The 10 best to-do planners in 2023

What is your typical work day like?

The morning probably begins with a meeting or a phone call with clients. Then you have to check your e-mail, talk to your team, and sort out messages in messengers. Understand what tasks are a priority. Execute one task. Execute another. A third. Maybe go to a meeting. Take time for yourself. Take stock of the day. Make plans for tomorrow.

Business, business, business.

The list of small and not so small things to do every day can number in the dozens. Keeping everything in mind is more expensive and a direct road to stress and even burnout. Especially in today's information flow, which does not stop for a second.

Fortunately, there are a lot of services for planning tasks for the day, week, or month. With them, you don't have to keep everything in your head and think about what else you need to do. About the usefulness of planners and the most notable services we will tell in this material.

Task Scheduler - a masthead for the modern professional

It's like a digital calendar. Only way cooler.

The scheduler allows:

• Keep tasks in order, not chaos;
• Don't miss anything important;
• Prioritize things;
• Increase productivity.

The Internet is flooded with offers for effective planning, but how to choose from all this variety?

We have saved your time and selected the 10 most flexible and feature-rich task schedulers. All you have to do is read through them and choose the one that will best meet your needs.

Shtab

Shtab - a project management service that gives you many options for scheduling personal to-do's and team tasks.

Shtab is suitable for managers, executives, and anyone who likes to keep their daily/weekly/monthly task list in one place and work with it individually and in teams.

Tasks can be presented in several ways: agile board, list, Eisenhower matrix and calendar. In this way you can look at your to-do list globally, and determine their criticality, and work with each one in detail.

The main functions and features of Shtab

• You can create tasks for yourself or a team;
• You can search by the word in the title and filter tasks by performer, creator or controller, statuses, and deadlines;
• You can create a template for similar tasks: save description, executor, files and priority;
• You can create repetitive tasks at set intervals;
• Within the cards, you can create checklists and cross off items as you complete them;
• You can connect a Telegram bot to create tasks from chat, get news and statistics, reminders about deadlines;
• A task or task list can be shared even with those who are not registered in Shtab;
• Time tracking is available. With it, you can know how much time is spent on a particular task, so you can optimize the process later or plan your schedule more accurately.

How much does it cost

There is a free version for individual users or teams of up to 5 people.

Fees:

• Individual tariff Hero - from 95 rubles/month (unlimited number of projects, time tracker Pro with screenshots and screencasts, 5Gb storage);
• Base - from 195 rubles per user per month (unlimited number of projects, Pro time tracker with screenshots and screencasts, 10Gb storage, employee rights management, up to 50 participants);
• Pro - from 295 rubles per user per month (unlimited number of projects, Pro time tracker with screenshots and screencasts, 50 Gb of storage, employee rights management, up to 5000 participants, Open API).

ClickUp

ClickUp - An online service for managing tasks and to-do lists. Suitable for both individual use and for teams of all sizes.

This app can be an assistant to executives, project managers, freelancers, and anyone who likes to keep a list of their tasks for the day in one place.

ClickUp has 15 ways to view your workload and daily plan, including a calendar view where you can track your plan by day, week or month and dive into task details as needed.

For convenience, there are filters to see only those tasks that are currently relevant. You can also share your calendar with anyone.

Key Features and Features of ClickUp

• You can create task lists for yourself or your team;
• Large tasks can be broken down into specific checklists;
• It is possible to create a mindmap for upcoming tasks;
• There is a notebook for recording ideas or notes from meetings;
• Time tracking for increased productivity;
• It is possible to create a reminder according to your calendar;
• Checklist templates for repetitive tasks;
• You can assign individual people to the subtasks;
• Integration with Google Calendar, Microsoft Outlook, Time Doctor, etc.
• Works even without internet access;
• Works on iOS, Android, iPad OS, desktop or web app.

How much does it cost

There is a free plan for individual use (Free Forever Plan).

Fees:

• UNLIMITED - $5 per user per month;
• BUSINESS - $12 per user per month;
• BUSINESS PLUS - $19 per user per month.

Conditions for corporations are discussed separately. About the differences in rates here.

Trello

Trello - The now-classic to-do planner with kanban boards. Allows you to conveniently work individually and manage common tasks with your team.

Trello is suitable for individual use and for small teams.

The main functions and features of Trello

• You can create task lists for yourself or your team;
• It is possible to determine deadlines and deadlines for tasks;
• Tasks can be presented in several forms: boards, cards, and lists;
• It is possible to create custom buttons that perform specific tasks. For example, "Done" - by pressing such a button, your task can be immediately transferred to the appropriate column;
• Integration with applications such as Google Drive, Slack, and Dropbox.

How much does it cost

There is a free rate for small teams.

Fees:

• Standard - from $5 per user per month (for small teams that need to manage tasks and scale collaboration);
• Premium - from $10 per user per month (for teams that need to track and visualize multiple projects in multiple ways, including as a board, timeline, calendar, etc.);
• Enterprise - from $17.50 per user per month (for organizations that want team collaboration and increased security and control).

