11 Best Task Trackers For Efficient Team Management

Managing a team is no small feat—especially when tasks seem to multiply by the minute. Between deadlines, shifting priorities, and the constant need to keep everyone aligned, it’s easy for things to feel disorganized.

Trust me, I’ve been there! There’s that feeling of juggling a hundred tasks at once and hoping nothing falls apart. Over time, though, I’ve learned that staying organized and keeping track of everything doesn’t have to feel like an impossible task. Task trackers are a lifesaver in those situations.

These tools help you see the big picture, break down tasks into manageable chunks, and make sure no detail gets lost in the shuffle. In this post, I’m sharing 11 of the best task trackers I’ve found that can help take the stress out of team management and keep things running smoothly. 

Table of Contents

• 7 Must-Have Features for Task Trackers
• 11 Best Task Tracking Tools for Modern Teams
• Best Practices for Task Management
• Make Task Management a Breeze

7 Must-Have Features for Task Trackers

When choosing a task tracker, it’s important to consider more than just a pretty interface or basic functionality. The right features can make all the difference in how smoothly your team operates. Over time, I’ve found that certain key features really stand out and make task management a lot easier. 

• Task Prioritization: Not all tasks are created equal. Having the ability to prioritize tasks—whether it’s by deadline, importance, or urgency—makes a huge difference in how you manage your day. With features like color-coding or priority tags, you can easily identify what needs attention first. Hiver, for example, lets you set priorities in shared inboxes, helping you stay on top of urgent customer requests while organizing everything else.
• Collaboration Tools: A task tracker is only as useful as its ability to foster collaboration. Look for tools that allow you to assign tasks, leave comments, and share updates in real-time. You want something that helps your team communicate clearly without jumping between multiple apps. 
• Customizable Workflow: No two teams work the same way. That’s why having a customizable workflow is so important. A good task tracker should let you adapt the tool to fit your team’s specific needs, whether that’s creating custom labels, task statuses, or stages for your projects. This flexibility helps streamline your process and keeps everything organized exactly the way you need it.
• Real-Time Notifications: Missing a key update or deadline can derail an entire project. Real-time notifications are essential for staying in the loop. When tasks are assigned, completed, or updated, notifications keep everyone informed. Whether it’s an update on a project or a quick reminder, these notifications make sure no one falls behind. 
• Task Dependencies: Sometimes, one task can’t move forward until another is completed. Having the ability to set task dependencies means you can track how tasks are related to each other. This is super helpful when managing complex projects with multiple steps. It helps avoid confusion and ensures that tasks are completed in the right order.
• Reporting and Analytics: Having clear visibility into how tasks are progressing is crucial. Reporting and analytics features give you insights into team performance, task completion rates, and project timelines. This data can be invaluable when identifying bottlenecks or improving processes. A solid task tracker should make it easy to generate reports, so you can always measure how effectively your team is working.
• Integrations with Other Tools: If your team uses multiple tools to manage projects, communicate, or track progress, integrations are a must. A task tracker should easily integrate with other tools like Google Calendar, Slack, or project management software. 

11 Best Task Tracking Tools for Modern Teams

Studies show that 41% of workers feel stressed due to excessive workloads. The proper task tracker can make all the difference for your teams. Not all task management tools are the same. While some offer broad functionality, others excel in specific areas like task dependencies. We’ve narrowed it down to the 11 best task management tools that truly stand out.

1. Hiver

Hiver is a multi-channel customer support platform built to simplify workflows and improve team collaboration without extra complexity. It integrates task management directly into Gmail, so you don’t need to switch between apps. Whether you’re managing customer service inquiries, handling projects, or coordinating with your team, Hiver keeps things organized and straightforward. With features like JIRA integration, SLA management, and customizable views, Hiver fits teams of all sizes, making task and communication management effortless.

