HR Writer & Editor
1
15 Best Productivity Apps to Take Your Work to the Next Level
6 min read
Published: Dec 1, 2022
Revised on: Mar 1, 2024
Here’s our curated shortlist and our reasons for liking each company; please click into each company to get more details:
- Any.do
- Easy to use interface
- Good task reminder and notification system
- Allows creating multiple lists to organize tasks
- Syncs across devices like mobile, desktop etc.
- Has collaborative features like sharing tasks
- Todoist
- Easy to use interface and intuitive task management. Many reviews mentioned how simple Todoist is to use for organizing tasks and projects.
- Available across multiple platforms and devices. Todoist syncs seamlessly across web, desktop apps, mobile apps allowing users to access tasks anywhere.
- Natural language support for adding due dates, recurring tasks etc. Users loved the ability to quickly add tasks using natural language.
- Collaborative features like task assignments, comments, file attachments. Useful for sharing tasks and communicating with teams.
- Motivational elements like karma, goals, and productivity tracking. Reviews highlighted features that helped users stay motivated.
- Calendly
- Saves time by eliminating back-and-forth emails/calls for scheduling meetings. Allows people to easily book appointments by choosing from available time slots.
- Integrates smoothly with popular calendar platforms like Google Calendar and Outlook to sync schedules. Avoids double-booking issues.
- Customizable availability settings allow users to configure different time slots, durations, and parameters for each event type. Provides flexibility.
- Automated notifications and reminders reduce no-shows and keep everyone organized. Helpful feature.
- User-friendly interface makes the platform easy to use for both hosts and invitees. Very intuitive.
- Assembly
- Easy to use and intuitive interface. Many reviews mentioned Assembly is simple, easy to navigate, and user-friendly.
- Good customer support. Reviews mentioned Assembly's support team is responsive in resolving issues.
- Rewards redemption process is smooth. Users liked the gift card and other reward options that can be redeemed with points.
- Integrates well with Slack and Microsoft Teams. The integration makes giving recognition quick and seamless.
- Good for employee recognition and engagement. Reviews highlighted Assembly's peer-to-peer recognition features that help boost employee morale.
- Evernote
- Organized structure with notebooks and tags makes it easy to keep notes organized.
- Syncs across devices so notes are accessible from anywhere.
- Powerful search makes it easy to find specific notes.
- Variety of note formats - can include text, images, audio, scanned documents.
- Web clipper allows saving web pages easily.
Harnessing the power of the right tools can make all the difference in optimizing workflow, streamlining communication, and achieving organizational objectives. This article delves into a curated selection of top productive apps, specifically tailored to meet the diverse needs of businesses. Whether you're seeking project management solutions, communication platforms, time-tracking tools, or collaborative workspaces, we've compiled a list of the best in the industry to help you make informed choices and elevate your business productivity to new heights.
How Do Productivity Apps Work?
Productivity apps manage a variety of tasks to help users get things done in a timely and efficient manner. This includes organizing, scheduling, tracking, sending reminders, and taking and transcribing notes. If you're using a productivity app that's not increasing your efficiency at work, it's the wrong tool.
Are Productivity Apps Effective?
If you are using the right productivity app for your needs, yes, it can be very effective in improving your work management by organizing your tasks and streamlining your processes. But you also need to make sure you are using the app correctly to get the most out of it.
Why Would You Need a Productivity App?
If you'd like to be more organized, streamline your schedules, and create a better work-life balance, a productivity app can help. Some of the key benefits you can get from a productivity app are:
- Helps with time management
- Helps with work accountability
- Tracks your performance
- Improves workplace collaboration
- Enhances the quality of your work
- Builds an improved work-life balance
- Keeps your data safely in one place
15 of the Best Productivity Apps on the Market
Pricing
$3.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Task management Any.do is a well-rounded task management app that helps you strike an excellent work-life balance.
Key Features:
- It has a calendar, a to-do list, a planner, a voice note entry, and a reminder feature.
- The app lets you stay on top of tasks, ensuring that nothing slips through the cracks. It also syncs with your other calendars and devices.
