A Guide to Employee Task Tracking: Best Methods & Top Tools

Why is it that no matter how hard you try, you always find yourself struggling to manage your to-do list, and yet the tasks keep multiplying?

Well, imagine for once, there is a well-oiled machine that makes it effortless to keep track of your and your team’s tasks and ensures everyone’s roles and deadlines are met. Sounds too sweet to be true? Bet you’ll be surprised.

A recent study found that 77% of high-performing projects use task management tools to keep operations smooth and efficient.

From simple manual methods to sophisticated digital tools, there’s a wide range of solutions available. But how do you choose the one that’s right for your team?

In this guide, we’ll explore the best ways to track employee tasks and uncover tools to help streamline your workflow.

What Are the Best Ways to Track Employees?

Consider employee task tracking as a toolbox, where the appropriate tools are needed for the work at hand. The “best” approach is determined by your team’s size, work style, and objectives.

Some teams like the simplicity of whiteboards or spreadsheets. Others prosper with real-time, automatic software that keeps track of every detail.

Finding what works for your workflow is crucial. For smaller teams, manual approaches may be quite effective; but, as things become complex, automated technologies are invaluable.

Let’s compare the two methods to determine which one may be the game changer for your team.

Manual Methods for Tracking Employee Tasks

Manual task tracking methods are traditional but still relevant, especially for small teams or businesses with straightforward workflows. These methods are often more hands-on, providing a tactile and visible way to organize work.

Here are the most common manual methods:

1) To-Do Lists

A classic yet effective tool, to-do lists allow individuals and teams to jot down tasks and tick them off upon completion. These can be physical (like sticky notes or notebooks) or digital (using apps like Google Keep or Notion).

Why It Works:

• It’s quick and simple to create.
• It encourages a sense of accomplishment as tasks are completed.
• Digital versions often sync across devices for easy access.

Drawbacks:

• Can become cluttered or overwhelming without prioritization.
• Not ideal for tracking complex, collaborative projects.

2) Whiteboards

Whiteboards are a staple in brainstorming sessions and team meetings. They provide a shared, visual workspace where tasks can be listed, categorized, and updated in real time.

Why It Works:

• Encourages team collaboration and transparency.
• Ideal for quick updates during stand-up meetings.

Drawbacks:

• Limited to in-office use, making it less effective for remote or hybrid teams.
• No archival feature; once erased, data is lost.

3) Spreadsheets

Spreadsheets like Excel or Google Sheets offer a flexible and cost-effective way to track tasks. Managers can create custom templates, include columns for assignees, deadlines, and statuses, and share updates with the team.

Why It Works:

Fully customizable to match your workflow.
Affordable and easy to share with others.

Drawbacks:

• Requires manual updating, which can be time-consuming.
• Lacks real-time automation and notification features.

Manual methods are excellent for teams that prefer simplicity and tactile solutions. However, as organizations grow or workflows become more complex, the limitations of manual tracking become apparent.

Automated Methods for Tracking Employee Tasks

Automated tools are game-changers for employee task tracking. They provide real-time data, streamline communication, and minimize human error. These tools are especially useful for remote or distributed teams, where digital collaboration is key.

1) Time-Tracking Software

Time-tracking tools, like Flowace or Time Doctor, monitor how employees spend their work hours. These tools provide insights into task durations, breaks, and productivity levels.

Why It Works:

• Tracks active and idle time automatically.
• Provides detailed reports for managers to analyze trends.

Use Case:

Perfect for industries like freelancing, IT, or remote teams, where time spent on tasks directly correlates with deliverables.

2) Task Management Tools

Tools like Trello or Todoist help teams organize tasks using boards, lists, or Kanban workflows. Employees can see what needs to be done, by whom, and when.

Why It Works:

• Real-time updates ensure everyone is aligned.
• Visual boards make task status clear at a glance.

Use Case:

Ideal for marketing, design, or creative teams managing multiple deliverables simultaneously.

