Best task management software: 11 tools compared for teams and individuals

For your own tasks

• Todoist: best for a personal to-do list when you want to capture tasks quickly using everyday language

• TickTick: best for planning tasks alongside habits, with a calendar and focus timer in the same app

• Microsoft To Do: best for a free Microsoft-connected planner, particularly if you already organize work in Outlook

For coordinating a team

• Asana: best for cross-functional coordination, with shared tasks that connect work across departments

• Trello: best for visual boards, where cards show what’s ready, underway, or finished

• ClickUp: best for combining tasks and documents in one workspace

• Jira: best for software teams organizing development work around backlogs and sprints

Evaluation date: [October 2026]. Asana wrote this guide and held Asana to the same criteria as the rest, including in the areas where other tools do better.

The 11 best task management tools, compared

We checked prices on October 14, 2026. Paid plans charge in US dollars per user per month with annual billing, unless noted. Some features require a higher plan or a separate AI purchase. We grouped tools by use case.

What each tool’s AI does, and whether you pay extra

AI features vary by tool and plan. Some subscriptions include an allowance; others charge separately for AI access or additional usage. Details checked October 14, 2026.

What counts as task management software

Task management software helps you organize and prioritize tasks, then track who owns the work and when it’s due. The category overlaps with personal to-do apps for managing your own day and project management platforms for coordinating connected tasks across projects, including dependencies and portfolio reporting.

How we compared these tools

We chose 11 tools that help you manage everyday tasks, from personal planners to platforms for coordinating work across departments. Each supports task creation, due dates, and ways to organize your work. Team tools also let you share tasks or assign owners.

We focused on products available in the US and left out automation-only tools. Broader project and portfolio platforms made the list if they also support day-to-day task management.

To compare them, we asked questions you’d ask when choosing a tool:

• Can you capture tasks quickly and find them later? We looked at task entry, organization, reminders, and recurring tasks.

• Can your team keep ownership clear? We reviewed assignments, shared views, and collaboration features.

• What does AI help you do? We checked specific capabilities, plan requirements, and extra charges.

• Will it fit your setup? We considered integrations, setup effort, and ongoing maintenance, plus access controls and security for teams.

• What will you actually pay? We checked the plans you need for key features and any additional AI costs.

We grouped the best task management apps by use case (not ranked), so you can start with the options that fit your routine. TickTick, for example, combines task planning with habits and calendar features.

We researched vendor documentation, published pricing, and attributed third-party reviews; we didn’t run hands-on tests. Our recommendations reflect editorial judgment. Each evaluation includes a dated evidence line so you can check its sources.

Asana wrote this guide, and we apply the same criteria to Asana. That includes explaining its limitations and recommending a simpler personal app when it fits your needs.

What are the best task management tools?

We chose tools for different needs, from organizing your own day to coordinating work across departments. We based our recommendations on documented capabilities and published pricing, using editorial judgment without hands-on testing.

1. Todoist

Best for quickly capturing personal tasks

You remember an invoice while making coffee, then think of an errand on your way out. Todoist gives those loose ends a place to land. This personal task app helps you capture commitments as they come up, then organize what needs your attention today and what can wait.

• Where it’s strong: Type “Send invoice every Friday” to create a recurring task without filling out separate date fields. Today and Upcoming views help you plan your workload, while filters bring relevant tasks together.

• Where it falls short: The free Beginner plan limits you to five personal projects, and the calendar layout requires Pro. Consider a team platform if your main need is coordinating work across departments.

• G2 rating: 4.4/5 from 866 reviews.

• Best for: Individuals who want a straightforward way to capture tasks and organize their day.

• Choose something else if: Your main need is coordinating work across departments.

• How it uses AI: Todoist Assist helps break tasks into steps, create filters, and turn forwarded emails into tasks. Filter Assist is available on Beginner; Pro and Business add Task Assist and Email Assist. 

• Pricing: Beginner is free. Pro costs $5 per user per month billed annually, or $7 monthly. The paid subscription includes additional Todoist Assist features.

Evidence: Vendor documentation (Todoist features), published pricing (Todoist plans), and third-party reviews (G2); checked October 2026.

2. TickTick

Best for combining tasks with calendar and habit planning

TickTick is a personal planning app that combines task lists with calendar views and habit tracking.

