Ever feel like your to-do list is growing faster than you can check things off? Whether you’re juggling deadlines at work, managing personal projects, or just trying to stay organized day to day, a solid task management app can be a game-changer.
The right tool doesn’t just help you create tasks and track what needs to get done—it keeps your priorities clear, your team in sync, and your stress levels in check. In this guide, we’ll explore the best task management apps that can help you stay on top of it all—no matter how busy work gets.
Key takeaways
Task management apps enhance organization and efficiency, helping users manage deadlines and break down complex projects into manageable tasks.
Task management apps in 2025 cater to various needs, from simple personal task lists to robust project management solutions.
Key features to look for in a task management app include collaboration tools, mobile accessibility, user-friendly design, customization options, and strong security measures.
Evaluate the pros of each task management app to determine which one best fits your needs.
What is task management software?
Task management software is designed to help individuals and teams stay organized and productive by managing tasks, projects, and workflows in one app. With these tools, you can easily create projects, assign tasks, set priorities, and monitor progress—all from a single dashboard. Task management software offers valuable insights into how work is progressing, making it easier to spot bottlenecks and improve efficiency.
Why you need a task management app
Staying organized these days can feel like a full-time job. Between deadlines, follow-ups, and unexpected priorities, it’s easy to lose track of what actually needs to get done. Task management apps help simplify the chaos. They give you a clearer picture of your work by breaking big projects into smaller steps, so it’s easier to make progress without feeling overwhelmed.
They also help you understand how your time is spent, particularly with built-in time tracking features. Whether you’re trying to meet a tight deadline or just avoid working late, being able to track time and spot inefficiencies can make a big difference.
Source: linkedin.com
If you’re working on a team, these tools make collaboration smoother by centralizing communication and collaboration within the context of each task or project. This ensures everyone has the information they need in the right context, improving clarity and efficiency. You can assign tasks, track progress, and avoid confusion about who’s doing what. That shared clarity helps people stay focused and accountable.
And perhaps most importantly, knowing what’s expected—and when—especially regarding project milestones can help reduce stress. When responsibilities are clearly defined, people tend to feel more in control, which leads to better morale and more consistent work.
Whether you’re managing a team or just trying to get through a busy week, a task management app offers a practical way to stay organized and actually finish what you start.
Best apps for task management at a glance
Lark - Overall best task management app for businesses
Microsoft To Do - Best task management app for Windows
Things - Best task management app for Mac and OS
Trello - Best free app for team task management
Google Tasks - Best Google app for task management
Asana - Best task management app for teams with complex workflows
Todoist - Best task management software for personal use
Jira - Best task management software for IT professionals
monday.com - Best task management system for marketing teams
Wrike - Best task management app for Slack users
TickTick - Best task management app for Android
How we evaluate task management software
Every tool we recommend has been thoroughly researched and tested by real people—folks who’ve spent years exploring, writing about, and living with software. We don’t just skim the surface; we dive in, spending hours using each app the way it’s meant to be used, checking how well it holds up to the specific needs of its category.
We know that everyone approaches task management differently. So while testing, we’ve made a point not to just pick the ones that worked best for us personally. Instead, we’ve looked for apps that could work well for all kinds of people and highlighted what each app is best for.
To decide which apps to include, we considered a range of criteria such as usability, features, and user feedback, ensuring our recommendations meet diverse user needs.
Best task management apps for different needs
With so many task management apps available, finding the right fit for your workflow to keep tasks organized can be overwhelming. Here’s a quick look at some of the best tools that can help you stay organized, boost productivity, and keep your projects on track.
Lark - Overall best task management app for work
Lark stands out as a task management app that truly streamlines the way teams work. It offers a comprehensive set of features, including the ability to create and assign tasks, set priorities, and view everything in a clear calendar view. With Lark, you can easily schedule tasks, set deadlines, and keep your team aligned—all within a straightforward, user-friendly interface.
