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ProductivityTask Management

What is the best task management software for small teams?

61

Options
Considered

334

User
Recs.

Jan 31, 2023

Last
Updated

42 Options Considered

Best task management software for small teams	Price	Platforms	Collaborative
66 Trello	-	Android / iOS / Windows / Web	Yes
54 Asana	-	Web, iOS, Android	yes
-- Kanban Tool	$5	Web/Android/IOS/On-Premise	Yes
-- Zenkit	Get it here	Web, Windows, macOS, Linux, Android, iPhone	Yes
-- MeisterTask	-	Windows, macOS, iOS, Android	Yes

Trello

Top Pro

Cross-platform and cross-sync

Trello works on all modern devices through the web application and has native apps for iOS, Android and Windows 8/10 devices. See More

Top Con

Can't get one view of cards across all boards

However, you can view all cards assigned to you. See More

sh.herman's Experience

Nice kanban-based tool for visual thinkers. See More

Specs

Platforms:Android / iOS / Windows / Web

Collaborative:Yes

Top Pro

Simple and easy to use interface

There are two primary columns: the board is shown on the left and all the other controls on the right. The main means of interaction is dragging and dropping to-do cards into the various lists. The board structure is very customizable, and includes a variety of features that help along the way: color-coding, due dates, card images, checklists with a graphics bar that allows following progress easily, and card aging for cards that haven’t been touched in a long time. See More

Top Con

Lack a list view to dumb ideas

TrustworthyAura's Experience

Such an old piece of appware See More

Top Pro

Highly flexible workflow

Trello calls items used in the workflow “cards.” Cards are double-sided and can contain subtasks as well as notes and other details. Card columns can be used to simulate a workflow by moving cards from left to right as they are completed, or as a way of indicating task priority. The workflow is highly flexible as the columns are completely customizable to suit the task flow. For example, tasks can be put through a workflow "idea > approved > in-progress > pending review > released" or simply "ideas > released" depending on the granularity level needed. This makes Trello a great solution to feature management as it's possible to set up boards to handle everything from agile sprints to a more generic to-do list, all with status management. See More

Top Con

Boards can't be deleted

There's no way of deleting a board, it's only possible to close it. See More

prestonpug's Experience

I used Trello for quite some time now. I really love the boards. personally I use Trello for personal use. But recently I started working on a marketing project at my company, and it comes a problem. Trello doesn't have a place for me and my team to dump ideas and organize them in a hierarchal way. Then my coworker found Quire (https://quire.io/). Quire has both a task list view and a board view for projects, which are great for dumping ideas and then tracking the progress. They even had a blog about this. https://quire.io/blog/p/To-Do-List-and-Kanban-What-Project-Management-Did-Wrong.html which was very helpful! See More

Top Pro

Free for unlimited users

Trello offers a very generous free version that has no ads, no restrictions on the number of users, and very little restriction on how the program can be used. The paid features are generally cosmetic, such as the ability to change the background, add stickers, etc. See More

Top Con

Subtasks lack features

Every task can have a list of subtasks which more closely resembles a standard to-do list. These lack the functions that cards offer you. You cannot comment on a sub-list, give the sub-tasks due dates, or provide additional information. You are limited to only checking them off once completed. See More

BrilliantNut's Experience

Cloud based solution which is unacceptable in my profile, doesn;t work standalone in company LAN See More

Top Pro

Easy-to-use

Top Con

Slow and requires a lot of mouse work to navigate

Witty Space's Experience

Very easy to use. You can add everything everywhere you are, simple and easy to use with different device. See More

Top Pro

Good performance

Top Con

Managing large projects may be difficult

Trello works best with medium to small projects and with very high-level overviews. It is less effective for projects that require very granular management due to the fact that it becomes considerably more difficult to keep track of various cards and priorities as they are pushed off the screen. See More

