The Best Getting Things Done App: Top Picks for Productivity in 2025

What is GTD and Task Management?

The Getting Things Done (GTD) methodology, developed by productivity expert David Allen, is a comprehensive approach to task management that aims to clear mental clutter and enhance focus.

At its core, GTD is about capturing all tasks and ideas in a centralized system, breaking down large tasks into smaller, actionable steps, and organizing them into categories and priorities.

Regularly reviewing and updating your task list ensures that you stay on top of your commitments, while the “next action” approach helps you focus on the immediate steps needed to move projects forward.

The core principles of GTD are:

• Capture: Collect everything that has your attention—from emails and phone calls to project ideas and household chores—in a trusted system outside your head.
• Clarify: Process what you’ve captured and decide what it means and what to do with it.
• Organize: Categorize your tasks and projects, assigning priorities, deadlines, and contexts. Using a reliable GTD app can streamline this process by providing an intuitive user interface and cross-platform compatibility.
• Reflect: Regularly review your system to ensure it’s up-to-date and that you’re focusing on the right things.
• Engage: Take action on your tasks with confidence, knowing you’re working on the most important things. Having a functional GTD system that fits your individual preferences is crucial for effective implementation.

Why is Task Management So Important?

Task management forms the foundation of productivity by organizing and prioritizing your work to achieve your goals. It's about breaking down projects into smaller, manageable tasks to ensure steady progress without feeling overwhelmed.

This clarity reduces anxiety and allows for greater focus, leading to increased efficiency and productivity. With a well-organized task list, you can easily identify and prioritize high-impact tasks, maximizing your time and effort.

Brief overview of task management apps

Task management apps are digital tools that help you implement task management principles, whether you follow GTD or another methodology. These apps offer a range of features, including:

• Task creation and organization: Easily create tasks, categorize them, set due dates, and assign priorities. Many apps offer functionalities like Quick Entry for quick task input, integration with third-party apps such as email, and even automation through custom email addresses.
• Collaboration: Share tasks and projects with others, delegate responsibilities, and track progress.
• Reminders and notifications: Stay on top of deadlines and important tasks with timely reminders.
• Accessibility: Access your tasks from anywhere, anytime, on your computer, smartphone, or tablet.
• Google Calendar integration: Sync your tasks seamlessly with Google Calendar to create reminders and enhance productivity and organization for users who rely on this widely used scheduling tool.

Key Features of a Good Task Management App

A good task management app should make task entry, creation, and editing a breeze, with strong organization features for categorization and prioritization. Deadline management is essential, so look for robust due date and reminder features.

If you work in a team, the app should support task assignment, progress tracking, and seamless collaboration. Integration with your everyday tools like calendars and email is also key for maximizing efficiency.

A good task manager is crucial for organizing and managing tasks effectively. Beyond the basics, a great app offers an intuitive and customizable interface with effortless search functionality. Mobile optimization is crucial for managing tasks on the go.

To truly elevate your productivity, look for an app with customization options like custom workflows and templates. Task automation can streamline processes, while advanced filtering helps you quickly locate specific tasks.

By considering these key features, you can find a task management app that perfectly complements your workflow and helps you conquer your tasks efficiently.

Top Contenders for the Best GTD App

NotePlan

NotePlan is a powerful tool that can help you implement the Getting Things Done (GTD) system effectively. It offers flexibility and adapts to your way of working, whether you follow GTD strictly or prefer a customized approach.

With NotePlan, you have all the necessary tools in one place. You can easily capture tasks, clarify their next actions, organize them into lists and projects, and reflect on your progress. The app's features seamlessly integrate with GTD's core principles, allowing you to manage your tasks and projects efficiently.

Here's how NotePlan can be your ideal GTD companion:

• Capture: Quickly add tasks to your inbox from anywhere on your computer using the Quick Capture plugin. On iOS, use Shortcuts for capturing tasks with a single tap on your home screen.
• Clarify: Determine the next actions for your tasks and organize them accordingly. Use tags to categorize tasks by context, time, energy, and priority.
• Organize: Create lists and projects to keep your tasks organized. Use folders, notes, and tags to structure your system in a way that suits your workflow.
• Reflect: Utilize NotePlan's Review feature to gain a comprehensive overview of your tasks and projects. Create custom reviews and filters to focus on specific areas.
• Engage: Choose actions based on context, time, energy, and priority. NotePlan's tagging and filtering capabilities make it easy to select the right tasks at the right time.

Cons:

• No Dedicated Kanban View: For those who prefer visual task management (like a Kanban board), NotePlan doesn’t natively offer this. Although, you can work around it with creative note structures.

Pricing:

• Free trial: 7-day free trial to test out all the features.
• Subscription: Paid plan starting with $12 billed monthly.

