The 10 Best Personal Task Management Tools to Keep You on Track

Bertha Bella

HR Writer & Editor

9 min read

Published: Sep 29, 2023

Revised on: May 1, 2024

Personal task management tools enhance your organizational skills and help you prioritize your tasks and remain on track, maximizing your valuable time. With a multitude of task management tools available, you can find products with unique features to cater to requirements for you and your team. This article presents a comprehensive overview of the top 10 options. Discover the perfect personal task management tool to align with your needs.

What Is Personal Task Management?

Personal task management is the process of organizing several aspects of your life. It involves balancing work, leisure, and individual activities.

On the other hand, project management refers to managing work tasks with an entire team. You could say that tasks are subsets of projects.

For example, the project is to have a successful week, but one task could be as simple as waking up earlier or making coffee.

The best personal task management software can help you:

• Easily add and organize tasks without too many steps
• Sort tasks into different and easily recognizable categories - lists, to-dos, projects, etc.
• Not miss deadlines with notifications designed to get your attention
• Sync across different platforms - most importantly, desktop and mobile
• Experience the most efficient experience possible

What Is a PMS Tool?

A PMS (Project Management Software) tool is an app/software that manages the tasks needed to execute projects professionally and successfully. It typically helps to collect, interpret, and analyze all information associated with a project. When using a PMS tool for work, you can seamlessly integrate planning, designing, resource allocation, scheduling, and decision-making, all in one place.

The best PMS tools can help you:

• Consolidate tasks, resources, start dates, end dates, etc.
• Track and collaborate on projects using notifications to stakeholders
• Improve customer relationship management
• Maintain a definite view of budgets and financial gain expenses for proper analysis and decision-making
• Guarantee information security on all levels

Why Do You Need a Personal Task Management Tool?

There are many reasons why using a personal task management tool is a smart move. Here are three primary benefits:

• It Improves Productivity: With personal task management tools, you can have an efficient, electronic to-do list. No more pen and paper or multiple spreadsheets. Personal task management tools typically come with intuitive features that make meeting your deadlines easy. When you can prioritize daily tasks, receive and act on reminders, and sync your data across devices, you'll save time and get things done.
• It Can Help Organize and Analyze Goals: Most personal task management tools have an analysis feature. This helps you review your progress, analyze individual tasks, and determine what worked. Then you can eliminate bad habits and integrate good ones.
• It Aids Collaboration: In addition to helping with personal goals, these tools are a great way to consolidate information among teams. Everyone can share files, give feedback, and stay in the loop. Real-time task monitoring also ensures that tasks get completed quickly.

What Are Tips for Picking the Best Personal Task Management Tool?

Before choosing which personal task manager to use, consider the following:

• Is It Easy to Use? Excellent personal task management software should be easy to use. You shouldn’t have to watch tutorials to navigate the interface.
• Does It Have a Free Version or a Trial Period? It’s always best to try out a task manager app before committing your money. This way, you know exactly what to expect. And, if it’s not the right fit, you can cancel without losing any money.
• Can It Integrate Effectively? Using a task manager that integrates well with various apps makes it easy to consolidate your tasks.
• Can It Track Task Progress? A task tracker feature ensures you analyze your progress at the end of the day.
• Is There Customer Support? The best task management tools offer quick customer support when users need help. Nobody likes to be left confused and unattended.
• Is It Intuitive and Flexible? Getting the most out of your task management app means you can use it for various projects, personal, professional, and school work.

Finding a personal task management tool that ticks all the boxes above makes all the difference. The key is to have a tool that helps you work smarter, not harder.

Top 10 Personal Task Management Tools

1

Todoist

Pricing

$4.00 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 4.7 (353,531)

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Todoist is a task management tool used by millions of individuals and teams worldwide. They offer intuitive solutions to enhance productivity and streamline workflow. From its natural language recognition to seamless offline integrations and customizable organization tools, Todoist is helping achieve productivity from personal errands to coordinating team projects.

Todoist Task Management Tool Key Features:

• Natural Language Recognition: Todoist's natural language recognition translates your thoughts into actionable tasks instead of manually inputting task details. Simply type in your to-do list using everyday language, and it automatically categorizes and schedules tasks, whether it's setting deadlines or specifying recurring reminders.
• Offline Integrations and Sync: When upgrading to Todoist's premium version, you can unlock offline integrations that sync with platforms such as Google Mail and Calendar, Slack, and Zapier to manage tasks directly from your email inbox or schedule events. 
• Color-Coding and Labels: Todoist's color-coding and labeling system assigns specific colors and labels to tasks, projects, or deadlines. You can track progress at a glance to distinguish between different categories.

