In the bustling world of business management, the question of where to keep your tasks list is a common conundrum.

From post-it notes and checklists to flagged emails in your inbox, the options are varied and often fragmented. This fragmentation is a familiar challenge to many, including myself. After trialing various methods, I’ve found that consolidating all tasks in one location, particularly within a CRM (Customer Relationship Management) system, can be an effective strategy. However, this approach has its advantages and disadvantages, depending on your business operations and team dynamics.

Integrating Tasks with CRM: A Unified Approach

Keeping all tasks within a CRM system can streamline your workflow, especially if you are operating on your own. This method allows you to link tasks directly to contact records, ensuring that every action is tied to a specific client or lead. For instance, if you need to complete non-contact-specific tasks, like posting a LinkedIn update, you can assign these tasks to yourself within the CRM by adding yourself as a contact.

Utilising distinctive labels or tags (such as ‘Marketing’) within your CRM can further organise and categorise tasks, enhancing your ability to manage various aspects of your business seamlessly. The primary benefit of this integrated approach is the centralisation of all tasks in one place, providing a comprehensive view of your workload and priorities.


  • Centralisation: Keeping tasks within your CRM offers a centralised view of all business-related activities, enhancing organisation and accessibility.
  • Contextualisation: Tasks linked to specific contacts provide valuable context, ensuring that each action is clearly associated with a client or lead.
  • Simplicity: For solo entrepreneurs, this approach simplifies task management by reducing the number of tools and platforms used.


  • Overwhelm: The accumulation of tasks in one place can lead to overwhelm, making it difficult to prioritise and distinguish between varying levels of task complexity.
  • Limited Accessibility for Team Members: If you work with a team, not all members may need or have access to the CRM, making task delegation and collaboration more challenging.

The Case for a Separate Task Management System

For businesses with teams, especially those involving specialised roles, a separate task management system can be more effective. These systems often include built-in communication features, allowing team members to attach relevant comments and notes directly to tasks. By clearly allocating responsibility and setting deadlines, a dedicated task management system can enhance team collaboration and efficiency.


  • Clarity and Focus: Separate systems can help team members focus on their specific tasks without the distraction of unrelated CRM activities.
  • Collaboration: Task management systems often have communication tools that facilitate team interaction and coordination.
  • Customisation: These systems can be tailored to specific project needs, offering features like deadline tracking and progress monitoring.


  • Fragmentation: Using multiple systems can lead to information being scattered across platforms, potentially leading to inefficiencies.
  • Learning Curve: Introducing a new system requires time and effort for training and adaptation, which can temporarily impact productivity.


The decision to integrate task management within your CRM system or to use a separate task management platform depends on the nature of your business and team structure. For solo entrepreneurs or small businesses with closely linked customer interactions, a unified CRM-based approach may be advantageous.

However, larger teams or businesses with distinct operational areas might benefit more from a separate, dedicated task management system. Ultimately, the key is to choose a method that aligns with your business goals, team dynamics, and workflow preferences, ensuring that task management enhances rather than hinders your business operations.