Managing employees’ activities and time is one of the key operations in any company. Increasing efficiency, improving collaboration and prioritizing tasks are the main challenges of to-do list software. Using a collaborative task management tool, whether free or paid, will make everyone’s work easier.
In addition, it’s important to know that some task management software can automate tasks, freeing your teams from repetitive and tedious tasks (multiple entries, information searches, following instructions, checks, software updates…).
In this article, we present the 8 best task management tools and give you tips on how to set them up quickly for rapid ROI.
4 advantages of a team task management tool?
Work optimization
Task management tools now include workflow designers for tasks or processes. This feature provides a guided experience for all collaborators. They can then launch a process or receive the right action, at the right time, without unnecessary clicks or information searches.
Automation of repetitive tasks
Multiple entries of the same information in several software programs, multiple copy-paste operations, useless clicks, reminders, CRM, ERP or HRIS updates. Some task management software lets you build automated workflows, freeing your teams from repetitive, time-consuming and tedious tasks.
Facilitating collaboration
By configuring your processes and workflows in the task management tool, tasks are distributed at the right time. The company then gains in efficiency and time in reviews, validation, information exchange and launch of operations. These tools enable you to visualize progress on the various subjects.
Prioritizing and ranking tasks
With the help of various prioritization tools such as schedules, Gantt charts and prioritized listings. Teams can easily visualize which tasks have priority. Some software even automatically calculates the degree of priority for each task or priority.
Shorter lead times
Task management tools can be used to control and monitor completion. Flow times, response times and completion times can all be monitored. Companies can then see the effectiveness of the various automations on their business processes.
Employee comfort and satisfaction
With a task management tool, no more non-value-added tasks, no more searching for scattered information, no more having to remember specific protocols to be carried out, no more multiple reviews with your manager, no more paper procedures to follow. With these task management software tools, they can enjoy a guided experience at a glance.
Integration of your existing software
Connect all your software, such as collaboration tools (Gmail, Outlook, Drive, Slack, Teams, Excel, Airtable…), CRM (Hubspot, Salesforce, Pipedrive…), ERP (Odoo, Dolibarr, Axonaut, SAP…), HRIS (Sage, Cegid, Lucca, Payfit…). Thanks to their native connectors or generic APIs, numerous automations are possible.
Find out more in our article on process automation
Examples of collaborative task management
The collaborative uses of a task management tool are almost infinite: operations planning, management of incoming requests, task review and control, document validation, employee onboarding… Whatever your business, you can :
- Create task circuits for your own individual organization,
- To organize your team for individual tour sharing
- For organizing collaboration between your colleagues.
How do I choose a task management tool?
4 parameters are very important when choosing task management software
1- The structure of your task sequence
Evaluate the task management tool’s ability to manage your business processes and task flows.
Some tools allow only linear flows, while others offer the possibility of creating multiple paths and feedback loops. A 100% customizable system is best suited to your sophisticated business processes.
2- Adding automated actions to a workflow
See diagram opposite (the green figure represents automation).
Check whether the software can include steps requiring human action within an automated process. For example, the ability to automate a flow under certain conditions, or to obtain manual validation before resuming the flow.
3- Compatibility with your current software
Make sure that the automation solution you choose has the necessary connectors to integrate with your existing tools, whether ERP, CRM, collaborative tools or HRIS.
4- Price or free
Price and pricing points :
- When it comes to freeware, check whether the tool is free for an unlimited time or only for a short trial period.
- Some tools charge by the number of users. 5/month may not sound expensive, but multiply it by 40 and you’ll be paying 200€/month.
- Functionality restricted to certain pricing levels. Some software publishers have realized that some of their features can change everything for their users. Choosing this feature means easily adding €10/month per user.
Comparison of the 7 task management tools
Trello, the visual and intuitive task management tool
Trello is a project and task management tool based on the Kanban method. It’s a simple, visual solution that enables small teams to collaborate effectively on projects of all sizes. Trello uses tables, lists and cards to flexibly organize and prioritize tasks.
Main features
- Intuitive Kanban interface: users can create tables with lists and cards to represent their tasks and workflows.
- Visualization options: Main Kanban view, with calendar and timeline options.
- Simple collaboration features: comments on cards, endorsements, attachments and checklists.
- Integrations: Wide range of integrations via “Power-Ups”, including Slack, Google Drive and Jira.
Other Trello features
Price
Trello offers a free version.
Paid plans start at $5 per user per month for the Standard plan, rising to $17.50 for the Enterprise plan with advanced features.
Target audience:
Trello is suitable for individual use on projects, for small teams or for visual management on a specific topic for a larger department, such as weekly progress meetings.
