How to Use Task Tracker Software to Empower Your Busy Team
Project Management

How to Use Task Tracker Software to Empower Your Busy Team

Mar 18, 2024

Effective task management isn’t just about planning ahead and checking items off of a to-do list. It’s also about looking back on what you got done in order to better manage your workload and to hold yourself and other team members accountable.

A simple task list can help you stay on top of your responsibilities, but it can’t help with task delegation, priority management, and other aspects of project management. For that, you’ll need a more robust task tracker or task management tool.

Here’s what to look for in task tracking software, and how to use artificial intelligence (AI) and automation to help you assign and track tasks.

What Is a Task Tracker?

Hissy from the Puppy Dog Pals saying, you want me to do what now?

A task tracker is a type of software that allows you to keep track of tasks, usually with additional features to help with time management and team collaboration. Most task trackers are cloud-based, so you can access them from anywhere, and they offer a user-friendly interface so it’s easy to create and update tasks in real-time.

You can use task managers for time tracking and project planning, or simply to remind yourself and your team members about urgent tasks and upcoming due dates.

Examples of task tracking tools include Trello, Asana, ClickUp, and, as well as Anchor AI featuring Max, your AI project manager.

Task Tracker vs. To-Do List

Why bother with a task tracker when you can just create your own checklist in a Word document or Excel spreadsheet? Task trackers are more than just a glorified task list. Here are just a few useful features that some task trackers include:

  • Templates: Many task tracking tools offer customizable templates so you can easily add new tasks without having to create them from scratch each time.
  • Kanban board: Kanban boards use color-coded cards and columns to help you organize tasks and subtasks and visualize project progress.
  • Gantt chart: A Gantt chart is a type of workflow diagram that shows you how project tasks fit together, helping you track milestones and dependencies.
  • Reporting tools: Reporting dashboards help you see the big picture, allowing you to sort and view tasks by task owner, task status, and other attributes.
  • Timesheets: Some task trackers integrate with timesheets so you can track billable hours or monitor how much time is spent on individual tasks.
  • Automation: Built-in automation tools allow you to create tasks automatically, schedule meetings, send out reminder notifications, and more.

Although every task tracker is different, most of them offer features that you just can’t get from an ordinary note-taking tool or checklist.

Benefits of Using a Task Tracker

Task tracker: agent 355 from Y The Last Man talking

A simple to-do list may be sufficient for a solopreneur, but if you’re managing a small business or a cross-functional team, you’ll need a more comprehensive task tracking system. Here are just a few benefits of using a daily task tracker.

Improved Time Management

Using a task tracker can help you improve your self-management skills by giving you more control over your schedule and workload. Break large and overwhelming tasks into smaller subtasks, organize tasks by project or due date, and get notifications to ensure you don’t miss an important project milestone or deliverable.

Task trackers also allow you to see how much time you spend on individual tasks, so you can eliminate or automate tasks that are tedious or time-consuming.

When you have a clear task list to work from, you can use productivity hacks like the Pomodoro Technique to get more accomplished during the work day.

Better Prioritization

Not all tasks are equally important, and using a task tracker can help you prioritize the tasks that need to get done first or that add the most value to your project. Set a priority level for each task so your team members know which tasks are the most important or urgent, and increase productivity without increasing stress or overwhelm.

You can use Gantt charts or other workflow diagrams to visualize how your tasks all fit together and make sure that you’re completing them in the right order.

Or, if you’re using an AI task manager like Anchor AI, simply ask Max direct questions about your project so you can decide where to focus your efforts each day.

Increased Accountability

Just because you’ve assigned everyone a task doesn’t mean that you’ve distributed the workload equitably. Effective work management requires you to understand everyone’s strengths and weaknesses to avoid the risk of underperformance or burnout.

With a task tracker, you can see who’s doing what, including which team members are falling behind or missing due dates and who’s picking up the slack for them.

By using a task tracker with customizable roles and permissions, you can create private tasks for individual team members, or make tasks and subtasks visible to everyone on the team so it’s easy to share ideas, ask questions, and re-assign tasks.

How to Choose the Best Task Management Software

Task tracker: old woman saying, I have an errand to run

Many task management tools offer similar features, but they aren’t identical. Some are great for large teams, while others are a better fit for small businesses and individuals. Here are just a few differences to look out for as you compare your options.


First, what devices and operating systems will your task tracker run on? Although most cloud-based task trackers will be accessible from any device, they may not all have a dedicated mobile app or interface for Mac, Android, and Microsoft Windows.

You may also be in the market for other capabilities besides task tracking. For example, Anchor AI can take meeting notes and capture action items automatically, so you can spend less time delegating tasks and more time getting things done.


When it comes to pricing, task tracking software varies widely. Some tools offer a free trial or even a completely free plan, but these versions usually have some limits, such as the number of tasks you can add or team members you can invite.

Anchor AI’s free plan includes Task Tracking, Projects, and Unlimited Transcriptions, as well as access to Max, your AI project manager. Upgrade to the Automated Plan for $15 per month to get Max Tasks, Max Tasks Assignment, and Ask Max. The Advanced Plan includes Detailed Meeting Minutes and a Customized AI name for $35 per month.


Another factor to consider is whether your task tracker will integrate with tools you’re currently using, including messaging apps like Slack or virtual meeting software like Zoom and Microsoft Teams. These kinds of integrations allow you to save time by generating calendar events and sending out email invites automatically.

Anchor AI is compatible with all major video conferencing platforms: Simply invite it to your virtual meeting to take notes. If you’re having an offline meeting, that’s fine too: upload an audio recording later and Anchor AI will transcribe it for you.

Streamline Task Management With Anchor AI

Task tracker: man saying, it's quite an elegant solution, I think

Task tracking tools take the hassle out of managing your to-do list. By setting due dates and priority levels, and breaking large tasks into subtasks, you can stay on top of your task list and ensure you never miss a deadline again.

AI task managers like Anchor AI do even more of the heavy lifting by capturing action items, adding due dates, and delegating tasks to your team members automatically. Sign up for free and see how Anchor AI can streamline your to-do list today!

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