Project Management vs Task Management: Key Differences
- Adilla
- Aug 1
- 6 min read
Updated: 8 minutes ago
Task management and project management tend to share similar meanings. However, they're not the same. Task management is indeed a part of project management, but project management isn’t task management.
Table of Contents
Why Are People Confused by These Terms?
Although the concepts of project management and task management are interconnected, they are not the same thing, which sometimes leads to confusion. In short, project management is a bigger picture than task management.
For example, project managers would have to consider components like budget and the overall goal of a project when executing project management. Whereas task managers would not be involving other parts to manage anything other than the tasks that are laid out and, assigned to the team.
Project management also involves delegating tasks, which is where the confusion might lie.
The Definition of Project Management
A project comes to deliver or produce a product or service. There’s a clear start and end to a project.
Project management is a process of planning and leading a project from start to finish. It involves factors like setting objectives and a project timeline while allocating team resources and tasks. Additionally, risk management and quality assurance are also parts of project management.
Meanwhile, project management for creatives involves those above while facilitating visual feedback loops, visual approvals, task dependencies, and cross-role collaboration. Things that are out of the scope of task management.
The Definition of Task Management
A task is a piece of a project that needs to be done in a specific timeframe. It doesn’t involve the extra key principles of project management.
Task management is not solely for project managers to assign. When tasks are assigned to teams, team members are expected to manage the rest independently to prioritise and maximise their productivity and execution.
3 Key Differences Between Project Management and Task Management
Understanding the differences between task vs. project management helps you determine where each approach is best applied. Concentrating on only one of these management styles to save time on research may ultimately lead to decreased work efficiency.
By using task-only tools, the team loses sight of the project's health. If the focus is solely on project management, they fail to comprehend the overall workload and may become overwhelmed.
The Goal
This is the biggest difference between task and project management: the size and scope of the goal.
Project management: used to manage the overall team to reach the end goal, while
task management: used to arrange tasks for individuals and ensure that they complete the tasks.
What Each Management Covers
Task management:
requires a pre-existing set of workflows to execute them.
tasks that lead up to the beginnings of your project.
Project management:
is executed as soon as planning begins.
will include listing the colours, references, and tools necessary to execute the project.
Project Management Exists with a Purpose; Task Management Is Ever Present
Task management would still be running even after a project finishes. There would be recurring tasks that need to be done for the team that exists beyond the project, like reports and meetings for post-project requirements, or even to begin another project.
Which One Do You Need for Your Work?
Task management is typically for short-term goals and does not require a team, while project management involves a team and focuses on long-term objectives. However, if you do integrate both, your team’s workflow would improve.
For example, as a freelancer, you are required to not only work on your projects but also juggle clients and maintain good client relationships for your long-term goals. Managing your tasks won’t be enough, as you need to be aligned with the project’s objectives and timeline.
Then, for a creative studio, once a project ends, reports and future planning are to be considered. A bit of task management will guide the team through a new project, ensuring they know what to do after it ends and how to begin anew.
Conclusively, it may be easy to focus only on one, but to know how to use both and make use of them ensures a better creative flow and work efficiency.
Recommended Tools for Project Management and Task Management
When looking for tools for each of these specific purposes, consider what is important to your team and run a test.
To put it into perspective, see them as creative workflow tools that can save you from needing to put too much time into admin work. They can also help better organise your overall creative workflow.
Project Management Tools
Trello
A visually pleasing project management software that displays in columns where everyone can see everything instantly. If your team is just trying out project management, Trello is a good starting ground.
Airtable
This software lets the team have multiple views to see their data. Whether in Kanban, grid or gallery. It is suitable for teams that deal with various content on a larger scale. So, if your project deals with production, Airtable is a good fit.
Jira
If you favour the agile method, this software brings the right tools to fit this framework with creative projects. When you have regular approval sessions, Jira’s custom workflow helps the team manage them better.
TESSR
A project management software program with creatives in mind. With a specialised feature to ease and streamline your Review session, TESSR’s software is suited for creatives who work on heavy visual creative projects like animations and visual designs.
Task Management Tools
Notion
One of the most flexible software solutions to personalise your task management. Not only does it come with tools like time tracking, a calendar, and Gantt charts, but Notion is suitable for any projects, both creative and non-creative.
Todoist
User-friendly platform that is intuitive at a glance. Despite its simple layout, its task list can help prioritise tasks according to the individual's workflow. It comes with team collaboration functions that can be used for creative studios alike.
ClickUp
With automation and customisable options, this software is an extensive task management tool. Creative studios would be able to take advantage of the custom task views to help keep track of all kinds of work, depending on the customisation that they utilise.
Key Takeaway
Task management is an ingredient that makes up the pie of project management.
It can enhance the overall team's sense of responsibility for their work when viewed in a broader context.
While project management seems more significant, both can work together to create a better workflow.
Frequently Asked Questions (FAQs)
What’s the main difference between task and project management?
The main difference between task and project management is the level of detail and complexity. Project management involves more factors like budget allocation, structuring timelines and defining project objectives compared to task management.
Do I need both tools for small creative teams?
While not necessary, having both project and task management tools will improve your team’s workflow.
Can task management replace project management?
Not quite. Task management would be able to fulfil only a part of what project management is. But since it does not include crucial factors like budget allocation or risk management, your team might encounter unforeseeable issues.
How do I organise tasks within a project?
By utilising task management tools within a project, it will help your workflow in which your tasks would be broken down into smaller details to better pace your team’s capacity.
Author Bio
With a background in Arts English, Adilla has been a casual writer for various hobbies, like parodies of animated shows and plots for board games. She loves to read anything and everything from fantasy stories to articles on tips and tricks. Now an advocate for mental health and effective project management for the creative industry. Currently, Adilla resides in Malaysia and is a creative writer at TESSR. To know more about her, check out her LinkedIn.
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