Business software tools vs. Business software systems

Executive managers and business owners often need to implement a solution that could help organize business activities by allowing managing tasks, schedules and projects. Many software reviews prove that human and financial resources of an organization can be managed and controlled by means of solutions that can be classified into two major types, such as tool and system . At the first glace, both solutions are similar, and most likely they have the same options and features for managing activities. But if to look into functionality of the solutions, a number of differences will be uncovered. This article is written to help managers of all ranks to understand the mentioned types and decide on one of the types.

Business software tool is a solution for managing activities which may include daily tasks, administrative duties, and long-term and short-term projects. Usually those tools have functionality that contributes to better decision making, team building, task management, resource allocation and time management. Such tools allow creating tasks and to-do lists, scheduling events, building project timelines, and planning business calendars. Often software tools are based on mobile technologies but desktop solutions also exist. For example, a variety of business tools can be run on IPhones and Blackberries . Modern software for smartphones allows organizing daily tasks and agendas.

However, most desktop and mobile tools for managing activities become insufficient when users need to synchronize their to-do lists, projects and agendas with external applications. The point is that business management tools have no option for data synchronization, so users are unable to export or import tasks. That is why, when the need for data synchronization appears, employees and managers need to use business software systems .

Business software system is a solution that combines task management features with data export-import capabilities and collaboration options to allow users to manage tasks, share information and synchronize task lists with external applications. Business software systems are rather powerful than tools. Such systems allow creating a virtual work environment in which users (employees and managers) can communicate and collaborate with each other. The most featured business software systems are desktop based and compatible with Windows. However, systems for Linux and Mac OS also exist on the market.

An example of system is VIP Task Manager. It is multi-user software for small business . VIP Task Manager is designed to help managers and employees organize daily activities, projects, workflows, and tasks. The software allows exporting tasks, to-do lists and project trees to Excel spreadsheets, HTML files and RTF files. It also allows importing tasks, journals, appointments and contacts from Microsoft Outlook software.

VIP Task Manager is a desktop based solution; however, its client-server foundation makes it possible to successfully compete with many solutions. The software has a 30-day trial edition allowing users to test and evaluate task management functionality and group collaboration features prior to purchase. Being a shareware solution, VIP Task Manager often becomes "the number one management system" even among software solutions.