5 ways visual task management benefits your team

Modern work is noisy. With emails, to-do lists, and reminders constantly piling up in your digital workspace, just navigating the clutter becomes an additional task. But what if there were a way to bring order to the madness?

The good news is, there’s actually a solution to this: With visual task management, you can easily prioritize, track, and collaborate on tasks. By visualizing tasks and their status, you can also make better decisions on where to focus your efforts.

Let’s explore how your team can benefit from it.

What is visual task management?

Visual task management is an approach to organizing, planning, and overseeing your projects using visual elements and techniques. Unlike traditional methods that rely on text-based documentation and spreadsheets, this approach uses visuals such as task boards, color-coded sticky notes, Gantt charts, or Kanban.

What you get is a more intuitive, transparent, and efficient approach to handling tasks. Ultimately, it improves your team’s communication, makes leadership more collaborative, and increases overall task comprehension.

What you gain with visual task management software

Imagine you’re planning a team offsite. Instead of sending a long email with detailed instructions and timelines, you can create a visual board using different colored sticky notes or virtual task cards. Each color represents a specific aspect, like the order of tasks, resources needed, or people responsible.

So much easier, right? Your team can now quickly see:

The tasks that need to be done
What task is assigned to whom
The overall project's progress
The real-time updates in the project

Not only is it easier, but it’s also more efficient — meaning you’ve got more time to do the actual work.

1. Enhanced clarity and organization

When done right, visual task management software gives you a clear and intuitive representation of tasks, timelines, and project elements. For instance, while planning a marketing campaign, you might create a virtual board with columns for different stages like “Ideation,” “Design,” “Execution,” and “Analysis.”

Then you can show each task or action item as a card. As these tasks move across the columns, it's easy to see where they are in the process, helping your team quickly understand the project's flow, (re)prioritize tasks, and track progress — reducing confusion and improving overall organization.

Related: Check out Mural’s project planning template

2. Improved team collaboration

According to Mural’s 2024 Teamwork Research Report, 63% of individual contributors think managers should help their teams learn how to collaborate better. That’s because collaboration is a real skill that needs to be developed.

Visual planning can play a big role in helping your team with both real-time and asynchronous collaboration — especially valuable for remote and distributed teams — because it’s such an intuitive way to work together.

Let’s say you’re planning to start a design sprint for a new product launch. With visual task planning, you can use a shared online whiteboard to add images, comments, and ideas simultaneously — or whenever best suits your team members’ schedules. In either case, you’ll capture broad feedback and stay on track, no matter where your team members are based.

With Mural, you can start ongoing conversations with your team directly in the canvas, using sticky notes and comments.

3. Increased productivity and accountability

Visual cues, charts, and diagrams make things easy to grok. That’s why visual task management tools help you quickly absorb information. You can illustrate task dependencies and relationships so everyone can quickly identify critical paths and potential roadblocks.

For example, you can use workflow templates to map out dependencies, due dates, and the sequence in which activities should occur. The result is more transparency in responsibilities and timelines, thereby avoiding delays and improving overall productivity.

Related: Let’s rethink how to measure productivity

4. More flexibility and adaptability

Instead of rigid documents, your team works on visual canvases to easily add, move, or modify the various components. In other words, the formatting gets out of your way and enhances your ability to communicate, rather than the other way around.

For instance, with Mural, you can drag and drop task cards across boards, adapting the visual layout to reflect changes in task priorities or project phases.

That’s not to say you have to abandon docs, however. You can integrate visual task management software with other productivity tools, giving your team greater flexibility in leveraging existing workflows. With these integrations, you can easily (and securely) transfer data between visual task management tools and other platforms. By avoiding duplicate data entry (I mean, no one even likes to enter data manually once, let alone twice!), you save time and reduce the risk of discrepancies, enhancing accuracy and efficiency in workflows.

Here’s a short tutorial on how to import content using Mural.

5. Multiple pre-built templates

Typically, visual task planning software platforms provide templates to make project planning and execution easier. These templates serve as ready-made frameworks you can customize and modify to suit your unique project needs.

Whether it's a mind map to visualize complex ideas, a SWOT analysis template for strategic planning, or a user story map for agile development, you can find templates that align with your specific needs.

This versatility of pre-built structure and customization gives you a quick and easy start while accommodating diverse project management requirements.

Simplify projects with the best visual task manager

More good news: We took all this into account when we built Mural. With an intuitive and easy-to-use interface, as well as best practices and how-tos built right into our templates, Mural provides the best collaborative space to plan, organize, and visualize projects.

Use one of our hundreds of (free) pre-built templates designed for different project scenarios, such as brainstorming sessions, sprint planning, and retrospectives. These templates provide a structured starting point, saving time and effort in creating frameworks from scratch.