Choosing the Right Task Manager

Part of what we do on the Collaboration and Productivity Tools Team at DFCI is help people find the right tools for their individual workflows. We are fortunate to have many applications available to us, especially for basic functionality like task management. The dilemma is how anyone can decide which application or system is best for them. Before diving into the feature sets of specific tools, it helps to identify the general needs you have as an individual or a team. Here are some questions you may want to ask yourself as you make that assessment:

How will this process reduce friction?
A central feature of any successful system is reducing the effort required to create, modify, and complete tasks. What applications do you currently use and can you create tasks there without switching applications? If so, you are more likely to create and maintain those tasks.

Will I need to use this system with others?

When using task management to collaborate, important features are the ease of communicating updates and making sure everyone has the information they need to complete a task. Consider how you will know if someone has assigned you a task or that the task you pushed to someone else is being worked on.

How will I want to access this system?

For someone who frequently accesses and modifies tasks on the go, the specific functionality of the mobile version of the app may be more important. Make sure you will be able to quickly reference your tasks in the situations you work in most frequently.

What will I want to get out of the system?

If reporting out of the system on your progress is a requirement, you may make a different decision than a simple, personal task list. However, consider carefully how those reports will be used so that you are not entering more information than you need.

Does this make sense to me and how will it help me get things done?

Whether it is a Kanban board, an Agile burndown, or a bulleted list of plain text, people have different preferences for how they want to see their tasks. The most important thing is that the system gets out of your way and helps you focus on the actual work. Like many things in life, the simplest solution is usually the best.