TASK MANAGEMENT SYSTEM: Best Free and Paid Options In 2023

Image Source: GrowthWisely

Small businesses and startups require a task management system to ensure that their projects work well together. However, the open-source task management system is becoming a viable option for businesses because it balances cost and functionality. Many businesses are considering how to properly create an open source task management system so that it captures the attention of users and assists teams from a variety of businesses in organizing all of their work processes. For example, small business project managers can use a free task management system to automate their task tracking and also aid in the visualization of specific tasks. In this article, you will get to know the best free open-source task management system for your company.

What Is a Task Management System?

Task management is the process by which a project manager determines, tracks, and completes the daily tasks that must be completed. In project management, task management is how the workflow is efficiently organized. It is, however, task-oriented, detailed, and part of a larger project schedule. You can manage your projects with ease using ProjectManager’s built-in task management, time tracking, and team collaboration tools. 

Tasks, like projects, have a life cycle. It begins when the task is completed; then it is assigned, started, completed, and verified. It can also be stopped, paused, or failed. Some tasks may be dependent on others to begin or complete. Task tracking is a critical aspect of project management that involves monitoring them. So, task management is a complex discipline that necessitates meticulous attention to detail, flexibility, and proper project management tools.

What Are the 4 Categories of Tasks?

The Eisenhower Method classifies tasks into four categories: important/urgent, not important/urgent, not important/urgent, and not important/not urgent. These are effective because they allow you to swiftly determine whether a task needs to be completed immediately, later, or not at all.

Best Free Task Management System

Tools are becoming increasingly popular in the software industry, and they now play an important role in any project. For each category, there are several tools available. These tools help to reduce manual effort and save time. Here Are Some of the Best Task Management Tools.

#1. Task Management Software

Using free task management software is the most efficient way to manage your tasks. It includes all of the features you require, such as reminders, recurring events, time trackers, automatic notifications, and work assignments. A task management system makes it simple to collaborate with not only your teammates but also with all other stakeholders. There are numerous tools available online with varying degrees of complexity and features, making it simple to find the best fit for your company.

#2. To-do lists

To-do lists are one of the most popular task management tools. People use task lists every day to manage their tasks. The main advantage is that it is so simple to use; all you need is a pen and paper. Checking things off is also gratifying in a way that nothing else is. While a to-do list is useful for managing simple lists and tasks, it is insufficient for more complex work items that have several people and dependencies.

#3. Kanban Boards

Kanban boards are an enjoyable way to organize your tasks. There are several online versions of a Kanban board, but a whiteboard and a few sticky notes will suffice. The visual representation of tasks makes it easier for multiple people to get a status update in an instant. The online versions include more advanced features such as custom task statuses and views based on your business requirements.

#4. Spreadsheets

Spreadsheets are also often used to keep track of tasks because they are easy to find and use. Any spreadsheet software, like to-do lists, can be used to populate and track your work items. A spreadsheet also makes it simple to manage and share data. The disadvantage is that advanced task management features such as time and progress tracking, workflow automation, and resource management are not available.

#5. Gantt Charts

Gantt charts, which are more commonly used for project planning, can also be used for task management. The visual representation, similar to Kanban boards, enables everyone to easily adopt and manage work using this tool. It is also an accurate way of representing work in real-time due to features such as dependency management and critical path and baselines. There are several types of online Gantt software as well as free versions available as part of task management software.

Why Do We Need a Free Task Management System?

Here are the top five reasons why you should integrate the free task management app into your business system.

#1. Promotes Better Collaboration and Coordination

One of the most significant advantages of a task management tool is that it improves collaboration among various intra-and inter-departmental teams working to complete a common task. Every team member has specific roles and responsibilities, regardless of how large or small the project is. Maintaining constant in-group communication is crucial to the project’s successful execution and on-time rollout.

Furthermore, a free task management system keeps everyone up-to-date and improves collaboration. So, team members can easily share their questions or status updates with the appropriate person to receive immediate assistance. The open-source task management system also allows the team to share files and documents while keeping everyone abreast of the latest.

#2. It Improves Planning and Execution.

If you want to avoid wasting time and energy, planning is a must. Project planning is essential for every stage of the project development cycle. Managers can use project management software to assign tasks to different team members according to their abilities and execute the project properly. Project planning takes a long time because the team must outline all of the major steps. The open source task management system allows management to choose the order of tasks.

#3. Aids in Resource Allocation

It is difficult for management to allocate resources based on the difficulty of tasks and the capabilities of resources. To ensure that business processes run smoothly, resources must be managed efficiently.

The task management tool also helps businesses define materials, resources, and tools. It is required for a project life cycle to run smoothly. A good project management tool can also help businesses avoid hiring unnecessary resources, which reduces overhead and increases ROI over time.

#4. Improves Team Workflow

The task management tool makes it easy to keep everyone informed. The tool can also serve as a platform that brings all team members together and forces them to collaborate. The project manager can easily track the activities of various team members and check the status of assigned tasks in real time.

