Best Task Management Software For Team Efficiency in 2025

Staying organized and efficient in productivity and project management is key to success. This is where task management software becomes crucial for individuals and teams. Task management software offers a centralized platform to create, assign, track, and prioritize tasks, ensuring projects stay on schedule and objectives are met. From small businesses to large enterprises, the need for effective task management transcends industries and organizational sizes. In this blog post, we’ll delve into task management software, exploring its features, benefits, and pivotal role in enhancing productivity and collaboration. Whether you’re a freelancer juggling multiple projects or a project manager overseeing complex initiatives, understanding the capabilities of task management software is essential for achieving goals and driving success in today’s fast-paced work environment.

5 free task management software

More and more companies are looking for a free collaborative project management tool to avoid task management with Excel, which is too restrictive and time-consuming. The free solutions offered below make it possible to structure the work and its organization better.

General classification

Asana

Asana is an excellent compromise between a rigid, austere tool and a very graphical but limited solution. Online collaborative startups use this free task management tool to collaborate in an organized way: projects, tasks, and sub-tasks are intelligently nested and assignable. Everyone can also observe the calendar view to see the schedule’s progress regarding the remaining time.

3 strong points to know:

• functional task hierarchy,

• automatic notifications.

• Asana is now available from €9.25/month/user. You can use Asana for free with a basic account. You can also try the premium version of the solution for free for 30 days.

Redmine

Redmine is functional Open-Source project management software despite its austere and rigid original interface. This free solution allows complete task management: managers can create projects and sub-projects, administer and assign tickets, manage the progress of the product roadmap, and have a Gantt chart and a calendar. Redmine may be suitable for a company with development-savvy in-house resources to cushion installation, configuration, and backup costs.

3 strong points to know:

• an unlimited number of users,

• task categories are customizable,

• View options according to different criteria.

Also, read Time Tracking Software.

MeisterTask

Mindmeister, the popular mind mapping software, has launched its online project management tool. Interest: MindMeisterr users can exploit their mind mapping work by creating tasks in MeisterTask using simple drag and drop. Demonstration in the video below:

In the free version, you can only connect 2 applications, but the number of your projects and tasks is unlimited. Many public sector agents have adopted this tool for its ease of use.

3 strong points to know:

• integrations with known applications (Slack, Freshdesk, G Suite, etc.),

• unlimited members for a project,

• mobile versions of the application.

Todoist

The free version of Todoist appeals to students and individuals who want to organize an important event such as a wedding. This free to-do list software indeed offers attractive features: friends and family can exchange and build their projects by assigning labels and filters) their tasks within their various projects. You must upgrade to the paid version to exceed the maximum of 5 people per project and take advantage of all the professional features (notifications and reminders by email, etc.).

3 strong points to know:

• integrations with 60 apps (Dropbox, Alexa, Zapier, etc.),

• 80 projects in the free version,

• mobile version of the application.

Trello

Trello is great for organizations that need a simple task manager. This free collaborative work tool’s reputation is based on its ease of use. Your employees handle boards (cards) like Kanban models: task management is very visual. To exceed the 10 MB of authorized storage, switch to the paid version… or connect your Google Drive.

3 strong points to know:

• unlimited tables, lists, and cards,

• unlimited members,

• speed of adoption.

The limits of free project management tools

Managing tasks online with a free project management tool comes with a few risks. In use, both users and team managers may feel frustrated with the lack of features. Checklist of limits…

Are you sure you have all the features you need?

Free solutions limit the possibilities. This is quite normal for a software publisher who wishes to have his tool tested; it is much less so if you yourself have to develop a tailor-made feature to meet business needs. List your needs!

Does the tool communicate with the apps you already use?

If you already use an app like Google Drive or Dropbox to store your files, can you use it with your free task manager? Is the connection possible? Compatibility saves you time; conversely, repatriating all your data can reduce your productivity.

How is your data protected?

No security certificate? Run away! The free versions do not guarantee the security of your data, and some are quite vague on confidentiality… To obtain guarantees at all levels, companies are turning to paid software. An additional argument for choosing a complete solution is that the proliferation of free tools in a company multiplies the possibilities of infecting the entire computer park.

Who will help you in the event of a problem with the use?

If you have a lost file, a task not found, poor handling, difficulty understanding, or English instructions, ensure you benefit from technical and user support! You must be able to find help when needed and even meet one of your specific business expectations.

Few users and projects today, but tomorrow?

Companies like some startups or TPEs that start with a small team often use a simple task manager: as they grow, these companies must migrate to professional project management software, offering infinite possibilities, such as several projects and tasks—much larger users, evaluation indicators to optimize performance, etc.

Can the tool evolve as you grow?

We start by managing simple tasks; when the company grows, we manage projects. What will your long-term needs be? How do you plan? Is a simple free task manager enough, or will you need a solution combining collaborative work and project management functionalities within the same interface? Think before jumping on a free tool: migrating (when possible) all your work to a more robust paid solution will waste valuable time and money.

