Best task management software in 2024

Are you frequently finding yourself swamped with plenty of tasks to tackle each day? Do deadlines and progress tracking often leave you feeling overwhelmed? Are you yearning for a more seamless collaboration with your team and stakeholders?

If yes, then the integration of task management software into your workflow could be the solution you're looking for. Task management involves breaking down intricate projects into achievable tasks.

Task management software serves as a comprehensive tool designed to aid planning, assigning organization, execution, and monitoring of tasks with efficiency and precision.

What is task management?

Task management is the strategic sequence of activities from initiation to successful completion. This process entails delineating the scope, objectives, and requirements for each task and includes key components such as

• Resource allocation: Efficiently assigning and utilizing resources to optimize task execution.

• Responsibility setting: Clearly define and distribute responsibilities among team members or stakeholders involved in the task.

• Priority and deadline establishment: Determining the order of importance and setting deadlines to ensure timely completion of tasks.

• Real-time monitoring of task status: Keeping a vigilant eye on the current status of each task to address any issues promptly.

• Progress monitoring: Continuously tracking the advancement of tasks, ensuring alignment with project timelines and objectives.

• Results evaluation: Rigorously assessing the outcomes of completed tasks against predefined criteria or goals.

• Feedback loop: Establishing a constructive feedback mechanism, fostering continuous improvement through giving and receiving feedback.

What is task management software?

Task management software has emerged as a pivotal tool in modern project management. From effective planning and execution to monitoring, this software boasts features essential for flawless task management. Its demand is substantial, with the latest survey indicating that it surpassed the one-million-dollar mark in 2018, and projections estimate it will exceed four million dollars by 2026.

Some key functionalities contribute to its effectiveness:

• Create and organize tasks: Effortlessly generate and manage tasks, subtasks, checklists, and their interdependencies, providing a structured framework for efficient task handling.

• Assign and delegate: Facilitate smooth delegation of responsibilities by allocating tasks to the team.

• Visualize tasks: Enhance clarity by viewing tasks in various formats, including lists, boards, calendars, timelines, or charts, catering to diverse user preferences.

• Collaborate efficiently: Promote seamless collaboration and communication by integrating tools within the software, facilitating real-time interaction among team members and stakeholders.

• Rich task context: Ensure a comprehensive and centralized repository by attaching files, notes, comments, and feedback directly to tasks, providing users with all the necessary information for informed decision-making.

Top 5 task management software in 2024

Choosing the right task management software is crucial. We've curated a list of the top 5 task management software solutions for 2023 based on features, pricing, reviews, and ratings.

1. Freshservice

Freshservice is also a cloud-based IT service management and project management tool that aids IT teams and organizations deliver and manage services efficiently and precisely. This collaboration tool will streamline IT processes, automate workflows, and elevate overall customer satisfaction. Its key features include:

• Create, track progress, and resolve tickets efficiently while providing self-service options for customers.

• Identify, analyze, and prevent recurring incidents through robust root cause analysis methodologies.

• Get a single timeline view of all available tasks to access a one-stop shop for all workspace information.

• Manage and deploy software releases, meticulously tracking their status and impact.

• Discover, track, and manage IT assets and project progress, optimizing their utilization and performance.

• Offer and request IT services, automating service delivery and fulfillment for enhanced efficiency.

• Create, share, and access knowledge articles, reducing ticket volume and resolution time.

• Generate and export comprehensive reports and dashboards on IT service performance and productivity.

Freshservice offers a free plan for up to three agents, complemented by a 21-day free trial for other plans. The pricing spectrum begins at $16.83 per agent per month for the Starter plan, which includes core ITIL modules, a self-service portal, a knowledge base, and SLA management. Additional plans, namely Growth, Pro, and Enterprise, unlock advanced features such as project management, asset management, advanced automation, and enterprise reporting.

Renowned as a leader in IT service management, Freshservice boasts an impressive 4.6 out of 5 stars rating on G2. Users commend Freshservice for its modern and user-friendly interface, comprehensive and flexible features, seamless integrations with other tools, and steadfast adherence to ITIL best practices.

2. Asana

Asana is a cloud-based work management platform to assist teams and organizations in planning, executing, and tracking their work across diverse projects. Its key features include:

• Effortless task formulation, overseeing subtasks, checklists, and dependencies.

• Effortless task assignment and delegation, with easy updates on priorities, deadlines, reminders, and statuses.

• Multiple task views for task dependencies, including lists, boards, calendars, timesheets, or charts.

