Task Management Software for Companies — How to Choose?

Regardless of the industry or your business’s stage of development, a task management app is one of the most important tools for daily work. Not only do they allow for task management, but they also have many additional functions, making work planning less time-consuming and achieving good results — easier. What features do task management programs have, and how do you choose “the one”? What should you pay attention to?

Task Delegation Software — a Must-Have for Businesses

While the traditional pen and paper as an analog way of taking notes or scheduling still has its fans, the march of time is relentless — and there’s nothing surprising about that. Digital solutions are simply more efficient, especially when working as a team and dealing with multi-stage projects consisting of a series of interrelated subtasks. In such moments, communication becomes the top priority of all organizational values. A company that can organize it well has a significant competitive advantage from the get-go. This means that selecting a task management program is, in fact, one of the key decisions in managing a company.

Zarządzanie zadaniami — program — przykłady

Najpopularniejsze tego typu aplikacje to między innymi:

• TastyTask
• Trello
• Asana
• Todoist
• Nozbe
• Monday
• Clickup
• Notion
• HeySpace

Advanced CRM systems, like HubSpot or Salesforce, also offer task management features.

When selecting task management software, consider its available features and intended use. For instance, TastyTask, primarily designed for teamwork coordination (although fully usable for individual users), provides a significantly different experience than the more complex Notion, where task management is just a marginal part of the overall program. Another example is Todoist, which, while does allow for work coordination for several users, is primarily intended for individual use and was originally designed as such.

It’s worth noting that today, virtually all task management programs operate in the cloud. Programs installed exclusively on a hard drive are extremely rare. This is simply because a task management application needs to be accessible from different locations, making web-based access (through a web browser) and, ideally, a mobile app for smartphones the most popular way to use such programs.

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Task Planning Software for Businesses — What It Includes

While in theory all programs follow similar principles, they can differ significantly in the details of how they execute their mission. Let’s go through the features offered by TastyTask as an example of the most commonly found and most vital options for businesses.

1. Task Assignment

As task assignment programs, TastyTask and similar apps allow users to create a task object and then assign responsible users to it. Tasks can be assigned to oneself as a private to-do list, or to other employees. All tasks have properties, including a set deadline — sometimes making task management software a de facto deadline-tracking program.

An important feature of task management systems is the set of different permission levels. This way, the author, assigned user, and observer have varying capabilities to edit and influence the project’s implementation process.

 

Source: TastyTask, tastytask.com

For task descriptions as well as comments, there is an option to upload attachments — such as a client brief, new banner proposals from the graphic designer, a tax questionnaire, or any important file in the most commonly used office formats: PNG, JPG, GIF, DOC, DOCX, PDF, XLS, XLSX, TXT, CSV, or ZIP, with varying size limits:

• up to 10 MB in posts,
• up to 30 MB in tasks,
• up to 10 MB in comments.

2. Subtasks

Projects are often multi-stage. Including all project phases directly in one task can lead to communication chaos, especially when different phases have different executors and require different types of actions. The comment section can then contain dozens or even hundreds of uncoordinated messages, potentially delaying the project’s completion — the ultimate goal.

Thus, a significant element of task management software is support for subtasks as separate objects in the following hierarchy: main task ➡️ subtasks. This allows different people to be assigned to different subtasks, each with its own comment section, facilitating continuity and avoiding communication clutter.

Subtasks — Example

Consider the marketing industry. A client orders marketing services consisting of a Google Ads campaign and an email marketing campaign. Each sub-step requires the involvement of different people — the PPC advertising specialist manages the campaign, the email marketing involves a trio consisting of a copywriter, graphic designer, and coder, while a dedicated client manager coordinates the whole process. In the main task owned by the manager, there are two subtasks with designated responsible users. Simultaneously, the department head can be marked as an observer to monitor everything and intervene if needed.

3. Task Statuses and Priorities

Apart from written status confirmations in comments, TastyTask, as a company task program, allows for assigning specific statuses to a task based on its progress.

In TastyTask, a task can, by default, have one of the following statuses:

• new,
• in progress,
• for approval,
• done,
• closed,
• cancelled.

Source: TastyTask, tastytask.com

As a task planning software, TastyTask allows for full customization of this list. This means you can adjust the statuses to your organization’s specific need — for example, by adding another status, like “Waiting for a CEO Approval” or “Postponed.”

Each task can also be assigned a priority level, represented on a scale from 1 to 100 points.

4. Clients and Trading Partners

A task can also be assigned to a specific client from the database. This way, the task is not left in a void. Clients and trading partners can also be marked with selected statuses: Active, Termination, Inactive, or No Status.

Importantly, clients and trading partners don’t need to be manually entered into the system — though this is an option. For large client databases, manual entry would be a daunting task, so robust task management systems like TastyTask offer the ability to import the client list from a CSV or XLSX file.

It’s also important to note that TastyTask enables direct collaboration with clients in the system. They can view progress, assign tasks, and receive updates.

5. Post Dashboard

When tasks pile up, the key to managing them is filtering. In TastyTask, tasks can be filtered by client name, status, priority, or designated users.

Source: TastyTask, tastytask.com

6. Post Dashboard

The task module is crucial, but for the businesses, it may not be enough, so it shouldn’t be the program’s only function. To impact overall company communication (besides improving project management), a posting function is valuable. TastyTask includes a post dashboard in a format familiar the social media platforms. It’s an ideal place for publishing:

• administrative announcements (e.g., changes in catering delivery hours, a new VPN for remote employees, a company integration event);
• updates on company structure and employee promotions;
• details about products and services (e.g., phasing out a product line, adding a new feature to a service);
• professional development suggestions and industry news (e.g., recommending a specific course, introducing a new tool to use).

Source: TastyTask, tastytask.com

Posts can consist of text with basic formatting, such as bold or italics. However, TastyTask also allows for adding attachments to posts.

To simplify tool management, posts in TastyTask support hashtags.

7. Audience Groups

To avoid confusion, TastyTask allows for publishing announcements visible to all users or only specific groups. This way, a message for a sales, marketing, or customer service team can be directed only to its members — the salesperson doesn’t need to read about an important update in the internal invoicing program they don’t use.

8. Read Confirmation

The read confirmation function is ideal for the most critical announcements — mandatory procedures, safety rules, and other information with a significant impact on the organization. When publishing such a post, select the “Require Read Confirmation” option, obligating the recipient to click the confirmation button after reading the post.

Source: TastyTask, tastytask.com

9. Live Chat

In addition to ‘serious’ posts, it’s important to provide workers with a space for casual conversations, a digital water cooler area (so-called hyde park). This is a place for informal discussions, unofficial arrangements, or some daily humor. The chat operates in real-time, allowing quick communication. At the same time, as a separate section on the main page, it doesn’t interfere with key company information, serving as an equivalent of casual talks in the office kitchen.

Source: TastyTask, tastytask.com

A company chat is a crucial tool, supporting not only communication and efficiency but also team integration and organizational culture. After all, task management in a company isn’t just about constantly working on new projects!

How to Choose Task Management Software?

For an individual with a simple project structure, a free task management program may suffice. In business and teamwork, especially when coordinating the activities of a large team, more advanced solutions are usually required.

TastyTask offers everyone a free trial during which all features are available without limitations. No card linking is required. This allows you to test the full TastyTask experience with your team and decide if it’s the right tool for your company to manage tasks and support communication within the organization.

Visit tastytask.com to learn more about tasty task management!