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Top 15 Free Task Management Software 

white printer paper beside silver laptop computer
Photo by Markus Winkler on Unsplash

We have made numerous lists about software in this blog, from top project management software to top employee onboarding software. Now, it’s time for our last hurrah on these lists with maybe one of the most fundamental ones: task management software.  

Let’s face it, life can sometimes feel like a whirlwind of chaos, deadlines, and forgotten appointments. But do not fear, because task management is here to save the day! It’s like having a personal assistant who never complains about fetching your coffee or answering your emails. Plus, it won’t even ask for a raise! 

Waking up in the morning with a clear plan of action will make you feel more than ready to tackle your day like a champion. With effective task management, you can overcome the overwhelming feeling of drowning in your responsibilities.  

Regardless of whether it’s personal or professional, task management helps us to stay organized, maintain focus, and make the most of our limited time and resources. It creates a framework to prioritize effectively, break down complex projects into manageable steps, and ensure that nothing falls through the cracks.  

person holding purple and pink box

Criteria for Selection 

When you are selecting the right task management software, there are a few key factors to consider. After all, you want a tool that is not only functional but also a joy to use. One of the first things to look for is a user-friendly interface that makes task management a breeze. 

1. User-friendly interface 

Because who needs added complications, right? 

The last thing you want is to spend precious time deciphering a complex and convoluted software interface. A user-friendly task management software should have an intuitive layout, easy navigation, and clear instructions. Whether you’re a tech-savvy pro or a casual user, a well-designed interface ensures that you can dive right in without a steep learning curve. 

Remember, task management shouldn’t be a headache. With a user-friendly interface, you can focus on what truly matters—getting things done and staying organized. 

2. Diverse features and capabilities 

When it comes to task management software, the features and capabilities it offers can make all the difference in your productivity journey. While the core functionality of managing tasks is essential, it’s the additional bells and whistles that can truly elevate your experience. 

Having a tool that not only lets you create tasks but also allows you to set priorities, assign tasks to team members, attach files, add notes, and set reminders will make task management easier. These extra features can transform a simple to-do list into a powerful productivity hub. 

But that’s not all! Some task management software goes above and beyond with advanced features like task dependencies, recurring tasks, time tracking, project timelines, and integrations with other popular tools. These additional capabilities can help you manage complex projects, streamline workflows, and boost collaboration with ease. 

sticky notes on corkboard

3. Cross-platform compatibility 

In today’s digital world, we’re constantly on the move, switching between devices and platforms. A good task management software should offer cross-platform compatibility to ensure that your tasks are accessible no matter where you are or what device you’re using. 

Cross-platform compatibility makes your task management software a flexible companion that works on all of your devices. Whether you prefer working on a Windows PC, a Mac, an Android phone, or an iPhone, finding a task management software that supports multiple platforms can save you the frustration of having to switch between different tools or losing track of important tasks. 

4. Integration with other tools 

Task management doesn’t exist in isolation. It’s often part of a larger ecosystem of productivity tools that we rely on to get things done. That’s why you need to choose a task management software that integrates seamlessly with other tools you use on a daily basis. 

You should be able to connect your task management software with your calendar app, so your deadlines automatically sync, and reminders pop up at just the right time, or effortlessly link it to your communication tools like Microsoft Teams. 

5. User reviews and ratings 

When it comes to choosing the right task management software, there’s nothing quite as valuable as hearing from those who have already tried it. User reviews and ratings come into play here – they provide insights from real users who have hands-on experience with the software. 

User reviews and ratings offer a glimpse into the pros and cons of each task management software. These reviews highlight the strengths, potential limitations, and unique features that may not be evident from the official descriptions alone.  

Tool nameBest for
Teamflect Microsoft Teams integration
AsanaComplex projects
TrelloCreating Kanban boards
TodoistPersonal task management
Microsoft To DoOutlook integration
ClickUpTotally free task management
monday.comAdapting to different needs
NotionCustomization
Any.doSimple task management
Remember The MilkMobile app
MeisterTaskChecklists
TaskadeAI implementation
Jira CoreIssue tracking
SmartTaskMind mapping
HeightCross-functional teams

Top 15 Free Task Management Software 

Now, let’s look at our suggestions for 15 free task management software.  

