Your Guide to Choosing and Using a Daily Task Tracker
Project Management

Your Guide to Choosing and Using a Daily Task Tracker

Jan 11, 2024

Let’s say you’re doing everything right: You’ve got a productive morning routine and have no trouble staying focused at work. But you’re still struggling to get things done because you don’t know which tasks to focus on from day to day.

Adding action items to your to-do list is a start, but it’s how you track and organize tasks that really counts. If you don’t prioritize tasks and break them down on a daily basis, it’s easy to lose focus and get overwhelmed at work.

Here’s how a daily task tracker can help you and your team stay on track by allowing you to set priority levels and monitor project progress in real-time.

What Is a Daily Task Tracker?

Daily task tracker: chef talking while chopping something

A daily task tracker, or daily task manager, is a tool that you can use to organize tasks and determine what needs to get done on a daily basis. Some tools provide integrations with other software, like virtual meeting software or team messaging apps, so you can easily create tasks and subtasks and get reminders about upcoming due dates.

A daily task tracker has a lot in common with other project management tools, and in fact, you can use some of the same tools on multiple timescales. The key to daily task tracking is that you highlight which tasks need to get done each day, rather than just grouping things by project or priority level.

Here are a few different ways to approach daily task tracking.


Spreadsheets are a classic task tracking tool because they’re customizable and there are dozens of templates to choose from. You can use Excel or Google Sheets to make a daily task list with columns for due dates, priority levels, a task description, and which team member is responsible for it.

Of course, spreadsheets don’t have nearly as much functionality as more advanced project management tools, so they may not be suitable for complex projects.

Kanban boards

Kanban boards are used in the agile project framework because they’re intuitive and easy to update over time. Kanban boards can be either physical or digital, and feature handy columns like Do, Doing, and Done. Simply drag a task from one column to the next as it moves through each stage of the workflow.

You can use Kanban boards at your daily scrum meeting to delegate tasks and track project progress. Create your own custom Kanban boards, or use task management software like Asana or Trello, both of which feature a Kanban-style interface.

Gantt charts

Sometimes, delays aren’t caused by individual tasks, but by failing to account for the connections between tasks and how they’re related to one another. A Gantt chart is a type of project management calendar that helps you visualize how tasks are linked to each other so you can keep track of dependencies.

Because they tend to take the whole scope of a project into account, Gantt charts can be used alongside a daily task tracker to help you see the bigger picture. You can use Google Calendar to create Gantt charts alongside a traditional calendar view.

Project management AI

Another idea is to use project management AI, which takes task management software to a new level by using automation to streamline task delegation. For example, Anchor AI’s built-in project manager, Max, can identify action items during team meetings and add tasks to your daily task tracker for you.

You can also use project management AI to streamline priority management so no one has to wonder what task to work on next. Send out notifications for important tasks, and use time tracking software to monitor how much time each task takes.

Benefits of Using a Daily Task Tracker

Daily task tracker: Trevor Noah looking away while on a train

Using a daily task tracker has several benefits over delegating tasks at the project level, or simply waking up each day and deciding what to work on next. Here are three ways that using a daily task tracker can help you become a better manager or improve your self-management skills.

Increased productivity

Using a daily task tracker helps you get more done by helping you prioritize the most important tasks first. Instead of focusing on things that don’t need to be completed for weeks or months, you can work through your to-do list methodically and spend your time on what really needs to get done today.

Plus, since most daily task trackers are cloud-based, other team members will be able to see your task list too, improving team accountability and reducing bottlenecks.

Improved time management

Time management can be a challenge for anyone, but daily task trackers can provide the structure you need to stay on target. Whether it’s maintaining a separate to-do list for business and personal tasks, or using a mobile app so you can keep track of your task list on the go, a daily task tracker helps you use your time wisely.

By reviewing and updating your task list every day, you’ll be more organized, more efficient, and better able to accomplish long-term professional goals.

Better resource allocation

Daily task tracking can help you be a better manager by giving you more insight into how your team is performing. From assigning new tasks to tracking completed tasks, you can monitor your team’s workload on a more frequent basis.

Task tracking tools make it easy to see which team members are struggling, who’s picking up the slack, and who can take on additional assignments.

Daily Task Tracker Best Practices

Man saying, I complete the tasks assigned to me

Daily task tracking tools take the stress out of task management, but you’ll still need to follow some basic guidelines to use them effectively. Here are three best practices that will help you get more out of your task management software.

Create clear task descriptions

Task trackers are only as good as the information they convey to team members. Most task managers have built-in fields for key information, such as due dates and priority levels, as well as customizable fields where you can add more context.

Don’t overlook the importance of task descriptions: If tasks are too similar to each other or too vague, they’re less likely to get done. Break large tasks down into subtasks that can actually be completed in a day, and keep an eye out for dependencies that might interfere with prompt task completion.

Generate tasks automatically

Adding tasks to your to-do list is a chore, especially if you’re in a meeting and trying to pay attention to other things. Fortunately, many task tracking tools can add new tasks automatically, based on the content in an email message or a meeting transcript.

When you use Anchor AI to take meeting minutes, Max, your AI project manager, will automatically listen in for actionable items and add them to your task tracker. Max can even delegate tasks to individual team members and assign a due date for each task based on what you’ve discussed in the meeting.

Of course, you can also add tasks manually if any tasks arise after the meeting is over or if you have tasks that aren’t included in the meeting agenda.

Streamline your workflows

Many task management tools offer integrations with other types of software, such as video conferencing platforms and scheduling apps. For example, Anchor AI can take automated meeting notes during team meetings, whether you use Zoom, Microsoft Teams, or Google Meet.

You can also use the Quick Prep tool to generate meeting agendas, and the Topical Summary feature to organize your meeting notes by topic.

The more steps in the process you can automate — such as sending out a meeting summary with action items — the less you have to add to your to-do list.

Reduce Your Workload With Anchor AI

Daily task tracker: SpongeBob doing different things at the same time

Daily task trackers do more than simply track tasks. They can help you decide which tasks to prioritize and how to delegate tasks among team members based on factors like your day-to-day workload and long-term project goals. By breaking tasks up into subtasks, you can ensure that your daily goals are realistic and achievable.

Anchor AI goes one step further and uses artificial intelligence to optimize your to-do list and add tasks for you. From automating recurring tasks to generating follow-up emails, you can use Anchor AI to streamline multiple aspects of daily task management. Sign up for free today and simplify task management for your entire team!

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