• Effective collaboration features fostering communication with team members and stakeholders.

Asana offers a forever free plan for up to 10 users, with a 30-day trial for other plans. The Starter plan begins at $10.99 per user per month, while the Advanced plan starts at $24.99 per user per month.

Industry experts and users view Asana as an effective work management system. G2, rates Asana at 4.3 out of 5 stars based on 9,524 reviews. Its positive aspects include its intuitive interface, versatile features, extensive integrations, and support for cross-functional and remote teams. However, users cite a learning curve, occasional limitations and bugs, pricing considerations, and customer service and support issues as potential cons.

3. Trello

Trello, a cloud-based project management platform, is designed to aid both teams and individuals in organizing and overseeing tasks, projects, and workflows. Rooted in the principles of the Kanban board, Trello employs a visual approach with cards and columns to enhance progress tracking. Its key features include:

• Create and oversee tasks, subtasks, and checklists to ensure a structured workflow.

• Assign tasks to individuals and delegate responsibilities effectively, promoting collaboration within the team.

• Set and update task priorities, due dates, reminders, and statuses effortlessly for streamlined task execution.

Trello offers a free version covering up to 10 boards, complemented by a 14-day free trial for other plans. The Standard paid plan, starting at $5 per user per month, includes unlimited boards, cards, lists, custom backgrounds and stickers, and 250 MB of file attachments.

G2 rates Trello at 4.4 out of 5 stars based on 13,429 reviews. Users like Trello's interface, intuitive features, seamless integrations, and support for cross-functional and remote teams. However, users also complain about a lack of advanced integration, scalability concerns, PDF export errors, and the absence of an option to create Gantt charts.

4. Monday.com

A cloud-based work management platform, monday.com helps teams and organizations in planning, executing, and tracking their work. It has been designed to handle intricate tasks across diverse teams and projects. The platform boasts various features designed to enhance effective task management, including

• Craft tasks, subtasks, checklists, and managing dependencies for a comprehensive approach to project management.

• Set and update task priorities, due dates, reminders, and statuses effortlessly for streamlined task execution.

• Display tasks in various views, such as lists, boards, calendars, timelines, or charts, catering to diverse work preferences.

• Attach files, notes, comments, and feedback directly to tasks, ensuring a centralized repository for information.

• Integrate with many tools like Zoom, LinkedIn, Adobe, Salesforce, and more, enhancing workflow efficiency for complex projects.

monday.com offers a free plan for up to two users and a 14-day free trial for other plans. The pricing structure for the Basic plan begins at $8 per user per month.

G2 rates it at 4.7 out of 5 stars based on 8,782 reviews. Users prefer its customizable interface and flexible features. However, its limitations include a learning curve, occasional bugs, pricing dynamics, and long wait time to populate entries.

5. Todoist

Todoist is a versatile cloud-based task management platform for both individuals and teams to organize and manage tasks, projects, and goals. Designed to cater to businesses of all sizes and industries, Todoist offers a free plan accommodating up to 80 projects, supplemented by a 30-day free trial for other plans. Its main features are:

• Create and manage tasks, subtasks, checklists, and dependencies, fostering a structured approach to project management.

• Assign tasks to yourself or others, facilitating effective delegation of responsibilities within the team.

• Set and update task priorities, due dates, reminders, and statuses for streamlined and organized task execution.

• Visualize tasks in lists, boards, calendars, timelines, or charts catering to diverse work preferences.

Todoist offers plans starting from $3 per user per month for the Pro plan, which includes features like up to 300 projects, 25 collaborators per project, 5 GB of storage, and access to 50+ templates. There is also the Business plan, offering an expanded set of features to meet the needs of growing teams.

Benefits of using task management systems

From increased productivity and enhanced collaboration to unified task visibility and accountability, these systems facilitate the team's overall efficiency.

1. Amplified productivity: It brings several advantages to your work environment and is a strategic ally in optimizing your time and energy. 

2. Better collaboration: It catalyzes improved collaboration and communication. By facilitating a more streamlined workflow, it enables you to achieve goals and objectives more effectively and efficiently. 

3. Unified task visibility: Acting as a centralized hub, it serves as a one-stop solution, streamlining task-related information into an accessible platform.

4. Transparent accountability: It enhances accountability by providing a clear overview of assignments, progress, and responsibilities. Team members can easily track their contributions, ensuring alignment with their objectives.

How does task management software help?

