Are you looking for a better way to manage your time? Maybe you want to get more done or just relax, knowing your week is planned to perfection and you will get everything done in due time.
To avoid falling behind, feeling stressed, and not completing everything on your to-do list, you can use a time management app to help you through your day and get everything done. These aren't just fancy timers or glorified calendars (though some do that too). The best time management apps fundamentally change how you approach your day.
This can come in many shapes and forms, like to-do list apps, maybe a timer app, or a focus experience. Let's find the right one for you! We've tested dozens of time management tools over the past few years, and these seven keep showing up in our daily routines. Each one solves a specific time management problem, so you'll probably find at least one or two that fit your workflow.
What time management actually means
It's not about doing more
Before we dive into the tools, let's talk about what time management actually is (and isn't). It's not about cramming more work into your day. It's about being intentional with the hours you have.
**Good time management looks like:** - Knowing where your time actually goes (not where you think it goes) - Having systems that reduce decision fatigue - Protecting time for deep work, not just reacting to urgent tasks - Saying no to things that don't align with your priorities - Taking breaks without guilt because they're part of the plan
**Bad time management looks like:** - Feeling busy all day but accomplishing nothing meaningful - Constantly firefighting instead of preventing fires - Working longer hours to compensate for poor planning - Using complexity as a productivity strategy (17 apps, 4 calendars, chaos)
The tools below help with the good version. They won't magically give you more hours in the day, but they will help you use the hours you have more effectively. Some are blunt instruments (tracking every minute), others are subtle nudges (smart blockers and quick utilities).
How we chose these time management apps
Why these seven and not the other 200
There are literally hundreds of time management apps out there. Most of them are terrible. They're either too complicated (requiring 30 minutes of setup before you can even start), too simplistic (just another timer), or solving a problem nobody actually has.
We picked these seven based on three criteria:
**1. They solve a real, specific problem.** Each app on this list does one thing really well. Rize tracks time automatically. Freedom blocks distractions. 1Password saves password time. No app tries to do everything (which usually means doing nothing well).
**2. They don't require constant maintenance.** The best time management tools work in the background. They shouldn't need daily setup, constant tweaking, or a PhD to operate. If the tool itself becomes a time sink, it defeats the purpose.
**3. They actually save time or improve focus.** This sounds obvious, but a lot of "productivity" apps just make you feel productive without actually helping. These apps have measurable impact: fewer distractions, faster workflows, better awareness of where time goes.
Also, these are tools we actually use. Not sponsored picks, not theoretical recommendations. If it's on this list, at least one person on our team uses it regularly and would notice if it disappeared.
1. Rize
Best for Automatic Time Tracking
Rize is an easy-to-use tracking tool that many people use to get started tracking their daily activities online. This helps deliver you a handy report and breakdown of where you spend your time.
For many people as a time management software this is one of the best, as it reflects exactly how you are spending your time and helps you to better reflect on what matters, even with the value of a task. This tool is popular and is used by individuals like Ali Abdaal to track his time.
**How Rize actually works:** It runs in the background on your Mac or Windows computer, tracking which apps and websites you use throughout the day. Then it categorizes that time automatically (work, communication, entertainment, etc.) and gives you detailed reports. The AI is pretty good at figuring out what's productive and what's not, though you can adjust categories if needed.
What makes Rize different from other time trackers is the smart assistant. It'll notify you when you've been on Twitter for 30 minutes straight, or remind you to take a break after 2 hours of focused work. It's not annoying about it (you can adjust sensitivity), but it's genuinely helpful.
**Key features people love:** - Automatic time tracking (no manual timers) - Smart AI assistant for keeping you on task - Break recommendations based on your work patterns - Track activities and work blocks automatically - Daily, weekly, and monthly reports with trends - Focus session tracking (integrates with Focus Mode on Mac) - Meeting time analysis (how much time you spend in calls)
**What the data actually shows you:** The reports are eye-opening. Most people discover they spend 2-3 hours per day on "communication" (email, Slack, messages) without realizing it. Or that their "deep work" time is actually fragmented into 15-minute chunks. Seeing the data changes behavior fast.