1. Teamflect

teamflect task examples with comments and reminder card

When it comes to task and project management inside Microsoft Teams, we stand by Teamflect as the best choice. With its seamless Microsoft Teams integration, Teamflect offers a variety of features you can use for both complex project and daily administrative tasks.

Teamflect is an all-in-one performance management software in which you can set goals, track progress, create tasks and subtasks, send and get recognition, and so much more! Teamflect creates a culture of feedback and performance review that creates the basis of task management. You can assign tasks to others or yourself easily using Teamflect’s robust task management functionality.

Unlike other software that claim to be “free”, Teamflect is totally free with all of its functionalities for up to 10 users! You can start streamlining your project management process using Teamflect’s free and user-friendly interface.

Key features: 

Pros

  • Extremely streamlined
  • Integrated seamlessly with Teams
  • Variety of functionalities

Cons

  • Works best with Microsoft Teams

2. Asana 

asana task management software

Asana is an online task management software that is very popular among teams and organizations worldwide. It is designed to help teams collaborate effectively, stay organized, and manage their work efficiently. 

Although it was initially designed as a project management tool, Asana has robust task management functionality. You can create tasks and assign them to team members, set due dates, and add relevant details such as descriptions, attachments, and comments. Asana creates a centralized location for all of your tasks, making sure everyone is on the same page and aware of their responsibilities as a free task management software. 

Asana provides various views to visualize and track project progress. It offers a flexible board layout that enables teams to create custom workflows, similar to Kanban boards. You will not only set tasks but also visualize the status of tasks, detect bottlenecks, and move tasks through different stages of completion. Asana also has a timeline view that allows users to create project plans, set dependencies between tasks, and get a comprehensive overview of project milestones and deadlines. 

Key features: 

  • Agile Methodologies 
  • Cost-to-Completion Tracking 
  • Risk Management 
  • Task Scheduling 

Pros

  • Analyzes project details interactively. 
  • Scheduling of tasks in a calendar 
  • Manage tasks across departments 

Cons

  • Hard-to-navigate at first 
  • Steep learning curve 
  • Premium plan costs high 

3. Trello

trello task management software

Trello is a web-based project management and free task manager tool that uses a visual board and card system to help individuals and teams organize and prioritize their tasks and projects. It is known for its simplicity and user-friendly interface. 

In Trello, tasks are represented as cards, and these cards are organized into lists. You can create different lists to represent various stages of their workflow or project. You can label lists as “To Do,” “In Progress,” and “Completed” to track the progress of tasks. Within each card, descriptions, checklists, due dates, attachments, and labels can be added to provide more context and details. 

The visual aspect of Trello makes it easy to get an overview of tasks and their status. With its drag and drop functionality, you can intuitively track progress and see what tasks are pending, in progress, or completed. 

Key features: 

  • View and manage workflow
  • Visual collaboration
  • Cards with tasks, subtasks, deadlines etc.
  • Kanban boards

Pros

  • Ideal for agile workflows 
  • High customization of Trello boards
  • Effective communication

Cons

  • No designated space for note-taking
  • Lack of time tracking
  • Limited free plan

4. Todoist

Todoist: To-Do List & Tasks | Flathub

Todoist is a popular productivity and free task management tool that helps both individuals and teams organize their tasks, set priorities, and stay on top of their work. It is available as a web application, desktop app, and mobile app, allowing users to access their tasks from various devices. 

At its core, Todoist provides a simple and intuitive interface for creating and managing tasks. You can quickly add tasks, set due dates, assign labels or tags, and create sub-tasks or sub-projects within larger tasks. This hierarchical structure allows for organizing tasks in a way that suits individual preferences and project requirements. 

Todoist emphasizes the use of labels, tags, and filters to enhance task organization and retrieval. You can assign labels to tasks, such as “Work,” “Personal,” or “Important,” letting you to categorize and filter tasks based on their context or priority.  

Key features: 

  • Kanban Board
  • Time & Expense Tracking
  • Task Scheduling
  • Milestone Tracking

Pros

  • Assigning due dates and recurrences easily
  • Easy to use interface
  • Cross-device compatibility

Cons

  • Limited integration options
  • Lack of Kanban view
  • Lack of pre-built templates

5. Microsoft To Do

To Do List and Task Management App | Microsoft To Do

Microsoft To Do is a free task management application developed by Microsoft. You can use Microsoft To Do for both your personal life and your professional life with it being the best personal task management software.  