Review:

• Capterra: 4.1/5
• Apple App Store: 4.8 out of 5 (1000+)

Things 3

Effortlessly capture to-dos, clarify them into actionable tasks, and organize them into projects and areas. Its clean interface and intuitive design help you focus on getting things done.

Additionally, Things 3 allows users to view and manage all the tasks within specific projects or areas, providing a comprehensive overview without needing to dive into individual projects or use specific tags.

You’ll love features like “Today” and “Upcoming” lists for daily planning, and the ability to assign deadlines, tags, and checklists for better organization.

Pros:

• Intuitive Interface: Easy to learn and use, even for GTD beginners.
• Powerful Organization: Projects, areas, tags, and deadlines keep you organized.
• Seamless Capture: Quickly add tasks from anywhere with multiple entry points.

Cons:

• No Collaboration: Lacks features for team projects or shared task lists.
• Limited Platform Availability: Primarily for Apple devices, with limited web access.
• Can Be Pricey: Higher cost compared to some competitors.

Pricing:

• Free Trial: Things 3 offers a 15-day free trial for Mac
• Subscription: No. Things 3 uses a one-time purchase model for each platform with $49.99 for Mac.

Review:

• App Store Rating: 4.7 out of 5

OmniFocus

OmniFocus can be your power tool for GTD mastery. Dive deep into organizing tasks with its robust features like perspectives, contexts, and defer dates.

Forecast your day, review your projects, and automate workflows with powerful custom perspectives. If you're serious about GTD and need granular control, OmniFocus empowers you to implement the methodology to its fullest.

Pros:

• Advanced GTD Features: Offers powerful tools like perspectives, contexts, and forecast tag for granular control.
• Flexible Organization: Customize views and workflows to match your specific needs.
• Cross-Platform Support: Available on Mac, iOS, and web (with subscription).

Cons:

• Steep Learning Curve: Can be overwhelming for beginners due to its complexity.
• Higher Price: More expensive than many other GTD apps.
• Interface: Not as visually appealing as some competitors.

Pricing:

• Trial: Offers a 14-day free trial.
• Subscription: No free plan available. Paid plan starting with $9.99 per month.

Reviews:

• G2: 4.6/5 (55 reviews)
• Capterra: 4.7/5 (73 reviews)

Todoist

Todoist can be your go-to app for GTD with its balance of simplicity and powerful features. Capture tasks quickly, organize them into projects and subtasks, and prioritize with labels and filters. Todoist's Android apps, along with the iOS version, enable users to capture tasks on the go, which is essential for effective task management and aligns well with the GTD methodology.

Collaborate seamlessly with others on shared projects and enjoy a consistent experience across all your devices. Todoist’s flexibility makes it adaptable to your specific GTD workflow.

Pros:

• Cross-Platform Availability: Works seamlessly on any device (Windows, Mac, iOS, Android, web).
• Collaboration Features: Easy to share projects and delegate tasks.
• Natural Language Processing: Quickly add tasks with due dates and labels using natural language.

Cons:

• Limited GTD Features: Lacks some advanced GTD features found in OmniFocus or Things 3 (e.g., contexts, perspectives).
• Basic Free Plan: Free plan has limitations on projects and collaborators.
• Interface: Can feel cluttered with many projects and tasks.

Pricing:

• Free Plan: Available with limited features
• Subscription: Paid plan starting with $5 billed monthly

Reviews:

• G2: 4.4/5 (799 reviews)
• Capterra: 4.6/5 (2480 reviews)

Nirvana

Nirvana can be your zen-like GTD sanctuary. Focus on what matters most with its unique prioritization system that helps you identify your "next actions."

Embrace a calmer approach to task management with its clean interface and deferral features. Nirvana keeps you centered on your most important tasks without the overwhelm of traditional to-do lists.

Pros:

• Focus on Prioritization: Unique system for identifying and focusing on your most important tasks.
• Stress-Free Interface: Clean and minimalist design promotes a calm task management experience.
• Flexible Task Management: Combine GTD with other productivity methods like timeboxing.

Cons:

• Limited Features: Lacks some features found in other GTD apps (e.g., collaborations, calendar integration).
• Web-Based Only: No dedicated desktop or mobile apps.
• Less Visual: May feel too simplistic for users who prefer a more visual task management approach.

Pricing:

• Free Plan: Offers a free plan with basic features.
• Subscription: Available with a monthly $5 subscription.

Reviews:

• Play Store: 4.4 out of 5 (1,122)
• App Store: 4.4 out of 5 (203)

FacileThings

FacileThings can be your comprehensive companion for a truly GTD-focused life. FacileThings is a GTD software designed to facilitate the GTD productivity method, with features for every step, from capturing ideas to reviewing your system.

Visualize your workflow with Kanban-style boards and gain valuable insights into your productivity. FacileThings guides you towards achieving a “mind like water” with its structured approach.

