Category Archives: Task Management

What is Kanban Board

In this article, we are going to learn more about what is Kanban, an outline of the Kanban principle, and Kanban board with examples to understand how your workflow is often managed on Kanban.

Every organization or team should aim for process efficiency as this permits teams to realize higher levels of productivity and better quality products and services. While there are tons of techniques and methodologies out there that teams can explore and use for his or her improvement initiatives. 

Here is one method that’s gaining traction within a variety of industries today due to its straightforward approach to process improvement. Kanban may be a simple method to see work and as a result, better manage it.

Let’s get to know more about Kanban, an outline of the Kanban principle, and Kanban board examples to understand how your workflow is often managed on Kanban.

What is Kanban?

The Kanban method is a simple and effective way to manage tasks and projects. It allows users to fully visualize the status of your processes on a board with dynamic columns that clearly show all tasks and process steps. Everyone can see what needs to be done, who is responsible for which tasks, and what has already been done.

Toyota invented Kanban in the 1940s, which is the Japanese word for “billboard.” It started as a scheduling system for just-in-time manufacturing. It was created to improve efficiency by limiting supplies and resources to only what was required for the current task. Today, Kanban boards are used in almost every industry, with software development being the most common.

This method is popular among teams because of its ease of use, visual interface, and ability to instantly see what everyone is working on. It also provides visibility into task progress, and whether a certain task is delaying the project.

4 Fundamental Principles of Kanban

Before implementing the Kanban Method in your organization, it is important to first understand and adopt its fundamental principles:

  1. Start with what you are doing now – Kanban does not require any special setup and can be applied to your existing workflow. Because there is no need to change your existing processes, it is simple to implement. Kanban’s benefits are gradual, and any process improvement takes time to implement.
  2. Agree to pursue incremental, evolutionary change – Major changes can unsettle teams, disrupt the flow, and negatively impact performance. Kanban is intended to generate as little resistance as possible by encouraging continuous, incremental, and evolutionary change.
  3. Respect the current process, roles, and responsibilities – There should be no organizational changes at the start. Kanban recognizes the value of existing processes, roles, and responsibilities and believes they should be preserved. Kanban, on the other hand, encourages incremental change to avoid emotional resistance.
  4. Encourage acts of leadership at all levels – Kanban encourages all members to take on leadership and make decisions. If the lowest-ranking team member comes up with a brilliant idea, it should be recognized and embraced. Everyone should cultivate a mindset of continuous improvement – for your employees to perform optimally. 

6 Core Practices of Kanban

  • Visualize the flow of work

Understanding and observing the current workflow will assist you in visualizing how tasks move through the workflow.

  • Limit work in progress (WIP)

When you limit work in progress, it encourages teams to finish the task at hand before moving on to the next. As a result, work in progress must be marked as done so that the team can bring in new tasks.

  • Manage the flow of work

The entire purpose of using the Kanban methodology is to manage and improve the flow of work. So, in Kanban, the focus is on having a deep understanding of the process to complete tasks more quickly and efficiently.

  • Make explicit process policies

When working as a team, each member must understand the policies, process rules, and guidelines. It promotes them to progress cooperatively and peacefully.

  • Implement feedback loops

Feedback loops are an essential component of the Kanban project management method, in which members tell others what they did the day before and what’s on their to-do list for today. Such short meetings provide an excellent opportunity for team members to update and be in sync with the entire team.

  • Continuous improvement

Kanban serves as a platform for continual evaluation and improvement because it creates a common vision of a better future. It aids in the development of more successful and productive teams.

When to use Kanban?

  • You want to install a system without completely redesigning your current workflows.
  • You have a largely repeatable work process.
  • You want to keep planning and meetings to a minimum so that you can focus on delivering.
  • You prefer continuous delivery of features and improvements over fixed releases/cycles.

Benefits of Kanban Software

When you have a team working on a project, you must direct them while not getting in their way. Online Kanban boards provide managers with visibility into the production cycle. They can see where the tasks are and reallocate resources as necessary to keep the work moving.

Teams are getting the ability to manage their own tasks, plan sprints, collect their backlog, and execute the highest priority tasks first. They are aware of what to do and when to do it. Kanban software makes all of this possible. Here are some of the reasons why the kanban board tool is essential.

  • Keeps tasks organized
  • Create customized workflows
  • Share boards for collaboration
  • Track production of tasks in real-time

How do Agile and Kanban Work Together?

Kanban is a tool that can be used in an agile project management approach. Kanban seeks continuous improvement while agile seeks continuous iteration. While agile works best when the end goal is not stated and adapts as the project progresses, kanban seeks to reduce waste and eliminate non-value-added activities.

Agile works in short sprints, usually no more than two weeks, and kanban strives for short cycle times as well, so that features can be delivered more quickly. To improve collaboration, both are tethered to constant communication.

