8 Best Task Management Software of 2024 for Increased Productivity

We’ve all been in that chaotic space where tasks pile up like a never-ending game of Tetris. And with deadlines looming, you’re just one meeting away from total overwhelm.

So, how do you save yourself from the recurring nightmare of missed deadlines?

How do you prioritize tasks and manage your time effectively?

I had these questions, too, at the start of my career. Fast forward to seven years later, I use task management software applications to streamline my workflow and manage time efficiently.

In this blog, I'll list the 8 best task management software that I have used over the years. I will use insights from my personal experience and that of my peers to present an objective comparison of these tools.

Before we get into the details, here’s a quick overview of the tools I will be covering-

List of the 8 Best Task Management Software

This list of the best task management apps comes from personal experience, peer suggestions, expert recommendations, and user reviews on credible sites. This will save you from the hassles of finding the best tools and start managing tasks faster. 

1. BIGContacts – Best for Workflow Automation & Advanced Reports

It takes time to rely on the efficiency of a task management tool, and having spent years using BIGContacts; I can vouch for it. 

What truly stands out about BIGContacts is its robust workflow automation capabilities. It takes care of tasks and reminders for me and my team – so we can follow up on opportunities timely. 

For example, I can set up a workflow that automatically sends a confirmation email about an upcoming meeting with a client. It also creates a task for me to schedule a reminder after the meeting to close the deal.

BIGContacts also offers detailed activity manager reports, making it easier to track my business performance. 

With these reports, I can easily see how many tasks are completed, assigned, and pending and how they are distributed among team members.

These are just some of the features that make BIGContacts an excellent tool for my requirements. Some other features you may also find useful are the team calendar, drip email marketing campaigns, etc.

What You’ll Like:

• Gives an overview of all upcoming tasks using team and individual calendar views
• Pre-built activity manager reports help track performance and save time
• Automated recurring tasks to ensure they are completed in an orderly manner
• The ability to organize tasks with tags or labels 
• Reminders and alerts ensure timely follow-ups and help you avoid missing important meetings or deadlines

What You May Not Like:

• For the webform connection, you need to have basic understanding of HTML
• The 15-day trial period might fall short compared to the software’s pool of features

Pricing:

• Starts at $5/user/month. No hidden charges. 15-day free trial. 

2. ClickUp – Best for Task Customization

Image Source: G2

Having explored the ins and outs of ClickUp, I can confidently say it’s a top-tier task management tool. 

One of the things I love is its task customization feature. It allows me to choose from different views, such as list, board, calendar, or box, to view tasks in the way that works best for me. I can also add custom fields based on priority, status, due date, tags, etc., to filter tasks easily. 

ClickUp also lets you create custom statuses for each task – like “in progress,” “waiting for feedback,” or “completed.”

For example, if you work on a website redesign project, you can use the tool to create a detailed task list that includes all the subtasks and milestones. You can assign each task a custom status, such as “design,” “development,” “testing,” etc., to track the progress of each phase.

What You’ll Like:

• Boosts team collaboration with comment threads and easy task assignments
• Tags to categorize tasks based on their priority, status, etc.  
• Establishes relationships and dependencies between tasks to ensure that projects are completed on time
• The ability to automate reminders, email sequences, and tasks saves time 
• The option to choose from list, board, and calendar views to visualize work 

What You May Not Like:

• The free plan has less than 1GB of storage allowance, which can be limiting 
• The software has a steep learning curve and a lengthy onboarding process

Pricing:

• A free plan is available with limited storage space. Paid options start at $7/user/month.

3. Monday.com – Best for Custom Workflows

Source: Monday CRM

Monday.com, a task manager app, is designed to help you build custom applications to manage different workflows.

It lets you build an ideal workflow with boards, views, dashboards, integrations, automation, etc. 

The free version I used allowed only up to 3 boards, though, which was slightly disappointing.

I created a board for each project and added columns for different tasks based on their status, priority, due date, assignee, etc. I could also choose a view that suited my needs, such as a timeline, calendar, Kanban, chart, etc.

Monday.com provides plenty of task management templates. These let you visualize projects from inception to completion and monitor your team’s progress within a collaborative workspace.

What You’ll Like:

• Automates repetitive tasks, such as sending reminders or notifications
• Provides detailed dashboards to track the progress of tasks and projects in real time
• Allows you to set milestones, baselines, and dependencies for tasks
• Communication and resource allocation tools facilitate real-time collaboration with team members 
• Kanban boards and Gantt charts to manage tasks and identify any issues 

What You May Not Like:

• Gantt chart views are not available in the starter plans
• Creating repeating tasks, and automation can be complex for some users 

Pricing:

• A free plan is available with a limitation to the number of boards. Paid options start at $8/seat/month.

Read More: Top Monday.com Sales CRM Alternatives

4. Trello – Best for Calendar View

Source: Trello

I started using Trello after a friend was all praises about its affordability. Although I picked the free version of the tool, I, too, think this task tracking software is pretty easy on the pockets.