Have you considered the hidden costs?

Want a mobile version of the free app? She does not exist? You have to pay to develop it to measure! Review the features once again. Another example: Redmine, the Open Source tool, is free, but if you do not have the in-house skills to install it, configure it, and perform backups and updates, you will have to outsource all these services, which can end up being much more expensive than a subscription to ready-to-use professional software.

6 paid software to manage teamwork better

Most decision-makers use a project tracking tool to fill unmet expectations and broader needs when learning about online task management software. Details.

General comparison

Wimi

Wimi is a solution dedicated to large companies lacking flexibility. The great strength of this collaborative work platform is that it has been designed for use.

The tool thus combines a multitude of functionalities and offers many connections with other applications, all at a fairly impressive speed of handling.

For example, Wimi provides its own tools, such as the Wimi Drive (storage space) and its team communication channels (a system equivalent to Slack but incorporated), associated with a project but leaves the possibility for users to connect to the applications that they usually use, like G Suite (Google Apps), Aircall, Dropbox, Microsoft Office 365, One Drive, CRM Salesforce Sales Cloud, etc.

Sharing files, communicating in Visio conferences through screen sharing or chat, sharing your agenda, and reporting activities are all possibilities that complement your organization of teamwork and communication between employees.

Observation: Wimi places use at the heart of collaboration, simplifies processes, and increases productivity. It is to be tested urgently, free of charge, for 14 days.

Strong points to know:

• a workspace that centralizes project management and communication,

• the synergy between native and connected tools,

• centralization of user access rights.

Companies that use Wimi daily:

Total, SNCF, Publicis ETO (consulting agency), Sephora.

Wrike

Marketing and creative teams and project managers looking for a responsive and accessible solution also appreciate the tool’s customization and performance monitoring capabilities.

You organize your projects, folders, tasks, and sub-tasks easily with your own fields. You can also follow the progress of the work on a personalized dashboard in terms of deadlines and workload and allocate human resources.

Replicable templates also make scheduling recurring tasks (meetings, projects, or tasks with the same structure) easy.

Wrike offers a full range of functionality: a Gantt chart, dynamic activity feed updated in real time, synchronization of your emails with your calendar, and guaranteed connectivity with professional applications such as Salesforce Sales Cloud for CRM and Google Drive. It also integrates your email and is interoperable with Microsoft software, Zendesk, etc.

The best thing is to try it for free to see the extent of the possibilities.

Strong points to know:

• collaborative and synchronized document editing in real-time,

• the team reports in the form of graphs,

• management of user rights and access.

Companies that have chosen Wrike:

Airbnb, Hootsuite, Umpqua BANK, Hauts-de-France Regional Tourism Committee L’Oréal Canada.

Templo

Asana or Trello are no match for Tamplo’s differentiating asset: facilitating the management of its activity and gaining efficiency!

The link between the task management module and the meeting management module undeniably optimizes your productivity by moving from meeting to action:

• you manage your meetings and your tasks on a common agenda,

• at each meeting, you determine the agenda,

• you have the information, tasks,

• you prioritize actions by degree of importance (critical, priority, then important, less important),

• you assign tasks based on decisions and priorities,

• When you close the meeting, you detail and personalize your report by adding the necessary attachments, then publish this report by sharing it with the employees concerned.

In addition, the new version of the Tamplo task manager released in January 2018 brings the same flexibility to VSEs, SMEs, and large companies. By capitalizing on user feedback, the publisher has indeed revised the interface. The redesign is successful: the software offers ergonomics and features, allowing everyone to increase their performance tenfold.

Importantly, the Tamplo software also differs from Asana and Trello, where the visibility of the tasks is public for all collaborators. Using Tamplo, you can share your tasks only with the workgroup (called department) concerned with the specific project. Only employees assigned to the department then have access to the information.

Most classic task managers do not allow you to trace accesses and actions: Tamplo changes the game and allows you to keep the history at all levels, facilitating decision-making. The dashboard notably offers the manager the possibility of adopting different views according to customizable criteria.

Strong points to know:

• the connection between the task management module and the meeting management module,

• the 2.0 dashboard, which makes it easier to read the priorities, makes it a real decision-making tool,

• with a quality objective, the traceability of information and actions associated with indicators provide you with unwavering confidence in the face of your auditors,

• the management of user access rights offers tailor-made confidentiality per project.

Companies that use Tamplo daily:

Elivie (home health services), CSTM (design office), CNQAOS (school for dental assistants), CBL Pro (distance learning).

1-month free trial without user or feature limits: Unlike Asana and Trello, you can test Tamplo for free for one month without user or feature limits. Templo is one of the tools to test in priority in 2018! The publisher then offers three offers suitable for small businesses, SMEs, or large companies wishing to have an unlimited number of departments (groups) and projects.

