Imagine a typical day for an email marketer. It can be a dream job involving creative solutions and teamwork with copywriters, designers, analysts, and other professionals. But without proper organization, everything can go wrong.
Here are the main problems you may face when working:
- team dispersion: all team members work remotely. This can lead to a loss of communication;
- different programs: everyone uses various programs for email, analytics, CRM, and other tools. This can make it difficult to share information and coordinate tasks;
- task overload: tasks can pile up quickly, and keeping track of their statuses and priorities takes a lot of work;
- inefficient communication: continuous conversations via email, several types of messengers, and phone calls can result in important information being lost and make it difficult to interact with the team.
To help you deal with these issues, we are launching a series of articles about helpful tools for email marketers. Our first topic is project and task management software. We will look at platforms that help organize tasks and projects, simplify time management, and improve team communication. This will help you spend more time on strategic planning and creative processes instead of constant approvals and worries that something has been lost.
This guide benefits individuals still trying to figure out how to structure their tasks, those looking to change their tools, or teams aiming to converge on a single platform.
Why do you need a task manager?
Now, let's imagine your ideal day.
- You start the morning with a hot cup of coffee and prepare for a productive day at work.
- Checking tasks: use your task management app to review your list of outstanding tasks and update their statuses and priorities. Tag your colleagues directly in the task cards they are involved in.
- Communicate with your team: use video conferencing and a unified messenger to communicate with colleagues to discuss projects.
- Analytics: use convenient programs to analyze marketing campaigns and prepare reports.
- At the end of the day, you update your to-do list and mark your progress. It's so nice to mark tasks as "Done!" You're satisfied with your work, accomplish all assignments, and in the evening, you can dedicate time to yourself and your loved ones.
Sounds great. Let's look at how the work process with a task manager is built.
The workflow
Typically, the workflow in the task management tool looks like this:
- Creation: at this stage, new task assignments are generated.
- Assignment: here, tasks are delegated to team members.
- Prioritization: this step allows you to prioritize tasks based on their urgency and deadlines.
- Scheduling: is necessary if any task is completed or has undergone a sudden change in priority.
- Collaboration: this feature allows you to coordinate the work of different specialists on the same project, for example, a content writer and a designer.
- Communication: this step facilitates internal messaging within the task management tool for effective communication.
Efficiency of the entire company
What benefits does a task management tool provide to your company when efficiently handling and organizing daily tasks and responsibilities?
- Meeting deadlines
Utilizing task management tools aids organizations in meeting project deadlines by providing continuous reminders and alerts. This ensures that both the team leader and team members are in sync, fostering punctuality and precision. - Enhanced efficiency and productivity
Task management tools streamline team workflows, promoting efficiency and productivity. - Workload management and organization
These tools facilitate organized teamwork by enabling real-time monitoring by team leaders and equitable workload distribution, ensuring a seamless process. - Resource allocation
Task management tools effectively direct talents and resources toward the appropriate channels or platforms. - Boosted productivity
By strictly adhering to a to-do list and following task processes in chronological order, task management tools contribute to increased productivity. - Mobility and accessibility
Regardless of location, task management tools ensure that high-priority tasks are always noticed. They grant access to project details from various devices, including PCs, laptops, mobiles, and tablets. - Improved work quality
Task management tools offer enhanced visualization and task analysis, benefiting project management by promoting better work quality.
A task management tool can help you manage, prioritize, and distribute tasks among team members. It will also help you track the status of tasks, making it easier to work together and improve team communication, even if everyone is working remotely and using different programs. Moreover, according to CoSchedule, project management software users report having a 426% higher likelihood of success.
But how do you choose your ideal tool?
What to consider when choosing the tool
Here are some factors to take into account when selecting your task management tool:
- The types of tasks you do.
- Organization size (whether it's a small or large-scale entity).
- Requirement for remote accessibility.
- Necessity for data and record analysis.
- Integration potential with other systems or applications.
- Adaptability for customization.
- User-friendly and straightforward interface.
- Security measures.
- Scalability options.
- Real-time reporting capabilities.
To make navigating the sea of existing software easier, we've reviewed the most popular task management tools for email marketers. Let's take a closer look at them.
Top 10 task management tools
We asked what task managers are popular in the Women of Email community and studied discussions on this topic among users of Email Geeks, Reddit, and Quora. There are as many opinions as there are experts on this issue, but we can still see certain favorites among the tools. And some of them matched what our team uses in our daily routine.
So, here's a list of the most popular tools among email marketers:
- Asana
- ClickUp
- Monday
- Jira
- Wrike
- Trello
- Notion
- Airtable
- Smartsheet
- Workfront
Our marketing department uses a variety of apps, but Trello, Asana, Notion, and Airtable have gained the most fans.
It's important to note that popularity doesn't necessarily indicate the efficacy or suitability of a tool. Some marketers prefer a less popular tool because it meets their needs better than a more popular one. It's really a matter of taste. However, if you plan to start organizing your work or to offer your colleagues a common tool, this list could inspire you to explore various options.
