Productivity in businesses often hinges on effective task management, particularly when dealing with complex projects and diverse teams. Finding the best task management software isn’t just a luxury; it’s vital for managing tasks, streamlining workflows, and enhancing team collaboration.
The right solution should cater to your specific needs, boost your productivity, and make task management smoother and more efficient. Yet, with the array of options available today, choosing a solution can be challenging.
This article will tell you everything you need to know about task management software, including what it is, how it works, and how to select the platform that best fits your unique requirements.
- What is task management software?
- What to look for in a task management platform
- 7 best task management software tools to try
- How to choose the right task management software
- The best task management software
What is task management software?
Task management software is a type of application designed to assist individuals and teams in organizing, managing, and completing tasks effectively. It makes it possible to break down large projects into manageable tasks, allocate these tasks to team members, track progress, and manage deadlines.
In a work setting, where complexity can often become overwhelming, task management is an essential tool to help streamline processes, providing a central hub where everyone involved in a project can view the status of tasks, understand their roles, and communicate more effectively. This is particularly valuable in today’s remote work environments, where maintaining alignment can be challenging.
Traditional task manager tools often require some degree of technical know-how to set up and manage or tend to be pretty rigid. However, the emergence of no-code software has significantly lowered the barrier to entry, enabling even non-technical users to create and customize their task management system without writing code. This is a game-changer for businesses and teams without dedicated developer resources and might have used ill-equipped tools like Excel to manage tasks.
Whether you opt for a traditional out-of-the-box task management tool or a no-code solution with much greater flexibility to build your own way of managing tasks will depend on your specific needs and the level of flexibility you need. Both offer advantages and can significantly improve the efficiency and productivity of your task management processes. However, no-code tools offer greater accessibility and flexibility, making them an increasingly popular choice for businesses.
What to look for in a task management platform
- Ready-to-use templates for quick task setup, deadline setting, task prioritization, assignment, and progress tracking
- Simple to access, modify, and control
- Centralized platform for all team members and tasks
- Capability to link tables and tasks to establish dependencies and relationships
- Numerous options for task filtering, visualization, and sorting
- Real-time collaboration features
- Centralized management of data from multiple sources
- Automation options for improved efficiency
- Multiple data view options like Gallery, Kanban, Calendar, Forms, etc.
- Compatibility with other software for easy integration
- Scalable solution to accommodate growth
7 best task management software tools to try
1. Baserow
Baserow is a no-code, open-source database that allows for the creation of custom databases without needing programming skills. It combines the familiarity of a spreadsheet with the power of a database and works via a user-friendly drag-and-drop interface. This makes it ideal for non-technical teams to build bespoke task management and effectively organize, automate, and visualize their data.
Baserow lets you create a task management system from scratch or use customizable templates that can be tailored to fit the unique needs and complexity of your tasks. You can import project data from multiple sources, automate routine tasks, collaborate in real-time, and use views like Kanban, Gallery, Form, Calendar, and more. Team members can access and update databases at the same time, with actions governed by their roles and permissions.
Users can easily allocate files to tables, make quick calculations, and create relationships between tables, supported by a range of tools for filtering, sorting, and sharing. As an API-first platform, Baserow integrates seamlessly with other applications and automation tools. While its open-source nature enables developers to expand functionality with custom plugins and integrations for specific needs.
Both hosted and self-hosted versions provide free pricing plans. The Enterprise plan, priced on request, is designed to support large teams and ensures enterprise-grade deployment, security, and data governance, all on a unified platform.
Top features
- One interface with maximum flexibility to organize data as you want
- A variety of pre-built templates for task management
- Easy to invite collaborators, assign tasks, comment in rows, and set permission levels
- Notifications to alert team members about a comment or task assignment
- Unlimited rows
- Create links between tables
- Multiple viewing options: Kanban, Gallery, Calendar, Form, etc.
- Exceptionally fast
- Smooth integration with other software
- Change tracking and instant notifications
- Advanced features like role-based access control, admin panel, SSO, and priority support with Baserow Enterprise
- Very user-friendly for Excel users who need a more powerful task management solution
- Open source with self-hosting options, no vendor restrictions
- Competitive pricing
2. Trello
Trello is a popular task management software designed to streamline project coordination and collaboration. With its intuitive, board-based design, pre-built templates, and built-in workflow automation, users can easily build projects, visualize data, and track the progress of tasks.
