Productivity Consultant & Writer
1
The 10 Best Apps & Software to Streamline Your Day
6 min read
Published: Dec 1, 2022
Revised on: May 28, 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.
- Trello
- 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.
- 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.
- nTask
- Easy to use interface and intuitive design
- Useful features like task boards, time tracking, Gantt charts, and Milestone tracking
- Helps organize tasks and projects efficiently
- Good for team collaboration and communication
- Affordable pricing compared to competitors
In this digital age, managing a seamless and efficient day has never been more essential. Whether you're a professional striving to optimize your work routine or an individual seeking to streamline personal tasks, the right tools can make all the difference. In this article, we delve into a carefully curated list of top-notch applications and software, each meticulously chosen for its ability to simplify tasks, enhance organization, and empower you to make the most of every moment. From task management and collaboration to time tracking and automation, we present a diverse array of solutions to help you reclaim your time and attain peak productivity.
What Does Streamline Mean in the Workplace?
In the workplace, 'streamline' refers to the process of improving efficiency by simplifying or eliminating unnecessary steps, tasks, or procedures. The goal of streamlining is to make workflows smoother, faster, and more cost-effective, often by reducing redundancy, optimizing resources, and enhancing productivity. This can involve:
- Automating Processes: Implementing technology to handle repetitive tasks, thereby reducing manual effort and minimizing errors.
- Revising Procedures: Analyzing and reworking existing procedures to remove bottlenecks and unnecessary steps.
- Improving Communication: Enhancing methods of communication to ensure information flows more effectively within the organization.
- Reorganizing Structure: Adjusting team roles and responsibilities to ensure that tasks are aligned with employees' strengths and that there is no duplication of effort.
- Adopting Best Practices: Implementing industry standards and best practices to ensure that processes are as efficient and effective as possible.
Streamlining often involves continuous evaluation and improvement to adapt to changing conditions and maintain optimal performance.
What Are Some Ways You Use Applications to Help Streamline Your Work?
Applications can significantly streamline work processes, improving efficiency and productivity across various tasks. Here are some general ways to use applications for streamlining work:
- Project Management Tools: Use applications to manage projects, track progress, assign tasks, set deadlines, and collaborate with team members. These tools help keep projects organized and ensure everyone is on the same page.
- Communication Platforms: Utilize tools to facilitate instant messaging, video conferencing, and file sharing, making staying connected and collaborating in real-time easier.
- Document Management: Employ cloud-based storage and document management systems to store, organize, and share files. These applications provide easy access to documents from any device and support collaborative editing.
- Time Management: Leverage time-tracking and scheduling applications to manage your time effectively. These tools help monitor how time is spent, schedule tasks, set reminders, and ensure deadlines are met.
- Automation Tools: Use automation applications to automate repetitive tasks. These tools can connect different apps and create automated workflows, reducing the time spent on manual tasks.
- Note-Taking Apps: Employ note-taking applications to capture ideas, organize notes, and manage information efficiently. These apps often include features like tagging, searching, and syncing across devices.
- Customer Relationship Management (CRM): Use CRM software to manage customer interactions, track sales, and improve customer service. These tools help streamline communication with clients and organize customer data.
- Accounting and Finance Software: Utilize accounting applications for managing finances, invoicing, expense tracking, and generating financial reports. These tools simplify financial management and ensure accuracy.
- Email Management: Use tools to organize your inbox, prioritize important emails, and reduce clutter. These applications help maintain a more manageable and efficient email workflow.
- Task Automation: Implement task automation tools within office suite to automate routine tasks, such as data entry, reporting, and analysis.
- Collaboration Software: Utilize platforms for real-time collaboration on documents, spreadsheets, and presentations. These suites offer integrated tools for seamless teamwork.
- Mind Mapping and Brainstorming: Use mind mapping tools to visually organize ideas, plan projects, and facilitate brainstorming sessions. These applications help in visual thinking and idea generation.
Incorporating these applications into your workflow can streamline processes, enhance collaboration, and boost overall productivity.
Which Planner Is Best for Peak Productivity?
The best planner for peak productivity can vary based on individual preferences, needs, and work styles. Different planners have different features and designs that may appeal to different individuals. Think about what you need most from a planner, then pick the tool that provides the best combination of features needed without making task management overly complex.
Top 10 Apps to Streamline Your Workflow
This guide showcases ten of the best platforms to help you declutter your schedule and supercharge your productivity.
Pricing
$3.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Any.do is probably one of the best calendar apps for managing personal tasks, thanks to its no-fuss interface. It’s also one of the few apps that work on smartwatches.
