Dangers of Confusing Online Task Management with Online Project Management

Liz Pearce, COO Liquid Planner

Many people confuse online task management with online project management. They tend to think of these two disciplines interchangeably, and that can be dangerous to the long-term success of your organization, especially when it comes to tool selection and risk management. It’s important to differentiate between the two, so that expectations can be set properly across the organization and with outside stakeholders.

Projects are always made up of tasks, but tasks are not necessarily part of projects

It goes without saying that tasks are the building blocks of projects. When we start to tackle a project, one of the first things we do is to break it down into discreet tasks. Those tasks are typically short in duration and assigned to one person. The focused team or team member will do a great job of knocking off tasks from their list, and in doing so they may collectively get entire projects done, too.

But every task on our to-do list is not necessarily part of a project. Most of us who work on projects also have some collection of additional tasks listed on Post-It notes, online trackers, and whiteboards. We’re scrambling to manage and prioritize both project tasks and non-project tasks (not to mention collaborate on them!), which begs for an online tracking solution.

But how is managing projects online different than managing tasks online? To answer that question, let’s look at the different choices available to us.

Online task management: the path of least resistance

Do a search for “online project management,” and you’ll see hundreds of products that label themselves as project management tools. But beware: if you try to find anything more sophisticated than task due dates or a list of milestones, you’ll often be disappointed.

Led by Basecamp, these task management tools have been extremely effective in two key ways: they’ve provided a common web-based interface in which teams can work together and collaborate. And they’ve given those teams a way to list tasks and due dates that is sufficient for front-line workers who are primarily concerned with their own productivity.

Simple? Yes. Powerful? Debatable. They beat the heck out of Post-It notes, but if you only go so far as managing lists of tasks, you may expose your project team to some unintended risks.

Online project management: taking task management to the next level

For teams trying to get major initiatives accomplished (or even many smaller concurrent projects), simple task lists with due dates won’t quite cut it. Task management applications don’t give the project manager who is tasked with overseeing the project (or portfolio of projects) any insight into these key areas:

  • Task estimation How long will each task take? How long will the project as a whole take?
  • Project scheduling – Will the person assigned to the work actually be able to complete it by the due date? Will the project as a whole be done on time?
  • Resource and capacity planning – Does the team have enough resources to complete the project to spec, or do scope-cutting or resource balancing steps need to be taken?
  • Portfolio-wide management – What projects are priorities for the organization? Are they adequately staffed or funded?
  • Risk management – Is the right amount of progress being made? Are there areas of risk in the plan that need attention?

Understanding these aspects of your project doesn’t require an advanced degree or formal certification. But it does require a bit more information than you can put into your task management tool. Things like availability and work estimates create another axis of information that informs critical business decisions, which directly impact the bottom line.

Project management software packages have their differences, too. Some (like Clarizen or AtTask) mimic the traditional, Microsoft Project way of scheduling and ask you to define start and end dates for each tasks or set up a series of predecessors (or dependencies) in order to “build” your schedules. LiquidPlanner, an alternative to these tools, automatically generates schedules based off of the priority order of your tasks and who they are assigned to. Tools like Wrike focus on collaboration features like email integration. One size doesn’t fit all here; you’ll need to watch a demo, use free trial versions, and consider which mix of features fits your team best.

Can you have your cake and eat it, too?

Online task management is a great way to get teams accustomed to the basic principles of online project management (i.e., getting things done!). It helps keep team members focused on what they need to get done every day, and it provides an easy way for collaborating online.

But while task management applications serve the front line workers well, project managers require a more sophisticated set of controls on the back end. Some tools, like LiquidPlanner, aim to provide the best of both worlds. They give individual contributors a “task list” type view into their project work (and a way to track non-project tasks), and at the same time, give project managers the tools they need to see and manage the big picture.

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Liz Pearce is the COO of LiquidPlanner, where she’s worked with hundreds of project teams to assess their needs and improve their project scheduling, tracking, and collaboration for better business results. 

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Carolyn Crummey is a business and technology strategist and the owner of VirTasktic (www.virtasktic.com), an agency dedicated to providing high-level virtual services to small businesses and entrepreneurs. A lover of technology and small business, Carolyn has built a career on the intelligent use of technology to increase business efficiency and productivity, which ultimately leads to greater profitability. Carolyn works closely with her clients to understand their challenges and helps them integrate the best technology solutions into their businesses so they too can enjoy great successes. You can follow Carolyn on Twitter at @CarolynCrummey or @VirTasktic.

8 thoughts on “Dangers of Confusing Online Task Management with Online Project Management

  1. copperproject

    Hi Liz, we’re with you guys, task management alone does not make for healthy project portfolios. Those tools are great for remembering the milk, not so much for remembering to make a profit.

    Reply
  2. Project Tracking Software

    Now I understand, why most of the companies have separate online tools for both project management and task management. Moreover, I have been looking for a task management tool that can alert me to do tasks and reports everything. Thought of asking this, since we are discussing about task management.

    Reply
  3. Mary Kaichini

    I think that tasks and projects more often get together if we speak about the modern office and some tasks can not be even considered like tasks e.g. to copy a document. I only support and like the tools which can do different things at the same time and which are both task management and PM tools. For example, I use Comindware task manager.

    Reply
    • Ramon Ray

      HI Akshat, thanks for your contribution – are you looking for technical support help? If so, have you tried contacting them? Another tool I use for task management is Asana!

      Reply
  4. Stephie Daniel

    Nice thoughts Carolyn. Well defined. Its my personal experience that if at all we get a chance to carry out task management and project management in one platform then the job can be done easily.

    Even I would recommend to have softwares which can carry all the features to keep track of like task, projects, expenses and many more.

    preferably I am using currently the task management software and am planning to go for some advanced version as I told you. Do you have any idea about that?

    Reply

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