Integration with Microsoft services is one of the key strengths of Microsoft To Do. It seamlessly integrates with other Microsoft applications and services, such as Outlook, Microsoft 365, and Microsoft Teams. This creates a cohesive productivity ecosystem, enabling users to sync tasks, reminders, and deadlines across platforms and have a unified view of their commitments. 

To enhance productivity and organization, Microsoft To Do offers features like due date notifications, recurring tasks, and intelligent suggestions. It provides a “My Day” feature that helps prioritize tasks for the day and focus on what needs to be accomplished.  

Key features: 

  • Activity Tracking
  • Create Subtasks
  • Prioritization
  • Recurring Tasks

Pros

  • Simple task management
  • Offers a daily view
  • Integration with Outlook

Cons

  • Lack of budget feature
  • Setting date-time might be hard
  • Limited customization

6. ClickUp

ClickUp™ | One app to replace them all

ClickUp is a comprehensive project management and task manager free software that helps organizations to collaborate and manage their work effectively. The software offers a wide range of features and tools designed to streamline workflows and improve productivity.

ClickUp provides a centralized workspace where your team members can create and manage tasks, projects, and goals. You can create tasks and subtasks, assign them to team members, set due dates, add descriptions, attach files, and add custom fields to capture specific details. Tasks can be organized within projects, allowing users to structure their work based on different initiatives or areas of focus.

One feature of ClickUp we’d like to mention is its flexibility and customization options. With different views, including list view, board view, calendar view, and Gantt chart view that gives users the opportunity to visualize their tasks and projects in a way that suits their preferences. You can switch between views or customize them to fit their workflow and track progress.

Key features: 

  • Time management
  • Proprietary features
  • Task management
  • Team collaboration and reporting

Pros

  • Robust dashboard
  • Constant updates
  • Affordable pricing

Cons

  • Hard-to-navigate
  • Limited chat option
  • Poor customer service

7. monday.com

monday.com | A new way of working

monday.com is a cloud-based task management software and team collaboration platform for managing work, tracking projects, and collaborating effectively. It provides a visual and intuitive interface designed to streamline workflows and improve productivity.

The sofware provides various views of projects, including Kanban boards, timelines, Gantt charts, and calendar views. The platform also includes a task management tool, project reporting and analytics capabilities, and collaboration features.

Collaboration is a core aspect of monday.com. You can assign tasks to team members, mention colleagues, leave comments, and have discussions within items. monday.com provides real-time updates, ensuring that team members stay informed about changes and updates to tasks and projects.

Key features:

  • Colorful and easy-to-use interface
  • Customizable, adaptive and flexible project management
  • Assignment Management

Pros

  • User-friendly interface
  • Excellent customer support
  • Long list of third-party integrations

Cons

  • Limited customization
  • Recurring/repeating tasks are billed as an automation
  • High pricing

8. Notion

Notion: Key Features, Review & Alternatives

Notion is a versatile all-in-one workspace and note-taking tool which combines the features of note-taking apps, project management tools, knowledge bases, and more, providing a flexible platform for capturing and organizing information.

Notion uses a block-based structure, where you can create different types of content blocks, such as text, headings, lists, tables, images, files, and more. These blocks can be arranged and organized in different pages or databases to create customized layouts and structures. Notion is highly flexible and customizable, and allows you to adapt the software to your specific needs, whether it’s for personal note-taking, team collaboration, project management, or creating documentation.

Notion has very powerful organization and hierarchy capabilities where you can create nested pages, sub-pages, and create a hierarchical structure to reflect the relationships between different pieces of information. This makes it easy to navigate and find content, even within extensive projects or knowledge bases.

Key features:

  • Note-taking
  • Idea Management
  • Resource Management
  • Agile Methodologies

Pros

  • Highly customizable
  • Portable between devices
  • Co-editing

Cons

  • Steep learning curve
  • Might be confusing at first
  • Limited integration options

9. Any.do

Organize your team's work, projects & tasks online

Any.do is a task management app with versions for most platforms that’s been around for years, growing and changing along the way.

Any.do’s simple, intuitive interface makes it easy to create and manage tasks: users can create tasks with due dates and reminders; categorize them by lists or projects; add comments on specific lines within a task list. Tasks can be organized based on labels and tags, making it possible to sort them in whatever way makes the most sense for your workflow.

