5 Best Task Management Apps of 2023

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With the increasing need to juggle numerous tasks, maintain productivity, and collaborate efficiently with team members, having a reliable task management app is critical.

This guide will dive into the world of task management apps and examine what makes these tools a must-have for your personal or professional life. Whether you’re looking for the best to-do list app, a sophisticated project management tool, or something in between, this guide contains all you need to know.

1. Zoho Projects

Zoho Projects is a versatile planning and task-management tool that captures and organizes information.

What are the benefits of Zoho Projects?

Zoho Projects comes with a handful of advantages, including:

Its robust features allow you to create Gantt charts to manage tasks, milestones, and timelines.
Zoho Project’s templates offer ready-made formats for quicker project set-up.
Automate routine processes and save time by setting up a trigger action and specifying an automatic response.
Every project has a timesheet that users can track hours to be easily imported to a payroll software.
Zoho Projects has powerful collaboration tools like an interactive feed that keeps everyone in the know and on track.
Zoho Projects seamlessly integrates with other Zoho applications and third parties like Google, Microsoft, Jira, and Dropbox.

Zoho Projects pricing

Zoho Projects offers a limited free plan, but you’ll need to upgrade to a paid plan to add more users and access advanced features like unlimited projects, additional storage, and project templates. These plans offer even more features, like task automation and time tracking.

The Premium plan is $5 per user per month or $4 per user per month when billed annually, whereas the Enterprise plan is $10 per user per month or $9/user per month billed annually.

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2. Teamwork

Teamwork is a project management software designed for team collaboration. It helps manage and organize projects using milestones, task lists, and project templates.

What are the benefits of Teamwork?

With Teamwork, you can enjoy benefits like:

The task management features in Teamwork allow you to assign tasks, track time, and monitor project progress.
With Teamwork, you can create color-coded, custom statuses for tasks to visualize where everything stands.
It also provides a calendar view to oversee project timelines. Its workspace is designed to be user-friendly, making it easy for new users to navigate.
Teamwork supports subtasks, dependencies, and recurring tasks.
It integrates with Google Calendar, Outlook, Gmail, and other tools through Zapier, ensuring seamless workflow.
Available on iPhone, iPad, and Android devices, Teamwork lets you manage tasks on the go.

Teamwork pricing

Teamwork offers a limited free plan suitable for small teams. You need to consider one of their paid plans for more advanced project management features. These plans offer additional features like project time budgeting and workload capacity.

The Starter plan is $5.99 per user/per month and requires a minimum of three users. The Deliver plan is $9.99 per user per month. Additionally, the plan requires at least three users. The Grow plan is $19.99 per user/per month and requires a minimum of five users.

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3. ClickUp

ClickUp is a comprehensive project management tool that handles task management, docs, goals, and resource management.

What are the benefits of ClickUp?

ClickUp has many benefits compared to other tools, including:

Its task management features include tasks, subtasks, checklists, and even nested subtasks for complex projects.
ClickUp’s customizable views — list, board, box, calendar, and Gantt — give you complete control over managing tasks.
It supports recurring tasks and dependencies and offers templates for various use cases.
The drag-and-drop feature makes it easy to rearrange tasks and manage your workflow.
ClickUp integrates with Google Calendar, Google Tasks, and other tools like Zapier, seamlessly fitting into your existing workflow.

ClickUp pricing

ClickUp offers a generous free plan with unlimited tasks and members. You’ll need to upgrade to a paid plan for advanced features like unlimited integrations, guests and permissions, goal tracking, custom fields, and default views.

The Unlimited plan is $5 per user/per month, the Business plan is $12 per user/per month and the Business Plus plan is $19 per user/per month. The Enterprise plan is the top-paid plan, and the exact pricing will vary depending on a few internal criteria.

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4. monday.com

monday.com is a versatile project and task management tool known for its intuitive, color-coded interface, and customizable features.

What are the benefits of monday.com?

There are various reasons monday.com can come in handy. Some of the best benefits are as follows:

monday.com goes beyond being one of the best to-do list apps as it offers a comprehensive suite of features for project planning, tracking, and execution.
Its robust task management features include creating tasks, subtasks and dependencies, and setting new tasks with automatic reminders.
monday.com is also recognized for its visually pleasing and interactive views like maps, timelines, charts, and Kanban boards.
It offers numerous templates designed to cater to different industries and workflows, making it easy to start.
The tool integrates seamlessly with popular applications, including Apple’s ecosystem and Basecamp, allowing you to streamline your workflow.

monday.com pricing

monday.com offers a free plan for up to two users to access the basic features. Their pricing tiers are based on the number of users and feature sets, with each version offering time tracking, chart views, and private boards.

The Basic plan starts at $8 per user/per month, the Standard plan starts at $10 per user/per month and the Pro starts at $16 per user/per month. The Enterprise option has negotiable pricing that will vary depending on specific criteria.

Plan your projects with monday.com for free

5. Notion

Notion is a powerful all-in-one workspace where you can write, plan, collaborate, and get organized — it serves as a document, task manager, spreadsheet, and database all in one.

