12 best task managers in 2023

There are more and more project and task management systems, so it becomes more difficult to choose among them that suits you and your team. In this article I will talk about the best task managers that I managed to use, their advantages and disadvantages.

For all the time I have been working in digital, I have had the opportunity to get acquainted with various services for both personal planning and teamwork. It was not always possible to stick to only one planner for a long time - for various reasons I jumped from one to another. And choosing the right task manager is super-important in order to work comfortably and harmoniously in the future.

Let's get the terms straight:

Task Manager is an application that helps you control tasks and keep track of deadlines, unload a bunch of information from your head so that you don’t forget about anything and don’t burn out. Some are optimal for collaboration, others for personal use, and others are ideal for both.

So, let's take a look at the best task managers that I advise you to take with you in 2023.

WEEEK

Available:

Online service

Windows

macOS

Android

When I came to the project, my eternal search for that same task manager ended. Because I found everything I needed in WEEEK: a calendar, kanban boards, flexible notifications. And this could be enough, but working with the service is made even more comfortable by the pomodoro timer, subscriptions to tasks, the ability to choose a dark theme and integration with the services I need the most. About everything in order.

With WEEEK you can:

Work on projects with a team;

Chat, use mentions and links to tasks;

Appoint responsible persons and observers;

Control deadlines;

View tasks in calendar view, list view or on a kanban board;

Divide tasks into subtasks up to 6 points;

Navigate them with filters;

Use integrations with Miro, Google Docs/Sheets, Figma and other services without leaving the task manager;

Create your own knowledge base with regulations and instructions;

Use a CRM system;

Generate ideas and put them to the public vote;

Prioritize according to 4 levels of importance;

Set up repeatability and create copies of tasks;

Use voice tasking.

Advantages:

Become the master of time. A time tracker, a pomodoro timer, the ability to set deadlines and set up notifications are at your service.

Nothing will go unnoticed. The calendar allows you to set plans for the week. Come back to him to set new tasks and to properly distribute the workload.

The best of agile. Manage all sprints at the same time at the board level. Or follow each one separately in groups.

Rates:

Personal - free. For individual use. Up to 7 projects;

Team is free. For teams up to 5 people. And up to 7 projects;

PersonalPremium - 190 rubles per month. For personal use and an unlimited number of projects;

TeamPremium - 590 rubles per user per month. Priority support and increased storage capacity;

TeamBusiness - 690 rubles per month. Maximum possibilities WEEEK.

Apple Reminders

Available:

Online service

masOS
Apple Watch

Free, but not the most functional task manager developed by Apple. All it has is setting tasks and sending notifications, which is convenient for personal planning. But the possibility of collaboration and other complex functions are not here.

You can:

Create, edit, group and sort lists;
Add sub-items and sub-tasks;
Use smart lists;
Put tags and mentions;
Assign priorities;
Share lists and set reminders for those who have access to them.

Advantages:

Fine-tuning reminders. Not only can you set when notifications are sent, but you can also create location and user associations. Imagine that immediately after arriving at the office you need to call a client - Apple's task manager will remind you to do this at the very moment when you enter the office. And it's cool.
Synchronization is possible on all "apple" devices.
Setting reminders with Siri.

Rates: Is free.

Trello

Available:

Online service
Windows
iOS
macOS
Android

Trello is one of the most popular task managers. It can be used personally and as part of small teams. For large companies, it is simple. The basis of Trello is kanban boards with the ability to set deadlines and move cards from one column to another.

Trello functionality varies by plan. Using the free one, you can only use kanban boards. In paid versions, other ways of organizing projects are also available - in the form of panels, maps, tables, chronologies, calendars (but more on this in the tariffs).

You can:

Work in a team;
Create visual kanban boards;
Attach checklists to cards;
Follow deadlines;
Use templates and customize them for yourself;
Prioritize tasks;
Set up notifications by mail or Telegram;
Integrate many programs;
Add photos, videos and files;
Share comments;
Work offline.

Advantages:

Simple, clear and visual interface;
Comfortable working environment and a set of effective tools for productive teamwork.
Rates:
Free plan (up to 10 kanban boards in the workspace, using files up to 10 MB).
Standard rate (up to 100 kanban boards, using files up to 250 MB): $5 per team member.
Premium plan (presenting projects as panels, timelines, maps and calendars, using templates in workspaces): $10 per team member.
Corporate rate (allows you to use additional features): is calculated based on the number of team members.

Todoist

Available:

Online service
Windows
iOS
macOS
Apple Watch
Android

Organize, plan, execute. Pleasant and simple, Todoist will be a great helper. Set tasks on the calendar or distribute directly to projects. Various ready-made templates will help you quickly create new workspaces.

This is a gamified task manager. It has karma points, which are awarded for the efficient and timely execution of tasks, as well as the use of additional useful features. For failures of deadlines, points, on the contrary, are removed - it’s not necessary like that.

