Top 5 Task Management Tools
Everyone eventually gets to a point in their professional or personal lives when they realise they’ve started losing track of their tasks or activities (or, if they’re in a management position, losing track of their teams tasks).
That’s ok, you’re not incompetent or anything, you’re just probably been using the wrong tools to manage your tasks (or no tools whatsoever – that notebook and post-its you keep writing things just to forget looking at them obviously don’t count as task management tools).
I can speak for my own experience, as I previously told you guys on this post, I didn’t actually realise the importance of managing my tasks until it got to a point I started spending a lot more time trying to remember what is it I had to do, which of my activities were already done and the activities due dates.
I’ve always been all for “if it weren’t for the last minute we wouldn’t get anything done” lifestyle – or at least I was during most of my college years and the first years of my professional life.
As responsibilities built, though, and I’ve started having to plan and report my activities in depth.
Throughout the years I’ve tested many (and I really mean many) task management tools so I’ve decided to share my own personal knowledge mashed together with reviews I’ve found online to help you find the best alternative to manage your and your teams tasks.
What are task management tools?
Before we can dive further into the world of task management tools available out there, I’ve thought to share a quick definition of what task management is and what is it that task management tools have than make managing your tasks less of an ordeal.
Task management is the process of managing a task or a general activity all through its life cycle. Task management can either help you, as an individual, achieve your own goals, or help groups of individuals work together, collaborate and share information for the greater good.
Tracking a task throughout its life cycle allows you to make decisions based on the progress. Task management, on the modern era is made easier by task management tools that help organize and manage your teams to-do’s.
Why are task management tools essential?
Task management tools are used to track all types of tasks: personal, team or shared tasks.
The size, functions (and consequently the price) of the tools will depend mainly on the requirements of the task and on whether you’ll use this task management software to manage your own, your team’s or a conglomerate’s tasks.
Typical task management software features include:
- Task – and subtask creation – assignment and reassignment, prioritization, task sharing, etc.
- Notification and report generation
- Security and access control
Task management is an important process that allows supervisors to monitor their employees activities, centralising all information for ongoing and completed tasks in a single place, making it a lot easier to evaluate each employee’s workload and performance.
Top 5 task management tools
Now you know what task management is and how important task management tools can be, here are a few of the alternatives you can use to get through managing your tasks unharmed.
I’ve decided to order the tools in increasing order of complexity – meaning that, the first tools on the list are best for managing simpler tasks as the last have capabilities of managing more complex tasks.
First, the tools I’d recommend to manage simpler tasks that don’t involve much information or collaboration between teams followed by those that allow your teams to properly integrate and communicate (and make it a lot easier to keep track of what everyone on your team is doing).
I’m a big Evernote fangirl, really – so much I’ve mentioned it before on a couple of occasions (and I’ll keep on mentioning because I really consider it to be a lifesaver to particularly unorganised people such as myself).
Evernote is a great tool for “self management” – you can create lists, add comments, pictures, audio notes and much more. It’s pretty practical for recording your ideas anytime, anywhere. One of its greatest assets, though, is that it offers you the possibility of syncing across all your devices.
Its weaknesses are that it’s not specially great to keep track of due dates/priority or share tasks among your teams.
Evernote’s free plan allows you to sync across two devices, which is more than enough for most people – I use the plus plan at $34.99 a year though, since I currently use 3 different devices
Trello may probably be most people’s first contact with an online kanban – you may even have been using kanban before without even noticing that the board with “to do – doing – done” columns you stick post-it notes to is one of the most used task management methodologies of the world.
I’ve used Trello quite a lot before I came to work here at Pipefy. I separated my tasks according to their subject on different boards and I had been quite successful at it.
It’s specially useful for managing simpler tasks that don’t demand recurring or clear execution standards. It allows many people to interact when working on a project/task and it helps visualize whether and where tasks are building up and creating a bottleneck on your productivity.
Trello’s strong points are its intuitive interface and the fact that most people and teams can make do with their free-for-life version. Its weaknesses lie on the fact that it doesn’t allow you to clearly prioritise tasks or create execution standards for your activities.
Trello’s free plan allows you to create unlimited projects and add unlimited users but, if you need card attachments to be bigger than 250MB you can try their business class plan at $9.99 per user per month on the annual plan.
Todoist is a great, minimalistic tools for managing your tasks. Its interface is very intuitive, easy to understand and practical to keep track of tasks that may or may not require collaboration.
It allows you to break tasks down into subtasks, label them for easy filtering and it adds a bit of gamification to the otherwise boring process of managing to-do lists with the Todoist Karma feature, which allows users to track their productivity and earn points for each completed task, unlocking new leves from Beginner to Enlightened.
It’s a great way to stimulate yourself (and your team) to be more productive – there’s no other way to get to new levels other than completing your tasks.
Todoist stronger features are its simple, distraction free design (great for all those with a short attention spam, as myself), its connectivity among all the most popular operating systems and browsers and its cool gamification features, exclusive to their platform.
Its weaknesses rely on the fact that the simple interface may be too simple for some users and that the free version is quite limited (and not as well-encrypted as the paid option).
Todoist is free for managing unlimited projects and tasks and it offers additional features such as labels, filtering and reminders for $28.99 per user, annually.
Asana is a great app for collaboration among teams so it’s only fair that it figures on most “top task management tools” lists. It’s great for tracking your team’s tasks and visually control productivity.
It allows users to create tasks, break down into smaller steps and determine whether said tasks will be shared with their team or kept private (which is great for managing your own personal activities as well as work-related ones).
Its strong points are that it’s great for intra-team communication as well as task management, upload and sharing of files and the fact that it allows you to determine very specifically what you wish to be notified of – their “smarter inbox” feature lets you get only the team updates you want to see instead of a flood of unnecessary messages.
Also, the fact that it allows you to separate your personal from work tasks is pretty neat.
The weaknesses are that it may be considered a little too complex for some users.
Asana is free for teams of up to 15 people. Their premium plan starts at $8.33 per user, per month (billed annually) with reduced prices for smaller teams.
Yes, I’m obviously really biased to talk about Pipefy since it’s where I work at and the tool I use every day to manage my tasks but hey, what can I tell you other than how awesome it is?
Pipefy is a complete cloud-based process management tool – it allows you to centralise all your company’s processes in a single place. From Sales and Marketing to Software Development and Operations, Pipefy’s flexible structure allows you to customize one of its process templates or even start your own process from scratch, adding triggers, rules, automated emails, integration with over 500 apps (via Zapier) and much more.
It doesn’t matter whether you’re trying to run a simple team task management process or more complex software development or sales pipeline processes, Pipefy offers you a large number of process templates as well as endless customization possibilities.
Pipefy’s strong points are its intuitive, easy to use interface and the fact that it allows you to determine clear execution standards for each of your separate processes, ensuring everyone will provide the necessary information and follow the necessary steps.
It also offers exclusive process integration features to create connection between different processes (and teams), email automation to improve communication and much more.
Its weaknesses are that some people don’t really have an easy time realising that what they run in their everyday lives are actually processes and consider it to be way too complex for their needs.
Pipefy Plans start at $7 per user/per month with a 30-day free trial