Best Task Management Software

What is Task Management Software?

Task Management software are used by individuals, teams, and organizations to complete the projects efficiently by organizing and prioritizing related task. In short, we can say that it is a process of managing a task through its lifecycle. It involves process such as planning, estimation, and scheduling of the task while simultaneously tracking dependencies and milestones.

There are a variety of software available in the market and therefore it is important to understand what your needs are so that you can make the most out of tool to improve your productivity.

Task Management vs Project Management

1. Some High-Level Differences

Task Management Software provides solutions to specific tasks by assigning a name and then categorizing the task and offer the ability to tweak commencement and completion dates. On the other hand, a project management software is more encompassing. In addition to task management capabilities, it helps you calculate actual team member effort, resource management, and dependencies. However, a project management software is an overwhelming solution for the people who want more of a checklist.

2. Task Management has Speed while Project Management has Depth

Task management software is much easier to set up and use than a project collaboration software. A detailed strategic planning of the project is achieved with the project management software. A project management software is used to assign various tasks to multiple team members. This allows faster and more coordinated planning for more complex tasks and project.

3. Task Interdependence

If you are looking for something that handles specific tasks or separable component of the project than task management software is the thing for you. The software is most beneficial when there is no task dependency i.e the end of one task will not influence the beginning of the next task. On the other hand project management software concentrates more on task interdependencies. Most of the time the output of one task becomes the input for the next one in line.

4. The Scope of the Project

This factor is also an important factor while determining the software that works the best for you. Software that have less than five independent tasks can be best managed with the help of a task management software. But if the project is huge and has a lot of task interdependencies than it is better option to go with a paid version or free and open source project management software.

5. Team Size

Task Management software is best suitable for individuals or with small teams comprising of not more than 5 members. While project Management software is best suited for teams with more than 5 members performing different tasks in a multi-faceted project.

Task Management Software Features

1. Planning and Scheduling

This feature will help you outline the necessary tasks of the project under consideration and make scheduling of the necessary activities quick and easy. The project manager will have a complete idea about the number of tasks assigned to each member and the amount of time consumed for the same. The unscheduled hours can be determined and can be scheduled effectively to complete the project on time.

2. Task Acceptance or Notification

The basic rule of a task management software is to uphold for things you are responsible and this is not possible unless the person is aware of what is being assigned to him/her. Therefore the system should allow each person to accept a task or at least notify them that something that has been assigned to them.

3. Prioritization

The ability to rank tasks in terms of importance helps you create a hierarchy of tasks. This will help you to concentrate on the most important tasks thus eliminating procrastination.

4. Communication Facility

Uninterrupted communication is a key to success. As a project manager, it is important to convey your message appropriately. Tell them what you expect from them in order to complete the tasks successfully. So make sure that the task management software that you are planning to purchase has inbuilt communication feature so that you don't have to buy a separate team communication tool.

5. Calendar

With so many many tasks going on at a time it is difficult to keep a track of deadlines. This is where the calendar feature can be extremely useful. You can mark all the important dates and milestones and monitor the progress accordingly. Adding reminders and email notifications to your calendar will keep your team updated about the timelines hence you will hardly miss any deadlines and deliver your project on time. Users will also be given the facility to adjust their schedules accordingly.

6. Security and Access Control

With the increase in the number of Cyber attacks and with the rising data security and privacy concern, it is quite obvious for security to become an integral part of today’s task management software. With access control and role definition options, you can easily control who sees what. As you have the full control of the information you can even call third-party clients for meeting without any fear of your sensitive information getting leaked.

7. Tracking

All that we discussed above will be of no use if you cannot track your project progress. Real-time tracking has enabled users to see where they are right now and where they should be at the current point in time. This helps to adjust the pace accordingly and achieve the project goal more easily. This will also help you know how much time and money will be consumed by each project.

Benefits of Task Management Software

1. Efficient Task Management

Managing a task can be a difficult thing especially when you are handling multiple projects at a time. Whether you need to assign, manage or prioritize them a task management software can help by automating and streamlining the tasks for you and your team to be most effective.

2. Flexibility and Scalability

You can create and customize your own workflow using the software. It also offers scalability which means your software will grow with your business you don't need a buy a new one of the number of members in your team doubles. It provides you with control, convenience and cost savings to help you stay ahead of your competitors.

3. Seamless Communication

Task management software comes with built-in communication tools that will help you stay connected with your team members. Establishing a two-way communication channel will encourage your team members so that you and your team can work cohesively by avoiding the communication gaps that can lead to misunderstanding and failed projects.

4. Easy Accessibility

With the advancement in cloud computing technology you no longer need to install or download or download a task management software. It also doesn't require any expensive hardware equipment. Users can access it anytime anywhere with an internet connected device. Everyone can easily stay updated regardless of his or her physical location.