Our civilization took a huge step forward when tools were invented. Many years later, when apps came around, we found them useful at first, but were overwhelmed soon after. Apps became a distraction, mainly because there are so many of them, and most are designed to be addictive. However, amongst the myriad apps and computer programs, there are still useful tools and software to improve our productivity and assist us in our daily tasks.
Whether you come up short on time management or get lost in to-do lists, whether you want to improve focus or collaborate better with your team, the following productivity apps fit any purpose, workflow, and preference. Read along to find what productivity apps we've tried and enjoyed.
The following productivity apps are structured in six categories: 1. Task management, 2. Note-taking, 3. Scheduling, 4.Time tracking, 5. Collaboration, 6. Assistive as follows. After the summary table, you will find individual reviews and our recommendations.
App | Best Feature | Category | Price |
Todoist | To-do lists | Task Management | From $4/user/month with a free limited version |
Zapier | Automated workflows | Task Management | From $19.99/month with a free version for up to 100 tasks |
nTask | End-to-end project management | Task Management | From $3/month |
Notion | AI-based tools for taking notes, building workflows, and researching | Note-Taking | From $9.50/member/month with a free limited version |
Calendly | Scheduling tasks and events, sharing calendars and availability | Scheduling | From $10/seat/month with a free limited version |
Google Calendar | Calendars | Scheduling | Free with Premium Google Workspace options from $7/user/month |
Toggl Track | Time tracking (manual and automated) | Time Tracking | From $9/user/month with a free version for up to 5 users |
Sunsama | Daily planner | Time Tracking | From $16/month |
Asana | Work Graph data model | Collaboration | From $11/user/month with a free version for up to 2 persons |
Microsoft Teams | Collaboration and communication within Microsoft 365 | Collaboration | From $4/user/month with a free version for individuals |
Slack | Team communication platform | Collaboration | From $4.38/user/month with a free limited version |
Miro | Intelligent canvas | Collaboration | From $8/member/month with a free limited version |
ChatGPT | AI-based conversational agent | Assistive | Free limited version and Premium versions from $23/month |
Loom | Screen recording | Assistive | From $18/user/month with a free limited version |
Freedom | Website blocker | Assistive | From $3.33/month with a free limited version |
Key Features: to-do list, calendar view, shared space, templates, reminders
Pricing: From $4/user/month with a free limited version
Available for: Desktop, Android, iOS, Wearables, as a browser extension, as an email add-on
Pros: Fast setup, customizable workflow
Cons: The interface is a bit outdated
If your daily agenda is chaotic and you are drowning in to-do lists, Todoist is the best productivity app for you. This well-put-together to-do list app highlights how you do things and helps you organize work-related tasks, projects, habit-forming activities, and teamwork. Adding tasks to your list is a breeze, and thanks to Todoist’s filters and sorting tools, you can find what you need when you need it. You’ll also appreciate the customizable reminders, calendar views, and shared space for collaboration with coworkers or family members. To get you started in seconds, the app provides 50+ templates for every scenario you might imagine.
Tip: Discover our selection of the best to-do list apps.
Key Features: AI agents, automated workflows, data management, library of templates, 9000+ integrations
Pricing: From $19.99/user/month with a free limited version
Available for: Desktop, Android, iOS, web-based platform
Pros: Visual tools, myriad integrations, templates
Cons: Steep learning curve, expensive for high-volume workflows
If you are working with multiple platforms and programs and seek a way to make your team more efficient and glued together, Zapier may be the solution you need. It’s designed to build automated workflows by connecting events and performing tasks. The AI-based app can handle a wide range of workflows, from team communication via Slack and Microsoft Teams to data management and social media. It integrates with over 9,000 apps, tracks all models, and creates detailed logs.
