{"id":20499,"date":"2019-05-30T12:04:22","date_gmt":"2019-05-30T12:04:22","guid":{"rendered":"https:\/\/www.proprofs.com\/c\/?p=20499"},"modified":"2026-04-27T09:09:14","modified_gmt":"2026-04-27T09:09:14","slug":"task-management-vs-project-management-vs-process-management","status":"publish","type":"post","link":"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/","title":{"rendered":"Task Management vs Project Management vs Process Management: Which Software Do You Need?"},"content":{"rendered":"\n<p><span style=\"font-weight: 400;\">Meet Jess. She works in her university\u2019s business office. Every day, she has a number of tasks to get done. Many of them are routine tasks like processing purchase requisitions, travel requests or leave approvals. Sometimes, Jess performs one-off tasks as part of a specific project like gathering numbers for a budget. And, like everyone, she also does some random things like setting up the office March Madness pool.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Like you, Jess\u2019 everyday job is hugely impacted by automation. Let\u2019s take a closer look:<\/span><\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_17 counter-hierarchy ez-toc-grey\">\n<nav><ul class=\"ez-toc-list ez-toc-list-level-1\"><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Email_Doesnt_Work_Too_Well_Anymore\" title=\"Email Doesn\u2019t Work Too Well Anymore\">Email Doesn\u2019t Work Too Well Anymore<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Chat_Is_No_Better\" title=\"Chat Is No Better\">Chat Is No Better<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Task_Management_Is_for_Grocery_Lists\" title=\"Task Management Is for Grocery Lists\">Task Management Is for Grocery Lists<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Project_Management_Is_for_Efficient_Project_Execution\" title=\"Project Management Is for Efficient Project Execution\">Project Management Is for Efficient Project Execution<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Scaling_Operations_Requires_Process_Automation\" title=\"Scaling Operations Requires Process Automation\">Scaling Operations Requires Process Automation<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Process_Management_vs_Project_Management_vs_Task_Management_Whats_The_Difference_in_The_Software\" title=\"Process Management&nbsp;vs Project Management&nbsp;vs Task Management: What\u2019s The Difference in The Software?\">Process Management&nbsp;vs Project Management&nbsp;vs Task Management: What\u2019s The Difference in The Software?<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.proprofsproject.com\/blog\/task-management-vs-project-management-vs-process-management\/#Task_Management_vs_Project_Management_or_Process_Management_Which_Software_Do_You_Need\" title=\"Task Management&nbsp;vs Project Management, or Process Management: Which Software Do You Need?\">Task Management&nbsp;vs Project Management, or Process Management: Which Software Do You Need?<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Email_Doesnt_Work_Too_Well_Anymore\"><\/span><b>Email Doesn\u2019t Work Too Well Anymore<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Before email, Jess would send documents in yellow interoffice envelopes with actual carbon copies. Email arrived in the mid-1990s and, suddenly, she could instantly communicate with colleagues anywhere.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">How did that change Jess\u2019 day-to-day work? Those interoffice memos quickly became a thing of the past. She started using email for everything. When she wanted to take some time off, she\u2019d email her manager. When she needed a professor\u2019s signature on a conference travel request, she\u2019d attach the document to an email and fire it off. <strong>It was fast, free and easy.<\/strong><\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Those qualities \u2013 zero cost, 24&#215;7 access, instant delivery \u2013 are exactly why Jess got quickly buried in an unmanageable torrent of email. Like everyone, she has a smartphone and she\u2019s connected to her email all the time.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The effects have been studied in detail: we\u2019re <\/span><a href=\"https:\/\/www.washingtonpost.com\/news\/the-intersect\/wp\/2016\/10\/03\/how-many-hours-of-your-life-have-you-wasted-on-work-email-try-our-depressing-calculator\/\"><span style=\"font-weight: 400;\">wasting more time than ever<\/span><\/a><span style=\"font-weight: 400;\"> (1 day\/week), we\u2019re measurably less creative, and have less time for intelligent thought. We know that 24&#215;7 access to email is <\/span><a href=\"https:\/\/www.entrepreneur.com\/article\/318599\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">bad for our mental health<\/span><\/a><span style=\"font-weight: 400;\"> and cognitive well-being.