Key Features: 

• Task assignment and tracking: With Hiver, you can easily assign tasks directly from your inbox. Whether it’s an email or a support request, you can quickly turn it into a task, assign it to a team member, and track its progress through various stages—such as “Assigned,” “In Progress,” or “Closed.” This feature helps you keep a clear overview of who’s working on what. 
• Custom views for better visibility: Hiver offers different views to help you manage your tasks more effectively. You can use filters to track tasks assigned to specific team members or see tasks by their status, like “open,” “in progress,” or “resolved.” This makes it easy to get a quick snapshot of the team’s workload. 
• Seamless JIRA integration for agile task management: Hiver enables agile task management with its JIRA integration, allowing your team to manage JIRA projects directly from Gmail. This integration brings the power of JIRA’s task management features—such as task management—right to your inbox. 

• Collaborative task management: Hiver makes it easy to collaborate with your team on tasks. You can add private notes, comment on tasks, and communicate with teammates—all within the task card itself. This centralizes all communication related to a task and keeps everyone on the same page.
• SLA management for time-sensitive tasks: Hiver helps you manage SLAs (Service Level Agreements) by allowing you to set deadlines for tasks and track their progress. With SLA management, you can ensure that time-sensitive tasks are completed on time and that nothing is left behind, helping you maintain a high level of service quality.

Pricing

Hiver offers five pricing options. 

• Free forever plan
• Lite: $19 per user per month 
• Growth: $29 per user per month
• Pro: $49 per user per month 
• Elite:  Enterprise plan 

2. DragApp

DragApp is a shared inbox solution that simplifies task management and team workflows directly within Gmail. With DragApp, everything you need to manage your tasks is right inside Gmail. It offers three customizable views—Kanban, Preview, and List—allowing you to work in a way that suits your preferences. Whether you’re tracking project stages or managing daily tasks, you can switch views to find the one that best fits your workflow.

Tasks in DragApp are organized as cards, which you can personalize with due dates, notes, and even a private chat feature to communicate with teammates. This keeps all task-related information in one place, making it easier to stay on top of projects. Plus, DragApp’s drag-and-drop functionality allows you to move tasks between columns effortlessly, making project tracking a seamless experience.

Key Features:

• Drag turns Gmail into a shared workspace, making it easy to manage group emails (e.g., support@, sales@) and visualize tasks with Kanban-style boards.
• Assign emails and tasks to team members for better accountability and streamlined workflows.
• Includes shared drafts, @mentions, and collision detection to imrpove team collaboration.

Pricing:

DragApp offers four plans. 

• Free plan for up to 3 users 
• Starter Plan at $8 per user per month 
• Plus plan at $14 per user per month
• Pro plan at $20 per user per month

3. Trello

Trello is a simple, Kanban-based task management tool ideal for smaller projects and individual tasks. Its intuitive interface includes drag-and-drop task cards, customizable boards, and checklists, making it easy to stay organized and monitor progress. 

Key Features:

• Collaborate with checklists, assign due dates and assignees, and prioritize tasks using labels (e.g., high, medium, low).
• Filter tasks by labels to quickly generate status reports.
• Automate recurring tasks using Butler with simple rules, buttons, and command creation.
• Organize workloads with task views on calendars, timelines, or tables.

Pricing:

Trello offers four pricing options. 

• Free: Basic features with 10 boards
• Standard: $5/month per user
• Premium: $10/month per user
• Enterprise: $17.50/month per user

4. ClickUp

ClickUp is a project management tool with task tracking that helps teams manage and track their tasks efficiently. It allows you to create tasks for various projects, assign them to specific team members, and monitor their real-time progress. With customizable features like statuses, priorities, and due dates, ClickUp ensures clear accountability and smooth task execution. 

Key Features:

• Quickly create tasks for customer issues and assign them to the relevant team member, ensuring clear responsibility and accountability.
• Stay informed with a live activity stream that updates as tasks are created, updated, or completed, keeping track of time-sensitive issues.
• Define task statuses such as “New,” “In Progress,” “Awaiting Customer,” and “Resolved” to align with your support workflow.
• Use different views (List, Board, Box) and advanced filtering to organize tasks and prioritize the most urgent issues.

