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The 23 Best Task Management Software in 2023 (Free And Paid Tools)

Erica Chappell

Managing Editor

May 1, 2023

Is your team’s workload getting too heavy for you to handle?

If you need to find the best task management software for you and your team, you’ve come to the right place.

In this article, we’ll go over the 23 best task management solutions available today. You can use these tools to manage tasks, to-do lists , and projects to get the best out of your team and your business.

By the end of the article, you’ll have all the information you need to pick a task management tool that’s right for you!

2. ProofHub

6. hubspot task management, 11. proprofs project, 15. clockify, 17. infinity, 19. taskworld, 21. basecamp, 22. monday.com, what is task management, why do you need task management software, what are features of a great task management tool, which online task management software will you choose.

Let’s get started. 

What Is the Best Task Management Software?

Here are the 23 best task management tools for organizing individual and team tasks efficiently:

ClickUp is the world’s highest-rated project management tool and is used by companies like Netflix, Spotify, and IBM.

It’s got all the features you need to skyrocket your productivity and manage any task super-smoothly.

Got multiple projects? 

ClickUp can handle that too.

However, that isn’t all.

Whether you’re a business owner, project manager, team member, or even a freelancer , ClickUp is for everyone .

ClickUp includes over 15 ways to view your work. Whether you’re a manager overseeing a team or an individual contributor trying to stay organized, views let you flex your workspace to fit your needs. Here’s a closer look at some of the features and functionalities of this free task management software:

A) Templates and Recurring Tasks

Why waste time creating project plans and new tasks or task lists every time you start a new project? With ClickUp, you can save any task list as a Template to instantly add it to future projects. 

You can even set up Recurring Tasks for your projects. You can also edit the time interval between each Recurring Task to customize how often they appear.

B) Priorities

Priorities help you prioritize tasks when completing projects. With a simple color-coded system, your team will have no difficulty identifying which tasks to prioritize and which to de-emphasize. 

C) Reminders

Our project management software comes with powerful Reminders to help you always keep track of your deliverables . You can customize where and when you receive these reminders for added ease. Whether it’s your email inbox, your desktop, or mobile, ClickUp will inform you of everything at the right time.

D) Notifications

ClickUp has tons of notifications to keep you updated on your task developments. You can also customize how often you receive them and on what platforms they appear. 

Instead of adapting to a tool’s interface, let the management tool adapt to you! 

ClickUp gives you Multiple views for managing tasks the way you’d like to: 

• Board view : view your tasks in a handy Kanban board
• List view : view your tasks in a GTD-style list app
• Box view : check what everyone’s working on and delegate tasks
• Calendar view : quickly manage your task schedules
• Table view : create flexible spreadsheets 
• Timeline view : visualize and organize your work over time
• Whiteboard view : ideate new tasks and visualize workflows flexibly

F) Assigned Comments

Sure, your typical project management software allows you to add comments to tasks.

But ClickUp does way more!

ClickUp lets you instantly convert comments into individual tasks for quick task management. All it takes is a couple of clicks to assign a comment to someone and have it pop up in their Task Tray. Once they finish the task, they can even mark it as resolved!

G) Targets and Goals

A task manager can use ClickUp to set Goals to track what they’re working towards. You can even break down your goals into smaller Targets to make them more achievable.

H) Dashboards

Manage your business, resources, and develop Sprints, all from Dashboards. You can also choose what Widgets to include in your Dashboards, such as a Burn Up , Burndown Velocity chart , etc.

Note down important tasks and ideas, create checklists , and even convert your notes into tasks with our Notepad.

J) Integrations

ClickUp integrates with 1,000+ apps and collaboration tools, including Slack , Gmail , Zoom , Outlook , Google Drive , HubSpot , and more.

And that’s just the tip of the iceberg. ClickUp also offers you a built-in Gantt Chart , Task Dependencies , Permissions , Native Time Tracking , Mind Maps , and much more! 

Need a full picture of our project management tool? Take a look at the ClickUp Features page.

• Free Forever
• Unlimited:  $5/month per user
• Business:  $12/month per user
• Business Plus:  $19/month per user
• Enterprise:  Contact for pricing

What people think about task management with ClickUp

“I honestly wouldn’t last two minutes in my job without ClickUp holding all my tasks and being the brain that remembers what I need to work on, when my deadlines are, where to reference information, all the little details individual to each area of work and a thousand other things.” — G2Crowd

“I liked that every one of us (we were a 10-men dev team featuring 2x QA, SCM, PO and DEVS) was able to create as many customized views and lists and what-not. Aggregation worked amazing – especially when grouping things together for exports and reporting subtasks – we used that a lot for “task-scoping” (basically task breakdown) and on the business plan it also allowed us to assign hour estimates.” — GetApp

Ready to try ClickUp?   Get it for free here.

ProofHub is an all-in-one project management app and collaborative work management tool. It comes with all the features you require to stay in ultimate control of your teams, tasks, projects, and communications.

There are powerful team collaboration features to keep your distributed team members connected. You can share company-wide announcements with ease. ProofHub also integrates with third-party apps like Google Drive, OneDrive, Dropbox, and Box to give you a central place to access all your files and data.

However, it may not suit larger teams, and you may be bothered by a ton of notifications since they lack custom notifications.

In ProofHub, users get:

• To-do lists
• Custom workflows and kanban boards
• Gantt charts
• Online proofing tool
• In-built chat app
• Dedicated space for real-time collaboration
• Timer and timesheets
• Custom reports
• File sharing
• Mobile app (both iOS and Android)

Price : $89 per month (unlimited users)

Visit Proofhub

Todoist, as a task management solution, is a breeze for many. 

Like the Swift to-do list app , it has a simple, no-frills interface built around a classic design. This task-tracking software is great for individuals, though they’ve recently expanded into teams and adapted to small business needs.

