task management

7 Best Task Management Software And Tools In 2023

Efficiency is becoming important in today’s fast world, and task management software has emerged as a vital tool for optimizing workflow. As the demand grows, the market sees countless solutions sprouting up, making choosing the best task management software difficult.

This article will show you the 7 best task management software in 2023. Each tool has unique features that support different business needs and improve productivity.

What is Task Management Software?

what is task management software?
Image from Zapier

Task management software is a type of software that helps you manage, track, and organize your work. It is your digital personal assistant, dedicated to keeping your tasks organized and your productivity high.

A task management tool typically includes task allocation, time tracking, progress updates, collaborative tools, and analytics. Imagine having a messy desk with stacks of papers and sticky notes. Now, picture a clean, organized desk with everything neatly labeled and easily accessible. That’s what task management software does for your workload.

Benefits Of Using Task Management Software

benefits of task management software

Using task management software benefits your team and work process in many ways.

1. Improve organization

Firstly, it significantly enhances organization. The software eliminates the risk of overlooking work by providing a straightforward, centralized platform for all tasks.

Each assigned task gets its own space with a detailed description, deadline, and allocated resources. This helps everyone on your team know precisely what to do, promoting a well-organized work environment.

2. Enhance collaboration

Task management software fosters collaboration. Team members can share updates, ask questions, and give real-time task feedback. It fosters transparency, allowing everyone to stay in the loop and work cohesively towards common goals.

Additionally, it helps avoid duplication of work by indicating who’s working on what, thus saving valuable time and resources.

3. Time management

Time management is another major benefit. It is especially important if you work on multiple projects. Task management software allows you to track the time spent on each task, providing insights into productivity patterns and helping you identify any areas for improvement. You can optimize how you use your time, leading to increased efficiency and productivity.

4. Track the project’s status

Moreover, task management software provides a bird’s-eye view of project progression. It offers visual representations of task statuses, progress bars, and charts that allow you to monitor project progress and promptly address any issues that might slow down the workflow. Your projects can stay on track and meet their deadlines.

5. Reporting and analytics

Lastly, the software offers reporting and analytics. It aggregates data on task completion, team performance, and project timelines, which you can analyze for strategic insights.

You can make more informed decisions, optimize work processes, and enhance productivity.

What is the best Task Management Software?

Here is a list of my best task management tools in 2023.

1. ProProfs Project

ProProfs Project - best task management software

ProProfs Project is the ultimate online task management software designed to streamline work and boost productivity. Say goodbye to chaotic spreadsheets and endless email threads. With ProProfs Project, you will experience a seamless and intuitive platform that empowers you and your team to collaborate efficiently.

From project planning to execution, our user-friendly interface allows you to easily create tasks, assign responsibilities, and set deadlines. Track progress effortlessly, and stay on your projects in real-time. With smart notifications and automated reminders, you’ll never miss a beat again.

No matter what your needs are, ProProfs Project got you covered. Embrace simplicity and efficiency today – join thousands of satisfied users who rely on ProProfs Project to manage tasks smarter and faster.

Key features

Centralized Dashboard: Get a comprehensive overview of all projects in one place. You no longer need to search through scattered documents to find information. The centralized dashboard keeps everything organized and easily accessible.

Gantt Charts: Plan and visualize your project timelines effortlessly with interactive Gantt charts. Identify dependencies, allocate resources efficiently, and keep your team on track to meet deadlines.

Workflows: Simplify complex processes with customizable workflows. Define the steps, assign responsibilities, and automate repetitive tasks to enhance efficiency and minimize errors.

Real-Time Collaboration: Foster seamless teamwork with real-time collaboration features. Your team can work together, discuss ideas, share files, and stay connected regardless of their locations.

Smart Reports: Data-driven decisions are key to success. ProProfs Project’s smart reports offer valuable insights into project progress, team performance, and resource allocation, helping you make informed choices.

Task Priorities: Stay focused on what matters most. You can prioritize tasks, categorize urgent assignments, and allocate resources accordingly, ensuring that your team works on the right tasks at the right time.


ProProfs Project's pricing options

Price starts at $39.97/month for the monthly subscription and $49.97/month for the annual subscription. The software also offers a 15-day free trial. Try and see if it fits you.


