What is task management software?
Every day, we end up spending much of our time on urgent but low-priority tasks, which can lead us to postpone the most important tasks. The Pareto principle, also known as the 80/20 rule, can be applied here—meaning 80% of the necessary work will be completed if you identify and complete the top 20% of high priority tasks. An effective task management software should guide you to find this top 20% of high priority tasks.
How do you keep track of team tasks?
A team generally works on tasks that contribute towards its organization's goal. While working in teams usually means more work gets done, keeping team members in sync can be difficult. Task management software for teams can help you keep your teamconnected.
Stay up to date on how free or busy your team members are, and delegate work accordingly
Save time in communicating to several team members at once—group employees by project, department, or other factors so you can easily tag them in comments, tasks, issues, or forum topics.
Get instant updates and notifications on all work completed by your team members.
Gain insights into you progress made to date, and plan future work strategies using reports.
Track and approve the time your team takes to work on various tasks using timesheets.
Picking the right task management software for you
Choosing software from a multitude of options and adopting into your team's workflow is no easy feat, especially since the software's success depends on so many people. Before delving into your various choices and their benefits, it's crucial to review some important points to keep in mind:
Your silver lining may be found with the cloud
There are pros and cons to both on-premise and online task management software. Choose an option that best fits your business needs to get started on this search.
It's your business
Tailor made software is available for different industries or departments to cater to tasks specific to that field. Your business size is also important to consider, as it directly influences your needs and cost, which can help narrow down your options.
Is agile your game?
Task management is often done as a part of project management. Depending on the kind of project management methodology your team follows, your options for task management software also change.
There are many options available, from free task management software to enterprise-level web-based task management tools. These questions will help narrow down your options. Choose a user-friendly software that meets your requirements. Easy implementation and adoption are crucial factors for selecting the right task management software for your organization.
Key features of task management system
01. Manage project activities from a central place
Project tasks and task lists make it easy to keep your work items organized and manageable in one centralized, accessible location. You can monitor the status of tasks, assign them to members, set task dependencies, send email reminders, and track progress of your project. You can even convert emails into tasks.
02. View tasks
You can now view tasks in several styles: Classic View, Plain View, Kanban View, Dependency View, and Gantt View. The different views help you look at tasks from various perspectives and provide a distinct status of the project's deliverable.
Milestones can be used to group tasks together and quickly evaluate how close the project is to completion. Zoho Projects categorizes milestones as upcoming, overdue, archived, or completed.
04. Activate timer for tasks
Start the timer for a task to record your actual working hours. After completing the task, you can stop the timer and your entries are automatically logged in the timesheet.You can log time for tasks daily or weekly at your convenience and easily calculate the billable and non-billable hours for any project.
Split a larger task into a number of subtasks that can be assigned and tracked separately in the project. Splitting tasks into subtasks often provides a better picture of the project progress.
06. Task reports
You can instantly view task reports under Tasks & Milestones. Task reports provide a consolidated view of all open and closed tasks in the selected project. You can click and view details of any owner, milestone, or priority.
07. Update tasks in one go
You can update tasks selectively or in bulk. In Classic View, you can close tasks, set priority, change the task owner, and move a task from one task list to another. In Plain View, you can close tasks, set priority, and change the task owner.
08. Setup task reminders and duration
With task reminders in Zoho Projects, you can stay on top of what's going on through timely email reminders so you don't miss any important milestones. Set task duration in days or hours based on your project's needs. You can also create tasks even if you are unsure of the start time in Zoho Projects.