Top Pro

Great native app for Android and iOS

Top Con

Can't create dependencies between cards

Top Pro

Sub-tasks

Each card can have one or even multiple task lists. See More

Top Con

No desktop client

There is no Windows or Mac client now but you can still access all of the features through your web browser. Change for the sake of change is not always good change. With this one decision by Trello, they have put themselves out of the arena as a viable solution for my company. See More

Top Pro

Works well for visual thinkers

The UI is based around Kanban, so you can see all your tasks and their status clearly. See More

Top Con

Not really a to do list

Trello is much more a workflow and project management program than a typical to-do app, which makes it overwhelmingly robust for those looking to jot down their shopping list. See More

Top Pro

Smooth media integration

Top Con

No quick deadline assignment

You have to open a Calendar every time to set a date without any quick options like today, tomorrow etc. See More

Top Pro

Functionality can be extended via plug-ins

Voting, view, and calendar plug-ins further increase the functionality. See More

Top Con

No multi-board aggregation

If you have multiple boards with tasks on them there is no way to get all the tasks on one board in a way that changes on one board will update the other. See More

Top Pro

Attach files to cards

Keep all of your files (images, documents, etc.) organized on their relevant cards. See More

Top Con

Light on features

Trello is focused on simplicity and as such forgoes certain common features that may or may not be important to you. See More

Top Pro

Markdown support with well-rendered images

Trello supports Markdown, meaning that HTML input is represented appropriately. Cards with attachments are also rendered well. For example, images are shown correctly on the card, bug links are detected etc. See More

Top Con

Now owned by JIRO

No longer an independent company. Will probably end up with bloat or unsupported. See More

Top Pro

Great real-time team collaboration features

Trello has permissions at the board level as well as the ability to assign multiple people to each card. There are a lot of sharing options available and boards can be made visible for the public. It's also possible to subscribe to a card to be notified of its progress. The simplicity of the UI makes collaboration easy because it’s very simple to see the progress of each card and who is responsible for it. It also updates constantly to reflect real-time changes in progress. The simplicity of the UI makes collaboration easy as it’s very simple to see the progress of each card and who is responsible for it. It also reflect changes on boards in real-time. See More

Top Pro

Great prioritization, Due date and Story point features

Can set different priorities to various tasks, set appropriate due dates and Story points - timing allotted to each task. See More

Top Pro

Lots of API integrations

Top Pro

Excellent for groups using agile software development

The responsiveness and layers of customization make it easy for team members of various disciplines to collaborate on the same task board. See More

Top Pro

Features to add voting on cards

Trello offers support for features to add voting on cards, often referred to as 'power-ups'. See More

Top Pro

Action history log allows you to rapidly follow changes

There is a global history system which allows to rapidly follow changes. There is also a notification system if another user updates the board while you're watching it. See More

Asana

Top Pro

Powerful team collaboration features

Asana has fantastic mechanisms for dealing with team collaboration. Not only can tasks be assigned to team members, but Asana lets users follow tasks and use hyperlinks to refer to team members within a task. See More

Top Con

Mobile version lacks calendar

Asana's calendar is present in the web version but is conspicuously missing in the mobile app. See More

prestonpug's Experience

I used Asana for quite some time now. I really love it. But to be honest I only use Asana for my personal tasks. Recently I started working on a marketing project at my company, and it comes a problem. Asana only allows you to choose either a list view or a board view when creating a project. This is really practical for me, because I need a list for brainstorming and a board to plan out the whole progress. Then my coworker found Quire (https://quire.io/). Quire has both a task list view and a board view for projects, which are great for dumping ideas and then tracking the progress at the same time. They even had a blog about this. https://quire.io/blog/p/To-Do-List-and-Kanban-What-Project-Management-Did-Wrong.html which was very helpful! I also found a post about migrating from Asana to Quire. I am literally considering moving some personal projects from Asana to Quire. https://quire.io/free-asana-alternative-migration See More