  • Insightful reports that can help you manage key project tasks.

  • Instant messaging and task comments for feedback.

  • Excellent automation capabilities.


  • The mobile application needs an update.

  • Support limited integrations.

2. Plutio

Plutio - best task management software

Plutio is a great task management software that empowers you to conquer your to-do lists like a pro. Say hello to a world of seamless organization and unparalleled efficiency, all in one user-friendly platform.

With Plutio, managing tasks becomes a breeze. Effortlessly create, assign, and prioritize tasks, ensuring nothing falls through the cracks. The intuitive interface keeps you in control, allowing you to track progress, set deadlines, and collaborate seamlessly with your team in real time.

But that’s not all! Plutio goes beyond just task management. From invoicing and time tracking to project planning and communication, the platform simplifies your workflow, leaving more time to focus on what truly matters.

Key features

Task Boards: Organize your tasks effortlessly using customizable task boards. Whether it’s a simple to-do list or a complex project, visually track and manage your tasks easily.

Task Views: Stay in control of your workflow with various task views. Switch between Kanban, list, or calendar views, depending on your preferences and project requirements.

Task Templates: Save time and streamline your task creation process with task templates. Create reusable templates for recurring projects, ensuring consistency and efficiency.

Comments: Collaborate seamlessly with your team by leaving comments on tasks. Share ideas, discuss updates, and keep everyone on the same page without the hassle of lengthy email threads.

Delegation: Assign tasks with confidence using the delegation feature. Easily allocate responsibilities to team members and track their progress, ensuring everything runs smoothly.

Repeating Tasks: Say goodbye to manually recreating repetitive tasks. Plutio’s repeating tasks feature lets you automate recurring assignments, saving time and effort.

Attach Files and Images: Keep all relevant project materials at your fingertips by attaching files and images directly to tasks. No need to juggle between different tools – everything is conveniently accessible in Plutio.


Plutio's pricing plans

Plutio offers 3 pricing plans:

  • Solo: $19/month. This plan allows up to 3 clients.

  • Studio: $39/month. This package allows unlimited clients and 10 contributors.

  • Agency: $99/month. This plan allows unlimited clients and 30 contributors.

The software also offers a free trial. Try to see if it fits you.


  • Feature-rich project management tool.

  • Items can be stored as templates for future use.

  • Multiple payment gateways with multiple currencies for payments.

  • Electronic signature for legally binding documents.


  • The data exporting feature is limited.

  • Workflow automation needs some improvements.

3. Casual

Casual - best task management software

Casual is a simple task management software that will take your productivity to new heights. Say goodbye to overwhelming to-do lists. Casual offers a refreshingly simple and intuitive platform to help you easily get things done.

Casual stands out from other project management software because of its visualization capabilities. You can organize tasks based on what is in your mind instead of following a traditional spreadsheet.

Collaboration becomes a breeze as you invite team members, assign tasks, and track progress in real-time. No more missed deadlines or miscommunications, Casual keeps everyone on the same page.

Key features

Visual Workflow Creation: Embrace creativity and clarity with our intuitive visual workflow. Easily map out your tasks and projects in a clear, interactive interface. Drag and drop tasks to create seamless connections and get an overview of your progress.

Charting: Stay on top of your projects with dynamic charting. Gain valuable insights into project timelines, resource allocation, and team workload. These charts help you make data-driven decisions for smoother project execution.

Task Dependencies: Never miss a beat when managing complex projects. Set task dependencies to ensure that you can complete important tasks in the right order. This feature helps you maintain a logical flow and avoid bottlenecks.

Assigning Tasks and Setting Deadlines: Delegate tasks with ease and clarity. Assign responsibilities to team members and set realistic deadlines to keep everyone focused and motivated.

Repeatable Tasks and Projects: Streamline your routine work effortlessly. Creating repeatable tasks and projects allows you to save time and maintain consistency across various projects.

Milestone Tracking: Celebrate your achievements along the way. Keep track of important milestones and project milestones as they are accomplished. Milestone tracking allows you to see progress and stay motivated toward your goals.


Casual's annual plan

The task management app offers 4 pricing options along with a 14-day free trial:

  • Personal: $12/month for the monthly subscription or $10/month for the annual subscription.

  • Starter: $30/month for the monthly subscription or $25/month for the annual subscription.

