Best To-Do List Apps for Managing Tasks in 2025

Most people don’t have just one to-do list—tasks live in emails, Slack, notes, sticky notes, and project boards. The challenge isn’t remembering what to do, but keeping track of it all. When your work is scattered, things slip through the cracks, and time is lost jumping between tools. In fact, 60% of workers say they spend more time managing work than doing it.

You don’t need more tools—you need one that fits how you work.

This blog breaks down the best to-do list apps for 2025, whether you prefer simple lists, visual boards, calendar planning, or habit tracking. But first, let’s look at what makes a task manager truly time-saving.

What to Look for in a To-Do List App

The best to-do list app isn’t the one with the most features—it’s the one that fits how you think and work. That said, a few core capabilities make a big difference, especially when you’re managing multiple task lists.

Here’s what to keep in mind:

• Support for multiple lists: Look for apps that let you separate work from personal, projects from routines. Tags, folders, or projects make it easier to stay organized without cramming everything into one view.
• Calendar or scheduling view: A task list shows what needs to be done—a calendar shows when it’s happening. If you plan by the day or week, having both in one place can reduce a lot of friction.
• Reminders and recurring tasks: Good to-do apps make it easy to repeat tasks on your schedule and remind you at the right moment—so you can stop relying on memory.
• Cross-device sync and integrations: You’ll want your lists available wherever you are—on desktop, mobile, or tablet. Bonus points if the app integrates with tools you already use (like Gmail, Slack, or Notion).
• Speed and simplicity: If it takes too long to add or find a task, you won’t stick with it. The best apps stay out of your way and help you focus on doing—not just organizing.

With that in mind, let’s look at the top apps that bring those features to life—each suited to a different way of working.

Best To-Do List Apps for 2025 (by Use Case)

Some people need a fast way to capture tasks on the go. Others need a daily planner that maps their time. Instead of listing tools alphabetically, we’ve grouped them by use case—so you can find the app that fits you.

Best for Daily Planning + Task Scheduling

Some people don’t just want to track tasks—they want to plan their day. If you think in time blocks instead of bullet points, these apps help you bring structure to your schedule and actually make space to get things done.

1. Akiflow

Akiflow is built for people who manage their day by the clock. Instead of juggling your task manager and calendar separately, Akiflow brings them together—so your plan and your priorities live in one place.

Key features:

• Multiple task lists & categories: Organize by project, area, or priority with ease
• Drag-and-drop time blocking: Schedule tasks into your day directly on your calendar
• Unified inbox: Automatically imports tasks from email, chat, and productivity tools
• Keyboard-first interface: Quickly capture, reschedule, or snooze tasks without your mouse
• Smart scheduling assistant: AI suggests the best time for each task based on your availability
• Recurring tasks & reminders: Great for building routines and reducing mental load
• Two-way calendar sync: Works with Google Calendar and Outlook in real time

Best for: 

Ideal for calendar-first planners, busy professionals managing tasks from multiple sources, and anyone—from consultants to freelancers—seeking clarity, focus, and less context-switching. Perfect for those who want to spend less time organizing and more time executing.

2. Sunsama

Sunsama is a calmer, more intentional take on daily planning. Instead of dumping all your tasks into a single view, it walks you through a planning ritual each day—asking you to choose what’s realistic, estimate how long tasks will take, and schedule accordingly.

Source

Key features:

• Guided daily workflow: Curate your daily task list with thoughtful prompts
• Task-time estimation: Set durations to avoid overloading your day
• Calendar integration: Drag tasks into your calendar
• Pull tasks from tools: Sync with Trello, Asana, GitHub, and Gmail
• Focus mode: Work through tasks distraction-free, one at a time
• Daily shutdown + planning reminders: Build consistency into your routine

Best for:
People who prefer a reflective, mindful approach to planning—especially if you tend to overcommit or feel overwhelmed by long lists.

Best for Fast, Simple Task Capture

Sometimes you just need to jot something down—quickly. Whether it’s a personal reminder or a work task that just popped into your head, these apps are designed for fast entry and no-fuss organization.