- Try a full demo here
Pros
- Easy to use interface
- Good task reminder and notification system
- Allows creating multiple lists to organize tasks
- Syncs across devices like mobile, desktop etc.
- Has collaborative features like sharing tasks
Cons
- Many key features only available in paid version
- Lacks integration with other productivity tools
- Mobile app can be slow/buggy
- No customization options in free version
- Cannot rearrange subtasks
2
Todoist
Pricing
$4.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for -Task management
Todoist is a powerful to-do list app that's simple, easy to use, yet capable of great things. It helps you organize and prioritize your tasks.
Key Features:
- You can break down your personal and work to-do lists, prioritize items, and tick them off as you complete them.
- You can set recurring tasks on your calendar. All tasks have reminders and notifications attached, so you can't lose track of anything.
- Try a full demo here
Pros
- Easy to use interface and intuitive task management. Many reviews mentioned how simple Todoist is to use for organizing tasks and projects.
- Available across multiple platforms and devices. Todoist syncs seamlessly across web, desktop apps, mobile apps allowing users to access tasks anywhere.
- Natural language support for adding due dates, recurring tasks etc. Users loved the ability to quickly add tasks using natural language.
- Collaborative features like task assignments, comments, file attachments. Useful for sharing tasks and communicating with teams.
- Motivational elements like karma, goals, and productivity tracking. Reviews highlighted features that helped users stay motivated.
Cons
- Limitations of free version like lack of reminders. Important features locked behind paywall was a common complaint.
- Steep learning curve and complexity. Some users found the extensive features overwhelming initially.
- Syncing issues faced occasionally. A few reviews mentioned problems with syncing between devices.
- No calendar view available. Ability to see tasks on a calendar view was lacking.
- Pricing model and cost. While affordable, some users felt the premium plans were expensive for features offered.
3
Calendly
Pricing
$20.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Meeting Scheduling Calendly lets you schedule all your meetings quickly, easily, and seamlessly.
Key Features:
- After syncing the tool with your calendar, you can send your Calendly link to show the recipient your available dates and times. They, in turn, select convenient days and times.
Pros
- Saves time by eliminating back-and-forth emails/calls for scheduling meetings. Allows people to easily book appointments by choosing from available time slots.
- Integrates smoothly with popular calendar platforms like Google Calendar and Outlook to sync schedules. Avoids double-booking issues.
- Customizable availability settings allow users to configure different time slots, durations, and parameters for each event type. Provides flexibility.
- Automated notifications and reminders reduce no-shows and keep everyone organized. Helpful feature.
- User-friendly interface makes the platform easy to use for both hosts and invitees. Very intuitive.
Cons
- Limitations in free version like only 1 event type, lack of advanced customizations. May need paid plans.
- Occasional syncing errors between Calendly and calendars can lead to scheduling conflicts. Reliability issues.
- Steep pricing of paid plans for premium features like team scheduling and advanced integrations. Costly for some users.
- Lack of round-the-clock customer support. Inconvenient for users needing immediate assistance.
- Perception that sending Calendly link is impersonal for some prospects. Can be off-putting.
4
Assembly
Pricing
$2.80 per user/month
- Free version
- Free trial available
- Seat Minimum: 1 User
Best for - Project management.
Assembly is a workflow automation software that places a lot of emphasis on working smarter, not harder. Their daily recap template can be very helpful in managing ongoing projects.
Key Features:
- It has several tools, workflows, and templates that increase productivity at work for individuals and teams.
- It aids workflow automation, note-taking, team communications, etc.
Pros
- Easy to use and intuitive interface. Many reviews mentioned Assembly is simple, easy to navigate, and user-friendly.
- Good customer support. Reviews mentioned Assembly's support team is responsive in resolving issues.
- Rewards redemption process is smooth. Users liked the gift card and other reward options that can be redeemed with points.
- Integrates well with Slack and Microsoft Teams. The integration makes giving recognition quick and seamless.
- Good for employee recognition and engagement. Reviews highlighted Assembly's peer-to-peer recognition features that help boost employee morale.
Cons
- Limitations in analytics and reporting features. Some reviews wanted more detailed analytics and user statistics.
