Which task management software is the best this year?
That’s a recurring question project managers ask because almost all software vendors improve their tools in some way year-on-year. And in that process, only a few stand the test of time.
To go into the intricacies of finding a software system can be extremely exhausting. So, if you are here to see which project management platforms offer the best task management tools this year… Great!
That’s exactly what I’m about to discuss in this blog. And like always, this will be an elaborate one with pros, cons, and pricing. Here’s a quick glance at the tools –
| Task Management Software | Best For | Pricing Starts From |
| ProProfs Project | Planning, Collaborating & Delivering Projects on Time | Forever Free for small teams.Paid starts at $39.97/month/unlimited users |
| Zoho Projects | Task Automation | $4/user/month |
| BIGContacts | Contact Management & Email Marketing for Small & Medium Businesses | $9.99/month/1000 contacts |
| Asana | Strategic Project Planning | $10.99/user/month |
| Bitrix24 | Remote Task Management | $49/month/5 users |
| Nifty | Project Portfolio Management | $39/month/10 members |
| ProofHub | Built-in Proofing Tools | $79/month/10 users |
| Teamwork.com | Client Management | $10.99/user/month |
| ClickUp | Generating Detailed Reports | $7/user/month |
| Smartsheet | Real-Time Project Collaboration | $9/member/month |
What Is Task Management Software?
Task management software is a tool designed to help you organize, track, and manage tasks. Such a software solution helps manage the entire lifecycle of tasks—from planning and scheduling to monitoring and reporting—enhancing productivity and efficiency.
In simple words, here’s what software for managing tasks usually does –
- Create tasks and subtasks
- Assign tasks to team members
- Set deadlines and priorities
- Track progress and completion status in real time
- Communicate with team members
- Manage projects from start to finish
Read More: What Is Task Management – Ultimate Guide With Benefits, Tools
Which Is the Best Task Management Software?
Short on time? Have a quick look at my 3 best choices from the list –
- ProProfs Project: It offers a freemium plan with all features, a simple UI, and task management tools , including subtasks, time-tracking, billing, invoicing, customizable workflows, and Kanban & Gantt chart views for effective project planning and collaboration. Ideal for startups and small and medium businesses.
- Teamwork.com: It enhances project transparency and efficiency with client portals for real-time updates and document access. The tool supports task assignment, priority setting, and deadline tracking. It also centralizes all project communications and documents.
- Smartsheet: It offers a familiar spreadsheet-like interface with robust real-time updates, keeping teams agile during critical events like product launches. It streamlines task management tips to enhances team responsiveness. It may not suit those who prefer a different visual setup.
For a more detailed review, consider reading the full comparison below.
List of the 10 Best Task Management Software
Over the last few months, I spent time connecting with businesses (typically startups and small and medium businesses). Instead of randomly choosing best task management software for individuals from Google, I wanted to find out what their project managers or team leads use for day-to-day tasks.
I also browsed software review sites to learn more about these tools and why existing users like/dislike them. Combining all these with my personal experience, I created this exhaustive comparison below.
Hope it helps!
1. ProProfs Project – Best Task Management Tool , Best for Planning, Collaborating & Delivering Projects on Time
ProProfs Project is designed to enhance project planning, collaboration, and timely delivery. I used its freemium plan, which impressed me for one distinct reason – you get all premium features for free, forever (for a limited number of users, of course). Wait, what?
As for its UI, I think it looks professional in most parts. In terms of task management, our team could create subtasks, which is a very basic thing. Feature-wise, it offers plenty under the hood.
The time-tracking feature monitors progress against deadlines. Customizable workflows can be adjusted to fit various project requirements. Gantt charts help visualize project timelines and dependencies, ensuring everyone understands key milestones and their roles.
What you’ll like:
- Interactive project views like Gantt charts and Kanban boards
- Real-time team collaboration with comments, @mentions, and file sharing
- Automated email notifications to keep teams aligned
- Resource planning feature to allocate available resources to tasks properly
- Detailed reports that help assess project performance
What you may not like:
- No dedicated account manager for the free plan, unlike paid
- No downloadable or onpremise version
Pricing: A freemium plan is available for up to 5 users. Paid options start from $39.97/month.
2. Zoho Projects – Best for Task Automation
Next, here’s a task management software for teams that excels in automation. Zoho Projects utilizes AI to streamline routine activities (allowing you to focus on strategic goals).
