Project managers are responsible for ensuring that all tasks related to a project are completed in a timely and effective manner. In order to do this, they need to have a good understanding of task management principles and practices.

There are many misconceptions about task management.

The goal of this article is to educate business owners on what is required for effective task management and how task management software can benefit project managers.

Project management vs task management

Task management and project management are two terms that are often used interchangeably, but they actually refer to two different concepts. Task management is the process of organizing and managing individual tasks, while project management is the process of planning, executing, and monitoring a larger project.

so what are the differences?

While both processes share some similarities, there are also some key differences. For instance, task management is typically more focused on individual tasks and deadlines, while project management includes a broader view of the overall project timeline and milestones. As a result, task management is often seen as a more simplistic approach, while project management requires a greater understanding of the interdependencies between various tasks. Ultimately, the best approach depends on the specific needs of the project. However, both task management and project management are essential tools for ensuring that projects are completed on time and within budget.

IMPORTANT: When we us term task management software, we most often refer to project management software.

So, what is task management example?

For example, You are a content creator. Your project would be to create 100 blog posts in the next 5 months to create Content Hub.

You will:

• write a content brief (task)
• finish the first draft (task)
• discuss images with the designer and collaborate with them (task)
• then You will collaborate with SEO specialist (task)
• check on the final draft and approve it for website (task)

Projects usually involve more than 1 person. In this example, content hub project would include a writer, graphic designer, and SEO specialist.

If task managemetn is properly configured then You will have:

• task SOPs (standard operating procedures) that can take the format of a checklist, subtasks, or templates (or all of them)
• task timelines
• task approvals

...and other elements all added to task management software.

Best task management software is the one that is configured for all different types of projects across different departments.

Project managers often don't know how to setup task management tool to work for specific process and end up using wrong software.

How task management has changed and evolved?

Nowadays, many organizations use a task or project management tool to keep track of their various projects. This is a much more efficient way to track projects, as opposed to using multiple spreadsheets.

What are the task management methods?

Task management methods is a simplified way to say what is your preferred philosophy on getting things done.

The popular ones are:

1. Kanban boards. This is a view-based method to monitor progress.
2. Agile method and SCRUM.
3. The Eisenhower Matrix

The truth is right task management tool makes it easy to shift between methods and allow different project managers flexibility. Filters and different views make it easy.

Is the right task management method a holy grail? No, there are more layers to proper task management.

What is effective task management?

Effective task management involves managing all aspects of the tasks such as

• the status,
• priority time,
• resources assignments,
• recurrences
• dependency and notifications. They can then easily be filtered for better visibility.
  ....this was a joke paragraph.

Truth: Effective task management does not have 1 standard checklist. Each business and team is unique and as long as task management tool is set up for company's purpose and everyone is trained - then you can expect complete projects and most critical tasks.

Project management KPIs should be clear before you can use word "effective".

What are the 4 elements of task management?

To simplify, projects Management has four components which are further explained in detail as:

• Resources: People, equipment, hardware.
• Time - Duration, planning of schedules, essential routes, etc.
• Costs: contingency, profit, revenue
• Scope: Projects size, targets, requirements.

Prioritizing tasks is easy when Your milestones are aligned based on the 4 above elements.

You might think: it seams that task itself has a life...and You are right!

So...what is the life cycle of a task?

The lifecycle of a typical task can be broken down into five consecutive steps:

• data collection and clarification of goals (thinking about all 4 elements above)
• task execution,
• monitoring of performance (task can have approval process),
• completion of the task.

Each step is important in understanding how the task works and what factors may impact its success.

How do you categorize tasks?

What are good task classification methods?

• Sorted based on a time estimate
• categorized based on difficulty and energy level.
• You could create a specific category with the use of customized fields.
• critical tasks

Task management system

Task lists

Today we can create tasks lists for very specific team members and department and hide visibility of other tasks. You don't want to see all assigned tasks to all team members, do you?

How can I manage my team's tasks?

Another problem in managing project management is to ensure that other tasks are done. It's your job and you have a feeling you are going to do that. When you are obligated to take on tasks you know it will be a good thing to get them in. It might need some chase. If another person takes an action, take notes and put it back in the task management app.

Affix it to your right people and it shows on their personal list. The children will never forget! ProjectManager gives you the capability to manage projects with ease.

• Prioritize tasks
• team collaboration
• team tasks
• ongoing tasks
• delegate tasks

Why should I use task management software?

There are many reasons for using task management apps

It won't make a difference if you react if you just shout louder. It's impossible to be effective just by answering incoming emails to your mailboxes. Pew data points to another reason people don't manage tasks as well as most people believe — 70% of Facebook users log in every day. Usually you have to work with a group to do things that are not the most important. It is essential to spend enough time on priorities. For organizing your work you need tasks that you can track progress and work together.

Break down complex projects into subtasks and dependencies

delegate tasks

Insights into your team's productivity

Project management tool let's you feel in control of team's productivity.

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Common Task Management Tools

Many project management tools can help you manage tasks. There are 415 tools listed under Project management software on G2 website!

The main ones that we use for our clients today are Monday.com and Airtable.

Monday.com

This online task management software is so well-developed that is used across all industries and departments.

Airtable

Airtable is loved by project managers who treat everything as a big database.

How do I use Task Management Software?

It all starts with processes and workflows configuration with a help of Business Process analyst. We do it for our clients

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What are some skills needed for task management?

Here is the truth: task management tools is not enough for project managers to become great at task planning. Right task management software can only help if task manager have very specific skills:

1. Scheduling tasks
2. Prioritisation of tasks
3. Manage tasks effectively by project milestones
4. Understand task dependencies.
5. Organizing tasks for better visibility in task board and take into account team members
6. Manag ing the load and upcoming tasks across multiple projects
7. Creating manageable tasks along with resource management
8. Tracking task progress
9. Assign tasks
10. Handling recurring task
11. Handling many tasks and with task tracking
12. Being confident in and adapt to task management solution

We can all agree that managing tasks well is a talent and skills combination and....

...Task management software helps, but everyone forgets Human Factor

Most companies forget that project manager needs to be trained and involved in project management software configuration process. They need to own the process and feel included to adapt to the interface and different functions.

The best part is all the skills outlines above are gained during the training process how to use the software!

Fatal mistakes are done when task management systems are treated just as task lists.

Task list is NOT a business process management and time tracking is NOT resource planning.

Your whole team needs to be educated on task management activities. Great task management tool is the one that embodies team collaboration.

We can all agree every business need a task management, but do You:

• accept the fact that all team members need to know how to manage tasks?
• understand that project manager needs to be trained for specific task management platform?

What is Process Natives approach to task management?

First of all, it needs to feel personal and authentic to Your business and each company is is unique. Process Natives team always create personalised training sessions where everything is taken into account:

• business model
• industry
• company culture
• departments
• team member preferences.
• task details and task comments

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You can be yourself daily when You know online task management tool works for You.

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If You need help with choosing the right task management tool and onboarding your team for great success,