However, they still fall short when it comes to team management , as you can’t assign multiple people to a single task. 

Guess they want you to-do things all on your own!

Check out the best Todoist alternatives .

In Todoist, users get:

• Recurring due dates
• Mobile apps available for iPhone, iPad, and Android devices
• Task labels and reminders
• Email notifications
• Automatic backups
• Collaborate on tasks via email

Pricing : Free to $5/month per user.

Visit Todoist  

This is an interesting to-do list app and task management app. Any.do labels items as today, tomorrow, and upcoming, giving you a quick overview of the tasks that you need to complete. 

Unlike other task or project management software, Any.do also has an intuitive calendar to help you see how your events and tasks fit together. This task management solution can also organize tasks and filter your workflow by due date or category.

There is one drawback, though:

Looking for a powerful free version?

We’re sorry, but Any.do’s going to have to respond with a: no-can-do !

In Any.do, users get:

• Time tracking add-ons
• To-do list reminders
• Daily planner to organize and prioritize to-dos
• Android and iOS mobile apps
• Unlimited attachments
• Location-based reminders
• Task color-coding to organize your work 
• Customized recurring tasks

Price : Free to $2.99/month per user.

Visit Any.do

Chanty is a team collaboration platform employing a chat-first model to create an effective task management system. With chat organization, users get to convert any message into an assignment, allocate it to the appropriate person, and set due dates for it.

Moreover, switching to a Kanban board can also help you improve your workflow by providing an easy way to manage all of your tasks in one location from a bird eye view.

You can also use Chanty to do more than just communicate by integrating several apps and eliminating the inconvenience of navigating between all of them.

In Chanty, users get:

• Individual and group audio or video calls
• Built-in task management
• Screen sharing
• Community support
• Unlimited searchable chat history
• Roles and permissions
• A dedicated support line
• Unlimited members on the team
• Unlimited individual and group audio or video calls

Price: Free up to 10 users after which it is $3/user/month.

Visit Chanty

HubSpot took task management and decided to up the game for everyone. The software is included in its customer relationship management (CRM) suite, and it’s aimed at helping you move along the sales funnel. 

You can create workflows to automatically schedule new tasks after you complete ongoing tasks. Set up reminders, compare your performance to past data, and keep track of everything in one place.

HubSpot has a strong focus on integrations, so if there’s an app you love, chances are HubSpot works with it.

Check out ClickUp’s integration with HubSpot .

HubSpot is a comprehensive tool, and even at the free level, it can be a lot. While they offer different ways to learn the software, it has more of a learning curve than some other options on this list.

In HubSpot Task Management, users get:

• Automatically synced data 
• Integrations with hundreds of apps
• Easy task creation
• Progress tracking
• Task queues

Price: HubSpot starts free, with premium CRM plans starting from $45/month.

Visit HubSpot

Taskque is one of the best task managers that’s a step up over a regular to-do list app. It’s a great tool for resource management and can assign tasks to the next available team member. 

It works well for teams that are working on the same functions, with similar skills. Instead of being a broad management tool with no focus, Taskque can quickly assign tasks to zero down on your work.

Unfortunately, it’s going to be a tough tasque working with its limited integrations and no time tracking.

In Taskque, users get:

• Automatic task assignment
• Discussions
• A powerful to-do list app
• Workflow management
• Exclusive permissions
• Expanded workspaces

Price : Free to $5/user per month.

Visit Taskque

If you’re a project manager who likes using a Gantt chart, Flow could be the best task tracking software for you. Most of the projects are color-coded to help you quickly navigate between individual tasks and projects in your workflow. 

Additionally, templates and repeat projects help users when they need to do a project repeatedly or stage another event. 

The one drawback of this management app? 

Don’t use it if you’re looking for a free task management tool. There’s no free plan!

In the Flow task tracking software, users get:

• A list of tasks with card views
• Drag and drop timeline
• Public and private projects

Price : $4.79/user/month and up

Take a look at our ClickUp and Flow comparison .

Tasks and projects are front and center in this management solution. The central dashboard features all of your tasks and can be arranged by the due date, project, or team. 

Your teammates are listed on the right side, and you can automatically drag tasks from the central task area to your team members. Once this is done, each teammate is assigned the task, and it becomes part of their workflow.

Speaking of your workflow, any good task management software should be able to offer you easy task planning and scheduling features to streamlines your workflow.

Does Hitask offer them?

They have no Gantt chart . 

No Kanban board.

So no workflows. Ugh.

In Hitask, users get:

• Task management
• File storage
• Time tracking
• Email task creation
• Mobile apps for iOS and Android
• Selective permissions on tasks
• Calendar sync
• Unlimited storage

Pricing : Free to $20/user per month

Visit Hitask

Trello is one of the largest Kanban task management tools. It’s no surprise that their Kanban boards are their main calling card. This customizable Kanban interface allows users to set up cards for different projects like they were post-it notes.

To make Trello efficient for complex projects, you’ll have to upgrade for features like Gantt charts or priorities. 

Why do that when there are tools that offer that in their free plans?

Take a look at the best Trello alternatives , and don’t forget to compare Trello with ClickUp !

In Trello task management, users get:

• Attachments
• Unlimited integrations
• Collections for teams
• Public/private boards
• More onboarding support

Price : Free to $17.50/user per month

Visit Trello

ProProfs Project is a feature-rich task management solution. It’s built to handle multiple projects across cross-functional teams on a single platform.

Create a project schedule and streamline your processes to deliver your projects on time and within budget. Also, you can prioritize tasks and track them using multiple project views such as Gantt charts, Kanban board, and more.

One of the best things about ProProfs Project is its customizable dashboard. It lets you schedule tasks with a simple drag and drop and provides all your project information at a glance.

What’s missing? A user-friendly mobile application that allows seamless team collaboration anywhere, anytime.

