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20th Apr, 2024
Choose the best to do list application for your needs handling tasks at work. Our selection and recommendations come from our expertise in reviewing hundreds of task apps, let's get started.
Combine tasks, calendar, meeting booking links & task consolidation into one.
Bring tasks from ClickUp, Notion, Gmail, Todoist & more in Akiflow for organizing in one.
Managing your long to-do list can be a tricky one, especially when it gets longer in the background as emails pour in, requests ping on Slack, and tasks pile up in other apps.
Handling all those tasks can be done in a to-do list app.
To-do list apps have been growing rapidly in the last few years not only as productivity tools but as tools for mindfulness, as ways to handle everything you need to do in a set location as opposed to bits of paper floating around your desk although shockingly 44% of people still use paper, this leads onto the next key topic.
Let's get right in with our top recommendations:
Witchcraft? Or just out of a hat? Nope. We've picked these 12 to-do apps for a reason. Here are what criteria we used to bring these to-do apps into the best list below:
Qualities | Importance |
---|---|
Reliable | We love companies that have good track records and visions for their tools |
Feature-sets | There's no one size fits all but this helps us evaluate the value of the tool |
Light project management | The tools that have light project management work well too |
Let's get into the tools that can help, now we've convinced you to consider a task management application in the next year.
Let's unpack these to-do list applications and why they made the recommendations. Below is our series of in-depth reviews to help you master the to-do list.
Todoist is one of the best all rounder to do list apps and what we mean by this is very simply, if an 85-year old woman asked us for a to do app, we'd probably recommend Todoist, it has a friendly, approachable nature with features that would offer her a great task management application for her endeavors whether they be starting a business or pruning the garden.
We'd also recommend it to a busy professional because the features are scalable too, which means the more you dig - the better the tool gets. For a busy professional, they might be using Todoist templates, karma and custom views to help design the boards for their projects. It really is an app for everyone, Todoist.
Todoist comes with a great simple design and has plenty of features for planning tasks into the next 7 days and beyond. The capture they have an inbox, for adding ahead they have natural language input to save time adding due dates each time and a simple three-way traffic light system for adding tasks and what priority they have.
Todoist is also priced well at $5 per month and a generous free plan. Todoist also plan on releasing key features like calendar and workspaces in 2024.
Akiflow is haven for all your tasks and calendar planning.
Whilst Akiflow can be used as a task management application and a place to manage your calendar as a solo experience (eg. tasks only hosted by Akiflow) it offers a way to connect apps like Gmail, Notion, ClickUp and more to help bring in tasks from projects you might work on with a team. It connects with Google Calendar and Outlook too for calendar.
Akiflow is a perfect place to combine your calendar and your tasks in one base and bring in tasks from other applications. With it being a daily planner application, this is one of our most recommended apps for task management these days. If you're okay with your budget being stretched a little more than say Todoist, this is a fantastic option as it saves money on using a calendar and tasks app in one.
Akiflow is a very different to-do list application compared to apps like Todoist and TickTick which are featured in this list, it really is a much more advanced to-do list application in the ability to manage tasks, calendar, tasks from other apps and go deeper with task management with guided planning and features like time slots.
We'd recommend looking at Akiflow if you're wanting something more advanced and this does come with a price tag that should be considered into your budget too.
One of the most under-rated experiences for to-do list management is TickTick.
It brings together a clean way to add tasks, add due dates and manage them in lists. TickTick has so many features packed away like kanban boards on desktop, habit tracking for creating better routines, and calendar mode for the TickTick pro users. This experience is one for those who want a functional task management experience with a lower price tag than apps like Akiflow. It is also a consideration if Todoist doesn't press your buttons too.
TickTick also has newer features coming out often like the newest timeline feature.
TickTick is perfect for those who want to manage their tasks, calendar and habits in one. It comes with a lot of brilliant features that many people should consider like lists, smart lists, kanban boards, progress management, sub-tasks, reminders and lots of abilities both on the desktop editions of the TickTick apps, and on the mobile access too.
We'd recommend TickTick as an alternative to Todoist, typically recommending Todoist above TickTick, but definitely a tight second place for all-round use cases.
The masterfully designed task management app created by Cultured Code.
Probably one of the most appreciated to-do list apps, Things 3 is a marvel of design, function and form for managing tasks and projects too. Whilst it is for solo users, Things 3 offers a wide array of features and balance design and function well without having collaborative functions.
Features like projects with deadlines, this evening (a neat feature for breaking tasks into their own "this evening category") and even GTD (Getting Things Done) like features like logbook and anytime.
Yes. Things 3 is one of the most brilliant minimal experiences for task management on the market and without offending people, actually one of the cheapest options out there.
With Things 3 you get access forever, and whilst the price tag of $49.99 might be a high upfront fee, and maybe an additional $19.99 or $9.99 per device, if you see fit, if you compare that to other subscription based to-do list apps, over the span of 3-4 years, this could pay itself back.
If you don't see yourself leaving the Apple ecosystem, love clean design and not fussed about constant product updates and paying a subscription pricing, Things is unbeatable.