Pros:

• True GTD Workflow: Faithfully implements all steps of the GTD methodology.
• Kanban-Style Boards: Visualize and manage tasks with intuitive boards.
• Routine Building: Helps establish and maintain consistent GTD habits.

Cons:

• Overwhelming for Beginners: The comprehensive GTD approach can be initially complex.
• Limited Collaboration: Sharing features are not as robust as in some other apps.
• Dated Interface: Visual design could be more modern and appealing.

Pricing:

• Trial: Offers a 30-day free trial.
• Subscription: Paid plan available at $12 billed monthly

Reviews:

• Play Store: 3.5 out of 5 (83)
• Capterra: 4.8 out of 5 (4)

Asana

Asana can be your collaborative GTD hub, perfect for teams and individuals alike. Manage projects with customizable views like lists, boards, and timelines.

Track progress, assign tasks, and communicate seamlessly with your team. With its powerful features and integrations, Asana empowers you to achieve your goals and stay organized, whether you're working solo or collaborating with others.

Pros:

• Powerful Collaboration: Seamlessly manage tasks and projects with teams of any size.
• Flexible Views: Visualize work with lists, boards, calendars, and timelines.
• Extensive Integrations: Connects with numerous apps to streamline workflows.

Cons:

• Can Feel Overwhelming: Abundant features may be excessive for solo GTD users.
• Less GTD-Specific: Not designed solely for GTD, so may require adaptation.
• Pricing: Can become expensive for larger teams or advanced features.

Pricing:

• Free Plan: Available
• Subscription: Paid plans starting with US$ 8.50 billed monthly

Reviews:

• G2: 4.4/5 (10495 reviews)
• Capterra: 4.5/5 (13042 reviews)

Evernote

Evernote can be your versatile GTD workspace, acting as a central hub for capturing all your ideas, notes, and tasks. Clip web pages, attach files, and organize everything into notebooks and stacks.

Use tags to categorize your notes and create to-do lists within your notes to track your progress. Evernote's flexibility allows you to tailor it to your unique GTD style.

Pros:

• Versatile Note-Taking: Capture ideas, notes, web pages, and audio recordings in one place.
• Flexible Organization: Use notebooks, stacks, and tags to structure your information.
• Cross-Platform Accessibility: Access your notes and tasks from any device.

Cons:

• Not Purely GTD: Requires adaptation to fit the GTD methodology fully.
• Can Become Cluttered: May require diligent organization to avoid information overload.
• Limited Task Management Features: Lacks advanced GTD features found in dedicated apps.

Pricing:

• Free Plan: Available
• Subscription: Paid plan available at $14.99 billed monthly

Reviews:

• App Store: 4.4 out of 5 (64k reviews)
• Play Store: 3.0 out of 5 (1.8M review)

2Do

2Do can be your personalized GTD command center. Harness its powerful features to organize tasks with customizable lists, tags, locations, and focus filters.

Take advantage of smart scheduling, recurring tasks, and batch editing to streamline your workflow. With its flexible interface and extensive features, 2Do adapts to your unique GTD style and helps you conquer your to-do list.

Pros:

• Highly Customizable: Tailor views, lists, and workflows to match your GTD preferences.
• Powerful Features: Offers advanced options like location-based reminders, custom filters, and batch editing.
• Cross-Platform Support: Available on Mac, iOS, Android, and Windows.

Cons:

• Complex Interface: Can be overwhelming for new users due to the abundance of features.
• No Free Plan: Requires a one-time purchase for each platform.
• Limited Collaboration: Sharing features are not as robust as in some other apps.

Pricing:

• Trial: 20 day free trial.
• Subscription: No free plan available. One time purchase of $58.99

Reviews:

• Play Store: 4.0 out of 5 (5,284)
• App Store: 4.7 out of 5 (3,573)

Evaluating Task Management Apps

When evaluating task management apps, several key factors should guide your decision. These include ease of use, customizable workflows, cross-platform compatibility, GTD-specific features, integration with other apps, and cost.

• Ease of Use and Intuitive Interface: Look for an app that is easy to navigate and has a user-friendly design.
• Customizable Workflows and Organization: Ensure the app allows you to tailor workflows and organizational systems to your needs.
• Cross-Platform Compatibility and Syncing: Choose an app that works across all your devices and keeps your data in sync.
• GTD-Specific Features and Support: If you follow the GTD methodology, look for apps that support its principles.
• Integration with Other Apps and Services: Opt for an app that integrates with your existing tools to streamline your workflow.
• Cost and Pricing: Consider your budget and the features offered at different pricing tiers.

By considering these factors, you can select a task management app that meets your specific needs and helps you stay organized and productive.