In ProProfs, users get:

• Centralized dashboard
• Real-time alerts & notifications
• Instant messaging, task comments, & file sharing
• Customizable workflows
• Gantt charts, Kanban board, Calendar view
• Task prioritization
• AI-powered reports
• Automatic invoicing
• Task dependencies

Price : $2/user per month and up

Visit ProProfs Project

Quire breaks down online task management into its smallest components, giving you the most critical tasks to focus on first. Unlike other management tools, the way it does this is with “nesting” and Kanban boards.

Quire nests tasks within cards in a Kanban board to unfurl your next steps within each card. 

This online task management software also has powerful filtering options to help you pick out the tasks that need to be completed first.

As perfect as it sounds, it has a-Quire-d its share of flaws. The most striking one is its lack of a built-in chat feature!

In Quire task management, users get:

• Tasks and subtasks
• Progress reports
• Recurring tasks
• Apps for iOS and Android
• Kanban boards

Price : Free

Visit Quire

This management software aims to help you meet your task deadlines quickly. You can even integrate it with time-management software to add time tracking to your tasks. 

Asana is a good option for online task management in that smaller teams can use it effectively. But it may not scale as well across the whole organization.

Don’t forget to check out the best Asana alternatives and our Asana and ClickUp comparison !

In Asana task management, users get:

• Basic dashboard
• Basic search
• Unlimited dashboard
• Custom fields
• Private teams and projects
• Start dates

Price : Free to $24.99/user/month and up

Visit Asana

The Things app is another great task management software.

The key differentiator for this task-tracking software is that you can select a core focus for each day. Things lay on a small layer of project management that has sections on comments, tasks, and subtasks.

Do remember, every web-based task management feature is premium because there’s no free task plan for your desktop, iPhone, and iPad.

Any other concerns about this task management system ?

Things is only available on Mac and iOS.

In Things, users get:

• Calendar events
• Morning, afternoon, evening slots
• Section headings
• Mac OS shortcuts

Price : One-time charge of $49.99

Visit Things

Although widely known for its time tracking capabilities, Clockify can be a solution to your task management problems, too.

You can use Clockify to manage all your tasks, to-dos, and projects. Additionally, it’s suitable for individuals, such as freelancers and independent consultants, and companies and teams of all sizes. 

The app offers a free task timer that you can use to track the hours you and your team spend working on tasks — and then uses that data to calculate billable hours.

The only drawback is that Clockify covers a wide range of time tracking and invoicing features which can be overwhelming if your idea is to use it solely as a task management app. 

In Clockify, users get: 

• Categorize your time entries into specific tasks. 
• Assign tasks to people and set time estimates for each task. 
• Manage your tasks — edit them, mark them as done, or delete them. 
• Visually track all your tasks and time logs in a Calendar view. 
• Integrate the app with 80+ other project management and productivity tools. 

Premium: 

• Define hourly rates for each task and decide which ones are billable.
• Visualize all your projects, see who’s available for their next task, and make schedules accordingly. 
• Ensure maximum security and privacy of your tasks by hosting Clockify on your own servers. 
• Automate your projects by setting up Project templates and using them for every new project, if applicable. 

Price: 

You can use most of Clockify’s features for free; the cheapest paid plan starts at $3.99 user/month

Visit Clockify  

Plutio is an all-in-one business management app designed for freelancers, small businesses, and large enterprises alike. It comes with everything you need to efficiently manage tasks and projects for teams and individuals.

Plutio comes with tons of great collaborative features that give you a cutting-edge, like time-tracking, team chat, dynamic proposals, contracts and e-signing, appointments and bookings, and more.

It’s a fantastic solution for anyone looking to streamline and automate their processes while cutting their monthly software costs.

The downside? Because Plutio comes with so many features, it can take a while to learn them all. However, they have excellent customer support to help get their users up to speed.

In Plutio, users get:

• Timeline/Gannt view, Kanban view, list view, and calendar view
• Dashboards, projects, and knowledge-base
• Team Chat, time-tracking and timesheets, built-in documents
• Proposals, contracts, and invoicing

Pricing : 7-Day Free Trial, Pricing Starts at $19/month.

Visit Plutio

Infinity is a flexible and fully customizable task management software that features a colorful and engaging interface. This software can be used by both freelancers juggling multiple clients and tasks, as well as corporations with thousands of employees around the world.

Built to help you organize yourself easier and take the stress out of your workdays, Infinity gives you endless ways to customize your workflows. The key to this is in Infinity’s great structure, advanced productivity and automations features, and unmatched versatility.

Using Infinity, you’ll be able to put all of your tasks straight, eliminate clutter, collaborate with teams and stakeholders, spot and resolve bottlenecks, and get tasks done with less effort and in less time.

In Infinity, users get:

• 6 different views to display data: Kanban, List, Gantt, Calendar, Form, and Table
• 20+ attributes, including labels, dates, formulas, and progress bar, to name a few
• Over 50 templates for various use cases
• API & automations to help you complete projects faster
• Multiple integrations, including ones with Google Drive, iCalendar, and Zapier
• Dedicated desktop and mobile apps

Price: Infinity is currently running one-time payment deals that give users access to all Infinity features.

Visit Infinity

This management software has a task board that will automatically show you overdue tasks for today, tomorrow, and beyond. 

Another great feature of this management app is the number of integrations. These include Google Drive, Office 365, Outlook, internet safety software; you name it. Accelo also helps you monitor estimates, invoicing, scheduling, and billing more so than any other task management app.

Accelo is capable of so much, but it accel-erates your company at a cost.

It doesn’t have a free plan. And $39 per user per month, you’ll be spending a small fortune each month!

In Accelo task management, users get:

• Team scheduling templates
• Time tracking templates
• Automated timesheet

Price : $39 to $79/user per month

Visit Accelo

To be quick and to the point, this management app looks a lot like Trello (or maybe Trello looks a lot like Taskworld?)