Pros

1. Easy to use interface and intuitive task management. Many reviews mentioned how simple Todoist is to use for organizing tasks and projects.
2. Available across multiple platforms and devices. Todoist syncs seamlessly across web, desktop apps, mobile apps allowing users to access tasks anywhere.
3. Natural language support for adding due dates, recurring tasks etc. Users loved the ability to quickly add tasks using natural language.
4. Collaborative features like task assignments, comments, file attachments. Useful for sharing tasks and communicating with teams.
5. Motivational elements like karma, goals, and productivity tracking. Reviews highlighted features that helped users stay motivated.

Cons

1. Limitations of free version like lack of reminders. Important features locked behind paywall was a common complaint.
2. Steep learning curve and complexity. Some users found the extensive features overwhelming initially.
3. Syncing issues faced occasionally. A few reviews mentioned problems with syncing between devices.
4. No calendar view available. Ability to see tasks on a calendar view was lacking.
5. Pricing model and cost. While affordable, some users felt the premium plans were expensive for features offered.

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2

ClickUp

Pricing

$7.00 per user/month

• Free version
• No Seat Minimum

Rating 4.6 (13,224)

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ClickUp is a versatile platform that assists as a personal task organizer and a project management tool. Whether you're an individual striving for efficiency or a team collaborating on complex projects, ClickUp offers the flexibility and features to collaborate effectively and stay organized throughout your tasks.

ClickUp Task Management Tool Key Features:

• Task Management and Assignment: You can create to-dos, organize documents, and set reminders for goals. Moreover, you can assign tasks to other individuals, streamlining collaboration. Simply input their emails to delegate tasks efficiently.
• Customizable Workspaces and Task Types: ClickUp provides flexibility to structure projects according to your preferences. You can customize workspaces, define task types, and establish naming conventions that suit your team's workflow. 
• Automation and Integration: ClickUp's automation capabilities and extensive integrations allow you to connect to your favorite tools. From recurring tasks to streamlined workflows, you can create a unified ecosystem for managing projects efficiently, while boosting productivity.
  

Pros

1. Flexible and customizable features allow users to tailor ClickUp to their specific needs and workflows.
2. Intuitive and user-friendly interface makes it easy to navigate and manage tasks and projects.
3. Robust collaboration tools like comments, chat, and assign mentions facilitate team communication and coordination.
4. Multiple task views like list, board, Gantt chart provide flexibility to organize tasks.
5. Integration with common tools like Google Drive, Slack improves workflows.

Cons

1. Steep learning curve due to overwhelm from number of features and configuration options.
2. Occasional bugs, glitches and performance issues hamper user experience.
3. Mobile app lacks some functionality compared to web/desktop.
4. Limitations of free version like number of tasks, features restricted.
5. Difficulty finding specific help documentation among extensive support content.

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3

Assembly

Pricing

$2.80 per user/month

• Free version
• Free trial available
• Seat Minimum: 1 User

Rating 4.7 (291)

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Assembly is a task management tool designed to streamline projects and enhance productivity. With Assembly, you can break down tasks into manageable workflows and steps. Its user-friendly interface and intuitive design make task management a breeze. Assembly offers a vast library of customizable workflow templates, catering to specific needs and preferences, whether you're a freelancer, a small business owner, or part of a larger organization. 

Assembly Task Management Tool Key Features:

• Meeting Notes Workflow: Say goodbye to the hassle of taking meeting notes. Assembly's Meeting Notes workflow feature allows you to record meeting minutes, collaborate with stakeholders, and track the progress of action items. With everything organized in one place, you can ensure that nothing falls through the cracks.
• Wins List: Boost motivation when using the Wins List feature. Instead of succumbing to procrastination, keep yourself motivated by documenting completed tasks for the day, week, month, and year. Celebrating achievements and milestones lets you stay focused and inspired to tackle your goals head-on.
• Daily/Weekly Agenda Template: The Daily/Weekly Agenda template allows you to assign tasks to team members, monitor progress in real-time, and ensure that you and everyone else are working towards common objectives. By fostering collaboration and accountability, you can enhance teamwork efficiency and achieve greater results, all within a centralized and collaborative workspace.
  

