17 Must-Have Task Management Tools [2025 Edition]

Staying organized and focused in today’s busy world should be your top priority. Whether performing personal tasks or working on collaborative projects, you need task management tools to elevate your workflow and achieve better results. The proper task management tool is your secret for keeping everything in check, hitting deadlines, and improving team collaboration.

In this article, we’ve rounded up and reviewed the 17 must-have task management tools you need to know about in 2025. Whether for your personal to-do list or a big team project, these tools are here to help you get things done more efficiently.

What are task management tools?

By definition, task management tools are used by individuals or teams to complete projects by organizing tasks automatically and allocating time effectively.

Before, these tools only came in spreadsheet forms, but now they are software and applications that can be easily downloaded into work systems. They are more efficient, especially when integrating different apps and AI. At every level, task management tools:

• Help you organize tasks based on urgency
• Show you better time allocation
• Has different view options for easy task visualizations
• Encourage team collaboration
• Simply your entire workflow

There are plenty of management tool options in the market, but the best ones are loaded with functionalities that suit your goals and a great deal for your buck. Most are also built with great designs and a simple, intuitive interface, allowing all users to access all features easily. The ROI for these tools is incomparable, mainly when they help you simplify your workflow yet give you 2x the results!

Featured task management tools for teams 

Here are the Top 4 of the 17 task management tools we reviewed for 2025. We’ve tested each of them and discovered unique features most people seek. And one thing we guarantee you: these four task management tools can exponentially improve your work process.

Bordio is a task management tool for results-driven teams. Its primary purpose is to help teams streamline tasks and maximize productivity, so it has many team collaboration features. The data input in the workspace is shareable with all team members, creating accountability and transparency. One notable feature of Bordio is its real-time chat functionality within tasks, allowing members to communicate better and discuss matters more effectively.

Not only that, but everything is customizable in Bordio. From the board views to time allocation and subtasks, teams have plenty of options to make the perfect task management board. It may sound uneasy, but Bordio has simplified its platform so that workspaces can be fully customizable with just a few clicks. Unlike other task management software that requires a steep learning curve, Bordio can be used immediately as you implement it into your work system.

Schedule tasks in the calendar

Plotting tasks and events in Bordio’s calendar is surprisingly easy. Click on any space of the calendar date and choose between the event and task icons. As you choose one, a card asks you for additional details, such as description, deadline, labels or status, and people you assign tasks to. These are default customizable templates for your tasks and events, but you can add more as you entirely open a specific task or event card.

Kanban board 

Imagine opening your workspace to cluttered task cards and events. It’s chaos! Fortunately, with its easy view, Bordio’s Kanban board eliminates the feeling of being drowned in unorganized tasks. Teams can use the calendar or create a custom Kanban board with specific column labels representing each task stage. If teams prefer color labels, they can also use them on Bordio’s Kanban board. With this, teams can easily set tasks on specific days and create a short and actional plan. As the task progresses, its task card can be moved to the next stage. Using Kanban boards is one of the ways you can track tasks in Bordio.

Estimated duration of a task

We all know that overworking can lead to burnout, which often happens when teams are expected to deliver outputs in an unrealistic time frame. It’s one thing Bordio eliminates. Using its function to estimate task duration, teams can achieve a less stressful work environment and create a more realistic work task tracker. When you create a task in Bordio, you can initially specify how long it takes to complete. This set of hours can be shown in the upper right of the task card for easy access. However, if it shows that the estimated time isn’t enough after doing the task, the team can quickly increase the working hours and allocate time better for other tasks.

Subtasks

Perfect for more significant tasks, Bordio’s subtasks can make a complicated task more achievable. Dividing tasks into smaller chunks creates a sense of productivity for the whole team — it’s like getting small wins every day until task completion. It’s the team leader’s task to plan and assign tasks to members, but Bordio ensures that creating subtasks is uncomplicated. There’s a subtask option placed in the upper area of all Bordio’s task cards, and it only takes a click for subtasks to be created. They come out as task checklists that can be checked as they are completed.

Bottomline

Bordio offers the best formula to elevate workflow: the best features + a simple, easy-to-use interface. The perfect task management tools should never complicate your workflow, not even with their features. Bordio stands out from the other tools on this list because it has advanced features but remains simple and easy to use. If you need the best task management software to help you manage tasks and handle multiple projects simultaneously, we highly recommend getting Bordio as your main task management app. It’s got everything you need to get work done.