Task management for businesses

Entrepreneurs, managers, and leaders can benefit by integrating task management software into their operational toolkit. For business owners, managers, or leaders, task management software serves as a valuable tool to:

1. Align tasks with vision, mission, and strategy: Ensure that day-to-day tasks align seamlessly with the vision and mission of the business.

2. Plan and execute projects, processes, and workflows: Streamline the planning and execution of projects, processes, and workflows, promoting a structured and organized approach to complex tasks.

3. Manage resources, budget, and risks: Efficiently handle resources, budget allocations, and risk factors, providing a comprehensive view of the business landscape for informed decision-making.

4. Monitor and control performance and outcomes: Facilitate real-time monitoring and control of performance metrics and project outcomes, enabling prompt adjustments to ensure project success.

5. Improve efficiency, effectiveness, and profitability: Enhance efficiency, effectiveness, and, ultimately, profitability through streamlined task management

Task management for individuals

For freelancers, contractors, and employees, the integration of task management software proves to be a game-changer, offering advantages across both personal and professional realms.

1. Organize personal and professional tasks: Organize tasks within a unified platform, ensuring nothing slips through the cracks.

2. Workload, schedule, and deadline management: Manage workload, schedule, and deadlines, allowing for a balanced and efficient approach to task completion.

3. Progress and achievement tracking: Record your progress and professional growth.

4. Skills enhancement: Improve your skills, knowledge, and competencies.

5. Invoicing capability: Enable seamless and efficient invoicing, ensuring timely compensation for the services rendered.

6. Task prioritization: Decide which tasks to tackle first, which to defer, and which to delegate or eliminate.  

7. Frameworks for prioritization: Utilize established frameworks like the Eisenhower matrix, the ABCDE method, or other customized approaches to systematically prioritize tasks.

Task prioritization

Prioritizing tasks is a crucial step in time management, helping to organize and manage work efficiently. This involves arranging tasks, including associated sub-tasks, based on their importance and urgency. This process aids in determining the order in which tasks should be addressed, whether immediately or later, or through delegation or elimination. 

Here's how you can effectively prioritise tasks:

1. Define priorities: Assign priority levels to tasks, categorizing them as high, medium, or low. This initial step sets the foundation for a structured approach to task management.

2. Sort and filter: Organize tasks systematically by applying sorting and filtering options. Prioritize tasks based on criteria such as due date, status, or other relevant factors to streamline your workflow.

3. Visual indicators: Enhance task visibility using visual cues such as color codes, labels, or icons to represent different priority levels. This visual approach facilitates quick recognition and decision-making.

4. Framework integration: Implement established task prioritization frameworks like the Eisenhower matrix, the ABCDE method, or others that align with your preferences. These frameworks provide a strategic guide for prioritizing tasks effectively.

Effective team collaboration

Unlocking the potential of effective team collaboration involves the exchange of information, ideas, feedback, and resources, yielding numerous advantages:

1. Assigning tasks: Efficiently distributing tasks among team members, ensuring clear responsibilities and accountability.

2. Establishing or joining teams, groups, or projects: It provides a structured environment by allowing users to establish or join teams, groups, or projects, promoting collaborative work within defined parameters.

3. Real-time communication: Within task management platforms, users can communicate in real-time and chat with team members and stakeholders.

4. File sharing and collaboration: Task management tools facilitate the sharing of files, notes, comments, and feedback, creating a centralized repository for collaborative documents and a more integrated workflow.

5. Communication features: Users can take advantage of features like @mentions, tags, emojis, or notifications to alert team members and stakeholders.

How does task management software operate?

Task management software functions through a combination of key components. It functions as a comprehensive toolkit, offering users an organized, collaborative, and visual approach to managing tasks and projects efficiently. 

1. Dashboard overview: This dashboard gives users a snapshot of their workload, promoting a holistic understanding of ongoing activities and interactive capabilities.

2. Task list management: Within the software, a dedicated task list feature allows users to create, edit, and delete tasks, subtasks, and checklists. This ensures flexibility and ease in organizing tasks according to individual preferences and project needs.

3. Detailed task view: Users can create project lists and add corresponding subtasks. A detailed task view provides comprehensive information about each task, including title, description, priority, due date, status, documents, assignee, attachments, notes, comments, and feedback.

4. Calendar integration: Task management software seamlessly integrates with calendars, providing notifications for upcoming tasks.

5. Timeline visualization: Leveraging a task timeline within the software, users can access a visual representation in the timeline or Gantt chart format. This feature allows for adjustments in task duration and milestones, enhancing the effectiveness of project planning.

