Any business owner or project manager will have to perform many activities to meet business goals, such as resource management, team collaboration, task allocation, documentation, budgeting, etc. If you are in this profession, then you will surely agree that the position demands your attention to see that all activities related to your business are executed properly. You have to make sure that each activity is coordinated well and the company does not bear excess costs due to the mismanagement of these activities.
A good management process can help you to carry out all projects and tasks of your business in an organized way and minimize operational costs. Efficient management stands as a key factor for running the business successfully. It reduces the risk factors and completes tasks in a given timeline.
Businesses use different techniques in different ways based on their business size and requirements. Project management and task management are often confused. The following sections will help you understand how they are different from each other.
→ Creating one question is a task; creating a questionnaire is a project.
→ Generating a few emails is a task; Generating a series of emails for multiple users and running this for multiple days is a project.
→ In short, a task is a single job that one can do in a single session. But, a project is a series of jobs that takes days, as it includes multiple tasks involving multiple people.
A task management tool is designed to handle independent tasks and has fewer interdependencies. Businesses that handle projects on a smaller scale and have a handful of team members prefer using a task management tool. Task management software offers a focus on prioritizing the tasks, setting deadlines, and managing task lists all from one place. Unlike project management software, task management deals with loosely coupled activities and does not require continuous follow-up with team members. Task management apps handle tasks that are usually recurring and independent in nature and are used by team leads, colleagues, or individuals to manage tasks.
Any project has a finite life with starting and end dates. While planning a project, project managers need to consider many factors, such as budget, resources, project scope, breaking down deliverables, project dependencies, meeting stakeholders’ expectations, etc. Project management tools are one of the best solutions that allow managers to efficiently handle all elements of a project. Project management software is used on a higher level to plan the project from end to finish. It can automate various project management activities and is used for coordinating various projects. Project management software covers all the features of task management, but task management does not cover all the features of project management.
[Note: A few next-generation task management apps offer features often found in project management software.]
Task management software is the best fit for teams that want to get work done quickly and clearly. DoneDone is a simple, lightweight task management tool where you can assign tasks to team members, track task progress, and mark them as complete when they are finished. DoneDone's focused feature set makes managing tasks easy.
Project management software offers more features than task management tools because a project manager may need these additional capabilities in order to manage complex projects with many steps or large teams of people working on multiple parts of the project simultaneously. For example, project managements tools like Monday offer: shared calendars; gantt charts; resource scheduling; feedback platforms; and other tools designed specifically for managing larger projects with diverse groups of people involved in different phases.
Use task management tools when the work has already been outlined and it's time to get down to business and get work done. All the extra features of project management solutions may feel like a distraction to the team doing the actual work.
Only when the complexity of work necessitates it, should a more complicated project management tool be used. Remember, if it's a learning curve for you as an experienced project manager, imagine the impact to the rest of your team.