Hive is a project management software or tool that integrates all tasks, projects, and work-related events into one platform. Individuals and teams from different industries use it, such as design, marketing, and education. Its features can be suitable for users who tend to make frequent updates on their projects without having to notify other members of the changes made. Who likes to be spammed with unnecessary notifications, right? With Hive, you do not have to worry about changing the details of your task back and forth because you know you won’t be bugging other people.

Users might also like the fact that Hive offers six different views (most notably, the Gantt charts for project timelines) depending on the type of task they are working on. It also has an AI-powered writing assistant to help create to-do lists and set recurring tasks.

Key features:

1. Teams have options for automatic or manual time management tools.
2. Files and documents can be stored in its built-in drive.
3. Project updates and alerts can be turned on to monitor goal completion.
4. Create, customize, and reuse project templates, ideal for similar project types.
5. Access analytics dashboards to view project status, team progress, and completed tasks.

Bottomline:

Hive has basic task management capabilities that most teams never thought they might need. It is a good management tool for project planning and managing tasks. It is suited to users who want to streamline workflows that cater to their needs without disrupting the team’s seamless communication.

NiftyPM is similar to Hive because it unifies project elements and simplifies interactions across multiple projects. It adopts an omnichannel system that aims to provide a seamless user experience. In retail, it’s making a buyer check out as quickly as possible. When put into task management, NiftyPM integrates tasks, documents, chats, and goals into a single platform for project teams.

If the main goal is to track progress and simplify the billing process, NiftyPM is also a management tool. Project managers can access a detailed breakdown of logged hours by individual tasks or projects. Reports can be quickly generated and exported, making it easy to review progress or share updates with stakeholders.

Key features:

1. Its All Tasks tab is a quick way to get a detailed view of the entire project.
2. It builds seamless communication within the app’s discussion and project planning board.
3. Milestones are used to monitor all related tasks and activities.
4. There’s a transparent tool to track employee productivity.
5. Nifty supports lightweight documents and Google Docs for integrated work.

Bottomline:

Nifty focuses on milestones and goals for project management. It may sound more results-centered than team-based to some, but it may be a good option for others. Some members prefer to maintain high morale during demanding project phases, and Nifty helps eliminate procrastination within teams.

Teamwork is another task management software to try in 2025. It suits agencies or self-employed freelancers working on multiple projects. Teamwork’s advanced features cater to client-based business processes, helping them maximize their time and maintain profits. It has a free plan option with basic functionalities for individuals or small teams, but its paid version might be better for bigger teams.

The number of other apps integrated into Teamwork is just enough that you may not experience drastic changes when using it. Apps include Google and Slack, which are common apps many teams use when handling projects.

Key features:

1. It has customizable templates for different types of projects.
2. Time tracking is accurate for client billing.
3. Gantt charts can be used to track progress.
4. All members can upload and access files within the platform.
5. Comprehensive analytic reports for data-driven decisions for the whole team.

Bottomline:

Teamwork is created for business processes with a more significant number of projects. Its robust features are made to complete tasks that generate profit. This task management software can simultaneously be used for complex projects and team management, making it another comprehensive tool in 2025.

More task management tools to choose from

5. MeisterTask is designed to help users accomplish tasks, emphasizing task completion and prompt tracking. With it, teams can utilize Kanban-style boards to visualize all tasks, preventing missed deadlines and maintaining project order.
6. Monday offers features beneficial to project teams through Monday Projects and a CRM system for developers. It has basic features like task creation and assignment, resource and cost tracking, and time tracking.
7. Asana is one of the first task management software programs on the market and offers a simple system for managing tasks. As technology improves, it also incorporates AI as its project management solution.
8. SmartTask allows smooth task assignment and time tracking for all project sizes. It suits teams looking to improve organization, communication, and efficiency in their project management processes.
9. ClickUp’s project management software uses whiteboards and automation. When set correctly, any work process becomes more manageable and creates real-time collaboration.
10. ProofHub has features like subtasks, milestones, and multiple project views to help teams improve their project management.
11. Trello is a visual project management software that uses Kanban boards and task cards to monitor and manage tasks with multiple projects.
12. Wrike includes automation tools to lessen the time spent on repeated tasks. With it, a team project planner is always up to date, and members can prioritize tasks more effectively.
13. Basecamp improves employee productivity by providing features that help members be more proactive. It centralizes tasks, discussions, files, and schedules in one place.
14. Jira used by bigger teams with more complicated projects, is a task management tool for software engineers, app developers, and professionals in the same field.
15. Notion combines note-taking, task management, and database capabilities. It’s a free task management board that individuals and teams can use as a project management tool.
16. Workast features Slack as its primary app integration. It’s a task management tool for creating tasks, building team collaboration, and tracking time.
17. Airtable is known for its flexibility and user-friendly database. It allows users to organize, collaborate, and manage data with customizable views, including grids, calendars, and Kanban boards.

