Work doesn’t live in one place anymore. It comes through Slack, email, meetings, shared docs, and sticky notes. Important tasks hide in dozens of different tools, and it’s easy to forget what’s urgent or where things stand.
In 2024, 82% of workers said they don’t use a structured time management system. Only 23% use a calendar to plan their tasks, and 12% rely on memory alone.
This lack of structure leads to missed tasks, poor prioritization, and wasted time. It also explains why the task management software market is growing rapidly. It’s expected to reach $5.14 billion in 2025, up from $4.45 billion in 2024.
A good to-do list app should do more than hold tasks. It should help you track what matters, manage work across tools, and stay focused. If you’re looking for the right setup for to do list project management, the rest of this blog walks through the key features and tools to consider.
Next, we’ll look at the features that make an app worth using for real project management.
What Makes a Great To-Do List App for Project Management?
Task apps vary widely. Some are great for jotting quick notes. Others are built to run full-scale projects. If you’re looking for a tool that supports actual project work, not just reminders, you’ll want to look beyond the basics.
Here’s what to prioritize:
- Multi-level task structure: You should be able to break work into smaller parts. Projects, subtasks, checklists, tags, or folders all help create a clear system, especially when tasks stack up.
- Built-in collaboration: For teamwork, assigning tasks and sharing context matters. Look for features like comments, file attachments, task ownership, and status updates, so everything stays in one place.
- Recurring tasks and due dates: The app should support scheduling routines, setting deadlines, and sending reminders. This keeps work moving without relying on memory or repeated setup.
- Calendar and time views: Project management isn’t just about knowing what to do. You also need to see when it needs to happen. Tools with calendar views or timelines help you manage workload and spot conflicts.
- Useful integrations: Whether it’s pulling tasks from email, syncing with your calendar, or linking with tools like Slack or Notion, strong integrations reduce friction and make your setup feel connected.
A great to-do list app supports the way you work, helps you stay on top of moving parts, and gives you a clear picture of progress.
Next, we’ll break down the top apps that bring these features together in different ways.
Top 10 To-Do List Apps for Project Management
Here are the tools that stand out in 2025 for professionals managing complex work. Each one brings its strengths depending on how you like to plan, organize, and execute.
1. Akiflow
Best for: Time-blocking and unified task scheduling
Strengths:
- Centralized inbox pulls in tasks from Gmail, Slack, Notion, and more
- Drag-and-drop time blocking on your calendar
- Smart scheduling assistant suggests the best time for each task
- Two-way sync with Google Calendar and Outlook
Why does it work for project management?
Akiflow is designed for professionals who plan by the hour. It turns your task list into a realistic daily schedule by combining your calendar with a powerful task manager. Ideal for consultants, freelancers, and busy solo operators who want clarity and fewer distractions.
2. ClickUp
Best for: All-in-one project visibility
Strengths:
- Fully customizable task hierarchy (spaces, folders, lists, subtasks)
- Multiple views, including list, board, calendar, and Gantt
- Built-in time tracking, docs, goals, and workload charts
- Automations for repetitive workflows
Why does it work for project management?
ClickUp combines detailed project tracking with deep flexibility. Whether you manage a team or multiple clients, it gives you one place to plan, assign, and monitor work across timelines and task types.
3. Todoist
Best for: Task clarity and fast capture
Strengths:
- Natural language input for quick task entry
- Projects, sections, labels, and filters for organization
- Priority levels and due dates
- Lightweight collaboration and shared projects
Why does it work for project management?
Todoist is ideal if you want a fast, uncluttered interface that still supports structure. It’s great for solo professionals and small teams who want to track progress without a heavy setup. It also integrates smoothly with calendars and productivity tools for planning tasks across days and weeks.
4. Asana
Best for: Structured collaboration across teams
Strengths:
- Clear project views: list, board, timeline, and calendar
- Task dependencies and milestones
- Team dashboards and workload management
- Native integrations with tools like Slack, Google Drive, and Zoom
Why does it work for project management?
Asana helps teams stay aligned on who’s doing what and by when. Its project templates, visual workflows, and flexible task views make it well-suited for collaborative environments where coordination and progress tracking are key.
5. Trello
Best for: Visual task tracking with simple workflows
Strengths:
- Drag-and-drop Kanban boards
- Custom labels, checklists, and due dates
- Power-Ups for calendar, time tracking, and automation
- Easy collaboration with mentions, comments, and file attachments
Why does it work for project management?
Trello is perfect for teams or individuals who think visually. You can map out workflows, track stages, and see everything at a glance. It’s especially helpful for content planning, development pipelines, and lightweight project setups.
6. Sunsama
Best for: Mindful daily planning and realistic scheduling
Strengths:
- Guided daily planning ritual to prioritize and timebox tasks
- Built-in time estimates to prevent overload
- Drag tasks into a connected calendar view
- Integrates with Trello, Gmail, Notion, GitHub, and more
Why does it work for project management?
Sunsama helps you focus on what’s achievable each day. It brings structure to planning without being rigid, and is especially useful if you’re trying to avoid burnout or want a tool that encourages thoughtful pacing over raw output.
7. Notion
Best for: Flexible task management with docs and databases
Strengths:
- Customizable templates for projects, tasks, and notes
- Linked databases and filtered views
- Built-in collaboration on shared pages
- Embeds and integrations with tools like Slack, Google Drive, and GitHub
Why does it work for project management?
Notion is great for teams that need flexibility and want to manage projects alongside related content. You can build tailored setups for different workflows, from content calendars to product roadmaps, and adjust views based on what you need to see.