Pricing:

ClickUp has four pricing plans:

• Free Forever 
• Unlimited: $7/member per month 
• Business:  $12/member per month 
• Enterprise: Not provided 

5. Asana

Asana is a task management tool designed to help teams stay organized and collaborate efficiently, especially in remote work settings. It offers features like pre-built templates, centralized task tracking, and easy task assignment, making managing projects and tasks across teams simple. With automation options and intuitive workflows, Asana helps streamline processes and keep teams on track. 

Key Features:

• Easily create and use pre-built templates for various task management workflows, saving time on setup.
• Features like task comments, file sharing, and real-time updates enable seamless collaboration for remote teams.
• Create customized workflows without any coding knowledge, allowing for a tailored task management process.
• Use advanced search and filtering tools to quickly find tasks, projects, and documents, making navigation efficient.
• Access tasks and collaborate on the go with dedicated mobile apps for both Android and iOS devices.

Pricing:

Asana offers three plans: 

• Personal: Free forever (for up to 10 users)
• Starter: $10.99/month per user
• Advanced: $24.99/month per user

6. Wrike

Wrike is a task and workflow management platform that excels in scalability and customization. It allows teams to create tailored task libraries, organize work across multiple levels, and collaborate seamlessly in real-time. With features like personalized dashboards, task automation, and detailed reporting, Wrike helps teams optimize efficiency and track performance.

Key Features:

• Customizable project dashboards with detailed reports.
• Seamless collaboration with built-in feedback tools.
• Visualize tasks using Gantt Chart, Kanban, and Calendar views.

Pricing:

Wrike offers four pricing options and an additional fee for integrations. 

• Free
• Team: $9.80/month per user
• Business: $24.80/month per user
• Enterprise and Pinnacle: Contact sales

7. Todoist

Todoist keeps things simple yet effective, perfect for teams and individuals seeking a reliable task manager. With features like natural language task creation, recurring reminders, and customizable priorities, Todoist excels at tracking daily tasks and long-term goals. The tool also offers a clean interface, with easy access to upcoming deadlines, task rescheduling via drag-and-drop, and simple task assignments.

Key Features:

• Streamlined daily task management.
• Multiple task views (Kanban boards, lists, and more).
• Simple navigation for tracking project progress.
• Integrates with popular productivity and time-tracking apps.

Pricing:

Todoist offers three pricing options. 

• Beginner: Free
• Pro: $4/month per user
• Business: $6/month per user

8. SmartTask

SmartTask is a comprehensive task management tool that offers features like deadlines, dependencies, and customizable views such as calendar, list, and board. The platform supports collaboration through task comments, real-time notifications, and the ability to invite external stakeholders. Additionally, SmartTask provides advanced search and dashboard reports to track project progress and sales.

Key Features:

• Allows the setting of recurring tasks, whether daily, weekly, or monthly, to keep processes on track.
• Generates detailed task and sales reports, offering insights to drive performance and decision-making.
• Tracks time for individual tasks, helping monitor productivity and optimize workflow.

Pricing:

Smart Task offers four plans. 

• Free Forever plan 
• Premium at $11.98 per user per month
• Business at $15.98 per user per month
• Enterprise plan 

9. Zoho Projects

Zoho Projects provides a robust task management platform that simplifies project tracking by breaking down tasks into milestones, task lists, and subtasks. With a strong focus on detail, users can assign tasks with attributes such as assignees, work hours, priorities, and reminders. Additionally, the platform includes timesheets and timers, making tracking the time spent on each task easy.

Key Features:

• Easy access to Gantt charts for project tracking.
• Customizable workflows with pre-built project templates.
• Simple task scheduling using calendar views.
• Seamless integration with Zoho, Google, and Microsoft apps

Pricing:

Zoho Projects offers three plans:

• Free: Up to three users
• Premium: $4/month per user (10-day trial)
• Enterprise: $9/month per user (10-day trial)

10. Jira

Jira is a robust task-tracking tool designed to bridge team communication and streamline task management. It allows teams to track and manage tasks effectively, from customer support to engineering. With features that enable seamless ticket escalation and integration, Jira helps ensure that all functions, including development-related issues, are tracked in one central location, making monitoring progress and timely resolutions easy.