What makes a great task management tool?

Generally, a task management tool helps you organize tasks, prioritize events, and see the bigger picture of your entire project, making it as efficient as possible with minimal effort. However, it would help if you looked for the ones with all these key components.

#1 Task creation and delegation

Task creation and delegation are where task management tools started. They are the cornerstone of this productivity innovation. Traditionally, assigning tasks can sometimes get complex, especially with more significant projects, so great task management software should allow a quick way of creating tasks. For example, you can easily create a task or event in Bordio using one of the two options available throughout its calendar. It is also equally crucial that created tasks can be delegated easily to people within the team to ensure everyone knows their tasks and improve the quality of outputs.

#2 Scheduling and deadlines

Can’t keep up with your team’s projects? It’s time you got a task management tool with comprehensive calendar features. Scheduling tasks within the calendar is the most effective way to map your project timeline. Kanban boards are most beneficial because you can easily plot tasks and events across the calendar, but you can also use other views like Gantt Charts to glance at your schedules. Of course, a good task management tool also allows you to set up a due date for each task to ensure timely completion.

#3 Communication and collaboration

Since the pandemic, more people have used project management apps to manage their projects and teams. Thanks to today’s task management tools, building great team communication, even in remote setups, is still achievable. One good example is Microsoft Teams. Microsoft Teams focuses on real-time collaboration and has made seamless communication more effective than before. Other tools like Bordio also have real-time chat features, so you do not have to use external apps to reach out to your members.

#4 Reporting and analytics

The first three task management features we mentioned are all important, but a task management tool might still be lacking without the analytics functionalities. Analytics and reporting are indispensable in measuring progress and identifying areas of improvement. Teams must see how a task is completed, how the team worked on it, and the entire project’s status. These insights help managers make data-driven decisions, allocate time better, and quickly identify possible project bottlenecks.

#5 Integration capabilities

Integration capabilities are a deal-breaker for most task management tools in the market. They enhance the overall functionality of project management apps and simplify workflow at a different level. Look for one with email, calendar, CRM systems, and file-sharing-storing integrations because these are primarily used in project management. These integrations eliminate the need to input data and track progress manually.

What are the different types of task management tools?

There are many task management tool types, but here are three that you should know before getting one for yourself and your team.

1. Traditional — It’s the one you used to have: whiteboards, sticky notes, or paper. It doesn’t provide virtualization but can work with teams handling small projects requiring minimal updates. This task management tool can be helpful if a team has a consistent number of tasks and a standardized process.
2. Digital — This type of task management tool leverages computers and devices. It’s not limited by space, so teams can customize it or add information as needed. Some examples are basic spreadsheets and task management applications that can be accessed with devices and have time tracking and analytics functionalities.
3. Online — Online task management tools are the depth of digital management tools. With the help of the Internet, they are limitless. Anyone can access them anywhere, whenever they need them. These tools are perfect for more complex tasks and projects as they operate on the Cloud. This allows users to store and share files and enables real-time collaboration.

Is the task management tool for personal or team use?

Anyone can benefit from using the right task management software. However, this technology doesn’t follow a one-size-fits-all policy. Task management software can be used in many ways depending on who’s using it.

Personal use

For individuals, task management software helps improve their productivity and efficiency. It includes simple tasks such as organizing personal tasks, setting self-reminders, or tracking habits or projects. Also, individuals can:

• Create daily to-do lists for different areas of life
• Set deadlines to avoid missing important dates
• Visual plans using calendars
• Keep all related documents and files in one storage

Personal task management tools often prioritize simplicity and ease of use, allowing users to manage tasks without unnecessary complexity.