I like how the software lets me automate task assignments (based on set rules), deadline reminders to keep projects on track, and time tracking to assess team efficiency. The software’s integration capabilities allow for seamless data flow between Zoho apps and other tools, enhancing overall productivity.
I would recommend this for teams already invested in the Zoho ecosystem.
What you’ll like:
- Task roll-up to see the big picture of project progress
- Time tracking integrated directly into tasks
- Critical path highlighting to identify important tasks
- Custom fields to tailor data entry
- Integration with Zoho suite for extended functionality
What you may not like:
- Some users reported facing occasional glitches in the scheduling features
- No Gantt chart or workload report in the free plan
Pricing: A free plan is available for up to 2 projects. Paid options start from $4/user/month.
3. BIGContacts – Best for Contact Management & Email Marketing for Small & Medium Businesses
You probably recognize BIGContacts for its contact management and email marketing capabilities, right? Let me tell you this – I’ve used it, and it actually has decent software for managing tasks.
In my experience, the platform really shines in organizing contact information—not just storing data but making it actively useful for managing daily tasks.
For example, I could create task lists directly linked to individual customer profiles. This would allow you to set follow-up calls, schedule meetings, or assign client-specific tasks directly from the contact’s entry.
I recommend BIGContacts for those looking for a task management tool at the price of a CRM and email marketing tool.
What you’ll like:
- Customizable dashboards to track sales and marketing performance
- Mobile access to manage contacts on-the-go
- Task and event scheduling directly linked to contacts
- Reminder system to never miss a follow-up
- Reporting tools to gauge campaign effectiveness
What you may not like:
- May not be the best task management tool for large enterprises
- It’s a cloud-based solution; it won’t work if you want an on-premise system
Pricing: A freemium plan is available for up to 100 contacts. Paid options start from $9.99/month/1000 contacts.
4. Asana – Best for Strategic Project Planning
As one of the big names in the project management industry, Asana is highly valued for its structured approach to project planning. I noticed how it offers features that foster detailed task management and team collaboration.
Using Asana, each task can be broken down into subtasks and assigned to different team members. You can tag them with deadlines, priorities, and custom fields tailored to the project’s specifics.
Also, I found that users no longer need to chase updates; instead, you’ll receive immediate notifications whenever tasks are completed or comments are made. Asana is a recommendation for teams not that interested in getting a free plan (because it lacks too many features).
What you’ll like:
- Customizable project templates for various use cases
- Detailed task management with subtasks and sections
- Visual project timelines for easy planning
- Task dependencies and automatic scheduling adjustments
- Resource management tools for team allocation
What you may not like:
- The free plan misses many key features like project dashboards, task dependencies, etc.
- Some users say integration with external tools sometimes introduce delays
Pricing: A free plan is available for up to 10 users. Paid options start from $10.99/user/month.
5. Bitrix24 – Best for Remote Task Management
Bitrix24 is a task management software platform that can prove integral in effectively managing remote teams. The platform’s task management features, particularly the task delegation and Kanban boards, are pivotal in assigning tasks and monitoring their progress visually.
I find this crucial when working with a team spread across different time zones, as it keeps everyone updated.
There’s also a built-in chat and video conferencing tool. I used the chat for daily interactions, while the video calls were for weekly check-ins and more in-depth discussions. This setup mimics an in-office environment and keeps everyone engaged.
What you’ll like:
- Unified platform for communication, tasks, and project management
- Built-in CRM for customer relationship tracking
- Time tracking and employee workload planning
- Real-time collaboration with chat and video conferencing
- Customizable Kanban boards for task visualization
What you may not like:
- Some users feel customer support response times can be improved
- Only 5 task dependencies can be set in the free plan
Pricing: A free plan is available with a limited storage allowance. Paid options start from $49/month/5 users.
6. Nifty – Best for Project Portfolio Management
The first thing I noticed when using Nifty’s task management tool is its overarching dashboard. I found it particularly useful as it provides a comprehensive view of all projects at a glance.
Next, the task lists within the tool caught my attention. They can be customized extensively. You can use this feature to set clear priorities and deadlines for tasks.
In my experience, Nifty’s ability to keep everything organized and accessible has been a standing point. You can effortlessly maintain control over diverse project elements without feeling overwhelmed.