However, in terms of quality assurance (QA), agile is only concerned with the end of the sprint, whereas kanban QA is tested throughout the project. Furthermore, agile encourages iterative development, whereas kanban does not.

As a result, these two approaches have some points in common, but they are not fully aligned.

How about Kanban vs Scrum?

Agile is an iterative and incremental approach, and scrum is one of its implementations. So, how do kanban and scrum work together?

Kanban is a powerful tool for many teams who use Scrum in their projects. Scrum and kanban can work together, particularly in terms of workflow visualization. They do, however, complement each other because they both focus on process and waste removal.

However, there are differences: in kanban, roles and responsibilities are not predefined like they are in the scrum. Kanban is not the same as scrum. It’s visual, and scrum is iterative. Kanban, on the other hand, may be customized to function within a scrum framework to manage projects, workflow, and processes.

What Is a Kanban Board?

A kanban board is a visual way of managing tasks and workflows that use columns and cards on an analog or digital board. The cards represent tasks, and the columns group them according to their progress or current stage of development.

Kanban boards are gaining popularity as online project collaboration tools for teams with a consistent workflow of tasks. Kanban apps allow you to visualize, organize, and manage your work in the best way possible. You may effortlessly manage your workflow and focus on work that adds great value to your clients with such solutions.

Kanban Board Basics

Kanban has three basic elements: Board, list, and card.

Kanban Board: A board that contains a project or workflow; this is referred to as a “project” or “workspace” in a typical project management tool.

Kanban List: A list is a collection of connected cards—typically those in the same stage of a process—in a titled column on a kanban board; this is referred to as a “to-do list” or “task list” in a traditional project management tool.

Kanban Card: Cards relating to your board and list, such as a task to be completed or a product to be manufactured, and stay in a list on a board; a traditional project management tool would refer to this as a “to-do” or “task.”

How to Use Kanban Boards?

Restyaboard, an open-source project management software, is an ideal kanban software for project managers and teams. It visualizes workflow and includes features that make assigning and completing tasks as simple as typing.

To use the kanban view with Restyaboard, start a free 7-day trial. After that, upload your task list or start a new project. To get started with a free Kanban board on Restyaboard, follow this step-by-step guide below.

1. Add Columns

To-Do, Doing, and Done are the three columns of the traditional kanban process. However, you can name the columns whatever you like based on your workflow. There can be as many columns as you need to visualize the various stages of production. But, this is essentially a flow from assigned to executing to completion.

2. Add Cards

Add the individual tasks to the kanban board beneath the To Do column. These should have a descriptive title to make them easier to understand.

3. Add Description and Assign Task

Start writing a description to provide task instructions. After that, the card can be assigned to one or more team members, and supporting documents or images can be attached. These cards will move to the Work-in-Progress column as they’re being executed and then to the Done column when complete.

4. Collaborate on Tasks

You can access your task directly from the board view. Comments can be added at the task level throughout the process, and team members will receive email notifications when an @ is added before their name. This ensures that everyone is on the same page and allows for real-time collaboration.

5. Expand Task to Add More Details

You can also expand the card to gain additional control over your task. You can update the number of hours worked here, create a to-do list within the task, add tags, and so on. You can also start a conversation with other team members, documenting everything right on the task card.

Advantages of Kanban tool for project management:

  • Easy accessible from everywhere
  • Best for remote working teams
  • Immediate updates
  • Share attachments quickly and easily

Kanban Boards Examples

The Kanban board online‘s basic structure consists of three columns: To-do, In-progress, and Done. Each column represents a stage of development, beginning with the generation of ideas, to the work in progress, and finally, the completion of the work.

Kanban Boards for Development Team

The primary goal is to fix bugs, update features, redesign the homepage, and resolve issues.

Today, agile software development teams can apply the same JIT concepts by matching the quantity of work in progress (WIP) to the team’s capabilities. Kanban allows for more flexible planning options, faster output, and greater transparency throughout the development cycle.

Kanban Boards for Marketing Team

If you work on the marketing team, you may be faced with challenges such as meeting deadlines and completing urgent tasks regularly.

Simply use a visual online Kanban board to break down your marketing campaign. This will provide you with a dedicated path to track the performance of your team.

Kanban Boards for Support Team

The main goal is to respond to and resolve the client’s inquiries and issues.

In the Kanban board example for the support team, the team can add tasks that need to be completed, create a ticket with details, and attach files such as emails or screenshots. The team can also communicate in the comments section to resolve the issues. When the front-end developer has resolved the issue, he or she will move it to “Done.”

Kanban Boards for Design Team

Designers have to create user interfaces and experiences for products that will amaze buyers.

Designers, in general, are visual people. Define your workflow based on the nature of your project. Involve the rest of the team and developers so they understand what you’re doing with the product design.

