat, discussion boards, Gantt charts, and team member profiles.

Integrations are not currently listed by the software.

8

ClickUp

Best task management software for team-based daily task management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
4135 reviews

Freemium plan available

From $9/user/month

ClickUp is a flexible productivity and project management tool that helps managers oversee every aspect of the task management process. Team leaders can create tasks, set milestones and due dates, add or remove team members, and provide feedback to task assignees in real time. You can also create custom triggers for their automations, which can help speed up your team’s work.

Why I picked ClickUp: ClickUp calls itself 'one app to replace them all' and has an expansive feature set to back up that claim. It's an excellent task management platform for teams who want a little bit of everything and don't mind the learning curve and training required to master it all in one interface. For complex projects, you can also break tasks down into smaller subtasks, with individual or multiple assignees to improve productivity. Their mind map view can help you visualize the relationship between all your moving parts, and identify any roadblocks your team may encounter.

ClickUp Standout Features & Integrations:

Features include task scheduling and tracking, subtasks, reminders, priority levels, task templates, color-coding, budgeting, contact management, data visualizations, an employee database, team collaboration features, expense tracking, file sharing, a template library, timesheets, chat, email integrations, feedback management, and process reporting. You can also easily filter, sort, search for, reorder, and view tasks in whatever format is most convenient for your team. In addition, ClickUp includes tools to create Gantt charts, calendars, Kanban boards, and timelines to visualize tasks.

You can restrict team members or freelancer access so they’ll only be able to access their individual tasks, or you can make the project and its dependencies more transparent. Their click-and-drag dashboards are also very customizable, with a long list of custom fields, statuses, tags and more to choose from. Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.

Integrations are available natively with over 1,000+ popular applications, including Calendly, Clockify, Dropbox, Google Calendar, Google Chrome, GitHub, GitLab, HubSpot, Microsoft Outlook, Microsoft Teams, Slack, TimeDoctor, Zendesk, and many others. You can also access additional integrations by connecting ClickUp to a paid Zapier account as well.

9

MeisterTask

Best task management software for GDPR compliance

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6
170 reviews

Free trial available

From $14.50/month (billed annually)

MeisterTask is a task management tool designed to cater to businesses that prioritize data protection and privacy, offering features that align with GDPR compliance. It provides a visual workflow using Kanban boards and integrates with various tools while ensuring the security of intellectual property, positioning itself as a suitable choice for secure and reliable task management.

Why I picked MeisterTask: I included MeisterTask because the platform's quick setup feature allows teams to rapidly begin using the tool with minimal onboarding. Plus, compared to other tools, MeisterTask also stands out for its commitment to maintaining the security and privacy of user data, ensuring that businesses can manage tasks while adhering to strict data protection regulations.

MeisterTask Standout Features & Integrations

Features include a distinctive Kanban board that visualizes tasks as detailed cards that can be moved across customizable columns, aiding in progress tracking and task prioritization.

Other useful features include automation capabilities for repetitive actions, multiple checklists within tasks for detailed progress tracking, recurring task setup for regular duties, time tracking for productivity analysis, custom fields for tailored information capture, comprehensive statistics and reports for insight into team performance, roles and permissions management for access control, and integrations with other tools to centralize workflows.

Integrations include MindMeister Google and Outlook Calendars, Microsoft Teams, Slack, GitHub, ZenDesk, Microsoft Outlook and Gmail, PomoDone, and Zapier.

10

7shifts

Best task management software for hospitality professionals

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5
53 reviews

14-day free trial + free plan available

From $24.99/month/location

7Shifts is a team management platform that's purpose-built for hospitality professionals, including those working in hotels, restaurants, and other customer service-oriented establishments. Their platform includes dedicated modules for hiring, training, scheduling, paying, and retaining staff, and includes task management and team communication features.

Why I picked 7Shifts: This platform makes it easy for hospitality workers to get a clear picture of what they should accomplish on a daily basis. The software’s mobile app highlights outstanding tasks and sends real-time notifications as your team completes them. I also appreciate that their system offers more than simple task management, including tools to improve employee engagement while also managing employee scheduling, all within the same platform.

7Shifts Standout Features & Integrations:

Features include task management tools like assigned and automatically recurring tasks, team communication functions, the ability to host training videos, hiring and onboarding checklists, document storage, employee scheduling including a time clock, payroll integrations, tip management and tip payout modules, and extra tools to engage with employees remotely. Their timesheets feature also helps managers monitor when employees check in and out of work, eliminating unnecessary paperwork.

