15 Best Task Management Software in 2025

Too many teams rely on scattered notes, inbox follow-ups, and chat reminders to manage work. Tasks sit in email. Deadlines aren’t tracked. Updates get missed because there’s no single place to see what’s been done or what’s left.

A task manager solves this by keeping assignments, due dates, and task status in one place. You can see what’s active, what’s delayed, and what needs follow-up without guessing, asking, or switching between tools.

This guide compares 15 task management tools by features, pricing, and team fit so you can pick one that helps you plan, assign, and finish tasks without chaos.

What Is Task Management Software?

Task management software helps individuals and teams create, organize, assign, and track tasks in a centralized system. It simplifies how work is structured and completed, enabling visibility and accountability across all stages of a project lifecycle. 

Unlike broader project management tools, task management software focuses on breaking down daily work into actionable components with clear responsibilities.

15 Best Task Management Tools in 2025

There’s no shortage of tools that promise to organize your work. But most teams don’t need dozens of features—they need a system that keeps tasks clear, schedules predictable, and updates in one place. What matters is whether the tool fits the way you already work.

Each of the tools below is reviewed using the same format, so you can compare what they offer, how they work, and who they’re best for.

1. NewMail AI

Email is where most work starts, but it’s not built for tracking, follow-ups, or clarity. NewMail AI brings structure to your inbox by turning it into a task-aware workspace. 

Instead of forwarding emails to another app, you manage tasks, priorities, and responses directly from Gmail or Outlook.

Smart Drafts

NewMail automatically writes high-quality replies based on the conversation's context. This helps you respond faster without repeating yourself, especially when handling client emails or internal approvals.

Daily Briefings

Each day begins with a summary of what matters: unread emails, pending replies, scheduled events, and flagged tasks. You get a clear plan of action without having to scan your inbox manually.

Personalized Priority

NewMail ranks your emails by importance, based on your past behavior and role-specific patterns. This helps you focus on what needs attention first instead of sifting through less relevant messages.

Actionable Insights

When an email contains a task or decision, NewMail highlights it and adds it to a linked to-do list. This keeps your action items visible, so you don’t lose track of what needs follow-up.

Intelligent Tagging

Emails are automatically sorted into smart folders based on sender, subject, or urgency. This keeps your inbox organized without you having to create manual labels or rules.

Simplified Scheduling

You can book or confirm meetings directly from your inbox. NewMail handles availability checks and inserts calendar events so, no tab switching or external scheduler needed.

Pricing Plan

If most of your tasks start in your inbox, don’t switch tools to manage them. Try NewMail AI and handle replies, tracking, and follow-ups, all in one place.

Also Read: Best AI Email Assistant in 2025

2. ClickUp

ClickUp is a modular task management and productivity suite that adapts to a team’s workflow. One unique feature is its ability to embed documents, dashboards, and tasks in the same view for seamless cross-functionality.

Core Features:

• 15+ Multiple task views like List, Kanban, Calendar, Gantt

• Customizable statuses and fields

• Native time tracking app to manage schedules

• Goal tracking and workload charts

• 1,000+ integrations with external apps

Pricing Plan:

• Free Forever Plan

• Unlimited Plan: $7/user/month

• Businesses:  $12user/month

Best For: Teams seeking a fully customizable and scalable all-in-one workspace.

3. Asana

Asana is built for teams that need structured workflows across multiple stages. It handles task creation, dependencies, and timelines without slowing teams down. Its standout feature is "Workload View," which visually balances tasks across team members.

Core Features:

• Timeline, board, and calendar task views

• Task dependencies and milestones

• Automation for recurring workflows using Forms, Rules, Bundles, and Templates.

• Advanced reporting and dashboards

• Integrations with 200+ apps, including Slack, Zoom, Google Workspace

Pricing Plan:

• Personal Free Plan for up to 10 users

• Starter: $10.99/user/month

• Advanced: $24.99/user/month

• Enterprise: Custom Pricing

• Enterprise+: Custom pricing

Best For: Teams managing multi-phase projects that require structured visibility.

4. Trello

Trello is a visual task management tool that organizes tasks and projects using boards, lists, and cards. You can move tasks between stages like "To Do," "Backlog," "In Progress," and "Done" just by dragging cards, making it easy to track where work stands without typing updates. 

