What Are Task Lists?

Tasks lists are project-management tools that display a set of prioritized activities needed to complete a project. They include information on the project contract, assigned employees, task and project deadlines, and project status. Task lists help managers assign and monitor project tasks and progress.

Who Creates Task Lists?

Team leaders or project managers are generally the ones who create task lists in the beginning stages of the project. They usually cross-check everything and delegate the work between team members.

The task list’s format varies depending on the size of the project. For example, if the project is big and includes many tasks and milestones, the task list can include more details and a specific timeline progression. For smaller projects, the task list usually resembles a to-do list.

What Are Task Lists Used for?

Task lists are primarily used in cases when a company is working on larger or multi-milestone projects with an entire team on board. This is because task lists enable managers to organize and list each employee’s responsibilities.

Task lists are more than just a list of project tasks. Managers can create priority tasks and add deadlines, work descriptions, sub-tasks, and more. In turn, task lists may be viewed as a fundamental task schedule or a simplified task breakdown list.

In other words, task lists help make big goals attainable by breaking them down into smaller milestones.

When managers separate a project into smaller tasks, they allow their teams to review each stage of the project, comprehend their work process, and get ideas on how to increase their efficiency.

Managers also use task lists when they want to analyze and assess their work. They do this by looking back at the task list from previous projects to see which actions worked best and which didn’t. Later, they can use this information to organize their new projects better.

Advantages of Task Lists

Task lists are organizational project management tools that allow managers and teams to reduce mistakes in their work and improve a project’s outcome. With that, there are a few more advantages to using task lists.


Task lists ensure that the employee teams capitalize on their time and resources. Most task lists allow managers to allocate multiple employees to work on the same project simultaneously. Managers achieve this by delegating a specific task to each team member, which can enhance the entire team’s pace of production.

Task Prioritization

When managers share the task list with the rest of the workforce, they allow employees to highlight individual tasks in the task list and prioritize them by importance. By prioritizing tasks, the employee teams are able to finish them within the deadline and move forward as per the project’s scope.


When using task lists, employees know exactly what their superiors expect from them and focus on their responsibilities, resulting in increased productivity levels.