8. TickTick
Best for: Personal systems with calendar and habit tracking
Strengths:
- Multiple lists and folders for organizing by area or project
- Built-in calendar view with day, week, and month options
- Pomodoro timer for focused work sessions
- Habit tracker built into the main app
Why does it work for project management?
TickTick blends task tracking with daily planning, making it a solid choice for individuals who manage their own projects. It’s especially useful for freelancers and remote workers who want a single tool for both work and routines.
9. Microsoft To Do
Best for: Microsoft 365 users who need a basic task structure
Strengths:
- Native integration with Outlook and Microsoft Teams
- Simple list-based task management with subtasks
- My Day view for daily planning
- Shared lists for light collaboration
Why does it work for project management?
If you already use Microsoft tools, this app fits in smoothly without extra setup. It’s best for managing straightforward tasks, syncing across devices, and keeping personal and work projects in one lightweight system.
10. Motion
Best for: AI-assisted scheduling and automatic time allocation
Strengths:
- Automatically schedules tasks based on your calendar and deadlines
- Reschedules tasks dynamically when conflicts arise
- Combines calendar, task list, and meeting scheduler
- Focus mode and time tracking built in
Why does it work for project management?
Motion is a powerful fit for people who need help protecting time for focused work. It helps you stay on top of changing priorities by adjusting your schedule in real time, which is especially valuable in fast-paced roles.
Comparison Table: To-Do List Apps for Project Management (2025)
With so many tools available, it can be hard to compare them side by side. This table breaks down the essentials to help you choose the right tool for your setup. You’ll find pricing, task structure, calendar functionality, integration support, and planning style, all in one place. Whether you’re planning your day by the clock or organizing long-term projects, this view makes it easier to see what fits.
Now that you’ve seen how the top tools stack up, the next step is finding one that fits the way you work. Let’s take a closer look at how to make the right choice based on your daily habits, work structure, and planning preferences.
How to Choose the Right App for Your Workflow
The right tool fits how you already plan, not how you think you should plan. To make a choice that sticks, focus on what your day looks like.
- How do you manage your time?
If you tend to schedule tasks into specific hours, look for a tool that includes a built-in calendar. If you prefer a flexible list to work through at your own pace, a simpler setup may be a better fit.
- How structured is your workload?
If your work involves multiple projects, shifting priorities, or different types of tasks, you’ll benefit from features like folders, tags, or subtasks. If your work is more straightforward, too much structure can slow you down.
- Are you working solo or with others?
Solo users often need speed, clarity, and the ability to capture tasks quickly. Teams typically need shared visibility, comments, assignments, and updates. If others depend on your system, choose a tool that makes collaboration easy to follow.
- What kind of view helps you stay focused?
Some people prefer a straightforward list. Others think better in visuals, like boards or timelines. If you plan by the clock, make sure the tool shows your tasks alongside your calendar.
- What should you avoid?
- Choosing a tool with more complexity than you need
- Using apps that require too much manual setup
- Overlooking calendar functionality when time planning matters
- Scattering your tasks across disconnected systems
The right app should feel like an extension of how you already work. Start simple, build trust in your system, and only add features when they support what’s already working.
Bonus: Stack Ideas
A well-chosen tool can do a lot, but sometimes pairing two focused apps works even better. The right combination gives you structure without overcomplication, each tool does its job without getting in the way of the other.
Here are a few practical stacks people use to create simple, reliable systems:
1. Akiflow + Notion
Use Akiflow to manage your day with time-blocked tasks, and Notion to organize big-picture projects, docs, and goals.
Example: A freelancer plans their daily work in Akiflow, but keeps client briefs, deliverables, and timelines in Notion for reference and tracking.
2. Todoist + Google Calendar
Todoist handles fast task capture and prioritization. Google Calendar adds time context, letting you schedule blocks to get things done.
Example: A marketing consultant adds tasks in Todoist throughout the day, then reviews their calendar each evening to time-block the next day.
3. Trello + Slack
Trello keeps tasks organized visually on boards. Slack handles team communication. With integration, updates and task creation can flow between both.
Example: A small product team uses Trello to manage their sprint board and Slack to assign quick fixes or comment on blockers without leaving the chat.
4. Microsoft To Do + Outlook
Tasks sync directly between your task list and your inbox, keeping everything inside one ecosystem.
Example: A manager flags emails in Outlook, which automatically show up in Microsoft To Do. They review their list every morning and drag tasks into the “My Day” view.
5. Sunsama + GitHub
Plan your day in Sunsama, and pull in GitHub issues as tasks. This helps balance realistic daily output with ongoing code work.
Example: A developer selects three GitHub issues each morning and adds them to Sunsama, estimating how long each one will take and blocking time to focus.
When stacking tools, keep things simple. Each app should play a clear role: one for planning, the other for organizing or tracking. The most effective setups feel connected but not crowded.
Final Thoughts
Productivity doesn’t come from using more tools. It comes from having one place to direct your attention.
When tasks are scattered across different apps and platforms, it becomes harder to stay focused and harder to trust your system. A centralized setup gives you clarity. You know what to work on, when to do it, and where everything stands.
You don’t need a perfect system. You need one that’s simple enough to maintain and strong enough to support your daily decisions. When your task list and your schedule live together, planning becomes easier and distractions lose their grip.
If you’re exploring how to build a task management setup that works, this guide on choosing a to-do list and task management app breaks down what to look for in even more depth.
And if you’re ready for a tool that brings tasks and time into one focused workflow, Akiflow is designed for to-do list project management at the pace professionals need.
It helps you turn plans into progress, without the usual friction.Try Akiflow free and see how it fits into your day.
