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How to choose the best task management software for your team

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Ok, we get it, you’re a busy person, and everybody on your team is busy, too.

Busy, busy, busy.

But have you ever stopped to wonder if you (and your team) are using your time effectively?

The sad truth is that most of us aren’t very good at task management. In fact, statistically speaking about 10 cents on every dollar is wasted because of poor task management. So, what can you do to boost performance and better manage your task list?

You’ve probably already guessed it — because you clicked it — but just for fun, we’ll spell it out for you anyway: task management software.

With good online task management software, you and your team should be able to streamline important tasks, automate mind-numbing processes, and improve communication across your business. But if you need help navigating through the different options, functionalities, and features, we’re here to help find the right fit for you.

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Why use task management software?

Screenshot of creative team planning views.

We all know time is money, right? Well, if your team is super unorganized, that means tasks are going to take longer — and cost more — to tick off your task list.

According to researchers at PMI, 66% of companies using task management software completed projects within their original budget, compared to 47% of businesses operating without a project management tool.

So, exactly how can your team expect to benefit from task management software? There are loads of positives here, but let’s just stick with the basics for now:

1. Eliminate manual tasks

Task management software can help you to automate just about every type of boring, recurring task, set different priority levels, and check the status of multiple projects in real-time. That frees you up to focus on the more important stuff.

Your team will be thanking you, too. After all, who likes to waste hours a day on admin and busy work?

2. Improve collaboration and communication

According to a 2019 survey, 80% of US workers said they felt stress because of ineffective company communication – leading 63% of employees to want to quit their job as a result.

Sound familiar? Don’t panic. A task management solution enables you to collaborate remotely in real-time. You’ll be able to assign tasks, keep teammates in the loop, and deliver feedback ASAP.

3. Track your progress

Ever felt like you’re the last person to know when something gets done? There’s an app for that.

That makes task tracking super easy so that you’re always up-to-date on project progress.

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What makes task management software great?

Ok, so we’ve covered why you need task management software, but that doesn’t mean that every off-the-shelf software is the right fit for you.

What sort of functionality and features should you be looking for?

Every task management app comes with its own set of bells, whistles, pros, and cons.

That being said, you really shouldn’t be wasting your time looking at any task management solution without the following core features.

Ease of use

Let’s face it: every member of your team has something that makes them special, but chances are, not all of them are tech wizards.

That’s why you should be looking for task management software that’s easy to use and adopt across your whole company — from the newly-hired 23-year old dev to the 78-year old board member. This is one of the most important qualities to look for in any new software because employee pushback is detrimental for the entire company.

Speaking of easy, you can literally set up an entire team on in 5 steps (sorry, not sorry).


A good online task management tool has also got to be customizable.

No two teams are alike, and so why should your task manager be exactly the same as everybody else’s?

You should be looking for an app that can scale as your team grows and integrate existing work apps that you’re already using. The best task management software should also come with team, project-type, and industry-specific templates specifically designed to fit any occasion.

Customer support

You’re probably an awesome manager with a super smart team — but even the Avengers need help sometimes, right? That’s why you should only be looking for a task management tool with fast and reliable customer support.

There are plenty of great platforms out there, but before you set up an account you should make sure the platform you’re choosing has got your back. For example, offers 24/7 personalized support within an hour.

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What is the best task management software?

Let’s break it down into 3 main categories:

  • Best overall
  • Best free
  • Best for small teams

Best overall task management software:

If you’re looking for the best all-rounder where task managers are concerned, has got to be your first port of call. Sure, we’re a little biased, but that doesn’t mean we’re wrong.

Screenshot of weekly to-do list view

Given the need for task management tools with a vast range of features, it makes sense to start with the most complete task management software type out there: a Work OS.

A Work OS (operating system) is the most complete task management system out there, and ticks all the boxes.

What boxes are we talking about, here? Let’s break it down:

  • 8 visual workflow options including Kanban board, Gantt chart, map, and more
  • Over 40 integrations with other apps
  • Form sharing and collaboration with team members and clients
  • Automations to streamline multiple tasks
  • Hundreds of templates to match every team, sector, or project you can imagine

Ready to learn more? Find out why is the perfect task management platform for your team.

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Best free task management software: Trello

If you’re keen to try out a task management tool but you’re short on cash, there are plenty of great free options out there. It’s worth pointing out that at, we always give you a free trial period to experience all of our features before you have to pay a dime.

But if you’re looking for a free option with most of the basic features you need to manage your business’ tasks, Trello is worth looking at.

Trello is a project management tool designed in the Kanban-style. That means it uses a lean visual workflow style where each daily task is represented by a single card and the focus is on continuous delivery. If you want to learn more about how the Kanban view works and why it’s useful, we’ve got you covered.

Trello offers:

  • Integrations with apps like Salesforce, Slack, and Github
  • Automated workflow options that help you schedule tasks and rules
  • Custom branding on your board background

With Trello’s free project management software, there are obviously limits to how many bells and whistles they’re going to hand over. And you may struggle to incorporate every team (it’s not the best platform for dev, for instance)., on the other hand, offers your product development team not just agile workflow templates, but sprint-oriented processes, and (if they’re stubborn) a seamless integration with Jira.

Best task management software for small teams: Asana

A good task manager should be scalable, which means it can grow with your team and your business. That’s one reason a lot of start-ups and small companies choose

But if you’ve got a small team that you want to keep small, an alternative task management software that may be worth looking at is Asana. Asana is a lot like Trello because it uses a Kanban visualization – it’s also got a free option.

Other features include the ability to:

  • Choose from timeline, board, and checklist views
  • Set up goals
  • Build and customize forms
  • Automate certain menial tasks, emails, and other rules

How to make the best choice for your team

Let’s not kid ourselves, here: there are a lot of task management solutions out there. So, how are you supposed to sift through that never-ending sea of solutions to find the perfect tool for your team?

1. Come up with a wish list

Remember all those task management functions we talked about earlier? Some are more important than others, but a lot of software features are downright essential.

To make the best choice for your team, ask your coworkers what key feature they’d find useful, how it’s going to be used, and what kinds of apps your task manager needs to integrate with (did we mention includes 40+ integrations? Oh, we did?)

You can then use that wish list to match your team to the perfect task manager.

2. Ask questions

You should always shop around and think carefully before jumping on board with a new task management tool. An important aspect of shopping around is asking questions.

Use that wish list we’ve talked about and get in touch with task management providers to ask them for more information.

For example, if you want flexible templates, don’t just skim through a brochure and sign on the dotted line. Read up on exactly what that task management tool can offer and why templates are important.

Like this one, which helps you and your team organize your day-to-day tasks:

a screenshot of daily task tracker

More important still, get in touch if you can’t find the answers you’re looking for. Here at, we’re not just here to sell you stuff. We want to help you find what works for you – so if you’re not sure, just ask.

What are you waiting for?

Poor task management can cost your business loads of time, money, and human resources. Don’t let that be you. Choose a tool that will supercharge your task management and level your team up.

We won’t toot our own horn, here. But if you’re looking for the best of the best where task management is concerned, ticks all the boxes. We’ve got the ease of use, customization abilities, and customer support you need, plus a zillion other features that will make your life easy.

Want to learn more? We’ll explain exactly what you should be looking for in a task management solution and why totally fits the bill.

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