The point is…if you enjoy the layout of Trello but need a few more features, then Taskworld is probably worth a look. Their reporting, task points, and activity log look stronger than Trello’s for sure.

Sounds great until you realize their list of integrations is so small you could note it down on one of their virtual post-its and still have space left on it! 

In Taskworld task management, users get:

• Task points
• Task assignments delivered by email
• Activity log
• Repeating tasks
• Direct messaging

Price : $10/user per month to $22/user per month

Visit Taskworld

If you’re a jack-of-all-trades, then Wimi may be the task management app for you. It has online task management in one pane, docs in another, and even a messaging system for your work as well. 

Like other management apps, you can use Wimi to track task project statuses and add deadlines where needed. It also has a great timeline feature to manage task dependencies and key performance indicators.

On the downside, Wimi’s pricing can go through the roof for larger teams!

In Wimi task management, users get:

• Gantt chart timeline for lean visual management
• Task assignments organized as post-it notes
• Critical path calculations
• Task filters
• Task history
• Unlimited projects
• Up to 500GB of storage
• User training and onboarding

Price : Free plan + paid plans up to $18/per user/month

Basecamp is a quality task management software who’s core really focuses on efficient team collaboration and communication.  

What isn’t core to the software is making itself feel like it’s made for you. For example, you can’t customize each specific task status.

What’s been approved? What’s in progress? Guess you’ll never know!

Check out these 7 Basecamp alternatives and our comprehensive Basecamp review .

In Basecamp, users get:

• Real-time communication (campfires & pings)
• Simple task management
• Auto check-in questions
• Project progress tracking (Hillcharts)

Pricing : Free to $99/month

Visit Basecamp

Monday.com is another great and simple task management software to consider. It has multiple task management features that let you create task assignments and assign them with ease.

And while we’re not saying that it’s as disappointing as most Mondays, there’s no free plan.

Check out how ClickUp compares to Monday.com & how Monday compares to Asana !

In Monday.com, users get:

• Calendar view
• Automations
• Unlimited boards

Pricing : $8/seat per month to $16/seat per month

Visit Monday.com

Last on this list of project management software is Wrike. It’s a popular free task manager and project management system with built-in time tracking features.

Whether you’re a small team or an enterprise-level user, Wrike will serve you well.

However, if you’re a creative thinker, you’re going to feel stifled.

They don’t have mind maps or a notepad to jot down ideas. 

Not sure about Wrike anymore? 

Take a look at these Wrike alternatives or Compare ClickUp vs. Wrike for a clear idea.

In Wrike, users get:

• Task tool for progress tracking
• Workflow statuses

Pricing : Free to $24.80/user per month

Visit Wrike

Task management is more than just a task manager checking off items on a to-do list!

It’s an organized system for identifying, monitoring, and managing the work you and your team. Task management involves:

• Tracking task progress
• Delegating work to team members
• Setting deadlines
• Adjusting work schedules
• And so much more!

Effective task management helps individuals or groups achieve goals, and it also takes into consideration task planning, task priorities, task automations, as well as dependencies and budgeting. Task management is usually one of the essential features of good project management software.

1. It helps you organize work

We know you and your team work on multiple tasks every day!

Project tasks, HR activities , social media posts, invoicing, the list goes on.

Now try and imagine handling all of that with a pen and paper, or even an Excel sheet .

Unfortunately, this is all too common.

According to a recent study by ClickUp , 42% of employed Americans feel that they do not have all the technology and tools, such as task management apps, to succeed at work! Nearly half (45%) would give up 10% of their salary for an easier work life.

There’s no way you can keep track of every project task, meet your deadlines, track progress, and manage your team without a dedicated tool . 

Luckily, task management tools are designed for this, acting as a safeguard against going crazy! 

It’s a dedicated space to monitor your task progress, assign tasks, and manage schedules. It ensures that you’re able to efficiently track tasks and subtasks so that you meet your deadlines.

2. It helps your team collaborate effectively

Your task management tool will improve not only your in-office and/or virtual team’s tasks but also your team collaboration capabilities.

As each task has a dedicated space, it’s easier for your team to consolidate information and work on things together. Also, as every assignee has access to this task space, nobody will be left out of the loop. 

Your team can easily share files, ideas, and feedback to collaborate over tasks and get things done quickly. 

3. It helps you prioritize tasks

All tasks were not created equal.

While every task needs to be addressed, some are more important than others. 

So what do you do?

You start prioritizing tasks.

For example, finishing a client’s project is probably more important than deciding what your office party’s theme is, right?

Your task management tool will help you prioritize tasks to work on what’s most important immediately.

• Comprehensive Integrations – Does this tool integrate with a variety of apps such as Google Calendar, Slack, Salesforce, Zapier, Bugsnag, etc?
• Tracking Task Progress – Is it easy to see which stage in the project everyone is and how you and your team are arriving at your goals? Can you visualize the project from many different views?
• Responsive Customer Support – Does the task management solution offer quick chat and email response times in case you need help?
• Ease of Use – Can it be used by beginners and expert project managers alike? Can it be adopted by both code and no-code teams and can collaboration exist between departments?
• Intuitive Flexibility – Can it be used for an infinite number of use cases? Can you execute task planning not only for marketing campaigns and software development, but also for personal goals and university projects?
• Frequent Updates and Features – Is the team behind the task management platform dedicated to crushing bugs, shipping new features, and listening to their users’ feedback?

These are some of the criteria we use to evaluate the task management platform, but you’ll be able to decide for yourself after reading through this list.

Bonus: Learn how to implement a work management system !

You don’t need us to tell you that there are lots of task management apps available. That’s apparent from any Google search or a glance at the productivity section of the app store. 