3) Project Management Software

Project management platforms like Asana or Monday.com take task tracking further by integrating timelines, resource allocation, and team communication.

Why It Works:

• Tracks project dependencies and milestones.
• Offers advanced analytics and reporting features.

Use Case:

Suited for teams handling large-scale or multi-phase projects.

4) Ticketing Systems

Ticketing systems such as Jira or Zendesk allow teams to assign and track specific tasks related to customer support or IT issues.

Why It Works:

• Creates a clear record of issues and resolutions.
• Prioritizes tasks based on urgency.

Use Case:

Designed for support teams handling multiple customer inquiries.

Manual vs. Automated: Which Is Best for You?

You should choose the best technique based on your team’s size, structure, and special requirements. Here is a little comparison to help you make your choice:

Feature	Manual	Automated
Cost	Low	Moderate to High
Ease of Use	Simple	May require training
Scalability	Limited	Highly scalable
Real-Time Updates	Not available	Available
Analytics	Minimal	Comprehensive

Manual approaches could be enough for startups or small teams with simple workflows. However, the effectiveness and scalability of automated solutions will be advantageous for remote teams or bigger organizations.

You may choose the approach that best suits your company’s objectives by being aware of its advantages and disadvantages. If necessary, a hybrid strategy that combines automated technologies with human techniques can offer the ideal ratio of sophistication to simplicity.

How Does Employee Task Tracking Benefit Your Business?

Tracking tasks might seem like extra effort at first, but the benefits are undeniable. Let’s break it down.

Increased Accountability

When tasks are tracked, there’s less room for confusion.

Employee task tracking creates a transparent workflow, where individuals know exactly what is expected of them. This boosts accountability by ensuring that every task is logged, monitored, and tied to a specific outcome.

According to a Harvard Business Review study, having clear visibility into task completion can improve individual accountability by 40%, which is vital in teams that work in hybrid or remote environments.

Improved Productivity

Employee task tracking highlights inefficiencies, helping teams work smarter.

Task tracking shines when it comes to improving employee productivity. By monitoring how employees spend their time, you can spot inefficiencies. Are there bottlenecks? Are employees spending too much time on one task?

These insights help managers reallocate resources or introduce tools to streamline processes. When employees are empowered to focus on what truly matters, they’re more productive.

Tracking tools also help identify top performers, allowing managers to delegate tasks based on strengths. This leads to better output and higher-quality results.

Better Project Management

For project management to go well, task tracking is crucial. Better Project Management allows stakeholders to keep an eye on several projects at once and make sure everything is going according to plan.

If a task slips behind schedule, stakeholders can swiftly take remedial action, such as relocating resources or changing deadlines. This lowers the possibility that projects may go beyond budget or schedule.

Task monitoring helps keep things on track and guarantees that deadlines are fulfilled, whether that means redistributing resources, modifying schedules, or even altering project goals. It gives management the ability to take action before minor problems become more significant.

Data-Driven Decision Making

Numbers don’t lie. Task-tracking software generates insights that help businesses make informed decisions.

For instance, employee task tracking can reveal which tasks are consistently taking longer than expected, signaling where process improvements or training might be needed. Moreover, it can highlight high performers, allowing managers to delegate tasks more effectively based on strengths. With data-backed decisions, businesses can be more agile and make strategic choices that improve long-term success.

Tips for Effective Employee Task Tracking

Employee task tracking doesn’t have to feel like a chore or a way to “police” your team. When done right, it empowers everyone, ensures tasks stay on track, and drives better results. It’s about creating a seamless system that works for all. Here’s how to ace it.

Communicate Your Expectations

No one likes working in the dark. For effective employee task tracking, start with clarity.

Be specific about what’s required. Instead of saying, “Complete the report by Friday,” explain the scope, format, and deliverables expected. The clearer your instructions, the less room there is for misinterpretation.

For instance, say: “Create a 10-slide presentation summarizing Q3 results, focusing on sales growth and customer retention. Submit by Friday noon.” Specifics make it easier for employees to deliver quality work.