Specs

Platforms:Web, iOS, Android

Collaborative:yes

Top Pro

Free for up to 15 users

Top Con

Unable to manage multiple workspaces

Each "workspace" or "team" in Asana is strictly isolated. You cannot see your personal tasks versus work tasks or collaborations together, you need to log in to a different profile. See More

Top Pro

Simple workflow

The Asana task workflow within a project is broken down into "Today," "Upcoming," and "Later." The tasks themselves have the status of either done or not done. There is also a subtask feature to group tasks together. Tasks can be assigned to other team members and are stored in the "Inbox" view for processing. This replaces email for some team communication. See More

Top Con

No task dependencies in free version

Dependencies is only available only to Teams and Organizations on Asana Premium. See More

Top Pro

CSV export and print

Top Con

Can not use list view and board view for a same project

Asana can only choose one, either a list view or a board view. See More

Top Pro

Very polished interface

Teams can have private (only visible to project members) and public (visible to anyone in the team) projects. Each member can also have their own personal projects. Tasks can be viewed in list and calendar views. It's possible to display only the tasks assigned to the user or tasks organized by project or team. Single tasks can exist in multiple projects. Lists of tasks can be divided into sections and organized in many different ways – tasks that still have to be done, tasks that have been completed, by due date, by assignee, by popularity, etc. Expanding a task will allow adding things like subtasks, tags, and attachments, as well as comments. Users can also subscribe to a task via RSS from this view. There's a separate view specifically for attachments. Search lets you find what you’re looking for quickly. See More

Top Con

Strange UX with strange workflow

Similar to task the manager in Todoist or Wunderlist, but not too complex for under four members. See More

Top Pro

Tagging system allows easily filtering tasks

The tagging system enables project managers to easily filter tasks. See More

Top Con

UX Design is overly opinionated

The workflow is not very customizable, which forces you to use a flow that may not be your preferred or best option. See More

Top Pro

Provides lots of help for getting started

There are many videos, tutorials, and reference documents to help you get up and running. See More

Top Pro

Supports Kanban and list views

Asana provides a list view and a Kanban view which can be selected if a new project is created. See More

Top Pro

Well thought out keyboard shortcuts

Keyboard shortcuts all involve the Tab key, so it is unlikely that they will interfere with shortcuts that have already been established. See More

Top Pro

Integrates with Slack

It's possible to have tasks appear in a Slack channel. See More

Kanban Tool

Top Pro

Time tracking

Great and seamless time tracking with best time tracking reports. See More

Top Con

Search could be better

Search is not reliable. See More

Alicia Smith's Experience

It's easy to use and makes the work of my team so much more efficient. The best collaboration software I've used so far! See More

Specs

Platforms:Web/Android/IOS/On-Premise

Collaborative:Yes

Top Pro

Simple customization

Kanban Tool provides a collection of power-ups that allow you to customize it to meet your needs. Especially, "Developer tools" are worth mentioning. With this power-up you can add custom scripts and stylesheets to your board. See More

Jesse Romeijn's Experience

No-nonsense sevice, does what it says on the tin. See More

Top Pro

Intuitive

You will probably figure out how it works in a couple of minutes. See More

FunResheph's Experience

User-friendly interface and well-designed. See More

Top Pro

On-site version available

Emma Ochmańska's Experience

Kanban Tool helps me and my coworkers to organise our work in a very easy way. We share one board on which in just 3 columns we see all tasks assigned. We can control what tasks are in progress, what tasks have already been finished and how much time we spend on our tasks. We don't duplicate our work. See More

Top Pro

Swimlanes and customization

You can very easily adjust the board layout to suit your needs and even add swimlanes to have all projects on the same Kanban board. See More

Top Pro

Scalable

No matter how big a team you work in, kanban tool fits nicely. Thanks to the ability to customize the boards, it's easy to match a board to the size of the process. The kanban tool has been growing with our process for the past 3 years, we started with 3 people and 2 boards, now we have 24 employees and 16 main boards with several process steps each and the system works just as well. See More