Key Features: Kanban boards, Gantt charts, calendar view, meeting scheduling, time tracking, issue tracking, document management
Pricing: From $3/month
Available for: Desktop, Android, iOS, web-based platform
Pros: Low learning curve, specialized features, an all-in-one solution
Cons: Limited customization, fewer integrations than other similar programs
nTask is a tool designed for businesses and entrepreneurs alike. You can use it to manage any project, task, team, or meeting. It includes popular tools, such as Kanban diagrams and Gantt charts, as well as tools for scheduling meetings, tracking time, tracking issues, and assessing risks. nTask is an all-in-one utility with advanced features and plenty of visual tools for visualizations. Yes, it will improve your team’s productivity, but it will also help you streamline your workflow at home and reach your goals.
Tip: Looking for something more focused? Discover our selection of the best time tracking apps.
Key Features: Note-taking, automated workflows, and flowchart generating
Pricing: From $9.50/member/month with a free limited version
Available for: Desktop, Browser, Android, iOS
Pros: Makes research and document creation very easy, regardless of the type
Cons: Expensive
Notion is the ultimate note-taking app. It uses AI to take notes by itself during meetings, acts as a translator, and provides an advanced text editor. It also generates diagrams, flowcharts, summaries, and roadmaps. It’s beneficial during research stages when you deal with a lot of data that needs to be categorized and organized. It’s also very efficient during busy meetings, project planning stages, and even creating shopping and to-do lists. The many pre-built templates will help you get on board instantly.
Tip: It is a smarter, more flexible version of Google Sheets.
Key Features: scheduling tools, multiple calendars, user roles, customized events, performance tracking
Pricing: From $10/seat/month with a free limited version
Available for: Browser, iOS, Android
Pros: Powerful scheduling tools for enterprise-level
Cons: Minimal free version
Navigating meetings and appointments takes a lot of time and energy. Therefore, one way to become more productive is to use an app such as Calendly to handle all scheduling, work, and personal life. The app can connect up to six calendars and multiple conference tools, share your schedule, inform people of your availability, and create customized events. You also get a dashboard to have everything in one place and avoid missing meetings or clashing activities.
Tip: You can also use nTask for meeting management.
Key Features: multiple customizable calendars, integration with Google apps, to-do lists, and instant email-to-calendar scheduling
Pricing: Free with Premium Google Workspace options from $7/user/month
Available for: Browser, Android, iOS
Pros: Free and very easy to use for both personal and work agendas
Cons: Limited features for task management and other productivity skills
Google Calendar is part of the Google suite of apps, which you can access by simply creating a Google account. It's a free calendar app you can use for to-do lists, task scheduling, meeting scheduling, and daily agenda. Of course, it integrates smoothly with the rest of Google's apps, such as Google Meet and Gmail. Google Calendar lets you use multiple calendars to prioritize your tasks and share different agendas with different people. Navigating the app is intuitive; its simple interface resembles the printed calendar we've all used at some point.
Read on: Outlook Calendar is a good alternative if you are using Windows. Find our selection of the best calendar apps.
Key Features: Time tracking (manual and automated), timer, kiosk, reports, dashboard, calendar, invoicing, time off management
Pricing: Free
Available for: Desktop, Browser, iOS, Android
Pros: Simple and efficient time tracking tools
Cons: Many features are designed for small businesses and teams
One of the best software for time tracking, Clockify is free, intuitive, and rich in useful tools. The app features a timer, a calendar, a kiosk, automatic time tracking, reports, scheduling tools, and even tools for managing time off. It works smoothly both for tracking personal tasks and work-related tasks. The dashboard is complex and provides all the necessary information in one place. Clockify helps you understand how you spend your time and improve your habits or work routine accordingly.
Key Features: Time tracking (manual and automated), 100+ integrations, custom reports
Pricing: Free for up to 5 users, from $9/user/month for over 5 users
Available for: Desktop, Browser, Android, iOS
Pros: Fast and efficient automated time tracking
Cons: It’s designed for a busy work environment, not for individuals
Toggl Track aims to increase productivity at work and help your team be more efficient and organized. Its main feature is automated time tracking, which automatically records all the work an employee does in a day. As a result, the company can bill clients accurately. Project management is streamlined thanks to the app’s more than 100 integrations with other management tools, such as Asana, Google Calendar, Jira, QuickBooks, and more. Toggl Track also offers invoicing, advanced analytics, and reporting.
