How To Choose a Task Management System for Your Business
So, your business is growing but you’re wondering how you keep track of everything that needs to be done in your business. From daily tasks to a big launch - a task/project management system is critical for managing all the little pieces.
I was just talking to a potential client on a discovery call, and they said they didn’t want to feel like a micromanager but still needed to be in the loop to figure out how her team was using their time.
My first question: “What do you use to manage giving tasks to your team?”
Their response? “I’ve always used spreadsheets but I just don’t think that’s going to work for me anymore.”
A few key things here…
This client doesn’t want to waste their time micromanaging their team when they could be focusing on revenue-generating activities.
This client had a system that worked for them in the past
And finally, they realized they needed to switch things up in order to scale.
Even though they had a system that was functional, spreadsheets, post-it notes, video instructions, single emails, etc. is NOT going to cut it for scaling your business.
While finding a system that works for you is super important, then the next step is to make sure it has the functionality to get the job done.
Now let’s talk about your options when picking your task management system. How do you know which one to choose? I’m going to go over my top 4 task or project management systems available online, their pros and cons, and how they compare to each other!
CLICKUP
This is our #1 recommendation for managing the backend of your business. It is what we use for Everyday Virtual Services, I use it for multiple clients, and I even use it for keeping up with housework and storing recipes. Its clean design, diversity, and powerful automations set it above all the other project management systems I’ve used.
Just because I LOVE ClickUp, doesn’t mean you have to!
ClickUp pros:
Easy for collaboration or single-user use
Dashboard overviews give you valuable insights into what’s going on in the backend
The free version is amazing to start out with.
Easy filing hierarchy and organization with spaces, folders, and lists.
Integrations, exporting/importing data, adding guests to specific areas, templates, and so much more.
ClickUp cons:
The learning curve can be steep with a plethora of features and customization.
Finding the best way to use/organize your project the first time, without professional help you might find yourself setting something up and realizing there was a better way.
This only scratches the surface of the functionality of ClickUp.
Want to try it out for yourself? CLICK HERE.
ASANA
This one comes in a not-so-close second for me, (definitely, because I’m so biased about ClickUp). All-in-all Asana is a great option for many entrepreneurs as it provides all the needs a good project management tool requires.
Asana pros:
There are many options for integration with other tools (Google Drive, Slack, Microsoft, etc.)
Easy to use and set up with little or no prior knowledge.
You can collaborate with teams and manage those teams effectively.
Asana cons:
You can’t assign more than one person to a task.
There is no time tracking on tasks.
Less bang for your buck. When you want to upgrade from the free plan, there seem to be better options that give you more for less.
I have a lot of experience using Asana and there are some limitations on its functionality, but is overall a really good option for someone who needs organization, team collaboration, or single-user use.
TEAMWORK
In the Online Business Manager world, there is a lot of talk about Teamwork. I’ve used it with clients before and I can tell you it’s for a good reason. Their Gantt chart view, milestones, time tracking, and more really can run your business back end with no problems.
Teamwork pros:
There are amazing team collaboration features.
You can customize statuses and fields with ease.
It has similar features to ClickUp with time tracking and dashboards.
Teamwork cons:
As someone who likes visuals, I found the overall design and look of it to be not very appealing.
A lot of users complain it runs slow.
Overpriced when it does less than ClickUp does for free.
TRELLO
Finally, I feel like I HAVE to include Trello here because it is super convenient when you are just starting out with task management. If you have never tracked tasks or used a project management tool, Trello is a great spot to get your feet wet.
Trello pros:
It’s so simple and easy to use.
If you’re a visual learner, you’ll enjoy the board format.
There are pretty templates to help you start.
Trello cons:
You can only view things in the board format.
You cannot assign the comments of a task to a specific person.
Limited functionality when it comes to cards without adding on integrations or paid features.
If you’re looking for something to just keep you on track of a project with simplicity, Trello is a great option. I’ve previously found success using Trello for repositories, storing information, and a weekly calendar.
But ultimately, if you want to scale you will outgrow Trello quickly.
Do you use a project management tool? If not, what is stopping you from getting started?
If you already have a system for delegating, tracking tasks, and project management, how did your system compare to the ones above?
A project management system set–up is the PERFECT Impact Day.