3. Todoist

Todoist has built a reputation for being one of the most reliable, flexible task apps around. It’s lightweight, intuitive, and scales with you—whether you’re managing grocery lists or multi-step projects.

Source

Key features:

• Natural language input: Type “every Friday at 3pm” and it schedules automatically
• Projects, labels, and filters: Organize tasks your way
• Priority levels: Focus on what matters most
• Quick Add across devices: Capture tasks instantly with keyboard shortcuts or mobile widgets
• Collaborative lists: Share and assign tasks to others
• Karma system: Track productivity trends over time

Best for:
Anyone who wants a fast, clean task manager that doesn’t require setup—but still offers advanced features if you want them. Great for freelancers, students, and everyday personal use.

4. Microsoft To Do

If you’re already using Microsoft 365, Microsoft To Do is a natural fit. It’s built for simplicity, with an interface that’s easy to navigate—and it syncs seamlessly with Outlook, Teams, and Planner.

Source

Key features:

• My Day view: Start fresh every morning with a clean slate
• Task syncing with Outlook: Keep personal and work tasks in sync
• Subtasks and due dates: Add structure when needed
• Simple collaboration: Share task lists with teammates or family
• Reminders and recurring tasks: Great for managing routines
• Cross-platform support: Web, Windows, iOS, and Android

Best for:
Microsoft users who want basic task management tightly integrated with their existing tools. Perfect for keeping track of work and life without adding another tool to your stack.

Best for Visual Task Management

If you prefer to see your work move from stage to stage, a visual task manager is the way to go. These tools use boards, cards, and columns to give you a bird’s-eye view of everything in motion.

5. Plaky

Plaky is a lightweight Kanban-style task manager that’s perfect for solo users or small teams who want a visual way to stay organized—without the complexity of full project management software.

Source

Key features:

• Customizable boards and columns: Tailor stages to fit your workflow (e.g., To Do, In Progress, Done)
• Task cards with checklists: Add details, sub-tasks, and notes inside each card
• User assignments and due dates: Simple collaboration when needed
• Templates: Set up recurring workflows quickly
• Unlimited users on free plan: Great for small teams

Best for:
Individuals and teams who want a clear, visual layout for managing tasks across different stages—especially if you’re working on content pipelines, client projects, or internal workflows.

6. Trello

Trello popularized the Kanban-style task board—and it’s still one of the easiest ways to track work visually. It’s flexible, beginner-friendly, and can grow with you as your needs evolve.

Source

Key features:

• Drag-and-drop boards: Move cards between lists as tasks progress
• Custom fields and checklists: Add layers of detail without clutter
• Power-Ups: Add calendar views, time tracking, or automation
• Integrations: Connect with Slack, Google Drive, GitHub, and more
• Collaboration: Mention teammates, comment on cards, and attach files

Best for:
People who think in visual flows—whether it’s tracking a blog post from draft to publish, managing a sales pipeline, or coordinating a team project. Works well for both solo and collaborative use.

Best for Power Users and Multi-List Workflows

If your task system spans across areas, priorities, or clients—and you want full control over how it’s organized—these apps give you the flexibility to manage it all in one place.

7. TickTick

TickTick is a feature-packed task manager that strikes a rare balance between power and simplicity. It goes beyond to-dos, offering built-in calendar views, habit tracking, Pomodoro focus timers, and more.

Source

Key features:

• Multiple task lists and folders: Organize projects, personal tasks, and routines separately
• Calendar integration: Visualize your schedule with day, week, and agenda views
• Smart lists and filters: View tasks by context, tag, or deadline
• Built-in Pomodoro timer: Great for staying focused during work sprints
• Habit tracker: Reinforce routines alongside your tasks
• Cross-platform support: Apps for iOS, Android, Mac, Windows, and web

Best for:
Individuals who want a highly customizable all-in-one tool to manage both structured tasks and personal productivity systems. Ideal for productivity enthusiasts, freelancers, and remote workers.