Workflows and automation :
Trello isn’t a tool for creating action workflows for your teams, and automations are limited.
Monday.com, the task management tool for corporate projects
Monday is a visual work management platform that enables teams to plan, track and collaborate on their projects. It stands out for its flexibility and ability to adapt to different types of projects and industries. It offers powerful task visualization tools.
Main features
- Customizable views: tables, calendars, timelines, Gantt charts and more.
- Simple automation: Create automated linear workflows to reduce repetitive tasks.
- Dashboards and reports: Visualize progress and performance in real time.
- Simple collaboration: Mentions, file sharing and in-context communication.
Other features Monday
Prices
Monday.com offers several plans, including a free plan for 2 users with limited functionality.
Paid plans start at $8 per user per month for the Basic plan, rising to $16 for the Pro plan.
Target audience:
Monday.com is aimed at teams of all sizes, from small startups to large corporations, in various sectors such as marketing, sales, product development and HR.
Workflows and automations:
Monday offers simple, linear workflows and automations for your business
Lapala, the task management tool for 100% customizable automation and team workflows
Lapala.io is a full-featured task management platform that lets you build action sequences as close to reality as possible. Its powerful workflow features make it the ideal tool for collaboration and automation.
French start-up Lapala is available in SaaS or Private Cloud mode.
Main features
- Automated workflow creation: Lapala.io lets users create task flows.
- Integrations with other tools: The platform integrates with various popular tools and applications used by sales, marketing and customer support teams.
- Customized dashboards : Companies can build customized dashboards
- No-code ergonomics: The platform is designed to be easy to use, with a visual interface for creating workflows and configuring integrations.
Other Lapala features
Pricing
The platform is free, with no time limit below a certain threshold.
Thereafter, prices increase in increments.
The first price starts at €39/month, rising to €189/month (unlimited number of users).
It’s the only tool that doesn’t charge per user. Even the free version can accommodate as many users as you like.
Target audience:
All types of companies, VSEs, SMEs, ETIs
Workflows and automation:
With Lapala, you can build your own 100% personalized workflow in just a few clicks.
And push actions to the right people at the right time, effortlessly displaying data from your other software.
Asana, the task management tool very close to Monday
Asana is a project and task management platform very similar in functionality to Monday. It offers a variety of features to help teams keep track of their work, from simple to-do lists to complex projects.
Main features
- Multiple project views: lists, Kanban boards, calendars and timelines.
- Advanced task management: Subtasks, dependencies, milestones and due dates.
- Portfolios and objectives: Track projects and strategic objectives across the organization.
Other Asana features
Pricing
Asana offers a free version for teams of up to 10 members.
Paid plans start at $10.99 per user per month for the Premium plan, with Business and Enterprise options for more advanced functionality.
Target audience:
Asana is particularly suited to medium-sized to large teams in a variety of sectors.
Workflows and automations:
Asana offers simple, linear workflows and automations for your business
Notion, the integrated note-taking and database workspace
Notion is a task management tool that combines task management, note-taking, databases, visualization and collaboration. It stands out for its flexibility, enabling users to create customized tools.
Main features
- Customizable workspace: Pages, databases and multiple views (tables, lists, calendars, etc.).
- Integrated task management: Tailor-made project management systems.
- Real-time collaboration: collaborative editing, comments and mentions.
- Knowledge base: Creation of corporate wikis and project documentation.
Other features Notion
Price
Notion offers a free version for personal use.
Team plans start at $9 per user per month, with Enterprise options available on quotation.
Target audience:
Notion is popular with startups, creative teams and technology companies.
It is particularly well suited to teams looking for a flexible tool to combine task and knowledge management.
Workflows and automation :
Notion does not directly propose workflows, but allows you to create database-driven workflows.
It offers numerous native integrations with other software.
Process street, the task management software specialized for workflows.
Process Street is a SaaS-based workflow, task and procedure management software. It enables teams and companies to create, track and optimize their workflows. It offers multiple templates that can be easily customized.
Main features
- Template creation: Users can create reusable, customizable process templates using a simple drag-and-drop editor.
- Integration with other systems: Process Street integrates with many other tools and applications, to automate processes and exchange data between different systems.
- Automation: Users can automate parts of their processes through condition-based triggers and automated actions, such as sending e-mails.
- Reports and analyses: Process Street offers reports and analyses to help companies monitor and optimize their business processes.
Other Process Street features
Price
The Process Street workflow tool offers a 14-day free version.
Then a $100 package for 10 users.
The top paid plan is $1,500 per month.
Corporate customers :
All types of companies, VSEs, SMEs, ETIs
Now you know everything there is to know about choosing a task management tool. Now it’s your turn! See you soon for more content!
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