Managing a project is about identifying the tasks that need to be done. But, that’s just the first step. To deliver a project, you’ll need to get tasks done. A task management software simplifies this by helping you and your team identify, organize, and get tasks done.
When it comes to choosing a task management app, you are spoiled for choice. To reduce this overwhelm, we have created this resource to help you pick the right task management tool for your requirements.
In this article you’ll learn:
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Task management is an essential part of project management. It enables you to break down the project into small, achievable tasks and measure their progress throughout their lifecycle.
Task management helps teams reduce the overwhelm, boost productivity, and reward small wins on the completion of key milestones.
Task management consists of three primary activities:
The confusion between task management and to-do lists perhaps stems from the similarity between checking-off a task off the list after its completion. But task management is quite comprehensive compared to a to-do list.
To-do lists are the simplest form of task management. You enlist the tasks, errands to run, or anything you’d like to complete during the given day, and that’s it. You might rearrange the items, but they don’t go any granular than this.
Task management, on the other hand, is concerned with other intricacies of project management. Some of the complexities in task management include:
A task management system simplifies your team’s task workflow.
Here are five reasons a team task management software can be of immense help for managing projects:
Task management software helps you keep a record of the identified tasks. In addition, it helps you organize tasks according to project milestones, and schedule them based on priority. Depending on task dependencies, you can then plan out a project timeline.
Based on the project timeline, you can use a task planning app to plan and schedule your work.
Identifying team members and assigning tasks helps you distribute work. The team schedule visualizes individual workloads, which allows you to view who is overworked and who can cram in one more task.
A task management application provides a platform to store all project-related information in one place. While creating new tasks, team members can include additional information (external links, resources) and attach files under each task.
Users can also create a project wiki to centralize essential documentation and information required for the project.
Most task tracking apps come with multiple views to visualize project progress. Two of the most common views include the kanban board and the Gantt chart/timeline view.
The kanban board consists of a workflow to visualize task progress. Users can move tasks across different boards as they are working on them.
The Gantt chart shows the project/task schedule over a timeline. You can view each task’s start and end date, duration, current progress, dependencies, etc. in an instance.
On the task level, team members can collaborate with the team, discuss potential issues, and get stakeholder approval.
A milestone is achieved when all the pre-agreed tasks are completed by a given deadline. That’s why team members need clear visual cues about upcoming milestones and deadlines. Task management software tools help the team get an overview of the progress made towards a milestone.
Before we look at the 10 best task management tools, let’s understand how to pick a solution that will work for you. The following points can help you evaluate task management alternatives:
Security and workflows dictate the infrastructure you’ll need for a project task manager. In addition, the infrastructure you choose will also decide when and how the task management system is available.
A task organizer is always a means to an end. In other words, you don’t want your team to spend more time updating tasks progress, than actually doing them.
Complex software tools often slow teams down. That’s because you have to spend time onboarding your team, teaching them about the software, and making sure they use it the right way.
And, sometimes team abandon using a tool, simply because it’s too complex to use.
Task details: The task planning app should allow you to add sufficient information about what needs to be done. That way, the team members responsible for doing the task have everything they need to complete the task.
This includes file attachments, rich text task description, task deadlines, etc.
Customizable task workflows: Each team works in a different way.
A design team has to brainstorm, ideate, create, and get a creative approved before it goes live. On the other hand, a software team may take an entirely different approach.
The task planning tool should be flexible to work with your workflow. Or, you’ll have to spend even more time adapting to the tool’s workflow.
Task collaboration: Often team members need to work together on tasks. A task manager needs to have the ability to:
Task schedule overview: It’s immensely helpful if the task manager offers a timeline view. This way, you can track tasks, understand task dependencies and bottlenecks, phase completion in a glimpse. You will also be able to visualize resource allocation.
The task management platform should compensate for the missing features via third-party integrations. The most common integrations include time tracking, calendar, billing, scheduling, and communication apps.
Money is a big factor when it comes to choosing a task management app. That’s because most tools charge a monthly fee per user. So, you’ll need a budget for all the team members you plan to onboard on to the tool.
Now that we know what to look for in a project and task management software and how to choose one, let’s look at the top ten task management software tools for teams.
Toggl Plan is one of the simplest project and task management software tools for many reasons. While it comes with everything you need to manage tasks, there’s practically no learning curve involved.
Plan tasks on a timeline
Planning tasks is super-easy with Toggl Plan. To get started, just drag and drop tasks on the project’s plan timeline. And, schedule them based on deadlines and resource availability.
The timeline gives a clear overview of what’s being done and what needs to be done.
Create custom workflows with boards
While you can manage tasks directly from the timeline, Toggl Plan also comes with a boards view. You can customize the board based on your workflow.