Key Features:

• Teams can create personalized dashboards to track their unique issue resolution process from start to finish.
• With Jira Query Language (JQL),teams can filter and prioritize issues based on specific criteria, such as severity or customer tier.
• Ready-made templates for common workflows, such as bug tracking or DevOps, can be customized to fit evolving team needs.

Pricing:

Jira has four pricing plans: 

• Free: Up to 10 users
• Standard: $8.15/month per user
• Premium: $16/month per user
• Enterprise: Contact sales for pricing

11. Airtable

Airtable is a project management software with a task-tracking capacity designed to help teams manage workflows and track completed tasks across different views. Its intuitive interface allows users to organize tasks using various project views, such as Kanban boards, Gantt charts, and calendar views, ensuring streamlined collaboration and clear project tracking.

Key Features:

• Offers a variety of project views, including Kanban, grid, calendar, and Gantt charts, enabling teams to organize and track tasks in a way that best suits their workflow.
• The Interface Designer allows users to create custom, visually appealing dashboards tailored to specific needs. These dashboards allow users to easily access project information and task management.
• It provides teams with customizable reports, offering valuable insights into task progress, deadlines, and team performance. 

Pricing:

Airtable has four pricing plans: 

• Free forever 
• Team plan at $20 per user/ per month
• Premium plan at $45 per user / per month
• Enterprise: Contact sales for pricing

Best Practices for Task Management

Efficient task management is about the tools you use and how you implement best practices to maximize their value. Here are some strategies that can boost your productivity:

• Break Tasks into Smaller, Manageable Steps: Large projects can feel overwhelming, but when you break them down into smaller, actionable tasks, they become much easier to tackle. Each step should have a clear goal, making it simpler to track progress and avoid feeling bogged down by the scope of the entire project.
• Prioritize Based on Urgency and Impact: Not all tasks are of equal importance. Make sure to prioritize based on urgency and impact. You can use tools like color coding or labels to mark high-priority tasks, which helps keep your focus on what really matters. This way, the team knows what needs immediate attention and what can wait.
• Set Clear Deadlines and Stick to Them: Deadlines are essential for maintaining momentum. Without them, tasks can drag on forever. Be clear about when tasks need to be completed and ensure they align with the overall timeline of the project. Having a set timeframe makes it easier to manage expectations and measure progress.
• Keep Communication Centralized: It’s easy for communication to get lost in various channels—emails, chat, meetings—but it’s essential to keep all task-related conversations in one place. Tools that allow you to comment directly on tasks or projects help maintain clarity and avoid confusion. 
• Review and Adjust Regularly: Task management isn’t a one-and-done process. It’s important to regularly review progress and adjust as needed. Sometimes priorities shift, and tasks might need to be reassigned or rescheduled. Make sure to keep your workflow flexible and be willing to adapt when changes arise.
• Delegate Effectively: One of the best ways to manage tasks efficiently is by delegating. Trust your team with specific tasks based on their strengths and expertise. This not only helps get things done faster but also keeps the workload balanced and prevents burnout.
• Celebrate Completed Tasks: Acknowledging the completion of tasks, whether big or small, can boost morale and keep the team motivated. Take a moment to recognize hard work and achievements, which helps maintain momentum and encourages everyone to keep pushing forward.
• Use Task Management Tools: A good task management tool can make all the difference. Having a tool that integrates seamlessly into your workflow makes task tracking more organized and less time-consuming.

Make Task Management a Breeze

Task tracking, when done right, can drastically improve how you manage your team’s workload and improve productivity. Now that you know the best practices and tools, it’s time to take action. The next step is to choose the right task tracker tool to integrate task management seamlessly into your workflow.

While there are many options out there, Hiver stands out for its simplicity and powerful features. Although it’s not strictly a task-tracking tool, Hiver offers features that help you track tasks effectively. For example, you can easily monitor the status of queries, set filters to see what specific team members are working on, and track tasks through different stages like assigned or closed. This gives you a clear, unified view of the workload across your team.

Take a free trial of Hiver.