Top Pro

Power-ups

Power-ups range from visual modifications to new features. See More

Top Pro

User friendly interface

Top Pro

Time tracking reports

Great and seamless time tracking with best time tracking reports. See More

Top Pro

Good number of integrations

Kanban Tool integrates with: Zapier, WeWiredWeb, Dropbox, Google Drive, SkyDrive, Box, Google calendar, iCal, Outlook, flexible and well-documented API for external systems integration, RSS feeds for boards, Chrome extension for adding tasks, JIRA® integration (Chrome extension - Kanbanira), adding tasks and comments from email, export/import Excel/CSV. See More

Top Pro

Customizable and reassuring

Thanks to the visualization of work, it's much easier to see the progress of work. Boosts the confidence in what you endeavour upon and reassures each step of the process. The customization allows to fit a system right to the process you've planned, so that we don't have to match our work to an external way, but build our own. See More

Top Pro

Offers free app for Android.

Top Pro

Pleasant design

Top Pro

Work statistics

You can clearly see on a graph how much of planned work have you done already. It's very motivating. See More

Top Pro

iOS app available

Great for out-of-office work. See More

MeisterTask

Top Con

Too simplistic

Top Pro

Beautiful and simple design

René Villegas's Experience

It's too coll and pro See More

Specs

Platforms:Windows, macOS, iOS, Android

Collaborative:Yes

Offline access:Yes

Top Con

Color is a little bit annoying

Top Pro

Unlimited tasks and projects for free

MeisterTask offers a free plan that includes unlimited tasks and projects, as well as two integrations of the user's choice. See More

prestonpug's Experience

MeisterTask is very cool and simple to use. I used it for some time now, but I recently discovered Quire https://quire.io/ I like the fact that I can work on my projects with both list and board view. Especially the board view, it's very helpful for tracking my project's progress. It's rather simple to use, it didn't take me and my team much time to learn the software. Now, my entire marketing team had migrated from other solution to Quire. They even wrote a post about this, which was very helpful! https://quire.io/free-asana-alternative-migration I already went to Quire's forum and requested migrating from MeisterTask to Quire. I am considering my work projects to Quire and keeping my personal tasks in MeisterTask. See More

Top Con

Main view isn't compact enough

The main view isn't compact enough even when set to small font and compact view. Additionally, columns are not collapsible. See More

Top Pro

Useful integrations

MeisterTask has integrations with Google Drive, Dropbox, Slack, GitHub, BitBucket, Zendesk, Zapier, and MindMeister. Tasks can also be shown in your iCal calendar and attached to emails. See More

TrustworthyAura's Experience

Too simplistic See More

Top Con

Subtasks are hidden inside the task

It can be hard to see the complete details of each task due to the nested interface. See More

Top Pro

Task Automations

MeisterTask offers “Section Actions” that help automate steps in your workflow and increase efficiency and consistency. See More

Top Pro

Dependencies between tasks

A task can be blocked because of another task which must be finished first. (feature must be enabled in the project settings and it also available in the free version!) See More

TeamWork.com

Top Pro

Offers lots of granularity in task management

Tasks are grouped in task lists and can have subtasks. Each task list can be assigned to a particular set of users, aligned with a milestone and have notes. Each task in the task list can have a description, a start and a due date, attachments, priority, manually set progress, followers, dependencies, be assigned to a particular set of users and set to repeat. Each subtask has the same configurable properties except instead of the ability to assign people, subtasks can be commented on. See More

Top Con

Provides too much detail for small projects

Amount of granularity for tasks can be overwhelming for small projects or teams. See More

Top Pro

Each project has only the required functionality

It's possible to limit projects only to the necessary features so that unnecessary functionality doesn't get in the way and clutter up the interface. See More