  • Team: $60/month for the monthly subscription or $50/month for the annual subscription.

  • Enterprise: Custom plan. Contact the sales team to learn more.


  • Excellent visualization tool allows total control of the project workflow.

  • Affordable project management software.


  • Not suitable for complex projects.

  • Limited integration options.

4. Todoist

Todoist - best task management software

Todoist is a free task management software that will transform the way you tackle your to-do lists. With Todoist, staying organized has never been easier.

You can create tasks, set due dates, and prioritize with just a few clicks. Personal and professional projects are seamlessly managed in one place.

Collaborate effortlessly by sharing tasks with team members, and stay in sync with real-time updates. Whether you’re working solo or part of a team, Todoist adapts to your needs.

Boost your productivity with reminders, recurring tasks, and customizable labels. Stay focused, meet deadlines, and watch your productivity soar.

Key features

Sections & subtasks: Organize your tasks with ease using sections and subtasks. Break down complex projects into smaller, manageable steps, making it simple to track your progress.

Recurring Due Dates: Never forget important tasks again. Set recurring due dates for tasks that repeat daily, weekly, or on custom schedules, keeping you on top of your routines.

Priority Levels: Stay focused on what matters most. Assign priority levels to tasks, ensuring you tackle the most important ones first and never miss a critical deadline.

Reminders: Time-sensitive tasks are no match for Todoist. Set reminders to alert you about upcoming deadlines, ensuring you never let an important task slip through the cracks.

Delegate Tasks: Share the workload effortlessly by delegating tasks to team members. With Todoist’s collaboration features, you can ensure everyone stays on the same page and tasks get done efficiently.

Notifications: Stay updated and informed with real-time notifications. Get notified about task updates, mentions, and important activities, whether you’re on your computer or mobile device.

Boards: Get a bird’s-eye view of your projects with boards in Kanban-style cards. Visualize your tasks’ progress and easily move them across different stages as they advance.

Labels: Stay organized and find tasks quickly with customizable labels. Categorize tasks based on projects, priority, or any criteria that suits your workflow.

Filters: Customize your task views with powerful filters. Slice and dice your tasks based on due dates, projects, assignees, and more, allowing you to focus on what matters most at any given moment.

Calendar Feeds: Seamlessly integrate your tasks into your preferred calendar. Display your scheduled tasks inside your calendar of choice, ensuring you stay on top of your commitments.


Todoist offers 2 different products; each has 2 pricing options:

Personal Workspace: This service includes 2 different pricing options.

Todoist's personal workspace
  • Beginner: Completely free!

  • Pro: $5/month for the monthly subscription or $4/month for the annual subscription.

Team Workspace: The option includes 2 different pricing plans.

Todoist's team workspace
  • Starter: Completely free!

  • Business: $6/month for the monthly subscription or $5/month for the annual subscription.


  • You can manage tasks across multiple devices.

  • Intuitive user interface.

  • Integrate with Google Calendar.

  • Manage personal and business tasks separately.


  • The Android and Windows apps need some improvements.


SmartTask - best task management software

SmartTask is an effective task management tool that brings simplicity and efficiency to your workflow. Say goodbye to the chaos of juggling multiple tasks and embrace the ease of SmartTask’s intuitive interface.

With SmartTask, you can effortlessly create, assign, and track tasks in real time. Whether you’re a solopreneur, a small team, or part of a large organization, SmartTask adapts to your needs, empowering you to stay organized and on top of your game.

Enjoy features like task prioritization, deadlines, and easy collaboration, ensuring everyone is on the same page. SmartTask’s smart notifications keep you informed of crucial updates, while its user-friendly design makes navigating the platform a breeze.

Key features

Tasks: Say hello to streamlined task management. As a task manager, you can create tasks, set due dates, and assign responsibilities effortlessly. SmartTask keeps you on your to-do list, ensuring nothing slips through the cracks.

Instant Messaging: Collaboration is made easy with instant messaging. Communicate with your team in real-time, share ideas, and discuss updates within the platform, eliminating the need for multiple apps.

Powerful Recurring Tasks: Save time and effort with recurring tasks. Set up tasks to repeat at custom intervals, perfect for routine assignments and periodic reminders.