Cards represent individual tasks and are movable across columns, with each card holding essential details like descriptions, comments, due dates, and attached files. While real-time updates and notifications make collaboration a breeze.
The platform supports integrations with a wide variety of third-party apps, such as Google Drive, Slack, and more, increasing its functionality and allowing teams to adapt the platform to their specific workflow.
Trello’s basic plan is free. It also has subscription plans for extra features like advanced checklists and team board templates. There’s an enterprise option for larger organizations and a mobile app for iOS and Android for managing tasks on the go.
Top features
- Simple Kanban-style interface
- Interactive drag-and-drop task cards
- Team collaboration with real-time updates and notifications
- Integrations with third-party apps
- Built-in workflow automation
- Advanced checklists
- Mobile app for iOS and Android
- Secure data storage and transfer
3. Asana
Asana is a robust task management software designed to help teams organize, track, and manage their work. With Asana, users can create individual tasks or complex projects, assign them to team members, set deadlines, and outline clear objectives, all via a clean user interface that simplifies navigation and task handling.
Asana offers various visualization tools such as lists, boards, and timeline views that provide overviews of task progress and workflows. Real-time updates and notifications ensure that all team members are on the same page. It also has automation features to simplify repetitive tasks, and it integrates smoothly with tools like Slack, Google Drive, and Dropbox.
The software offers a free version with basic functionality that suits small teams or individual users. For access to advanced features like custom fields, task dependencies, and reporting tools, there are paid plans available.
Top features
- List, board, and timeline views for task tracking
- Real-time updates
- Integrates with Slack, Google, Dropbox, and more
- Automate repetitive tasks
- Advanced search and reporting
- Custom fields and task dependencies
- Multiple workspaces
- Variety of pre-built templates
4. Basecamp
Basecamp is a task management tool that provides a central hub to communicate, organize, store, and manage work. It’s designed to help small teams manage simple tasks, share files, track progress, and collaborate efficiently on projects. If you’re upgrading from something like Excel and want a basic tool without many advanced features, Basecamp is a great choice for you.
The tool is structured around individual projects, each of which can have its own discussion threads, to-dos, schedules, files, and real-time chat groups. It has no learning curve, so anyone can get started instantly. And because it’s an all-in-one solution, it eradicates the need for multiple platforms, ensuring all task-related resources are easily accessible in one place.
Basecamp also offers features like direct messaging for quick discussions, automatic check-ins for status updates, a separate space for company-wide communication, and integrations with various third-party apps. It’s available on various platforms, including web and mobile apps for iOS and Android, making it accessible wherever you are.
Top features
- Simple all-in-one platform for basic projects
- User-friendly dashboard
- Clear overview of projects, tasks, and deadlines
- Real-time collaboration features
- Message boards, chat groups, to-dos, and project schedules
- Document management
- Automatic check-ins
- Native mobile app
5. Airtable
Airtable is a collaborative no-code platform that combines elements of a traditional spreadsheet with the structure of a database. It offers teams a flexible and visual way to create and customize work applications to organize, connect, and share key business information.
Create custom fields to fit your workflow and include checkboxes, drop-down lists, attachments, or links to records in other tables. The platform allows for real-time collaboration where multiple users can access and update information simultaneously. And it integrates with popular applications like Slack, Google Drive, Jira, and more.
View projects and tasks in customizable views like Kanban view, Gantt charts, and Calendar. In addition, data is synced in real-time, so if a data point changes, it’s automatically synced across every workflow and every place, eliminating the need to manually update information.
Beware that Airtable’s pricing can be costly and its record limitations can be a constraint for growing businesses. Alternatives like Baserow offer better value for money for large businesses and can be self-hosted, giving you more control over your data.
Top features
- Linking between tables
- A variety of different templates for task management and more
- Multiple view options, including Grid, Gantt, and Kanban
- Integration with popular apps including Salesforce, Slack, and Trello
- Automatic table syncing
- Real-time collaboration, commenting, and sharing
- Built-in automation features
- Add-ons for mapping, timeline views, charting, and more
- API access
6. Todoist
Todoist is an aptly-named productivity app that works as a digital to-do list and project management tool. It’s designed to help individuals and small teams manage tasks and projects effectively, making it a valuable tool for boosting productivity and maintaining organization.
