Is your organization a victim of inefficient task execution? Is your team constantly missing deadlines?
If so, you may need to think about implementing task management software. The software is essential because it offers the best management solutions.
Task management systems manage tasks, track time, and collaborate with a team. These help you to complete tasks with meeting deadlines on time.
Organizations use the software because they are aware of the importance of managing tasks the right way. Take a look at some of the key benefits of using effective task management apps.
What Is A Task Management Software?
Although task management may sound similar to project management, they are not the same. Task management software is an application that organizes and streamlines tasks. The tasks are prioritized according to their essence, and this helps to achieve your project management goals.
In other words, task management is monitoring your project’s tasks from start to finish. It involves actively making decisions for your tasks to accommodate changes that can occur in real time. Moreover, task management also means managing aspects of a task like time, resources, and recurrence.
Companies and organizations use task management software for increased efficiency and productivity. The market for task management software is continuously increasing and is expected to grow by 4.33 billion U.S$ by 2023
What Are Features of Task Management Software?
Task management tools come with a subset of features that help you to schedule tasks effectively and improve your workflow. Let us look at the common features of task management software:
1. Planning and Scheduling
This is the most basic feature of a task management tool. Planning includes structuring the entire workflow into simple tasks. Once the tasks are ready to be assigned, you can set the deadlines accordingly.
For instance, you can create a list with three tasks: onboarding new employees, desk setup, and first-week review of the employee. Once the tasks are assigned, you can track the progress of each member who works on these tasks.
2. Collaboration
Without software, collaboration can be quite tricky. especially in a remote work environment. Your team members can not rely on spreadsheets for complex tasks and completing them prior to their deadlines.
A robust task management software helps to streamline the tasks of your organization. Your team members can exchange information and inquire about updates about ongoing tasks. The supervisors can answer questions about individual tasks and track their progress with the software.
3. Automation
Automation helps to simplify complicated and complex tasks. Think of the tasks that require collaboration between several projects, approval from managers at different stages, and notifying team members. Such tasks require software that can automate the work to make it more simple and easier.
When you manage complex tasks manually, it can be a strenuous job. For this reason, task management systems offer automated solutions. Automation can help to free up a big part of your time that would be otherwise spent on these tasks.
4. Time tracking
Time management is a distinctive feature that you should consider in the task management system. Having access to data for the time spent on each project task allows you to identify bottlenecks and resource utilization.
You’ll also need time-tracking functionality if your company frequently hires on an hourly basis. The function is also needed if projects are billed at an hourly rate.
You will be able to allow employees to log their time data into the software. The management can view the timesheet data to improve resource management, audit payroll, or invoicing.
Top 17 Benefits of Task Management Software
On average, 80% of the working day is spent on tasks with little or no value to the business. Task management is crucial because it gives you an overview of the work you need to do. Moreover, the software lets you incorporate time management and time planning into your processes. This ensures you spend the right amount of time working on the core parts of your business.
Here are the 17 benefits of task management software:
1. Manage Under a Single Platform
Whether you are working on an individual or several projects, management is integral. Task management software helps you manage everything in the form of cards/tickets, notes, and calendars.
It provides a central integration platform for monitoring activities that your team performs. Your team does not have to memorize things, and it is easier for the whole team to stay on track.
The software reduces the risk of losing sensitive information, essential tasks, and deadlines. By using such software, you not only save time but also have a sustainable paperless environment.
2. Make Task Prioritization Easier
Task prioritization is a critical factor in meeting the deadlines for essential tasks. Otherwise, it becomes pretty challenging to manage them on time.
Generally, while starting work, many people get stuck in low-priority tasks. These tasks consume most of the time for other essential duties. It can also happen if you don’t focus on your studies.
It is because the focus is to finish the list of tasks you have with you. Poor task management is a leading factor that contributes to deadlines being missed. This is because your job is not prioritized based on importance and deadlines.
Task management software helps you to overcome task prioritization issues. This way, you can complete all the essential tasks on time.
3. Access Data from Anywhere, Anytime
Proper data access is required if you are handling a complex task and plan to work outside the office. It is crucial to have all the essential data with you so that you don’t have issues continuing the work.
Task management apps give you access to get your hands on your database anywhere and anytime. All you need is an internet connection.
This benefit keeps you away from the frustration of getting back to the workplace. By simply logging on from the comfort of your home, you access all your required data in a hassle-free way.
4. Keep an Eye on All Tasks
In organizations with several tasks, it is necessary to view the status of all of them. This helps you to consider how things are going.
Manually tracking the progress of tasks kills a lot of time. This is because every individual job is analyzed along with its problems. With the task manager, they can easily keep track of each member’s progress in a matter of seconds.
5. Boost your Productivity
Productivity in project management matters a lot for the success of any organization. Your team member might spend a lot of time finding what needs to be done. This results in them spending most of their time finding instead of executing tasks.
To avoid this problem, an online task manager is a perfect solution. It not only helps them locate their tasks quickly but also enables them to view all the relevant tasks. You can sell all the projects with their due dates so they can plan things accordingly.
6. Make Task Delegation Easy
Task delegation is a critical step in managing multiple tasks in a short period. With mere clicks, a task manager allows you to assign the right job to the right person. Moreover, it enables you to track their progress as well.
It is impossible to finish all the tasks yourself, no matter how talented. Using task delegation, you can make use of each member of your team efficiently. This ensures that work is equally divided amongst your employees.