The app lets you plan tasks and schedule reminders with a few quick taps. Once you have a task list, you can visualize your tasks using the calendar view or by category.
But this simplicity comes at a cost.
For example, you can’t integrate Any.do with other apps. It’s also lackluster for business use and has no project management capabilities.
Key Features:
- Create, manage, and collaborate on tasks
- Available on smartwatches
- Voice capture to create tasks on the go
- Try a full demo here
Platforms:
- Windows
- macOS
- Android
- iOS
- Apple Watch
- Wear OS
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
Todoist is a top-notch task management app with plenty of bells and whistles.
It’s a great platform if you’re a solopreneur or need to manage personal tasks. You can set task priorities, create subtasks and recurring tasks, and label tasks.
Key Features:
- Organize daily tasks and subtasks
- Allows collaboration via comments
- Set priorities for tasks
- Track task progress with the app’s measurement and reporting features
- Try a full demo here
Platforms:
- Windows
- macOS
- Android
- iOS
- Linux
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
Trello
Pricing
$5.00 per user/month
- Free version
- Free trial available
- No Seat Minimum
Trello is one of the best planning apps with Kanban boards and various views like calendar and list views.
With Trello, you can organize workflows on an intuitive interface. Invite team members or friends to a Trello board to collaborate on projects and communicate via comments. Start with one of Trello’s ready-to-use board templates or make new boards from scratch.
Key Features:
- Create simple, Kanban-based workflows
- Offers calendar view and timelines
- Large library of power-ups (including integrations)
- Automation feature called Butler
Platforms:
- Windows
- macOS
- Android
- iOS
- Linux
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.
4
Assembly
Pricing
$2.80 per user/month
- Free version
- Free trial available
- Seat Minimum: 1 User
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With Assembly, you can manage projects, invite others to collaborate, or simply create a to-do list.
You can sort tasks based on when you want to work on them using Assembly’s Notebook section:
But what if you have a dynamic schedule?
Assembly helps you plan your days, one day at a time. For example, Assembly’s Daily Agenda template automatically asks you about the day’s agenda at a preset time every day. The workflow template includes the most common questions. You can add as many new ones as you want or remove existing ones to fit your needs.
The best part? You can do all of that for free.
Key Features:
- Collaborative task management
- Ready-to-use workflow templates
- Build customizable workflows
- Task management with “Notebook”
- Allows rewarding for team members
Platforms:
- Web
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
nTask
Pricing
$3.00 per user/month
- Free trial available
- No Seat Minimum
nTask is a project management platform that is loaded with features to help you streamline your daily tasks. You can create a list of tasks and view them as a grid, and when upgrading, you can view them on a Kanban board.
nTask also has a built-in time tracker that helps track time task-wise.
Key Features:
- Collaborative features like comments and chat
- Offers Kanban view
- Has a built-in time tracker
- Allows setting roles and permissions for team members
Platforms:
- Web
- Android
- iOS
Pros
- Easy to use interface and intuitive design
- Useful features like task boards, time tracking, Gantt charts, and Milestone tracking
- Helps organize tasks and projects efficiently
- Good for team collaboration and communication
- Affordable pricing compared to competitors
Cons
- Mobile app needs improvement
- Can be difficult to customize for specific team needs
- Some find the interface outdated or unintuitive
- Limitations in free version like no Gantt charts
- Reporting functionality lacking for some users
6
TickTick
Pricing
$3.00 per user/month
- Free version
- No Seat Minimum
TickTick is an excellent choice if you like to capture tasks in multiple ways.
You can create tasks manually like with any daily planner or calendar app. Alternatively, you can send an email to TickTick or use a voice assistant to create events and tasks quickly.
TickTick offers other goodies like a Pomodoro timer, calendar view, and desktop widget. But it doesn’t integrate with many popular business apps.
It’s also fairly basic. So if you’re a large team, tick-tick is a no-go.
Key Features:
- Multiple ways to create tasks and reminders
- Calendar view
- Desktop widget
- Pomodoro timer
Platforms:
- Windows
- macOS
- Android
- iOS
- Linux
- Apple Watch
Pros
- Simple and easy to use interface. Many reviews mention the clean, intuitive design that makes it easy to quickly capture tasks.
- Powerful features like smart lists, tags, reminders and calendar integration. These allow users to organize tasks and stay on top of deadlines.
- Great compatibility across devices with web, desktop and mobile apps that sync seamlessly. Users can access TickTick anywhere.
