11 Best Free Task Management Software in 2021 – Definitive Guide

Time and task management is the most annoying and never-ending concern for many corporate people.
Banner - Best Free Task Mangement Software - ULTRAdvice.com

As a Team-leader managing 14-people and communicating with several clients, managers and fellow team-leaders. I have realized that the time and task management can be thought as the most annoying and never-ending concern for many corporate people.

Survey conducted by KPMG in 2019 shows that 70% of organizations have gone through at least one project failure in the prior 12 months.

58% of organization understands the need for project management tools!

So, it is very crucial to know and leverage Gantt Charts and Kanban Board like task visualization system to successfully complete the projects on time.

Mostly, individuals and teams loaded with a series of new tasks and projects are trying their best to deliver desired results on time by effectively managing their responsibilities.

Meanwhile, if you are in search of a Smart Management System to improve the productivity of you and your team then this article is for you!

List of Best Task Managers

  1. Trello
  2. Asana
  3. ClickUp
  4. Airtable
  5. Hitask
  6. MeisterTask
  7. HeySpace
  8. nTask
  9. Zoho Projects
  10. Todoist
  11. PaymoBest for Freelancers

But before we jump-in,

Let we discuss the need for task management to make sure that you would be able to take informed decisions. If you want then click here to jump to the discussion of best Task Management Software and skip reading following section.

Why choose a Task Management Software?

People who fail to manage tasks thoughtfully are most likely to miss the deadlines. Distraction plays a crucial role here and easily carry you away!

But with a Task Manager you can overcome these problems.

Because it let you note daily tasks and long-term projects at one place. So that, at a glance, you can easily track the progress, identify delays and problem areas.

Basically, a Task Management Software is developed for improving efficiency by automating workflow.

You will be able to,

  1. Assign Due Date
  2. Assign Coworker
  3. Add Description
  4. Allow comments
  5. Attach Files
  6. Assign Prioritize
  7. Set reminders or alert notifications
  8. Create Dependencies
  9. Recurring Task
  10. Collaborate with Colleagues and Clients
  11. Calculate the time and budget required fo a task or project

Task Manager for big teams

The truth is nothing comes totally free!

Every best Task Management Software is available for FREE with limited features. It is best fit for a small team of 5-10 members.

For a big team a task manager is not free at all!

Because big teams need a task manager with extended features and excellent collaboration tools to communicate with colleagues and clients.

Good News is,

A premium task manager is very cheap and affordable. The pricing starts at $5 per month. With this payment you get access to the full-fledge Project Management Suite for managing complex projects!

is there any SINGLE BEST task management software?

Obviously, No! The methods of executing tasks changes from company to company and person to person.

So your preferred software may be different from mine.

In this article, I have tried to cover all the aspects in details that make a Task Manager best. So read this article till the end until you find the best fit for you. And, even after that any doubt remains then you can drop a comment. I will reach out to you.

Self-hosted software are also included in this article.

Now without any further ado, let’s dive in,

1. Trello

Trello - Best Free Task Management Software - ULTRAdvice.com-min

Trello is an oldest and well-known task management software that has attracted a huge user base. The tool can be used by both teams and individuals.

You can define the project milestones column-wise. Then add tasks in card format in each column. As the tasks moves through the completion process, you can drag cards in the next column.

Trello is free for unlimited users to create and collaborate on up to 10 project boards. For creating unlimited number of projects you need to upgrade to their premium service by paying $9.99.

Paid version is packed with unlimited integrations and additional task views.

Is it Worth trying?

The Trello offers an easy-to-use Kanban Board style task visualization interface. Each task is assigned with a deadline, label, coworkers, attachments, checklist, and more.

There are dozens of templates covering almost all types of project (HR, sales, development, marketing). So creating a project board with Trello is a breeze!

Trello is excellent for team and client collaboration! Unlimited number of users can work in a centralized location with maximum ease. Free version of Trello can integrate with Google Calendar, GitHub, Dropbox etc.

It offers an unique feature called Butler which help you in creating a Button with rules and commands.