What really sets Lark apart is its workflow automation. By automating routine processes, Lark helps reduce manual work and ensures that your workflows run smoothly from start to finish. Whether you’re managing a complex project or just trying to keep daily tasks on track, Lark offers the flexibility and customization you need to stay organized and productive. Lark ticks many boxes thanks to its free plan and more advanced features, making it the ultimate tool for managing tasks at work.
Task management made simple
Lark’s Tasks feature lets you create and assign tasks directly from chats or documents, set deadlines, and collaborate in real time. Tasks can be viewed in Kanban or List format, grouped and filtered by priority, status, or assignee. For larger projects, sub-tasks help break down work and clarify next steps.
Advanced project tracking with Lark Base
For structured workflows, Lark Base offers a flexible, no-code platform with customizable fields, multiple views (Kanban, grid, calendar, Gantt), and dashboards to monitor progress. Automations reduce manual work by triggering updates, reminders, or stakeholder notifications based on specific conditions.
Why people like it:
Fully cloud-based for anytime access across any device
Real-time syncing keeps everyone up to date
Integrated chat, video, docs, and calendar in one platform
User-friendly design with quick onboarding
Custom workflows for any team or department
Advanced features for tracking tasks and project timelines
Free plan includes 11 tools, making it an ideal task management app for small businesses
Pricing:
Starter: Free for up to 20 users
Pro: $12/user/month (up to 500 users)
Enterprise: Custom pricing for larger teams with advanced needs
Microsoft To Do - Best task management tool for Windows
Microsoft To Do is a lightweight task management app designed for individuals and small teams who want a straightforward way to stay organized. With a clean interface and seamless integration with Microsoft 365, it's regarded as the best Microsoft Teams app for task management.
Source: pcmag.com
Stay on top of daily tasks
Users can quickly create tasks, set due dates, add reminders, and organize them into custom lists. The “My Day” feature lets you handpick priorities for the day, helping you focus without feeling overwhelmed.
Built for focus and simplicity
Tasks can include notes, subtasks, and file attachments, making it easy to track details without complexity. Syncing across devices ensures you can manage your lists whether you’re on desktop, mobile, or web.
Why people like it:
Minimalist design with a user-friendly interface
Tight integration with Outlook for syncing flagged emails and calendar events
Cross-device syncing for staying on top of tasks anywhere
Personalized productivity with custom lists and themes
Integration with Microsoft Planner
Pricing:
Free: Included with a Microsoft account
Microsoft 365 Integration: Available with Microsoft 365 subscriptions (starting at $6.99/month), unlocking broader productivity tools
Things - Best task management app for Mac and iOS
Things (Also known as Things 3) is a thoughtfully designed task management app made exclusively for Apple users. Known for its elegant interface and seamless macOS, iOS, and iPadOS integration, it’s a go-to choice for individuals who value clarity and focus in their daily planning.
Source: en.wikipedia.org
Structure without the clutter
Things helps users organize tasks with a simple but powerful hierarchy: to-dos, projects, and areas. You can add checklists, deadlines, tags, and notes—all without cluttering the interface. The Today and Upcoming views make it easy to prioritize without getting lost in the noise.
Feels right at home on Apple devices
With native support for features like widgets, Quick Entry with Siri, and system-wide shortcuts, Things feels fluid and intuitive across Mac, iPhone, and iPad. Everything syncs instantly through iCloud, so your tasks stay up to date wherever you are.
Why people like it:
Gorgeous, intuitive design that’s easy on the eyes
Streamlined task management without unnecessary complexity
Fast, smooth performance tailored for Apple users
One-time purchase—no subscriptions required
Pricing:
Mac: $49.99 (one-time)
iPhone/Apple Watch: $9.99 (one-time)
iPad: $19.99 (one-time)
All purchases are separate, but once bought, you own the app—no recurring fees.
Trello - Best free app for task management for working visually
Trello stands out as one of the most easy-to-use free task management tools available—especially for those who love organizing work visually. While there are other free alternatives, Trello's focus on Kanban-style boards makes it a great option for individuals and teams who want a simple way to manage to-dos.