So here are some suggestions for deciding which task management software is right for you :

• Try a free plan before you buy it . You shouldn’t have to lay down your hard-earned cash on task management apps before knowing how they work. Test out some of the best free task management software to help you decide what you like and don’t like. Some online project and task management tools offer free trials. Be wary of those tools because you know a sales pitch will be coming at the end!
• Read the reviews of task management apps . Unless you love trying out new software as a hobby, you’ll probably want to see how others have used them. They may even show you a new way of using the software. You’ll also learn of any problems in that online task management software too.
• Check out the roadmap . Just because an online task management software doesn’t have the features you want doesn’t mean it won’t be there tomorrow. The best software companies are constantly iterating and releasing new features regularly.

First on the list? Get ClickUp for free today to discover how to manage task assignments, streamline your workflow, and boost everything else in your Workspace!

Questions? Comments? Visit our Help Center for support.

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The Definitive Guide to Task Management

Ever wonder how the most powerful people on earth actually get so much stuff done ? 🤔

People like Bill Gates and Elon Musk haven’t been super successful in their lives by accident. They’ve done it by organizing every hour of every day—scheduling their time so they’re productive and reaching their goals. 

This way of thinking is the crux of task management. After all, everybody has the same amount of hours in their day, but it’s how you organize those hours that determine how much you actually get done. 

The way we organize our working days comes down to strategy. Some people will stick to a to-do list , while companies may find it more useful to use task management tools to organize their calendars. In fact, companies that use techniques like task management spend 28x less money than those who try to deliver projects without a real plan or strategy. 

In this piece, we’re going to take a deep dive into: 

What is task management?

Why you should start thinking about task management

Three different ways you can manage tasks

The advantages of using a task management tool

How to choose the right task management tool.

Let’s get organizing 🗂️

Robust task management software

Plan, track, and monitor all aspects of your tasks across every project or break them down even further with subtasks.

What Is Task Management?

Task management is where every task is scheduled and managed using details and deadlines to deliver projects on time. 

Task management isn’t as complicated as it sounds. It’s just a fancy way of planning how tasks are handled from the moment you put them into a schedule until they’re completed. We’re talking about setting deadlines, collaborating with team members, and creating project schedules that allow you and your team to be as productive as possible. 

When it’s done well, task management allows you to:

Manage your workload: See what’s on your calendar, what items you need to prioritize , and what deadlines you have looming

Boost productivity: When every task is organized, you’ll know exactly what you need to be working on and what needs to get done. All of the information for every task will be in one place

Create collaboration channels: Task management is about team management. Your team will have a better idea about who is working on what and when you expect them to collaborate on a task to get it completed quicker

Be more time efficient: Instead of deciding what task you should do next or what is more urgent, task management eliminates wasted thinking time. You’ll always know what you should be working on. 

What’s baffling is the number of businesses that still don’t have a process in place to organize and complete tasks in their pipeline. PMI's 2017 Global Project Management survey found that 37% of executive leaders admitted the biggest cause of failed projects was a lack of clearly defined objectives and discipline when implementing strategy.

In other words… not planning well enough. 

Why you should think about improving your task management process

Ever wonder how teams like Microsoft manage to release new products and features all the time? 

It’s no accident that their 3000-person team of developers is so meticulous that they’re able to release brand new versions of every one of their projects every three weeks. Their tasks are managed down to the finest details. Everyone knows what needs to be done, who will be doing it, and when tasks need to be delivered. 

You see, task management is just one part of the overall puzzle of project management . MetaLab Project Manager Kyria Brown put it best when she compared the planning, completing, and delivering projects to flying a plane. 

“At the most basic level, a Project Manager’s role is to ensure things run smoothly so the pilots and flight crew can do what they do best while the passengers feel safe knowing they’re not going to fall out of the sky or crash mid-flight,” she says.  

“None of us would make good pilots anymore than we’d make good designers or developers, yet as Project Managers, we get to be the shepherds of their successes and live our creative dreams vicariously through them.”

However, successfully landing that plane highlights the benefits of task management. Not only can task management help you see from 10,000 feet what everyone on your team is working on, but it’ll also give you a better idea of their capacity and what tasks they’re prioritizing. 

The good news is that task management isn’t exactly rocket science. On the surface, it involves three simple steps: 

Step #1. Create tasks: The first step is unpacking a project and creating individual tasks to deliver it. Once you know what these tasks are, you can turn them into actionable items by creating deliverables and setting deadlines

Step #2. Organize and prioritize: Think about every roadblock you might come up against during the project. Could a team sickness derail certain tasks? Does your team have the capacity to get them all done? Schedule the tasks on your team's schedule based on who has spare time 

Step #3. Monitor and update: Here’s where task management really comes into play. Once a project kicks off, you can use task management to monitor each task and change things in real-time. If a team member is running behind, you can re-allocate a task to another team member or change tasks around so the most important gets done first. 

The best way to actually manage tasks, however, is still up for debate.

How to manage tasks: 3 different methods

We know you’ve heard it before, but it needs to be repeated— failing to plan is planning to fail. 

It’s obvious that task management is a crucial part of delivering a successful project, but it’s up to you to decide which method is best for your team. The most common methods for managing tasks can be put into three different categories: 

✍️ Manual: To-do lists, anybody?

📊 Electronic: Spreadsheets/apps

👩‍💻 Online: Cloud-based task management tools

The truth is that if you don’t have a way to manage your tasks, it’ll be an uphill climb to get everything done on time. Here are some ways to turn that pile of tasks into an organized timeline. 

1. Write an old school to-do list 📝

Ahhh, the to-do list. 

It’s the simplest way to manage your tasks, and the good news is that all you need is a pen and paper to create one. If your task list is fairly light or straightforward, this method may be enough for you to organize your schedule. 

Simply write down each task you need to get done, add a deadline, and tick them off as you complete them. 