Benefits

  • Easy to use
  • Excellent project management
  • Live chat
  • Android and iPhone app
  • Integration with many apps

Drawbacks

  • No time tracking

2. Asana

Asana - Best Free Task Management Software - ULTRAdvice.com-min

Asana is a professional and highly popular task management software used by big companies like Google and Spotify.

It is FREE for small teams (up to 15 members). They can create and collaborate on unlimited number of projects.

Big teams with more than 15 members need to opt-in for paid plan ($10.99 per user per month). The premium version packs features like dashboards, advanced search and reporting, custom fields, private teams and projects, etc.

Is it Worth trying?

The Asana has list, timeline, Calendar, and Kanban board style task visualization interface to add flexibility in management and organization of tasks.

The Calendar view helps in tracking progress and delays easily. The list view looks like an advanced version of default To-do list app. Powerful list view allow you to sort and filter tasks by due date, priority, status, etc.

Timeline view is very similar to Gantt Chart view that let us know about unattended and overlapping tasks.

Asana is capable of Time Tracking and Reporting after integration with one of the apps like Everhour, HourStack, Timely, etc.

Also, you can integrate this software with Google Calendar, Dropbox, Tableau, Slack, Microsoft Teams, Outlook, Adobe Creative Cloud, and more.

Benefits

  • Variety of views
  • Easy to use
  • Excellent project management
  • Time tracking
  • Android and iPhone app
  • Integration with many apps

Drawbacks

  • No live chat

3. ClickUp

ClickUp - Best Free Task Management Software - ULTRAdvice.com-min

The ClickUp is runner-up on this list with extensive and unique features that are not found in Trello and Asana.

The freemium version offers unlimited users to manage tasks with 100MB storage and limited number of views (100 Gantt charts, Mind Map, Dashboard, and Timeline views).

To enjoy the unlimited number of views, you need to pay $9 per month.

Is it Worth trying?

ClickUp offers eight views including famous Gantt Charts and Mind Maps which are instrumental in project planning.

The tool offers an easy-to-use and highly customizable task visualization interface. Comes with a powerful reminder tool with which you can set reminders to notify you on email, desktop and mobile.

Once you are done with the project, you can save it as a template for future use.

Provision of live chat with a next level commenting feature that allow you to assign comments to colleagues is worth mentioning here!

The ClickUp offers 1000+ app integrations with apps like Google Calendar, Dropbox, Outlook, Office 365, Slack, Zoom, OneDrive etc.

Benefits

  • Easy to use
  • Variety of views
  • Android and iPhone app
  • Excellent project management
  • Time tracking
  • Live chat
  • Integration with many apps

Drawbacks

  • Too many features may lead to confusion at the beginning

4. Airtable

Airtable - Best Free Task Management Software - ULTRAdvice.com-min

This tool lets you organize and track tasks in a table format. Airtable’s table view is intuitive and easy-to-use.

The FREE version allow you to create an unlimited number of spreadsheets and invite unlimited people. But there is a limit of 1200 records per spreadsheet with 2GB of storage.

But I will say that for individuals and small teams, FREE version is more than sufficient.

Big teams with lots of data should go for the premium version at the price of $10 per month to enjoy 5000 records and 5GB of storage.

Is it Worth trying?

Airtable offers the Kanban Board, Calendar, List and Gallery view.

As said earlier, you will be organizing your tasks in a spreadsheet (table) and sort and filter tasks by column. Inviting colleagues and clients to the spreadsheet and assigning different levels (Creator, Edit-only, Read-only) let you have added control.

Once you get the hang of this tool, then team collaboration is a breeze!

Offers series of built-in templates for getting started quickly. Power-up Airtable by integration with the popular apps like Dropbox, Google Drive, Facebook, Slack, etc is .

Benefits

  • Extremely easy-to-use Table view
  • Variety of views
  • Android and iPhone app
  • Excellent project management
  • Time tracking
  • Integration with many apps

Drawbacks

  • No live chat

5. Hitask

Hitask - Best Free Task Management Software - ULTRAdvice.com-min

The Hitask is popular for it’s beginner-friendly and extremely easy to use software interface. You can get started with this task manager without any special training and experience.

It is FREE for small teams (up to 5 members), they can create and collaborate on unlimited number of project boards.

Big teams should opt-in for paid plan starting at $5 per user per month. The premium version packs excellent features like multi-language support, time tracking and reporting.

