Whether you’re a project manager or entrepreneur, task management is crucial for achieving your objectives and adhering to deadlines. With a variety of task management software available, it can be challenging to select the one that best fits your requirements. We’ve collated a list of the 15 top task management software in 2023 to assist you in making an informed decision. Regardless if you’re searching for an easy-to-use solution for your small business, or a more complex tool for managing a large project, our list offers an assortment of excellent options. Discover the most effective solutions to streamline your project management process.
Choosing task management software is not a simple task. Several factors unique to each project must be considered, including team size, organization type, and required interconnectivity. These should be evaluated at the onset to ensure a smooth project start.
In this article, we present the top 15 task management software that we believe will fulfill the majority of task management needs in 2023.
What is Task Management Software?
Task management software is a tool that consolidates all essential human and material resources required for a common objective into a single platform.
In practical terms, task management software offers vital features that facilitate the creation, monitoring, and management of a project. The probability of a project’s success significantly increases when a task management tool is utilized.
The 15 Best Task Management Software
Monday.com
Monday.com is renowned for its efficient task management software. Its features are well-integrated, and it offers simple usability and a wealth of features. The software enables teams to coordinate tasks and projects effectively, accommodating both remote and in-person collaboration. Monday.com’s standout feature is its ability to connect with CRM software, broadening its range of project management capabilities, such as invoicing, accounting, and customer follow-up. In addition, it possesses numerous security certifications and offers a system of rewards and incentives.
Advantages:
- User-friendly interface
- Wide range of advanced features
- Easy to learn with accessible support and a large community
Drawbacks:
- Pricing scales with the number of users
It is a highly competitive solution, ideal for large corporations and known for its collaborations with major companies like Coca-Cola, PayPal, and Uber.
Asana
Asana, established in 2011, is one of the most complete task management software options available. It has a broad spectrum of key features, even in its free version, and is used by over 100,000 companies worldwide. Asana focuses on promoting collaboration, providing dedicated messaging within each project and visual display of workload distribution.
Advantages:
- Extensive features, even in the free version
- Easy team management
- User-friendly interface
- Excellent interconnectivity
Drawbacks:
- Initial setup may be challenging for less experienced teams
- Customer support could be more responsive
Asana suits businesses of all sizes and is highly recommended for task management.
ClickUp
Founded in 2016, ClickUp is a rapidly growing task management solution with nearly 800,000 global users. It’s versatile and robust, catering to large teams collaborating on shared projects. ClickUp boasts an array of customization options, including a range of view options, such as Kanban board, Gantt chart, calendar, timelines, and mind maps.
Advantages:
- Applicable for users of all sizes, from freelancers to large companies
- Numerous view options
- Customer-centric service with regular updates and added features
Drawbacks:
- Overwhelming customization options for some users
- Advanced reporting functions only available in paid version
With its flexibility and power, ClickUp stands as a leader in the task management software market.
Zoho Projects
Zoho Projects offers simple, effective task management with comprehensive monitoring and reporting tools. It also provides an efficient workflow for tracking and resolving issues. Notably, Zoho Projects includes a variety of collaborative features, including an internal forum and integrated chat.
Advantages:
- Integrated communication tools
- Excellent value for money
- Powerful anomaly tracking
Drawbacks:
- Customer support is hard to find and not always responsive
- Not suitable for larger teams
Zoho Projects is a solid choice for smaller organizations or freelancers due to its simplicity and collaborative capabilities.
Jira
Jira, by Atlassian, has been a leading name in task management since 2002. Initially targeting developers for tracking bugs and customer requests, it has expanded to cater to project managers. Jira leverages the Agile method, allowing Scrum or Kanban project structures.
Advantages:
- Powerful agile tools
- Best-in-class incident management and ticketing
- Secure platform
Drawbacks:
- Designed primarily for technical users
- Lacks timelines
- Limited collaborative tools
While Jira has broadened its scope, it is still most suitable for technical teams.