Source: startupstash.com
Flexible boards, lists, and cards
At its core, Trello lets you create boards for projects, lists for stages, and cards for tasks. Its drag-and-drop design makes it perfect for everything from weekly task planning to managing multi-step workflows. Cards can include due dates, checklists, attachments, comments, and labels—making it easy to track every detail in one place.
Collaboration made simple
Trello makes it easy to bring others into your workspace. Assign tasks, leave comments, tag team members, and get notifications in real time. It’s especially helpful for remote or hybrid teams that need a shared space to keep things moving.
Why people like it:
Intuitive and visual desktop app that’s beginner-friendly
Great free plan with generous features with inexpensive paid plans
Flexible for personal or professional use
Tons of integrations and Power-Ups to extend functionality
Pricing:
Free: Unlimited cards, up to 10 boards per workspace, and essential features
Standard: $5/user/month – adds unlimited boards, custom fields, and advanced checklists
Premium: $10/user/month – includes timeline view, dashboards, calendar view, and more
Enterprise: Custom pricing – for larger organizations with enhanced admin controls and security
Google Tasks - Best Google app for managing tasks
Google Tasks is a minimalist to-do list app built right into Gmail, Google Calendar, and other Google Workspace tools. If you live in your inbox or already rely heavily on Google’s ecosystem, it’s a simple yet effective solution for keeping track of what needs to get done.
Source: androidpolice.com
Effortless integration with Gmail and Calendar
Tasks can be created directly from emails, and they sync automatically with your Google Calendar, making it easy to stay organized without switching tabs. The interface is lightweight and distraction-free, allowing users to focus purely on the task at hand.
Ideal for everyday tasks
Google Tasks doesn’t try to do too much—and that’s the point. It’s designed for quick, personal task tracking. You can create subtasks, set due dates, and organize lists, but don’t expect project management features or team collaboration tools. For casual users or solo professionals, it’s a no-frills way to stay on top of day-to-day priorities.
Why people like it:
Seamlessly integrates with Gmail and Google Calendar
Clean, minimal design that’s easy to use
Great for managing personal to-dos and reminders
Completely free with any Google account
Pricing:
Free: Included with every Google account.
Asana - Best tool for complex workflows
Asana is a project management software platform designed for teams juggling multiple moving parts and tracking project progress. Whether you're coordinating marketing campaigns, product launches, or cross-functional initiatives, Asana gives you the structure and flexibility to manage complex workflows from start to finish.
Source: work-management.org
Clarity and control for multi-step projects
Asana makes it easy to break down high-level goals into manageable pieces. You can organize work by projects, tasks, subtasks, and sections, assign responsibilities, and set dependencies to ensure nothing falls through the cracks.
Built-in collaboration for seamless execution
Each task in Asana acts as a hub for communication—team members can comment, attach files, and stay up to date without jumping between tools. Automations help streamline repetitive work, like assigning tasks or updating statuses. And with integrations for tools like Slack, Google Drive, Figma, and Zoom, your team’s entire workflow stays connected in one place.
Why people like it:
Designed for managing complex, multi-phase projects
Visual timelines and dependencies keep work flowing in the right order
Deep collaboration tools built into every task
Scales well for growing teams and larger organizations
Pricing:
Basic: Free for up to 15 users (includes unlimited tasks, projects, and messages)
Premium: $10.99/user/month (adds Timeline view, task dependencies, advanced search)
Business: $24.99/user/month (adds Portfolios, Workload view, approvals, and more integrations)
Todoist - Best tool for managing personal tasks
Todoist strikes a great balance between being lightweight and powerful, making it a favorite for individuals. But with its low costs, it's also a favorite among small teams who want an intuitive, clean interface without sacrificing features.