Is it Worth trying?

This software offers task visualization in List view only.

To keep the track of the task progress, everything useful is organized on the dashboard with an impressive live chat box to let you quickly get in touch with the teammates.

With Hitask’s time track report you can draw some meaningful insights at each stage of your project lifecycle.

You can use Hitask on any device, including desktop as well as smartphones.

Integration with Google Calendar and Outlook is a breeze.

Benefits

  • Extremely easy to use
  • Excellent live chat feature
  • Time tracking
  • Android and iPhone app
  • Excellent project management

Drawbacks

  • Very few integration options

6. MeisterTask

MeisterTask - Best Free Task Management Software - ULTRAdvice.com-min

Meister Task comes with an impressive and intuitive Kanban Board style interface for project management. This software is famous for offering excellent team collaboration tools.

The FREE version of MeisterTask allow people to create three projects and add unlimited members.

For creating unlimited projects, you need to pay $5/month and upgrade to the premium version. The paid version offers extended integrations, recurring tasks, automation, timeline view etc.

Is it Worth trying?

With MeisterTask, you can visualize tasks in Kanban Bard, Gantt Charts, Timeline View.

Everyone will be on the same page throughout the Project Lifecycle and regularly get notified about new and completed tasks.

If you are shifting your interest from Trello or Asana to MeisterTask then importing tasks is a breeze.

The MeisterTask has a built-in time tracking feature that let you know how long it took to complete the project. The tool can Power-up with Google Calendar, Dropbox, Slack, GitHub, Zendesk etc.

Benefits

  • Excellent project management
  • Gantt Chart/Timeline view
  • Time tracking
  • Android and iPhone app
  • Integration with many apps

Drawbacks

  • No live chat
  • Less task viewing options

7. HeySpace

HeySpace - Best Free Task Management Software - ULTRAdvice.com-min

HeySpace is a best fit for for small and big teams that want genius team collaboration and live chat feature.

With the FREE version, you can create as many spaces (projects) as you want and collaborate with up to 10 members. This is enough for small teams and individuals.

Big teams with more than ten members need to pay $5 per month. The paid accounts are featured with Video Calls, Additional Guest Invitations and variety of views.

Is it Worth trying?

HeySpace comes with several different task visualization options like Timeline, Spreadsheet, Due date, Calendar, and My view.

Each task is assigned with a deadline, label, coworkers, attachments, checklist, and more.

The freemium of HeySpace allows you to invite five clients and give access to a particular space.

Integration with Google Calendar, Google Drive, Dropbox, Gmail, Trello, and Zapier brings more flexibility in task management and tracking.

Benefits

  • Easy to use
  • Variety of views
  • Live chat
  • Time tracking
  • Excellent project management
  • Android and iPhone app
  • Integration with many apps

Drawbacks

  • Most of the task visualization options are available in paid plan

8. nTask

nTask - Best Free Task Management Software - ULTRAdvice.com-min

The nTask’s simple and intuitive interface lets you manage complex tasks with maximum ease. This tool is excellent for team collaboration, project planning, task management, generating progress reports and scheduling meetings.

In a freemium version, up to 5 members can create and collaborate on unlimited project boards with limited task viewing options and 100MB storage.

Big teams need to pay $3 per user per month to unlock more flexibility in viewing.

Is it Worth trying?

The nTask offers List, Grid, Gantt Chart, Timeline, Kanban Board, and Calendar view.

Time tracking and budget calculation reports are impressive. You can assign tags and priority to the each created task.

Power-up nTask with nearly 1000+ apps like Gmail, Google Calendar, Slack, Google Drive, and Dropbox, etc. The nTask is excellent and highly beneficial for teams to organize, manage, and track project progress effectively.

Benefits

  • Extremely east-to-use
  • Excellent project management
  • Variety of views
  • Live chat
  • Time tracking
  • Android and iPhone app
  • Integration with many apps

Drawbacks

  • Most of the task visualization options are available in paid plan

9. Zoho Projects

Zoho Projects - Best Free Task Management Software - ULTRAdvice.com-min

This brand offers simplistic software solutions to wide range of online businesses.

