An introduction to Task Management Software
Task management is the process of managing a task through its lifecycle. It involves planning, testing, tracking and reporting. Effective task management involves managing all aspects of a task, including its status, priority, time, human and financial resource assignment, recurrence, dependency, notifications and more. It often forms an integral part of project and process management.
Task management software describes programs and applications designed to facilitate the process and practice of task management.
The 10 most popular Task Management Software products
1. Wrike is a cloud-based project management and collaborative platform which allows users to organise their projects using a single dashboard by means of social collaboration tools. These also enable users to assign tasks, track deadlines, and prioritise assignments and much more.
Tools such as Gantt charts allow users to track project progress and visualise project plans in real-time. They can also edit tasks and adjust schedules, whilst team leaders can also view their team’s work through task lists, timesheets and the platform’s Activity Stream.
Wrike has the major advantage of being very quick to set-up and requires minimal training to use. In terms of agile project management, Wrike has worked hard to address one of the major causes of overruns and missed deadlines – unclear priorities – by simplifying and prioritising work requirements. Their forms aim to shorten the time needed to complete a project and reduce errors and rework, whilst improving project visibility for main stakeholders.
2. Monday.com is a visual management tool designed to help transform how teams work together. Formerly known as daPulse, this is a simple but intuitive tool which enables users to manage work, meet deadlines and act in a culture of transparency. A single board allows users to see who is working on what tasks at any particular point in time and, from this board, they can add tasks, projects and to-do items, assign teammates to specific projects and determine the exact status of a project in real-time.
Features such as @mentions allow direct communication with individuals and entire teams, and real-time notifications allow everybody on a project team to be brought up to date, whether they are using a desk top or a mobile device. There is also the facility to invite clients as guests on the system in order to promote a better and more streamlined collaborative process.
3. Smartsheet which can be accessed from anywhere using a laptop or mobile device, is an online project management solution which focuses on the more collaborative aspects of project management, as opposed to traditional elements like scheduling and tasks (although it can also perform these). The software is spreadsheet-based, but, unlike traditional spreadsheets like Excel or Google Docs, Smartsheet has a variety of collaborative features incorporated within it. The solution allows teams to collaborate, set-up alerts, attach files, and have discussions, request updates, create web forms and publish results and reports.
4. ConnectWise Manage provides a complete business management and process automation app which is designed for technology companies, such as IT and cloud service providers, software developers, professional services, security and telecoms. The app can be used for help desk and ticket management, project management, CRM, time tracking, billing and invoicing, procurement, inventory management and more.
ConnectWise Manage provide workflow rules that cover all areas of a business, from sending targeted marketing campaigns to tracking service delivery.
The software offers a solution which aims to streamline IT and ITIL, with automation options for incident management, availability, request and service level management, service reporting, service, asset and configuration management, change and knowledge management. The customisable dashboards and reporting tools give detailed insights into all of a company’s KPIs (Key Performance Indicators).
There is also a mobile app which allows service requests to be managed remotely and data accessed.
5. Scoro is a cloud-based professional service solution which provides a control hub that displays outstanding tasks, key performance indicators, calendar events, and more, on a single screen.
Tasks that are scheduled by day, week, or month are automatically populated in a task list, which can be sorted by a user. The solution allows different levels of access to be granted to different employees, to ensure that only relevant users are working on a particular project.
Scoro is able to synchronise multiple calendars, tasks and projects in one interface. It also has budgeting and invoicing capability, advanced reporting functionality, and allows for expense and labour cost tracking. The solution has budgeting and invoicing capabilities, including the ability to send clients the initial invoice. It also offers clickable advanced reporting documents and expense and labour cost tracking.
Scoro integrates with many applications, such as Outlook, Dropbox and MailChimp.
6. Quire is a collaborative task management tool designed especially for teams to help them achieve their ideas and goals in a simple and user-friendly interface.
Quire’s visual tree structure allows users to see tasks, subtasks, and their subtasks, at a glance, without having to click into a particular task, or getting an isolated task in a long list easily forgotten.
The tree structure lets users break down a challenge into step-by-step actions. It also prioritises plans into minimal to-dos in each short period of time, so that users can focus on them effortlessly without worrying about what comes next.
Additional features like description, comments, assignees, start and due date, and time notifications, allow for the easy delegation of tasks to team members, seamless collaboration, and real-time activity monitoring.
7. Zoho Projects is a cloud-based project management solution offering project scheduling and budgeting. It allows project managers to define tasks, assign them to a team, estimate project costs and follow-up on outstanding issues. It is designed primarily for use by small and medium-sized businesses.
The solution automates document processes, such as revision tracking, access control, and search and retrieval. There is also a document management portal for sharing files and documents within a team. Zoho Project also offers issue management features which help manages focus on the resolution of errors in project tasks.
Via the reporting module, dashboards help users prepare business reports and summaries. They can also use Gantt charts to visualise project tasks, and progress against agreed targets. The resource allocation chart allows helps them identify which team members are free, and those that are currently overloaded with work.
Task lists and milestones help users manage complex projects by breaking them down into sub-tasks.
8. Asana focuses on allowing users to manage projects and tasks online without the use of email. Instead teams create a workspace which contains projects, and these, in turn, contain tasks. For each task, users can add comments, notes and attachments. Users can follow the progress of projects and tasks, and when there is a change in their status, they get an update in their inbox. Asana is a web and mobile Saas application.
Features include task management, automatic notifications, a customer portal, collaboration tools, dashboards, a mobile application, document management and task assigning. Asana also includes an Inbox feature that captures all updates generated automatically by the software.
The solution can be integrated with various applications such as Dropbox, HipChat, Slack and Google Drive.
9. Clarizen is a combined social engagement and online project management tool which allows users to work in a collaborative manner and automate workflow to improve efficiency. Currently, Clarizen is being used by more than 2,500 companies in 79 countries, including major Fortune 500 corporations like Equifax and Boston Scientific.
The program is designed to structure activity by connecting projects, tasks, and conversations, allowing projects and other corporate initiatives to be managed in a quick and efficient manner. The software automatically prioritises projects, tasks, resources and budgets to ensure critical resources and information are being properly managed.
Clarizen supports Android, iOS, Windows and Mac, and is deployed either as Saas (Software as a service) or Cloud-hosted. It has an open API which means that it can integrate with a host of other systems and applications.
10. JIRA is an issue and project tracking tool designed for software development teams of all sizes, across all industries. It is available on-demand through a monthly subscription as a Saas application, and can be deployed on local servers for a licence fee.
The solution is designed to help users capture, assign and set priorities to their work. It allows them to manage the whole process of application development, making sure that all tasks are covered, from concept to launch.
JIRA combines issue tracking, agile project management, a customisable workflow and pluggable integration, and a Kanban board to increase the speed of work, featuring items such as to-do lists, in progress, and completed, work reports.
JIRA integrates with several developer tools, and teams can use an extensive set of APIs as well as scores of marketplace add-ons to personalise the solution to fit their unique needs.
Choosing the best Task Management Software
Whilst most Task Management Software products can be used in a range of industries, some applications have been designed to support specific sectors, such as IT or construction. It is, therefore, important to identify an application that suits the particular needs of your company and industry segment, and to test programs in advance to ensure that they provide the functionality required.
Types of Task Management Software
There are many types of Task Management Software tools available, some of which are free, and others intended for enterprise-wide deployment purposes. Some solutions offer simple-to-do lists, whilst others provide company-wide creation, visualisation and notification capabilities, and more.
Task Management Software allows users to assign, prioritise and organise tasks from a central location. It allows them to set milestones and goals, manage deadlines and keep track of deliverables.