Pros

1. Easy to use and intuitive interface. Many reviews mentioned Assembly is simple, easy to navigate, and user-friendly.
2. Good customer support. Reviews mentioned Assembly's support team is responsive in resolving issues.
3. Rewards redemption process is smooth. Users liked the gift card and other reward options that can be redeemed with points.
4. Integrates well with Slack and Microsoft Teams. The integration makes giving recognition quick and seamless.
5. Good for employee recognition and engagement. Reviews highlighted Assembly's peer-to-peer recognition features that help boost employee morale.

Cons

1. Limitations in analytics and reporting features. Some reviews wanted more detailed analytics and user statistics.
2. Creating flows and automations can be tricky. Reviews noted workflows and automations are sometimes hard to setup.
3. Limited customization options for recognitions. Users wanted more ways to customize recognitions with images/GIFs.
4. Lack of mobile apps earlier on. Reviews mentioned lack of mobile apps made it hard to use when not by a computer.
5. Confusion due to branding changes. Reviews noted frequent name changes of the reward units was confusing initially.

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4

Asana

Pricing

$10.99 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 4.4 (23,710)

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Asana is the ultimate task management tool that enhances productivity and streamlines workflow. Whether you're tackling personal projects or collaborating with a team, Asana provides essential features for task management to simplify workload, prioritize effectively, and achieve objectives. 

Asana Task Management Tool Key Features:

• Flexible Task Organization: You can organize your tasks to suit your workflow. You have the options for lists for a straightforward organization or Kanban boards for visualizing progress. This versatility allows you to adapt your task management approach based on the specific needs of each project or individual task.
• Seamless File Attachments: Asana's seamless file attachment feature integrates files from Google Drive, Dropbox, or your device directly into any task. This ensures that all relevant documents, images, or other resources are readily accessible.
• Granular Task Tracking and Breakdown: You can break down larger tasks into smaller, more manageable subtasks. This granular approach to task management helps maintain clarity and enables more accurate tracking of progress.
  

Pros

1. User-friendly and intuitive interface
2. Powerful features for task management and project tracking
3. Enables easy collaboration through task assignment, file sharing, and real-time communication
4. Customizable workflows and views like Kanban boards and Gantt charts
5. Integrations with other tools like Slack, Google Drive, Dropbox etc.

Cons

1. Steep learning curve, especially for beginners
2. Can be overwhelming with extensive notifications
3. Limitations in advanced reporting capabilities
4. Expensive pricing plans for larger teams
5. Lack of robust time tracking and resource management features

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5

OmniFocus

Pricing

$9.99 per user/month

• Free trial available
• No Seat Minimum

Rating 4.0 (1,264)

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OmniFocus is a personal task manager for busy professionals, designed to transform scattered thoughts into actionable to-do lists. Built with deep integration for Apple/iOS devices, OmniFocus simplifies scheduling and prioritizing tasks. Whether you're juggling multiple projects or striving to stay organized, their tools help to make progress toward objectives with ease.

OmniFocus Task Management Tool Key Features:

• Cross-Platform Syncing: OmniFocus ensures that tasks are synchronized across all your Apple devices, including your PC. If you're on a Mac, iPhone, or iPad, or accessing OmniFocus via the web, your tasks are up to date and accessible wherever you are.
• Tagging and Forecasting: With unique features like tagging and forecasting, OmniFocus lets you organize your tasks efficiently. Tagging allows you to categorize tasks for easy filtering and organization, while forecasting gives you a glimpse into what's ahead to stay prepared and focused on priorities.
• Powerful Productivity Tools: OmniFocus acts as a second brain, capturing and organizing all your activities into a manageable system. Its tools, including projects, due dates, and custom perspectives, enable you to ensure priorities are completed on time.

Pros

1. Powerful and flexible task management system that can be customized to fit any workflow. Allows for detailed organization of tasks and projects.
2. Seamless syncing across devices (Mac, iOS, Watch). Can access tasks anywhere.
3. Useful features like defer dates, sequential projects, and forecast view. Helps prioritize tasks and focus.
4. Integrations with apps like Mail, Calendar, and Reminders for easy task capture.
5. Implementation of GTD methodology provides structure for getting things done. Useful for productivity.

Cons

1. Steep learning curve to fully utilize all features and customizations. Can be overwhelming initially.
2. Expensive compared to other task managers, especially with separate purchase for desktop and mobile.
3. Lack of web access limits accessibility on other devices.
4. Collaboration features are limited. Can't easily share tasks with others.
5. iOS apps can be slow/clunky. Mobile usage not as seamless as desktop.