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Email is simply not a good solution for digitizing operations.<\/span><\/p>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Chat_Is_No_Better\"><\/span><strong>Chat Is No Better<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">When Jess\u2019 university introduced a <strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofschat.com\/\">live chat software<\/a><\/span><\/strong>, things were hardly better \u2013 it\u2019s the same stress as emails but in real-time. The little red badge is addictive and Jess feels compelled to check her chat messages. To be sure, chat does have significant benefits; e.g. it promotes <\/span><span style=\"font-weight: 400;\">social cohesion<\/span><span style=\"font-weight: 400;\"> that improves knowledge worker productivity.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">But, what\u2019s an important task and what\u2019s simply a casual chat? It\u2019s difficult to distinguish, track, or audit.<\/span><\/p>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Task_Management_Is_for_Grocery_Lists\"><\/span><strong>Task Management Is for Grocery Lists<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">What about To-Do lists? There are dozens of cloud-based software choices such as ProProfs task management software. Such <strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofsproject.com\/blog\/best-task-management-software\/\">task management software<\/a><\/span><\/strong> <strong>helps you organize individual tasks no matter where they come from. You can prioritize them and make sure the most important ones get done first.<\/strong><\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The focus when using a task management software, however, is on individual tasks. Once the task is done, it\u2019s archived. For example, if Jess finishes reviewing a travel request and charges it to a particular expense account, she can mark her individual <\/span>task complete<span style=\"font-weight: 400;\"> but she must still manually forward it to Finance. She\u2019ll probably send an email.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><strong>Task management software <\/strong>is a great solution for things like <\/span><span style=\"font-weight: 400;\">grocery lists<\/span><span style=\"font-weight: 400;\">, but not so good for operations. You can\u2019t route tasks automatically, collect structured information (crucial, if you want to deploy ML and AI) or track processes.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Data does not flow automatically from one step to another or from one person to the next. You have to send it along manually.<\/span><\/p>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<p><strong>Related Read:&nbsp;<a href=\"https:\/\/www.proprofsproject.com\/blog\/manage-multiple-tasks\/\" target=\"_blank\" rel=\"noopener\">Manage Multiple Tasks with a Feature Rich ProProfs Project<\/a><\/strong><\/p>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Project_Management_Is_for_Efficient_Project_Execution\"><\/span><strong>Project Management Is for Efficient Project Execution<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/NDQLnhNnFno?autoplay=1&amp;rel=0\" width=\"700\" height=\"400\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let\u2019s say the university decides to upgrade its student activity center. This is a <\/span><span style=\"font-weight: 400;\">one-time event with an end \u2013 a project<\/span><span style=\"font-weight: 400;\">. It\u2019s <strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofs.com\/collaborate\/\">collaborative<\/a><\/span><\/strong> and consists of multiple tasks with dependencies. Jess may end up performing some of those tasks e.g. pull together a cost spreadsheet for equipment that must be purchased. Installing the equipment is a separate task for someone else, but it cannot be performed until the purchase is completed.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.proprofsproject.com\/blog\/best-project-management-software\/\">Project management software<\/a> e.g. <\/span><strong><a href=\"https:\/\/www.proprofsproject.com\/\">ProProfs Project<\/a>, helps organize these projects and their individual tasks so that the project stays on track and gets completed on time.<\/strong><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Projects usually are not repeatable activities performed multiple times. By their very nature, projects must be flexible since unexpected challenges always come up. The team probably has a general idea and plan but the exact steps are not precisely determined upfront. So, teams make ad-hoc assignments depending on who is available and what skills are required.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Projects are also limited in nature \u2013 Jess simply cannot perform tasks in dozens or hundreds of projects. But, with the right project management software, you can ensure proper project execution.