Choosing the right task manager requires some thought. Even after investing time and money in a particular tool, there is no guarantee that it will perform in the way expected. Taking time to consider what is actually needed and carrying out some research before committing to a system can make a significant difference to how useful the chosen tool turns out to be.
What Is a Task Manager
Even those who do not currently use a software programme to manage their workload probably have some form of system in place — even if it is simply a pen and paper. Task management is the process of moving a task through its lifecycle from creation to completion. A good task manager works in conjunction with a calendar, providing a clear picture of the working day and making it easier to identify when specific tasks can realistically be completed.
The most important quality in any task management system is that the user trusts it. When there is genuine confidence in the system, attention can be directed towards the work itself rather than towards remembering what needs to be done.
How a Task Manager Can Help
Task managers help move tasks through their lifecycle more easily by providing a clear view of what needs to be done and by when. For those who manage projects with teams, or who have a demanding workload across multiple areas, a task manager can reduce the risk of missing a deadline or appointment by ensuring everything is visible and tracked in one place.
What Task Managers Are Available
There is a wide range of task management tools available, each with different strengths depending on how a person works and what they need from the system. The table below provides an overview of some of the most widely used options:
| Task Manager | Overview |
|---|---|
| Pen and Paper | A quick and simple way to begin managing a task list. However, as tasks become more complex or begin to involve other people, a digital tool will likely be needed. |
| OmniFocus | An Apple-only task management tool. Often noted for being complex to learn, but once mastered it is very powerful. Suitable for individual use rather than team environments. |
| Asana | A web-based task management tool. Well suited to teams and includes a comprehensive free subscription plan. |
| Todoist | A streamlined list-style tool that makes working through projects and daily tasks straightforward and intuitive. Three levels of subscription are available. |
| Trello | Well suited to both individuals and teams. A highly visual tool, particularly effective for visual learners. Originally web-only but now also available as an offline application. |
| Todoist (cross-platform) | A powerful cross-platform task manager that uses due dates rather than start dates for tasks. This approach can take some adjustment for those unfamiliar with the method. |
| 2Do | A cross-platform task manager. A strong option for those who find OmniFocus too complex and are looking for a capable alternative that works across multiple platforms. |
Switching Costs
For those who have already invested in a task manager, switching to a new system involves more than a financial cost — it also requires time and adjustment. Before switching, it is worth considering whether the new system offers features that will fundamentally change the way work is managed for the better, or whether the current system can be improved with better use of its existing functionality.
A useful question to ask is whether the proposed new tool offers a sufficiently significant improvement — in capability, usability, or efficiency — to justify the disruption of switching. If the answer is not clearly yes, continuing with and optimising the current system is likely the more practical choice.
Other Considerations Before Choosing a Task Manager
Before investing in a new task management tool, it is worth considering the following factors:
- Scale — is the tool intended for individual use or does it need to support a team? Not all task managers offer robust team functionality.
- Access — is the tool accessible online, offline, or both? This will depend on how and where work typically takes place.
- Support — how well does the company behind the tool support its users? Raising a support request with the provider before purchasing is a reasonable way to assess this.
- Financial stability — is the company behind the tool financially established? If the provider ceases trading, the tool and any data stored within it may no longer be accessible. A company that has been operating for five years or more is generally a lower-risk choice.
- Cost — what is the monthly or annual cost? Is there a free tier or trial available to test the tool before committing?
- Cross-platform compatibility — does the tool work across the devices and operating systems in use? Some task managers are limited to a single platform.
Choosing the Right Tool
Technology alone will not make someone more productive — but the right tool, used consistently and trusted fully, can make a meaningful difference to how effectively time and tasks are managed. The most important step is to identify what is genuinely needed from a task manager before beginning the search, rather than being drawn to a tool by its features alone.
How Professional Academy Supports Your Journey
Effective task and time management are core professional skills that underpin performance at every level — and they are among the practical competencies developed through Professional Academy's management and leadership qualifications. Whether studying for a CIM marketing qualification or a CMI management qualification, learners develop the organisational, planning, and prioritisation skills that translate directly into more effective daily practice.
To explore the full range of qualifications available, visit the Qualifications Navigator or book a call with the team.