Source: techcrunch.com
Structure that works the way you think
With its flexible project and task hierarchy, Todoist lets you organize work however it makes sense to you—by projects, labels, priorities, or due dates. Tasks can include subtasks and comments, and recurring due dates make it easy to stay on top of ongoing responsibilities.
Collaboration without the clutter
While not as feature-heavy as Asana or Jira, Todoist still supports real-time collaboration. You can assign tasks, add comments, and get updates when changes happen—all in a distraction-free space that doesn’t feel overwhelming.
Why people like it:
Intuitive design that makes it easy to start using right away
Smart date recognition and recurring tasks streamline planning
Lightweight collaboration features are great for smaller teams
Available on every platform (web, iOS, Android, desktop, browser extensions)
Pricing:
Free: Basic task management for up to 5 active projects
Pro: $4/month (billed annually) – adds reminders, labels, filters, and up to 300 projects
Jira - Best app for team task management involving software and IT
Jira is purpose-built for software development teams needing project management, offering powerful tools to manage tasks, bugs, sprints, and product roadmaps in one place. If you're running an Agile or Scrum-based workflow, Jira provides the structure and flexibility to keep every detail under control.
Source: atlassian.com
Tailored for technical projects
Teams can create customizable boards for Scrum or Kanban, define user stories, link issues, and automate workflows. Whether you're tracking a sprint or managing a backlog of bugs and feature requests, Jira gives you total visibility and control.
Agile collaboration at scale
With built-in reports like burn-down charts, velocity tracking, and sprint progress, Jira makes it easy to monitor team performance and stay aligned on goals. It integrates natively with developer tools like Bitbucket and Confluence, creating a seamless ecosystem for planning, building, and shipping software collaboratively.
Why people like it:
Built specifically for Agile, Scrum, and DevOps teams
Deep customization and workflow automation
Strong issue tracking and reporting capabilities
Scales well across large teams and organizations
Pricing:
Free: Up to 10 users – includes Scrum and Kanban boards, backlog, reporting, and 2 GB of storage
Standard: $8.15/user/month – adds user roles, advanced permissions, and 250 GB of storage
Premium: $16/user/month – includes advanced roadmaps, automation, admin insights, and unlimited storage
Enterprise: Custom pricing for large organizations with enhanced security and support needs
monday.com - Best task management app for marketing teams
monday.com is a highly visual and flexible work operating system that helps teams manage tasks, projects, and workflows in one centralized place. It’s especially well-suited for cross-functional teams that need to coordinate work across departments with clarity and structure.
Source: monday.com
Highly customizable workspaces
Whether you're managing a product roadmap, marketing campaign, or content calendar, monday.com lets you tailor boards with custom columns, statuses, priorities, deadlines, and dependencies. You can switch between multiple views—Kanban, timeline, calendar, Gantt, and more—to visualize progress the way that works best for your team.
Automation and integration made easy
monday.com shines with its no-code automation builder, which lets users set up triggers and actions to eliminate repetitive tasks (e.g., send a Slack message when a task status changes). It also integrates with popular tools like Slack, Google Drive, Zoom, and Microsoft Teams, allowing work to flow across platforms without disruption.
Why people like it:
Color-coded, drag-and-drop boards that are easy to navigate
Flexible templates when creating tasks for different use cases (CRM, HR, project tracking, etc.)
Powerful automation and third-party integrations
Great for collaboration across departments
Pricing:
Free: Up to 2 users – includes unlimited boards, docs, and over 200 templates
Basic: $9/user/month – adds unlimited viewers, 5 GB file storage, and customer support
Standard: $12/user/month – includes timeline view, Gantt charts, automations, and integrations
Pro: $19/user/month – advanced time tracking, dashboards, and private boards
Enterprise: Custom pricing – tailored for large organizations with enterprise-grade features and security
Wrike - Best for Slack teams needing tools for task management
While Slack is one of the most popular collaboration platforms in the world, it doesn’t offer built-in task management. That’s where Wrike comes in. For teams already using Slack, Wrike is a powerful task and project management tool that integrates seamlessly—turning conversations into action without leaving your workflow.