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6

Fantastical

Pricing

$4.75 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 3.8 (14,552)

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Fantastical’s personal task management tool streamlines scheduling and productivity on iOS devices. As a calendar app for iOS, Fantastical integrates with existing calendar accounts, providing a centralized hub for managing events, tasks, and reminders. It has an intuitive interface and feature set, offering convenience and flexibility to stay on top of your schedule wherever you go.

Fantastical Task Management Tool Key Features:

• Cross-Platform Integration: Fantastical synchronizes across all Apple devices, including Mac, iPad, iPhone, Apple Watch, and Apple Vision Pro. Whether you're at your desk or on the go, Fantastical ensures events and tasks are up-to-date and accessible from anywhere.
• Seamless Third-Party Integration: With support for popular third-party apps like Todoist and Google Calendar, Fantastical expands its functionality and versatility, allowing you to consolidate your tasks and events from multiple sources into one cohesive platform.
• Privacy-First Approach: Fantastical prioritizes user privacy with its privacy-first approach, keeping sensitive data securely stored on your device. Your account information, including passwords, is safeguarded using the Keychain and never leaves your device.
  

Pros

1. Easy and intuitive to create events/appointments with natural language processing.
2. Clean, visually appealing interface.
3. Good integration with other calendar apps and services like Google, Outlook, iCloud.
4. Useful features like weather forecast, travel time, calendar views.
5. Ability to add reminders, attachments, and notes to events.

Cons

1. Subscription pricing model can be expensive.
2. Syncing issues between devices and platforms.
3. Limited functionality in free version.
4. Some bugs and reliability issues.
5. Lack of cross-platform support on Android and Windows.

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7

Calendly

Pricing

$20.00 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 4.6 (34,193)

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With Calendly, the tedious back-and-forth of arranging meetings via email becomes a relic of the past. Calendly revolutionizes personal task management by simplifying scheduling, enhancing productivity, and putting you in control of your time.

Calendly Task Management Tool Key Features:

• Seamless Calendar Integration: Calendly syncs with your existing calendar, ensuring that your availability is accurately reflected and preventing double bookings. This integration streamlines the scheduling process, saving time and minimizing the risk of scheduling conflicts.
• Customizable Reminder Automation: The fully automated reminder system lets you tailor reminders to your preferences and those of your invitees, to ensure that everyone stays informed and punctual without the need for manual follow-ups.
• Cross-Device Accessibility: Stay organized and connected wherever you go with Calendly's accessibility across different devices. You can manage tasks from your desktop, smartphone, or tablet to ensure your schedule is at your fingertips.

Pros

1. Saves time by eliminating back-and-forth emails/calls for scheduling meetings. Allows people to easily book appointments by choosing from available time slots.
2. Integrates smoothly with popular calendar platforms like Google Calendar and Outlook to sync schedules. Avoids double-booking issues.
3. Customizable availability settings allow users to configure different time slots, durations, and parameters for each event type. Provides flexibility.
4. Automated notifications and reminders reduce no-shows and keep everyone organized. Helpful feature.
5. User-friendly interface makes the platform easy to use for both hosts and invitees. Very intuitive.

Cons

1. Limitations in free version like only 1 event type, lack of advanced customizations. May need paid plans.
2. Occasional syncing errors between Calendly and calendars can lead to scheduling conflicts. Reliability issues.
3. Steep pricing of paid plans for premium features like team scheduling and advanced integrations. Costly for some users.
4. Lack of round-the-clock customer support. Inconvenient for users needing immediate assistance.
5. Perception that sending Calendly link is impersonal for some prospects. Can be off-putting.

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8

Habitica

Pricing

$9.00 per user/month

• Free version
• No Seat Minimum

Rating 4.0 (26,423)

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Habitica is a task management platform that seamlessly blends gamification with productivity transforming daily routines into a game where you slay tasks and earn rewards as you conquer your goals.

Habitica Task Management Tool Key Features:

• Gamified Task Management: Habitica gamifies habits, dailies, and to-dos by transforming them into monstrous foes that you defeat by completing tasks. As you progress, your avatar levels up, unlocking in-game features such as battle armor, pets, magic skills, and even quests.
• Punishment System for Accountability: The punishment feature ensures accountability by imposing consequences when tasks are left unattended. Falling behind on goals has consequences in-game, motivating you to stay disciplined and focused on your objectives.
• Social Engagement and Support: Stay connected by battling monsters with the team, share achievements, and motivate each other to reach new heights.