If you like the idea of planning tasks on a to-do list but you want to do it digitally, you can use an app like Todoist . In the app, you can create tasks, set deadlines, and have access to your digital to-do list no matter where you are. 

✅ The good news: To-do lists are the task management equivalent of going off-grid. You don’t need an internet connection or to pay for an app to organize your tasks. 

❌ The bad news: To-do lists are very basic and if you are managing anyone other than yourself, it’s not ideal. 

2. Use a kanban board 🧮

Kanban boards were developed in the 1940s by Toyota. In Japanese, Kanban means signboard—which is exactly what this task management system is. 

A Kanban board is basically a digitized post-it note board, and they normally look like this:

Managing tasks this way helps you to visualize every task inside a project and break them up into columns. For example, you can use columns to represent stages of a project’s workflow. Inside each column will be a card that represents an individual task. 

Let’s say your team is doing a website redesign . To get the project done, your team will have to complete tasks like selecting typefaces, collecting images, and building a mood board. Using a tool like Teamwork, you can organize these tasks into separate columns on a Kanban board: 

Once the project kicks off and the team starts working on each task, they will slowly make their way down the Kanban board into the completed column. Teamwork’s triggers also cut out the manual admin work by automatically re-assigning tasks and changing due dates when a task moves from one column to the next.

However, Kanban boards do more than just keep your tasks organized. It can also help you spot bottlenecks and raise the alarm if deadlines aren’t being met. If a task is overdue, your team will get a notification automatically and you can quickly address the problem before the entire project gets derailed. 

✅ The good news: Kanban is a great way for your team to visualize every task inside a project. It gives everyone a clear idea about their workload, due dates, and how a project is progressing. 

❌ The bad news: For big, complicated projects, Kanban boards can get busy and look overwhelming. 

3. Use a task management tool 👩‍💻

A task management tool is the easiest way for teams to manage multiple projects at once. 

Not only will every team member have access to their own account, but they will be given their own schedule, task list , and due dates for every task assigned to them. It’s the easiest way for teams to collaborate and get projects done without having to waste hours every week in planning meetings. 

You will also have a 10,000 feet view over every project in your pipeline. A task management tool shows every task and which team member is working on them so you can better estimate your capacity for future projects, and you can also schedule people to work on multiple projects at once.  

✅ The good news: Task management tools are perfect for teams who need to collaborate on projects and plan tasks based on capacity. 

❌ The bad news: These tools will probably cost a little more than a pen and paper

When it comes to managing tasks at a team level, it’s a bit different from managing a shopping list. 

Small businesses managing tasks will look a lot different from companies with 50 projects in their pipelines. Even so, managing tasks using methods like spreadsheets, whiteboards, and post-it notes can be a recipe for disaster. 

Nobody wants to walk into the office on Monday morning and find this.

The big pull of investing in a task management tool is that it helps deliver projects successfully by recognizing that task management is team management. 

Before Telecommunications company Strencom started using a task management tool, they were trying to deliver hundreds of projects by using traditional tools like email, spreadsheets, and documents.

Not only were they struggling to deliver all of their projects on time, but their communications with clients also suffered. The company’s Director of Operations, Colum Buckley, says the company reached a point where managing projects using email and spreadsheets had become a total nightmare. 

So, they started searching for a task management tool that would keep tabs on deliverables, tasks, and deadlines, as well as involving their clients in the process. 

The company invested in Teamwork. Not only does the tool give them real-time insight into their pipeline, but it involves their clients, who can not track their project’s progress without the need for an official update from a project manager.

The result? 

Strencom has tripled its NPS score — a metric used to measure customer loyalty — in just five years. 

“Not only are we completing more projects in less time, but we’re getting a reputation for on-time delivery and reliability,” Buckley says. 

“Our project delivery is now a real value add, which is good for us in Operations and for everyone in the business.”

Picking the right task management tool for your specific needs is super important, so you need to do your research. 

Some tools out there are basic, and others have everything but the kitchen sink. So, it’s important to know exactly what you need before you invest. To do that, you should compile a “must-have” features list by asking yourself: 

What types of projects do you normally have in your pipeline? 

Does your team collaborate often and would you benefit from features like notifications and automated triggers?

How many people are on your team? (this will impact how much the tool will cost)

Do you need reporting and analytics features? 

Will you need time-tracking features? 

Would you benefit from project templates to improve your task management?

Will the tool integrate into your existing tech stack? 

Whatever task management tool you pick, make sure that it ticks all of the boxes on your list and doesn’t break the bank! 

For more details about getting started with a task management tool — check out Teamwork .

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Manage and prioritize tasks

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• What is My Tasks?
• Customize your My Tasks
• Task management tips

It’s stressful and time consuming when your to-do list is a guessing game or you’re not sure if you’re working on the most important thing. By prioritizing and managing tasks with Asana, you can better manage your workload to hit deadlines and stay productive.

What is My tasks?

My tasks is your personal, customizable to-do list. It helps you prioritize and visualize your day’s work by automatically showing all tasks assigned to you and when they’re due. Come back to My tasks throughout the day to check off tasks you’ve completed, see any new work that’s come in, and get started on your next task.

Any task created in My Tasks will be private to only you . You can keep it private, or add it to any relevant projects .

Watch a tutorial

Like video tutorials? Find more tips and guidance in the Asana Academy .

Tips to customize your My tasks

• Use sections to organize your tasks. You might create sections for priority, timeframe, or any categories specific to your role.
• Choose between list , board , or calendar view to visualize your tasks.
• Add rules to your My tasks to help you stay organized and save time.