Integrations are available with 60+ integrations partners, including ADP Workforce Now, Bounce, Ceridian Dayforce, Ceridian Powerpay, Clover, FuturePOS, GoTab, Gusto, Heartland, Lightspeed, Paychex, Paylocity, Restaurant Manager, RUN by ADP, SevenRooms, Toast, UKG Pro, and others.

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Other Options

Here are a few more worthwhile options that didn’t make the best task management software list. I didn't have room for a full review for each of these but they are still worthy of consideration:

  1. Wrike

    Best task management software for real-time team collaboration

  2. Hive

    Best task management software for improving cross-department collaboration

  3. Connecteam

    Best for its mobile solution to follow-up tasks.

  4. Kantata

    Best task management software for project managers

  5. Todoist

    Best task management software with productivity goals and a smart scheduling feature

  6. GanttPRO

    Best task management software for tracking multiple tasks using Gantt charts

  7. Kintone

    Best task management software for no-code workflow optimizations

  8. Basecamp

    Best task management software for project-focused team collaboration tools

  9. Paymo

    Best task management software for organizations that track billable time to invoice clients

  10. FunctionFox

    Best task management software for creative teams or agencies

How I Selected the Best Task Management Software

Wondering how I selected the best task management software for this list? I'm happy to share my methodology. First, I scoured the web to create a long list of the most popular task management software systems with positive user ratings. Next, I reviewed each software website in detail and assessed each system within the bounds of my selection criteria below.

Here’s a summary of the selection criteria I used to develop my shortlist of the best task management software for this article: 

Usability:

Since task tracking is a central aspect of managing any high-performing team, it's essential to pick a system with strong usability features. This means the system should be user-friendly for employees at all levels following a short training or onboarding period. You'll also want to make sure you select a system that creates a positive and engaging user experience (UX), which will help your employees get on board with using the new system faster.

To assess a software system's usability, I look at the organization of its user interface (UI). This includes the layout of the product, how its menus are organized, and how easy it is to find the features you need. You shouldn't have to waste time going through multiple taps, windows, or menus to find what you're looking for. Instead, simplicity is key.

Productivity features:

Since increasing productivity is the driving force behind task management software, I spent the most time assessing these features when creating this top 10 list.

Important productivity features I like to see included are task lists with sub-tasks and dependencies, prioritization tools (priority levels, deadlines, custom tags, color-coding, etc.), task assignments (including multiple assignees), file sharing, automation, and multiple view options.

Communication tools:

Whether your team is office-based, hybrid, or fully remote, communication features that work in tandem with your task tracking are crucial. If any key task hits a roadblock, you shouldn't have to switch apps to have a chat about it. Instead, you'll be more productive keeping everything in one place. That's why I paid close attention to assessing each software system's communication and collaboration features, including live chats, notes, comments, @ tagging, and individual or group messaging abilities.

Software integrations:

Increasing productivity is the name of the game, and software integrations will only help you tackle more ground. For task management software specifically, logical integrations you'll want to take advantage of include connections to popular email and calendar programs, timesheet or time-tracking software, goal or OKR-tracking software, and performance management systems.

To help you save some time, I've included a list of each system's key integrations in my summaries below.

Price:

Sometimes it all comes down to cost. That's why I recommend getting a sense of your realistic budget before you go too far down the rabbit hole into sourcing the best task management software for you.

Depending on the size of your team, you may be able to get away with a free task-tracking solution. However, paid or premium plans will often give you a better return on your investment if you can afford one.

Sometimes pricing details are only available upon request. Luckily, I was able to source pricing details for most of the task management platforms in this list. On top of that, most of the software in this list does offer a free trial! This is a great place to start before you commit to signing a contract.

People Also Ask:

Here are some answers to frequently asked questions you may have about task management software and how it can help you improve your team’s productivity:

What is task management software?

Task management software is a type of productivity tool that helps you create dynamic task lists, either for yourself personally, or for your team as a whole. It’s used to help you organize action items into “to do” lists, with additional features like due dates, team assignments, file sharing links, tools to track progress, and more. For a full list of the typical features you can expect to find, see below.

For more information, visit our article on What is Task Management Software and How Can it Help You too.

What is the best task management software?

The answer to this is subjective. The best task management software for you won’t be the best for everyone. That’s why I’ve included different types of task management software in this list.

Some of the selections above offer task management features within a larger platform of productivity tools or workforce management systems. Others lend themselves better to project managers who need to manage assignments and keep their teams on track. Depending on your business environment, a simplified task management app might also satisfy your needs too, and often for a lower price point.

For more advice on how to select the best software for your organization, take a look at our article on How to Make a Business Case for HR Software, which extends equally to any type of software, whether for HR departments or not.