<\/span><\/p>\n\n\n\n<p><em><strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofsproject.com\/blog\/best-project-management-software\/\">Project management tools<\/a><\/span> also promote transparency<\/strong><span style=\"font-weight: 400;\"> so that project managers can get a comprehensive view of who is working on what. It\u2019s easy to assign tasks to individuals \u2013 the software often has a nice drag-&amp;-drop interface \u2013 and to keep the team informed about the status of the project as a whole.<\/span><\/em><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">When we compare process management vs project management. In case of process management, data can flow from one task to the next, it\u2019s still somewhat manual. When Jess completes her costing spreadsheet, she will have to send it to the project manager. Perhaps, the software lets her attach it to her task.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">There\u2019s no concept of \u201citeratively improving how we do things\u201d, as each project is unique. Since projects are not limited in volume, it is essential to get a project management software on board to analyze and reinvent them to optimizing tasks.<\/span><\/p>\n\n\n\n<blockquote><h3><strong><em>Manage Multiple Projects with Using Project Management Software. <span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofsproject.com\/signup\/\">Try ProProfs Project for Free<\/a><\/span>.<\/em><\/strong><\/h3><\/blockquote>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Scaling_Operations_Requires_Process_Automation\"><\/span><b>Scaling Operations Requires Process Automation<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">What\u2019s a process? For Jess, <\/span><a href=\"https:\/\/www.frevvo.com\/vacation-time-off-request-form-templates\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">processing a time-off request<\/span><\/a><span style=\"font-weight: 400;\"> or a purchase requisition is an example of an everyday business process. She does it many times every day and it\u2019s always performed in a predefined way.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">An individual process may have 3 steps or 10 but the general concept is straightforward: each step delivers data from Point A to Point B with all the required signatures, checks, reviews and authorizations.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Processes usually contain one or more steps performed by humans. But, they can also include automated system tasks. They can include conditional and parallel routing, but the overall structure of the process is known \u2018apriori\u2019.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Process automation software is like a GPS system for your organization. It electronically routes data to the right people at the right time. Unlike email, tasks or projects, no one needs to understand or perform the routing. The software handles it automatically and ensures that business standards cannot be bypassed e.g. a second level of approval is required for amounts greater than $10,000.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">The software always includes some form of task list so authorized users can view their tasks and can comment, modify and sign documents in a systematic manner. Unlike task management software, once Jess completes her review of the aforementioned time off request, the data automatically flows to HR. They can immediately access forms, data and documents necessary to complete their piece of the process.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Process automation software can also handle enormous volumes. Jess and her colleagues could easily complete hundreds of purchase requisitions, travel requests, expense reimbursements and time off requests in a week. Imagine dealing with that kind of volume over email.<\/span><\/p>\n\n\n\n<p><a href=\"https:\/\/www.e-zigurat.com\/innovation-school\/blog\/automation-in-project-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Process automation\u2019s main goal is productivity<\/span><\/a><span style=\"font-weight: 400;\"> \u2013 instead of employees spending time on paperwork, it wants to automate these routine tasks and minimize time spent on them. Employees like Jess can then focus on more important tasks like business insights or talent acquisition.<\/span><\/p>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Process_Management_vs_Project_Management_vs_Task_Management_Whats_The_Difference_in_The_Software\"><\/span><b>Process Management&nbsp;vs Project Management&nbsp;vs Task Management: What\u2019s The Difference in The Software?