- Creating flows and automations can be tricky. Reviews noted workflows and automations are sometimes hard to setup.
- Limited customization options for recognitions. Users wanted more ways to customize recognitions with images/GIFs.
- Lack of mobile apps earlier on. Reviews mentioned lack of mobile apps made it hard to use when not by a computer.
- Confusion due to branding changes. Reviews noted frequent name changes of the reward units was confusing initially.
5
Evernote
Pricing
$10.83 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Efficient note-taking If you've ever been unable to write something down because you left your notepad at home, Evernote is for you.
Key Features:
- It syncs your notes across all devices, so you always have them.
- It lets you take a picture of handwritten notes, scan documents, and save them.
- You can create to-do lists and reminders.
Pros
- Organized structure with notebooks and tags makes it easy to keep notes organized.
- Syncs across devices so notes are accessible from anywhere.
- Powerful search makes it easy to find specific notes.
- Variety of note formats - can include text, images, audio, scanned documents.
- Web clipper allows saving web pages easily.
Cons
- Can be slow and laggy at times.
- Limited formatting options compared to other note apps.
- Syncing issues can lead to lost notes.
- Free version has limited functionality.
- Privacy/security concerns around how user data is handled.
6
Trello
Pricing
$5.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Project management for teams If you work with a remote team, Trello can help boost work productivity. It makes collaborations easier by organizing all the projects the team should be working on and assigning each team or individual their task.
Key Features:
- It has a seamless interface that simplifies the entire process and makes it easier for team members to focus on being productive and carrying out their assigned tasks.
Pros
- Intuitive and easy to use interface. Many reviews praised how simple Trello is to get started with and how the drag-and-drop functionality makes managing tasks incredibly convenient.
- Flexibility and customization. Users like that they can customize workflows, boards, lists, cards, labels, etc. to suit their specific needs. Trello can be adapted for personal or business use.
- Collaboration features. Reviews highlighted the ability to assign tasks, share boards, leave comments, and get notifications as key features that enable teams to work together seamlessly.
- Integration with other apps. The ability to connect Trello with tools like Slack, Google Drive, Dropbox, etc. enhances workflows and productivity.
- Free plan with robust features. Even the free version provides enough functionality for many users' needs, especially smaller teams and personal use.
Cons
- Limitations of free plan. The free plan has restrictions like a cap on the number of boards, attachments size, etc. which can be limiting for larger teams.
- Steep learning curve initially. Some users found Trello confusing at first and it took time to learn how to best organize boards and workflows.
- Can get visually overwhelming. As the number of boards/cards increases, the visual interface can become cluttered and hard to navigate.
- Lack of advanced features. Users noted a lack of time tracking, resource management, reporting, etc. for handling complex projects.
- Performance issues. Some reviews mentioned occasional slowness in loading or syncing, especially with larger volumes of data.
7
Engross
Pricing
Free- Free version
- No Seat Minimum
Best for - Time management Engross uses the Pomodoro time management technique to help clear lists promptly and efficiently.
Key Features:
- The technique breaks down tasks into smaller units of about 25-30 minutes, with short breaks in between.
- Lets you customize your work intervals and breaks, depending on your preference.
- It has a distraction tracker, which lets you know when you were distracted.
Pros
- Fast delivery times
- Helpful customer service
- Users are happy with the prices/value
- Smooth online ordering online
- Products work well or as expected
Cons
- Users complained about poor customer service and lack of communication
- Some products arrive damaged, defective, or not as described
- Users had issues getting refunds for returned/canceled orders
- Several users said it was difficult to get through on the phone
- A number of reviews mentioned long delivery times or delays
8
Forest
Pricing
Free- Free version
- No Seat Minimum
Best for - Staying focused If you struggle with distractions and are the kind of person that can't stay away from their phone long enough to get work done, Forest is the work productivity app you need. If you are really into trees and environmental health, you'll enjoy using this work productivity app.
Key Features:
- You open the app and plant a tree when you need to work. Then set your phone down to work while your tree grows. And if you close the app before your tree completes its growth, it dies.
Pros
- Helps keep workers motivated and productive.