Clear communication also sets the tone for accountability. Everyone knows what’s expected, and you know what to track.

Track Progress Continuously

Waiting until the deadline to check progress? That’s a recipe for surprises (and not the good kind).
Regular updates are your best friend. Schedule check-ins or use tools that let you see progress in real-time. For example, a

Monday morning sync-ups or quick project updates mid-week can ensure everything is on track.

But here’s the trick—keep it light. Progress tracking isn’t about micromanaging but creating opportunities to troubleshoot early. When employees feel supported rather than scrutinized, they’re more likely to thrive.

Monitor Results Closely

Effort matters, but results seal the deal. Make sure tasks aren’t just being worked on—they’re being completed to the standard required.

This means going beyond timelines. Check the quality of outcomes. Did the report address the key points? Was the solution implemented effectively? Results-oriented tracking ensures your team is working towards impactful goals.

Looking at how time was spent is also helpful. For instance, if a task that should take three hours ends up taking eight, it’s worth investigating why. Were there roadblocks? Miscommunications? This analysis can lead to process improvements.

Be Flexible When Needed

No plan is foolproof. Tasks get delayed, priorities shift, and challenges crop up.

Effective task tracking isn’t rigid—it’s adaptable. If a project hits a roadblock, be prepared to recalibrate. Maybe that means reallocating resources, extending deadlines, or adjusting expectations.

For example, if a key team member is out sick, redistribute tasks to avoid bottlenecks. Adaptability keeps the momentum going without derailing the entire workflow

5 Popular Employee Task Tracking Apps and Software

When it comes to employee task tracking, choosing the right software can make a significant difference in your team’s productivity. Whether you’re managing a small team or an entire department, there are several tools to help you stay on top of tasks, streamline workflows, and ensure accountability.
Ready to take your employee task tracking to the next level? Here are five task-tracking software worth considering:

1) Flowace

Flowace is more than just an employee task tracker—it’s a productivity powerhouse. Designed for modern businesses, it combines real-time task monitoring, automated time tracking, and insightful performance analytics to deliver unmatched efficiency and clarity in task management.

Here’s a closer look at what makes Flowace stand out:

Key Features:

• Real-Time Task Monitoring

Flowace offers real-time visibility into tasks as they progress, ensuring no deadlines slip through the cracks. Managers can track who’s working on what, identify bottlenecks early, and adjust workflows on the go.

• Automated Time Tracking:

Forget manual entries! Flowace automatically records work hours, tracking time spent on specific tasks and projects without interrupting the workflow. This not only boosts accuracy but also saves employees the hassle of inputting hours manually.

• Detailed Performance Reports:

With Flowace, you get in-depth insights into team and individual performance. The reports highlight productivity trends, task completion rates, and time utilization, enabling leaders to make informed decisions based on real data.

• Seamless Integrations:

Flowace plays well with other software tools, integrating effortlessly into your existing tech stack. Whether you use project management tools, HRMS platforms, or communication apps, Flowace ensures a unified workflow.

• User-Friendly Interface

The platform’s intuitive design makes it accessible for teams of all sizes. From new hires to seasoned managers, anyone can navigate its features with ease.

Why Choose Flowace?

Flowace is perfect for businesses that prioritize efficiency and data-driven decisions.

• Scalability: It works just as well for small teams as it does for large enterprises.
• Automation-Driven: By automating time tracking and employee task monitoring, it minimizes human errors and enhances productivity.
• Customizable Reporting: Whether you need a high-level overview or granular data, Flowace’s reports can be tailored to your needs.
• Time-Saving: With automation and real-time insights, you spend less time on admin tasks and more on strategic goals.

Who Is It For?

Flowace suits teams that:

• Struggle with manual time tracking and task monitoring.
• Want to boost employee accountability and transparency?
• Rely on analytics to refine workflows and improve efficiency.

Whether you’re managing a startup, scaling a mid-sized business, or running an established enterprise, Flowace adapts to your needs and delivers results.