Now, let's talk about each tool.
Asana
Asana is perfect task management software for small business and large enterprises. Even with the free version, you get unlimited projects, tasks, and storage, though they cap individual files at 100 MB. You can also connect over 100 external apps. Other than useful features, we really liked the minimalist and pleasant design.
(Source: Asana)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- variations of the layout look (list/board/timeline/calendar);
- transfer an existing project from another service (Google Sheets, Trello, etc.);
- analytics of task performance and goal achievement;
- desktop app;
- mobile app.
Our content manager, Artem, says that he loves his Asana board design and that the closed tasks warm his soul.
(Source: Asana)
Price
- free version is always available;
- trial version of premium features for 30 days;
- premium $10.99 per user per month.
Best for
- small businesses and enterprises.
ClickUp
ClickUp positions itself as a workspace and a productivity improvement service. It has many functions and advanced customization options for your projects. At first, the interface is quite complicated, but interactive tips step in to assist. It's worth mentioning that cute design elements and pop-up messages make work more fun.
(Source: ClickUp)
Benefits
- collaboration with the team + built-in whiteboard similar to Miro or Figma;
- unlimited users;
- create a project from scratch;
- ready-made templates for the marketing department;
- variations of the layout look (list/board/timeline/calendar);
- time tracking tool;
- built-in chat;
- integration with Jira and Trello;
- high customizing to your needs;
- performance analytics;
- desktop app;
- mobile app.
(Source: ClickUp)
Price
- free version is always available;
- unlimited: $7 per month yearly; $10 monthly;
- business: $12 per month yearly; $19 monthly;
- business plus: $19 member per month yearly; $29 monthly;
- enterprise: individually.
Best for
- small businesses and enterprises;
- collaboration with developers.
Monday
Monday.com is a big player in task management, offering scalable and user-friendly automated workflows. It's great for individual and team tasks and has a clear interface, colorful design, and animation elements. We were amazed by the integrated AI that can create a workspace based on your preferences and give you tips on how to work with it.
(Source: Monday)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department + email marketing;
- create a workspace you need with the help of AI;
- variations of the layout look (table/timeline/calendar etc.);
- integration: 200+ popular services and access to API;
- code-free automation: status updates, email notifications, and other features;
- user-friendly design;
- desktop app;
- mobile app.
(Source: Monday)
(Source: Monday)
Price
- free version is always available;
- basic: €8 per user per month;
- standard: €10 per user per month;
- pro: €19 per user per month;
- enterprise: individually.
Best for
- small businesses and enterprises;
- collaboration with developers.
Jira
Even though Jira is primarily associated with software development, you can customize it for various project types, like email marketing campaigns. This product is perfect for planning, assigning, and viewing the entire history of all your projects. Although Jira may not be as user-friendly for non-technical users as other services, it is an excellent option for teams already acquainted with it or those seeking a centralized project management platform. In fact, when you get used to Jira's features, it can even be challenging to switch to other software.
(Source: Jira)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- control of email campaigns at every stage;
- variations of the layout look (timeline/backlog/board/issue navigator);
- main features are available for all plans;
- integration: 1000+ of external apps;
- high customizing to your needs;
- in-depth performance analytics;
- desktop app;
- mobile app.
(Source: Jira)
Price
- free version is always available;
- standard: $7.75 per user per month;
- premium: $15.25 per user per month;
- enterprise: individually; only annual payment options.
Best for
- enterprises and corporations;
- collaboration with developers.
Wrike
Wrike has a clear, Jira-like design, but is more colorful and interactive. It takes some time to get used to navigating the site, but then you realize the usefulness of features and widgets. The platform allows customized solutions with advanced features and is a great task management software for teams like creative, marketing, product management, and IT. You can choose templates, automation, and communication tools to create a space that fits your needs.
(Source: Wrike)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for marketing campaigns;
- variations of the layout look (table/board/timeline/calendar);
- adding additional widgets to the project;
- integrations: various tools and platforms structured into categories;
- open API;
- performance analytics;
- clear design;
- desktop app;
- mobile app.
(Source: Wrike)
(Source: Wrike)
Price
- free version is always available;
- trial version of premium features for 14 days;
- professional: $9.80 per user, per month (min. two users);
- business: $24.80 per user, per month;
- enterprise: individually;
- pinnacle: individually.
Best for
- enterprises and corporations.
Trello
Trello is another project by the developers of Jira — Atlassian, but it is remarkably simple. Its intuitive, Kanban-style boards with drag-and-drop cards make it accessible to all users. You can easily track project stages with customizable lists like "in progress" or "done." You can also add comments, files, and labels, tag colleagues, and assign tasks to them.
(Source: Trello)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- unlimited users;
- unlimited integrations of popular services;
- simple to use;
- variations of the layout look in premium (table/calendar/timeline);
- desktop app;
- mobile app.
(Source: Trello)
(Source: Trello)
Price
- free version is always available;
- premium trial for 30 days;
- standard: $5 per user/month if billed annually ($6 billed monthly);
- premium: $10 per user/month if billed annually ($12.50 billed monthly);
- enterprise: $17.50 per user/month — billed annually ($210.00 annual price per user).