One thing I love about Rize: it tracks your focus time score. This gamifies staying focused in a way that actually works. Seeing yesterday's score makes you want to beat it today.
**Who it's best for:** Knowledge workers who spend most of their day on a computer. If you're genuinely curious where your time goes and want data to back up your gut feeling that "I was productive today," Rize delivers. It's also great for freelancers who bill by the hour but hate manual time tracking.
**The downsides:** It only tracks computer activity. If you're in meetings all day, doing physical work, or working on a tablet, Rize won't capture that. The desktop-only limitation is real. Also, $10/month feels pricey for what's essentially a tracker, though the insights usually justify the cost.
**Privacy note:** Rize is local-first. Your data stays on your computer and isn't sent to their servers unless you opt in for cloud sync. This matters if you work with sensitive information.
2. 1Password
Best for Password Time Savings
1Password is one of the more popular password management tools. A lot of time is lost by searching through Apple Notes, or paper documents to help you find old passwords. With their Chrome extensions and apps that are built into your every day mobile devices, you can get passwords at speed, which is what you need.
This hack has helped a lot of people centralize their security so that they can better manage their time. 1Password is one of the best places to do that as an individual and a team, and it is well worth looking at as a system to introduce. It is also a good tool for saving secure notes, broadband logins and codes and all sorts of routine numbers you interact with daily.
**Why password management is time management:** Think about how many times per day you type a password, reset a password, or hunt for login credentials. It's probably more than you think. Studies show people spend an average of 10 minutes per day on password-related tasks. That's an hour per week, 52 hours per year, just... finding passwords.
1Password eliminates almost all of that. Autofill on every device, biometric unlock (Face ID or Touch ID), and automatic password generation. The time savings add up fast.
**What 1Password actually does:** - Stores unlimited passwords in encrypted vaults - Auto-fills logins on websites and apps - Generates strong passwords automatically - Saves credit cards, secure notes, and 2FA codes - Watchtower alerts you to breached passwords - Works on Mac, Windows, iOS, Android, Linux, and browser extensions - Family/team sharing with permission controls
**The hidden productivity features:** Beyond passwords, 1Password stores a ton of other time-wasters. Wi-Fi passwords, software licenses, server credentials, secure notes with PINs and codes. Instead of hunting through email or old documents, it's all searchable in one place.
The Watchtower feature is clutch for security: it alerts you when a service you use gets breached or when you're reusing passwords. This prevents the nightmare scenario of spending 3 hours resetting everything after a breach.
**Who it's best for:** Literally everyone. If you use the internet, you need a password manager. 1Password is the most polished option with the best multi-platform support. It's especially good for teams and families who need to share logins (streaming services, household accounts, etc.) without sending passwords over text.
**The downsides:** It's a subscription ($3/month for individuals, $5/month for families). There's no free tier anymore, which sucks. Also, you need to remember your master password (there's no recovery if you forget it), which is scary for some people. And the recent move to subscription-only pricing annoyed longtime users who preferred the old one-time license model.
**Alternatives worth considering:** Bitwarden is the best free alternative (and $10/year for premium). Dashlane has dark web monitoring. LastPass used to be good but had security breaches and the free tier is now limited. 1Password's combination of security, UX, and cross-platform support still makes it the top pick for most people.
3. Session
Best for Focus Timer and Pomodoro
Session is a timer app with great reporting and focus abilities. For those who need better time management, starting a timer is one of the better ways to not only keep a focus on time but windowing your tasks into a time slot that allows them to focus on getting things done.
Many people have embraced the concept of Pomodoro as a system for better channeling their time, and tools like Session can better help you do that.
**Why timer apps work for time management:** There's something about starting a timer that creates urgency. You tell yourself "I'll work on this for 25 minutes" and suddenly it's easier to start. The Zeigarnik effect kicks in (unfinished tasks create mental tension), so you're more likely to keep going.