It’s a good recommendation if you are after expressive dashboards like Nifty offers.
What you’ll like:
- Automated progress tracking against milestones to see phase completion
- Discussion threads and direct messaging for enhanced communication
- Customizable task lists with Kanban boards for workflow visualization
- Time tracking and reporting tools embedded within projects
- Calendar integration to sync with personal and team schedules
What you may not like:
- Some users faced occasional bugs reported in the task dependency feature
- Only 100 MB of storage space in the free plan
Pricing: A free plan is available for up to 2 projects. Paid options start from $39/month/10 members.
7. ProofHub – Best for Built-in Proofing Tools
I was quite impressed with ProofHub’s built-in proofing tools and precision in defining and estimating project scopes. The Gantt charts feature stands out as it visually maps out the entire project lifecycle. This ensures every milestone is clearly defined and time-bound.
Assigning tasks within the software is straightforward. You can quickly set up tasks, assign them to team members, and set deadlines directly in the tool. Plus, the integration of discussion boards within the platform fosters an environment of open communication (a crucial element in any project).
It’s great task management software for teams, especially if you like its flat pricing.
What you’ll like:
- Simplified task assignment and scheduling
- Integrated Gantt charts for detailed project planning
- Custom roles and permissions for team management
- Time tracking for managing deadlines and billable hours
- Note-taking and discussion features to enhance team collaboration
What you may not like:
- No custom roles, reports, or workflows in the basic plan
- Limited third-party integrations compared to competitors
Pricing: Starts at $79/month/10 users.
8. Teamwork.com – Best for Client Management
As someone who works closely with project managers, I understand the importance of client project management with transparency and efficiency. Teamwork.com gives that freedom. The software has portals where clients can log in anytime to see real-time updates and access documents.
From a task management perspective, you get all the basics – assign tasks, set priorities, and track deadlines effortlessly. Each team member can see their tasks and deadlines, which clarifies expectations.
Using Teamwork.com allows you to keep all project-related communications and documents in one centralized location, which is a good thing.
What you’ll like:
- Client portals for transparency and communication
- Task management with templates and time tracking
- Project planning with Gantt charts and milestones
- Billing and invoicing integrated into the platform
- Customizable dashboards to track key metrics
What you may not like:
- Only 100 automation actions can be done in a month from the free plan
- Project budget expenses or the resource planning feature is only accessible in the top-tier plans
Pricing: A free plan is available for up to 5 users. Paid options start from $10.99/user/month.
9. ClickUp – Best for Generating Detailed Reports
For businesses looking for task management tools with in-depth reporting capabilities, ClickUp can be an excellent choice. What really sets ClickUp apart for me is its customizable views.
I can shift from Kanban boards to Gantt charts for detailed timeline management when overseeing broader project phases. Assigning tasks is straightforward, and tracking their progress is visually intuitive.
Another critical component is the analytics feature. This feature allows you to quickly identify which tasks are taking longer than anticipated and adjust resources or timelines accordingly.
What you’ll like:
- Customizable dashboards for at-a-glance project status
- Detailed reporting with insights into team performance and project progress
- Flexible views including List, Board, Box, and Calendar
- Advanced task automation to reduce manual effort
- Goal setting and tracking for aligning team objectives
What you may not like:
- No resource management or time tracking capabilities in the free plan
- Some users reported occasional performance issues with large data sets
Pricing: A free plan is available with limited file storage space. Paid options start from $7/user/month.
10. Smartsheet – Best for Real-Time Project Collaboration
If you’re fond of the spreadsheet-like interface but can’t manage it as the spreadsheets get messy, try Smartsheet. Like other tools in the list, assigning tasks and setting deadlines is no big thing. The real power, however, lies in its real-time update feature.
For instance, during a major product launch, everyone on the team can see updates as they happen without needing to refresh or check emails, which can keep you agile and responsive.
Changes in task status or new comments were immediately visible, significantly reducing response times and confusion. However, it may not appeal to project managers who aren’t fans of the spreadsheet-like interface.
What you’ll like:
- Intuitive spreadsheet-like interface for quick learning
- Real-time collaboration with shared views and automated workflows
- Multiple views, including Grid, Gantt, Calendar, and Card
- Comprehensive reporting tools for project visibility.
