We can all relate to the pure bliss that comes from ticking off items from a to-do list or finally completing a project. Similarly, most of us can recall times we've missed deadlines and skipped tasks. Thankfully, the advent of task managing software has revolutionized the way we approach work, allowing us to efficiently manage tasks, set priorities, and collaborate seamlessly with others.
In this article, we'll delve into the definition and key features to consider when selecting task managing software. We'll also examine the 7 best task managing software available in 2023, highlighting their key functionalities and pricing.
What is task managing software?
Task managing software, also known as task management software or task tracking software, are tools that help individuals and teams organize their projects, manage tasks, and track workflows. These tools provide a centralized platform where users can create, assign, prioritize, track, and collaborate on tasks. They help ensure that projects and daily responsibilities are completed effectively.
Common features offered by task managing software include task creation and assignment, deadline tracking, progress monitoring, task prioritization, and file sharing. These features are critical to helping teams stay organized, manage their time effectively, and collaborate seamlessly on projects.
Key features to look for when choosing a task managing software
1. Ease of use and user interface
The user interface and ease of use are essential factors to consider when choosing online task management software. Look for a software solution with an intuitive interface that allows for easy task creation, assignment, and tracking. A clutter-free layout, logical navigation, and clear labeling are all vital for a positive user experience and to reduce the learning curve for both individuals and teams.
2. Task organization and flexibility
Consider how the software organizes and structures tasks. Does it offer features such as task lists, boards, or hierarchies? Evaluate whether the software aligns with your preferred task management approach and provides the flexibility needed to adapt to complex projects. The ability to customize task attributes, labels, and categories can be crucial in tailoring the software to your specific needs.
3. Collaboration and communication features
If you work in a team or collaborate with others, ensure that the task management software facilitates seamless collaboration and communication. Look for features like task assignment, comments, file sharing, and notifications. Integration with communication tools such as Slack or Microsoft Teams can also enhance team productivity by centralizing discussions and updates related to tasks.
4. Integration with existing tools
Consider the software's compatibility and integration capabilities with other tools you use in your workflow. Seamless third-party integration with email clients, calendar applications, document storage platforms, or project management software can streamline your workflow and eliminate the need for manual data entry when working on complex projects. Look for task management software that offers APIs or native integrations with your essential tools.
5. Task prioritization and deadlines
6. Mobile accessibility
With the proliferation of mobile phones in our daily lives, having access to your task management app on the go is crucial. Find out if the software offers a mobile application that's compatible with your preferred device (iOS or Android). A well-designed mobile app allows you to create, update, and track tasks conveniently, ensuring that you stay productive even when away from your desk.
7. Reporting and analytics
Consider whether the task management software offers reporting and analytics capabilities. Advanced reporting features can provide valuable insights into task completion rates, team productivity, and bottlenecks. Analytics can help identify patterns, optimize workflows, and make data-driven decisions. Look for software that offers customizable dashboards or generates custom reports to gain a deeper understanding of your productivity.
This is especially helpful, as in this survey of 220 project managers, the number one task they wished they could skip was documentation.
8. Security and data privacy
When selecting task management tools, ensure that the platform prioritizes data security and privacy. Review the software provider's security measures, such as data encryption, secure connections (HTTPS), and compliance with data protection regulations (e.g., GDPR). Additionally, consider where your data is stored and whether the software offers backup and recovery options to prevent data loss.
The 7 best task managing software of 2023
Motion's intuitive interface and customizable templates make it an excellent choice for individuals and teams of all sizes, helping businesses improve productivity by 137%. With its seamless integration with other productivity tools, such as Google Drive and Slack, Motion facilitates efficient collaboration and enhances task automation and productivity.
Motion is designed to simplify and optimize the way tasks and projects are managed. It provides users with a centralized platform to capture, organize, and track their work, ensuring that nothing falls through the cracks.
The task creation feature allows users to quickly add tasks and provide relevant details, such as due dates, descriptions, and attachments. This ensures that all necessary information is easily accessible and helps users stay focused and organized.
While Motion may lack some additional features found in other software, it offers a cost-effective solution with transparent pricing plans that cater to different user needs.
Users can explore Motion through any of its two pricing plans — Individual ($34 per month) and Team ($20 per user per month), with huge discounts when billed annually. You also get access to a 7-day free trial on both plans.
