Identify the coordination gap
Clarify what falls between existing tools: assigned owners, due dates, dependencies, or a shared queue. A new project tool is unnecessary if the real problem is that nobody is assigned to update it.
Avoid a second source of truth
Choose where authoritative tasks live and how updates return there. Test permissions, notifications, exports, and the effort of maintaining duplicate records.
THE PRACTICAL TAKEAWAY
The right task system is the one your team can reliably keep current.