Zoho Projects can be integrated with Zoho Meeting to let you arrange video and audio meetings.

Up to 3 members can create and collaborate on 3 projects with 10MB storage for FREE. To create unlimited number of project boards and collaborate with unlimited members, Zoho offers four different paid plans. The cheapest plan starts at $3 per user per month.

Is it Worth trying?

Zoho projects offers Timeline, Gantt Charts, Spreadsheet and Kanban Board style task visualization.

The tool can set up quickly. Offering intuitive and easy-to-use interface. Along with all of the impressive features, the Zoho Projects is a versatile team collaboration software as well!

Like others on this list, it offers an impressive chat box feature, forum to discuss ideas, status update box to tell your colleagues what you’re doing, and an activity feed to overlook all of the activities across the project lifecycle.

You can add the start and end date to a task to see the progress in percentage.

The tool can be integrated with Zoho Apps (CRM, Desk, Email, Analytics, Meeting, etc.), Google Apps (Calendar, Drive, Spreadsheets, etc.), Microsoft Apps (Teams, Outlook Calendar, etc.), Slack, Dropbox, GitHub, Zapier and More.

Benefits

  • Easy to use
  • Excellent team collaboration
  • Live chat
  • Time tracking
  • Excellent project management
  • Integration with many apps
  • Android and iPhone app

Drawbacks

  • The FREE plan includes very limited features

10. Todoist

Todoist - Best Free Task Management Software - ULTRAdvice.com-min

As from the name itself, it is a widely popular To-do list app.

But Wait! It is more than that!

It is an advanced to-do list app that includes latest task management features!

Small teams with up to 5 members can create 80 projects, which is more than sufficient for getting started. You need to opt-in for Paid Plan worth $3/month to add more members and projects.

Is it Worth trying?

The list view from Todoist is very intuitive and easy-to-use. Creating sub-tasks, assigning due dates, collaborating with colleagues, and prioritizing tasks is a breeze.

Highly popular as a scalable mobile app for the people on the go. We recommend this tool for simple personal use!

It is capable of tracking progress to increase your productivity. Todoist is a decent task management software that packs minimal amount of features.

Benefits

  • Easy to use
  • Good project management
  • Integration with many apps
  • Android and iPhone app

Drawbacks

  • No live chat
  • No time tracking

11. Paymo

Paymo - Best Free Task Management Software - ULTRAdvice.com-min

Paymo is last pick on this list and our ultimate choice for freelancers.

Client collaboration is made easier with the time tracking & invoicing features offered by this software.

It is totally free for a solo freelancer with unlimited projects and 1GB of storage.

For teams, the pricing starts at $10 per user per month. With premium version you will be able to create unlimited invoices.

Is it Worth trying?

Depending upon your convenience, you can select a list, table, or Kanban Board style view for visualizing tasks.

The Paymo lets you add a due date, description, assignees, attachments, comments to each task.

Freelancers can record the time taken for a particular task into a timesheet and at the time of billing grab this data and create an invoice.

In the list and table view, you can sort and filter tasks by due dates and priorities. Integrate Paymo with Google apps, Slack, Zapier and more.

Once a project is completed, save it as a template for future use.

Benefits

  • Easy to use
  • Time tracking
  • Good project management
  • Integration with many apps
  • Android and iPhone app

Drawbacks

  • No live chat

Conclusion

There are hundreds of Task Management Software available.

In this article we have introduced you to the best Task Managers that are highly rated and used by big companies like Google, Airbnb, Costco, Squarespace, Nike, Uber, Pinterest, etc.

So you can trust them!

Our top picks for a reliable and robust Task Management Software are,

  1. Trello
  2. Asana
  3. ClickUp
  4. Zoho Projects
  5. nTask

If you need a simple and decent task manager, then go for Todoist. Freelancers should go for Paymo because it is designed for them.

Finally, if you feel like I am missing any fantastic task management software, please let me know by commenting below.

Ryan Krock
Ryan is a tech enthusiast working for a Robotics E-commerce Company. He is an engineer and team leader. Loves to read the news, share his expertise and write. By being a technology geek experimenting with the mechanical and electronics stuff around him, he has gained a plethora of knowledge about how things work (and how to make things work!).