Session takes the basic Pomodoro concept (25 minutes work, 5 minutes break) and adds features that actually matter: analytics, customizable intervals, and ambient sounds.
**What makes Session different:** - Beautiful, minimal interface (no clutter) - Customizable work and break intervals (not locked to 25/5) - Detailed session history and analytics - Focus sounds built in (white noise, rain, coffee shop ambience) - Daily and weekly goals with streak tracking - Do Not Disturb integration (blocks notifications during sessions) - Available on Mac, iOS, and Windows
**The analytics are surprisingly useful:** Session tracks your total focus time, average session length, and best days/times for productivity. After a few weeks, patterns emerge. You might discover you're most productive between 9-11am, or that Friday afternoons are a productivity black hole. This data helps you structure your schedule better.
The streak feature is weirdly motivating. Seeing a 7-day streak makes you not want to break it, so you actually start sessions even when you don't feel like it.
**Who it's best for:** People who struggle with getting started on tasks. The timer creates a defined endpoint ("just 25 minutes"), which makes big projects feel less overwhelming. It's also great for students, writers, or anyone doing creative work that requires sustained focus.
**The downsides:** It's just a timer. If you don't have a problem starting tasks or you already use a Pomodoro technique, Session won't change your life. Also, the free version is limited (10 sessions per month), and the premium is $5/month, which feels expensive for what's ultimately a timer with analytics.
Some people also find the Pomodoro technique itself annoying: breaking your flow every 25 minutes can be disruptive if you're really in the zone. Session helps by allowing custom intervals (you can do 50/10 or 90/15), but it's still timer-based work.
**Alternatives:** Flow (similar but with better sounds), Be Focused (Mac-only, simpler), Forest (gamified with tree planting), or just using your phone's built-in timer if you want the basic Pomodoro concept for free.
4. Freedom
Best for Blocking Distractions
Freedom is an investment in blocking apps and sites that waste your time. You know what they are. The tool works in the background, both on desktop and mobile, to help you choose the time you can spend on the sites and when you must focus on your workload in front of you.
Whether this is reducing how much time you spend on Instagram and better aligning your focus with working with whitelisted sites, Freedom is designed to reverse your time management.
There are some alternatives to Freedom, like Opal and beyond, but Freedom's been around since 2009 and has the most robust blocking across platforms.
**How Freedom transforms time management:** The average person checks their phone 96 times per day. Each check takes about 3-5 minutes when you factor in getting distracted by something you see. That's 5-8 hours per day potentially lost to distraction. Freedom cuts this down dramatically.
You create block lists (social media, news, entertainment, whatever), schedule when they're active, and Freedom enforces it across all your devices simultaneously. The key is the sync: blocking Reddit on your laptop doesn't help if you can just grab your phone.
**Advanced features most people don't use:** - Recurring schedules (block Instagram every weekday 9am-12pm) - Locked mode (literally can't disable until the session ends) - Multiple block lists for different contexts (Deep Work, Evening Wind Down, etc.) - Allowlist mode (block everything except specific sites) - Website allowlists within blocklists (block all of YouTube except specific channels)
The locked mode is genuinely powerful. I've had sessions where I wanted to "just check" something, couldn't, and realized 30 minutes later that I'd completely forgotten about it. That's the point: the urge passes if you can't immediately satisfy it.
**Who it's best for:** People with specific, known time-wasters. If you know you spend 2 hours per day on Twitter, Reddit, or YouTube, and you want to stop, Freedom works. It's also excellent for students during finals, anyone with ADHD who struggles with impulse control, or people working from home without external accountability.
**The downsides:** It's $40/year (or $7/month). The blocking is also sometimes too aggressive: occasionally it keeps blocking sites after a session ends until you restart the app. And if you need to check social media for work (social media managers, community managers), Freedom becomes more of a hassle than a help.
Also, determined people can bypass it (boot into Safe Mode, edit hosts file, etc.), but if you're that determined to waste time, no app will save you.