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><th>&nbsp;<\/th><th><span style=\"color: white;\">Task Management Software<\/span><\/th><th><span style=\"color: white;\">Project Management Software<\/span><\/th><th><span style=\"color: white;\">Process Management Software<\/span><\/th><\/tr><tr><td>Tool Provider<\/td><td>Todoist, Wunderlist<\/td><td>ProProfs<\/td><td>Frevvo<\/td><\/tr><tr><td>What is it used for?<\/td><td>Prioritizing individual tasks in a to-do list.<\/td><td>Repeatable projects that require ad-hoc collaboration with team members.<\/td><td>Repeatable, often high-volume activities that follow a reliable preset pattern to produce a certain business outcome.<\/td><\/tr><tr><td>What\u2019s an example?<\/td><td>\u201cBuy milk\u201d or \u201cSubmit leave request\u201d<\/td><td>\u201cReplace ERP system\u201d or \u201cMove office to a new location\u201d<\/td><td>\u201cApprove a purchase order\u201d or \u201cOnboard a new hire\u201d<\/td><\/tr><tr><td>What are the main goals?<\/td><td>Improve personal productivity by getting more important tasks done.<\/td><td>Facilitate coordination, make it easy to assign tasks and provide a complete view so projects are completed on time.<\/td><td>Improve organizational productivity by freeing employees from paperwork and by optimizing everyday processes.<\/td><\/tr><tr><td>What type of business data is produced?<\/td><td>None. Completed tasks are simply archived.<\/td><td>High value. A project post-mortem can be implemented by generating reports to ensure all inefficiencies are exposed.<\/td><td>High value. Data is digital and flows in real-time from step to step. It can be analyzed in near real-time to reveal business insights. Digital data is also a prerequisite for ML, AI, etc.<\/td><\/tr><tr><td>What is the business value?<\/td><td>Low. People commonly use paper and pencil.<\/td><td>Medium to High. Multiple people can work together to achieve a specific albeit one-off goal.<\/td><td>High. Ensures collaboration, consistency of operations and optimal use of talent.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2><span class=\"ez-toc-section\" id=\"Task_Management_vs_Project_Management_or_Process_Management_Which_Software_Do_You_Need\"><\/span><b>Task Management&nbsp;vs Project Management, or Process Management: Which Software Do You Need?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Email, chat, project management task lists, and process management are very different things. Each has its place. Task list software helps personal productivity.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Process management is a mature and well-understood space. But, when it comes to choosing the right solution, it\u2019s absolutely essential to do your research and know what you need. So, to successfully complete projects of any significant size involving multiple people, you would need to <strong><span style=\"text-decoration: underline;\"><a href=\"https:\/\/www.proprofsproject.com\/blog\/choosing-project-management-software\/\">choose a project management software<\/a><\/span> with the needed features to manage projects, tasks, teams, and clients.<\/strong>&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can try to use any process management software, but if you really want to run reliable, scalable and efficient operations, you must choose a robust project management software.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">In a future of work where business speed is only accelerating, the opposite is also true \u2013 continue with business-as-usual and you risk being wiped out.<\/span><\/p>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<p><strong>Recommended Read:<\/strong><\/p>\n\n\n\n<ul><li><a href=\"https:\/\/www.proprofsproject.com\/blog\/task-delegation-in-project-management\/\">Essentials of Task Delegation in Project Management<\/a><\/li><li><a href=\"https:\/\/www.proprofsproject.com\/blog\/common-project-management-software-features\/\">Common Project Management Software Features<\/a><\/li><\/ul>\n\n\n\n<div class=\"banner-btn btn-desk\"><a class=\"try-btn\" title=\"Try ProProfs Project to Create Project Plan\" href=\"https:\/\/www.proprofsproject.com\/signup\/\">Try ProProfs Project for Free<\/a><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Meet Jess. She works in her university\u2019s business office. Every day, she has a number of tasks to get done. Many of them are routine tasks like processing purchase requisitions, travel requests or leave approvals. Sometimes, Jess performs one-off tasks as part of a specific project like gathering numbers for a budget. And, like everyone,&#8230;<\/p>\n","protected":false},"author":2,"featured_media":38555,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[22],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v16.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Task Management vs Project Management | ProProfs<\/title>\n<meta name=\"description\" content=\"Processes, projects, or tasks: which software is best to manage it all? 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