As you look around, you’ll notice that task management software varies greatly. That’s why it’s a good idea to compare all your options and weigh the pros and cons of each. Here are several factors to consider as you look for the right solution for your unique needs.
Essential features
- Create task: This is a basic tool that any task management software should include. You need to be able to create and assign tasks. Ideally, you could also add photos, videos, documents and links to it
- Collaboration tools: Built-in collaboration tools are a necessity so everyone stays on the same page. Some of these tools may include commenting, instant messaging, and discussion boards
- Visualization: Many individuals and teams find it easier to visualize tasks, making visualization tools essential. Kanban boards and Gantt charts are two examples of commonly used visualization features
- Report: Creating reports can be tedious and time-consuming. That’s why software with reporting features can be very useful. Some software allows you to create your own reports by inserting and copying various data, while other types of software provide templates and automated reporting
- Notifications: Notifications, also called alerts, can keep everyone informed. They can remind all stakeholders of upcoming tasks and responsibilities
- Time registration: Depending on the nature of your work, it may be important to track how much time you spend on certain tasks. Time tracking is especially useful if you have several clients or if you have an agency business model
- Integrations: Chances are you rely on other types of software for smooth operation. Ideally, the task management tool you choose will integrate with it and allow for a streamlined workflow.
Views
Task management software should have several views that you can use to keep track of your tasks. Different views will support different project needs and methodologies. Some examples of common views include timeline views, table views, calendar views, card views, Kanban board views, and Gantt chart views.
For example, if you use the Agile project management methodology, Kanban board views are probably the most important because they allow you to understand the relationships between them. On the other hand, if you tend to work with numbers or update a lot of information as you complete tasks, table views are the best choice.
Easy to use
Ultimately, the goal of task management software is to help you and your team complete tasks efficiently. If you find a great tool, but it is only designed for developers or other technical users, it can become useless. It’s critical to ensure that the software you choose is easy to use for everyone on your team. If it requires a steep learning curve, team members may become discouraged and avoid using it. Fortunately, many solutions come with free trials, so you can see how easy a software is to use before you commit to it.
Customer service
Task management software is a long-term investment, even if you choose a free version. At some point you will undoubtedly have questions or concerns about the tool you choose. For this reason, excellent customer support is crucial. Read reviews from current and former customers to get a better idea of how the software handles user questions and complaints.
Also find out how to contact the company if necessary. Depending on the software, you may be able to contact them via email, phone, or live chat. Some solutions also have tutorials, robust FAQ pages, and self-service resource libraries to help you.