Groups and Projects: Stay organized with Groups and Projects. Categorize tasks under specific projects or teams, making managing tasks across various aspects of your work easier.

Time Tracking: Measure your productivity with time tracking. Keep tabs on your time on each task or project, helping you make informed decisions and optimize your workflow.

Notifications: Never miss a beat with timely notifications. SmartTask keeps you updated on task progress, upcoming deadlines, and important activities, ensuring you stay in the loop.

Custom charts: Visualize your data with custom charts. Gain insights into task completion rates, team performance, and more, helping you make data-driven decisions for better project management.

Custom fields: Tailor SmartTask to fit your unique needs. Add custom data fields to tasks and projects, ensuring you capture the information that matters most to your workflow.


SmartTask's pricing options

The software 4 pricing options:

  • Free: A free forever plan.

  • Premium: $11.99/month for the monthly subscription or $7.99/month for the annual subscription.

  • Business: $15.99/month for the monthly subscription or $10.99/month for the annual subscription.

  • Enterprise: A custom plan. Contact the sales team for more information.


  • Affordable pricing.

  • Custom branding for small businesses.

  • Advanced reporting capabilities.


  • Support limited integrations.

  • No built-in chat and messaging.

6. Hive

Hive - best task management software

Hive is your all-in-one solution for seamless collaboration, efficient project management, and streamlined task tracking.

With Hive, managing your tasks has never been easier. From simple to-do lists to complex projects, Hive’s intuitive interface empowers you to stay organized and focused.

No more scattered information and disjointed communication. Hive centralizes all your project data, communication, and files, eliminating endless back-and-forths.

Join the growing community of satisfied Hive users who are experiencing the power of seamless task management. Try Hive today and discover the best task management software in action!

Key features

Tasks and sub-task Management: Easily create and manage tasks, breaking down complex projects into smaller, manageable sub-tasks. Stay organized and on top of your to-do list effortlessly.

Recurring tasks: Say goodbye to repetitive work. Set tasks to recur at custom intervals, ensuring routine assignments are automatically generated, saving you time and effort.

Multiple assignees: Foster seamless collaboration with multiple assignees per task. Delegate responsibilities to team members, ensuring everyone knows their roles and stays accountable.

Dependencies: Keep your projects on track with task dependencies. Define the order in which tasks must be completed, preventing bottlenecks and ensuring a smooth workflow.

Milestones: Celebrate achievements with milestones. Set important milestones to mark project progress and motivate your team to reach their goals.

Task prioritization: Stay focused on what matters most. Prioritize tasks based on urgency and importance, helping you allocate your time and resources efficiently.

Automated workflows for recurring tasks: Streamline your workflow with automated processes for recurring tasks. Save time and reduce manual effort, especially for routine projects.

Customizable notifications: Stay informed and in control with customizable notifications. Get updates on task progress, mentions, and reminders, tailored to suit your preferences.

Project reporting: Gain valuable insights with project reporting. Hive’s comprehensive reporting features help you analyze team performance, track project status, and make informed decisions.

My Tasks View: Get a clear view of your tasks with the My Tasks feature. Stay organized and focused on your responsibilities, eliminating distractions from other projects.


Hive's pricing plans

Hive provides 3 pricing options:

  • Free: A free forever plan.

  • Teams: $18 per user per month for the monthly subscription or $12 per user per month for the annual subscription.

  • Enterprise: Get in touch with the sales team for a detailed price.


  • Comprehensive features.

  • Excellent customer support.

  • Support various integrations.


  • Notifications are hard to see.

  • Limited mobile functionality.

7. Clockify

Clockify - best task management software

Clockify is the ultimate task management software that skyrockets your productivity. Clockify helps you embrace the simplicity of Clockify’s powerful features.

With Clockify, managing tasks is easy. Effortlessly track time spent on projects, set hourly rates, and generate accurate timesheets. The user-friendly interface allows you to focus on getting work done efficiently.

Clockify fits various use cases and is suitable for all kinds of businesses. Track tasks individually or collaborate with your team in real time.

Key features

Time Tracker: No more manual time tracking. Clockify’s Time Tracker lets you effortlessly record hours spent on tasks and projects, ensuring accurate and efficient time management.

Kiosk: Streamline team time tracking with the Kiosk feature. Allow team members to clock in and out from a designated device, perfect for office environments and shared workspaces.