- Allows clear and concise communication with all team members.
- Helps present and organize ideas.
- Provides a nice visual experience that can be customized.
- Makes it easy to collect, categorize and evaluate ideas.
Cons
- Software lacks integration with other programs.
- Range of functions or tools in the platform could be expanded.
- Not suitable as a project/pipeline management software.
- Needs a basic innovation or idea management process in place before configuring it.
- Some issues need to be resolved or added to the development queue.
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Pricing
$2.12 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Task automation IFTTT is an automation tool that creates seamless interactions between your favorite tools, such as Google calendar, Evernote, Slack, Trello, Instagram, and Twitter.
Key Features:
- You can automate recurrent tasks, leaving you with time to focus on other things. For example, you can create a command like this: If I get tagged on a picture on Instagram, then add the link to my Evernote note.
Pros
- Allows easy automation of tasks and workflows by connecting different apps and services.
- Simple and intuitive interface, easy for beginners to use and set up applets/recipes.
- Large library of pre-made applets/recipes created by the IFTTT community.
- Free basic plan allows plenty of functionality.
- Wide range of supported apps and services like social media, productivity tools, smart home devices etc.
Cons
- Reliability issues - applets sometimes fail to trigger for unclear reasons.
- Limited flexibility for complex workflows compared to other automation tools.
- Execution delays - latency between triggers and actions.
- Dependency on third party services can cause disruptions.
- Restricted functionality in free plan compared to premium options.
10
Toggl Track
Pricing
$9.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Time tracking and management If you need to track the time you spend on a certain task, Toggl Track is the app for the job. Aside from billing, knowing how many hours you spend on all tasks can help with future time management and allocation.
Key Features:
- You can tell you are unproductive when you spend too much time on the simplest task. This information can develop better ways to increase productivity.
Pros
- Easy and intuitive to use interface. Many reviews mentioned how simple it was to start using Toggl Track right away.
- Useful reporting features. The ability to generate detailed reports filtered by project, client, time period, etc. was highlighted as a major benefit.
- Integration with other apps. Reviews liked that Toggl Track integrates with project management tools like Asana, Trello, Jira to streamline workflow.
- Cross-platform availability. Reviews appreciated having both desktop and mobile apps that sync seamlessly across devices.
- Free version has generous features. Even the free version was seen as having enough functionality for solo users/small teams.
Cons
- Syncing issues between devices. Some reviews cited problems with timer not syncing properly when switching devices.
- Confusing workspace/team setup. Organizing workspaces and managing teams was seen as unnecessarily complex by some users.
- Billing features need improvement. Issues like inability to generate invoices directly in the app were mentioned.
- Search needs refinement. Finding past time entries is difficult without a dedicated search function, according to some reviews.
- Lack of subtasks. The inability to break down tasks into subtasks within projects was highlighted as an area for improvement.
11
Habitica
Pricing
$9.00 per user/month
- Free version
- No Seat Minimum
Best for - Habit development Habitica improves good habit forming and productivity. In-game rewards and punishments serve as motivation to help users get their work done and form healthy habits.
Key Features:
- Users can set their daily tasks and desired habits as monsters in the game.
- Every time they complete a task, their avatar defeats the monster, and they level up in the game.
Pros
- Makes completing tasks and building habits fun and motivating through gamification. The avatar and RPG elements make productivity feel like a game.
- Very customizable avatars, tasks, habits, and rewards help cater the experience to each user's needs.
- Community component provides encouragement, tips, and accountability.
- Helps users struggling with productivity, focus, and motivation. Provides structure and rewards.
- Completely free to use basic features. Very affordable subscription for advanced features.
Cons
- User interface could be cleaner and more modern. Some find it cluttered.
- Avatar customization options are currently limited.
- Can feel repetitive or boring over time. Need to change habits and rewards to keep it fresh.
- Lack of integration with other productivity apps like ClickUp and Notion.
- Mobile app has some performance issues and occasional bugs. Not as smooth as desktop.
