Recently, a colleague shared that she was struggling to keep up with her responsibilities. She asked me for advice on whether she needed a to-do list or a project management tool. It is an excellent question and one that many small business owners face. The answer depends on several key factors.
When a To-Do List Is Enough
A to-do list is perfect for one-step, independent tasks such as “plan lunch with Kelly” or “pay the electric bill.” Typically, these tasks don’t have sub-tasks, and you don’t need to collaborate with a team to do the job. In general, to-do lists are simple to use. You can create them with a pen and paper, or you can use an app such as:
A plethora of other to-do list apps are available with all sorts of different features. Choose one that integrates with your email and calendar apps so you can easily add action items from your email to your to-do list and see your tasks on your calendar.
Most to-do list apps have basic sharing options. For example, you and a business partner can share a shopping list of office supplies. Likewise, you and your bookkeeper can share a list of bills to pay.
When Project Management Tools are Better
Obviously, project management tools are best for projects. Projects have tasks with multiple steps and often involve more than one person. Generally, projects have start and end dates. They could be one-time events like building a website. Alternatively, they could be repeating projects such as planning the annual conference.
Project management tools make it easy to share tasks with a team and assign tasks to specific team members. These tools also incorporate a communication platform to enable group members to message each other and track the progress of tasks using Gantt charts, kanban boards, graphs, and more.
Examples of project management platforms include ClickUp, Asana, Notion, and Trello, but there are many other systems. Choosing one that will work best for you can be a challenge. Here are some things to consider:
- Usability: If it’s too complicated, you won’t use it. Find a tool that works the way you think. Also, consider the platform’s features, such as colour-coding tasks or a text-based workflow.
- Integration: Choose a platform that integrates with your existing systems. Ideally, a project management tool should connect with your email and calendar, as you likely use those apps most often. Then, examine integrations with other systems such as accounting, CRM, and newsletter software.
- Scalability: Consider your business’s future and upcoming ventures. Ensure the platform you choose will accommodate team members or more complicated projects.
- Price: Even though a free tool may seem appealing, the right investment can save hours of admin work. Consider the value of freeing your mind to work on income-earning activities rather than focusing on minor administrative tasks.
Choose Both
Here’s the truth – you don’t need to choose between a to-do list and project management tools. Ideally, you can – and should – use both because the right tool should enhance your productivity, not complicate it. Why spend extra time adding a one-step task to a project management system when a to-do list will do? Likewise, fighting to fit all your project tasks onto a rudimentary to-do list can also be a frustrating waste of time.
The key is to find a to-do list and project management tool that fits your needs, integrates with your existing systems, and helps you stay productive. Evaluate your needs and the available options, and then you can choose the solutions for a successful business.