Who Needs a Task Management Software so when?

· 3 min read
Who Needs a Task Management Software so when?

Many people end up at a certain point within their life looking for a task management software to help them refocus and keep their finger tips on the most important thing. Task management products organize, schedule and ensure that tasks get done promptly. On short it can boost your productivity. When you are better organized and much more focused on what you have to do, you save time and reduce stress.

Good task and project management software was difficult to find a few years ago when individuals were using Outlook. Nowadays productivity has become almost an obsession of geeks everywhere, therefore the increasing request for such tools generated a big base of good task and project management solutions. There are a lot of choices to help manage the tasks, ranging from standalone applications to web-based services.

Exactly what are users looking for?

Most of them are in fact searching for a personal organizer application to put some order within their busy and messy life. "Initially, I somehow managed to keep everything in my head. Then, when i began to undertake more projects, I realized that I needed an activity management system to help keep me organized and focused." says Deborah Woehr a freelance researcher and writer. These personal organizers generally take the proper execution of the so called "To Do List" applications where users develop a list of tasks that they set a start date, some deadlines and a priority - something very easy.

The Getting Things Done (GTD) methodology

Almost all of the to-do-list applications these days adopt, to 1 degree or another, the GTD method of task management based on the work-life management system by David Allen that delivers concrete solutions for transforming overwhelm and uncertainty into a system of stress free productivity. Apps vary concerning how tightly or loosely bound to GTD they're. The problem, though, with To Do lists and personal organizers is that are only good for your projects. Task management or task tracking software is a lot more than only a to-do list. In a business many of the tasks are collaborative and require multiple team members to fulfill several tasks in one project. In this instance you need an application where assignments could possibly be made, all tasks could possibly be tracked, and completed work could possibly be archived. This is the true task management tool. Users sometimes have to manage multiple projects and delegate work to resources, schedule tasks in time or even create plans. It is a further step to an upper level: project management or project planning software.

Why do we are in need of an activity management application?

Each day we spend most of the time on urgent but low priority tasks while the most significant ones get delayed until another day. Unfortunately, that "a later date" might never arrive. The famous Pareto principle of 80/20 rule applies here: 80% of most important work gets completed if you try to find out the 20% of high priority tasks. Basically an effective task management software must provide you with the best way to find these top 20% of important tasks for a effective project management process. It is a major problem with task management applications: they might need too much effort on users part. It is easy to spend too much time on organization, and not enough on getting things done. Way too many apps spoil the productivity. Task management apps should flow, should make using them easier than writing things down on a bit of paper.

Benefits of a task management tool

allows you to organize, assign and prioritize tasks
enables you to establish goals and milestones also to manage deadlines
you don't need to remember all tasks and more productivity using reminders
entire work integration, effort delegation for increased efficiency and reduced costs
the breakdown of complex tasks into smaller deliverables which might be controlled with minor difficulty
A task management software can be an essential component for organizational and business operations and can make managing the project simpler.