Source: wrike.com
Built for managing projects and tasks
Wrike offers detailed task tracking, folder and subfolder organization, and real-time updates. You can break work into tasks, set dependencies, assign owners, and attach files. With customizable workflows, dashboards, and time tracking, Wrike brings clarity to even the most complex initiatives.
Slack integration that just works
With Wrike’s Slack integration, you can create, assign, or update tasks directly from a Slack message. The two-way sync keeps everything connected, so updates made in Wrike reflect in Slack and vice versa. It’s ideal for teams who live in Slack but still need structured project management.
Why people like it
Tight integration with Slack for real-time task updates
Strong capabilities for enterprise-level task and project management
Dynamic request forms, workload views, and robust reporting
Great for marketing, creative, and operations teams
Pricing:
In order to integrate Wrike with your Slack account, you'll need an account with Wrike:
Free: Up to 5 users – includes task management, board view, and file sharing
Team: $9.80/user/month – for up to 25 users, adds subtasks, dashboards, and integrations
Business: $24.80/user/month – includes time tracking, custom workflows, and workload management
Enterprise & Pinnacle: Custom pricing – advanced security, analytics, and scalability for large teams
TickTick - Best task management app for Android
TickTick - Best Android app for managing tasks
TickTick strikes a great balance between powerful features and ease of use, making it a favorite for Android users who want more than just a basic to-do list without overwhelming complexity.
Source: ticktick.com
Flexible task management with a personal touch
With TickTick, you can organize tasks into lists, add subtasks, set priorities, and schedule reminders. It also includes handy features like a built-in Pomodoro timer to boost focus and habit tracking to help build productivity routines.
Work across your devices
TickTick syncs smoothly across devices. You can share lists and assign tasks, making it simple to collaborate on projects or household chores alike.
Why people like it:
Intuitive interface with useful features like Pomodoro timer and habit tracker
Supports both personal and team task management
Easy sharing and collaboration options
Affordable pricing with a solid free tier
Pricing:
Free: Basic task management, reminders, and syncing across 2 devices
Premium: $2.79/month or $27.99/year – adds calendar views, more collaboration features, custom filters, and unlimited devices
Honorable mentions
While our top picks cover a wide range of needs and features, there are a few other solid task management tools worth checking out:
ClickUp: Known for its flexibility and extensive customization options, ClickUp is great for teams that want a highly adaptable platform.
Smartsheet: Perfect for users who prefer spreadsheet-style project management with powerful collaboration features.
Zoho Projects: A comprehensive solution for teams already invested in the Zoho ecosystem, offering robust project tracking and automation.
Hive: Combines project management and team collaboration in an easy-to-use platform designed for fast-paced work environments.
Key features to look for in task management apps
Finding the right tool isn’t just about ticking boxes—it’s about what actually helps your team get stuff done without headaches. Here are some features that really make a difference:
Can organize and create tasks easily
You want to be able to quickly add tasks, break them down into smaller steps, and organize everything in a way that just clicks for your team—whether that’s simple lists, Kanban boards, or timelines. You should also be able to select the most suitable task view or layout for your needs.
Team collaboration is made simple
Scheduling tasks is only half the battle. Good apps let you chat, share files, handle resource management, and leave comments right where the work happens, so nobody’s left guessing what’s next. The ability to delegate tasks to the right person ensures accountability and efficient workflow. Assigning each task to a specific person clarifies responsibility and helps everyone know who’s doing what.
New task and deadline reminders that actually work
Nothing slips through the cracks when your app nudges you at the right time. Task prioritization is made easier with custom reminders that help keep everyone on track without feeling overwhelmed. Setting a due date for each task keeps projects on track and deadlines visible.
Helpful reports and insights
It’s great to see how things are progressing at a glance. Dashboards and reports help spot bottlenecks and keep projects moving forward. Access to detailed information helps teams make better decisions and stay informed.
