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15 task management systems to make your team's life easier
Miscellaneous / / December 02, 2021
To make it easier to choose, we drew attention to their interesting features and unique capabilities.
Ekaterina Severnaya
Writer and content marketer.
Yougile
A project management system with an emphasis on communications. Most suitable for the operational management of companies in the field of construction and production.
- Chat in every task. When a user clicks on a card, the first thing they do is not the description, but the mini-messenger. There you can communicate with colleagues using emoticons and mentions.
- Summaries. They help to monitor everything that happens in the company. For this, suitable filters are set, and the required cards are displayed in a separate column. For example, you can collect tasks marked "Important" in this way to monitor their execution.
- Mirrored columns. You can make an exact "mirror" of any column and place it in different projects. All actions in the parent option will be repeated in real time in the new ones. It is a convenient way of communication between departments.
- Personal planner. The function is not unique, but well thought out. Besides the usual agile boards for the team, there are blocks "My tasks" and "Other people's tasks". With their help, it is easy to figure out what is entrusted to you and what is entrusted to you. You can also create private tasks, mark favorites and sort everything in different ways.
- Boards available here. You can invite an unlimited number of users to any one without registering in the system and configure their rights. For example, allow you to create tasks and communicate in their chats. This creates space for new ideas. So, for b2b it is easy to organize a collection of opinions or even a compact help-desk.
- Role-based rights system. Usually they are set at the team level, but here you can independently create absolutely any role and allow or deny more than 30 actions. Convenient for large companies: it is easy to create unique roles for different employees and positions.
YouGile →
Yougile mobile
Yougile
Price: Free
Download
Price: Free
Yougile mobile
Yougile
Price: Free
Download
Price: Free
Trello
A very popular planner and task tracker that is best suited for creative teams and small teams.
- Workspaces. Users have been asking for a long time to add this feature, and they finally did it. Now boards can be grouped and distributed across work areas. This means it's easier to put things in order.
- Automation. You can set up automatic actions with cards under certain conditions. For example, sort tasks by priority on Mondays. Or, every time the task is dragged into the Completed column, label it as Done. The function is a great time saver.
- Templates. There are ready-made options for different departments and purposes: for personal affairs, for the marketing team, for designers, technical support, sales, personnel management, and more. Help line up processes at the beginning of work.
- Integration with mail. Each card has an email address, and you can leave comments directly from your email without logging into the system.
- Chronology. The timeline displays all the relationships between team members. You can split the work on a project into stages and control each of them in order to evenly distribute the workload in the team.
- Data visualization in the "Panel". Key indicators are presented in the form of charts and dashboards. This allows managers to quickly assess how tasks are progressing and how busy the team is.
Trello →
Trello
Trello, Inc.
Price: Free
Download
Price: Free
Trello
Trello, Inc.
Price: Free
Download
Price: Free
Bitrix24
It is rather a corporate portal for large teams. The system is tailored for sales and marketing departments, more often used as a CRM.
- CRM system. There are cards, history, control of transactions, telephony, call recordings, setting up lead stages, processing leads from the site, and so on. This makes it much more convenient to lead customers.
- Landing page builder with its own CMS and email newsletter builder. Allows you to work in one place and refuse third-party tools.
- End-to-end analytics. Thanks to her, marketers right in Bitrix24 can calculate ROMI, the effectiveness of advertising on different platforms: from Yandex. Direct "and Google Ads to various social networks.
- Calls and communication. There are audio and video calls, group and personal chats, call tracking, SMS messaging. Everything works flawlessly, no worse than in instant messengers.
- Cloud storage. Files and documents are easy to edit right in the system.
- Groups. They can be created on different topics and areas of work, make folders inside, store files in them and communicate.
- Contact center. Bitrix24 is integrated with mail, messengers and social networks. There is telephony, online chat, as well as statistics of dialogues and calls - with the number of calls and the percentage of satisfied customers.
