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The 5 best to-do list apps: which is right for your work?
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The 5 best to-do list apps: which is right for your work?

A headshot of Holly Aspinall
Holly Aspinall
6 August 2024
8 min read
A silver pen and a notepad showing a to-do list on a stylised background
A headshot of Holly Aspinall
Holly Aspinall
6 August 2024
8 min read
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1. Confluence
2. Workflowy
3. TickTick
4. Todoist
5. Any.do

Work smarter, not harder! Prioritise tasks quicker and get more done with five apps that revolutionise to-do lists.

Your work to-do list doesn’t have to seem insurmountable. These task-creation apps can help you plan better, work more seamlessly with others, and even make your to-do list more interesting!

Of course, getting things done means knowing how to do them well - and having access to the resources you need. Check out our blog on the 6 best knowledge management tools to decide what tools your team should use to ensure that everyone’s on the same page.

1. Confluence

With its out-of-the-box functionality to its wide range of integrations, Confluence puts customisation and collaboration front and centre. It’s ideal for teams creating shared to-do lists.

Features:
  • Customisable pages - Confluence is a documents (pages)-centric program. Build pages to suit your needs using macros.
  • Checkboxes for task lists - see which tasks have been completed, or are yet to be completed, at a glance.
  • Templates for project management - Confluence has more than 100 pre-made templates to make setting up pages a piece of cake. Content Formatting Macros offers even more engaging templates, such as its team To-Do List Template.
  • Keep everyone informed with mentions - tag other team members to assign tasks and update progress.
  • Integrate Confluence with Jira - link tasks to Jira issues for more detailed, streamlined task management.
  • Keyboard shortcuts - use macros in a flash by utilising keyboard shortcuts.
  • Progress tracking - create reports on task completion and progress, or use the progress bar macro for a visual overview of project progress.
A Confluence team to-do list page with a table of tasks and due dates
Click on the image above to learn more about our Confluence To-Do List Template
Pros
  • You can make your Confluence pages as simple or intricate as you’d like.
  • Mention and tagging features enhance collaborative working.
  • It’s versatile - create reports, user guides, documentation, and more alongside your to-do lists.
  • Free to use for up to 10 users.

Cons
  • It’s a bit complicated to link tasks to other tasks.
  • Though Confluence has a mobile app, its more complex features mean it’s easier to use on desktop.
  • Third-party macros usually require an extra subscription for 10+ users.

2. Workflowy

Workflowy keeps things simple by making to-do lists the entire focus of the program, with a distraction-free design.

Features:
  • Bullets [bullet points] as documents - each bullet acts as both an item on your to-do list as well as its own document, meaning you can have lists within lists.
  • Tag and search system - add hashtags to your lists to categorise them, and search by tags or keywords.
  • Easily view details or the bigger picture - zoom in and out of bullets.
  • Share with others to view or edit - customise permissions to let others interact with your documents as much or as little as you’d like.
  • Shortcut commands - perform actions more quickly by typing their associated shortcut.
  • Nest hierarchy - bullets can be nested to reduce what you see on your page at one time.
  • Cross-platform syncing - sync your account between desktop, iOS, and Android.
A list of different work goals in a Workflowy to-do list
Pros
  • Reduces distractions with its simple, functional design.
  • Easy to find bullets (documents) using the search function.
  • You can add extra context to your notes and lists by attaching files, dates, and comments.
  • Standard accounts are free to use.

Cons
  • If you’re more of a visual worker, Workflowy might not be for you.
  • Standard free accounts are more suited to individual use than team use.
  • If you’re looking for one program that can do it all, you’d do better to look elsewhere.
  • You can’t back up your data with a free account.

3. TickTick

TickTick pays attention to how your to-do list for work plays a part in your overall workflow.

Features:
  • Eisenhower Matrix, Pomodoro timer, habit tracker, and calendar - extra features to keep you focused and on-track.
  • Smart Lists - TickTick automatically assigns some of your tasks to smart lists. For example, tasks due on the current date are sent to the ‘Today’ list.
  • Customisable reminders - set reminders for your tasks for any date, time, and to be shown as frequently as you’d like.
  • Share task lists with others - assign tasks to team members, and have tasks assigned to you by your co-workers.
  • Filter tasks by priority - make sure you’re focusing on what matters the most right now.
  • Timeline and Kanban views - change the way you view your to-do lists to better visualise what’s coming up.
A task being added to a TickTick to-do list
Image courtesy of TickTick
Pros
  • A good balance between being simple, and offering extras that you might need.
  • TickTick is available to use on all devices, and works on all operating systems.
  • Takes some of the organisational burden off of your shoulders with smart lists.

Cons
  • Collaborators have to be manually invited to to-do lists.
  • The calendar feature is only available to Premium users.

4. Todoist

Todoist streamlines your task management by integrating your personal and professional to-do lists into an organised system.

Features:
  • Integration with other calendars and productivity apps - add tasks from your calendar, or pull them from messages in a different app used for work.
  • Project organisation - assign tasks to colour-coded projects.
  • Recurring due dates - as well as regular due dates, add recurring due dates for tasks that repeat daily, weekly, or monthly.
  • Smart task add - Todoist’s quick add feature predicts what you’re adding to your lists based on previous data.
  • Project sharing and task assignment - collaborate by sending your projects to co-workers, and assigning tasks to team members.
A screenshot of Todoist’s desktop app showing a today to-do list
Image courtesy of Todoist
Pros
  • With a bit of set-up, integration with other apps means less time spent switching between apps, and less chance of missing tasks requested by co-workers.
  • Todoist offers templates to get you started on your projects quickly.
  • Ability to add comments and attachments to your lists.
  • Syncs across all devices.

Cons
  • Adding subtasks is more convoluted than on other platforms.
  • The free version limits users to three labels and three filters.
  • Free use is capped at just five collaborators and five projects.
  • One of the more expensive options when using a paid subscription.

5. Any.do

Any.do balances a simple approach to task management with integration capabilities that help you to ensure no task goes missed.

Features:
  • Daily planning feature - Any.do’s ‘My Day’ feature helps you to prioritise tasks for the day ahead.
  • Syncs across multiple devices - available on mobile, desktop, tablets, and wearables.
  • Integration with various calendars and productivity applications - see your tasks in the usual calendar you use.
  • Reminders of what needs to get done - no need to go into the app to see your most time-pressured tasks.
  • Mobile widget - on a phone or tablet, use Any.do’s widget to get an overview of your day’s tasks.
  • Task sharing - share your tasks and lists with collaborators.
A phone and desktop both showing to-do lists from Any.do
Image courtesy of Any.do
Pros
  • Any.do is a good choice for users looking for a simple to-do list app.
  • Calendar integration helps you to keep on top of tasks and work them around your other plans.
  • The daily planner feature empowers you to know where to focus your attention.

Cons
  • Integration with other apps such as Slack is only available to paid users.
  • The free version of Any.do has limited customisation abilities.

Confluence templates to get you off to a head start

Unlock templates for all your work needs, like to-do lists, project planning, and product roadmaps, with Content Formatting Macros.
Written by
A headshot of Holly Aspinall
Holly Aspinall
Content Marketing Manager
As an experienced Content Marketing Manager, Holly is dedicated to writing valuable, accessible guides that help users understand their tools better and get more out of their workday.

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