Core Features:

• Customizable boards and cards for task organization

• Integration with various apps and services

• Built-in automation with AI assistant, Butler,  to reduce manual tasks

• Collaboration tools, including comments and attachments

Pricing Plan:

• Free: Basic features with unlimited cards and up to 10 boards per Workspace.

• Standard: $5/user/month

• Premium: $10/user/month 

• Enterprise: $17.50/month per user for 50 users

Best For: Teams seeking a straightforward, visual approach to task management

5. Monday.com

Monday.com is a flexible work operating system that enables teams to build custom workflows. Its visual dashboards and automation capabilities help streamline processes across various departments.

Core Features:

• Customizable workflows with a drag-and-drop interface

• Multiple views, including Kanban, Gantt, and calendar

• Automation of repetitive tasks

• Integration with popular tools like Slack, Zoom, and Google Drive

Pricing Plan:

• Free: Up to 2 users with basic features.

• Basic: $9/user/month 

• Standard: $12/user/month 

• Pro: $19/user/month 

• Enterprise: Custom pricing

Best For: Organizations needing customizable workflows and robust integration options.

6. Notion

Notion combines note-taking, task management, and database functionalities into a single workspace. Its modular approach allows users to tailor the platform to their specific needs.

Core Features:

• Flexible pages and databases for organizing information

• Real-time collaboration with comments and mentions

• Templates for various use cases

• Integration with tools like Slack and Google Drive.

Pricing Plan:

• Free: Personal use with basic features.

• Plus: $10/user/month 

• Business: $20/user/month 

• Enterprise: Custom pricing

Best For: Teams looking for an all-in-one workspace to manage notes, tasks, and databases.

7. Wrike

Wrike is a versatile project management platform designed for teams seeking real-time collaboration and customizable workflows. Its dynamic request forms and workload management tools help streamline processes across various departments.

Core Features:

• Customizable dashboards and workflows

• Real-time collaboration with document editing

• Time tracking and workload management

• Integration with tools like Salesforce, Slack, and Google Drive

Pricing Plan:

• Free: Basic features for small teams.

• Team: $10/user/month.

• Business: $25/user/month.

• Enterprise: Custom pricing

• Pinnacle: Custom pricing

Best For: Organizations requiring detailed project tracking and cross-functional team collaboration.

8.Smartsheet

Smartsheet combines the familiarity of spreadsheets with robust project management features, making it ideal for teams comfortable with Excel-like interfaces. Its grid, card, Gantt chart, and calendar views provide flexibility in managing tasks and timelines.

Core Features:

• Automated workflows and alerts

• Resource management and reporting tools

• Customizable forms to collect insights and data.

• Integration with Microsoft Teams, Slack, and Google Workspace

Pricing Plan:

• Free: For individuals with limited features.

• Pro: $9/user/month.

• Business: $19/user/month.

• Enterprise: Custom pricing

• Advanced Work Management: Custom pricing

Best For: Teams seeking a spreadsheet-based approach to project management with advanced automation capabilities.

9. Jira

Jira is a project management tool tailored for software development teams. It supports agile methodologies, enabling teams to plan, track, and release software efficiently.

Core Features:

• Interactive timelines, including mapping work items and task dependencies.

• Scrum and Kanban boards to break down complex tasks

• Advanced reporting and analytics

• Integration with development tools like Bitbucket and GitHub

Pricing Plan:

• Free: For up to 10 users with basic features.

• Standard: $7.53/user/month.

• Premium: $13.53/user/month.

• Enterprise: Custom pricing.

Best For: Software development teams implementing agile methodologies

10. Microsoft To Do

Microsoft To Do is a lightweight task app built for Microsoft 365 users. It syncs tasks across Outlook, mobile, and desktop so you can keep your work visible without extra tools. Ideal for individuals managing personal and work lists in one place.

Core Features:

• Outlook email flags convert directly into tasks

• “My Day” view displays a focused daily task list

• Recurring tasks with reminders and due dates

• Shared lists with optional task assignments

• Sync across mobile, desktop, and web

Pricing Plan:

• Free with a Microsoft account

• Included in all Microsoft 365 subscriptions at no extra cost

Best For:  Individuals and teams using Microsoft 365 who need a simple, integrated task list.