Timesheet: Keep your work hours organized with comprehensive Timesheets. Review your logged time, edit entries, and export reports for easy invoicing and payroll management.

Calendar: Stay on top of your schedule with the Calendar view. Plan and track tasks with a visual representation of your daily, weekly, or monthly workload.

Integrations: Clockify seamlessly integrates with popular productivity tools, enabling smooth workflow integration. Connect Clockify with your favorite apps to enhance efficiency and collaboration.

Dashboard: Get an overview of your time-tracking data with the dashboard. Monitor your progress, view summary reports, and gain insights into your productivity.

Activity: Keep track of team performance with the Activity feature. Monitor project progress, task assignments, and logged hours for streamlined project management.

Reports: Make informed decisions with detailed Reports. Clockify’s reporting tools provide valuable insights into project timelines, team efficiency, and individual productivity.

Projects: Organize your work with Projects. Categorize tasks, assign team members, and track time for each project separately, simplifying task management.


Clockify's pricing options

The software offers 4 pricing packages:

  • Basic: $4.99 per user/month for the monthly subscription or $3.99 per user/month for the annual subscription.

  • Standard: $6.99 per user/month for the monthly subscription or $5.49 per user/month for the annual subscription.

  • Pro: $9.99 per user/month for the monthly subscription or $7.99 per user/month for the annual subscription.

  • Enterprise: $14.99 per user/month for the monthly subscription or $11.99 per user/month for the annual subscription.


  • Affordable pricing structure.

  • Offers many customization options.

  • Practical for every business.


  • Limited report customization.

  • Limited invoicing functionality.

How to choose the best task management software

how to choose the best task management software
Image from Mopinion

Choosing the best task management software can be a game-changer for productivity and organization. However, you need to consider some essential factors when making a decision.

By carefully considering these factors, you’ll be well on your way to finding the best tool for your workflow, helping you stay organized, productive, and focused on achieving your goals.

1. Ease of Use

Opt for task management software with an intuitive and user-friendly interface. The last thing you want is a complex tool that takes more time to learn than to use effectively. Look for a solution that allows you and your team to get up and running quickly, with minimal training required.

2. Features

Evaluate your specific needs and ensure the software offers comprehensive features. Look for essentials like task prioritization, due dates, and progress tracking. Additionally, consider collaboration tools such as task assignments, comment threads, and shared file attachments to streamline teamwork.

3. Integration

Check the software’s compatibility with your existing tools. Seamless integration with calendars, project management platforms, or communication apps can save time and effort by synchronizing your workflows.

4. Scalability

Consider your current team size and future growth projections. Ensure the software can accommodate your needs as your team expands. A scalable solution can adapt to your evolving requirements, avoiding the need to switch platforms as your business grows.

5. Mobile Accessibility

In today’s fast-paced world, managing tasks on the go is invaluable. Look for task management software that offers a mobile app or a responsive design, allowing you to stay connected and productive from anywhere.

6. Collaboration

If you work with a team, prioritize software that promotes seamless collaboration. Advanced features like real-time updates, team activity tracking, and instant messaging facilitate effective communication and foster a sense of unity among team members.

7. Customer Support

Reliable customer support can significantly impact your experience with the software. Look for a provider that offers responsive customer support, including various support channels like email, chat, or phone, to assist you promptly in case of any issues or inquiries.

8. Free Trial or Demo

Take advantage of free trials or demos offered by task management software providers. Testing the software’s functionality firsthand allows you to assess its suitability for your business needs, giving you the confidence to make an informed decision.


In conclusion, task management software has evolved significantly, offering diverse solutions to suit various work styles and needs. As we enter 2023, these 7 tools stand out as the best choices for enhanced productivity and organization.

Take the time to assess your specific requirements and choose a software that aligns perfectly with your work style. With the right tool at your fingertips, you can stay organized, focused, and ready to conquer your tasks in 2023 and beyond confidently.


What is task management workflow?

Task management workflow is the systematic process of efficiently planning, executing, and monitoring tasks or projects to achieve specific goals. It involves coordinating tasks, resources, and team members to ensure smooth progress and successful completion of projects.

Featured Image Source: Image by vectorjuice on Freepik.

Tracy Mcgee

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