Bitrix-24 →
Bitrix24 - mobile online office for business
Bitrix
Price: Free
Download
Price: Free
Bitrix24
Bitrix Inc.
Price: Free
Download
Price: Free
Asana
System for planning, operational management and task management. Best suited for small teams such as web studios, agencies and marketing departments.
- Flexible task setting. You can mark them with any tags, highlight them in different colors, add pictures to the card cover and make a list of subtasks. What is there. Customize animations, for example, flying unicorns, as a reward for completing tasks will also work.
- Milestones. They indicate the achievement of an intermediate result, which can be used to judge the success of the project as a whole. The function helps to visually mark key control points in order to better follow what is happening.
- Work at the project level. They can be copied, exported, made into templates and synchronized tasks.
- Dashboard. All important project data can be seen on it in real time. A ready-made set of charts is easy to customize for yourself.
- Goals. They can be predefined and linked to a workflow to track progress later. The goals should be specific and measurable, for example "to increase the company's turnover to 10 million." They help to tie business strategy with daily tasks and show employees that their work affects the whole company.
- Files. In a separate tab, you can see all the documents attached to the project. It is very convenient, because all important files have a magical property to be lost.
Asana →
Asana: Teamwork in one place
Asana, Inc.
Price: Free
Download
Price: Free
Asana
Asana, Inc.
Price: Free
Download
Price: Free
Todoist
The system is designed to compile personal to-do lists. However, small teams can also use Todoist as a task tracker.
- Priority levels. Tasks with the highest are automatically moved to the very top of the to-do list for the day.
- Karma. For each task completed on time, the employee receives points to karma. The more points, the higher the level and status. Game element motivates and increases efficiency.
- Visualization of progress. You can set daily or weekly goals and then track your progress using charts. They will show you how many tasks have been completed and which projects have spent more time on.
- Quick add. This feature automatically recognizes what the person wants and offers the right data. For example, you can enter the task deadline "tomorrow at 15:00" or "every Monday starting from September 1", and the system will set the required dates by itself.
- Flexible filters. The application remembers the search history and allows you to instantly find tasks by the specified parameters. For example, it displays all cases for today with the @email tag.
Todoist →
Todoist: To Do List & Tasks
Doist
Price: Free
Download
Price: Free
Todoist: To Do List & Tasks
Doist Inc.
Price: Free
Download
Price: Free
Wrike
A management system that allows you to create and maintain large-scale projects with a multi-level hierarchy. Ideal for large teams.
- Artificial intelligence elements. Neural networks are able to predict potential project delays and warn users if there is a risk of delay deadline by task. To do this, AI estimates the complexity of the project, the number of completed and overdue tasks, the number of performers, and even the previous activity of employees.
- Ready-made project templates. There are more than 15 of them, they are sharpened for different goals, teams and processes.
- Bulk editing. Allows you to make changes to several tasks and subtasks at once. It is very convenient when there are a lot of tasks.
- Parallel editing of documents. You can make edits and take notes in Word and Excel files at the same time with colleagues right in the system interfaces in real time.
- Report constructor. Helps to visually display the status of projects and all data on them. There are customizable templates.
- Workload charts. Shows hours, priorities and employment of each employee. It immediately becomes clear who is freer at a particular moment.
- Guest access. This is useful when dealing with contractors and clients. For example, it is possible to set up guest approval of tasks and projects from a customer.
Wrike →
Wrike - project management
Wrike Inc.
Price: Free
Download
Price: Free
Wrike
Wrike Inc.
Price: Free
Download
Price: Free
Monday
A popular system for sales and marketing departments, often used as a CRM and sales funnel building tool.
- Board and task templates. There are more than 200 of them, each tailored for a specific purpose.
- Guest access. It can be issued to contractors freelancers and customers.
- Infoboxes. It is convenient to store important files in cards, leave notes and keep everything you need close at hand.