Team use

On the other hand, teams use task management software to facilitate collaboration and more effective workflow. It’s for teams with a more significant number of users that work together on a specific project. That’s why task management software for teams includes:

• Task allocation and assignment features
• Real-time chat, file-sharing, and comments for a streamlined communication
• Tracking features to monitor time and progress, generate reports
• Resource management functionalities to maintain workload balance

As you notice, team-oriented tools often have robust features to simultaneously accommodate multiple users and projects.

Do you really need a task management tool?

We’ll let you decide. Task management tools suit those who want to boost their productivity and manage projects better than anyone else. So, do you need them?

Yes, if you want to get 2x results!

No need for extra effort to double your productivity. That’s what task management tools can do for you. All your tasks and events are centralized so you can say goodbye to a cluttered workspace physically or digitally. Remember looking for that one email lost in countless email threads? That’s not going to happen with a task management tool. Everything stays organized, making it faster and more efficient to complete tasks.

Sure, if you’re pro-collaboration!

Looking for the dream team? Teams win all the time when there’s collaboration. Collaboration can be created, especially with the help of task management. With it, you get a shared space where team members can communicate, work together, and share real-time inputs. The best part is no more waiting for email replies or being stuck with a not-so-updated task. Everyone gets on the same page; there is no more miscommunication, and viola — dream team!

100% if you want to master project management

We know you know the how-tos of managing projects, but with the help of a task management tool, you will be more than that! Mastering project management is possible when you can oversee everything going on with your project. There are functionalities to track progress and due dates, monitor members, and identify bottlenecks in most task management tools. When you implement them right, it feels like you have the superpower to manage any project.

No doubt, especially if you’re work-smart!

Working hard is out. Working smart is in. A task management tool is an excellent help in allocating resources and managing tasks. With it, managers can assign tasks according to team members’ skills and availability, offering a balanced workload. Gone are the days when more tasks meant more results because we know it’s not the case. When members are overworked, they produce less and miss due dates. Fortunately, task management tools can help us work smarter and not harder. It’s a must-have!

So, what task management tool do you get?

Of course, you said yes to all the benefits of using task management tools. (because why not?) Now, it’s time we help you decide on what task management tool to get. Here’s a checklist you can use to guide you in picking the best task management software for you and your team.

• Team size and structure — How big is your team? A tool may work for large teams but not for a more minor team. Check the number of members you have and their roles, and ensure they are catered to in your task management software.
• Specific workflow needs — Look for project management software with the same system or workflow style as your team. Do you need different project timeline views or specific messaging integration? A good task management software should be able to adapt to what you already have to decrease a steep learning curve.
• Must-have features vs. nice-to-have features — First, you can list the features you need in your management tool. It may include easy task assignments, an accurate time-tracking system, or real-time collaboration features. When you have this list, it’ll be easier to compare different project management software, and you will be more likely to get the best one. Remember, there’s no perfect tool; there’s just the best one that suits you.
• Customizability and scalability — Be proactive when picking your task management software. Consider how customizable and flexible it is for future expansion of your current business processes. It’s a great deal for your time and money if you scale with the same tool instead of getting a new one as the business grows.
• Pricing models — Can you choose free versions? Or are you planning to use it for a long time? Depending on your plans, you can choose from plenty of options when picking the right task management software. Remember that the features you need may not always be available in the free versions.
• Cost-benefit analysis — Finally, weigh each tool’s advantages against its cost. Your team may be tempted to get a cheaper task management app, but it’s a waste of money and time if it doesn’t provide the solutions you need. Also, consider the time it takes to implement and learn the software. Read product reviews and case studies or ask for trial periods to experience the entire system fully. A higher upfront cost might be justified if the tool answers your project management issues.

Ready to try task management tools with your team? Not quite yet!

Most companies have wasted a lot of money by paying one time for task management software without even testing it. It’s a big mistake, but you can avoid it by following this 3-step Pre-Task Management Software Implementation Process to target all the necessary goals.

Step 1: Pilot testing with a small team

Conduct pilot testing with a small team before rolling out the task management software of choice. During this phase, members will provide you with varying user perspectives and an understanding of how the tool may perform for different user types.

Goal: Determine the features that suit your team’s workflow, the software interface’s user-friendliness, and possible technical and user issues

Step 2: Gathering feedback from team members

After the pilot testing, getting feedback from the participating members is crucial. Feedback can be gathered through surveys, interviews, or group discussions. We also suggest asking open-ended questions to get detailed information from the users.

Goal: Gain personal insights into how easy or complicated the tool is, check for any lacking features, and measure the overall satisfaction of the whole team.