**Alternatives:** Cold Turkey (Windows, free but rougher UX), SelfControl (Mac, free but limited), Opal (iOS-focused with better app blocking), or Freedom's biggest competitor: self-discipline (free, but rarely works).
5. FLOWN
Best for Body Doubling and Accountability
Think of FLOWN as a way to better improve the quality of your focused work. Many people have moved to work from home, and with that, a big shift in time management is controlled by you. People are looking at concepts like body doubling to work better in sync with others so that you can focus on quality work.
FLOWN also offers meditation and mindfulness sessions and is popular with those who have ADHD for better time management.
**What body doubling actually is:** It's the concept of working alongside others (virtually or in person) to stay accountable and focused. Just having someone else "there" working makes you less likely to get distracted. It's why coffee shops work for some people: the ambient presence of others working creates focus.
FLOWN turns this into a structured service. You join live focus sessions (called "Flocks") led by facilitators. There are opening and closing rituals, ambient music, and a shared sense of "we're all working together." It sounds kind of woo-woo, but it works surprisingly well.
**How FLOWN sessions work:** 1. Join a scheduled Flock (usually 90-120 minutes) 2. Brief intro where you state your intention for the session 3. Facilitator starts the timer and ambient focus music 4. Everyone works silently on their own tasks 5. Optional break in the middle 6. Closing ritual where you share what you accomplished
The structure creates accountability. Saying "I'm going to finish the report" out loud to other people makes you actually want to do it. And the time constraint (you can't extend the session) forces you to prioritize.
**Why this helps with time management:** It externally structures your time, which is perfect if you struggle with self-directed work. Instead of vaguely thinking "I should work on this today," you schedule a Flock and commit to 90 minutes. The time becomes protected and intentional.
FLOWN also offers shorter "Fly Solo" sessions (self-paced with music and timers) and mindfulness/meditation content for breaks.
**Who it's best for:** Freelancers, remote workers, students, and people with ADHD who struggle with executive function. If you work better with external structure and find yourself procrastinating when left to your own devices, FLOWN provides that structure. It's also great for people who feel isolated working from home.
**The downsides:** It's expensive ($30/month or $180/year for the full membership). The sessions are also scheduled at specific times, which means you can't just "start a focus session" whenever you want (though Fly Solo helps with this). And if you're an introvert who hates structured group activities, this will feel like torture.
The meditation and mindfulness content is nice but not the main draw. If you just want that, Headspace or Calm are cheaper. FLOWN's value is in the live Flocks.
**Alternatives:** Caveday (similar body doubling concept, $20/month), Focusmate (1-on-1 video body doubling, $5/month), or free options like Study Together YouTube streams or Discord study servers.
6. Setapp
Best for App Utilities Bundle
Setapp is a way to bring back the confusion of finding apps. Sure you have sites like us, but the idea of having all your apps nested in one place isn't a bad one. Setapp is designed to help you, as a macOS and iOS user, save time by allowing you to download the apps you need, or might need, in one subscription.
Perfect for time management and saving time finding the right tools for the job.
There are over 250+ apps on the Setapp store and they have even extended to AI apps (that do require a way to keep them running within a subscription) but you can even find some many great tools like Session, or Craft docs as part of it.
**Why Setapp saves time:** The problem Setapp solves is "software sprawl." You need a PDF editor, then a screen recorder, then a window manager, then a clipboard manager. Before you know it, you're subscribing to 12 different apps at $5-15/month each. Setapp bundles 250+ Mac and iOS apps for $10/month (one subscription).
For time management specifically, Setapp includes: Session (Pomodoro timer), Timing (automatic time tracking), CleanMyMac (system maintenance), Paste (clipboard manager), and dozens of utilities that save minutes throughout the day.
**The time management angle:** It's not about the apps themselves, it's about reducing decision fatigue and subscription management. Instead of researching "best screen recording app for Mac," trying 5 free trials, and committing to a subscription, you just open Setapp and download one of the 3-4 screen recorders included.