Top Pro

Good assortment of features

Gantt charts, calendar and an easy overview of huge amount tasks. See More

Todoist

Top Pro

Clean interface

Top Con

Sharing is unintuitive

TrustworthyAura's Experience

Like it See More

Specs

Platforms:Android / iOS / OSX / Windows / Web / Gmail / Outlook / Thunderbird / Kindle / Chrome / Firefox

Mobile widget:yes

Location-based reminders:yes

Top Pro

Quickly assign a task to a project as you type with #

Typing # while entering a new task brings up the list of projects (and sub-projects) to assign the task to. Type in any letters of the project name to filter the list to a subset of projects that have those letters in them. See More

Top Con

Does not listen to user suggestions

Todoist has been shown to be fairly unresponsive to requests from their user community. An example can be seen here. See More

Top Pro

Allows sharing and collaborating on tasks

Anyone can be invited to collaborate on tasks and projects. Users can work alongside five people for free and 25 via the paid version. Collaboration includes the ability to assign tasks, comment on tasks, and receive instant updates. See More

Top Pro

Recurring tasks and subtasks

Top Pro

Visual scheduling

By clicking on a task and then selecting “schedule,” a dialog box will pop up with shortcuts like "today," "tomorrow," or "postpone until tomorrow." A date can still be entered manually. See More

Top Pro

Minimalist UI that's designed for efficient use

Todoist's web and desktop interfaces have a 2-column layout. The right column has all tasks organized in nested lists with color codes and information such as what people are assigned to each task and which project the task is part of. The left column offers ways of accessing various groups of tasks – tasks that have to be completed within a certain timeframe, tasks that are a part of a certain project or have certain labels attached to them, etc. The left column also contains filters that allow even more advanced ways of finding a group of tasks. The mobile interface follows a similar design philosophy, but gives each column a separate view. See More

Top Pro

Easy to use

Taiga

Top Pro

Free and open source

Taiga is licensed under GPL with source code available on GitHub. See More

Top Con

Too much functionality for small projects

While it's possible to disable any unwanted features (modules), the amount of functionality that's present might be more than a small, short-term project needs. See More

Specs

Platforms:Web, macOS, iOS, Android, Linux

Collaborative:Yes

Top Pro

Comprehensive Agile software development toolset

Taiga tries offering a complete Agile software development toolset. It includes complete solutions for issue tracking, videoconferencing, documentation (in the form of a wiki) and either a backlog or a Kanban board for managing user stories. See More

Top Con

Can be overwhelming at first

Taiga presents users with a lot of information and functionality right from the beginning with little guidance. Figuring how stuff works might take a bit. See More

Top Pro

Simple to use

Top Con

In beta

Taiga is not yet feature complete, still lacks some polish and can be a bit laggy at times. See More

Top Pro

Built-in issue tracking

Taiga has built-in issue tracking tools. The issues can be organized by user-defined type, severity, priority, creation date, assignee, creator, tags as well as filtered by subject. Taiga can also integrate with GitHub, GitLab and BitBucket. See More

Top Pro

Supports both Kanban and Scrum modes

User stories can be organized in both Kanban and Scrum task management systems. See More

Top Pro

Built-in wiki

Each project has a wiki. It has Markdown support as well as a WYSIWYG editor. See More

Top Pro

Built-in video conferencing tools

Integrates with either AppearIn or Talky to provide a video conferencing solution. See More

Kantree

Top Pro

Custom attributes

Tasks has their own attributes, which can be customized (on a per-card basis, or as a card model that can be used across a project and across an organization) See More

Top Pro

SaaS or self-hosting

Available both as a subscription and as licence (to host on your server) See More

Top Pro

Kanban, list and calendar views

Manage your task either in a workflow, in a simple list or in a calendar view. See More

Top Pro

Infinite task hierarchy

Organize the tasks of your project in hierarchy. Every task can be viewed as a card (with a description, subtasks, comments...) or as a board (with all its subtasks displayed in a kanban board). This makes it easy to break down a project in multiple levels, and to navigate to the parent or descendants of a tasks. See More