Simple, user-friendly design
Task and project planning can be disastrous if your app is confusing. A clean, easy-to-navigate interface makes a huge difference in keeping everyone onboard.
On-the-go access
Work doesn’t always happen at your desk, so having mobile apps that sync up perfectly keeps your to-dos within reach wherever you are. Mobile apps also help users stay updated on schedules no matter where they are.
Flexibility to grow with you
Your team and projects will evolve, so your task management tool should be able to adapt and scale without making you start over.
Keeping these features in mind will help you find a tool that feels less like a chore and more like a helpful sidekick for your team.
How to choose the right tool
Even if you're a project manager who knows what they want, picking the right task management app can feel overwhelming with so many options out there. To make the process easier, here’s a straightforward checklist to help you find the perfect fit
Start with your team’s needs
Think about how big your team is, how complex your projects get, and if you need the app to play nicely with other tools you already use. Knowing this will help you find something that really fits how you work.
Check out reviews and comparisons
Reading what real users say and seeing how features stack up can save you a lot of time and help you spot the best options. Read reviews where tools have been used for multiple projects to get a better assessment.
Try before you buy
Take advantage of a free trial to evaluate each app’s features and usability. Set yourself some individual tasks and ask your team to assign you some too. There’s no better way to know if it’s easy to use and a good fit for your team’s style.
Ask your team for input
Your teammates’ feedback matters. They’ll tell you what works and what doesn’t, making it easier to pick something everyone will actually want to use. After they’ve assigned tasks, worked together on the same tasks, and handled multiple projects, it's time to hear what they think about the tool.
Look at pricing and plans
See what features come with each pricing level and think about how your needs might grow. Some advanced features are only available on a paid plan, so it’s important to compare what’s included at each pricing tier. You don’t want to pay for stuff you don’t need, but you want room to grow too.
Following these simple steps will help you find a task management app that not only gets the job done but also makes your team’s workday smoother and more productive.
Frequently Asked Questions
What are the best free task management apps for teams?
Some of the best free task management apps for teams include Lark, Trello, and ClickUp. These platforms offer generous free plans with features like task assignments, real-time collaboration, and multiple views.
What is the best task management app for Microsoft Teams?
Microsoft To Do is the best Microsoft app for task management, which makes it the best pick for Microsoft Teams users. It integrates seamlessly with other Microsoft 365 tools, allowing team members to create, share, and track tasks directly within the Teams interface.
How do task management apps improve team collaboration?
Task management apps significantly enhance team collaboration by offering shared tasks, real-time updates, and file sharing, providing a comprehensive overview that ensures everyone stays informed and aligned. This creates a more cohesive and productive work environment.
What should I look for when choosing a desktop app for task management?
When choosing a desktop app for task management, look for:
Ease of use: Intuitive interface and quick setup.
Features: Task lists, due dates, priorities, tags, and recurring tasks.
Syncing: Seamless sync across devices (desktop, mobile, web).
Offline access: Ability to view and edit tasks without internet.
Collaboration: Options to share tasks or projects with others.
Integrations: Works with your calendar, email, or other tools.
What is the best task management app for Chrome web browser users?
In the Chrome Web Store, you can find a variety of extensions designed to help with task management. Todoist, TasksBoard, and Asana all offer tools for managing tasks directly from your browser.
Conclusion
There is no one best task management app. Different people have different needs. What works for one team may not work for another. Whether you're looking for a free online to-do list tool, automation that sends reminders to keep track of tasks assigned, or a simple task creation tool that helps prioritize tasks - there is no one solution.
But if you're looking for the closest thing to the ultimate task management solution, you can't look further than Lark. With its focus on team collaboration, combined with its task and project management software, Lark helps you create to-do lists, handle project deadlines, and meet broader objectives across multiple devices. Whether you're a Windows 10 user, a Mac fan, looking for a free solution, or just looking for an alternative to Trello, Asana, or monday.com, Lark ticks all the boxes.
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