8. ClickUp

ClickUp is a full-fledged productivity platform designed to replace multiple apps—from task management to docs, time tracking, goal setting, and more. It’s highly customizable and built for scale.

Source

Key features:

• Spaces, folders, lists, and tasks: Deep hierarchy for complex workflows
• Custom views: Switch between list, board, calendar, timeline, and Gantt
• Custom fields and statuses: Tailor every aspect of your task data
• Built-in docs, goals, and time tracking: Keep everything under one roof
• Automations and integrations: Connect with Slack, GitHub, Zoom, and beyond
• Collaboration tools: Assign tasks, comment, and share updates with ease

Best for:
Project managers, agency teams, and power users who need complete control over how tasks are tracked and reported. Great for teams managing multiple clients or workflows in parallel.

Best for Mobile Tasking + Personal Routines

Sometimes you just need an app that fits into your pocket—and your life. Whether it’s setting quick reminders, managing personal goals, or staying on top of routines, these tools are built with mobile-first simplicity in mind.

9. Any.do

Any.do is designed to help you stay organized without slowing you down. It’s clean, simple, and works seamlessly across devices. What makes it stand out is how well it blends daily planning with mobile convenience.

Source

Key features:

• Daily planner: Review and organize your tasks each morning
• Voice capture: Quickly add tasks with voice commands
• Calendar + task view: See tasks and events side-by-side
• Location-based reminders: Get notified when you’re at the right place
• Recurring tasks and subtasks: Great for managing routines and errands
• Cross-device syncing: Works across mobile, desktop, and web

Best for:
Busy professionals, parents, and anyone who wants a smart personal assistant in their pocket. Great for managing day-to-day life, grocery lists, and recurring habits.

10. Streaks

Streaks is a habit tracker, not a traditional task manager—but it’s incredibly effective for building personal routines. It’s designed for iOS and Apple Watch, and uses a clean, visual grid to help you maintain daily consistency.

Source

Key features:

• Habit tracking grid: Visualize how consistent you’ve been
• Custom icons and themes: Personalize your dashboard
• Health app integration: Track habits like walking, sleep, or heart rate
• Reminders and alerts: Stay on track without feeling overwhelmed
• Supports up to 24 habits: Plenty of space without overload

Best for:
People focused on building or maintaining daily routines—health, fitness, learning, or mindfulness. Especially great for iPhone users who want a beautifully simple way to stay consistent.

Finding the right app is a good start—but to stay organized, you’ll need a simple system you can rely on.

Tips for Building a To-Do System That Works

Choosing a great app is the first step. But to really stay organized, you need a system you can stick with—one that fits into your day without becoming a second job.

Here are a few tips to make your setup work long-term:

• Pick one primary app: Don’t spread your tasks across five different tools. Choose one main app that covers your needs and commit to using it consistently.
• Use folders, projects, or tags: Keep your lists clean by grouping tasks by area—work, personal, recurring routines, etc. This helps you stay focused and avoids decision fatigue.
• Time-block your tasks (if it helps you focus): If you’re someone who plans by the hour, block time on your calendar for focused work. Apps like Akiflow or TickTick make this part seamless.
• Set up recurring tasks for routines: Don’t rely on memory for things that happen regularly. Set up recurring tasks for things like weekly reports, workouts, or team check-ins.
• Review weekly: Once a week, do a quick clean-up: archive old tasks, re-prioritize what matters, and make sure nothing is falling through the cracks.

With the right app and a few good habits, managing tasks doesn’t have to be overwhelming. Here’s a final thought to bring it all together.

Final Thoughts

Managing your tasks shouldn’t feel like a task in itself.

The right app helps you stay organized without overcomplicating things. Whether you prefer simple lists, visual boards, or planning your day on a calendar, the goal is the same: keep your work clear and actionable.

Start with one app that fits your workflow. Use it consistently. Adjust as you go.

And if you’re looking for a tool that brings your tasks, calendar, and routine into one place—Akiflow is built for that.

Try Akiflow free