Kanban Board for Personal Use

Kanban can be used to plan and organize daily tasks, as well as for freelancing work.

Kanban boards can be used for both professional and personal tasks. If you wish to manage your everyday tasks and activities, you can make a customized Kanban board.

If you notice any issues with your workflow, you should try Kanban project management. Restyaboard makes it easy and quick to set up and you won’t require any training.

Read Top 10 Free Kanban Boards For Productive Teams

Let’s See How Kanban Works in Restyaboard

If you’re looking for a visual way to grow your team, Restyaboard is the best open source Kanban board project management software for you to plan, manage, streamline your processes, and delegate tasks to improve your project management workflow.

For many various teams, using Restyaboard is like using the best Kanban board software, because it is more like gaining a lot of benefits as everything works together in one place.

  • Visualize workflow: Create a visual representation of your team’s workflow.
  • Control work in progress: The Kanban method removes the necessity to re-prioritize or re-schedule tasks daily.
  • Custom workflows: Create custom workflows with stages to make your work processes more flexible. You can also choose who to subscribe to at each stage of the workflow.
  • Eliminate long meetings: It keeps everyone in the loop. 
  • Identify bottlenecks and work blockers: Teams can identify issues that are keeping them from completing a task on time.
  • Make task management easy: Add labels, attach files and documents, and track time with timers to make task management simple.
  • Creating and assigning tasks and subtasks: Add a subtask to an existing task in the task list. Also, add multiple assignees who will be in charge of the task.
  • Easy and simple filters: You can view your tasks by filtering them as incomplete/complete, all assigned/assigned to me, due today/tomorrow/this week/next week/anytime.
  • Make it colorful and fun: Give each stage of your workflow a different color.
  • Import tasks: Use the sample CSV to fill your data all at once.

Kanban in a Nutshell

A Kanban system is more than just a bunch of sticky notes on the wall. The simplest way to understand Kanban is to accept its philosophy and apply it to your day-to-day work. If you read, understand, and agree with its essential principles, the practical transition will appear logical and even inevitable.

Visualizing workflow, setting WIP limits, monitoring flow, implementing explicit policies, and collaborating on improvement will propel your process far beyond your expectations. Remember to set up regular feedback loops, and all of these parts will expose Kanban’s true power.

free Kanban board

In this article, we are going to see the top 10 free Kanban boards for productive teams to boost productivity, minimize costly miscommunications, and speed up overall project completion.

According to recent project management data, 90% of workplace initiatives involve team collaboration rather than individual completion. Collaboration tools enhance internal communications by providing features such as live chat messaging, multi-author file collaboration, and even video conferencing.

However, because of the constant notifications and team-wide communication, it can be difficult to know the exact status of a project, who to contact for a specific requirement, and which tasks specific teams have been assigned.

The best free Kanban boards boost productivity, minimize costly miscommunications, and speed up overall project completion.

What is a Kanban Board? 

The Kanban board is a project and task management method that provides real-time information on project and task status.

It was created by a Toyota employee to remove workflow bottlenecks while also providing a bird’s eye view of current projects and work in progress. It is now one of the most widely used agile project management solutions.

Consider the Kanban board as a set of project-specific “message boards” to which everyone allocated to the project can participate, rather than a more linear Gantt chart. These Kanban boards are stacked with cards (think of them as sticky notes) that provide critical information about the project’s various components.

Users offer progress updates on the tasks they are accountable for as part of the wider project in addition to pinning files, notes, or queries to a Kanban board custom field.

Because the Kanban approach is gradual, a project cannot go forward in most situations until all dependent tasks have been finished. This encourages employee accountability and productivity while also ensuring that any mistakes made do not affect the overall project.

Because the task board is shared and discussed by several people, project objectives stay top-of-mind, and small questions may be promptly answered via chat messaging and comments.

What are the Benefits of Kanban Tools?

Despite the fact that the scrum process is one of the most widely used workflow management approaches, Kanban systems provide distinct benefits that are often better suited to agile tactics.

The Kanban method, unlike scrum, offers greater flexibility and less of a rigid, highly structured framework.

Furthermore, when compared to scrum systems, which function under the supervision of a specialized Scrum Master, online Kanban boards allow for far more cooperation. Anyone having access to a board’s view and edit permissions can add comments, files, alter task progress, and create new to-do lists.

Read Digital Kanban Board: Top 5 Reasons To Use It

The Kanban board is also regarded to be a better fit for teams who need to keep a close eye on individual task completion within the context of bigger overall development. Kanban boards assist managers and employees in better-identifying barriers, providing clients with more realistic deadline predictions, and preventing employees from being overworked.