And, your team members can simply drag and drop tasks from to-do to done.
Keep everything you need in one place
With Toggl Plan, you can keep all your project information in one place.
You can add all the task details in one place with a rich text task description, task checklist, and file attachments.
Also, tasks can be assigned to multiple team members. Team members can then discuss and collaborate on the task by adding comments.
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Trello is a kanban-based collaboration and project and task management tool. Known for its simplicity, Trello is to manage individual goals as well as team projects.
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The first thing you’ll notice with Basecamp is that its interface is different compared to contemporary task management apps. It segregates the message board, to-do list, chat, and files into different modules under each project or team.
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Todoist is a task software known for its simple UI yet powerful features. The tool brings together the best of a simple to-do list and complexities of a task management app.
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Tasklog is a nifty work management software for freelancers. It comes with all the essential features to help freelancers boost their productivity and manage tasks and time effectively.
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MeisterTask is an intuitive project task management system for individuals and teams. The tool is primarily kanban-based, which makes it easy to track tasks.
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Sendtask is a free task management software known for its flexibility. The biggest advantage while collaborating is that the collaborators don’t need a Sendtask account to work on the project.
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Notion is a workspace suite that offers some features of a project and task management software. It is useful to set up a content repository, manage tasks and projects, and works as a powerful note-taking application.
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Nifty is a team collaboration software that also offers a team task manager. The app’s UI is similar to that of Basecamp. You can customize the modules to suit your project requirements.
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Cons https://trueffil940.weebly.com/zongshen-250-engine-manual.html.
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Backlog offers project management, bug tracking, and wiki to help users manage tasks effectively. That’s because it’s primarily for software developers.
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Effective task management determines the success of a project.
Picking a project task management system isn’t always easy. That’s because there are so many parameters and options.
The best way is to weigh the features and cons of each tool and shortlist the ones that fit your budget. And then try out 2-3 solutions. Finally, go for the one that’s intuitive and easy-to-use.
As you’re evaluating, do give Toggl Plan a try.
It comes with all essential task management features you need. But, critically, there’s absolutely no learning curve. In fact, your team will love using it every day.
Sign up for a free Toggl Plan account.
Ready to get started? Download your free Excel task checklist template, and we’ll show you just how easy it is to take your task list from to-do to ta-da!
Or, save even more time by whipping up a customized task checklist in just minutes with TeamGantt’s online gantt chart software.
Let's take a look at what we'll cover on this page:
At TeamGantt, we know how important it is to ensure projects get done on time and on budget. That's why we created this Excel project task list template to make tracking progress a breeze.
Make this task tracker template your own by adding to-do list items and tasks, assigning task owners, and tracking task status, budgets and costs. Here’s how.
First, find the Task Name column on your worksheet, and enter a descriptive name for each task you want to track for a particular day of the week.
This sample to-do list template features four different status options—with icons as easy visual cues—so you can see where each task is at a glance: Not Started, In Progress, Complete and On Hold.
To assign a status to a task, click on the status dropdown menu in that task’s row, and choose the status that applies to the task you’re working on.
Set clear expectations for your team by entering the deadline for each task in the Due Date column.
Start by specifying which team or department will carry out the work using the Task Type column. Then pair each task with its rightful owner by entering the team member’s name into the Assigned to column.
Use the Hours Budgeted column to let team members know how much time has been budgeted for each task.
Once a task is complete, log the time spent on it in the Actual Hours column.
We’ve designed this project task template to track your weekly to-do list. But you can create additional task lists for monitoring daily and monthly to-dos.
Click Insert > Sheet > Blank Sheet to add a new worksheet. Then give each row and column a header label, and use the formatting tools to design your own daily or monthly task tracker
Once you’ve got the basics squared away, feel free to customize your Excel to-do list template to ensure it fits your project needs. You can add a title, switch up the colors, add or delete new rows and columns, or even dress your to-do list up with your company logo.
We’ve titled this checklist template “Weekly Task List.” As exciting as that moniker may be, we bet you’ll want to give your to-do checklist your own snazzy (and specific) name.
1. To add or edit the title of your project task list template, double-click your cursor into cell A-2.
2. Enter a new title for your task list. Feel free to include the project name and date range in your title so there’s no doubt what this to-do list tracker covers.
3. Format the header text using the same formatting tools you’d use to format any other text in the worksheet.
Want to apply your own brand colors to your task list? Or make it easy to tell Tom’s tasks from Bill’s? No problem!
1. Click to highlight the cell, row, or column you want to change.
2. Go to Format > Cells, and select the Fill tab.
3. Click on the Background Color dropdown, and choose the new color you want to apply to the cell, row or column you’ve highlighted.
