What’s a Project vs a Task?
And Why Mixing Them Up Creates Chaos
It seems really obvious doesn’t it - a task is obviously not a project. Or is it?
Understanding the difference will make it easier for you to manage your work, your life and set up your system, such as Asana, so that it is useful and user friendly.
Firstly, a Project doesn’t have to be a huge multi week piece of work. It can be something that at first glance looks like a task. Let me give you an example. “Book dentist appointment” seems to be a task. And it is, if you have a dentist that you are registered with and have their phone number. If you don’t, then it is a project - a small project - but a project nonetheless, because it has multiple steps.
This confusion is so common - because people don’t “think in projects” (more on that to come in a future blog). But if you don’t get it right, your project management system becomes a confusing soup of mislabelled to-dos and long-lost deliverables.
So, what is the difference?
🔨 A task is something you do.
🧩 A project is the bigger thing made up of tasks.
✅ What is a Task?
A single, actionable item.
Has a clear owner and a defined outcome.
Can usually be done in a day or less (or has subtasks if it's bigger).
Examples:
“Write social media captions for campaign”
“Send client contract”
“Update hero image on homepage”
✅ What is a Project?
A collection of tasks with a shared goal.
Has phases, milestones, or key outcomes.
Often spans days, weeks, or even months.
Examples:
“Launch Spring Marketing Campaign”
“Redesign Company Website”
“Client Onboarding Process”
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❌ Project: “Emails” ✔️ Better: “Q2 Email Marketing Campaign” Tasks: • Write subject lines • Design header banners • Send test email |
❌ Task: “Website redesign project” ✔️ Better: Create a Project called “Website Redesign” Tasks: • Gather content from team • Approve wireframes • Launch new homepage |
Why It Matters
When you mix up tasks and projects, you:
Can’t assign ownership properly
Lose track of priorities
Struggle to report on progress
Create confusion every time someone logs in
🔎Structure = clarity.
🔎Clarity = momentum.
🔎Momentum = actually getting the thing done.
🧠 Quick Test: Project or Task?
Ask yourself:
Does this have multiple steps or phases?
Would I assign this to more than one person?
Will it take longer than a day or two?
Does it have a clear goal or output?
👍If yes → it’s a project.
👎If no → it’s a task.
TL;DR:
Tasks = single actions.
Projects = a set of tasks working toward a shared outcome.
Use your tool correctly, and you’ll stop wondering, “Where does this even go?”
Still have questions?
Book in a free 30 minute call with us - we genuinely love talking about this sort of thing 👇.