Kanban also has the following advantages:

  • User roles that are adaptable
  • Project management software with a visual interface
  • Task dependencies and a range of deadlines
  • Workflow modifications that are simple to make without affecting past work Team-wide access to files and project updates
  • The workload is more evenly distributed Works on a wide range of projects and priorities

Best Free Kanban Boards in 2021

1. Restyaboard

Restyaboard is one of the most well-known Kanban board software choices, with clients such as KIA Motors, KNO3, Cyprotex, etc…

On its free plan, the platform provides limitless personal boards, cards, and lists, as well as up to 10 team boards. Kanban cards can contain photos, documents, presentations, and other data, and cards and individual tasks can be allocated to many people.

Set due dates, create checklists, comment on other users, and re-prioritize tasks at any time.

Restyaboard’s automation tool is likely its most well-known feature. Admins may automate operations that might otherwise take a long time by setting rule-based triggers, calendar and due dates, and more.

With free Kanban boards from Restyaboard, you can manage your business and everyday personal tasks. They’re all available on the internet and can be accessed at any moment. So, if you remember an important assignment while strolling down the street, you can quickly add it to your Kanban board using your smartphone. Your tasks can always be with you, ready to be arranged for whenever you’re ready to get to them, whether you’re at home or at work, on vacation, or doing something else.

  • Rated #1 in AlternativesHub for Kanban Board Software.
  • Awarded as “Highest Satisfaction Products” in 2021 by SoftwareSuggest.

Restyaboard Features:

  • Monitoring KPIs
  • Sorting and labeling tasks
  • Setting a milestone
  • Templates for projects that can be customized
  • Syncing across several devices
  • Evernote, Slack, Drive, Dropbox, and other mobile app integrations (power-ups)
  • List View
  • Kanban View
  • Gantt Chart View
  • Calendar View
  • Project Calendar
  • Reports
  • Time Tracking
  • Attachment to the file
  • Apps for iOS and Android
  • Assigned Comments
  • Email
  • Checklists
  • Imports
  • Attractive Interface

Best for:

  • Putting together editorial calendars
  • Event planning and outreach for Nonprofits
  • Product creation and distribution
  • Managing distant teams’ work
  • Keeping track of team availability and workload

2. Asana

Nasa, The New York Times, Deloitte, and Red Bull all use Asana, project management, and Kanban board software.

Asana’s free Kanban boards allow users to add an unlimited number of cards, which can be grouped and filtered by deadline, priority, team, or tag. A % bar heading appears on each card, indicating how close the assignment is to completion.

Asana Features:

  • Creating subtasks
  • There are over 100 app connectors.
  • Apps for iOS and Android
  • Time tracker
  • View of a Gantt chart
  • Milestones
  • User mentions and task comments
  • Prioritization of tasks
  • Color-coding
  • Attachment to the file
  • Inbox that is tailored to you
  • Live notifications in the app and through email
  • Multi-device synchronization

Best for:

  • Content marketing strategy
  • Attorneys in need of a more efficient case management and organization system
  • Donor outreach planning for Nonprofits

3. MeisterTask

MeisterTask is a free Kanban board that runs in the browser and is device agnostic. It is noted for its user-friendly UI and robust mobile app.

It’s also a great alternative for individuals who are currently using a Kanban system that isn’t working for them because it allows users to import old boards and additional data from Trello and Asana right into MeisterTask.

MeisterTask does more than merely allow users to define task dependencies, which will be appreciated by those who rely heavily on task relationships. Users can also link activities and cards together, replicate cards across different boards, and block and unblock tasks in the event of an emergency.

Each team and user have their own dashboard icon and description, making it simple to locate the board you require. Users can also organize tasks by deadline, project, or tags. They can also streamline their dashboard interface by presenting tasks in “Focus” mode, which means that only the item they’re working on will appear in the interface until it’s completed.

MeisterTask Features:

  • Formatting a to-do list
  • Integrations with Slack, Teams, Dropbox, and Zendesk
  • Automated chores and repeating jobs
  • User tagging and task commenting
  • Notifications in real-time via the app and by email
  • Widget for keeping track of time Personalized inbox
  • Headers for tasks
  • Color-coding
  • Attachments to files
  • Prioritization and updating of tag status

Best for:

  • Any team that relies largely on mobile app usage
  • Management of customer service
  • Inventory control and shipment tracking

4. Backlog

Backlog is a free Kanban board by Nulab that is utilized by companies such as Google, Sony, and Abode.

It’s great for businesses searching for a lightweight, user-friendly Kanban tool, as well as those who aren’t interested in the project management functionality offered by some of the other platforms on this list.

Backlog arranges tasks by their current status, but users can alter statuses to meet a project’s specific requirements. Backlog also includes color-coding, task tagging, and task prioritizing.

Backlog only permits one user to be assigned to a task as of this writing (though multiple users can be assigned to overall projects.)

