The Best To-do List Apps
The best apps to make sure you’re checking every box.
Let me just start by saying, I respect and fear to-do lists ;). As a CEO of a startup and mom to 2 boys and a dog, the days can feel epically crazy. When I have a to-do list, it pretty much always goes better. I do think that the act of even sitting down and writing a list is a tough habit to form. Especially, if you’ve changed the way you work. I used to work in an office, and now I work from home. That messed with my to-do list habit!
Whether you are to-do list obsessed, or having trouble writing even one thing down, we can possibly agree that having some plan for the day or identifying at least ONE priority can make the day feel a bit more sane.
So if we are agreed on that, we now need a place to write those tasks (or the ONE priority).
Why to-do lists?
For many of us (me!!), the hardest part of getting things done happens before even writing the to-do list: figuring out what we even need to get done.
Dr. David Cohen tells The Guardian that people who regularly make a to-do list, love it for three main reasons: “They dampen the anxiety about the chaos of life; they give us a structure, a plan we can stick to; and they are proof of what we have achieved that day, week or month.
At shelpful, many people come to us for help with accountability to make the list in the first place, and to get it done. But there are other underlying benefits to the act of making a list. Here are some of the ways you might feel if you knock out a list.
Organization: To-do lists help you stay organized by providing a clear and concise overview of what needs to be done.
Prioritization: By creating a to-do list, you can prioritize your tasks based on their importance and urgency.
Productivity: To-do lists can help you stay on track and be more productive by breaking down larger tasks into smaller, more manageable steps.
Accountability: Writing down your tasks can help you feel more accountable and motivated to complete them.
Time management: To-do lists can help you manage your time more effectively by ensuring that you allocate enough time for each task.
Reduced stress: By having a clear plan of what needs to be done, you can reduce stress and anxiety associated with feeling overwhelmed or unsure of what to do next.
Memory aid: To-do lists help you remember important tasks, and deadlines, freeing up mental space for other activities.
Best to-do list apps
To-do list apps are NOT a magical solution to get you to make a list or to DO the things on the list. But having the right app or service that fits your needs can reduce the friction and help support this habit you are trying to start. I’m going to share a list of apps that our members use alongside Shelpful – they manage the to-dos in those spots and often share the list with their Shelper for accountability.
Using an app that you can access on your computer or phone can make it fast to add and organize tasks, making your day as efficient and clear as possible. Not having access to your list may seem like an easy excuse for you to not finish the tasks at hand, but by having your list easily accessible, there’s no chance that you don’t do something simply because you left your notebook at a cafe.
Sometimes a gentle reminder goes a long way! Apps also help remind you of tasks and any self-imposed deadlines you can set through notifications. Many allow you to sync notifications between platforms and devices.
UPDATE: Check out HabitGPT by Shelpful, as it’s a great way to manage to-dos!
This is a great option for those who frequently struggle with time management and focus. Llama Life allows you to plan focus sessions by setting a timer for each task on your list. You are able to queue up tasks, facilitating the transition between tasks and providing a clear picture of your day. Llama Life also allows you to create to-do list templates customized to your routine tasks.
Price: Free *Extra Focus $6 per month*
If you want to make to-do lists fun, Habitica is a great choice because it combines gaming with productivity. Each user has a character that levels up depending on your completion of tasks, and the time it takes to get tasks done. You can also add a little friendly competition and accountability buddy by adding friends to the app. If you fail to finish things on time, your friends will also be affected, which encourages you to stay motivated.
Price: Free *with in-app purchases*
For teams working on various projects, this app makes collaborating so much easier! With Airtable, your team can share, store and edit information on numerous projects. It’s incredibly user-friendly and the organization options are endless.
Price: Free *$10 for plus and $20 for pro*
If you already regularly use Gmail, Google Calendar, or other Google applications this is the app for you! Google Tasks is a simple and intuitive app with lists and reminders that syncs across all your devices and Google apps.
Price: Free
For all-around daily organization, this is a great option. This app allows tasks to be organized by type and due date and features the ability to add subtasks. It also features a Pomodoro timer allowing you to start sessions and work for a determined amount of time. In its pro version, you can view a calendar to create a holistic plan for your upcoming tasks.
Price: Free *$2.99/month for premium*
Todoist is great for those who want to work on multiple devices because you can access it on the web, mobile, and desktop. It includes reminders, due dates, priorities, labels, and comments. A unique feature of this app is that it helps users plan their day by actually suggesting the best time to work on each task based on the task priorities, due dates, and estimated completion times.
Price: Free *$5/month for pro*
Where this app really shines is with its “Plan my Day” feature, which forces you to schedule tasks into your day. Even better, it syncs with your calendar allowing you to easily plan tasks around work and appointments. This is perfect for someone who likes to have everything in one place or has trouble remembering their list.
Price: Free *$3/month for premium*
This is the perfect app for solopreneurs, content creators, or small teams collaborating on multiple projects. Notion is organized in pages that can be interlinked and nested to optimize organization. You can also create roadmaps and build project plans.
Price: Free *$10/month for plus*
This is a great choice for someone who likes simplicity but doesn’t want to miss out on any features. This app allows you to organize tasks and subtasks in a simple interface. You can add quick tasks and integrate them with your calendar. This allows you to see already existing appointments while planning your day.
Price: $9.99 for iPhone and Apple Watch, $49.99 for macOS, $19.99 for iPad
This app is likely already installed on your iPhone or Android, respectively! This is a great option if you are looking for an easy-to-use app without the extra frills. There are many cool features on these apps like drawing, scanning documents, and more. You can create a checklist to manually cross off your to-dos as you get stuff done.
Price: Free
A piece of paper or a notebook
If it ain't broke… don’t fix it. There’s plenty of research that says writing something down the old-fashioned way makes it stick in your brain better. Some people will make a weekly to-do list in one of the apps listed above, and then handwrite a daily to-do list. However you get it out of your brain and onto something, I support it.
Price: Free or Cheap – you could use the backs of junk-mail envelopes for a free version.
Get an accountability buddy to text message your to-dos
Some of our members skip the app and just send their top priorities as a text message to their Shelper (instead of a screenshot of an app, or a photo of a piece of paper). That works well too! Not only are you getting it out of your head, but you are getting accountability to do things. If you don’t have a Shelper or a Shelpful Group, you could do our free trial…. OR do this with a friend or family member who is game to keep you accountable.
Make your to-do list a habit!
If you still struggle to incorporate finishing your to-do list into your daily routine, try thinking about tiny habits you can incorporate to tackle your to-dos. Figuring out how to form habits around your to-dos can make checking things off your list much more effortless. Making these habits tiny means they would be almost impossible NOT to do. If you are ready to dive deeper into the world of tiny habits we recommend reading Dr. BJ Fogg’s book on Tiny Habits and exploring our habit-coaching options.
It may take some trial and error to determine what app and to-do list technique works best for you, but remember that is OKAY! You might even be the lucky one where all it takes is a pen and paper to get your things done, everyone is different so one technique won’t work for everyone.
Sometimes holding yourself accountable isn’t enough, remember it's okay to ask for help, especially during the beginning stages of habit-building. Friends and family can be helpful but it feels easier to slack off. At Shelpful you will be matched with a real human whose sole purpose is to help you achieve your goals and properly form new habits. Send your shelper your to-do list and they will send you helpful nudges until you complete it. There are several different membership options including accountability groups so you can find the right fit for you!
Let us know how you do on accomplishing your to-dos!