2) Trello

Trello is a popular task management tool that uses visual boards to help teams organize and track tasks. It’s simple to use and highly flexible, making it a good choice for smaller teams or projects.

• Visual task management: Create boards with lists and cards to manage tasks and set deadlines.
• Collaboration: Easily assign tasks to team members, add due dates, and keep communication in one place.
• Integrations: While it doesn’t have built-in time tracking, you can integrate it with apps like Toggl to track time on tasks.

Why choose Trello?

Trello is great for teams that prefer a visual, easy-to-use task management tool. It’s especially useful for teams that don’t need advanced time-tracking capabilities but still want to keep tasks organized.

3) Asana

Asana is another task management tool that excels in managing complex projects. With robust features for organizing tasks and monitoring progress, it helps teams stay focused and productive.

• Task organization: Break down large projects into manageable tasks and subtasks.
• Built-in reporting: Asana offers detailed reports to track progress and performance.
• Collaboration: Comment on tasks, attach files and track project updates all in one place.

Why choose Asana?

Asana is perfect for businesses that need to manage multiple projects at once. Its task management features, combined with its ability to generate reports, make it a top choice for businesses that prioritize collaboration and productivity.

4) Monday.com

Monday.com offers a highly customizable platform that helps teams create workflows that match their specific needs. It’s a versatile tool that is easy to adapt, offering a mix of task tracking, collaboration, and reporting features.

• Custom workflows: Build workflows that match your team’s specific needs, making task management more efficient.
• Visual task tracking: Use color-coded boards to monitor tasks and deadlines.
• Integrations: Monday.com integrates with a variety of tools, including time-tracking apps like Toggl, for enhanced functionality.

Why choose Monday.com?

Monday.com is ideal for businesses that need flexibility and customization in their task management system. Its visual interface and ability to tailor workflows make it a standout choice for dynamic teams.

5) ClickUp

ClickUp is a feature-packed platform that combines task management, project collaboration, and time tracking into one cohesive tool. It’s designed for teams of all sizes and offers deep customization options.

• Task management: Organize tasks, set deadlines, and assign team members.
• Built-in time tracking: ClickUp includes time-tracking features that help monitor how long each task takes.
• Customizable views: Choose between list, board, or calendar views to manage tasks in a way that works best for your team.

Why choose ClickUp?

ClickUp is perfect for teams looking for an all-in-one solution. With its task management and time-tracking features, it’s a comprehensive tool for businesses that want to consolidate multiple functionalities into one platform.

Ready to Start Tracking Employee Tasks?

Employee task tracking isn’t just about meeting deadlines—it’s about building a more efficient, accountable, and productive team.
Start by choosing a method that aligns with your team’s needs and scale as your business grows. Tools like Flowace can simplify the process, giving you actionable insights and freeing up time for what matters.

Are you ready to take the guesswork out of management?

Let’s get tracking!

FAQs of Employee Task Tracking

How to Keep Track of Tasks Given to Employees?

Use task management tools like Trello or Asana to assign and monitor tasks. Communicate deadlines and expectations. Regular check-ins and automated tracking software like Flowace can simplify the process.

How Do I Track Employee Tasks in Excel?

Set up a simple template with columns for Task Name, Assigned To, Status, and Deadline. Use conditional formatting for clarity, and share the file on cloud platforms for collaboration. Excel works best for small-scale task tracking.

What is the best tool for employee task tracking?

The best tool depends on your team’s needs. For real-time tracking and automation, Flowace is a great choice. For task management, tools like Trello or Monday.com are popular. Evaluate features like integrations, reporting, and ease of use to decide.

Why is task tracking important for businesses?

Task tracking improves productivity, accountability, and project management. It ensures tasks are completed on time, identifies bottlenecks early, and provides insights for better decision-making.

Can task-tracking software help remote teams?

Yes, task-tracking software is especially useful for remote teams. It enables managers to monitor progress, communicate effectively, and ensure everyone stays aligned regardless of location. Tools like Flowace and Asana are built to support remote workflows.