What are the main benefits of using task management software?

The main goal behind task management software is to provide a framework for organizing and prioritizing tasks. These systems can be used on a personal basis, or for a group.

Here’s a short summary of the main benefits you can expect to gain when instituting task management software across an organization:

  1. Effective prioritization tools (i.e., deadlines, priority level tags, color-coding abilities)
  2. Improved team focus and productivity (up to 41%, as reported by some users)
  3. Transparent task delegation with automatic reminders
  4. Enhanced team collaboration features
  5. A central repository for critical information
  6. Linked calendars and visual views like Gantt charts and Kanban boards
  7. Mobile access from any device (via Android and iOS task management apps)
  8. Goal tracking, with sub-tasks that feed automatically into larger goals
  9. Team-wide or task-specific time tracking features
  10. Workflow automations that can be customized

For more information on the benefits of using task management software, visit our article on What is Task Management Software and How Can it Help You too.

What features are commonly included in task management software?

Here’s a shortlist of the most common features to look out for when evaluating the best task management software for your organization:

    • Task templates: The software should include task templates (or the ability to create new ones) so you won’t have to waste time creating new items for recurring tasks or repeatable processes.
    • Subtasks and dependencies: It’s important to be able to break larger tasks up into smaller, more accomplishable tasks. This will improve productivity and positively impact employee morale.
    • Prioritization tools: This refers to a handful of features that will help you highlight critical tasks, and optimize your workflow. Specific prioritization tools include due dates, deadline reminders, custom tags, color-coding, pre-set priority levels, task owners, and individual or team assignments (including multiple assignees).
    • Automation: The platform should offer some form of automation, such as automatically assigning recurring tasks, or updating goal progress leaderboards that are linked to smaller sub-tasks.
    • Multiple views: You’ll want to choose a task tracking platform with a variety of view options to suit your team members needs. Common views you’ll want include project views, list views, Kanban boards, Gantt charts or other timeline views, calendar views, or team-specific views.
    • Scheduling and time tracking: Depending on your business, scheduling and time tracking could be a game changer, particularly if you need to separate billable and non-billable work tasks for client billing purposes. By tracking time spent within your task management system, you’ll gain a better understanding of how long key tasks take. These details will then help you to plan accordingly for similar initiatives in the future.
    • Communication features: To improve collaboration, you’ll want to ensure your task management software includes communication features like leaving notes, sending individual or group messages, tagging employees in responses, or starting live chats linked to a specific item.

How can task management software support remote or hybrid teams?

Since the COVID-19 pandemic began, millions of teams around the world have transitioned from office work to a work-from-home or hybrid work model. Task management software can help distributed teams collaborate, communicate, and stay on track to reach their personal and team goals on time. It offers a central space for employee task tracking that is fully visible and transparent to all other members of your team. This helps create a greater feeling of team connection and improved employee morale, no matter where your employees are logging in from.

While you’re here, here’s a list of our other top resources for managing hybrid teams:

Are there any free task management solutions?

It’s important to remember that free isn’t always better. Some of the software providers in this list do offer free versions of their products (called freemium plans) but they won’t have all the features of their premium plans.

If you’re running a small team, or looking only for a personal task management app, you may be able to get a free plan to work. However, I’d recommend selecting an option with scalable pricing packages in case you start to need more features once you get into using it.

Final Thoughts & Resources

Effective teams complete projects on time and within budget. And a simple way to increase your team’s effectiveness is to use task management software. 

Earl K. Miller, a neuroscience professor at MIT, said “Multitasking is not humanly possible, [...] When you multitask, you tend to make more mistakes.” Assigning your team members specific daily tasks enables them to focus on what’s important and increases their productivity. 

However, no need to stop here. There are other types of software that can help increase your own, or your team's productivity too. Here are a few of my top favorites to save you some time:

If you want to receive more tips on team productivity from top thinkers in the industry, subscribe to the People Managing People newsletter

For even more help choosing the best HR software, check this out: The 10 Best HR Software Companies

By Kim Behnke

Kim Behnke is an HR Tool Expert & Writer for People Managing People. She draws on her 9 years of human resources experience and her keen eye for systematic processes to support her analyses of the top HR tools on the market. She is passionate about maximizing efficiencies and streamlining workflows to ensure internal systems run smoothly. Kim's HR experience includes recruitment, onboarding, performance management, training and development, policy development and enforcement, and HR analytics. She also has degrees in psychology, writing, publishing, and technical communication, and recently completed a Certified Digital HR Specialist program through the Academy to Innovate HR. When away from her desk, she can usually be found outside tending to her ever-expanding garden.