It is also possible to determine how long it will take to complete the task. The task management app is especially useful for larger projects because the manager can group together various members for collaborative work. As a result, the company can reap the benefits of a strong team workflow and meet all of its objectives on time.

#5. Continuous Task Monitoring

To achieve long-term success and on-time delivery, businesses must track project performance at each stage. The task management tool keeps track of each task in order to achieve this goal as smoothly as possible. Through this tool, the company management can also obtain performance data for each team member and continuously monitor each stage of the project. It assists the company in effectively optimizing all projects.

What Are Task Management Skills?

Task management abilities allow you to work more efficiently and effectively with your time. They are soft skills—interpersonal characteristics that are beneficial in a variety of professions and professional situations. Time management is essential for any employee in any field. It enables them to spend less time on non-essential tasks and more time on important ones.

Examples of Task Management Skills

Here are some examples of task management-related skills:

#1. Effective Scheduling

Task scheduling is an essential component of task management. It allows you to organize them more effectively. A well-planned schedule also allows you to make the most of your professional time, which may keep you from becoming distracted. Maintaining a daily, weekly, and monthly schedule allows you to stay on top of each task and estimate its duration or prioritize the most important ones.

#2. Effective Prioritization

Some of your duties may be more pressing than others, but this will vary depending on your profession.  The ability to correctly assess their importance and execute them based on their priority can improve both the quantity and quality of your work. Prioritization is an important part of efficient scheduling because it allows you to do more work while allocating more energy and focusing on the tasks that are most important to you.

#3. Workload Management

While devoting as much time as possible to your tasks can result in high productivity in the short term, it is also likely to lead to exhaustion and burnout in the long run. An important aspect of task management is assessing your workload capacity and adjusting your plans accordingly. It allows you to perform at a high level for longer periods of time, making you a more appealing candidate to employers.

#4. Attention to Details

Analyzing the specifics of each task and determining their importance necessitates a highly developed attention to detail. This ability can help you evaluate the time required to complete each task, which can improve your scheduling. Aside from assisting you in prioritizing and scheduling your tasks, paying close attention to detail increases the likelihood that you will complete them successfully.

#5. Efficient Delegation

Depending on your job, you may be able to delegate some of your responsibilities. This can increase the productivity of both you and your organization. Delegation is an especially important task management skill if you work in management and supervise other people’s tasks in addition to your own.

#6. Advanced Critical Thinking Abilities

Choosing which tasks to prioritize and how long it will take to complete them is not always an easy decision. You can, however, improve the quality of your decision-making by being able to think critically and identify logical arguments for each decision. This can assist you in better managing your tasks. If your boss questions your schedule, critical thinking can help you justify it.

How Can I Improve Task Management?

Consider following these steps for improving your task management skills:

#1. Identify Your Peak Productivity Periods.

Most people have certain times of the day or week when they are at their most productive. Knowing when your peak hours, allows you to schedule your most difficult tasks during those times. This can help you complete those tasks more quickly and efficiently, giving you more time to complete less important tasks when you’re not at your peak productivity level.

#2. Schedule Major Tasks in Your Calendar.

The process of allocating a specific amount of time in your calendar for a specific task is known as time-blocking. This allows you to better organize your schedule and increase your efficiency. Although this will likely improve your time management, you should still be flexible enough to reschedule various tasks in the event of an emergency.

#3. Monitor the Progress of Individual Tasks

You can track the progress of each major task in addition to allocating time for it. Knowing how much work remains to be done to complete a task can keep you motivated and allow you to estimate the time required to complete it. It also shows you which parts of the task took longer than they should have, which can help you improve your efficiency in the future.

Is Jira a Task Management Tool?

Yes, Jira Core and Confluence let you assign, execute, and track tasks online.


An open-source task management tool provides numerous benefits for modern enterprises, ranging from workflow optimization to increased productivity, resulting in increased ROI over time. All you need to do is choose a dependable and future-ready task management app that your employees will readily accept and use.

Task Management System FAQs

What are the 4 elements of task management?

Do, Defer (Delay), Delegate, and Delete are the four Ds (Drop). Placing a task or project in one of these categories allows you to better manage your limited time and stay focused on what is most important to you.

How do you keep track of all tasks at work?

How to keep track of tasks at work

  1. Create your checklists in Timely. 
  2. Add tasks to your schedule.
  3. Drag and drop time tracking to tasks.
  4. Keep track of the status of all tasks.

How do I keep track of tasks for multiple projects?

Here are seven strategies for managing and tracking multiple projects.

  1. Plan ahead.
  2. Make use of every tool at your disposal.
  3. Organize your tasks.
  4. Review your plan regularly.
  5. Understand when to delegate.
  6. Maintain your concentration.


Leave a Reply

Your email address will not be published. Required fields are marked *

You May Also Like