Superlist is a new entry, launching only recently to the world.
As a to-do app it handles managing your tasks with ease, but strangely also allows you to make lists and take notes. This makes is great for collaborating on projects with other people in your team, but also a way to build a reading list or idea list all in one.
Superlist wants to be for solo users and teams too, with real-time collaboration allowing you to manage meeting notes, or a project plan right in the moment, this can be for both work and personal life management.
This is perfect if you want to manage your tasks using a lightweight task management system with the ability to expand to a team workspaces in the future.
Typically, this is going to be perfect for those looking for something more advanced than say Apple Reminders, but almost on par with Todoist for managing tasks.
Formerly Wunderlist, Microsoft To-Do has evolved into a blossoming solution.
Okay, let's put Wunderlist firmly in the past. Microsoft acquired Wunderlist back in 2015. Since then, Microsoft To-Do has been a fan favourite amongst those who manage tasks in the Microsoft ecosystem, those who have a lower budget and people who want the feel and nature of Wunderlist in their palms.
Microsoft To-Do thrives with collaborative to-do lists allowing you to share them with others who use Microsoft To-Do. It also has a "My Day" view for planning tasks, with AI functions like "Suggestions" to better curate your to-do list for the day ahead.
Microsoft To-Do has also good connections with apps like Microsoft Outlook so you can flag and get hold of emails you send that require your upmost attention for your to-do list. In essence, Microsoft To-Do is a Microsoft users dream and perfect for lightweight management of to-dos, the day ahead and light lists you might be keeping.
If you're in the hunt for something simple, easy and basic.
Microsoft To-Do is decent and offers an unlimited free plan once you access via your Microsoft account. This is perfect for those using Microsoft 365 at work and personal to connect with apps like Microsoft Planner, Microsoft Outlook & even Microsoft Loop too.
Looking for free, reliable, Microsoft-run and good quality - this is your tasks app.
We need more apps like Timestripe. Timestripe re-thinks tasks by framing to-dos as the key pillars of work, goals. This changes how you plan and think with Timestripe because you an open the app and view your goals for today and for the end of your life.
This helps to allow you to see how your tasks influence your long-term goals, even for the month this can make a big difference and something many to-do apps loose sight on because of their day-to-day nature. Timestripe also packs ways to create boards for saving projects and also a way to weave habits into your routine with a simple implementation, that's a feature called Climbs. One to consider if you want to focus holistically.
Timestripe is the perfect to-do list application for managing your tasks with goals in mind. Whilst this is more of a goal planning application, Timestripe brings an approachable way to manage your tasks and goals in one place.
This is a perfect to-do list app for having the Q1 goals, decade goals like buying your dream house and having a baby and even the smaller term goals like 2024's target to loose 5lbs. Thinking goal-orientated, this to-do list app is for you.
You heard it right, OmniFocus 4 is here, which is an upgrade from OmniFocus 3. Built by the folks at OmniGroup, this experience is built from GTD'ers worldwide.
Now for Web, OmniFocus 4 presents a perfect system for Getting Things Done lovers to craft their perfect task management capture setup and processing of tasks to meet the standards of GTD king, David Allen. OmniFocus 4 is a well-built to-do app with easy-to-use management, inbox, folders for all sorting steps, projects and forecast for what's ahead.
This to-do app isn't for the average Sally or Joe who just want to manage their tasks. No, OmniFocus 4 presents a one-stop shop for managing GTD and almost impossible to use without knowledge of Getting Things Done methodology, or at least under-optimised.
If you're focused on using a system like GTD (Getting Things Done) then OF4 is one of the best solutions out there for it. Built with reliability in mind, if you're Apple-centric in choice of devices, OmniFocus 4 oozes practicality with day-to-day task capture and planning.
This is more of an advanced to-do list app both in education and system focus. Recommend having a look at this starter OmniFocus 4 course from LearnOmniFocus.
Motion is one of the most expensive options on our list, if not the most expensive option still from time of writing. The application presents itself as a "daily planner application" which is something a bridge between a calendar and task management experience. Motion offers a wide array of features for task planning, calendar management and even management of your schedule with events and meeting booking scheduler.
Whilst Motion is expensive, it gives a great to-do list experience with ability to add lots of detail to tasks, high level planning, Kanban boards, calendar and meeting management - a real technical/IT/sales/marketing person's dream for task management.
For the average joe, Motion might not be for you - the price combined with the advanced level of features for simple list management this would be too complex. But for someone in a working knowledge management profession - this would be lapped up.
The combination of meeting scheduling, task management and calendar infused with AI technologies is something na lot of people will take benefit for and replace potentially 3 applications here, or maybe more.
Motion is a interesting consideration for advanced task management with AI.
Routine is new, and great for planning ahead.
Routine is an all-in-one type experience that allows you to manage your tasks alongside the calendar and the notes. You can capture tasks, align them in the calendar and take lighter notes for your lists meaning they want to be your base for planning ahead.