Platform-Specific Options

When it comes to boosting productivity and staying organized, task management apps are indispensable tools. With so many options available, choosing the right one can be overwhelming. This article explores some of the best task management apps for Apple, Android, and Windows users, highlighting their features and strengths.

Apple Apps for Task Management

NotePlan

NotePlan is a powerful app that combines task management with note-taking. It's designed to be a central hub for all your thoughts, plans, and daily activities.

• Key Features: Calendar integration, cross-platform compatibility, Markdown support, customizable themes, and a focus on privacy.
• Pros: Excellent for managing projects, tracking progress, and journaling.
• Cons: Can be overwhelming for beginners due to its extensive features.

OmniFocus

OmniFocus is a robust task management app built on the Getting Things Done (GTD) methodology. It's ideal for users who prefer a structured approach to task management.

• Key Features: Project organization, context-based task filtering, powerful automation, and seamless integration with Apple devices.
• Pros: Excellent for complex projects and managing multiple tasks.
• Cons: Relatively expensive compared to other options.

Todoist

Todoist is a popular cross-platform task management app known for its clean interface and ease of use. It's suitable for both personal and professional use.

• Key Features: Natural language processing, task delegation, project templates, and collaboration tools.
• Pros: User-friendly interface, affordable pricing, and excellent cross-platform support.
• Cons: Limited customization options compared to some competitors.

Android/Windows Apps for Task Management

Trello

Trello is a visually appealing task management app based on the Kanban board system. It’s excellent for individuals and teams who prefer a visual workflow.

• Key Features: Drag-and-drop interface, customizable boards and lists, collaboration tools, and power-ups for added functionality.
• Pros: Intuitive and easy to use, great for visual learners, and offers a free plan.
• Cons: Can become cluttered with complex projects.

TickTick

TickTick is a feature-rich task management app that offers a balance of simplicity and functionality. It’s available on various platforms and boasts a wide range of features.

• Key Features: Calendar integration, habit tracker, Pomodoro timer, white noise generator, and customizable themes.
• Pros: Comprehensive features, affordable premium plan, and excellent cross-platform support.
• Cons: The interface may feel overwhelming for some users.

Any.do

Any.do is a user-friendly task management app that focuses on simplicity and ease of use. It’s a great option for beginners and those who prefer a minimalist approach.

• Key Features: Calendar integration, reminders, task delegation, and a clean interface.
• Pros: Easy to use, intuitive design, and offers a free plan.
• Cons: Limited features compared to other options.

A good to do list app can help Android and Windows users stay organized and productive. These apps are essential tools for managing tasks, prioritizing them, and integrating them into your workflow, whether for personal or professional use.

Choosing the Best Task Management App for Your Needs

Finding the perfect task management app can be a game-changer for your productivity. But with a plethora of options available, how do you choose the right one? Here's a breakdown of factors to consider and tips for getting started:

Factors to Consider:

• Ease of Use and User Interface: A cluttered or complicated interface can hinder productivity. Look for an app with an intuitive design and easy navigation. Consider whether you prefer a minimalist look or a visually engaging layout.
• Features and Customization Options: Different apps offer varying features, from basic task lists to complex project management tools. Consider what features are essential for you, such as reminders, due dates, recurring tasks, subtasks, collaboration tools, and calendar integration. Customization options, like themes and labels, can also enhance your experience.
• Integration with Other Apps and Services: Seamless integration with your existing tools can streamline your workflow. Think about the apps you use regularly, such as your calendar, email, or note-taking app, and choose a task management app that integrates with them.
• Pricing and Affordability: Task management apps range from free to premium subscriptions. Evaluate your budget and the features offered in each pricing tier. Some apps offer free trials, allowing you to test them before committing.

Tips for Getting Started:

• Start with a Simple Workflow and Template: Don't overcomplicate things from the beginning. Start with a basic workflow and a pre-built template, if available. This will help you get familiar with the app's features and gradually build your system.
• Customize Your Workflow and Templates as Needed: As you become more comfortable, customize your workflow and templates to match your specific needs and preferences. Experiment with different features and settings to optimize your productivity.
• Integrate with Other Apps and Services: Connect your task management app with your calendar, email, and other essential tools to create a seamless workflow. This will help you stay organized and avoid switching between multiple apps.
• Review and Reflect on Your Task Management Workflow Regularly: Periodically review your task management system to ensure it's still effective. Identify any bottlenecks or areas for improvement and adjust your workflow accordingly. This will help you maintain a productive and efficient system.

Conclusion

Ultimately, the "best" getting things done app is the one that seamlessly integrates into your life and empowers you to accomplish your goals. By carefully considering your individual needs and exploring the diverse options available, you can discover the perfect tool to enhance your productivity and simplify your daily tasks. Whether you're a dedicated Apple user, an Android enthusiast, or prefer the versatility of Windows, there's a task management app out there waiting to transform your workflow and help you conquer your to-do list.