6. Reporting and analytics: The software includes a task reporting feature that empowers users to generate and export reports and analytics related to task performance and productivity. Metrics such as completion rate, time spent, workload, and bottlenecks contribute to data-driven decision-making.

Why do you need task management software?

Task management software is a strategic ally in achieving efficient planning, precise execution, objective evaluation, and better collaboration. It becomes indispensable when your objectives revolve around:

1. Efficient planning and organization: Harness the software's capabilities to improve your task planning and organization.

2. Better task execution: Navigate through tasks with increased speed and precision and minimize the risk of oversights.

3. Task monitoring and evaluation: Task management software streamlines the monitoring and evaluation process, providing a more accurate and objective assessment. 

4. Collaboration features and communication: Improve collaboration and communication dynamics with team members and stakeholders.

How to choose the best task management software

Selecting the right task management solution for your business involves a strategic evaluation of various factors. Here are five essential steps to guide you through the process:

1. User-friendly interface: Prioritize software with an intuitive interface to ensure quick adoption and a minimal learning curve.

2. Compatibility and integration: Ensure the software seamlessly integrates with your existing tools and supports compatibility with widely used applications.

3. Collaboration capabilities: Look for features that foster effective team communication, such as shared task lists and commenting options.

4. Task prioritization tools: Opt for software that provides robust task prioritization options based on urgency and importance.

5. Mobile accessibility and security: Choose software with dedicated mobile applications for on-the-go accessibility. Mobile accessibility enhances flexibility, allowing your team to manage tasks from anywhere. Prioritize software with strong security measures to safeguard sensitive project information.

6. Evaluate business needs: Assess your specific business requirements and objectives. Identify the features and functionalities that align with your team's workflow and project management style.

7. Affordability: Look for options that provide a balance between features and affordability, ensuring value for your investment.

8. Trial period: Take advantage of trial periods offered by task management software. This allows you to experience the software's functionality firsthand and assess its compatibility with your business needs.

What are the features of a great task management tool?

A robust task management tool possesses key features that contribute to its effectiveness and user satisfaction. Here are the essential attributes:

1. Easy to use and navigate: A user-friendly interface ensures that the tool is accessible and navigable for all users, promoting seamless adoption and productivity.

2. Customizable and flexible: Customization options allow users to utilize the tool to their specific needs and preferences, ensuring adaptability to diverse workflows and project requirements.

3. Powerful and scalable: The tool should offer powerful capabilities while being scalable to accommodate the evolving needs of growing teams, expanding projects and task progress.

4. Collaborative and communicative: Task management features that facilitate collaboration and communication within the tool are essential. This includes task assignments, commenting, and real-time updates to enhance teamwork.

5. Integrative and compatible: Integration with other tools, such as calendars, email, CRM, and more, enhances workflow efficiency by providing a unified and interconnected environment.

6. Secure and reliable: Robust security measures ensure the confidentiality and integrity of data. Reliability is crucial for uninterrupted task management, minimizing the risk of data loss or system failures.

7. Affordable and valuable: The tool should offer a balance between affordability and value, providing features that align with the user's needs and justify the investment.

8. Recurring task functionality: The ability to add and read recurring tasks streamlines the management of repetitive activities, saving time and promoting consistency.

Why choose Freshservice as your task management software?

Freshservice task management software is designed to empower IT teams by providing a versatile and efficient platform for project planning, tracking, and execution. Whether you prioritize customization, diverse viewing options, or in-depth analysis, Freshservice has you covered. Here's why Freshservice stands out as an ideal choice:

• Flexible platform: Freshservice offers a customizable and automatable task management experience. Integration capabilities extend beyond Freshservice products to include third-party apps like HubSpot, Mailchimp, QuickBooks, and Slack, ensuring seamless collaboration.

• Modern views: Experience dynamic visualization and tracking of tasks with multiple modern views, including timeline (Gantt), kanban, task list, and group views. Freshservice's diverse viewing options cater to different project management preferences, enhancing flexibility and adaptability.

• Test case management and versioning: The software goes beyond traditional task management by providing a robust feature for test case management and versioning. This allows for the creation, management, and execution of test cases, coupled with meticulous tracking of task changes through version control.

• Reporting and analysis: Freshwork's task management software facilitates the creation, scheduling, and customization of reports. The intuitive dashboard provides a comprehensive overview of essential project metrics, enabling informed decision-making and streamlined project analysis.