Backlog Features:

  • Slack integration with a mobile app
  • Creating subtasks
  • Board divisions
  • Accounts for visitors
  • Push alerts are delivered instantly.
  • Milestones
  • tagging and commenting on tasks
  • Uploading and exchanging files
  • Syncing across several devices
  • Git version control is built-in.
  • Wikis built-in

Best for:

  • Product launches and event planning
  • Taking charge of the hiring process
  • Developers of software
  • Projects involving inbound marketing

5. Teamwork

Free kanban boards - Teamwork

Well-known companies including Paypal, Disney, Netflix, and Spotify use Teamwork, a web-based Kanban solution.

The Portfolio Kanban board view provides managers with a bird’s eye perspective of current tasks, assignees, and project status, as well as the ability to prioritize projects.

Workload, Teamwork’s workload management tool, is its strongest feature.

The number of current tasks per person, as well as the total number of jobs allocated to and completed by that employee each month, are displayed in Workload. The bar graph structure of Workload makes it easier than ever to track employee productivity and growth, while also assisting managers in ensuring that assignments are distributed evenly among coworkers.

Teamwork, unlike many of the other Kanban tools on this list, provides a built-in time tracking component, allowing for more precise deadlines.

Teamwork Features:

  • Creating subtasks in a mobile app
  • Analytical and reporting on projects
  • Templates for projects
  • Automated tasks
  • User tagging and task commenting
  • Interface with drag-and-drop functionality
  • Keeping note of milestones
  • Sharing and storing files
  • Integrations with Gmail, Slack, Drive, Dropbox, and Zapier

Best For:

  • E-learning courses are being developed by remote educators.
  • Marketing campaign planning and management
  • Product introductions and development
  • Management of resources

Also, read Top 10 Kanban Tools (Trello Alternative)

6. Zoho Projects

Free kanban boards - Zoho Projects

Dell, Stanford University, and Siemens all use Zoho Projects, a cloud-based Kanban board.

Document sharing and storage, job assignment and progress updates, and task ranking according to current severity levels are all typical features.

But it’s the social workflow management tools that really set Zoho Projects apart from the competition.

Every user has their own profile page, which provides a stream of their present and upcoming activity in addition to commenting and tagging other users. Users can add files to their feeds, change their personal statuses, and pin relevant questions to the top.

The Forum social function allows employees to communicate instantly through chat messages and forum postings, providing a higher level of collaboration than many of the other Kanban apps on this list. Internal FAQs can be stored in searchable forums, which can also be used as wikis.

Once a project is completed, team members can establish a new board including all pertinent project information in case it is needed again in the future.

Zoho Projects Features :

  • Creating subtasks
  • Automated tasks
  • Timesheets and time tracking
  • Notifications in real-time
  • Apps for iPhone and Android
  • Prioritization of tasks
  • Formatting a to-do list
  • Each task has many assignees.
  • Slack, Zapier, GitHub, Dropbox, Gmail, and more services are all integrated.
  • Milestones
  • Dependencies between tasks

Best for:

  • Those that work as freelancers and need to keep track of their billable hours
  • Chemical labs must adhere to strict safety and quality regulations.
  • Listings and sales are tracked by real estate agents.
  • Managing the progress and materials on the construction/building site

7. Toggl Plan

Toggl Plan is a delightfully simple project management solution that your team will enjoy using on a daily basis.

It includes an unlimited number of Kanban boards, as well as project and team timeframes. Workflows on Kanban boards can be completely adjusted to fit your needs.

On a Kanban board, you can make as many lists (or swimlanes) as you want. You can hide infrequently used lists to help decrease clutter.

Using only your keyboard, you may quickly and easily create task cards. The drag-and-drop interface makes reprioritizing tasks and transferring them between lists a breeze.

Task cards provide everything you’ll need to keep track of all of your task-related information in one spot. In a card, you can include extensive notes, checklists, and estimates, as well as deadlines and numerous assignees.

Your team will also be able to track time spent on each work thanks to the Toggl Track connection.

Toggl Plan Features:

  • On the Plan timeline, visually plan and manage projects.
  • Color-coded milestones let you keep track of crucial dates.
  • On the team timeline, keep track of team workloads and availability.
  • Tasks that repeat themselves.
  • You’ll get real-time updates on tasks that are important to you.
  • Slack, Google Calendar, and Github integrations are all available.
  • Toggl Plan is a browser add-on that allows you to capture tasks from any location.

Best For:

  • Planning and execution of projects in collaboration
  • Sprint planning and management for agile software development
  • Marketing campaign management

8. Kanban Tool 

No photo description available.

Kanban Tool is a visual management system that allows for a tremendous amount of task/project information and card customization.

Cisco, Xerox, Expedia, and over 25,000 other large and small enterprises throughout the world rely on it, owing to its numerous distinct characteristics that other products lack.