Also, not having to manage 15 different subscriptions, renewal dates, and billing is genuinely freeing. Everything renews on one date, one price, one login.
**What you actually get:** - 250+ Mac apps (productivity, creative, utilities, developer tools) - 100+ iOS apps (recent addition, still growing) - Unlimited installs across all your devices - No in-app purchases or paywalls - One subscription ($10/month, $100/year)
The app quality is high: these aren't random indie apps, it's stuff like CleanMyMac, Ulysses, PDF Search, Bartender, iStat Menus. Apps that would individually cost $20-50 each.
**Who it's best for:** Mac power users who regularly try new apps and utilities. If you're the type of person who has a specific app for every workflow (window management, clipboard history, menu bar organization, etc.), Setapp pays for itself fast. It's also great for people who hate subscription sprawl.
**The downsides:** It's Mac and iOS only (no Windows or Android). If you only use 2-3 apps from Setapp, you're probably overpaying compared to buying them individually. And you don't own the apps: if you cancel Setapp, you lose access to everything.
Also, the app discovery can be overwhelming. Browsing 250+ apps to find what you need takes time, which is ironic for a time-saving tool. They've improved this with curated collections, but it's still a lot.
**Is it worth it?** If you use 3+ apps from Setapp regularly, yes. If you're just curious and might use one app occasionally, no. Do the math on what you'd pay for the apps individually and decide.
7. Raycast
Best for Keyboard Speed and Shortcuts
Raycast is a macOS spotlight alternative allowing you to access apps and shortcuts, quick. You can find a range of productivity tools to use, AI-based searches and so much more.
You can find a library of apps to download and use, allowing you to get apps like Todoist in the search for finding what tasks you have next, calendar and much more.
It is a very extensive tool that many people download as one of the first when they get a fresh new Mac. Honestly, it's one of those apps that you don't realize you need until you try it, and then you can't imagine working without it.
**Why Raycast is a time management tool:** It's a launcher, but calling it "just a launcher" is like calling a smartphone "just a phone." Raycast eliminates the friction of switching between apps, searching for files, running scripts, and managing windows. Every small friction point it removes saves 3-5 seconds, which adds up to hours per week.
Instead of: opening Calendar > finding today's date > scrolling to your next meeting, you press ⌘+Space, type "next meeting" and see it instantly. Instead of: opening Todoist > clicking into the right project > adding a task, you press ⌘+Space, type "todo" and create it directly.
**What Raycast can do:** - App launcher (obviously) - Window management (snap windows, move between displays) - Clipboard history (access anything you've copied) - Snippet expansion (type shortcuts that expand to full text) - Script running (custom scripts and automations) - Extension store (thousands of plugins for different apps and services) - AI commands (ChatGPT integration for quick questions) - File search (faster than Spotlight) - Calculator, unit converter, emoji picker (built-in utilities)
**The extensions are where it gets powerful:** There are extensions for Todoist, Notion, GitHub, Jira, Google Calendar, Gmail, Slack, Linear, and hundreds more. This means you can interact with your entire workflow without ever leaving Raycast.
Want to create a GitHub issue? ⌘+Space > type "gh issue" > fill out the form > done. No opening browser, no navigating to the repo, no clicking through UI.
**Who it's best for:** Mac users who live on their keyboard and hate reaching for the mouse. If you're a developer, designer, or knowledge worker who juggles multiple apps throughout the day, Raycast dramatically speeds up your workflow. It's also great for people who love automation and customization.
**The downsides:** There's a learning curve. You need to spend time setting up extensions, learning keyboard shortcuts, and building muscle memory. For the first week, Raycast might actually slow you down as you adjust.
Also, it's Mac-only (there's no Windows equivalent that's this polished). And while Raycast is free, the Pro version ($8/month) is required for AI features, cloud sync, and some advanced capabilities.
**Free vs Pro:** The free version is genuinely great and covers 90% of use cases. Pro adds: unlimited AI commands, cloud clipboard sync, and faster support. Most people don't need Pro, but power users love it.