- Affordable pricing. The free version is quite generous and the paid plans are reasonably priced compared to competitors.
- Constant improvements and new features being added based on user feedback. Reviews note the developers are responsive.
Cons
- Limitations of free version like number of tasks or lists. Some users feel key features should be available for free.
- Syncing issues occasionally mentioned, tasks not syncing properly across devices.
- Lack of more advanced features like sub-tasks, task dependencies or time tracking. For power users.
- Android app mentioned as a bit heavy and slow compared to iOS and web apps.
- User interface visual design could be more modern and aesthetically appealing. Some find it a bit basic.
7
Things
Pricing
$9.99 per user/month
- Free trial available
- No Seat Minimum
Need an intuitive planner for your Apple device? Things 3 is it.
It’s a great app to give yourself a productivity boost. The interface has a gentle learning curve, so you won’t need to invest more than a few minutes setting it up.
Things 3 offers essentials like setting repeat and recurring tasks. It also offers extras like the ability to create tasks by forwarding emails to Things 3 and some cool widgets.
The downside? There’s no free version.
Key Features:
- Allows creating checklist headings
- Creates tasks via email
- Integrates with Apple calendar
- Works on Apple Watch
- Easily search tasks
Platforms:
- macOS
- iOS
Pros
- Simple, clean, intuitive interface that is enjoyable to use. The design is beautiful.
- Easy to quickly capture tasks and ideas into the inbox. Useful quick entry keyboard shortcuts.
- Good integration with Apple ecosystem and seamless syncing between devices.
- Flexible organization with tags, due dates, projects, areas, etc. Makes it easy to prioritize tasks.
- One-time purchase rather than a subscription model. Provides good value.
Cons
- Expensive, especially if you want to use it on multiple devices. Separate purchases required.
- Lack of collaboration features. No easy way to share tasks or lists with others.
- Limited integrations with other software and services compared to some competitors.
- Not available on Android, Windows, or via a web interface. Apple only.
- Can be limiting for complex projects. Dependency management and workflows could be better.
8
Twobird
Pricing
Free- Free version
- No Seat Minimum
Twobird hits two birds with one stone by turning your inbox into a to-do list.
Whether you need to collaborate on client work or plan a party over emails, Twobird has your back — provided you use one of the Microsoft or Google email apps like Outlook or Gmail.
Got an email you want to respond to later? Set a reminder using Twobird and it will notify you about responding at your chosen time.
Twobird also categorizes your email by priority, so you can always get to the most important tasks first.
However, you can’t collaborate on Twobird with teammates.
Key Features:
- Free
- Sort emails by priority
- Automatic reminders
- Easily unsubscribe from emails
- Make notes on email
Platforms:
- Windows
- macOS
- Android
- iOS
9
ZenDay
Pricing
Free- Free version
- No Seat Minimum
ZenDay makes your day zen by helping you organize your tasks.
The interface has two views: you can look at the entire day’s task list or focus on a single task. It’s a minimalistic app with basics like color coding and calendar sync features.
Key Features:
- Calendar sync
- Color coding for prioritizing tasks
- Debrief feature gives you an overview of previous tasks
Platforms:
- Android
Pros
- The website initially looks professional and appealing
- Some users received their initial orders quickly
- The company promises refunds and replacements, even if they are not fulfilled
- Customer service representatives sometimes respond initially
- The products are inexpensive
Cons
- Products are not delivered or wrong items are sent
- Poor customer service and lack of response to complaints
- Refunds are not provided when promised
- Website and order system may not be legitimate
- Sizing of products is inaccurate
10
Habitica
Pricing
$9.00 per user/month
- Free version
- No Seat Minimum
Habitica is a productivity app rolled into a role-playing game.
Completing tasks earns assignees rewards that team members can use to upgrade their Habitica avatars.
While a small portion of professionals might like gamifying task management, many prefer a simpler and cleaner interface.
Habitica also penalizes team members for not completing tasks — a bad idea if you care about team morale.
Key Features:
- Track habits, tasks, and goals
- Rewards for completing tasks
- Allows the team to interact via a social community
- Avatar upgrades
Platforms:
- Web
- Android
- iOS
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.
Conclusion
Optimizing productivity and efficiency in our daily lives is a vital goal, and utilizing the right apps and software can significantly contribute to achieving this objective. The curated list of the best apps and software to streamline your day provides a diverse range of tools, each catering to specific needs and preferences. From task management and time tracking to communication and collaboration, these applications offer seamless integration, user-friendly interfaces, and robust features to enhance productivity and organize tasks effectively.