What are the benefits of Notion?

If you’re interested in Notion, you can expect the following benefits:

As a task management tool, Notion shines with features that allow you to easily create, assign, and manage tasks.
You can make simple to-do lists or complex project boards, embed calendars, and set up reminders for your new tasks.
The highly customizable tool enables you to create a workspace that suits your needs.
It’s a favorite among the best to-do list apps for its minimalist, user-friendly interface and robust features.
Notion works well with Apple devices and can import data from other tools like Basecamp, making it a flexible choice for individual users and teams.

Notion pricing

Notion operates a freemium pricing model. The free version is quite powerful and adequate for personal use. Their paid plans offer more features like unlimited file uploads, version history, and priority support. They also provide team and enterprise pricing plans that include collaborative features.

The Plus option starts at $8 per user per month, while the Business option starts at $15 per user per month. There is also an Enterprise option that features varying price ranges.

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Why are task management apps essential?

Task management apps are pivotal in both personal productivity and collaborative environments. Here’s why they are so important:

Efficiency: Task management apps streamline workflows by providing a central place to create, assign, and track tasks. They eliminate the need for lengthy email threads and unnecessary meetings.
Organization: These apps keep all tasks, documents, and deadlines in one place, making it easier to stay on top.
Collaboration: Task management apps facilitate team collaboration by allowing members to share updates, comment on tasks, and see what others are working on.
Accountability: With clear assignments of tasks and deadlines, these apps increase individual accountability in a team.
Productivity: By providing an overview of all tasks, these tools help individuals and teams prioritize their work, increasing productivity.
Flexibility: Many task management apps offer mobile versions, making it possible to manage tasks anytime, anywhere.

What are the essential features of task management apps?

Task management apps are instrumental in organizing, prioritizing, and tracking tasks efficiently for individual or team use. With the best task management apps, you can streamline your workflow and enhance productivity.

Automation

Automation features are essential in reducing repetitive tasks. For instance, apps like Zoho Projects and ClickUp allow you to automate processes such as assigning tasks, setting due dates, and sending notifications. This not only saves time but also reduces the possibility of human error.

Collaboration tools

Task management isn’t a solo endeavor. Apps need to facilitate teamwork, and to this end, collaboration features are crucial. Zoho Projects and monday.com, for example, allow team members to comment on tasks, attach files from Dropbox or Google Docs and even integrate with Slack for real-time communication.

Distinct views

Everyone processes information differently. That’s why the best task management apps offer multiple viewing options. Kanban boards, as provided by monday.com, can be great for visualizing workflow, while Gantt charts, such as those in ClickUp, help with planning complex projects and tracking dependencies. Some apps, like Microsoft To Do and Todoist, also offer simple task list views for personal tasks.

Time management tools

Time is vital, and effectively managing it is critical to productivity. Features such as time tracking, like in Zoho Projects, allow you to monitor how much time you spend on tasks. Other apps like OmniFocus use the ‘Get Things Done’ methodology to help prioritize tasks and manage time effectively.

What should you consider when choosing task management software?

Choosing the right task management software requires considering a few key factors:

Pricing

Task management apps come with a range of pricing options. Some offer a free version with limited functionality, like monday.com and Notion, while others require a paid plan, like Teamwork. Many apps offer a premium plan that unlocks additional features. Determine your budget and consider whether the extra features in a paid plan are necessary for your needs.

Scalability

The task management software you choose should be able to grow with your needs. If you’re a small team now but plan to expand, you want an app that can handle additional team members, complex projects and increased collaboration. Tools like monday.com and ClickUp are designed to scale with your team’s growth.

User experience

Regardless of its features, a task management app won’t be helpful if it’s challenging to use. A user-friendly interface and intuitive functionality are crucial. Apps like Microsoft To Do and TickTick are known for their simple, user-friendly design. Also, consider whether the app offers versions for your preferred devices, whether iOS, Android, macOS, Windows, or a mobile app for task management on the go.

Which task management app is right for you?

Determining the right task management app for you depends on your needs, preferences, work style, and circumstances. Start with the list above, but don’t be afraid to broaden your horizons and try other ones.

If you’re looking for a simple tool to manage your tasks and to-dos, a basic app with a user-friendly interface and easy-to-use features, like Google Tasks or Microsoft To-Do, may be sufficient.

However, if you manage complex projects or collaborate with a team, a more robust tool like Zoho Projects, ClickUp, or monday.com, with features such as subtasks, dependencies, timelines, and integrations would be beneficial.

Consider factors like the app’s ease of use, customization options, collaboration features, and integrations with other tools you use. Also, consider the pricing — while many apps offer free versions, you may need a paid plan to access more advanced features.

Remember, the best task management app is the one that fits seamlessly into your workflow and improves your productivity. Explore the options listed above, take advantage of free trials and find the app that best helps you get things done.

If you want more information about task management tips, review Entrepreneur’s additional articles.