**Alternatives:** Alfred (the OG Mac launcher, more established but less modern), Spotlight (free, built-in, but limited), or uBar (different approach). Raycast has become the default recommendation for Mac launchers in 2026 because it's free, actively developed, and has the best extension ecosystem.
How to combine these time management apps
You don't need all seven
You don't need all seven of these apps. In fact, using all of them would be counterproductive (managing 7 time management apps takes time). Here's how to think about combining them based on your specific time management problems:
**If your problem is: "I don't know where my time goes"** Start with Rize. Track for two weeks, analyze the data, identify your biggest time wasters, then add Freedom to block those specific things.
**If your problem is: "I can't focus for more than 10 minutes"** Try Session first (structure with Pomodoro), then add Freedom if you need more aggressive distraction blocking. If you need social accountability, add FLOWN.
**If your problem is: "I waste time on tiny tasks throughout the day"** Raycast + 1Password is the combo. Raycast speeds up app switching and actions, 1Password eliminates password hunting. Together they save 30+ minutes per day on micro-tasks.
**If your problem is: "I'm overwhelmed by app subscriptions and tool hunting"** Setapp consolidates everything. Pair it with Raycast (which has a Setapp extension) to quickly launch any Setapp app.
**If your problem is: "I work from home and have zero structure"** FLOWN provides external structure and accountability. Combine with Session for self-directed focus sessions between Flocks.
**The minimalist stack:** - Freedom (blocks distractions) + Session (structures focus time) + 1Password (saves password time) = $100/year total, covers the essentials.
**The power user stack:** - Rize (tracks time) + Raycast (speeds up everything) + Setapp (all the utilities) = comprehensive time management system for Mac users.
**The remote worker stack:** - FLOWN (accountability and structure) + Freedom (blocks distractions) + Rize (tracks productivity) = addresses the specific challenges of working from home.
Common time management mistakes to avoid
Tools won't fix these
Before you download any of these apps, avoid these common mistakes that sabotage time management:
**Mistake 1: Optimizing the wrong things** Shaving 30 seconds off your morning routine doesn't matter if you spend 3 hours per day in pointless meetings. Focus on high-impact time wasters first (meetings, email, social media), not micro-optimizations.
**Mistake 2: Adding tools instead of removing commitments** No app will save you if you're genuinely overcommitted. If you have 60 hours of work to do in a 40-hour week, time management apps won't solve that. You need to say no to things, not add a Pomodoro timer.
**Mistake 3: Tracking everything obsessively** Time tracking is useful for awareness, but tracking every minute of every day becomes its own time sink. Track for a few weeks to identify patterns, then stop. You don't need permanent surveillance of your own life.
**Mistake 4: Blocking everything and burning out** Freedom's locked mode is powerful, but blocking everything for 8 hours straight is a recipe for burnout. You need breaks, flexibility, and room to breathe. Structure is good, rigidity is bad.
**Mistake 5: Trying to copy someone else's system exactly** Ali Abdaal uses Rize, so you think you need Rize. But maybe your time management problem is completely different than his. Use tools that solve YOUR specific problems, not someone else's.
**Mistake 6: Not protecting your best hours** If you're most focused 9-11am, don't schedule meetings then. Use that time for deep work and protect it fiercely. Time management isn't just about doing more, it's about doing important things during your peak hours.
Time management isn't about filling every minute with productivity. It's about being intentional with your time so you can do meaningful work and then actually stop working without guilt.
The best app on this list is the one that solves your specific problem. If you don't know where your time goes, start with Rize. If you know exactly what distracts you, start with Freedom. If you need external structure, try FLOWN. If you're a Mac user drowning in tiny inefficiencies, Raycast and 1Password will change your life.
Start with one app. Use it consistently for a month. If it helps, keep it. If it doesn't, try a different one. The goal isn't to have the perfect productivity stack, it's to spend less time managing your time and more time actually doing things that matter.
And remember: the best time management system is the one you'll actually use. Simple and consistent beats complex and abandoned every single time.