Its central function is to streamline task management, whether it be for personal to-do items or complex team projects. Users can choose from a variety of curated templates, easily input tasks, assign due dates and set priorities. Tasks can be grouped into Projects, with tools like labels and filters for sorting and organizing information.
It’s easy to delegate tasks to team members, share project progress, and communicate with your teams. Todoist also implements features for notifications and reminders, ensuring that nothing gets overlooked. An added unique feature is the “Karma points” system, which gamifies productivity and encourages users to stay on track with their tasks.
Top features
- Simple and easy to use
- A range of templates
- Use Todoist’s apps, extensions, and widgets
- Customize your to-do list with filters, labels, priorities, and more
- Link Todoist with your calendar, voice assistant, and 70+ other tools
- Personal productivity recommendations
- Free plan with 5 active projects
7. Smartsheet
Smartsheet is a user-friendly, no-code platform that simplifies task management, project planning, and team collaboration. Using ‘smartsheets’, akin to spreadsheets, allows users to create, assign, and track information, automate tasks, and monitor task progression in real-time, all without the need for any coding.
Start from scratch or use the pre-built templates for a range of use cases, from managing individual tasks to tracking projects, campaigns, budgets, and more. You can customize everything, right down to individual cells on each spreadsheet, and make the most of features like automation, forms, collaboration tools, and reporting dashboards.
Smartsheet supports integrations with over 100 different applications such as Google Sheets, Gmail, and Slack. It comes as a web-based platform, plus a mobile app available on both iOS and Android.
Top features
- Interactive spreadsheet-like interface
- Set timelines, milestones, and identify task dependencies
- Gantt charts
- Share sheets, conduct discussions within rows, and attach relevant files
- Integrations with Google Workspace, Office 365, Slack, and more
- Customizable forms
How to choose the right task management software
Choosing the right task management software requires a careful evaluation of your specific needs, the nature of your tasks, the size of your team, and your budget. Here are some tips to help you make the right decision:
Identify your needs: The first step in choosing task management software is to understand what you need from the tool. Are you looking for a simple to-do list manager, or do you need more complex features like data management, collaboration tools, and the ability to handle large datasets? Understanding your needs will help you narrow down your options.
Consider size: The size of your team can significantly influence your choice. Some tools are better suited for large teams or enterprises, offering features like unlimited rows and multiple user roles and permissions, while others are designed for individuals or small teams.
Evaluate features: Make a list of essential features you need, such as task creation and assignment, progress tracking, deadline setting, automation, reporting, and integration with other tools you already use. Then, compare the features of different tools to see which ones meet your requirements.
Check user-friendliness: The software should be intuitive and easy to use for everyone on your team. Consider using open-source, no-code software to minimize the learning curve, ensure faster adoption, and make it easy to extend the platform as you grow.
Look at pricing: Many task manager tools offer tiered pricing plans based on the number of users and the features provided. Some also offer free versions with limited features, which can be a good starting point for small teams or startups.
Read reviews: Look at reviews from other users, especially those who describe a situation similar to yours. These can give you a good idea of the software’s strengths and weaknesses and its suitability for your needs.
Try before you buy: Most task management tools offer free demos and trials. Use these to test the software with your team before making a commitment.
So, what’s the best task management software?
Finding the best task management software depends on your specific needs. If you need to manage large amounts of data, need to comply with data governance and security policies, and create customized databases without technical expertise, Baserow’s no-code platform is the best choice. It offers both SaaS and self-hosted options, ensuring flexibility, scalability, and freedom from vendor restrictions. It is a data management platform that feels like Excel while having great task management capabilities.
Basecamp, on the other hand, serves well for individuals or small businesses who need a simple task management solution. It provides all the basic features required for task management without overwhelming users with complicated functionalities.
The choice between Baserow, Basecamp, or any other tool should depend on your organization’s unique needs and workflows. As you make your selection, keep in mind not just your current needs but also consider scalability for future growth, integration with other tools you use, and the long-term support and updates provided by the software provider to ensure it remains relevant and effective.
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