Quire

Top Pro

Free version

Free for up to 10 team members. See More

Top Con

Not self-hosted

Not available as a self-hosted solution. See More

RickZeeland's Experience

A new-generation collaborative app for your goals and dreams, free for up to 10 team members. See More

Specs

Platforms:Windows, Mac, iOS, Android, Web

Technology:Dart, Swift

Real-time collaboration:Yes

Top Pro

Integrations

GitHub, Slack, Microsoft Teams and Zapier integration. See More

prestonpug's Experience

I like the fact that I can work on my projects with both list and board view. Especially the board view, it's very helpful for tracking my project's progress. It's rather simple to use, it didn't take me and my team much time to learn the software. Now, my entire marketing team had migrating from other solution to Quire. https://quire.io/ They even wrote a post about this, which was very helpful! https://quire.io/free-asana-alternative-migration See More

Top Pro

Multiple assignee

Assign to more than one person for a task. See More

CleverHors's Experience

I started using Quire https://quire.io/ because I need to find something for personal use and also for my team. Their UI is super easy to follow, no learning is required! Their task list with the option of adding unlimited subtasks is just wonderful! Works like a charm for me and my team. We have around 20 people and we enjoy using Quire everyday! See More

Top Pro

Kanban Board

You can move some selected tasks from the list to board to get focused. See More

Top Pro

Simple and elegant UI

Everything looks clean and easy to use. See More

Top Pro

Nested task list

Task list with unlimited subtasks. See More

Top Pro

Flexible permission control

Assign to external team, share link with clients without signup, control members' view. See More

JIRA

Top Con

Cloud only

Support for the self-hosted version will end. See More

Top Pro

Supports version-focused work-flows

JIRA is not a plain long list of tickets, but can be configured to be version-focused, so planning and understanding the progress in a software project becomes clear. See More

sh.herman's Experience

As for me, it works well for all kinds of teams, no matter how many employees you have: 10 or 100. See More

Specs

Platforms:Cloud

Technology:Java

Top Pro

Lots of integrations and plugins

It integrates well with a lot of other tools, including other products from the Atlassian suite. Plus there are a ton of plugins, including charting tools, screen capture, etc. See More

Top Pro

Very cheap for small teams

Blossom

Top Con

No free plan

There is no free plan like for personal use and the minimal cost of $19/month might be prohibitive. See More

Top Pro

Slack integration

An update is posted to the Slack channel every time a task is created, completed, moved, or commented upon. See More

Specs

Collaborative:Yes

Top Con

Slack integration is really basic

There is no way to interact with tasks in any way - new tasks can't be added, completed tasks can't be removed, tasks can't be assigned, etc. The integration only sends updates to the Slack channel. There is also no way to fine-tune what updates get posted to Slack. See More

Top Pro

Simple & clean interface

Design focuses on clarity. See More

todo.vu

Top Pro

Simple, intuitive workflow

Simple - todo-done-archived - workflow, easy for clients to understand. See More

Specs

Collaborative:Yes

Top Pro

Free for freelancers

Single user accounts are free - handy if you work alone. See More

Top Pro

Built in client management

Ability to manage tasks/projects by client and allow clients to email or log in to collaborate. See More

Top Pro

Email integration

Clients can email tasks in and follow tasks via email making it simple for those who may not want to log in. See More

Top Pro

Powerful search/filter

Works particularly well if you have hundreds of clients and thousands of tasks. See More

Top Pro

Snooze tasks

Ability to snooze tasks until other tasks are complete - really handy for tasks that depend on others. See More

Top Pro

Rapid response to questions

Developers and the founder answer questions via email within the day. Also short videos clarify most of what's not intuitive. See More

UpWave

Specs

Collaborative:yes

Offline access:no

Pipefy

Top Pro

It's a lot more than simple task management

It allows integrating processes, sending automated emails, creating information databases and much more. See More

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