Balancing multiple projects and managing ever-changing task lists is tricky, especially as organizations grow. Thankfully, task management software exists to help teams handle mounting workloads.
This guide will explore the top 15 task management tools to consider based on features, capabilities, and pricing. I‘ll also provide actionable recommendations to help you determine the right solution for your needs.
What is Task Management Software and Why Do You Need It?
Task management software provides a centralized platform to plan projects, create and assign tasks, set due dates, track progress, and collaborate with team members. The right tools can significantly boost productivity, organization, and accountability.
As per recent statistics:
- 87% of organizations report increased productivity from greater task visibility
- Teams save over 75 hours per person annually with streamlined task coordination
- 92% of employees are more motivated when tasks are well-structured
It‘s clear that task management solutions lead to better work execution. They provide oversight into responsibilities so projects stay on-track amidst changing priorities.
Key Features and Capabilities
When evaluating task management systems, consider the following core features:
Task Organization
Tools should allow you to create multi-level tasks, group them into projects, set dependencies, categorize by tags or status, and more.
Prioritization
Assign importance levels or rank tasks so team members know what to tackle first.
Assignment and Collaboration
Smoothly distribute work across resources, @mention users in comments, and foster transparency.
Progress Tracking
Visualize real-time progress with kanban boards, Gantt charts, calendars, and custom reports.
Notifications and Reminders
Prompt task owners of deadlines while tracking asynchronously completed work through notifications.
Time Tracking
Log hours spent on tasks to better understand and estimate workload.
Work Automation
Use rule-based triggers to automatically update task status as work progresses.
Integrations
Connect the task software with the tools your team already leverages to centralize work.
Mobile Access
Manage tasks and collaborate on the go with iOS and Android access.
15 Top-Rated Task Management Software Picks
Based on market research and customer feedback, below are the top 15 task management software options worth considering:
1. monday.com
monday.com is an intuitive, visual work OS packed with views like boards, lists, timelines, calendars, and Gantt charts. It comes with over 200+ pre-built templates and automations covering use cases from agile delivery to creative projects.
Key Features
- Customizable boards, views, forms
- Task dependencies
- File storage and version history
- Real-time progress dashboards
- Recurring tasks
- Time tracking
Best For
- Marketing and creative teams
- Software and product teams
- Any collaborative team effort
Pricing
- Free plan for unlimited users and 2 integrations
- Pro plan starts at $9 per user/month billed annually
2. ClickUp
ClickUp centralizes all essential work tools into a single, unified platform that adapts to all team workflows. It comes with dynamic views including lists, boards, calendars, Gantt charts, and more.
Key Features
- Custom statuses, fields, and hierarchies
- Multiple assignees per task
- Time tracking
- Goals and milestones
- Workload management
Best For
- Agile and engineering teams
- Remote collaboration
- Marketing and sales teams
Pricing
- Free forever plan for unlimited users and 100MB storage
- Premium plans start at $5 per user/month billed annually
3. Wrike
Trusted by over 20,000 global businesses, Wrike brings tasks, projects, and workflows together under one platform. Streamline team collaboration with interactive Gantt charts, board views, and custom reporting.
Key Features
- Interactive Gantt charts
- Customizable workflows
- Project and task dashboards
- Calendars, workload views
- Robust access controls and permissions
Best For
- Enterprise teams
- Distributed teams and remote work
- Marketing project management
- Agency client services
Pricing
- Free version for 5 users and 2GB storage
- Professional plan starts at $9.80 per user/month billed annually
4. Smartsheet
Smartsheet helps capture information in a flexible, spreadsheet-like format while also offering robust enterprise-grade work management capabilities.
Key Features
- Interactive cross-sheet reporting
- Automatic reminders and notifications
- Custom forms, charts, dashboards
- Request approvals with e-signatures
- Hundreds of templates
Best For
- Traditional spreadsheet users
- Marketing and creative teams
- Sales and customer teams
- Engineering and IT departments
Pricing
- Free 30-day trial
- Individual plan starts at $14 per user/month billed annually
5. Asana
Asana is one of the most popular task apps due to its simplicity and extensive integration capabilities. It comes with multiple task views and robust features to plan sprints, map dependencies, track progress, and more.
Key Features
- Calendar, board, timeline views
- Conversations and activity logs
- Milestones
- Custom fields and filters
- 100+ app integrations
Best For
- Marketing teams
- Agencies
- Small business and startups
Pricing
- Free for up to 15 users
- Premium plan starts at $10.99 per user/month billed annually
6. Trello
Based on Kanban-style boards, Trello empowers flexible and visual task coordination. It comes packed with interactive collaboration features including card voting, commenting, file attachments, due dates, and more.