Todoist

With Todoist, you can create to-do lists, share them with colleagues, and choose from different types of task visualization.

The service allows you to synchronize your files, emails and calendars to work together more effectively.

However, the free version has limited collaboration and filtering capabilities.

Todoist's main functions and features

• You can create task lists for yourself or your team;
• It is possible to set deadlines and recurring reminders;
• You can prioritize tasks using color coding and labels;
• Reports help you analyze the progress of your tasks;
• You can view your activity history;
• There is integration with Dropbox and Google Calendar.

How much does it cost

There is a free rate for small teams.

Fees:

• Pro - from $4 per user per month (300 active projects, 25 employees per project, file downloads up to 100 MB, 150 filters, reminders, unlimited activity history, themes and backups;
• Business - from $6 per user per month (all from Pro, 500 active projects per member, 50 employees per project, inbound for team, team accounts, admin and member roles.

Any.do

Any.do has what's called an intuitive interface that lets you make a daily plan. You can add notes and attachments to your list and color-code your priorities.

The disadvantages of Any.do are poor integration with other applications and severely limited functionality in the free version.

The main functions and features of Any.do

• In the calendar you can set up a convenient view: for a week, for 3 days, for a day;
• Get repetitive reminders;
• You can set up calendar sharing to share your task list;
• Data is easy to sync across all your devices.

How much does it cost

There is a free version.

Fees range from $2.99 per month (if you pay for one year at a time) to $5.99 per month (if you pay monthly).

Google Calendar

Google Calendar is a well-known calendar app that both individuals and entire teams use to plan things.

You can switch between different kinds of to-do lists and synchronize personal events from Gmail (for example, when you're sent an invitation to a Google Meet call).

Moreover, you can access several calendars at once (for example, the calendar of your executives, so that you know when you can schedule a common meeting with them).

The main functions and features of Google Calendar

• You can schedule events, tasks, reminders for specific days and hours;
• You can switch between daily, weekly and monthly calendar views;
• There is a search by task;
• Synchronization on all your devices.

How much does it cost

There is a free version.

There are paid plans as part of Google Workspace, starting at $5.40 per user per month.

TickTick

TickTick - an app that allows you to schedule tasks, set reminders and create a public to-do list. With a simple calendar, you get a quick overview of all your tasks.

Key Features and Features of TickTick

• You can switch between the different calendar views (5 in total) to see daily or weekly tasks;
• There is voice input to create tasks;
• There is a Pomodoro timer for concentrating on a particular case;
• There is a habit tracker to help you get used to doing something useful, like learning a new program or language.
• A simple and clear system to work with reminders;
• Synchronization on 10 platforms.

How much does it cost

There is a free version.

Paid plan - annual plan for $27.99 (about $2.4/month)

Evernote

Evernote - is a simple but professional app for planning work tasks and personal errands. You can record ideas and plans in it, use different formatting options to organize your list to your liking.

Evernote's main features and functions

• You can create and store handwritten notes;
• It is possible to create list templates;
• Integration with applications such as Slack, Outlook, etc;
• You can use the app without an internet connection.

How much does it cost

There is a free version.

Fees:

• Personal - 219 rubles/month (10 GB of new content per month, maximum note size - 200 MB, Home setting and access to additional widgets, connection to the main Google Calendar account, deadlines, reminders and notifications for tasks, review and change tasks in one place, text search in images, documents and PDF, the ability to create custom templates, markup images and PDF);
• Professional - 299 rubles per month (20 GB of new content per month, access to all widgets and settings Home, connect your work and personal Google Calendar accounts, create, configure, distribute tasks and track their implementation, Boolean search for the selection of desired results, content search by geometric, export notebooks in PDF format, integration with Slack, Salesforce, Microsoft Teams and other services);
• Evernote Team s rate - 360 rubles/month per user. Allows you to work together on tasks and share information to keep the team informed.

ZenDay

ZenDay is an Android app with a unique 3D interface that scrolls as you check off items on your to-do list. You can toggle between a single task or view your entire day's list.

However, ZenDay does not support viewing multiple task lists.

The main features and capabilities of ZenDay

• Tasks automatically scroll up over time;
• Synchronize multiple calendars;
• It is possible to prioritize tasks using color coding;
• There is a function for summarizing the daily results of the tasks.

How much does it cost

ZenDay is completely free.

LeaderTask

LeaderTask is a Russian task manager that can be used as a personal and team task scheduler.

You can create your own labels and colors to highlight important tasks, add checklists and files, and set deadlines and reminder times for tasks.

Main functions and features of LeaderTask

• You can create task lists for yourself or your team;
• Task sharing;
• It is possible to correspond on the tasks in the built-in chat;
• Customization of tasks is available;
• There are filters on several parameters to see only those tasks that are currently relevant.

How much does it cost

There is a free version.

Fees:

• Premium - 249 rubles/month (personal plan);
• Business - 379 rubles per user per month;
• Business + - 499 rubles per user per month;

About the differences in tariffs here

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