- Automation. For any persistent processes, you can configure actions that will be performed on a regular basis. For example, sending emails instantly when the deadline comes or automatically transferring completed tasks to another column on the board.
- Sophisticated dashboards. They can be public or private, links to them can be shared with colleagues and guests. On one dashboard, it will be possible to collect and visualize data from several boards at once - from 5 to 50.
- Joint work with documents. They can be collectively amended or corrected using Workdocs. This special format also allows whiteboards and dashboards to be embedded in documents.
Monday →
monday.com: Collaboration Management
monday.com
Price: Free
Download
Price: Free
monday.com
monday.com Ltd.
Price: Free
Download
Price: Free
Jira
A very popular system that is usually used for working with code and as a bug tracker. Suitable for teams of 100 people or more.
- Modules for different teams. Of course, primarily for developers: Scrum, Kanban, Basic software development. But there are modules for sales and marketing departments: Process management, Project management, Task management.
- Jira Software Applications. More than 3,000 applications can be easily integrated into the system. With their help, Jira can be customized individually for the tasks of a particular team.
- Working with code in tasks. Thanks to integration with hosting Bitbucket source code programmers can write code and discuss it inside tasks.
- Confluence module. A convenient way to keep records. You can organize information, such as commonly used forms and registers, and control versions.
- Create tasks directly from the tech support chat. Because of this function, the system is often used as a bug tracker: problems are easy to fix and immediately start solving.
- 16 types of reports. Burn down charts (to see progress towards the sprint goal) and team speed, reports on sprints and user workload, a control schedule, and so on.
- Road maps. They allow you to draw up a detailed plan both within one team and for several at once.
Jira →
Jira Cloud by Atlassian
Atlassian
Price: Free
Download
Price: Free
Jira Cloud by Atlassian
Atlassian
Price: Free
Download
Price: Free
Pyrus
Task management system tailored for document management. Useful for accountants and consulting companies.
- Document flow routing. You can set a specific path for agreeing on the paper, getting to know it and sending it for signature. The route is automatically adjusted depending on the type of document, department, performer and other conditions.
- Ready-made forms for tasks and documents. For example, an invoice for payment or lease contract.
- Document card. It is attached to each paper and allows you to leave comments and discuss work issues.
- Chat bots. They perform routine tasks, for example, they automatically generate a payment order when a payment is agreed.
- Autocomplete document templates. Data on organizations and employees is automatically pulled up.
Pyrus →
Pyrus - business automation
Simply Good Software
Price: Free
Download
Price: Free
Pyrus Teamwork
Simply Good Software
Price: Free
Download
Price: Free
"Planfix"
Project management system with CRM and electronic document management. Suitable for accounting and sales departments.
- Contact processing. The system accumulates all external communications with clients: e-mails from mail, messages from instant messengers, orders from the site, comments from social networks.
- Guest access. Clients, contractors and freelancers are given limited rights and can work in the system.
- Diary. You can schedule working hours, create an hourly schedule, and sort tasks by priority.
- Automatic scripts. You can create them at the project or task level and immediately define conditions, such as times and events, under which they will be triggered.
- Bulk editing. Some parameters in projects and tasks can be changed in groups at once.
Planfix →
Planfix
Planfix Inc.
Price: Free
Download
Price: Free
PlanFix
Planfix Inc.
Price: Free
Download
Price: Free
GanttPro
The system is based on Gantt chart and the principle of data visualization. Suitable for IT companies, consulting and construction firms, marketing departments.
- Project resource management. Right on the Gantt chart, you can distribute them among different tasks and calculate the cost of completing a task.
- Project budget. The system automatically calculates costs based on payment units, resource type and duration of work on a task.
- Access by link. Any diagram can be shared by creating a public link to it.
- Export of charts. They are saved in different formats: PDF, PNG, XLSX, XML.
- Automatic scheduling. When adjusting tasks, the system will itself recalculate all indicators, as well as determine new terms of work.