7. Improve Team Collaboration
If you work in a small team, it might not be that difficult to get in touch with everyone’s progress. But, as your team grows, it could become a significant challenge to check the performance of each member.
Task management software bridges this gap by developing the spirit of working together. Using this software, your entire team can see which tasks are assigned to which employee. This lets them collaborate and complete in time.
8. Track Time Spent On Projects
It’s pretty tough to take control of your day when there are too many distractions around you. By using task management software, you can identify all the things that create distractions. This is because you can track the entire time you spend on each task.
This software enables you to monitor the time utilized on each task. It also allows you to see who is responsible for each job to gauge the productivity of all individuals.
9. Centralized Platform for Document Sharing
With too many tasks, different documents need to be organized. This helps to ensure that finding related documents becomes more accessible.
Using a task management system, you can centralize file-sharing to make it easier to locate files. It helps to save your team’s time by placing other work-related files in the right place.
10. Eliminates Remote Working Barrier
Nowadays, the concept of remote working is at its peak. Organizations realize they can now have a perfect platform to see how their remote workers do the job.
Task management software helps remote team members get all the live real-time updates regarding work. It saves business time from rescheduling essential updates. Moreover, it ensures everyone is on the same page without making extra effort.
11. Distribute Workload
How can you track the entire team’s workload if you don’t know who is doing what?
As a project manager, one of the biggest challenges is to ensure that you have divided the workload equally. This is because poor workload distribution can create hurdles in achieving your targets on time.
The best way to manage this issue is to use an online task manager. It allows you to assign equal tasks and ensures that you can track their progress on tasks at any time.
12. Notifies About Overdue Tasks
If you have a detailed list of tasks to assign to multiple teams, there is a strong possibility that they miss some of their functions. Highlighting all these tasks and notifying team members is tricky when done manually.
Task management software makes assessing tasks an effortless process. It identifies all the tasks nearing deadlines and notifies all the relevant team members about their jobs.
13. Automate Recurring Tasks Creation
There are always some tasks that need to be repeated, and it isn’t enjoyable to create them every time. Recurring project management tasks are usually managed using a calendar or outlook. It may not be the best way because nowadays, there are many intelligent business task management tools to handle them perfectly.
Task management software helps you avoid wasting time creating these tasks. By automating the tasks, the time is saved so you can utilize it for other tasks.
14. Task Calendar to View Entire Team’s Tasks
It is not easy to ask every team member which tasks they are working on this week or whether they have completed the entire task sheet of the last week. But how can you identify their performances if you don’t know that?
Being updated and aware of the entire team’s tasks is essential to gauge the progress of each member. For that, task management software provides a task calendar feature. This lets the managers view the complete task sheet of every single employee in the blink of an eye.
15. Provide Visible HITs (High Impact Tasks)
High-impact tasks are the tasks that are prioritized and have a significant impact on your achievements. Knowing about all the high-impact tasks is sometimes not good enough because you can forget them if you get busy with other tasks. You need a system that constantly reminds you of these tasks and helps you prioritize them.
Task management software has an outstanding solution for these tasks. They offer a separate section where you can place all your HITs to stay close to them and focus on these more than other less important tasks.
16. Add Subtasks to Bigger Tasks
In bigger organizations, there is always a problem with handling complex projects. Because so many things are attached to that project, it gets pretty challenging to describe the parts of a single task to the team members.
Task management apps offer an impeccable solution to that problem. They allow you to add as many subtasks to a project as you want to break a massive project into more manageable parts. It makes things easy for team members to understand. Also, it gives them the confidence to accomplish a considerable task by breaking it down into small chunks.
17. Create Separate Workspaces
Getting every team member’s attention to each task doesn’t make sense because it can be distracting for those not involved in that task.
The best way to encounter this issue is by creating a separate workspace for all the groups. This ensures only the relevant members are involved in a particular workspace.
Task management apps allow you to create a separate workspace for all your teams. This lets you get involved with the right person instead of involving those who have nothing to do with that particular project.
Why Choose WeekPlan? Does it Offer All These Awesome Benefits?
When we talk about task management tools, almost everyone is well aware of Week Plan. It is a task management software that boosts your productivity and takes task management to the next level.
Week Plan is equipped with all the features to give you all the benefits listed above. You can create nested subtasks and place all your HITs separately to recognize them immediately. The software lets you keep all your project-related files safely in it, and access them without having the trouble of going to the office. The best part is you can track the productivity of every individual member of your team.
Week Plan lets you assign any task to anyone without a problem and collaborate among your team in seconds. You can get connected with your remote team whenever you want.
It also helps you distribute workload equally by seeing the task sheet of each individual. You can view all the overdue tasks and notify the person who missed these tasks. The recurring charges can be set automatically.
You can view all the daily, weekly, and monthly jobs of each member in the calendar view. The software allows you to create as many workspaces as you require for day-to-day tasks. This lets you stay connected with all the participating members of the project and a lot more.
Week Plan is not restricted only to these features. It has much more to offer than that, making it a perfect investment for your business. So, be confident while selecting Week Plan as your task manager, as it is worth it.
Final Verdict
Now you see the countless benefits this tool provides to your business. Utilizing this software makes complex tasks look smooth and helps your organization hit deadlines on time.
But make sure you use the software the right way. It’s not only about using an online task manager but more about how efficiently you and your team are using it. When features of the service are properly availed, your team becomes more productive and effective.
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Product update July 2017