9 free task tracker templates to manage daily tasks and to-do lists

It can feel impossible to be productive when your responsibilities are scattered across emails, sticky notes, and your memory. Using a task tracker template brings order to chaos by creating a single central place for everything you need to do. These free templates can help you feel less overwhelmed and provide a clear roadmap of your priorities so you always know what to tackle next.

By clearly tracking your work, you can reduce the stress associated with disorganization and set yourself up to accomplish more with less effort. Below, we’ll explore free helpful task tracker templates and how they can help you be more productive.

1. Simple to-do list template

Best for: Personal or professional task management

When everything is floating around in your head, it’s easy to forget something or struggle to decide what to tackle first. By organizing everything into a digital list, you create a clear and actionable path forward.

This simple to-do list is your go-to for straightforward task management. It works just like the grocery list you’d stick to your fridge: write down what you need to do and check things off as you complete them. This approach helps solve the feeling of being overwhelmed by a mountain of tasks. 

How to use:

• List each task you need to complete in the “Task” column.
• Check the box under “Status” as you complete each item.
• Add any extra details or reminders in the “Notes” column.

2. Kanban board template

Best for: Visualizing workflows and managing tasks through stages

A kanban board provides a visual way to manage your workflow and track tasks as they progress. You start with a few basic columns, like “To Do,” “In Progress,” and “Done,” and represent each task as a card. As you work on a task, move each card from one column to the next. 

The kanban board method is perfect for outlining a complex process or tracking multiple stages. It helps you see where tasks are piling up, identify bottlenecks, and understand your team’s capacity.

How to use:

• Add new tasks as cards or rows in the “To-Do” column.
• When you begin working on a task, move it to the “In Progress” column.
• Once finished, move the task to the “Done” column.

3. Action plan template

Best for: Breaking down large goals or projects into actionable steps

Action plan templates are designed to turn large goals into a series of manageable steps. Instead of merely noting a goal, you can use the template to break it down into the actions required to achieve it. This process includes due dates and assigned owners. 

These templates help solve the problem of projects stalling due to a lack of clarity or accountability by creating a detailed roadmap that everyone can follow.

How to use:

• Define your overarching goal at the top of the template.
• Break the goal down into smaller action steps.
• Assign an owner and due date for each step to provide accountability.

4. Daily task tracker template

Best for: Planning and monitoring daily priorities

A daily task tracker helps you focus on what you need to accomplish in a day. It’s a tool for thorough planning, allowing you to map out your priorities for the day ahead. Whether you list tasks by the hour or create a prioritized checklist for the whole day, this daily task-tracking template is all about intention.

This template can help you solve the pain of having unproductive days where you feel busy but not productive. By deciding what matters most at the start of your day, you can better resist distractions and dedicate your energy to the most pressing tasks.

How to use:

• At the start of your day, list all tasks you intend to accomplish.
• Assign a priority to each task (high, medium, low).
• Update the status as you progress through your list.

5. Weekly task tracker template

Best for: Planning and organizing tasks over a week

A weekly task tracker gives you a bird’s-eye view of the week, bridging your daily to-dos, larger goals, and scheduled meetings. You can lay out tasks and appointments from Monday to Friday (and the weekend, too!), helping you balance your workload and plan effectively. 

Do you ever get to Friday and realize you missed something important? This template prevents that from happening. It helps you be more proactive, allowing you to assign time for deep work, prepare for meetings, and avoid the scramble of getting ready for the workweek.

How to use:

• List key tasks and who they’re assigned to.
• Place each item under the corresponding day of the week to map out your schedule.
• Use this overview to balance your workload and plan ahead.

6. Monthly task planner template

Best for: Long-term planning and tracking of monthly goals

This monthly task planner helps you save time and get more done. It functions like a calendar but is focused on your major goals, recurring duties, and important deadlines for the month. 

This template is the perfect option to help you stay on top of recurring bills or plan for upcoming events. It encourages you to think ahead so you can see how your weeks fit together and give your long-term goals the attention they need.

How to use:

• Adjust the days in the “Day of the Month” column to align with the current month.
• Add assignments and tasks to the tracker.
• Use color codes to keep track of completed and in-progress tasks.

7. Project task tracker template

Best for: Detailed work tracking on a specific project, including status and hours

For a focused approach to work tracking, a project task tracker is essential. This template moves beyond a basic to-do list by consolidating all the details related to a project, like status, priority level, owners, and hours logged. 