To help users manage their tasks, Any.do displays upcoming or due items in its “Today” view—making it easy for people to prioritize what needs doing first. Any.do’s recurring tasks feature allows users to create a series of ongoing tasks that occur at specific intervals, such as daily or weekly.

Key features:

  • Task Progress Tracking
  • Real Time Notifications
  • Calendar Management

Pros

  • Clean and simple interface
  • Visualization on tasks
  • Collaborative task sharing functionality

Cons

  • Simpler features than competitors
  • Limited customization options
  • Limited integration options

10. Remember The Milk

Increase your personal productivity with Remember The Milk

Remember the Milk is a popular to-do list program that lets you collaborate with others. If you’re looking for a more simple task management tool that will help you track progress and send reminders, Remember the Milk is an affordable option.

Like many other apps in this category, it has a freemium model: you get a good feel for what it can do at no cost. Despite having a less-than-stellar design, it has been updated in recent years with noticeable improvements.

Key features:

  • Task Tagging
  • Task Scheduling
  • Mobile Access

Pros

  • Quickly create new tasks
  • Assign tasks for others
  • Great mobile app

Cons

  • Limited customization
  • Limited third-party integration
  • Simple functionalities

11. MeisterTask

Welcome to the MeisterTask 2.0 Beta! - Focus

Although MeisterTask can help you manage projects, it’s not a project management software. MeisterTask, like Trello, is a Kanban app that helps you manage ongoing processes and track task progress.

MeisterTask introduces some appeal into task management with its vibrant colors, abundant graphics, and interface that isn’t cluttered with menus and options. Some features are hard to find, some are disabled by default, and some are completely absent for kanban.

Key features:

  • Tracked time
  • Checklists and descriptions
  • Due dates and times
  • Activity stream
  • Tags for projects

Pros

  • Easy to collaborate
  • User interface is friendly

Cons

  • Limited features
  • Slow product updates

12. Taskade

AI-Powered Productivity. A Second Brain for Teams | Taskade

We couldn’t finish this list without mentioning AI in HR, right? Taskade brings that artificial intelligence touch we’ve been looking for in task management. Like other task management tools we mentioned before, you can organize and visualize your tasks, notes, and projects in list, board, calendar, mind map, org chart, and action views using Taskade.

But different from some tools, you can use the AI chat assistant to ask for brainstorming ideas to coordinating tasks. The AI of Taskade is ready to generate new ideas and map out your project. You can create a structured outline that mirrors your brain’s natural organization when you’re brainstorming.

Key features:

  • AI Chat Assistant
  • Project Management
  • Mind Mapping
  • Task Management

Pros

  • AI based recommendations
  • Easy-to-use dashboard

Cons

  • Needs updates
  • Privacy concerns

13. Jira Core

Jira Core 7.10.x release notes | Atlassian Support ...

Jira Core is a project management and issue tracking tool that is part of the broader Jira family of products developed by Atlassian. Jira Core is specifically designed to help teams and organizations manage their projects, tasks, and workflows efficiently.

Jira Core provides a centralized platform for organizing and tracking tasks and projects. It uses a flexible issue and project tracking system that allows users to create, assign, and track tasks or issues. You can customize the fields, workflows, and screens to match their specific project requirements and processes.

Jira Core has a powerful workflow engine which helps you to create custom workflows that reflect their unique processes, such as task progress, approval steps, and transitions between different stages of work. This helps teams streamline their work and ensure that tasks are progressing smoothly through their defined workflows.

Key features:

  • Agile Project Management
  • Issue Tracking
  • Roadmaps and Gantt Charts
  • Customizable Workflows

Pros

  • Extensive marketplace for add-ons
  • Scrum dashboard and Kanban board
  • Tracking and ticket assignment

Cons

  • Limited integration options
  • Roadmapping can be improved 
  • Sometimes difficult complex to configure

14. SmartTask

SmartTask

SmartTask is a task management platform that help companies organize and manage their work. SmartTask provides a variety of features of performance management that will make your projects and daily tasks easier to track.

SmartTask provides default task management features such as subtasks, recurring tasks, and dependencies. You can track multiple projects using the portfolio view and create a group chat, audio call, video conference, and share files with anyone in your organization.