The ability to see a complete card’s history, direct linkages for particular cards, and even board and card cloning are among these features. Users can mention one another, tag and categorize cards, and get notifications on what has been added to a board or card since they last visited it.

Members of your team can collaborate on boards, add subheadings to them, and even organize similar project boards into folders. Users can choose from time-driven, event-driven, sales pipeline, internet marketing, or product development board outlines using predefined board templates.

Kanban Tool is a dream come true for the ultra-organized as well as enterprises that work on multiple projects at the same time.

Kanban Tool  Features:

  • Color-coding of tasks
  • The search bar on the board
  • Apps for Android and Apple iOS with cumulative flow diagrams for workflow monitoring
  • Ability to duplicate or transfer duties
  • Integrations with Zapier, Outlook, GSuite, OneDrive, DropBox, and Google Calendar
  • Possibility of creating recurring tasks
  • Postponement of the task
  • Templates for to-do lists and checklists
  • Prioritization of tasks
  • In cards, there are keyboard shortcuts.
  • Notifications of comments by email

Best For:

  • Managing email marketing campaigns
  • Online retailer customer journey mapping 
  • Organizing consultants’ billable tasks and hours

9. KanbanFlow

KanbanFlow - Lean project management. Simplified.

KanbanFlow is a lean workflow management application that helps you reduce the number of ongoing projects and detect recurring barriers.

The best feature of KanbanFlow is its Pomodoro and stopwatch time tracking. Users can register time spent on projects either automatically or manually, or use the clock countdown tool to better manage their daily workflow.

KanbanFlow also generates “Time Spent” reports on tasks, which may be used to improve time management and set more precise due dates in the future.

Every board shows the current work status, including a list of completed tasks, and tasks are color-coded for better visual organization.

KanbanFlow Features: 

  • Filtering by task
  • Assignment of subtasks
  • App for mobile devices
  • REST-based API for cycle and lead time metrics on a calendar board
  • Email-added tasks
  • Import and export data to Excel
  • Make a list of recurring tasks.
  • Establish task dependencies and task linkages.
  • KanbanFlow and the features listed above are entirely free to use for an unlimited number of people.

Best For: 

  • Managers who are looking for a team-wide to-do list
  • Without the need to upload files to boards, software development teams may work more efficiently.
  • Trello alternatives sought by development teams
  • New employee onboarding

10. Trello

Trello

Trello is one of the fantastic free Kanban boards that can be used by a variety of teams. Instead of a timeline-based framework, it employs the usage of boards, lists, and cards. In Trello, a typical Kanban rule includes three columns: To-Do, Doing, and Done. The first to-do column contains cards with tasks that must be completed. You can move tasks assigned to you into the doing column as you pick them. Move a task to the done list when it’s finished.

Trello Features:

  • KPI monitoring
  • Task labeling and sorting
  • Milestone setting
  • Customizable project templates 
  • Multi-device syncing
  • Mobile app
  • Integrations (power-ups) with Evernote, Slack, Drive, Dropbox, and more

Best for:

  • Putting together editorial calendars
  • Event planning and outreach for Nonprofits
  • Product creation and distribution
  • In online education, lesson planning and homework assignment tracking are both important.

The free Kanban boards featured above provide more efficient workflows as well as visual representations of current and upcoming tasks.

Do you have any other tools or software that you would like to share with our readers? If so, please leave them in the comment section below.

How to manage personal tasks using project management app

It’s the year to manage more projects and do more great things. But how will you manage personal tasks? Using a project management app can make things easier. Let’s get started. 

Use Time Tracking Apps to Be More Productive

Personal task management doesn’t seem to be difficult, especially when you use a project management app. Whether you’re planning a weekend trip with your family or redesigning your bedroom, there’s always another task waiting on you. There’s always a new task or goal to complete.

Thankfully, technology has provided us with the necessary tools to manage any project size. Moreover, you can ensure that your projects consistently produce excellent results. But what about making the most of the time you have? Always remember to choose results before comfort. If this describes you, you’ll require excellent tools to manage your personal life.

Manage Personal Tasks with a Project Management App

You must first select a project management app. There are numerous project management apps available to assist you in managing your busy life. However, it will allow you to focus on selecting the best app for you. A tool that could be a magical remedy for someone’s problems could make you regret registering as a user. “Do I really need a project management app?” you might wonder. Aren’t sticky notes and to-do lists sufficient?”

Sticky notes and to-do lists are great until they stop working. As you take on more responsibilities and tasks, you’ll notice that you’re not always using them effectively. Your sticky note will eventually fall to the floor, and your to-do list might get lost. And if you’re not making efficient use of such tools, you may be wasting time and effort on a productivity tool that isn’t working for you.

