6 Questions You Should Ask Before Purchasing a Task Management Tool

Ines Fenner
August 12, 2022

6 Questions You Should Ask Before Purchasing a Task Management Tool / Task Management Software

Task management tools are used by individuals, teams, or organisations in order to complete projects efficiently by organizing and prioritizing related tasks. Task management tools can take various forms, such as note-taking apps, calendars, spreadsheets, or online project management applications.

Over recent years, the market has been flooded with new task management tools and task management software. All of them promising to help you regain control and improve your productivity. But with so many tools available, how can you know which one will work for you and/or your company?

Now if you’ve landed on this page, there’s a good chance that you’re on the hunt for a decent task management tool but don’t know where to begin. We’ve put together 6 questions you should ask before you make the decision of purchasing a task management tool.

Question 1: Is it easy to use?

Are you and your teammates able to jump in and immediately start using it? Is there a steep learning curve? Will it take time to learn how to use it?

In some cases, you may have all the time in the world to learn how to use a task management tool, but in most cases, you likely do not have the time to sit around and play with the tool.

Simplicity is key here. Find a task management software that is easy to use for everyone.
Remember that people have different capabilities. Complex software that the tech team uses might not be suitable for the marketing team.

In work life, time is of the essence so find a task management tool that you can start working with immediately. Bonus points if it offers informative guides and tutorials to help you and your team get started.

Question 2: Will the new task management tool make it easier for me to collaborate with my teammates?

Will the new tool improve your team collaboration or hinder it? It’s important to find a task management tool that will allow you and your team to always be informed and to make timely decisions together.

A shared workspace should allow for improved visibility into what every team member is doing. It should also be a place where all relevant information, messages, documents, and sheets can be found. Teammates shouldn’t have to spend time searching for missing pieces of information.  

When considering a new tool, try and discover the features that are in place to allow this level of collaboration. If you’re struggling to find the features that will improve collaboration, move on and find another task management tool.

Question 3: Does it scale well in the company?

Will the task management tool fair well when the workload increases and new employees are hired? Will it be able to handle an increasing number of tasks, documents, and information?

Some tools on the market have limited capabilities where the number of tasks and messages are restricted.

Certain task management tools have also been designed for individual use or small teams. If you’re not planning to scale your work activities, then these can be a good option. However, if you are looking to scale, you’ll want to find a task management tool or software that will be able to grow alongside you and your team.

Question 4: Can I customise it?

Can you customise the tasks and the projects? In some cases, you may not need customisability but it’s pretty handy to have especially if you are planning to use the task management tool in the long term.

Customisabiliy allows for wider adoption in the company as all departments are able to use it and customise it to their needs.

Question 5: Does it offer real-time communication?

Real-time communication is incredibly important to effective work. Things are constantly changing at work so it’s a necessity to be able to communicate with your teammates with no delay. A lot of apps offer communication in the form of commenting on tasks. This is not real-time communication.

Look for task management software that offers real-time communication and the ability to comment on tasks. This allows for a great balance as the real-time messaging system can be used for things that are a priority whilst the comments can be used for things where fast action is not required.

Question 6: How much is it?

Here comes the kicker! How much is the tool or software? Is it affordable? What are the payment plans?

If you have a large budget, price is probably not as important, but if you work in a startup or as part of a smaller team, price is critical. It would be pointless to splash the cash if not everyone on your team is going to use the tool. Find a task management tool that will allow you to scale affordably.

Examples of task management tools

Tira is a workspace that combines chat, task management, project management, and a calendar all in one place. All of your messages, tasks, documents, information, and events are in one place. There’s no need to pay for multiple apps and spend time switching. Tira offers a free plan and a premium plan for just 3,99€ per user / per month.

Todoist: Todoist is a simple task planner and to-do list app for your personal and work life. They offer a free plan and a pro plan for 4€ per user / per month.

Notion: Notion is a popular project management and note-taking software. It’s free for individuals and is priced at 8€ per user / per month for the team plan.

Asana: Asana is a platform designed to help teams organize, track and manage their work. There is a free plan for individuals and their premium pricing starts at 10.49​​€ per user / per month for teams.  

Whatever your needs, there’s a task management tool out there that’s suitable for you. Just remember to keep these questions in mind when considering your options!