Routine has a phenomenal design and brings a great way to daily plan ahead and also capture all your tasks, notes and calendar events in to your system using the macOS console feature that lives in the background, perfect for speedy capture of tasks and ideas.
Routine is fairly new, bear that in mind.
As a whole Routine is very interesting as a to-do list app because it is like a planning hub. You can see your tasks in today timeline view, plan ahead with week calendar view and then capture your events, tasks and short notes into lists using the iOS and macOS capture experience, which work brilliantly.
Overall Routine is a new application and one to consider as a planning to-do list application we compared to tools like Timestripe and Akiflow.
Another one for planning-type of people, Structured is great on mobile.
Structured is a great application if you're looking for something, well structured. The app uses a timeline view to help plot your tasks and events ahead for better allocation and focus in the day. For people that like to see what they are doing and like that structure of a day's routine, this will be a superb option.
For those who like apps to be a bit more open plan-like Todoist, then they won't work as well with apps like Structured as it is very fixed in nature. This is super popular with on-the-go users thanks to the Structured app being so great on iOS.
Structured is a mobile friendly task management app with a very visual nature, seeing your timeline and the plans ahead is so helpful.
We'd recommend more for those who plan ahead, without a work context, the nature of this application better suit those who are studying, cleaning their home, managing their life admin or generally organizing their life for a better, more processed system.
Although don't rule it out for work either.
Moleskine Actions is such a simple to do application but with a fantastic design, gestures and animations to make it playful and fun in nature. The app allows you to plan tasks for the day, organize them in lists and align them with your Moleskine Timepage events too.
This makes for a great app if you buy into the concept of Moleskine Suite which is a membership that you can get that allows you access to Flow, Actions & Timepage. Moleskine Actions is a super to do app if you want to keep things simple and upgrade the look and feel of your to do app without the need for more features.
Actions is worth consider if you use Apple-devices and already love Timepage.
The combination of design, speed and simplicity of this app reminds us a lot of Things 3, but the Moleskine Actions focus is more about simple list management with lightweight abilities, but in a fun, gesture based way for managing your tasks.
This is great for people who love to-do lists with a simple & playful nature.
Sunsama is one of the better applications out there for making sure you implement a work-life balance, something I'm sure we're all chasing in the busy and hectic lifestyles we have.
Sunsama brings a great way to add tasks, bring them in from other apps (a little like Akiflow) and guided planning which means you'll get a structured system to tee off your tasks for the next day and better align your tasks with your weekly objectives with those features and a lot of people like Sunsama for that approach they go with.
We call Sunsama more of a daily planner but people love it for calendar & tasks in one.
If you're in need of help with guided task planning, then yes.
Sunsama's approach to helping you plan is innovative and easy to use allowing you to better structure the week. Another layer is weekly objectives which helps you to think more bigger picture versus filling your lists up with tasks and not priorities.
The app produces a perfect way to handle tasks and calendar events and squeezes in practical, mindful practices that enhance how you do things and better schedule. We recommend this app for those looking for more direction and open to the price.
Want some additional help from Francesco's most recommended to-do list apps?
Let's help you choose based on the situation and scenario you might be in:
Recommended for everyday, for everyone. Todoist wins the best all-round award and allows you to better plan your tasks using kanban, lists and in 2024, calendar too.
Akiflow presents the best advanced features and the task consolidation will allow you to use Akiflow as your dashboard for tasks, meetings and events.
Things 3 despite the high costs upfront will save you money in the long term. Bringing the cost over 3-4 years down to around $10 per annum, roughly.
Whilst Moleskine Actions is on other devices too, Actions brings a simple, yet playful mobile app which is brilliantly design and works to better handle tasks on the go.
Between Nirvana and OmniFocus 4, OF4 provides the perfect base for Getting Things Done systems to be used for everyday productivity and task management.
There are many hundreds of to-do list applications, trust us - we know.
Finding the right one can be quite stressful because the features feel and might look the same when selecting them. We recommend exploring what your needs are before jumping into the deep end. Your needs are anything that you have experienced with a to-do list (of any format) in the past and where you are aiming for.
Remind yourself with these key questions before looking:
These can help you navigate your decision. For example, if you are changing from being a student to a working role, then picking a lightweight to-do app like Google Tasks might not be a good bet as you will likely need something more advanced, whereas if you were going from a working role to retirement then maybe moving to something like Todoist would see you through and beyond into your hobby task years.
There's a unspoken rule in GTD (Getting Things Done) by David Allen that recommends you get three productivity tools.
This will help you manage all aspects of your life, the lines are very much being blurred when it comes to selection of these, tools like Akiflow and Motion are good examples of that. But this general principle might help you to pick the right now.
Recently we created a list of the best GTD Task Management Apps to explore.
To-do list applications have an advantage for many people as they go beyond what you can do with a notebook, paper, or any offline sources. Some of the features that might help you to consider getting a task management application are the following:
Combine tasks, calendar, meeting booking links & task consolidation into one.
Bring tasks from ClickUp, Notion, Gmail, Todoist & more in Akiflow for organizing in one.
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