Related: Our overview of the best time-tracking apps (and yes, Toggl and Clockify are in).
Key Features: daily planner, task scheduling, calendars, integrations
Pricing: From $16/month
Available for: Desktop, Android, iOS
Pros: It’s an intuitive way to block time for what’s important to you
Cons: It doesn’t have a free version
If you want to improve your work-life balance and become more productive and present in both areas of your life, try Sunsama. It’s a simple daily planner app that helps you focus and stay on track, saving you from procrastination and delays. Sunsama encourages you to build a step-by-step routine and stick to it throughout the day. You can add information from other management tools, such as Gmail, Asana, and Trello, set up goals, schedule tasks in your calendar, review your week, and look for patterns using complex analytics.
Hot: Learn more tips about time-blocking.
Key Features: Distraction blocker
Pricing: Free
Available for: Browser
Pros: Free browser extension
Cons: You can go around it by using a different browser
StayFocused is a distraction-blocking app that limits the time you spend on websites. It shows you a timer to know how much time you can spend on social media websites, for instance, and even blocks certain websites altogether. As a result, you will stay focused on your work and avoid distractions. You can use the app on working days, or, conversely, avoid the internet on weekends and holidays. Less screen time is always a good idea.
Key Features: focus timer, challenges
Pricing: Free for Android, $3.99 for iOS
Available for: Android, iOS
Pros: Environmentally friendly focus app
Cons: The app’s success is based on your good behavior
If you want to improve your focus while saving the planet, try Forest. It’s an app that motivates you to stay away from distractions by promising to plant trees on your behalf (and doing it). The app features a timer. You can set how long you want to remain focused, and then watch a tree grow while you work on your task. If you leave halfway, the tree will die. People behind Forest partner with a real-tree-planting organization, Trees for the Future, and plant trees based on how much time you stay focused.
Related: Chrome productivity extensions.
Key Features: Work Graph data model, project management, time tracking, reporting dashboards, AI-based tools
Pricing: From $11/user/month with a free limited version
Available for: Desktop, Android, iOS, as a browser extension
Pros: Intuitive interface, advanced automation, powerful visual tools
Cons: Only one person can be assigned to a task, expensive for professional versions
Asana is a popular productivity app due to its unique goal-oriented approach and advanced visual tools. It allows you to manage projects from start to finish, covering everything from task assignment to time tracking and reporting. You can see progress and assess status dynamically using a variety of visual tools. However, daily tasks are linked to high-end goals and portfolios, helping you stay on track and not lose focus.
Tip: Monday and ClickUp are considered the best alternatives to Asana.
Key Features: Centralizes the Microsoft 365 ecosystem in terms of collaboration and communication
Pricing: From $4/user/month with a free version for individuals
Available for: Desktop, Android, iOS, web-based platforms, wearables
Pros: Best integration with Microsoft 365 apps, AI-based Copilot, enterprise-grade security
Cons: Steep learning curve, heavy resource usage, files stored in SharePoint logic
Microsoft Teams is the simplest and most efficient way to improve collaboration and communication for a team working in the Microsoft 365 ecosystem. It glues everything together smoothly, helps you manage meetings and events, offers plenty of customization options, and runs on any device you have with you. Also, Microsoft Teams uses advanced AI tools, such as Copilot, to create summaries and turn conversations into action. All channels and chats are secure and benefit from enterprise-grade security.
Alternatives for those who aren’t Microsoft 365 users include Google Workspace and Zoom Workspace.