One of the things that impressed me the most about Trello was the calendar view. Whether tracking weekly sprints or mapping out annual projects, it keeps all tasks on track. 

The best part is that you can sync it with third-party calendars like Google Calendar, Outlook, or iCal to ensure you never miss a deadline again.

Trello also promotes seamless collaboration. 

I can assign team members, set due dates, and leave comments – all within a single card. This ensures everyone stays accountable, and there’s no “Who’s handling that?” question anywhere.

What You’ll Like:

• A detailed calendar view to visualize upcoming tasks and their due dates
• Automate repetitive tasks and workflows by defining rules and triggers
• Allows you to create Gantt charts directly from your Trello board to create timelines and flowcharts
• The ability to add members to cards in projects, keeping everyone aware of their tasks
• Allows you to create recurring cards for tasks that need to be done regularly, such as team meetings, monthly reports, etc.

What You May Not Like:

• The free plan does not come with unlimited boards
• The customer support team needs to be more responsive

Pricing:

• A free plan is available with limited task viewing modes. Paid options start at $5/user/month.

5. Teamwork – Best for Managing Remote Teams

Image Source: G2

During COVID-19, I worked with remote teams. It was a challenge to manage tasks across different time zones. 

That’s when I found Teamwork, an all-in-one task management system.

The software comes with versatile features like time tracking, task management, project views, risk management, and more. I could easily integrate it with tools I use daily, such as Google Chrome, Gmail, etc. 

Teamwork helped me automate task workflows with custom templates, forms, and more. I could also choose different project views, such as lists, tables, boards, and Gantt charts, to see how each project was doing.

Keeping my team motivated was also an uphill task at that time. Thanks to Teamwork’s resource management feature, I can now balance my team’s workload easily.

What You’ll Like:

• A dashboard provides a comprehensive overview of all projects and spot roadblocks
• Resource allocation tool helps manage your team’s workload on a day-to-day basis
• Lets you generate automated invoices based on the time tracked for each project
• Video conferencing capabilities to collaborate with teams and clients and share documents, presentations, etc.
• A Gantt-style view of projects to have complete visibility of tasks

What You May Not Like:

• You only get 2 project templates with the free plan
• Its focus is primarily on managing tasks for remote teams, which may or may not be suitable for physical teams

Pricing:

• A free plan is available with limited team management capabilities. Paid options start at $5.99/user/month.

6. Asana – Best for Workflow Automation

Image Source: marquismurray

If automating task workflows is what you seek, then Asana can be a good choice. I read lots of positive feedback on software review sites, and here’s my personal account –

When it comes to workflow automation, Asana lives up to the hype. It lets you create rules that trigger actions based on certain conditions that save time and avoid manual work.

For example, you can create a rule that automatically assigns a task to a team member when they join a project or, say, a rule that sends an email notification when a task is completed.

The cherry on top is Asana’s mobile app. Whether you’re an iOS or Android user – you can create tasks, comment on them, upload attachments, and check off completed tasks from your phone or tablet.

What You’ll Like:

• Automated task assignment, status updates, and notifications to reduce errors
• A customizable dashboard that provides real-time insights into your team’s performance to identify areas for improvement
• Gantt charts, Kanban boards, and task lists to view tasks 
• Shared calendars to view projects and schedule tasks for team members
• The ability to break up large tasks into smaller subtasks with a subtask management tool

What You May Not Like:

• The basic plan does not come with the workflow builder feature
• Some users find it difficult to get started with Asana because of its open-ended design

Pricing:

• A free plan is available with limited task templates. Paid options start at $10.99/user/month. 

7. Basecamp – Best for Project Creation

Image Source: 37signals

I recently learned about Basecamp from an expert working as a project manager in a Fortune 500 company. 

The software offers unlimited project creation capabilities with its vast library of workspaces, each dedicated to a specific task. That means you can create distinct project spaces for client consultations, marketing campaigns, product launches, etc.

Another standout feature is its centralized repository for all project-related materials, including documents, files, and discussions.

Basecamp also enhances project visibility through its Kanban-style task board. 

It provides a visual representation of task progress, pending assignments, and completed work. This feature offers a quick, at-a-glance overview of project status.

What You’ll Like:

• Allows you to create tasks, set deadlines, add notes, attach files, and assign them to team members
• Real-time group chat feature called “Campfires” is perfect for quick queries, basic file sharing, etc.
• Detailed reports into tasks and team members to stay on top of progress and identify bottlenecks
• Automatic check-ins gather status updates from team members to keep everyone informed
• Hill charts to help you track progress, identify trends, and make data-driven decisions

What You May Not Like:

• The basic version does not offer 24×7 priority customer support
• Some users have reported that Basecamp’s interface is not as customizable as they would like

Pricing:

• Starts from $15/user/month.

8. ProProfs Project – Best for Online Project Management

Source: ProProfs Project

ProProfs Project is one of the best apps for task management that also doubles as an online project management tool.