• Where it’s strong: Arrange tasks around your schedule, then use the built-in Pomodoro timer for focused work sessions. Habit tracking keeps longer-term personal goals alongside your daily commitments.

• Where it falls short: Multiple calendar views require Premium. 

• G2 rating: 4.5/5 from 114 reviews.

• Best for: Individuals who want to manage what they need to do and when they’ll do it in the same app.

• Choose something else if: Departmental approvals and reporting across projects are your main requirements.

• How it uses AI: AI Voice Capture turns spoken requests into tasks and extracts dates or priorities. Audio Summary produces transcripts and summaries from recordings. AI Voice Add has a monthly quota; check the resulting tasks before adding them to your schedule.

• Pricing: A free plan is available. Premium costs $49.99 per year. Confirm the AI allowances available in your account before subscribing; the published annual price does not specify every AI limit.

Evidence: Vendor documentation (TickTick features), published pricing (TickTick Premium), and third-party reviews (G2); checked October 2026.

3. Microsoft To Do

Best for a free daily planner connected to Outlook

Microsoft To Do is a personal task app with shared-list features. It gives Microsoft users a simple place to plan their day.

• Where it’s strong: My Day helps you select today’s priorities, while Outlook integration keeps task planning close to your inbox. Shared lists let you divide simple responsibilities with other people.

• Where it falls short: You can assign a task only to someone who has joined its shared list. 

• G2 rating: 4.4/5 from 99 reviews.

• Best for: Individuals who already use Outlook and want a daily planner without another subscription.

• Choose something else if: You need project dependencies or reporting across several initiatives.

• How it uses AI: Microsoft To Do offers task suggestions through My Day. For generative AI, Planner Agent in Microsoft 365 Copilot lets you create and update tasks using natural-language prompts. You need a Microsoft 365 Copilot license to access those AI capabilities separately from the free To Do app.

• Pricing: Free with a Microsoft account. To Do is not automatically included on a paid Copilot subscription.

Evidence: Vendor documentation (Microsoft To Do), AI licensing requirements (Planner Agent access), and third-party reviews (G2); checked October 2026.

4. Asana

Best for cross-functional teams

A campaign needs input from design, a review from legal, and a launch date everyone can work toward. Asana support brings those moving parts into one shared plan, so you can see who owns the next step and keep work moving across departments.

• Where it’s strong: You can add the same task to several projects without creating duplicate copies, so an update reaches everyone following that work. Rules automate handoffs, while list and timeline views let each team follow the plan in the way that works for them.

• Where it falls short: You’ll need Advanced to manage portfolios of projects. 

• G2 rating: 4.4/5 from 14,180 reviews.

• Best for: Cross-functional teams juggling shared deadlines and responsibilities. Task owners make accountability clear, and shared project views help everyone see how their work fits together. G2 reviewers also highlight task organization and collaboration.

• Choose something else if: You mainly need to organize your own day. Todoist or TickTick offers a more focused starting point for personal tasks.

• How it uses AI: Give AI Teammates assigned work with relevant project context, or use AI Studio to build AI-powered steps into repeatable workflows. Dash helps you identify priorities. Permissions govern access, and configured checkpoints let you review work at key stages.

• Pricing: Personal is free for two users. Starter costs $10.99 per user per month annually, or $13.49 monthly. Paid plans include limited AI usage; additional requests, credits, and AI Studio upgrades cost extra.

Evidence: Vendor documentation (Asana features and Asana AI), published pricing (Asana plans), and third-party reviews (G2); checked October 2026.

5. Trello

Best for simple visual task boards

Trello is a board-based task tool for individuals and teams. Cards move between lists that represent stages of work.

• Where it’s strong: A board with “Ready,” “In progress,” and “Review” lists makes task status easy to scan. Cards hold the details, while built-in automation handles repeat actions and Power-Ups add connections.

• Where it falls short: The Calendar, Timeline, and Dashboard views require Premium. 

• G2 rating: 4.4/5 from 14,063 reviews.

• Best for: Individuals and small teams whose work fits a clear sequence of stages.

• Choose something else if: Comparing dependencies and progress across many projects is your main priority.

• How it uses AI: AI-powered capture turns messages into tasks. Other features help draft card content and generate boards. You review writing suggestions before inserting them; external AI connections depend on the permissions you grant.