11. Airtable

Airtable blends a spreadsheet layout with database-level customization. It’s suited for teams managing tasks, content calendars, or workflows that need more structure than a checklist can offer.

Core Features:

• Multiple task views, including grid, calendar, and Kanban

• Rich media support, including videos, images, and audio files, for your tasks.

• Rule-based automation for field updates and alerts

• Third-party integrations with Slack, Google, and Miro

• Real-time editing with inline comments and status updates

Pricing Plan:

• Free: Up to 1,000 records.

• Team: $20/user/month.

• Business: $45/user/month.

• Enterprise: Custom pricing
  
  
  

Best For:  Teams managing complex task structures who need flexibility and visibility.

12. MeisterTask

MeisterTask is a Kanban-style task manager focused on visual organization. It’s especially popular with teams that also use MindMeister and want a clean, collaborative task board.

Core Features:

• Kanban board with drag-and-drop task columns

• Column-level automations for repetitive actions

• Built-in timers for individual task tracking

• Task cards with checklists and subtasks

• Native connections to MindMeister, Slack, and GitHub

Pricing Plan:

• Basic: Free.

• Pro: $7/user/month.

• Business: $12/user.

• Enterprise: Custom pricing

Best For: Small teams looking for a visual task manager with lightweight automation.

13. Hive

Hive combines task tracking, messaging, and project planning in one platform. It’s designed for teams that want a central place for both execution and communication.

Core Features:

• Project views including Gantt, Kanban, and calendar

• Native messaging system for task-specific chats

• Time tracking and resourcing across projects

• Integrations with Google Workspace, Zoom, Slack, and more

Pricing Plan:

• Free: Up to 10 users.

• Starter; $1/user/month.

• Teams: $3/user/month. 

• Enterprise: Custom pricing

Best For: Teams that need built-in chat and planning in the same workspace.

14. nTask

nTask offers end-to-end task management with built-in meeting, issue, and risk tracking features. It’s suited for teams looking to manage projects without needing separate apps.

Features

• Task lists with subtasks, status updates, and priorities

• Meeting scheduler with agenda and follow-up actions

• Built-in modules for risk and issue tracking

• Time tracking and billable timesheets

• Integrations with Slack, Zoom, and Google Calendar

Pricing Plan

• Basic: Free for up to 5 users

• Premium: $3/user/month billed annually

• Business: $8/user/month billed annually

• Enterprise: Custom pricing

Best For:  Teams managing operational work and internal planning in one tool.

15. Quire

Quire focuses on nested task structures and clean design, making it ideal for teams that prefer working from to-do lists with depth rather than visual boards.

Core Features:

• Hierarchical task lists with unlimited nesting

• Timeline view for visual scheduling

• Real-time collaboration with team comments

• Smart filter and tagging system

• Integrations with Slack, GitHub, and Google Calendar

Pricing Plan:

• Free: Full access for up to 10 members

• Professional: $7.65/user/month.

• Premium: $13.95/user/month. 

• Enterprise: Custom pricing

Best For: Teams that rely on structured to-do lists and minimal interfaces.

16. Todoist

Todoist is a lightweight task manager built for individuals and small teams. It’s structured like a to-do list but supports projects, labels, and filters for deeper organization.

Core Features: 

• Task lists organized by project, priority, or deadline

• Sections and subtasks for task breakdown

• Labels and filters to sort and group items

• Shared projects with comments and assignments

Pricing Plan:

• Free: Basic features for up to 5 collaborators

• Pro: $2/user/month.

• Business: $6/user/month.

Best For: Professionals managing individual tasks or shared to-do lists with light collaboration.

Benefits of Task Management Software

Task managers can improve how individuals and teams structure, track, and complete their work. A task management system keeps everything in one place: assignments, priorities, and updates. Your team knows what to do and when.

In addition, the Task Management systems provide the following benefits:

• Clarifies task ownership: Task management tools help you assign clear responsibilities. Everyone knows what’s expected, and deadlines are visible to all, so no more ambiguity or dropped tasks.

• Speeds up execution: These task management platforms automate reminders, updates, and recurring tasks. You spend less time following up manually and more time moving work forward.