From Kanban boards and Gantt charts to precise time-tracking capabilities, the software has all the necessary tools to oversee tasks, projects, and team members effectively. 

For example, your design team can leverage the kanban boards to visualize the progress of creative projects, from ideation to execution.

But it’s the adaptability of the tool that sets it apart. 

Extensive personalization, like creating custom workflows, and notifications, or integrating your branding, helps align the software with your specific needs.

The software also lets you set task dependencies, automate repetitive actions, collaborate with team members, and monitor progress.

What You’ll Like:

• The ability to collaborate with your team in real time to share files and discuss projects to avoid unnecessary delays
• 24×7 remote access to check real-time status updates of projects 
• Smart reports help identify potential bottlenecks and enhance risk mitigation strategies
• A holistic perspective on projects to track progress, monitor resource allocation, and identify areas that require attention
• Resource management feature to ensure that the right people are assigned to the right tasks

What You May Not Like:

• The tool offers a complete package of project management features, which can be challenging to explore in the 15-day trial period
• The UI could be updated for better navigation

Pricing:

• Starts from $39.97/month. A 15-day free trial is available.

Which is the Best Task Management Platform?

What you refer to as the ‘best’ task management software depends on exactly what your company requires. 

For example, if you want a simple task management software solution to have great calendar views, you may think Trello is the best option. But, then, it might not be the best for other things like workflow automation, managing tasks for remote teams, etc.

Here are the top 3 tools that cover the widest range of features of task management software –

Option A: BIGContacts

BIGContacts automates tasks and reminders, allowing you to follow up on opportunities promptly. You can set up workflows to send confirmation emails for upcoming meetings and create tasks for reminders. Activity manager reports provide insights into your business performance. The tool also offers additional features like drip email marketing campaigns.

Option B: Teamwork

Teamwork offers versatile features like time tracking, task management, project views, risk management, etc. It can be easily integrated with tools like Google Chrome and Gmail. Its resource management feature helps balance the team’s workload to avoid burnout. The tool also lets you choose from lists, tables, boards, and Gantt charts to monitor project progress.

Option C: ProProfs Project

ProProfs Project offers Kanban boards, Gantt charts, and time-tracking capabilities to visualize the progress of creative projects. It also provides extensive personalization options like custom workflows, notifications, and branding integration. You can manage task dependencies, automate repetitive actions, collaborate with team members, and monitor progress using the tool.

Learn More About Task Management Software

What is task management software?

Task management software lets you plan, delegate, and track tasks. You can visualize tasks from start to finish, ensuring that things never fall off track. With task management software, you can set due dates for tasks, prioritize important ones, assign to team members, create dependencies, manage workflows, automate recurring ones, etc.

How do you choose the best task management system?

Here are some key factors to keep in mind when choosing task management software to ensure it aligns perfectly with your workflow and goals:

• Determine Your Requirements: Identify your unique task management needs to narrow down software options that fit your workflow.
• Ease of Use: Prioritize user-friendliness for a seamless adoption process and increased productivity.
• Customization & Flexibility: Choose software that allows customization, including workflows, labels, and task types, to adapt to your team’s preferences.
• Collaboration Features: If working in a team, seek systems with file sharing and real-time communication capabilities for efficient collaboration.
• Reporting & Analytics: Opt for software with reporting and analytics features to track progress and make data-driven decisions.

What makes a good task management system?

A good task management system should have plenty of features that make tracking and managing tasks a seamless process. Or, in simpler words, here are some of those features that I am talking about –

• Task Planning: It should allow you to break down work into simpler tasks and organize them as required.
• Task Scheduling: The system should enable you to manage schedules – helping you monitor progress and avoid missing important tasks.
• Recurring Tasks: It should provide the option to schedule tasks that need to be repeated daily / occasionally.
• Collaboration: It should facilitate collaboration between team members – allowing for quick communication, task assignment, and priority setting.
• Efficiency & Productivity: The ideal tool should enhance your efficiency and improve your productivity without adding to the workload.

What’s the minimum investment required for a task management system for startups and small businesses?

Task management software solutions are usually affordable and can help you organize projects, tasks, and deadlines more efficiently. For example – BIGContacts has a starting price of only $5 per user per month, and you can also try it for free for 15 days.

Why should you always use a secure and safe task management platform?

A secure and safe task management platform is essential for several reasons- 

• It ensures the protection of your data from unauthorized access and potential breaches.
• It helps centralize task-related information in one location – reducing the need for multiple storage devices, thus minimizing the risk of data loss.

Additionally, it enables controlled permissions for accessing and sharing sensitive information.

What are the steps for buying and implementing task management software?

Buying and implementing task management software is not a complicated process, but it requires some planning and research. Here are the steps I suggest you follow-

• Identify your goals and requirements.
• Compare different task management software options by checking reviews, ratings, and testimonials from other users.
• Request a demo or a free trial to see how it works and if it meets your expectations.
• Select the best task management software for your company.
• Implement the software by following the vendor’s instructions for setting it up, importing data, configuring settings, creating tasks, etc.