Step 3: Adjusting based on feedback

The last step is to use the feedback collected. Based on real-user reviews, make necessary adjustments. Customize workflows for a smoother experience to ensure a high adaptation rate and long-term success.

Goal: Finalize system customization, plan and create training modules, or re-evaluate options if needed.

It’s time! Implement any task management tools with your team

Now, you’re ready! The guide we provide you above gives you the edge to fully experience the benefits of the right task management software for your team. From here on, we’re sure you’ll have a smoother process in implementing the chosen tool.

1. Effective Onboarding

It’s similar to the pre-implementation step, but the process is more detailed and guided.

Training sessions and resources

Put the training modules you created as the result of the pilot testing to use. These modules should guide your whole team every step of the way, giving them a smooth experience. The training you provide should cover the basics of the tool, plus its advanced features to boost that productivity. Here are things to keep in mind:

• Provide well-prepared materials such as videos, user manuals, and FAQs for references
• Hands-on experience is always best
• Make sure to have a support system for future inquiries or issues

Encouraging team buy-in

Make everything clear from the beginning. Highlight the new tool’s many benefits to your members and how it can simplify their workflow. Most importantly, create an encouraging environment for them to share their insights about the new system they’re using.

2. Maintaining Consistency and Accountability

Regular check-ins and progress updates

Give your team enough time to integrate fully with the system. Practice consistency in implementing the tool with your team. If needed, schedule regular check-ins to:

• Ensure the tool is being used for its intended purpose
• Resolve any issues quickly
• Praise positive results for using the tool effectively

Using analytics for performance improvement

A task management tool with a built-in analytics system can be used as an employee productivity tracker to monitor and improve team collaboration and performance. Here are some ways you can use them:

• Pinpoint areas that are causing delays to your work process
• Measure individual or team productivity and spot areas for improvements
• Create a data-based plan for future goals

3. Adapting and Evolving Your Process

Regularly reviewing and updating processes

Managers’ projections of their project management tools should go beyond the initial phases of this implementation. Regular review and update of the process with the software can ensure its long-term success. Given enough duration, you can:

• Conduct a quarterly review of the tool
• Update workflow depending on the review results
• Implement the changes made as smooth and guided as possible

Staying open to new features and tools

The project management software and productivity industry will continue to evolve with more features and solutions than we can imagine. So, even if you have the best task management software right now, be open to developments, as they may benefit your whole team.

Don’t fall into these unhealthy task management tools practices!

All task management software can get the weight off your shoulders. They can all make your work a lot easier. However, you lose all the good stuff if you do not practice handling projects and teams correctly. Avoid these bad practices and create a better process with your team.

Setting unrealistic deadlines: Do not set due dates that are too tight or too vague. Unrealistic deadlines are proven to result in burnout and stress, decreasing the quality of work. Consider resources, time, and people when setting a deadline for any task you create.

Inconsistent task check-ins: How can you track progress if you don’t consistently monitor it? Infrequent check-ins can lead to delays and project incompletion. Instead, there should be a fixed schedule for progress updates. Do a daily or weekly meeting with your team and use your project management tool’s features to track real-time progress.

Not encouraging open communication and feedback: Utilize the functionality of open chat and messaging among your members. Stick to it and avoid switching to other apps to avoid confusion. The goal is to make team members comfortable sharing their insights and feedback regarding tasks, co-workers, and management.

Uneven task distribution: Task management tools are created to simplify task distribution. However, if poorly thought out, members will feel overworked or underutilized. This can also cause frustration and lower the whole team’s morale. It’s avoidable with task management tools because most have multiple tools built in to ensure fairness and transparency among members and give more accessible access to members’ availability and capability.

By avoiding these unhealthy task management practices, you can fully experience the benefit of your chosen task management software. Remember to be more logical and considerate when creating and assigning team tasks. Most of the time, it’s not just about the tools you use but your way of managing people and projects.

Here’s the biggest takeaway when using a task management tool

The right tool can transform how you work. Centralizing tasks, fostering team communication, and utilizing the analytics functionalities of management software keep your team organized, focused, and productive. Remember that not all project management software can solve issues and not cater to all your needs. Find the one that best suits your work process and can generate great results. Follow the steps to implement it right until you feel like doing so and decide to stay with it for the long run. To fully experience the benefits of project management software, pair it with the best practices and avoid actions that can hinder the growth of your team and business processes.