Key Features: external and internal collaboration, 2,600+ native integrations, searchable history
Pricing: From $4.38/user/month with a free limited version
Available for: Desktop, Android, iOS, Apple Vision Pro, web-based platform
Pros: Modern interface, advanced search tools, option for working with external collaborators
Cons: Limited usability, notifications, and threading may be confusing or become overwhelming
Slack is the ultimate communication platform that doesn’t require a certain ecosystem like Microsoft Teams or a steep learning curve like Asana. It allows you to organize your team in channels, connect with external partners, chat in private or in groups, create audio and video meetings, and record and share clips instead of writing long emails. At the same time, you can use Slack to share documents and even create them from scratch collaboratively. The app has some AI imbued in it, such as an AI assistant and agents. Being the versatile platform that it is, Slack integrates with over 2,600 productivity and management apps.
Key Features: Intelligent canvas for collaborative work, communication tools, templates
Pricing: From $8/member/month with a free limited version
Available for: Desktop, Android, iOS
Pros: AI-based templates and widgets for a smooth and fast workflow
Cons: Designed for large teams and enterprises
Miro is a virtual workspace that uses AI to provide a collaboration platform like no other. You and your team can use Miro to collaboratively work on documents, diagrams, slides, tables, and many other types of content. You can iterate as many times as you need, use AI-based templates for speedy workflows, benefit from lots of intelligent widgets, and smoothly communicate with everyone involved. Miro provides solutions for the tasks that take a lot of time, such as brainstorming, meetings, Agile practices, planning, diagramming, and conceptualization.
Mural and Figma are a couple of alternatives to Miro you can confidently try.
Key Features: AI-based conversational agent
Pricing: Free limited version and Premium versions from $23/month
Available for: Desktop, Browser
Pros: Easy to use and knowledgeable
Cons: You have to double-check some responses
We’ve all heard much about ChatGPT, but not so much about its benefits as a productivity tool. ChatGPT is an AI conversational agent that has evolved into a versatile, know-it-all app. It can answer your questions, draft emails and notes, write software code, provide ideas and inspiration, and develop solutions. ChatGPT may be the starting point for your research or the go-to app for DIY tasks.
Key Features: record and share videos
Pricing: Free limited version and Business versions from $18/user/month
Available for: Desktop, Browser - recording and editing, and Android and iOS - recording and viewing
Pros: interactive tools, engagement notifications, instant sharing, AI enhancements
Cons: no manual video editing, no data privacy, glitches
How much will it increase your productivity to be able to record videos and share them with your team instead of writing explanatory messages? Loom does exactly that: records your screen for walkthrough videos and meetings, automatically enhances them with AI-based algorithms, and shares them with your colleagues. You can transform a video into a Jira ticket in seconds because Loom also records technical details, including browser, operating system, and device. You can trim and stitch your videos, add labels and messages, and share them via multiple platforms.
There is no one alternative for all Loom’s features, but you can try Tella if you are a creator or Vidyard if you work in sales and marketing.
Key Features: Block distractions
Pricing: Free limited version and Premium versions from $3.33/month
Available for: Desktop, Browser, Android, iOS, Apple Vision Pro
Pros: synchronization between devices, scheduling, library of focus sounds
Cons: no white list for mobile devices, not very easy to set up
Sometimes, all you need to improve your productivity is to focus. But how can you do that with all the apps and websites constantly trying to catch your attention? Here is where Freedom comes in. Freedom does a simple but powerful job: it blocks distractions, such as social media apps, websites, and even the entire internet. You can plan focus time in advance and create recurring schedules to keep up with your work. You can also create blocklists, whitelists, and unremovable blocks. And if you need to relax, look for the perfect focus sound in Freedom’s vast library.
Choosing the right productivity apps may enhance your work and personal life and even create a better balance between the two. Consider your workflow and what each tool is best at. Don’t be afraid to use more than one productivity app if you find that one can’t check all your boxes. From notetaking and project management to time tracking and AI-based assistance, tailor your digital toolkit to suit your needs.