Tips to manage and prioritize your tasks

• Check My tasks when you start your day so you can see what you need to do now, and what’s next. Create new tasks for any other to-dos so nothing falls through the cracks.
• Make emails actionable with the Asana for Gmail Add-on , Asana for Outlook app , or email forwarding to quickly turn emails into tasks, instead of trying to manage your work and to-dos all via email.
• Drag, drop, and sort tasks within sections, just like in projects. Sort by due date to easily keep track of upcoming deadlines.
• Give every task a due date (even if it’s a guess) so they’re easier to prioritize.
• Mark task dependencies so you know when you can get started without having to keep asking a teammate about the status of their task. You’ll get a notification in your Asana Inbox when they complete the task you’re waiting on.

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Get started with Shared Google Tasks

• Assign a task to someone to complete
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Tip: Shared tasks can’t have subtasks or repeat.

Create Shared Tasks 

You can create and assign a shared task within a space or document. 

Learn how to:

• Create and assign tasks in a Google Chat space
• Assign tasks in Google Docs

When shared tasks are assigned to you:

• They go into your default list, but you can move them into different lists.
• Your personal task list
• Shared spaces, like a chat space or document
• Google Calendar, if you have a time and/or date attached
• Changes are reflected on your assigned shared tasks in a space or document.
• If you have access to the shared surface history, you can verify who completed the task or changed the assignee. 

Manage Shared Tasks

Learn about shared tasks notifications.

Shared Tasks notifications are sent when tasks are:

• Assigned, reassigned, or unassigned
• Completed or marked as incomplete
• Deleted without being completed

If a shared task is created in a space, you receive notifications in that space. 

If the task is created in a document, you'll receive notifications through email, which includes the email address of the person who assigned it. You'll also get notifications when the date or title changes. 

Tip: For any task changes you make yourself, you won’t get notifications.

Learn about deleted Shared Tasks

When a shared task is deleted, it’s removed from your personal task list. When you delete it from your personal task list, this deletion will be reflected in the shared space too.

• If the task is from a chat space: Any related messages remain in the chat. If you use a work or school account, you can delete your messages from the space at any time.
• The task no longer shows in the document, but the checklist item and text remain. 
• The task shows as deleted next to the checklist item. 
• Any collaborators with edit access can accept these changes. 
• Tasks continue to show in the list stream until the deletion is accepted. 
• Important: You may review deleted tasks in the revision history. 

When a shared surface is deleted

• Chat space: All tasks are deleted from that space and their assignee’s personal task list.
• Google doc : All tasks stay on your personal task list but you can’t view the linked doc because it’s deleted.

If your Google Account is deleted 

• In Chat get unassigned but remain in the shared space
• In Docs remain in the shared space assigned to an unknown user

If you lose access to the shared surface

• Tip: In Docs, a collaborator with edit access has to accept your changes before they’re applied. 

Related resources

• Assign tasks from Google Docs

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How to give assignments to team members

Last updated on: March 1, 2023

The project has been divided into milestones, goals and objectives broken into tasks, and now it’s time to assign them. But as you open the project management platform, you’re faced with the unflattering process of wording the tasks, and choosing whom to assign them to.

Well, in this article, we offer advice on how to make that jumbled first moment a little clearer. There are actionable tips, learning the difference between allocating and delegating tasks, and suggested criteria on how to choose the best person for the job.

For a more precise overview, here’s a table of contents:

Table of Contents

How do you assign employees tasks?

We normally think that assigning tasks is a time-consuming process that focuses on clearing out task lists to keep the project going. However, task assignment should actually be a more employee-oriented process that requires additional dedication and effort, which yields incredible results. But what do we mean by that?

Properly assigned tasks push your employees, projects, and the overall company forward. Here’s how.

• They strengthen accountability and trust between managers and employees;
• They help teach new skills and perfect old ones;
• They allow employees to get familiar with other teams and avenues of work;
• It becomes easier to make project estimates;
• Makes for great bases for performance reviews, etc.

The list could go on, but we’ll stop there for now.

Of course, such long-term benefits don’t come without some proverbial blood and sweat in the planning stage. Let’s take a look at the general ideas on assigning employee tasks, and specific steps you can take.

Motivation comes from knowing the bigger picture

When we talk about the bigger picture in project management, we talk about each team member’s task affecting their peer’s down the line. Since all tasks are usually small pieces of the puzzle, it helps to remind employees how their work contributes. For example:

• A high-quality draft can make a great foundation for the final version, and it can be completed more quickly.
• A well-prepared presentation can shave time off unnecessary questions and additional email inquiries.

It comes as no surprise that people work better and are more productive, when they know that their work has an impact on the company level.

And so, when you assign tasks, try to emphasize how they fit in the bigger picture. Simply saying: “ You doing X will help with Y and Z ” and how it reflects on the project as a whole will let an employee know that the task they were assigned is important.

Get your employees excited to commit

Telling people about the bigger picture and showing them what’s possible can only get them so far. It’s enough to ignite the initial spark, but for them to fully commit to the task, you need to define what that task entails.

They should be able to picture how to go about the work, what skills to use, and how to reach the desired result. The clearer the instructions, the more motivated they will be to work.

Simply put, give directions on how the task should be done, and make sure they understand. You can’t read each other’s minds, so it’s important everyone is on the same page.

Ask for task transparency

One of the best practices a company can employ is transparency among coworkers.

This is achieved by having everyone input their tasks for the day in a timesheet. The purpose of timesheets is to get an accurate idea of what everyone is working on at any given time.

When people know who works on what tasks, it’s easier for them to know if a person is available or busy, how far along they are with a task, etc.

So, when you give assignments to employees, label them with deadlines. Alternatively, you can ask for employees’ assessments on how long the work would take them, and use those timeframes.

Source: Clockify team timesheet

Timesheets are a great way to keep an eye on tasks and the people doing them. You get to:

• see who struggles with what (helps assess people’s skill sets);
• who burns through their workload and is available for additional tasks;
• whether your time estimates need correction;
• identify any wasted time.

💡 If your employees are insecure about keeping public records of their tasks, here are a few resources that can help:

• How to create order in your daily work tasks
• How to be more efficient with your tasks

Keep a crystal clear timeframe

While we’re discussing timesheets and deadline transparency, it’s important to mention that the times you set for task completions need to be clear-cut.

