Task Management Software

A core component of project management with plenty of software options available is task management. Task management software often features the ability to assign work / tasks to users or whole teams, create subtasks and gives teams the ability to share the workload and collaborate. In most applications tasks can be viewed in a cascading fashion or in a timeline style with deadlines and progress tracking. Task management software can range from simple to-do-lists to highly functional tasks management platforms with multi-user capabilities and extensive custom-field items that enable advanced features like file attachments, tasks exporting and task categorization.  Read the full software guide...

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What is Task Management Software?

Task management software helps businesses and organizations manage and track a particular task throughout its lifecycle. The key software features of task management often focus on task creation, assignment, reassignment, prioritization, tracking and report generation.

Project managers utilizing the full capabilities of a task management platform can plan and execute larger and more complex projects more effectively while staying on schedule. The system will allow them to come up with feasible goals and deadlines that align seamlessly with the data they’ve entered into the software program.

Task management solutions often have fewer or limited features compared to the majority of conventional project management software platforms. This is mainly due to the fact that a task management tool is designed to be used by entire teams, not just by project managers or specially authorized users.

Task management software is mainly execution-based, focusing on organizational and managerial aspects of key tasks and project-based activities. It is because of this that the majority of task management platforms in the market is somewhat limited or has minimal features and capabilities when it comes to budgeting and/or cost estimation.

With a task management platform, all members of the team collaborate more effectively as a single unit to complete tasks and other responsibilities. Features such as task list and scheduling, task progress reporting and time tracking allow users to work on time-consuming and more sophisticated projects with relative ease.

More advanced platforms allow you to manage remote teams, send notifications and reminders to team members, and add notes and comments to a task. By keeping all conversations in one place, task management software also helps improve collaboration between internal teams.

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Task Management

Types Of Task Management Software

There are many different types of task management software in terms of functionality, features, scope, pricing models and deployment methods. This type of software allows companies from many different industries to implement industry-specific or project-based task management solutions to address their unique requirements and preferences.

Similar to project management software platforms, task management tools are equally as diverse with some of them categorized into a single type, while others come with a combination of features and capabilities to facilitate a wider range of tasks and industry-focused activities. The most common categories of task management software are based on characteristics, specialization and deployment.

There are three basic types of task management software to consider: personal or single-user, team or collaborative and integrated systems.

Personal/single-user task management software

This is a type of task management tool designed to facilitate home-based or personal projects. It tends to limit the number of users to one at a time when doing tasks like editing and managing project plans and deadlines. You will still be able to share files and monitor task progression, but the software assumes that only a single user will edit the project plan at a given time.

Personal or single-user task management software solutions are specifically designed for smaller top-down projects with a basic structure.

Team/collaborative task management software

This type of task management system allows businesses and organizations to effectively improve their day-to-day operations, streamline communication among team members and increase overall efficiency when dealing with more sophisticated projects.

Team-based task management solutions are designed for multiple users, giving them the ability to read, make changes and contribute to project plans simultaneously. The system then integrates those changes automatically, ensuring up-to-date information and task progression.

Collaboration occurs in different levels of the project development process. Some users are authorized to assign tasks to other individuals or groups, others may only monitor or track tasks assigned to them, while there are those who have the authority to edit the project plan, post notes and read additional data regarding the project.

Team task management software allows for operational transparency and encourages productivity. This type of software also lets you see who is doing what on any given project, so you will be able to carefully assess each team member’s workload, their workflow efficiency and task progress.

Integrated task management software

Integrated task management software is a platform that integrates seamlessly with different aspects of your business operations, including your customer relationship management (CRM), enterprise resource planning (ERP), as well as other collaboration tools.

This type of management software is intended for organizations with extensive software infrastructure already in place and is only looking for a platform to facilitate additional tasks and project assignments.

Integrated task management software systems are useful for companies dealing with projects that overlap with other organizational activities and operations.

For example, if you’re a software company and you have just developed a new version of software, you can use this type of platform to manage and evaluate the project across different stages of its development. You can then integrate it with your CRM software to gain valuable insights directly from your customer base.

In addition to characteristics, task management software may also be categorized based on specialization. More than just your standard Kanban board or Gantt charts, task management systems in this category are often offered as modules in a wide variety of software products. Each of them offers a specialized function to help with specific project-based task management processes.

Schedule-oriented task management solution

Scheduling or schedule-oriented task management focuses on the scheduling features and capabilities of the project management software. Typically, this type of software product comes with features like Gantt charts which allow you to create a robust timetable of your project deliverables.

It may also come with time tracking tools, allowing project managers to always stay on top of their project due date and deadlines.

Schedule-oriented task management software is ideal for projects that are activity-driven public events like product launchings, concerts, fundraisers and community events.

Project portfolio task management software

This particular module comes with rather complex features that enable users to manage different projects at the same time. Task management software products with this capability allow stakeholders and project managers to view and evaluate their projects as a whole with easy to use dashboards and a drill-down options menu to check individual projects in more detail.