Key features:

  • Gantt/Timeline View
  • Percent-Complete Tracking
  • Resource Management
  • Kanban Board

Pros

  • User-friendly interface
  • Easy tracking of task progress

Cons

  • Bugs and lagging in the app
  • Hard-to-navigate dashboard

15. Height

All-in-one project management tool - Height

Height is a cloud-based project management tool that enables teams to schedule, monitor, and work together on their projects and tasks wherever they are. The software streamlines task management for complex projects, offering an intuitive interface and advanced features for efficient tracking and responsibilities.

Height excels in project management for complex or cross-functional teams, utilizing the Gantt chart view to visualize dependencies and ensure team alignment. Its collaboration features, including real-time progress tracking, help team members stay in sync and work towards a common goal.

Height’s Kanban board allows real-time project progress visualization, task tracking, and team collaboration. Its drag-and-drop functionality and Time Tracking feature enable accurate billing and productivity monitoring.

Key features:

  • Spreadsheets
  • Kanban Boards
  • Calendar Management
  • Chat messaging

Pros

  • Flexible and customizable design
  • Great keyboard shortcuts

Cons

  • Poor UX design
  • Limited integration

More Tips on Effective Task Management

Try Prioritization Techniques

Prioritization is a key skill in effective task management. To make the most of your time and energy, consider implementing prioritization techniques that align with your workflow and goals. We can recommend following techniques for starters:

  • Eisenhower Matrix: Divide tasks into four categories based on their urgency and importance: Do First, Schedule, Delegate, and Eliminate. This technique helps you prioritize tasks based on their impact and urgency.
  • ABC/123 Method: Assign priorities to tasks using labels like A, B, or C, or numbers to indicate their importance or order of completion. This method helps you categorize tasks based on their relative significance.
  • MoSCoW Technique: Categorize tasks as Must, Should, Could, or Won’t. This technique helps you focus on the essential tasks and make informed decisions about what can be deprioritized.

Set deadlines and reminders

This will be your task management software’s responsibility mostly, but setting reminders and deadlines is a great way to effectively manage your tasks. Set realistic deadlines for your tasks, considering their complexity, dependencies, and other commitments. Establishing specific deadlines creates a sense of urgency and helps you prioritize your work effectively.

In addition to deadlines, create reminders to prevent important tasks slipping through the cracks. Use your task management software’s notification features or integrate it with your calendar or email client to receive timely reminders. These reminders serve as gentle nudges, keeping you on track and preventing tasks from falling into the abyss of forgetfulness.

Break down tasks into manageable subtasks

Large, complex tasks can feel overwhelming and hinder your progress. To overcome this mentality, break down tasks into smaller, more manageable subtasks. Breaking down tasks will give you a clearer roadmap and a sense of momentum as you complete smaller portions of the overall task.

Regularly review and update your tasks

Task management is not a set-it-and-forget-it process. To stay organized and adapt to changing priorities, it’s important to regularly review and update your task lists. Set aside dedicated time at the start or end of each day to review your tasks, make adjustments, and ensure everything is up to date.

During your review, evaluate completed tasks, update progress on ongoing tasks, and reprioritize as needed. Remove or reschedule tasks that are no longer relevant or have become obsolete.

Conclusion

Choosing the right task management software is all about finding the tool that seamlessly integrates into your workflow, enhances your productivity, and brings a sense of joy to your task management process.

As you try to choose the right software, we recommend keeping in mind the criteria we’ve discussed: user-friendly interface, features and capabilities, cross-platform compatibility, integration options, and user reviews and ratings. Consider your individual needs, team collaboration requirements, desired integrations, and future scalability.

We never believe task management is about ticking off boxes on a to-do list here at Teamflect; we think it’s about staying organized, working smarter, and achieving your goals with a sense of purpose. Embrace the tips and techniques we’ve shared, such as prioritization, setting deadlines, breaking down tasks, and regularly reviewing and updating your lists.

We hope this list of top 15 free task management software will be helpful for you in choosing the right tool! Although all of these software has many pros and cons, we recommend Teamflect if your organization is using Teams. If you agree you can:

Written by Ezgi Cullu

Ezgi is a content writer and HR enthusiast working in Teamflect. Her goal is to provide creative uptakes on HR trends all over the world as a Gen-Z employee.

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