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How Do I Choose the Best Task Management System?

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  • Written By: Whitney Leigh White
  • Edited By: C. Wilborn
  • Last Modified Date: 18 September 2016
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    Conjecture Corporation
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Choosing the best task management system can be quite tricky, mostly because each system is tailored to meet different needs. To choose the best system, you will first need to identify what needs you want it to meet and develop a budget. Keep in mind that many people try several different systems before finding one that they like. If multiple people will be using the task management system, make sure it has enhanced communication capabilities. The best system may also help you prioritize your tasks, and, if needed, will integrate enterprise resource planning (ERP) and client relationship management (CRM) onto one platform.

Different task management systems will meet different needs and are available for different prices. Some have text and file imaging capabilities, web-based applications, and/or the ability to prioritize tasks. Others have security features, which allow only certain users to utilize certain functions. With so many different features, it is important to identify what functions you will require so that you can choose the most effective system. You will also find that developing a budget can help you narrow down the list of available systems to choose from.

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Some of the best task management systems available have great collaborative and communication capabilities. Users of these types of systems are able to communicate with one another more easily, and if a manager chooses to do so, he or she can track the users' performance in a real-time manner. It is also wise to choose a system that allows for easy collaboration to reduce misunderstandings between users. This can helps decrease a company's operational errors and, in return, boost the organization's profit levels. These types of systems also help the workflow amongst large organizations to be perfected and stay under control.

If you need a system that can prioritize activities for you, then choose a task management system that has enhanced decision making abilities. This type of system will ask you to provide information various aspects of each task, and then prioritize your activity list based on your input. Many users find that using a system to prioritize tasks provides an immediate improvement in their effectiveness at completing them; this helps not only the user, but also his or her employer as well, if the system is used to complete job duties.

A task management system that has the ability to integrate ERP and CRM technologies may be the best type to choose if you are in charge of managing client relationships. One of the most useful aspects about this type of system is that it can quickly consolidate client data, which allows for easy access. It typically will be able to assign and monitor activities through a job-ticketing feature as well; this type of system usually enables phone representatives to create tickets for each client's inquiry or request and log them through web-based interfaces.

The ultimate type of task management system will allow you to use a number of task management tools. Although it may come with a hefty price, it will enable you to create schedules, collaborate with other users, generate and prioritize to-do lists, and more. It will also allow you to export tasks into different types of files including text, word document, and HTML files.

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