• Pricing: Trello offers a free plan. Standard costs $5 per user per month annually, or $6 monthly. Premium costs $10 annually, or $12.50 monthly. AI features vary by plan, with AI-powered task capture available on Standard.

Evidence: Vendor documentation (Trello features), published pricing (Trello plans), and third-party reviews (G2); checked October 2026.

6. ClickUp

Best for combining tasks and documents

ClickUp is a team platform that brings task management and documents into one workspace.

• Where it’s strong: You can keep project instructions alongside the tasks they support, then use custom fields and views to organize delivery. Native time tracking on Unlimited connects task plans with the time people spend completing the work.

• Where it falls short: You’ll need Business for unlimited Timeline views and advanced dashboards, so factor that upgrade into your budget if you rely on those features. 

• G2 rating: 4.6/5 from 14,934 reviews.

• Best for: Teams trying to reduce switching between separate document and task-tracking tools.

• Choose something else if: You just want to capture reminders and plan your day. Todoist or TickTick gives you a more focused place to start.

• How it uses AI: ClickUp Brain AI answers questions about your workspace and helps you draft content. The Everything AI package adds tools such as AI Notetaker, AI Fields, and automation features. Super Agents can carry out workflow tasks; review their permissions and who can trigger them before sharing sensitive information.

• Pricing: Unlimited costs $7 per user per month annually, or $10 monthly. Brain AI and Everything AI are separate paid packages, and some agent or automation actions consume credits.

Evidence: Vendor documentation (ClickUp features and ClickUp Brain), published pricing (ClickUp plans), and third-party reviews (G2); checked October 2026.

7. Jira

Best for software teams managing backlogs and sprints

Jira is an Atlassian team platform with established workflows for planning software development and tracking issues.

• Where it’s strong: Prioritize a backlog, select work for a sprint, and follow issues through development stages. Connections with developer tools help keep implementation activity tied to the relevant work item.

• Where it falls short: The Free plan caps your team at 10 users. You’ll need a paid plan as your team grows or you need more control over permissions.

• G2 rating: 4.3/5 from 8,006 reviews.

• Best for: Software teams that organize delivery around backlogs and sprints.

• Choose something else if: Your work doesn’t revolve around backlogs and sprints. Consider Asana for shared team projects or Todoist for organizing your own day.

• How it uses AI: Rovo provides search and chat, plus agents that help complete work using connected information. Available actions depend on the agent and its configured access. Review its permissions and any approval requirements before enabling automated work.

• Pricing: Free is available for up to 10 users. Standard pricing varies by team size and billing term; use the vendor calculator for a quote. Paid cloud plans include Rovo credits, with additional usage subject to charges.

Evidence: Vendor documentation (Jira features and Rovo), published pricing (Jira plans), and third-party reviews (G2); checked October 2026.

8. monday.com

Best for customizable visual team boards

The monday AI work platform is a team product built around boards you configure to match your processes.

• Where it’s strong: monday.com gives departments the flexibility to organize work around their own processes. Customizable columns and status labels let content teams track review stages and operations teams categorize requests. On eligible plans, automations keep work moving by responding to board changes.

• Where it falls short: You’ll need Standard or above for automations and integrations. Paid plans also require at least three seats, so solo users pay for more seats than they need.

• G2 rating: 4.7/5 from 19,360 reviews.

• Best for: Teams that want visual tracking tailored to a departmental workflow.

• Choose something else if: You want a personal planner without a team subscription. Consider Todoist or TickTick for managing your own tasks and reminders.

• monday.com AI: AI columns process board information, Sidekick helps answer questions and take actions, and agents handle specialized work. Their reach depends on connected information and configuration; check access and automated actions before deployment.

• Pricing: Basic starts at $9 per seat per month annually. Billing uses seat groups, so check your full team cost. AI uses plan-specific credits, with additional credits available to purchase.

Evidence: Vendor documentation (monday.com features and monday AI), published pricing (monday.com plans), and third-party reviews (G2); checked October 2026.

9. Notion

Best for keeping project documents and tasks together

Notion is a flexible workspace for personal and team use. Pages and databases connect written information with task records.

• Where it’s strong: Put project instructions on a page and connect them to a task database. Different views let people follow the same records without maintaining separate trackers.