- Ready-made templates. Moreover, both for individual projects and for blocks of tasks.
GanttPro →
GanttPRO
XB Software
Price: Free
Download
Price: Free
GanttPRO
XB Software Ltd.
Price: Free
Download
Price: Free
Yandex. Tracker "
An alternative to Jira for developers. Also suitable for HR and design offices.
- Task queues. Tasks can be grouped not by department or project, but collected in a queue. For example, if the marketing and sales departments are working together on a project, you can make a separate queue from their tasks with their own cycle - workflow.
- Ready-made solutions for different departments. There are sprints for development, for marketing - dashboards, charts and boards, for accounting - joint work with documents, and so on.
- Automation. Made quite original. So, there are triggers, or automatic actions with tasks that occur when a number of conditions are met. And also - auto actions that are performed at a given time, and macroswhich are launched by the user himself.
- Team assessment of tasks. Each participant sets his own mark, and then they are synchronized and displayed in one general. The function helps to better distribute the load.
- Burnout diagram of tasks. Allows you to understand the speed with which they are performed, and see how much remains to be done in one sprint. Useful to understand if the team will be able to finish the work on time.
- Document flow automation. For example, you can redirect all requests from mail or a form on the site to the system.
Yandex. Tracker "→
Yandex Tracker
Yandex Apps
Price: Free
Download
Price: Free
Yandex Tracker
Yandex LLC
Price: Free
Download
Price: Free
Worksection
Project management system for web studios, marketing and design agencies. Convenient for working with external contractors and clients.
- Data protection. Any project can be locked and hidden from the client, contractor or colleagues from another department. Well, or you can list by name which of the employees has access.
- Project reports. You can calculate the amount of money spent on each and compare which took more time and money.
- Comparison of plan and fact. Shows how much money was planned and spent in the end.
- Guest access. It is convenient to invite customers, contractors and freelancers to the system to work together on projects.
- Storage. File system with the binding of documents to tasks. There are security settings and backups.
- Contact base. Contains all information about employees and clients.
Worksection →
Worksection
Worksection ™
Price: Free
Download
Price: Free
Worksection
Valeriy Galyant
Price: Free
Download
Price: Free
ActiveCollab
Alternative to Jira. It is a task management system for the development department as well as creative teams.
- Time and money tracking. You can calculate the cost of each project and find out how many working hours were spent on it.
- Billing. They are created in the system and sent to clients directly from it. You can also set up automatic reminders for those who have not paid the invoice.
- Joint notes.Employees can edit the same document at the same time.
- Calendar. It is useful because it allows you to create different types of events, mark them with color, set up repetitive tasks and share with colleagues.
- Budget reports. Time and attendance functions help you create detailed spreadsheets.
ActiveCollab →
ActiveCollab: Work Management
A51 DOO
Price: Free
Download
Price: Free
ActiveCollab: Work Management
A51 DOO
Price: Free
Download
Price: Free
"Megaplan"
It is more of a CRM than a project management system, but it also has task accounting. Suitable for maintaining a customer base in the sales department.
- CRM. There are all the possibilities for managing the customer base, processing applications and receiving payments. You can build full-fledged sales funnels. It is easy to combine the work of the sales and marketing departments in one system.
- Work with documents. You can do anything from invoicing to reconciling payments.
- Hierarchy of tasks. You can create multi-level projects with subprojects, subtasks, milestones, and cases.
- Integration with WhatsApp. All correspondence is duplicated in the customer card in CRM. The manager can communicate with the customer or customer right in the system.
- Video conferencing. Protected with end-to-end encryption and perform as well as third-party applications.
- Automation of work with documents. When adding a payer, the details are automatically filled in. There are document templates and transaction scripts.
Megaplan →
CRM Megaplan: online business
Megaplan
Price: Free
Download
Price: Free
CRM Megaplan: online business
Megaplan
Price: Free
Download
Price: Free
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