We’ve outlined a few basic to-do list categories to get you started. But there may be other details you need to track along the way. For example, you might want to add a priority column. Or maybe your Monday has a lot more to-dos than the other days of the week.
1. To insert a new row, click Insert > Rows. A new row will be added above the one you currently have selected, using the same formulas and formatting of the row above.
2. To insert a new column, go to Insert > Columns. A new column will be added to the left of the one you currently have selected, using the same formulas and formatting of the column to the left.
We may have included details you simply don’t need to track. That’s okay! Deleting extra info won’t hurt our feelings a bit.
1. To delete an existing row, click on the row you want to remove. Go to Edit > Delete, and choose Entire Row.
2. To delete an existing column, click on the column you want to remove. Go to Edit > Delete, and choose Entire Column.
Want to give your project task list template some more flair? Add your company logo to the worksheet.
1. Right-click on the TeamGantt logo/header image in row 1, and select Change Picture.
2. Choose the image file you want to add to the worksheet, and click the Insert button.
By the time you finish customizing your to-do list template, it’ll be so pretty you just might want to print it out and pin it to the wall—and we don’t blame you.
1. Apple external hard drive. First, let’s set the print area. Simply click and you're your cursor to highlight all the cells you want to print out. Then go to File > Print Area > Set Print Area.
2. If you want to adjust the scale of the checklist to fit on a single page, click on the Page Layout tab. Then go to Margins > Custom Margins and select the Page tab.
3. Once you’ve set the print area and adjusted the scale of your checklist, you’re ready to send your task list to the printer. Click File > Print.
Want to take the tedium out of to-do lists? Give TeamGantt’s online gantt chart software a try, and create customized task lists in minutes.
With TeamGantt, it’s easy to collaborate on work and streamline workflows. Here are just a few of the handy features you—and your team—will have at your fingertips:
And because TeamGantt is live and web-based, everyone on the team can update tasks in real-time. No more juggling a million different spreadsheets or scrambling to capture last-minute updates before a big meeting!
Sign up for your free account and get started. (No strings attached, we promise!) Once you’re in, here’s a sneak peek at just how easy it is to create and manage task lists in TeamGantt.
1. Before you can set up tasks, you’ll need to answer a few quick onboarding questions and then create a new project.
2. Once you’ve landed on the setup page for your new project, start by entering a descriptive name for your project. We’re calling ours “Weekly Task List” here.
3. Then, choose a new Start Date, if you want your list to begin on a day other than today.
4. Next, decide whether you want to start from scratch with a blank project or choose a template from our handy library of pre-built options. To make things super easy for you, we created a template called “Weekly Task List”.
Simply click on the Preview templates icon, select the Admin & Personal category, and select “Weekly Task List” to preview the template. If you’d like to use it, select Use Template in the bottom right corner of the window.
If not, feel free to choose a different template option or click anywhere outside of the preview window to return to the Create a new project page.
5. Next, select which days of the week you want to assign and track work for this project. The default is Monday through Friday, but you can choose any configuration of days that make sense for your work schedule.
6. Finally, select Create new project to save your changes and get to work.
Now that you have a project, it’s time to set up your task list! We chose the Weekly Task List template for our example, which gives us a labeled task group for each day of the week.
1. Simply click on each task group field, if you wish to rename it.
2. If you need to add more task groups, click +Group of Tasks, and enter the name of your new task group in the blank field that appears below.
3. To add a new task, click +Task and enter a name in the blank that appears below. Anamorphic pro 1 8 – professional lens blur tool. Then, use the drag-and-drop features to adjust the timelines for each task.
4. To delete a task, hover over it and select the trashcan icon that appears to the right of the task name.
To invite other users to your project, select the People tab in the top navigation bar of your project. Then, select Invite People to add new users by name and email address.
Once a user has been added to your project, designate them to a task by clicking assign in the Assigned column and selecting the checkbox next to their name.
Here’s an in-depth tutorial on how to invite users and assign them to tasks.
Dependencies enable you to control the order of tasks in your project. If one task has to wait for another to get done before it can begin, the dependency will account for that. For example, a designer may not be able to design a landing page until the content’s been written.
1. To add a dependency, click on the gray dot to the right of the first task in the gantt chart.
2. Then drag the dependency line to connect it to the dependent task below.
To change the color of a task, hover over the task, and choose a new color by clicking on the colored square that appears to the right of the task.
This is just a preview of all the fun you can have with task lists on TeamGantt—but there’s so much more to see! Sign up for your free TeamGantt account today to learn all about the project management possibilities you could have at your fingertips.
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