Key Features
- Custom boards
- Card attachments, voting, archives
- Automatic notifications and reminders
- Butler automation
- Timeline views
Best For
- Agile software teams
- Creative agencies
- Personal task management
- Small business teams
Pricing
- Free forever
- Standard plan is $5 per user/month
7. Teamwork
Get enhanced task management paired with top-notch project planning capabilities using Teamwork. Centrally plan initiatives while cascading down key next steps to relevant parties.
Key Features
- Interactive Gantt charts
- Custom statuses
- Timesheets
- Milestones
- Advanced custom fields
Best For
- Enterprise organizations
- Software development teams
- Marketing and creative groups
Pricing
- Free for unlimited users and 2 projects
- Premium plans start at $9 per user/month billed annually
8. nTask
Trusted by over 500,000 users globally, nTask boosts productivity by centralizing communication and work execution tracking under one platform.
Key Features
- Interactive Gantt charts
- Customizable forms
- Time tracking
- Invoice generation
- Milestones
Best For
- Agile software teams
- Remote collaboration
- Marketing work management
- Enterprise portfolio management
Pricing
- Free version for 5 users and 2 projects
- Premium individual plan starts at $3 per user/month billed annually
9. Paymo
Paymo comes packed with robust functionality covering time tracking, expense management, project planning, and reporting under one application.
Key Features
- Interactive Gantt charts
- Custom dashboards
- Timesheets and schedules
- Invoicing
- Mobile apps
Best For
- Consulting groups
- Field service teams
- Architects and construction
- Accounting and legal teams
Pricing
- Free for unlimited users and projects
- Premium plans start at $8.95 per user/month billed annually
10. Todoist
Todoist combines a user-friendly interface with enterprise-grade functionality for managing tasks and projects across organizations.
Key Features
- Natural language input
- Labels, filters, reminders
- Activity history and progress
- Rules and automation
- Calendar integration
Best For
- Personal productivity
- Marketing teams
- Sales and account management
- Remote collaboration
Pricing
- Free forever
- Premium plan is $36 per user/year
11. MeisterTask
Visually manage everything from your inbox to long-term projects using MeisterTask‘s intuitive Kanban-based system. Their boards seamlessly adapt to any workflow.
Key Features
- Custom statuses and WIP limits
- Mind map project planning
- Time tracking insights
- Calendar and timeline planning
- Interactive reporting
Best For
- Agile and DevOps teams
- Sales and marketing groups
- Remote collaboration
Pricing
- Free version for up to 3 projects
- Pro plan starts at $8.25 per user/month billed annually
12. Airtable
Airtable provides a relational database platform so you can flexibly capture task data however your team works best. Easily view information across custom bases, calendars, grids, and more.
Key Features
- Custom forms, fields, and views
- File attachments
- Granular user permissions
- Calendar and map interfaces
- 100+ integrated apps
Best For
- Non-technical teams
- Remote collaboration
- Field teams and distributed groups
Pricing
- Free version with 1,200 records/base
- Plus plan starts at $20 per user/month billed annually
13. Notion
Centrally build docs, wikis, databases, and planning systems within Notion. Flexibly capture notes, assign tasks, set reminders, attach files, track progress, and more.
Key Features
- Wiki documentation
- Database collection
- Kanban boards
- Calendar and timeline views
- Charts, embeds, and equations
Best For
- Personal planning
- Remote teams
- Marketing groups
Pricing
- Free personal version
- Teams pricing starts at $8 per member/month
14. Quire
Quire allows flexible management of tasks, projects, cases, and tickets all under one platform. Teams can customize statuses, automations, views, and other components to meet unique needs.
Key Features
- Custom hierarchies
- Multiple views like boards, lists
- @mentions, task assignments
- Time tracking
- Recurring tasks
Best For
- Software development
- Project and product teams
- Support and shared services
Pricing
- Free forever for unlimited members and projects
- Premium plans start at $3 per member/month
15. Zoho Projects
Get enhanced task coordination paired with robust time tracking, resource allocation, reporting, and budget management through Zoho Projects.
Key Features
- Gantt charts
- Timesheets
- Portfolio dashboards
- Invoicing
- Audit log tracking
Best For
- Enterprise portfolio management
- Engineering teams
- Field service businesses
Pricing
- Free for 3 users
- Standard plan starts at $3 per user/month
Key Takeaways and Recommendations
With countless great options, identifying the "best" task management system ultimately comes down to your team‘s unique requirements and budgets.
When evaluating tools, consider aspects like:
- Ease of adoption – Pick intuitive interfaces requiring little training.
- Centralization – Consolidate task tracking into platforms you already use.
- Customization – Seek flexibility to meet specialized team needs.
- Pricing – Factor in all collaboration and productivity tools used.
- Scalability – Ensure the solution can grow with your organizational changes.
Building a culture focused on accountability and execution is also key to getting full value from task software. Use the tools consistently, provide transparency into workloads,implement process changes where gaps occur, and continue optimizing team communication.
With the right task system and culture established, your team is sure to achieve more together. Reach optimal productivity and continue delighting customers amidst ever-changing priorities.