The platform provides a centralized dashboard for a holistic view of ongoing projects, allowing project managers to monitor progress and identify bottlenecks easily. Asana integrates with popular apps like Slack, Jira, and Google Drive, facilitating smooth collaboration and enhancing team productivity.
The software offers a free plan with basic features, making it accessible to individuals and small teams. For more advanced features and larger teams, Asana offers premium plans such as Premium and Business, which include additional functionalities like custom fields, advanced reporting, and priority support, as well as a 30-day free trial.
With its versatile and customizable nature, intuitive interface, and strong collaboration capabilities, Asana is an ideal choice for project managers and teams looking to streamline their task management processes and improve overall productivity.
Project managers can create boards for different projects, create lists within each board to represent different stages or categories, and create cards within lists to represent individual tasks.
Users can assign project tasks, set due dates, add labels and attachments, and comment on cards for collaboration. Trello's drag-and-drop functionality allows users to move cards between lists, reflecting progress or changes in priority.
The online task management software's integration with various third-party apps like Slack, Google Drive, and Dropbox enhances collaboration and streamlines workflows.
Trello offers a free plan with basic features, as well as premium plans like Business Class and Enterprise with additional functionalities such as advanced automation, unlimited integrations, and priority support.
With its visually appealing interface and user-friendly approach, Trello is an excellent choice for individuals and teams looking for a flexible and intuitive task management solution.
The platform allows for easy task creation, assignment, and deadline setting, as well as providing collaboration tools like file sharing and task comments. With monday.com's intuitive interface and drag-and-drop functionality, users can track task progress, visualize project timelines, and identify bottlenecks at a glance.
The software integrates with popular tools such as Slack, Zoom, and Jira, facilitating seamless collaboration across different platforms.
monday.com offers various pricing plans to suit different team sizes and needs, including a free trial period for users to test its capabilities.
While monday.com offers extensive customization options, some users may find the abundance of features overwhelming. However, for teams looking for a flexible and highly customizable online task management software, monday.com provides a visually appealing and efficient solution.
The software also offers collaboration features, allowing project managers to share tasks, add comments, and delegate responsibilities.
Todoist syncs seamlessly across multiple devices, ensuring tasks are accessible and up to date at all times.
The software integrates with popular platforms like Google Calendar, Dropbox, and Zapier, enabling users to connect their workflow across different applications.
Todoist offers a free plan with basic features, as well as premium plans, such as Todoist Premium and Todoist Business, that provide additional features like reminders, labels, and team collaboration features.
With its simplicity and cross-platform compatibility, Todoist is a simple task management software solution for individuals and small teams seeking a user-friendly and efficient tool to stay organized and increase productivity.
Wrike integrates with popular apps like Google Drive, Slack, and Adobe Creative Cloud, enhancing collaboration and productivity.
Wrike offers different pricing plans, including a free version with limited features and premium plans like Professional, Business, and Enterprise with advanced functionalities.
While Wrike provides extensive features and customization options, the learning curve for utilizing all of its capabilities may be steep for some users. Nevertheless, for teams and organizations looking for a robust and customizable task management solution, Wrike offers the tools and flexibility to streamline workflows, enhance collaboration, and drive project success.
ClickUp also integrates with popular apps like Slack, Google Drive, and Zoom, enabling seamless collaboration and data syncing.
ClickUp offers a free plan with basic features, as well as premium plans, such as Unlimited, Business, and Enterprise, that provide advanced functionalities like custom fields, automation, and reporting.
While ClickUp's extensive features and customization options provide great flexibility, some users may find the platform overwhelming at first. However, for individuals, teams, and organizations looking for a highly adaptable and comprehensive task management solution, ClickUp offers a robust and scalable option to streamline workflows and improve productivity.
Task managing software has become an indispensable tool for individuals and teams looking to enhance productivity and streamline workflows. Throughout this article, we've explored the benefits of task managing software, highlighted key considerations to look for when selecting a solution, and showcased some of the best options available in the market. Now, it's time to take action and choose an online task management software that aligns with your needs.
Among the top task management software options, Motion stands out as a powerful and intuitive solution. With its user-friendly interface, robust features, and seamless collaboration capabilities, Motion empowers individuals and teams to take control of their tasks and achieve optimal results. Get started with a 7-day trial.