Because you only have a few hours to work each day, you’ll need a tool to help you maximize your productivity. You need a tool that can help you better manage your time and integrate it with your calendar and deadlines. Having a linear partner can be beneficial when you have a backlog of pending tasks and are trying to complete one task at a time.

Read Task Management vs Project Management

Build a Personal Productivity Workflow

Now that you’ve chosen a project management app, you need to make sure you’re getting the most out of it. The organization is one of the qualities of a productive person. The right productivity strategy can significantly improve the quality of your personal life. Because you’ll be the only team member, you’re unlikely to use all of the features. With a good project management system, you can still achieve more.

If you prefer maps to verbal or written directions, a visual approach to task management is likely to suit you. A tactile method, on the other hand, can be more enjoyable if you enjoy marking stuff off a to-do list. If neither of these ways works for you, you can use the abstract method to better prioritize tasks.

Project management apps are made to help you plan for a smooth workflow. You can avoid feeling overwhelmed, unfocused, or unproductive by properly planning out a system. Knowing which task is next will make you feel in control, relaxed, and, most importantly, prepared.

Ensure All Tasks are Doable

The good news is that there are numerous tools and productivity systems that are customized to your own style. All you have to do now is choose a path. If you wish to hit every target, clearly define each task to make it easier to focus on. It will be difficult to get started on a task if it is too ambiguous. And if it’s too narrow, you won’t be able to see how this small thing may affect other cards later.

There are project management tools that will handle all of the work for you by estimating the size of a task and breaking it down into smaller parts. Alternatively, you can spend some time brainstorming ideas before putting together a list of specific, actionable tasks. Create a plan that shows you how you’ll finish the project from start to finish. This will provide you with a high-level picture of how each goal will be achieved and how to stay productive throughout the day.

Also, read Top 5 Task Management Tools Of 2021

Set up Integrations

Today’s project management tools can integrate dozens of other tools to increase their functionality. Integrating your productivity tool with other daily planning apps will help you reduce the mental workload you face. This integration will allow you to maintain all tasks in one place instead of individually checking each app and updating them every time.

For example, you can integrate one of the finest reminder apps to automate your reminders. As a result, you wouldn’t have to manually add repeated tasks all of the time. You can also integrate your project management app into your email account to make it easier to communicate tasks and save images and other files.

Conclusion

If you want to accomplish more in a few months than other individuals have in years, give this a try. A project management tool can help you organize your daily activities. Everything from rent payment to photo sharing, as well as the crazy amount of home improvements you’ve been putting off.

If you want to tackle a bucket list or stay on the same page as your partner, a project management tool will help you get things done. Don’t you agree? Please let us know in the comments section below.

Task Management vs Project Management

No matter what profession you’re in, work is about getting things done. Both project management and task management are ways to achieve this. These two concepts, project management, and task management go a long way. They are often used interchangeably. But what do they mean by that?

We’re here to help you out. We’ve broken down what project management is, what task management is, and how similar they are. We also elaborated on project management vs task management to better highlight the differences between the two.

So, let’s get right to it. Here is everything you need to know about Project Management vs Task Management.

What is Project Management?

Before we get into the differences between project management and task management, it is important to understand both of these separately and what they involve.

According to the Project Management Institute, project management can be defined as “the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.”

In simple terms, project management is the overall management of all tasks and goals related to the project.

What is a project?

People have often used the word “project” as a loose definition to cover different things. However, the majority of definitions accept that any project requires the presence of three defining characteristics.

These characteristics include deliverables, a start date, and an end date.

Deliverables are those outcomes that a project should accomplish. The aim of the project itself should be to create these deliverables.

Another defining characteristic of the projects is that they are temporary. In this sense, each project should have a set start date on which all work to reach the deliverable will begin, as well as a set end date on which the deliverables will be completed.

Project management is the process of making sure deliverables of the project are produced by the project end date. It can take on several different methodologies to complete the project.

Project management also uses project managers to head projects due to the complex nature of the entire life cycle of the project. Project managers ensure that the project runs smoothly and delegate tasks to the project team to ensure that the project deliverables are met.

When we refer to the delegation of tasks, this is done by breaking down the project deliverables into individual tasks. These tasks, which are broken down from the deliverables, are then assigned to the team members to be completed.

Tasks that are created from the end deliverables can either be run simultaneously during the project.

Other types of tasks created in this way have what is referred to as dependencies. This means that certain tasks may depend on the completion of other tasks before they can be carried out.

Read Project Management Challenges And Ways To Overcome Them

What is Task Management?

When explaining the project management above, we discussed how tasks may be subdivisions or subsections of projects.  However, these are not the only types of tasks that are possible.

You may notice that you have entirely separate tasks that you need to complete daily.

It is the process of managing these tasks, that is, scheduling, delegating, and completing those tasks which are referred to as task management.