As we’ve mentioned, the safest way to assign deadlines is to consult the employees. They are better at assessing how long it will take them due to the tasks’ difficulty, overall deadlines, the standards that need to be met, and the skill required to complete it.

When they get a say in how long they should be doing an assignment, people tend to feel more accountable for the whole process. They will do their best to finish in time, since they actively participated in setting the deadline.

Set very clear expectations

Assigning a task should always include your (the supervisor’s) expectations pointed out. For example:

• Does a logo pitch need as many drafts as possible, or just a few finished pieces?

If you ask a designer to make some drafts for a logo pitch, you must specify the kind of quality you’re looking for. Explain whether you are looking for some sketches and drafts for a brainstorming meeting, or if you want clean, presentable pieces to show.

Additionally:

• How many pieces should the designer do?
• Is there a specific color palette they need to follow?
• How important is the task? Is this the day they finally decide on a logo, or is it still in the brainstorming stage? (decides on the quality of the work itself)

Assigning the task using the above questions, you help the designer understand how much effort precisely they need to invest. They become more motivated with clear instructions, as they know what is expected of them. There’s no fear of having their work criticized for something that wasn’t communicated in the beginning. And on your end, it prevents breached deadlines or subpar results.

Avoid creating dependency by being less involved

It’s not unusual for employees to ask their supervisors for their opinion on a certain task, or their performance.

The problem arises when a supervisor makes themselves too involved with the process. When they feel like the project might fall apart if they don’t have their eyes on every moving part all of the time. And when you have, say, 20 people waiting for that person’s approval, advice, or consultation, the workflow runs into a gridlock.

And wait time is wasted time.

Plus, people lose motivation, patience, and grow frustrated, as they could be doing other things.

So, learn not to jump in every time people call for your aid. Assign reliable people who can address smaller issues, while you handle the big picture. Learn how to expend your own energy where it is needed more.

For example – making a pitch presentation for potential investors keeps getting put off because one person needs you to check a client email they want to send, another wants your signature on a form, and the third wants to ask something about employee feedback that’s coming up.

In order to not be stretched thin, and have your time wasted on menial tasks, here’s where you can start:

How to mitigate the risk of being over-involved when assigning

• Remember that you match tasks to people

Which means that, by matching the right people with the right tasks, your involvement will be minimal. Take time to carefully choose who gets to do what. What is the point of assigning tasks if they can’t be done without you?

• Have a 10-point scale to judge the importance of items

How important are certain aspects of your leadership role? Are you absolutely necessary in every meeting, or during every call? Which tasks need your approval, and which ones can be approved by someone under you?

Rank these items on a scale of 0 to 10, based on their importance to you and the project. Top priority tasks should get your undivided attention. And what can be delegated, should be.

• Analyze your schedule

Your energy and time are needed on a much broader scale. The best way to spot if you’re wasting time being too involved is to look at your schedule. Identify how much time you’ve spent on low-priority items, and assess which issues could’ve been solved without you.

• Take into account priorities and deadlines

Step in only when absolutely necessary. You are in charge of things getting done on time, by people most qualified for assigned tasks. Determine what your priorities are for each project, and concern yourself only with those issues, unless there is a risk of breaching a deadline.

• Formulate a list of dependable people

If you know your employees (or team members) well enough, then you should be able to single out those who are more dependable and ready to take on a little more responsibilities. Write out the reasons how they could help by getting involved on low-priority items instead of you. When the time comes, rally them and present them with the idea, keeping in mind that this solution helps push the project forward. When authority is delegated to several people, there’s fewer chances of a hold-up in the workflow.

This also falls into the realm of task delegation , which we’ll get into later.

How do you decide what tasks to assign to which employees?

1. assign based on priority.

Naturally, some tasks will be more important than others. When you break down a project into tasks , spend some time assessing their priority level.

High-priority tasks should be the first on your list to allocate. Whether it’s because they’re time-sensitive, or require more effort and dedication.

Low priority tasks can be allocated as fillers to the first available person.

2. Assign based on employee availability

Another factor to consider when assigning tasks is who is available at the moment.

As the project moves along, new tasks will be added. You will have to allocate new work, but odds are you won’t always be able to pick who you want. Especially if a deadline is approaching, the person with the smallest workload should be your first choice.

Overloading an already busy individual just because they’re more skilled or you have faith in them the most puts an unnecessary strain on them. It’s cause for frustration, poorer results, and decreased productivity.

And as we’ve mentioned, if you have a timesheet with an overview of all the tasks and employees working on them, it’ll be much easier to spot who is free and who isn’t.

3. Assign based on employee skill level

High-priority tasks should go to employees with more experience in a given field or skill. However, you should occasionally give such tasks to other employees as well, to help them grow and become just as dependable. Giving people challenging tasks that can boost their experience is essential to productivity and morale.

Not to mention you get to have multiple high-skilled employees.

Low-priority tasks can be assigned to anyone, despite their experience level. They’re a good opportunity to practice, pick up new skills, or get smaller tasks out of the way to make room for more important ones.

4. Assign based on preference

Last, but not the least, preference can also play a big part in how you assign tasks.

It’s a given that some employees will prefer certain tasks over others. So it could be good to assign tasks at a meeting with the team. As you discuss priorities, deadlines, and availability, ask them which tasks they would like to work on.

If someone shows interest in a specific type of work, they should (with some consideration), be allowed to take it. After all, people are more productive when they’re assigned to something they find new or exciting.

Note: Apply this rule with caution. Letting people do only the tasks they want can stunt their career growth. Getting out of our comfort zones and occasionally doing tasks that we don’t like is how we develop and learn. So, don’t forget to document assignments as you hand them out, to spot these potential issues early on.