Taskworld

The very welcoming interface would almost make you forget work and project management notions. If Taskworld immediately displays that “Teamwork becomes a pleasure,” the tool is intuitive, visual, and colorful to gain readability and visibility.

Collaborative tools facilitate interactions between collaborators by filling in the gaps left by Trello, such as automating repetitive tasks, interactive dashboards, project groups, a company chat, a “seen by” function, and capabilities, mostly advanced analytics.

Task management is visual and, therefore, intuitive on all levels. You can follow the progress of a project and monitor the time spent finding your workspace on the mobile application when you are on the move.

The professional alternative to Trello appeals to lovers of sleek user interfaces in terms of design.

Strong points to know:

• Kanban boards,

• integrated chat,

• advanced analytics.

Companies exploiting the potential of Taskworld:

Amazon, Samsung, Netflix, Accenture, Assemblée Nationale, and Mövenpick

Planzone

SMEs have a serious tool full of resources to streamline their project management. On the usage side, there is simplicity in using drag and drop (drag and drop).

Regarding functionality, Planzone centralizes the essentials for managing your tasks: planning, calendar, and time management.

Planzone stands out with its communication tools, which are enriched with a social network, spaces for knowledge exchange (Wikis), discussion spaces integrated into projects, a notification system, easy document sharing, and an update system concerning the interactions between tasks.

Managers track team activity on a dashboard, with an accessible view to manage a project portfolio.

Strong points to know:

• wikis offer feedback to be exploited,

• integrated collaborative platform,

• project management with enriched reports.

Companies that have adopted Planzone:

Club Moving, Aides, Mayenne Tourisme Cegis, Louvre Hotels, L’assurance Maladie, Generali

Gladys

Like Wimi, Gladys hosts all your data in France: this is a differentiating criterion for some companies that share a lot, both confidential data and high-potential innovations.

Project teams have more ideas: Gladys’ collaborative work tools allow them to collaborate in the creative phase to innovate.

They have spaces for collaborative monitoring and suggestion boxes to enrich the project. Another advantage is that you manage and transform your files within the same interface.

Traceability, analysis, and reporting functionalities allow agencies and consulting companies to work in multi-project mode while remaining agile.

Strong points to know:

• real-time project management,

• collecting ideas,

• shared watch.

Companies that trust Gladys:

EDF, Renault, Groupama, Charente Maritime Tourisme

Choose a solution that works for the whole company

Strongly advises you to consider the essential elements that direct you to the best solution:

• the size of your business,

• the number of users,

• the average number of projects during a period,

• the intended evolution/growth,

• your uses,

• the software’s ability to respond to them,

• interoperability with the applications you use,

• guarantees of security and confidentiality,

• the ease of handling the solution.

To complete your approach, you can also prioritize your expectations without forgetting to survey the people most affected by your choice: your employees!

Conclusion

In conclusion, task management software is indispensable in today’s dynamic work landscape. This software empowers individuals and teams to maximize productivity and achieve their goals efficiently by providing a centralized hub for organizing, prioritizing, and tracking tasks. From improving communication and collaboration to enhancing project transparency and accountability, the benefits of task management software are undeniable. As businesses continue to adapt to evolving work trends and remote collaboration becomes increasingly prevalent, investing in robust task management software is essential for staying competitive and ensuring project success. Embrace the power of task management software today to streamline your workflows, boost productivity, and drive success in your endeavors.

FAQs

What is task management software, and how does it work?

Task management software is a digital tool designed to help individuals and teams organize, track, and prioritize tasks and projects efficiently. It provides a centralized platform where users can create tasks, assign them to team members, set deadlines, track progress, and collaborate on project-related activities in real time.

What are the key features of task management software?

Task management software typically offers features such as task creation and assignment, task tracking, collaboration tools, task prioritization, calendar integration, workflow automation, and reporting and analytics capabilities. These features help streamline workflows, improve team coordination, and ensure tasks are completed on time and within budget.

How can task management software benefit my team or organization?

Task management software offers several benefits, including improved productivity and efficiency, better organization and prioritization of tasks, enhanced collaboration and communication among team members, streamlined project workflows, and increased visibility into project progress and performance. Overall, it helps teams work more effectively and achieve their goals more easily.

Is task management software suitable for teams of all sizes and industries?

Task management software is versatile and can be used by teams of all sizes and across various industries. Whether you’re a small startup, a large enterprise, or a nonprofit organization, task management software can help you streamline your workflows, manage projects more effectively, and collaborate with team members efficiently, regardless of your industry or sector.

How do I choose the right task management software for my team or organization?

When selecting task management software, consider factors such as your team’s size and needs, the complexity of your projects, integration capabilities with other tools or software you use, user-friendliness and ease of adoption, pricing and scalability, customer support and training options, and security features. Choosing a solution that aligns with your specific requirements and supports your team’s productivity and collaboration goals is essential.