24/7 Software Blog

How to Choose Task Management Software for Your Property

by 24/7 Software / May 7, 2019

Do you have a lot of tasks to manage?

We’re talking about the day-to-day and event-related stuff.

You know, opening parking lot gates, turning on the escalators, reversing the escalators, closing the parking lot gates.

Are you and your employees consumed by these important operational tasks, but unable to manage them efficiently?

Do you find yourself making a comprehensive list of to-do items time and time again?

Do you fret that things are not being done?

Do you often get sidetracked by a high priority issue – or worse lose your to-do list altogether?

Yes, you might be extremely disciplined. You might even be able to accomplish all your tasks from a paper checklist.

But, what about the rest of your team?

How do you assign, track, and ensure they’ve completed all the work they’re responsible for completing?

It’s a challenge you’re probably overwhelmed by every day.

Living in constant fear of your tasks getting missed or even intentionally skipped by employees is not healthy.

But, how can you overcome this operational weakness?

It’s simple:

You need to choose task management software that’ll help you manage your property’s critical operational tasks proactively and with ease.

You can spend time determining what you believe you need in your system.

But, if you’re not sure, don’t stress about it.

We’re going to address your task-related drawbacks and then give you a quick and easy way to decide whether a system will accomplish what you need.

Are you ready?

Let’s get started!


You have a series of responsibilities.

  • Issues
  • Incidents
  • Tasks
  • Requests
  • Maintenance

We know it’s a challenge to handle everything according to your standards.

Among all your other things to get done, you have many tasks.

Executing those tasks is non-negotiable – even with all your other jobs.

It’s the only way your property runs smoothly, and the only way you look professional to your customers.

So, what does your team need to get done?

Do you have daily tasks?

Do you have event tasks?

What’s your current process for handling these important tasks?

  • Do you manage tasks on a handwritten checklist or in a spreadsheet on your computer?
  • Are your new and existing employees expected to recall all the steps for completing every task?
  • What’s the completion rate of tasks?
  • How many tasks are getting done?
  • What happens to the items on the to-do list that don’t get done?
  • Do you make yourself responsible for getting those done?
  • Are you able to track whether customer-related issues or incidents are a result of tasks not getting completed?

Your team might be excited about what they do.

They probably even love what they do.

But, your operation has many variables.

Tasks and requirements are always changing too.

The good news is that a task management solution helps you get a handle on your tasks.

It removes inhibitors that prevent your operational tasks from getting scheduled, executed, and completed on time.

It’s time for you to stop using spreadsheets.

You can recycle your paper checklists once and for all.

Now, we’re going to show how a web-based system will let you:

  1. Schedule multiple tasks in just a few clicks
  2. Automatically send periodic reminders to your staff
  3. Manage your team’s work from a single system to ensure everything is completed proactively and according to schedule

Are you ready to learn what you need to manage operational tasks efficiently? Keep reading; we’re going to outline the four characteristics of modern task management software.


Here are the four elements of a top-notch task management solution that we’ll discuss:

  1. Task Management Panel
  2. Manage Daily and Event Tasks
  3. Create Criteria-Based Tasks
  4. Schedule Reminders for Completion

1. Task Management Panel

One of the most challenging aspects of running an operation is all the responsibilities.

As we mention above, you have issues, incidents, requests, and maintenance to manage regularly.

It’s easy for things to slip through the cracks and get missed when your tasks are managed in your incident management system.

Now, you can track and communicate operational tasks separately from incidents and customer requests.

This separation lets you focus on and prioritize business needs.

  • Issues and incidents don’t get missed
  • Customers receive the service they deserve and expect
  • Crucial operational needs get proper attention

2. Manage Daily and Event Tasks

Create tasks for daily property operations or specific events that happen on your property.

Create and schedule these tasks, and confidently watch your team complete them effortlessly.

Have control of what needs to get accomplished, whether it’s your day-to-day operation or a marquee event.

3. Create Criteria-Based Tasks

The system you need will let you create tasks based on:

  • Time
  • Event Marker
  • Previous Task


Your security team must close the parking lot gates every night at 7:00 PM sharp.

Event marker

Manage your revenue goals, alcohol consumption, and alcohol-related incidents by closing alcohol vendors in specified areas at the end of the 3rd quarter.

Previous Task

Check your next hotspot, or location with high activity related to an incident, 20 minutes after the last location.

4. Schedule Reminders for Completion

Your employees are busy.

Sometimes it’s also easy to get caught up in the moment or overwhelmed by other tasks, and so some tasks can be forgotten.  

Send task reminders to your team via text, email and – depending on the solutions provider – exclusive mobile apps.

By sending your team reminders, you’re also providing them with a record of their tasks.


Managing all your responsibilities is tough enough. You can reduce your stress by deploying task management software to help you ensure your important tasks get done.

Use this article as guidance to confidently select a solution that best fits the needs of your property.

So, are you ready to achieve the efficiency you deserve?

Editor's note: This post was originally published in May 2017 and has been updated for comprehensiveness and freshness.

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