Task management software products with this type of module are ideal for companies and organizations that handle multiple projects at any given time. This category of management software often has more robust editing capabilities, issue tracking, task planning and other useful features. The drawback is that it requires more sophisticated infrastructure and it can be too costly for small businesses, especially startups.

Some of the most common users of this type of software are businesses in the construction, property development and engineering industries.

How to Choose Task Management Software

There are many different vendors and service providers of task management software, all with various features and capabilities. Finding the right software capable of addressing their project management and task management requirements is an essential aspect that needs to be considered by businesses.

These are the factors you need to consider when choosing a task management solution for your business:

Type/category of task management software

When choosing the right software for your business, you should consider the industry you’re in, what type of software you need, the features you need and the number of users that need to use the platform.

For example, if you have team members who need to work more efficiently together then you might want to consider looking into collaborative or team-based task management solutions. This type of software solution is equipped with features designed to improve communication, efficiency, productivity and collaboration among staff members.

Deployment/implementation method

Task management software can be deployed as a cloud-based or on-premise solution.

Premise-based or on-premise solutions require you to make a one-time purchase for a license to use the product. The software is then installed locally on your own servers. Maintenance will be conducted by your own team and additional fees for system upgrades may be necessary. This requires the necessary infrastructure and teams to handle the deployment, which not all businesses have.

Cloud-based task management solutions are hosted by the vendor on their own server. The service is then delivered to the customer via access on a web browser or mobile device, meaning you will be able to access the platform and all of its features and tools using the internet.

This deployment method follows a subscription-based pricing model, which means you will be charged on a monthly or yearly basis, depending on the payment plan you subscribed to. Maintenance and system updates are the responsibility of the vendor/service provider.

Budget allocation

When choosing the right software, you should consider the budget you have in relation to the features and functions of the software. This type of software can run from basic to best-in-breed, so ensuring that you choose the best software can be difficult. You should choose software that has the features you need and room for expansion in case it’s needed, but be careful to not go over budget.

Relevant features for your business

Like the budget, you should choose the software you need that has the features you need. Choosing a best-in-breed solution may be useful but it may include advanced features that won’t get utilized efficiently by your business and end up being wasted. Choose features that complement your business and can bring value to your daily operations.

Benefits Of Task Management Software

Task management software solutions help companies and organizations streamline their project lifecycle. It helps to minimize the potential progress-ending problems and challenges that often come with complex or highly sophisticated tasks and project management processes. The management software also facilitates effective collaboration and communication among team members and other departments or groups.

There are more specific advantages that you can expect from implementing a feature-rich and fully capable task management software platform:

Improved productivity among employees

A good task management tool will provide project managers the ability to properly divide projects, regardless of the scope or complexity, into more manageable sections. They can then assign tasks and sub-tasks to the appropriate personnel and monitor their task progress over time. All this can be done by simply adding a checklist feature.

Each of the tasks assigned will have a specific set of goals, milestones and key performance indicators (KPIs) to allow for easier and more efficient monitoring and evaluation. All team members will be given their own specific duties and responsibilities and know what they need to do.

Optimized workflow and project management

Task management solutions allow decision-makers within the organization, specifically project managers, to gain valuable insights and analyze the project’s entire lifecycle in an effort to determine potential chokepoints and time-consuming processes that require more attention throughout the development process.

Doing so will give you the opportunity to optimize workflows so everyone in the team can work efficiently without holding up other members.

With features like task scheduling, task planning and other advanced functions, you can effectively optimize the workflow of everyone in your team by prioritizing specific tasks. This is especially useful with tasks that require more time and attention.

Greater customer satisfaction

Users of task management platforms will also have the ability to let their clients contribute to the project development process. Collaboration is not just about team members working effectively together, working smarter and being more productive; it is also about collaborating with the customers, gaining their insights and completing a project together.

This will help make sure you are always on the right track when doing a project for a customer and can contribute to higher customer satisfaction at the end of every project you take on.

Task management software can help businesses of all sizes and in all industries manage and track tasks through their lifecycle and provides essential features of task management such as task creation, assignment, reassignment, prioritization, tracking and report generation.

Common Features of Task Management

API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.

Latest User Reviews of Task Management Products

Quentin Baillet
24 Nov 2020
"The tools we needed"

Multiplatform, simple, efficient collaboration tools. It allows to have a good overview of all the projects, and their state of pro...

Malcolm Berger
26 Nov 2020
"Great task management app for small teams ..."

very easy to use, good notifications, good overview of tasks. works well for small team collaborations, for simple tasks. can be use...

Jack Hendrix
26 Nov 2020
"Rake gets better and better every month - ..."

Rake solves several problems for us. We use it for live chat, we use it instead of Slack, we use it instead of Task Manager. It's fr...

Noah Yap
30 Nov 2020
"Istrives leading market software"

Fantastic CRM software. It is easy to use with its user friendly features. After deploying I found out that my company has much more...

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