• Improves collaboration: The task management software lets you tag teammates, leave comments, and share files directly within the task. This keeps conversations tied to the work, not lost in email threads.

• Gives real-time visibility: The task management systems offer a customizable Dashboard for your tasks. These Dashboards show what’s on track, what’s overdue, and what’s falling behind. 

• Keeps work accessible anywhere: Whether on desktop or mobile, task management tools let you check priorities or make updates without waiting to get back to your desk.

Also Read: Top AI Task Managers in 2025

What to Look for in Task Management Software

Most task management systems offer similar core features. But before you invest in any tool, check whether it includes the following. These features make the difference between a tool that just stores tasks and one that helps you get work done.

• Task hierarchies:  A good system should let you break big projects into smaller tasks and link them with dependencies. This makes work easier to plan and helps you and your team focus on one step at a time without losing sight of the bigger goal.

• Built-in team collaboration: Choose a tool that lets you assign tasks, tag coworkers, add comments, and attach files. This keeps all communication tied to the task itself, so you don’t have to dig through emails or chat threads to find what you need.

• Flexible task views: The tool should have flexible task view features like lists, calendars, Kanban boards, or Gantt charts because different team members need to see tasks in different ways. These views let everyone work without forcing a fixed layout.

• Automation for repetitive tasks:  If your team deals with recurring work or regular updates, automation can help. Features like auto-reminders, recurring due dates, and rule-based status changes save time and reduce errors.

• Integrations with daily-use tools: The software should connect to the tools your team already uses—like Google Calendar, Slack, Zoom, or time trackers. This avoids extra work and keeps your task data consistent across platforms.

How to Pick the Right Task Management Software

The right task manager depends on what’s slowing your team down. Start by identifying your work style:

• If most tasks come from email, choose a tool that works inside your inbox, like NewMail AI.

• If your team needs planning and timelines, look for Gantt charts, dependencies, and project views.

• If collaboration is scattered, prioritize tools with shared boards, real-time updates, and built-in chat.

• If your tasks are repetitive,  go for platforms with automation rules and recurring workflows.

• If you work across devices, make sure the mobile app is fully functional and synced.

Once you narrow down a few tools:

• Identify what your team actually needs

• Research 2–3 tools that match your workflow

• Test them on real tasks, not just demos

• Gather feedback from the people using them daily

Managing tasks through email? NewMail AI turns your inbox into a task tracker. No app-switching. No missed follow-ups. Try it for free here.

Also Read: Gmail Email Management Tools to Boost Productivity

Trends in Task Management Software for 2025

Task management tools are evolving beyond basic checklists and shared boards. In 2025, the best platforms will focus on smarter execution, cleaner interfaces, and tools that adapt to how people already work, not the other way around. Here are the key trends to expect:

AI-Powered Task Handling

Many tools now use AI to suggest deadlines, summarize updates, and automate follow-ups. This reduces manual input and makes task lists more dynamic, especially in fast-moving teams.

Native Email Integration

Platforms are no longer treating email as an external input. Tools like NewMail AI are bringing task detection, smart replies, and briefing summaries directly into the inbox, eliminating the need to copy tasks between apps.

Real-Time Workload Insights

Teams are asking not just "what's assigned," but "who’s overloaded?" Expect more tools to offer resource visibility—showing who’s at capacity and where work can be rebalanced before delays happen.

Mobile-First Experience

In 2025, task managers are expected to work fully on mobile, with offline syncing, full editing, voice-to-task, and notifications that support decisions, not just alerts.

Workflow Customization Without Coding

Teams want to shape the tool to fit their process. Drag-and-drop automation, form-based data collection, and role-based task views are becoming standard—no IT help is required.

Privacy-Centered Collaboration

As remote teams grow, tools are building clearer access controls, audit trails, and workspace boundaries—so sharing doesn’t mean oversharing.

Conclusion

With so many task management tools available, choosing the right one depends on how your team actually works—email-first, mobile-first, or project-heavy. What matters most is that your tasks stay clear, your team stays aligned, and nothing slips through.

If your work starts in the inbox, tools like NewMail AI can simplify your day from the first email. Instead of juggling apps, you track, reply, and prioritize—all in one place.

Try NewMail AI for Free