• Where it falls short: Ongoing access to core AI features requires Business or Enterprise; Free and Plus provide limited trials. 

• G2 rating: 4.6/5 from 13,876 reviews.

• Best for: Teams whose work depends on keeping documentation close to the tasks it explains.

• Choose something else if: You want a predefined task process without designing a workspace structure.

• Notion AI: Notion Agent drafts and edits content using information you can access. Enterprise Search adds connected sources, while Custom Agents automate recurring work. Notion AI respects existing permissions; review requirements depend on the feature and workflow.

• Pricing: Plus costs $10 per member per month annually. Business starts at $20 on annual billing. Custom Agents require separately purchased Notion credits after trial use.

Evidence: Vendor documentation (Notion features and Notion AI), published pricing (Notion plans), and third-party reviews (G2); checked October 2026.

10. Smartsheet

Best for spreadsheet-style task tracking

Smartsheet is a team work management platform built around sheets, with additional views for planning and tracking delivery.

• Where it’s strong: Collect requests through forms, then manage the resulting rows with owners and deadlines. Formulas support calculations, while Gantt and board views help people follow the same work in different ways.

• Where it falls short: The Pro plan caps your team at 10 members and 250 automations per month. You’ll need a higher plan if your team or recurring workflows outgrow those limits.

• G2 rating: 4.4/5 from 24,373 reviews.

• Best for: Teams comfortable with spreadsheets that need more structured collaboration and automation.

• Choose something else if: You want to plan your day without setting up sheets. Todoist or TickTick offers a more focused starting point for personal tasks.

• How it uses AI: Smart Assist answers questions about project data and helps take action. Other AI tools generate formulas or analyze information. Administrators manage available capabilities; check generated formulas and proposed changes before using them in important reporting.

• Pricing: Pro costs $9 per member per month annually, or $12 monthly. Most AI capabilities do not require a separate add-on, but access varies. Documented formula-generation tools require Enterprise or Advanced Work Management.

Evidence: Vendor documentation (Smartsheet features and Smartsheet AI), published pricing (Smartsheet plans), and third-party reviews (G2); checked October 2026.

11. Wrike

Best for structured request intake

Wrike is a team work management platform with tools for collecting requests and coordinating delivery across departments.

• Where it’s strong: Request forms turn submissions into work items, with answers mapped to details such as descriptions and assignees. Custom workflows help people track each request through the relevant stages.

• Where it falls short: The Team plan supports 2–15 users, so you’ll need a higher plan as your department grows beyond that limit.

• G2 rating: 4.2/5 from 4,544 reviews.

• Best for: Departments that need consistent information before accepting and assigning new work.

• Choose something else if: You mainly need to track your own tasks and reminders. Todoist or Microsoft To Do offers a more focused starting point with less setup.

• How it uses AI: AI Essentials supports writing and comment summaries. AI Agents monitor work items and perform configured actions, including routing tasks or starting approvals. Their context can include related tasks and custom fields, so review their access before deployment.

• Pricing: Team costs $10 per user per month annually. Business costs $25 and supports 5–200 users. Team includes AI Essentials; higher plans provide AI Elite allowances, with additional AI options available.

Evidence: Vendor documentation (Wrike features and Wrike AI), published pricing (Wrike plans), and third-party reviews (G2); checked October 2026.

How to choose the right task management software

Choosing the right task management software isn’t a one-size-fits-all decision. It’s an important choice that can really affect your productivity and your team’s efficiency. Here’s a simple guide to help you pick a task manager that truly works for you.

Define your criteria

When you’re working out how to choose task management software, start with a task you repeat every week. Think about where the process gets difficult, such as capturing requests or finding out who owns the next step. Use those problems to decide what your task management platform needs to do.

Match the criteria to your situation

Give the most weight to the needs that affect your work every day. Use the shortlist below to narrow your options, then check the required plan and its limitations.

Before committing, try one real workflow with the people who will use it. Check whether they can find their assignments and update progress without repeated help.

Choosing the task tool you’ll actually keep using

If you’re organizing your own day, try Todoist or TickTick with your real reminders and recurring tasks. See how easily you can plan your week and keep track of commitments before paying for more features.

When work spans departments, start with Asana to bring everyone into one shared plan. Use project templates to get started, then give each task an owner and a deadline. Bring one real project into Asana and see how your team moves it forward together.

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