Best for
- freelancers, small teams, and startups.
Notion
Notion is a versatile and customizable workspace tool that helps teams and individuals manage tasks, documents, databases, and more. While Notion doesn't explicitly design for email marketing, its flexibility allows users to adapt it to various tasks, including the planning and execution of email marketing campaigns. But its most significant advantage is creating a library of helpful knowledge for your team.
(Source: Notion)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- knowledge base: a repository of valuable materials for your team;
- integrations: Google Drive, calendar, Typeform, Trello, etc;
- performance analytics;
- desktop app;
- mobile app.
(Source: Notion)
Price
- free version is always available;
- plus: $8 per user per month;
- business: $15 per user per month.
Best for
- freelancers, small teams, and startups.
Airtable
Airtable combines the familiarity of spreadsheets (like Google Sheets or Microsoft Excel) with the flexibility of a custom project app. Its intuitive, drag-and-drop interface lets you visually manage tasks and projects. You can add images, graphs, and charts, assign them to team members, and discuss via comments.
(Source: Airtable)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- transfer an existing project from another service (Excel, Jira, Trello, etc.);
- desktop app;
- mobile app.
(Source: Airtable)
Price
- free version is always available;
- team: $20/user/month;
- business: $45/user/month;
- enterprise scale plan: custom, based on the organization's needs.
Additionally
- referral system: get $10 in credit for every person you invite to use the service.
Best for
- small businesses and enterprises.
Smartsheet
Smartsheet is a project management and collaboration platform with lots of features. At first glance, the interface may seem old-school and complicated. But it offers vast potential for those willing to delve into its functionality.
(Source: Smartsheet)
Benefits
- collaboration with the team;
- create a project from scratch;
- ready-made templates for the marketing department;
- variations of the layout look (grid/Gantt/card);
- share information without having to switch between different platforms;
- automation: set reminders for content creation deadlines, A/B testing evaluations, or follow-up emails;
- integration: connect with your email marketing platform (Mailchimp, HubSpot, etc.) using available integrations or API;
- tracking and reporting: keep track of key email marketing metrics like open rates, click-through rates, and conversion rates;
- document storage and attachment;
- create dashboards to visualize email campaign performance at a glance;
- desktop app;
- mobile app.
(Source: Smartsheet)
Price
- free version is always available;
- business trial for 30 days;
- pro: $7 per user, per month, billed annually;
- business: $25 per user, per month, billed annually;
- enterprise: price on request.
Best for
- small businesses and enterprises.
Workfront
Workfront presents itself as a comprehensive work management solution built for the enterprise. The platform is sleek and designed for modern teams, though newcomers might initially find it challenging to navigate. Fortunately, helpful onboarding guides and tutorials help users navigate their way around. A unique mix of professional aesthetics and user-friendly features ensures tasks are executed effectively and enjoyably.
(Source: Workfront)
Benefits
- team collaboration with advanced task assignment;
- embedded project visualization tools;
- kickstart projects with ready-to-use templates;
- multiple project views (list/board/Gantt chart/timeline);
- robust time and resource management features;
- integrated communication tools for team discussions;
- integrations with popular tools like Slack and Adobe Creative Cloud;
- deep customization capabilities for tailored workflows;
- insightful reports and dashboards for performance tracking;
- desktop app;
- mobile app.
(Source: Workfront)
Price
- you need to contact a sales representative to calculate your needs.
Best for
- suitable for small teams as well as enterprises and corporations.
Wrapping up
As we've explored the features and functionalities of ten popular tools — Asana, ClickUp, Monday, Jira, Wrike, Trello, Notion, Airtable, Smartsheet, and Workfront — it's clear that there is no one-size-fits-all solution. The ideal tool for your email marketing depends on your specific needs, team size, and the nature of your projects.
Trello and Notion can be excellent for freelancers, small teams, and startups. Trello's simplicity and Kanban-style boards make it easy to start quickly, while Notion's flexibility can adapt to your evolving needs. If you are looking for the best task management software for individuals, pay attention to them.
Corporations or larger enterprises might find Jira, Wrike, or Workfront more suitable. Jira's advanced project tracking and issue management capabilities, Wrike's robust resource management, and Workfront's enterprise-level integrations can help scale complex email marketing campaigns.
Tools like Jira, ClickUp, and Monday may be particularly advantageous if you're closely collaborating with developers. Jira's developer-friendly features, ClickUp's customizable workflows, and Monday's agile project management make them well-suited for bridging the gap between marketing and development teams.
Ultimately, the choice of tool should align with your unique workflow, objectives, and team dynamics. To make the most of your working hours, take the time to evaluate your needs and select a tool that enhances your productivity, promotes collaboration, and ensures that you reach your full potential. And what tools do you use? What can you recommend, and what is better to avoid?
All these instruments will aid in maximizing your work efficiency, while Stripo will assist you in handling emails.
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