Wrike
Wrike has established itself in task management software, focusing on marketing and creative teams. This customizable software includes a comprehensive dashboard, report editing, a scheduler, diagrams, collaborative tools, and third-party integrations. Wrike shines in tracking employee tasks with an interactive view and unique tagging system, enhancing workflow efficiency.
Advantages:
- Comprehensive dashboard
- Optimal task tracking
- Extensive interconnectivity with marketing software
Drawbacks:
- Steep learning curve
- High pricing
Wrike is ideal for creative needs, though its pricing may deter smaller organizations.
Notion
Notion has surged in popularity in recent years, winning over many users with its minimalist design and extensive customization options. All its features are designed to make project organization more efficient. The software includes keyboard shortcuts, on-the-fly page creation, and unlimited configuration options to streamline user experience, even for less tech-savvy users.
The tool is free to access, and many capabilities are available in this version. Notion excels at efficient project task management by sharing roles, objectives, and results with team members. It also serves as a powerful content management system, allowing the storage of numerous notes, link imports, archives, and more.
Advantages:
- User-friendly
- Comprehensive content management system
- Highly customizable
Drawbacks:
- Primarily a productivity tool
In summary, Notion is a superb productivity tool for managing small projects within a small team. However, it doesn’t quite match up to solutions like Asana or Monday in terms of task management-specific features.
Basecamp
Basecamp, an excellent collaborative tool, enables efficient team communication with native solutions such as a discussion space, document management, and integrated chat.
Its primary role is to communicate project information within a unified space accessible to all members, including clients and service providers. All project participants can access the same real-time information. Regarding task management, Basecamp provides detailed reports, task lists, file storage and sharing, and user-friendly calendars.
Advantages:
- Integrated communication tools
- Outstanding customer support
Drawbacks:
- No timelines
- Limited advanced features
While sufficient as task management software for smaller teams, Basecamp primarily excels as a collaborative tool used alongside more comprehensive task management software.
Trello
Trello is arguably one of the most recognized task management software solutions. Easy to learn and inspired by the Kanban method, Trello has won over millions of users worldwide. Trello, once only a collaborative tool, now includes features that enable it to compete with major players in the sector.
Organized in columns, Trello helps to organize project tasks in a flexible, visual, and adaptable manner. Each project member can identify pending, in-progress, and completed tasks. The “cards” view allows the addition of descriptions, links, comments, notifications, and more.
Advantages:
- Simplicity
- Versatility
- Numerous expansions
Drawbacks:
- Limited advanced task management features
With its Kanban board organization, Trello enjoys significant popularity and widespread use. However, despite numerous expansions, it remains somewhat limited as dedicated task management software.
Freedcamp
Founded in 2010, Freedcamp is a classic task management and organization tool with expected features for this type of software. Suitable for all types of customers, from freelancers to large companies, including SMEs, Freedcamp’s primary strength lies in the features offered in its free version.
Advantages:
- Multiple features in the free version
- Accessible to all
Drawbacks:
- No automation
- Non-intuitive ergonomics
Freedcamp’s basic features make it an excellent choice for any type of project.
Microsoft Project
Microsoft Project (also known as MS Project) is one of the oldest task management software options (1990 for the Windows version).
Microsoft Project is primarily geared toward project managers. It helps them organize their projects’ planning and management by providing an appropriate solution equipped with all the necessary tools.
Advantages:
- Reliable and robust
- Comprehensive features
Drawbacks:
- No free version (not included in the Office suite)
- Complex to handle for beginners
Microsoft Project is a comprehensive task management tool, focused on task management.
TeamGantt
TeamGantt, as the name suggests, primarily uses Gantt diagrams and excels at project planning. It’s very user-friendly, even for beginners, thanks to its drag-and-drop features. The software can also display on-demand Kanban boards and team calendar views.