You can:

View and analyze the actions of project participants;
Implement habits with recurring deadlines;
Filter tasks;
Add voice comments;
Use 4 priority levels;
Set up push and email notifications;
View productivity charts and activity history;
Integrate browsers, calendars, mail, timers and voice assistants.

Advantages:

10+ color themes for your style, character and mood;
Ability to add tasks by e-mail;
Motivation system.

Rates:

Free - 5 active projects, up to 5 employees per project, adding files no larger than 5 MB

Pro - 229 rubles per user per month for an annual subscription, 299 rubles for a one-time subscription for a month. 300 active projects, up to 25 employees per project, files no larger than 100 MB.

Business - 329 rubles per month per user for an annual subscription, 399 rubles for a one-time subscription for a month. 500 active projects per participant, up to 50 employees per project, files no larger than 100 MB.

WorkZen

Available:

Online service
Android
iOS

Task manager from MTS. Everything you need and nothing more. Allows you to gradually transfer tasks from “Start” to “Done” and even to “Someday”. But it's better not to go there.

Here you will find a scheduler, and also a compact CRM that allows you to register deals and maintain a client base. The task manager interface is minimalistic, the workspace has kanban boards, lists, and a calendar. When creating tasks and cards, you can attach a client profile, item and amount to them.

If you were looking for a concise and convenient task manager with CRM, perhaps Work Zen is exactly what you need.

You can:

Set tasks and view them on the board, calendar or list;
Invite an unlimited number of users;
Assign roles;
Create a visual Gantt chart;
Assign tags;
Create a product catalog;
Create, supplement and edit the client base.
Advantages:
Minimalistic interface;
Ability to adapt to your needs;
Symbiosis of a task manager and CRM.

Rates:

2 projects in one workspace are available for free.

A Gantt chart, the ability to manage up to 7 projects in one space, as well as analytics will be available to you for 2,150 rubles per month.

No restrictions on the number of projects, integration with mail, Tilda and VK - 6,500 rubles per month.

TickTick

Available:

Online service
Windows
iOS
macOS
Apple Watch
Android

The developers have carefully thought out the ecosystem of the TickTick task manager. It implements only what is needed for task management, so it is optimal for small teams and personal use.

In TickTick you will find a convenient sorting system: you can sort tasks by tags, title, creation time, kanban board, list, and priority. A notepad and a habit tracker are provided, tools with which you will introduce something new and useful into your life.

You can:

Set tasks and create lists;
Share them with involved people and work in a team;
Dictate text using voice input;
View task calendar: from daily to monthly;
Mark important items in tasks;
Collect them into lists, and lists into folders;
Attach photos and files;
Use a pomodoro timer and white noise to focus;
Set priorities;
Save time with customizable templates;
Set reminders by location and more.

Advantages:

Rich functionality in the free version;
Assessment of achievements;
Low premium price.

Rates:

The developers offer a free and premium version. The latter includes white noise, a news feed and a fully functional calendar. All this beauty for $27.99 a year.

Any.do

Available:

Online service
Windows
iOS
macOS
Apple Watch
Android

Any.do is a cross-platform task manager: it can even be installed on an Amazon smart speaker and Apple watch, it works with Google Assistant and Siri. WhatsApp integration is also implemented, thanks to which you can import tasks from the task manager and set up sending notifications to the application. There is a smart shopping list with automatic sorting of the latest ones. What's more, Any.do lets you upload recipes to lists and then share them.

You can:

Plan tasks and make lists;
Share and work together;
Set up reminders;
Add subtasks;
Attach documents and tags;
Create recurring tasks;
Associate reminders with geolocation;
Prioritize color;
Design personalized themes.

Advantages:

Pumped shopping list;
Compatibility with different platforms;
Nice price for the paid version.

Rates:

Free - basic version;

WhatsApp Reminders - $2.99 per month. To generate with whatsapp;

Premium - $5.99 per month with an annual subscription. All functionality is in your hands.

Wrike

Available:

Online service
Windows
iOS
macOS
Android

Wrike is not just a task manager - it is a multifunctional platform designed for project management. For personal use, you may find it too cumbersome, but for large companies and processing a significant number of projects, it fits perfectly.

The main advantage of Wrike is the ability to fine-tune the set of parameters. For example, you can completely customize Wrike for yourself - automate several frequently repeated processes and much more.

You can:

Invite an unlimited number of users;
Personalize the interface;
Manage tasks, subtasks and assign responsible persons;
View the news feed of projects and tasks;
Create interactive panels and tables;
Plan the working week of employees and monitor the schedule;
Create interactive Gantt charts;
Automate processes;
Create reports using visual charts or ready-made templates;
Manage the workload of the team, keep track of time and keep timesheets;
Write notes to files;
Manage access rights.

Advantages:

A variety of features and settings will make Wrike as convenient as possible for you;
The ability to design the interface for the style of the company, up to changing the logo to your own;
Large selection of rates.