- Resource management to track team availability and assignments
What you may not like:
- No team workload tracking or timeline view in the basic plan
- Users have noticed occasional syncing issues across devices
Pricing: Starts at $9/member/month.
Evaluation Criteria
The evaluation of products or tools chosen for this article follows an unbiased, systematic approach that ensures a fair, insightful, and well-rounded review. This method employs six key factors:
- User Reviews / Ratings: Direct experiences from users, including ratings and feedback from reputable sites, provide a ground-level perspective. This feedback is critical in understanding overall satisfaction and potential problems.
- Essential Features & Functionality: The value of a product is ascertained by its core features and overall functionality. Through an in-depth exploration of these aspects, the practical usefulness and effectiveness of the tools are carefully evaluated.
- Ease of Use: The user-friendliness of a product or service is assessed, focusing on the design, interface, and navigation. This ensures a positive experience for users of all levels of expertise.
- Customer Support: The quality of customer support is examined, taking into account its efficiency and how well it supports users in different phases – setting up, addressing concerns, and resolving operational issues.
- Value for Money: Value for money is evaluated by comparing the quality, performance, and features. The goal is to help the reader understand whether they would be getting their money’s worth.
- Personal Experience / Expert’s Opinion: This part of the evaluation criteria draws insightful observations from the writer’s personal experience and industry experts’ opinions.
Why Should You Use Task Management Software?
A task management tool has more uses than creating tasks and assigning them to team members. Some of the most compelling reasons to consider using task management software include –
- Improved Project Organization: Keep all tasks, deadlines, and priorities in one place, eliminating scattered to-do lists and sticky notes.
- Enhanced Collaboration: Facilitate better communication and collaboration among team members with shared task lists, comments, file attachments, etc.
- Increased Productivity: Track project progress and manage workloads efficiently, helping to ensure tasks are completed on time, and productivity is maximized.
- Better Time Management: Schedule tasks, set deadlines, and track time spent to avoid last-minute rushes.
- Customizable Workflows: Create unique workflows and processes for your team, ensuring they meet your specific needs.
- Automated Reminders: Set up automatic reminders and notifications to keep everyone on track and informed about new assignments, team discussions, deadlines, etc.
Data-Driven Insights: Use built-in analytics and reporting tools to gain insights into your team’s performance, identify bottlenecks, and make data-driven decisions.
What Features to Look for When Choosing Task Management Software?
It might seem intriguing at first to decide on the best task management software based on features. I remember wanting to put every single feature into the cart I found after browsing different tools.
However, only a handful of features are useful in daily task management. Let’s examine them.
- Task Prioritization: Organize tasks based on priority levels to focus on what matters most and ensure critical tasks are completed on time.
- Customizable Workflows: Adapt the software to your specific workflow needs by creating custom task statuses, categories, and tags for better organization.
- Collaboration Tools: Facilitate team collaboration with features like task comments, file attachments, and real-time updates to keep everyone updated.
- Time Tracking: Track the time spent on tasks to manage resources effectively, monitor productivity, and ensure accurate billing for client projects.
- Resource Management: Allocate resources wisely by tracking availability, workloads, and assignments to prevent overburdening team members.
- Reporting & Analytics: Use profitability, timeline, time, comments, and other reports to gain detailed insights into project performance.
- Automated Notifications: In-app notifications and email reminders keep your teammates informed about upcoming deadlines, task updates, and project milestones.
- Multiple Project Views: Visualize project progress, deadlines, and dependencies using different views such as Kanban boards, Gantt charts, lists, and calendars.
How to Choose the Best Task Management Software & Tools
So, here we face the main question –
How do you choose the best task management software?
Or, rather, how do you choose the right task management system for your business?
Well, it’s not a challenging process. You just have to keep in mind a few things, which starts with –
1. Assess Your Needs
What types of tasks do you need to manage? Are they simple to-dos or complex projects with multiple steps? Finding answers to these questions will ensure you choose a platform that’s designed exactly for your needs.
Next, determine the complexity of your projects. Advanced planning requires tools like Gantt charts and resource planning. Your workflow also influences how naturally you want to organize your work. Some prefer a visual Kanban board layout, while others prefer a more list-based approach.
2. Read Reviews & Comparisons
Gain insights from user reviews to look for feedback on ease of use, reliability, and customer support. Consult expert reviews on software review sites to get a professional perspective on the strengths and weaknesses of various task management tools.