12
Zapier
Pricing
$19.99 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Workflow automation Zapier is similar to IFTTT as it allows automation between apps, but it focuses more on business apps. It increases productivity at work by taking several tiny, repetitive tasks off employees' hands and allowing them to focus on bigger picture items.
Key Features:
- You can create automation between apps like Trello, Airtable, Mailchimp, Google Drive, and Asana.
Pros
- Automates repetitive and manual tasks, saving time and increasing efficiency. Customers mention how it streamlines workflows and allows them to focus on more important work.
- Easy to set up and use, even for non-technical users. The intuitive drag-and-drop interface makes creating workflows simple.
- Vast library of app integrations to connect various tools and services. Customers highlight the ability to integrate platforms that don't natively connect.
- Customizable workflows using triggers, actions, and filters tailor automations to specific needs. Reviewers appreciate the flexibility.
- Reliable performance with very few errors or downtime reported. Customers mention the platform's stability.
Cons
- Steep learning curve, especially for advanced workflows. Customers note it takes time to master complex automations.
- Expensive pricing, particularly for high-volume usage. Many reviewers find the costs prohibitively high.
- Limits on free plan make it insufficient for business use. Customers want more features in the free tier.
- Some flaky or unreliable app integrations dependant on the quality of the API. Reviewers cite integration difficulties.
- Lack of flexibility with scheduling and delays for automation sequences. Customers want more control over timing.
13
Brain.fm
Pricing
$6.99 per user/month
- Free trial available
- No Seat Minimum
Best for - Focusing This tool is different from any other on this list. Brain.fm uses music to help users focus. If you have difficulty focusing your mind on getting your work done, you should try this out.
Key Features:
- Brain.fm works by playing music that aids relaxation, focus, clarity of mind, and better sleep quality.
- The app plays music based on the users' needs using scientific methods.
14
LastPass
Pricing
$3.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Best for - Password management If you have multiple accounts on different platforms, LastPass can help you put all your passwords in one place and log into your accounts faster.
Key Features:
- Instead of logging in manually each time, LastPass will do the job, saving you time and energy.
- All your details are secure, and you can sync them across all platforms.
Pros
- Secure storage of passwords and sensitive information in an encrypted vault. Many reviews mention feeling their data is securely protected.
- Easy access to passwords and credentials across devices. Users like having their info synced and available on all platforms.
- Automatic password capture and form filling. Saves time logging into sites and apps.
- Password generator creates strong, unique passwords. Allows users to have different passwords for each account.
- Sharing capabilities. Allows secure sharing of passwords or folders with team members or family. Useful for collaboration.
Cons
- Occasional bugs or glitches with auto-fill. Doesn't always work perfectly on every site.
- Mobile app limitations compared to desktop. Missing some features or requires manual entry at times.
- Confusing interface. Folder structure and hierarchy not intuitive for some users.
- Recent security breaches have damaged trust. Users concerned about vulnerabilities.
- Premium pricing and limits of free version. Free version restricted to one device type.
15
Freedom
Pricing
$3.33 per user/month
- Free trial available
- No Seat Minimum
Best for - Time management If you need to be forcibly locked out of social media accounts to improve productivity, you need the Freedom app.
Key Features:
- It blocks any application or website that distracts you. It can also lock you out of the internet so you can focus on ticking things off your list.
Pros
- Easy to use and intuitive interface
- Great customer support/service
- Flexibility to customize the platform
- Reliable and accurate in managing compensation plans
- Provides helpful reports and business insights
Cons
- Can be overwhelming with many options and links
- Some glitches/bugs, but usually fixed quickly
- Learning curve to understand all features
- Custom development can take time
- Not fully compatible with non-IE browsers
Conclusion
The realm of productivity apps for businesses is a rapidly evolving landscape, offering an array of powerful tools to enhance efficiency, collaboration, and organization within the workplace. The top productive apps showcased above present a diverse range of options, catering to various business needs and preferences. Whether it's streamlining project management, improving communication, enhancing time management, or optimizing workflow, these apps have demonstrated their efficacy in helping businesses thrive in a competitive environment. It's essential for businesses to assess their unique requirements and select the right combination of apps that align with their goals, ultimately fostering a productive and successful work environment.