Advantages:
- Ideal for Gantt chart specialists
- Intuitive user interface
Drawbacks:
- Pricing depends on the number of users
- Few native features
TeamGantt is a solid solution if task management focuses on Gantt charts use. However, it lacks in other functionalities which are underdeveloped.
VisualProject
VisualProject, a French tool, operates mainly on Gantt charts like TeamGantt but offers many more task management features. It includes action plans, schedules, resource management tools, expense and revenue tracking, and more.
Advantages:
- Focuses on Gantt charts
- Responsive support (in French)
Drawbacks:
- User experience could be improved
- Steep learning curve
In short, VisualProject is robust and efficient, albeit potentially difficult to handle due to its complexity.
Teamwork
Teamwork might be one of the lesser-known entities in the task management software world, yet it provides all the standard inventory a decent project manager needs.
Advantages:
- Rich features
- Easy to use
Drawbacks:
- Somewhat laborious interface
Teamwork holds great potential to become a renowned project manager in the coming years.
G Suite (the Google Suite)
Last but not least on this list is the suite of tools developed by Google. While not strictly a task management software, the Google Suite still permits project organization and planning, thanks to tools such as Google Sheets, Google Docs, Google Drive, Google Calendar, etc.
Advantages:
- Widely used around the world
- Generous free versions
Drawbacks:
- The G Suite cannot replace a complete task management software
The Google Suite remains essential in the pre-project phase to centralize the information that will then allow the project to be fully deployed.
Why Use Task Management Software?
Task Management software is a tool designed to centralize and streamline all project documentation and ensure it is accessible to all stakeholders. This ensures efficient exchange of information, promoting team collaboration and individual progress, and saving project managers time on managerial tasks.
Centralize Information and Monitor Project Progress
Task Management software excels in:
- Centralizing data in a secure space, enabling asynchronous work.
- Providing a shared vision of tasks and objectives.
- Providing tools such as diaries and monitoring schedules to ensure deadlines are met.
By streamlining key stages of a project, it enhances the likelihood of delivering on time for clients.
Facilitate Team Collaboration
Successful project execution necessitates excellent communication. Most Task Management software facilitates team exchanges through integrated messaging, notes and/or comments systems, and contact repositories.
Secure and Control Project Risks
Running a project without monitoring software can lead to confusion and inefficiency. Most Task Management software includes risk management tools, such as risk matrices, to identify and prevent potential project risks relating to governance, budget, or resource loss.
Gain in Efficiency
Task Management tools are designed to improve operational efficiency. Shared communication tools save time, freeing teams from unnecessary tasks and enabling project managers to focus on critical strategic decisions. Effective use of software ensures the delivery of quality work, on time, and within budget.
How to Choose Your Task Management Software?
Understanding the benefits of Task Management software is one thing; choosing the right one is another. Here are key factors to consider:
- Features: Understand your needs, considering existing tools in your organization. Anticipate future requirements and choose a scalable solution.
- Project Method Used: Some software aligns better with agile methods, others with the Kanban method or Gantt charts.
- Ease of Use: Based on your team’s technical maturity, choose a tool that won’t hinder progress or discourage use.
- Price: The cost depends on selected features and user count. High price doesn’t always mean better suitability; the software must meet your specific needs.
- Available Integrations: Extensions can greatly contribute to project success. Choose a software capable of connecting to other solutions if needed.
- Support and Customer Service: Reactive support can prevent project paralysis in case of major bugs.
What about Open Source Task Management Software?
Open source Task Management software can be a cost-effective solution for small businesses. These tools are often easy to use and highly configurable. Some examples include Redmine, OpenProject, Odoo, and ProjeQtOr.
What is the Best Task Management Tool?
It’s challenging to pinpoint a single “best” tool, as needs vary widely. However, based on specific criteria, one might consider:
- Asana for the most comprehensive features
- Zoho Projects for best value for money
- OpenProject as the best open source software
