The digital planner space keeps growing for a reason. According to the research, the market is valued at $7.8 billion and is expected to hit $25.6 billion by 2029. More people are turning to planning tools that help them stay organized, focused, and in control of their time.
But most articles still take the same approach. They list a bunch of apps without context or show you features without explaining how they actually help in a real workflow.
If you’re just getting started with digital planning or looking to set up a system that fits your day, start with our getting-started guide. It walks through devices, setup steps, and what to look for in a tool.
This blog is for professionals who already know the basics and want to make better decisions. We’ll look at different types of planners, how they use their tools, and which apps to use to make digital planner workflows effective in 2025.
The 3 Types of Digital Planner Users
Not everyone plans the same way. The right app depends on how you think about your time and what kind of structure helps you stay on track. Most people fall into one of three groups.
1. The Time-Blocker
You plan your day around your calendar. Every task gets a time slot. You need a clear schedule to stay focused and avoid reactive planning. Planning happens at the start of the day, not in the middle of it.
What you need:
- A calendar-focused interface
- Drag-and-drop time blocking
- Fast task capture that doesn’t interrupt your flow
- Real-time sync with your calendar
2. The Checklist-Driven Thinker
You think in lists. Your brain responds to priorities, due dates, and a sense of progress. You don’t need a lot of visual flair. You just want to see what needs to be done and check it off.
What you need:
- Simple task input
- Priority labels or tags
- Reminders and recurring tasks
- A clean, minimal layout
3. The Custom Workflow Builder
You want control. You like building your own dashboards, using templates, and tweaking layouts. Your system needs to match how you think, even if it takes time to set up.
What you need:
- Flexible templates
- Linked databases or pages
- A way to combine notes, goals, and tasks
- Deep customization across projects
Understanding your planning style helps you avoid jumping between tools or forcing yourself into a system that doesn’t fit.
Best Apps to Use a Digital Planner (Based on How You Actually Work)
Choosing the right tool depends on how you plan. The table below gives a quick overview of each app’s core strength and pricing, followed by real-life examples of how different people use them in their daily workflows.
Each of these tools serves a different planning style. Below, you’ll find examples of how professionals use them in practice.
1. Akiflow
Built for people who schedule their day hour by hour. It connects your tasks and calendar so you can block time for what matters and avoid jumping between tools.
Example: A freelance developer uses Akiflow to pull in GitHub issues, Slack messages, and emails. Each morning, they drag priority tasks onto their calendar, review meeting slots, and start a focus timer during coding blocks.
2. Todoist
Best for those who manage work from a task list. Clean design, fast input, and priority tagging make it easy to stay on top of daily to-dos.
Example: A content writer quickly adds tasks from mobile throughout the day. They check off assignments, set reminders for deadlines, and use labels like “writing,” “editing,” and “review” to stay organized without needing a full calendar view.
3. Notion
Ideal if you like to build systems from the ground up. You can connect projects, notes, and goals in one place using flexible layouts.
Example: A marketing lead tracks campaigns in a custom dashboard with tasks, deadlines, and linked briefs. They review weekly goals every Monday and adjust timelines directly in their planning database.
4. GoodNotes
Great for people who plan by hand. These tablet-based tools are useful for sketching out weeks, capturing ideas, and adding a personal touch.
Example: A UX designer uses an iPad and a stylus to draw out weekly priorities in GoodNotes. They use a planner template PDF to block out client work, sketch notes during calls, and review weekly wins on Sunday night.
5. ClickUp / Asana
Best when work is shared across teams. Both tools are made to manage deliverables, assign tasks, and keep projects on track.
Example: A product manager in a startup uses ClickUp to break down roadmap items into tasks. They assign work to engineers, add dependencies, and track progress using the timeline view during sprint planning.
Simple Planning Setups That Work
Most people struggle with digital planning because their system is too complicated. The most reliable setups use a small number of tools, each doing one job well: One for planning your day, one for capturing or storing ideas and goals, one for team coordination or creative work. Here are examples of simple, focused combinations that work in real workflows:
1. Akiflow + Notion
Akiflow helps you plan your day and manage your time. Notion stores your project notes, goals, and long-term ideas.
Example: A consultant organizes client work, notes, and timelines in Notion. Each morning, they check what’s on deck and drag the key tasks into their Akiflow calendar.
2. GoodNotes + Google Calendar
Use GoodNotes for sketching out your week and jotting down ideas. Use Google Calendar for fixed commitments like meetings and deadlines.
Example: A designer blocks time for deep work and ideation in GoodNotes, then checks Calendar to make sure it lines up with client calls and feedback loops.
3. Todoist + Akiflow
Todoist is your fast capture inbox. Akiflow is where you actually plan when and how you’ll do the work.
Example: A copywriter adds quick tasks and content ideas to Todoist during the day. Later, they sort through it and drag key items into Akiflow to structure tomorrow’s writing time.
4. ClickUp + Notion
ClickUp tracks tasks across a team. Notion is the shared space for notes, briefs, and product details.
Example: A product team assigns and tracks tasks in ClickUp, but holds product requirements, sprint docs, and meeting summaries in Notion so everyone has the full picture.
5. Akiflow + Gmail + Calendar
Akiflow connects directly to both your inbox and calendar, so you don’t need to jump between tools to plan your day.
Example: An operations lead checks their email in the morning, turns action items into tasks, and drops them straight into their schedule using Akiflow’s calendar view.
The goal isn’t to replace everything with one app. The goal is to keep your system lean, clear, and consistent.
Common Mistakes to Avoid When Using a Digital Planner
A digital planner can help you stay on top of your work, but it’s easy to misuse it without realizing it. Most problems come from trying to do too much, skipping review time, or not building the habit.
Here are common mistakes people make, and simple ways to fix them:
| Mistake | Why It Happens | How to Fix It |
| Overloading with features | You feel pressure to use every tool and option | Start with basic features, add only what supports your routine |
| Using too many apps for the same job | You’re not clear on what each app is for | Define roles for each tool: one for planning, one for capture, etc. |
| Planning reactively | You only plan when things feel urgent | Set a fixed time each day to plan ahead intentionally |
| Ignoring unfinished tasks | Tasks get buried and forgotten | Review daily, reschedule or remove tasks with no follow-up |
| No weekly review | You lose sight of progress and priorities | Block time once a week to reflect and adjust your plan |
| Relying only on notifications | You trust reminders instead of building awareness | Make checking your planner part of your daily routine |
| Over-customizing your setup | It feels productive, but adds no value | Only customize if it helps you move faster or think clearly |
These mistakes are common, especially when you’re trying new tools or switching systems. The key is to keep things consistent and review often. A good system doesn’t just capture tasks, it helps you decide what to do next.
Final Thoughts
Digital planners are only useful if they reduce friction. A good system should help you see what matters, plan your time realistically, and follow through without constantly switching tools or second-guessing what’s next.
If you’re looking for apps to use digital planner workflows more effectively, pick tools with a purpose. The best setup is the one that makes it easier to focus and follow through. Try Akiflow and see what planning feels like when it’s built around your day.