Rates:

Free up to 5 projects.

Professional level that gives access to the main features of Wrike: $9.80 per team member.

Business rate, which includes thin-customize platforms, unlimited members: $24.80 per person per month.

A number of corporate-level tariffs with their own prices.

Bitrix24

Available:

Online service
Windows
iOS
macOS
Android
linux

You can use this tool both as a regular task tracker and as a full-fledged CRM. Versions for large companies allow you to automate your business, conduct end-to-end analytics, connect online stores and other sites.

In Bitrix24, you can create tasks in lists, kanban boards, a Gantt chart, and a calendar. For ease of use, there are standard templates for any projects and processes. Grouping tasks according to the degree of responsibility and involvement - “instructed”, “observe”, “do”, “help”.

You can:

Use the CRM system even in the free version;
Communicate with colleagues in a corporate chat and record video messages;
Organize video conferences;
Upload automatic reports to Excel;
Pause tasks;
Use a time tracker;
Sort tasks and projects by activity;
Edit documents online;
Set up business processes.

Advantages:

Bitrix24.Assistant. Set tasks, make appointments, send messages to the chat by voice using Yandex.Station;
HR: structure and employees. Lists and profiles of employees, accounting of working hours, register of contracts and more;
Knowledge base: instructions, information on projects, training materials and much more;
Prompt and competent technical support.

Rates:

Version with unlimited number of users, CRM and many other goodies: free. There is a 5 GB limit.

Versions with the number of users from 5 to infinity and varying functionality: from 1,743 to 8,393 rubles per month.

flowlu

Available:

Online service
Android
iOS

The Flowlu project management system can also be used as a simple task manager. Organize your thoughts with kanban boards. Turn on reminders so you don't forget anything important. Chat online with the team. Manage finances, issue invoices and use convenient online payment. And that's not all.

You can:

Conduct an unlimited number of work processes;
Set up recurring tasks;
Create customized lists in the form of tables;
Track progress and take into account the time spent;
Upload analytics and reports;
See comments and wishes of the customer directly in the project;
Use all the features of the CRM system;
Keep a history of interaction with customers;
Manage finances and issue invoices;
Automate processes;
Invite observers to tasks.

Advantages:

You can have a free consultation with support for 15 minutes;
Integration with 1C;
An abundance of functionality for both small teams and full-fledged business.

Rates:

Version supporting up to 3 users: Free
Versions that support from 10 to an infinite number of users, repetitive tasks, integration with mail, 1C and other functions: from 1,190 to 7,990 rubles per month.
Yandex.Tracker

Access:

Online service
Android
iOS

Organize processes and collaboration with the cloud service from Yandex. A wide range of opportunities for any business: from small to large. Design features of Yandex.Tracker allow you to cope with any workload and a large amount of tasks.

Create a task, structure the work, analyze, plan. Use Agile and set up automation. Everything you need to work efficiently is in one place.

You can:

Organize joint work of employees and departments;
Add tasks to favorites and subscribe;
Save time with templates;
Reduce routine processes with automation;
Use agile tools and kanban boards;
Comment on attached files;
Manage and monitor team workload;
Integrate Yandex.Tracker with other systems using the API.

Advantages:

Informative dashboards allow you to place all the necessary data in plain sight. Tasks and progress, tables, notes and other information are always in front of your eyes;
Responsive technical support will help with the implementation of the service, select a partner for migration;
There is no limit on the amount of stored data and processed tasks.

Rates:

Version supporting up to 5 users: Free.
Version for companies up to 100 employees: 258 rubles per user.
Version for companies from 251 to 500 employees: 185 rubles per month for each user.
A separate line of tariffs for larger teams.

Jira

Available:

Online service
Android
iOS

Jira is a development tool for agile teams. It is designed to help developers plan, track, and release software.

If you are not a developer, but just looking for a convenient and functional task manager, Jira has everything you need. Make lists of tasks, distribute them among team members. Lead discussions and track progress. Set up notifications and don't miss anything important.

You can:

Organize teamwork;
Use kanban and scrum boards;
Draw up and discuss action plans;
Connect roadmaps;
Upload Agile reports;
Set up automation;
Plan performance;
Archive projects;
Explore unlimited possibilities with integrations and applications.

Advantages:

A large number of narrowly focused functions;
A detailed and understandable product manual to get the most out of all the features.

Rates:

Free - free. For teams up to 10 users;
Standard - $75 per month. To improve the efficiency of growing teams;
Premium - $145 per month. To scale and track the work of organizations;
Enterprise - calculated individually. For large enterprises with high management and security requirements.
Now you are familiar with the top planning tools for 2022. Choose the most useful and convenient for you. And forward - to orderliness and high productivity! Use it. Do not thank.

12 best task managers in 2023

WEEEK

Apple Reminders

Todoist

WorkZen

TickTick

Bitrix24

Jira

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