But if you have come this far, chances are you’ve already read my in-depth review of the top 10 task management software, their strengths and weaknesses.
3. Test & Experiment
Many task management tools offer free plans or trial periods. Take ProProfs as an example – their project management software offers a forever-free plan for small teams. And the best thing? It has no feature restrictions.
Take advantage of such freebies to test out the software. This hands-on experience will help you understand how well the tool fits your workflow. During your trials, focus on testing the features that are most important to you.
Can you easily create and manage tasks? Is assigning tasks and collaborating with others seamless?
Assess the UI and overall usability. A tool that is easy to navigate and use will be more effective and less frustrating for your team.
4. Consider Cost
Finally, it’s time for the cost factor. Consider which pricing structure (monthly vs. annual, per user vs. flat rate) aligns with your budget.
Also, weigh each tool’s features and benefits against its cost to determine which software vendor offers the best value for your investment.
When choosing software platforms, I consider the long-term costs and ensuring that the software can scale with your team as it grows, both in terms of features and pricing. That ensures you don’t need to switch platforms once your business grows.
How to Implement Task Management Software
Now that you know how to choose the right software, the next question is: What are the steps to implement it?
Let’s discuss this in the section below.
1. Software Setup
If you’re transitioning from another system, make sure that the new software has options to import existing tasks and projects. You need to set up integrations with your existing calendar, email, or any other tools you use regularly. This will reduce the need to switch between applications.
2. Team Onboarding & User Adoption
Provide clear and concise training for your team (if needed) on how to use the software effectively. This can involve video tutorials, user manuals, or even short in-person workshops.
I recommend avoiding overwhelming everyone with a complete system overhaul. Begin by implementing the software for a specific project or department and gradually expand its use after users become comfortable.
Also, encourage everyone to use the software to provide feedback. Be open to adjusting workflows and functionalities based on user experience.
3. Provide Ongoing Support
Ask the software vendor for a help desk or support system to assist your team with any questions or issues they encounter. You should also offer ongoing training sessions and knowledge base resources to keep everyone updated on new features and best practices.
Pricing Structure for Task Management Software
Task management software pricing structures follow a few common models, with variations depending on the vendor and feature set. Here’s a breakdown of what to expect –
Subscription-Based Pricing
This is the most prevalent model. Here, you pay a recurring fee (monthly or annually) per user to access the software. Here are some common variations within this model:
- Freemium: A basic version with limited features is offered for free, with paid tiers unlocking additional functionalities, storage space, or integrations.
- Tiered Pricing: Multiple subscription plans are offered, each with a set price point and increasing feature sets. For instance, a basic plan might cater to individual users, while a higher tier offers advanced collaboration tools for teams.
- Per-User Pricing: The cost scales based on the number of users who will be using the software. This is common for team-oriented tools.
A good example of subscription-based pricing would be ProProfs Project.
You see, you get a freemium plan that packs all the paid version’s good stuff for small teams. And then, for the paid plan, you pay $39.97/month for an unlimited number of users.
Subscription-based pricing is usually the best option for startups and SMBs. You can choose a plan that suits your budget.
One-Time Purchase
Many software vendors ask you to pay a one-time fee for lifetime access to the software. Although this model is less common for cloud-based task management platforms, it can be found in some pricing models.
However, from a startup or SMB’s perspective, it may not be wise to invest a lot of capital at once. One-time purchase pricing policies are the best option for large-scale businesses.
Usage-Based Pricing
If you are an individual looking for a task management tool to manage tasks, this can be a good option. Organizations with fluctuating usage patterns who want to pay only for what they use can also choose a tool that offers usage-based pricing. So, how it works?
Well, charges are based on usage level, such as the number of tasks created, projects managed, or storage used. For example, $0.01 per task created or $5 per GB of storage.
Final Thoughts
Choosing the best task management software for your business requires an initial evaluation of your requirements, budget restraints, and technical feasibility.
Of course, there is no single parameter to measure these. So, my best suggestion is to test each software or the ones you think match your requirements the most.
For example, having used ProProfs Project for quite some time, I’d recommend you test its freemium plan. You can get on board with up to five users. Five team members can test how the software works, whether it solves your problems, and so on.Likewise, whichever software you choose, always test it first using a free plan or trial. This ensures that your money is spent on software that meets requirements.
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