Pros

1. Makes completing tasks and building habits fun and motivating through gamification. The avatar and RPG elements make productivity feel like a game.
2. Very customizable avatars, tasks, habits, and rewards help cater the experience to each user's needs.
3. Community component provides encouragement, tips, and accountability.
4. Helps users struggling with productivity, focus, and motivation. Provides structure and rewards.
5. Completely free to use basic features. Very affordable subscription for advanced features.

Cons

1. User interface could be cleaner and more modern. Some find it cluttered.
2. Avatar customization options are currently limited.
3. Can feel repetitive or boring over time. Need to change habits and rewards to keep it fresh.
4. Lack of integration with other productivity apps like ClickUp and Notion.
5. Mobile app has some performance issues and occasional bugs. Not as smooth as desktop.

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9

Remember The Milk

Pricing

$39.99 per user/month

• Free version
• No Seat Minimum

Rating 4.6 (54,998)

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Remember The Milk personal task management tool liberates the mind from the burden of remembering important details. It ensures that no task slips through the cracks, allowing you to stay on top of your to-dos. With its quick and efficient interface, this app is for busy individuals who need to manage tasks on the go. 

Remember The Milk Task Management Tool Key Features:

• Custom Alerts Across Platforms: You can tailor your reminders to suit your preferences and set up custom alerts for different platforms, ensuring that you receive notifications via text, email, or app notifications.
• Smart Add for Rapid Task Entry: Remember The Milk's Smart Add feature allows you to input task details quickly and efficiently in a single line. From due dates to priorities, tags, and more, simply enter your task properties, and the app takes care of the rest.
• Seamless Cross-Platform Integration: Whether you're on the web, using a desktop application, or on your mobile device, Remember The Milk stays in sync across all your devices. With apps available for various platforms including iOS, Android, Windows, Mac, and more, you can access your tasks wherever you go. Plus, integration with popular apps like Gmail, Google Calendar, and Evernote enhances productivity by centralizing tasks alongside other essential tools.

Pros

1. Easy to use and intuitive interface
2. Syncs across devices (mobile, desktop, web)
3. Flexible features for organizing tasks like tags, lists, priorities
4. Keyboard shortcuts for quick task entry
5. Free version has a lot of functionality

Cons

1. No calendar integration
2. Subtasks and collaboration features limited on free version
3. Mobile app can be slow/buggy
4. Completed tasks not sorted chronologically
5. Steep learning curve for advanced features

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10

Trello

Pricing

$5.00 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 4.4 (37,415)

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Trello is not just your go-to team task management tool, but a personal task management companion. Trello offers a seamless transition from team collaboration to individual productivity, ensuring that tasks, projects, and deadlines are organized in one place.

Trello Task Management Tool Key Features:

• Task Breakdown Flexibility: With Trello, you can break down tasks as they come to mind. Whether it's a simple to-do list or a complex project with multiple subtasks, Trello's intuitive interface allows you to structure your tasks according to your thought process.
• Comprehensive Project Details: Trello enables you to add comprehensive project information, ensuring that all essential details are readily available when it's time to execute. From deadlines to categories and labels, Trello keeps projects well-documented and accessible.
• Butler Automation: The Butler feature is an automation tool that allows you to set up customized workflows. Simply add tasks and activate the workflow to automate tasks, set deadlines, categorize items, and send notifications to streamline the personal task management process.

Pros

1. 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.
2. 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.
3. 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.
4. Integration with other apps. The ability to connect Trello with tools like Slack, Google Drive, Dropbox, etc. enhances workflows and productivity.
5. Free plan with robust features. Even the free version provides enough functionality for many users' needs, especially smaller teams and personal use.

Cons

1. 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.
2. Steep learning curve initially. Some users found Trello confusing at first and it took time to learn how to best organize boards and workflows.
3. Can get visually overwhelming. As the number of boards/cards increases, the visual interface can become cluttered and hard to navigate.
4. Lack of advanced features. Users noted a lack of time tracking, resource management, reporting, etc. for handling complex projects.
5. Performance issues. Some reviews mentioned occasional slowness in loading or syncing, especially with larger volumes of data.

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Conclusion

Effective personal task management is essential for maintaining productivity and achieving goals efficiently. The wide array of task management tools available today offers a tailored solution for every individual's needs and preferences. Whether you prioritize simplicity, collaboration, organization, or integration with other tools, there is a personal task management tool to suit your requirements. The top tools highlighted in this article, stand out for their features, user-friendliness, and versatility in helping users stay on top of their tasks and projects. Ultimately, the best tool for you will be the one that seamlessly integrates into your workflow and enhances your productivity, allowing you to effectively manage tasks and accomplish your objectives.