Such tasks outside the scope of a project could be either recurring or ongoing, one-off or daily business tasks.

Tasks may be of several different natures and be small or large in the amount of time they take. It is the range of possible activities that can fall under the term “task” that makes the concept so broad and detailed.

Tasks are usually not delegated to employees by project managers, but rather are assigned by team leads, other colleagues, or may even be assigned individually.

Also, read Top 5 Task management tools of 2021

Project Management vs Task Management Similarities and Relation

Now that we have defined both task management and project management independently, it is time to see how similar they are to each other.

After all, there must be a justification behind the two words used by many individuals and organizations, project management and task management, interchangeably.

As we mentioned, projects need to be divided into a set of small, manageable tasks for the project to be completed and delivered on time.

Therefore, both project management and task management go hand in hand.

Project managers need to have project management skills, but they also need to have control over the ability to execute tasks effectively to be competitive and successful in their projects.

In cases where you have tasks that are independent of a project, you could be dealing with multiple similar tasks that might be seen as a project if you put them together.

Therefore, it common for people to use the terms project management and task management interchangeably.

However, this could be confusing, and it could turn out to be misleading. To add to the effect, if you consider the differences between project management and task management and any of the related variables, you can understand the concept clearly.

Project Management vs Task Management Differences

The main difference between project management and task management is the connection between the individual tasks.

As mentioned above, the tasks that are created as a result of making projects more manageable are all connected to work towards the wider project goal. Often, this connection goes even further if you consider the dependencies we described above. Dependency tasks are sequential in nature and mutually dependent.

To elaborate on task dependencies further, let us consider you have a project to organize a birthday party.

For this project, you will have to set a date, decide on a guest list, finalize a location, send out invitations, and so on.

You will only send the invitations once you have decided on the guest list and finalized a location. Therefore, the task of sending out invites is dependent on these two tasks being complete first.

In project management, you will have many such tasks that have task dependencies and with limited resources, tight deadlines, and budgets you have to make sure the sequence of tasks is completed appropriately.

This is not the case for task management where tasks are mostly independent of each other and their management calls for different skills altogether.

Project vs Task Management Software

With task management software you are getting a platform that helps you keep your to-do lists and other notes and daily tasks organized and in one place.

Such software aims to help you move one task along before you begin on another one. Usually, these tasks are independent and not related to one another.

With the help of such software, you can add tasks, categorize or organize them as you please, as well as set any due dates related to them. And these are just the basic features most task management software offers.

There is a load of task management software to choose from to help you stay on top of your tasks and be organized. So many so that the choice can often get quite confusing.

Most task management apps are simple and easy to use and are task-driven to help you get the job done.

On the other hand, project management software is aimed at helping you coordinate projects.

Project management software provides a collection of tools and features that aid in your project planning, collaboration efforts, organization, and delivery of projects. They offer a single platform for all these tools so that you are not jumping between different applications.

While most, if not all, project management tools can be used as task management software as well. The opposite may not be true.

Task management software maybe project management software but most task management software is simpler in design and the features that they offer.

Project management software offers all the tools and abilities task management software provides in addition to multiple other features. These features could range depending on the tool that you choose.

Common project management tools include planning features, task dependencies, milestone tracking, file management, resource management, time tracking, and more.

They also offer features such as Gantt charts and other visual aids that give you the option to track the progress of your entire project.

Furthermore, you can even run multiple projects at the same time and use project management software for them all, which is the case for many project managers.

Restyaboard as Your Project and Task Management Software

Restyaboard is one of those project management software that we mentioned above that offer both project management and task management all in one.

With Restyaboard you have all the task management features you could need. This includes the following:

  • The ability to create tasks
  • The option to assign tasks to as many team members as you want
  • Task descriptions to ensure each team member knows what is expected of them
  • Task start and end dates so that tasks are completed on time
  • To-do list items to keep everyone on track
  • Task priorities so that each team member works on the tasks that are top of the list
  • Status updates so that you know how each task is progressing
  • Ability to create recurring tasks

Apart from these task management features, Restyaboard also offers a platform for all your project management needs, taking off from robust planning to execution, and going all the way to successful delivery.

Here are some of the project management features you can use with Restyaboard:

  • Timesheets features for productivity checks and easy invoicing
  • Meeting management features to create meetings and note down meeting minutes
  • Issue management so that you and your team can identify any problems that arise during your project and rectify them efficiently
  • Risk management to highlight any potential risks that could arise in your project with a risk matrix for visual representation
  • Ability to view your project’s progress on Gantt charts with task dependencies and milestones
  • Kanban boards for a simple organization of your tasks with work in progress limits
  • And much more.

Having said that, mastering both the elements of task and project management is more a practice than a task. Clock your hours, remain consistent, and adapt to adversity. That is one of the most successful ways to ensure productivity on all fronts.