Reduce the pain of managing a project with information scattered across emails, chats, and documents. This project task tracker brings order to chaos, providing a single source of truth that gives everyone a clear snapshot of the project’s health and progress.

How to use:

• Consolidate all tasks for a single project into this list.
• Fill in all details for each task to create a complete overview.
• Use the “Hours Logged” column to monitor effort and budget.

8. Activity time tracker template

Best for: Monitoring time spent on activities to improve time management

An activity tracker log is a powerful tool for improving productivity via time tracking. This template works by having you log what you’re doing throughout the day and how long it takes, often in 15- or 30-minute increments. 

By tracking exactly where your hours go, you can identify time-wasting habits, better estimate the time needed for future tasks, and allocate more time for your most critical work.

This granular tracking is especially helpful for managing billable hours. It provides a clear, precise record of time spent on client-specific tasks, providing accurate invoicing and maximizing revenue. 

How to use:

• Log what you’re doing throughout the day in time-based increments.
• Assign a category to each activity to understand how you spend your time.

9. Issue tracker template

Best for: Identifying, tracking, and resolving issues or bugs

This issue tracker template provides a way to capture, track, and resolve problems that come up while working on a project. Whether you’re dealing with software bugs, client complaints, or equipment failures, you can log each issue in the tracker. Then, assign the problem to someone to fix it and track its status from open to resolved. 

This template helps prevent critical failures and issues from falling through the cracks. It creates a reliable system for addressing problems so nothing gets forgotten and everyone involved has visibility into what’s being done to fix it.

How to use:

• Log each new issue with a clear description.
• Assign the problem to a team member to fix it.
• Track its status from “open” to “resolved.”

A team task tracker reduces the confusion of managing work through different sources of information — an often unavoidable conflict in today’s digital age. Templates create a central resource where every task is clearly defined, assigned, and tracked, boosting team productivity.

• Better resource management: Task trackers offer a clear overview of who is working on what, making it easier to allocate resources effectively and identify potential bottlenecks.
• Employee empowerment: They provide a clear roadmap for daily and weekly tasks, reducing mental load and helping prioritize assignments. Visible team contributions can also help foster a sense of accomplishment.
• Enhanced collaboration: Team members can easily share files, provide feedback, and coordinate efforts directly within tasks so everyone is on the same page.
• Increased transparency and accountability: Task trackers allow everyone to view project progress and workloads. They let managers balance assignments, prevent burnout, and monitor progress without frequent meetings.
• Streamlined workflows: Trackers serve as a centralized log that helps you stay on top of deadlines and next steps, making it easier to push projects to completion.

Not all task trackers are created equal, and the best template is one that provides clarity instead of adding to the clutter. The ideal template offers just enough structure to capture the most important details of your work without becoming overly complex to manage. When selecting a template, look for one that includes fields to capture the key aspects of each task, such as:

• Task names and descriptions: A clear title and a brief explanation of what the task involves, minimizing confusion and errors.
• Status indicators: The current state of the task, like “not started,” “in progress,” or “complete,” improving transparency and coordination.
• Task owner: The person responsible for executing the task, making it clear who is in charge of each task’s completion.
• Due dates and deadlines: The specific date when the task must be completed, helping you complete tasks on schedule.
• Priority levels: A way to mark tasks as high, medium, or low priority, allowing you to better assign your resources.
• Progress indication: A metric, like a percentage, showing how close the task is to completion so you can easily see if you’re behind.
• Notes and comments: A space for additional context, updates, or questions, ensuring you have the necessary information.

Personalizing a task template is essential when creating an effective tool that aligns with your workflow. Customizing a template makes it more intuitive and efficient, helping you find information at a glance, save time during the day, and reduce friction. Consider these template personalizations:

• Adjust the theme to match branding: Align the template with your company’s look for a cohesive feel.
• Use color codes to represent status: Visually distinguish task progress to immediately understand project health.
• Implement custom fields: Add relevant data like budget codes to keep all critical information in one place.
• Add custom categories and tags: Group tasks by project or client to quickly filter your view and find what you need.

Task templates help keep you on track, preventing projects and steps from falling through the cracks. Zoom Docs offers a highly customizable solution for building and managing your task tracking system, with pre-built templates to get you started. Plus, Zoom AI Companion* can help you populate your docs with information from your meetings and chats, making it even easier to track action items and collaborate on projects. Explore Zoom Docs to start building.

*Zoom AI Companion is available with eligible paid Zoom Workplace plans. May not be available for all regions or industry verticals.