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Project ManagementAndroidWindowsProductivity

What is the best task management tool for managing many projects as an individual?

34

Options
Considered

148

User
Recs.

Jul 6, 2023

Last
Updated

Here’s the Deal

22 Options Considered

Best task management tool for managing many projects as an individual	Price	Platforms	Collaborative
-- MyLifeOrganized	FREE / PAID	Windows/iOS/Android	No
-- Asana	Free / paid	Web	Yes
-- Trello	Free / paid	Android / iOS / Windows / Web	Yes
-- Hitask	Free / paid	Web, iOS, Android	Yes
-- SquidHub	-	Web / iOS / Android	Yes

MyLifeOrganized

Top Pro

Pretty good Android app with Widget

Top Con

No web client

It would be great if they developed a web-based client. See More

André Bonhôte's Experience

Having a pretty steep learning curve, MLO is not supposed to be used to track your shopping items (only). I manage internal and external projects with it, for different customers, and it works :-) However, I truly believe that I don't use it to its full potential... See More

Specs

Platforms:Windows/iOS/Android

Collaborative:No

Top Pro

Helpful community

They're using google groups, but they're really responsive and friendly, also to beginners. See More

Top Con

No linux and mac client

There is support for Windows, iPhone, iPad, and both Android phones and tablets. See More

RespectfulMacGreine's Experience

This app is awesome, both mobile and Windows version come with a lot of features. Special mention to the custom views, and multi tab views. Fast and powerful tool to manage a lot of tasks. See More

Top Pro

Native windows app

Top Con

Expensive one-off cost, slow in releasing free updates

MLO does have quite a high price. However, this is a one-off price (per major version), so is much cheaper than web-based, subscription apps. The cloud synch feature, if you choose to have it, is low cost, so overall costs are low over the lifetime of the product. Although the app is very solid and reliable (even for beta testers like me), updates And requested features can be long in development. See More

Top Pro

Hierarchy-based to-do list

If you have a complicated to do list, this app can organize it into group of items. In fact, this is the main feature of the software. See More

Top Con

No support for previous versions

Top Pro

Excellent search, filter and custom views

The text search is excellent. It comes with some default views, but you can create custom hierarchical and flat views, using some quite powerful logic, to focus on tasks by almost any criteria you can think of. See More

Top Con

Complicated to start with

It needs some brains to set it up. See More

Top Pro

Custom views

Create custom views by numerous filters and triggers. See More

Top Pro

Many customizable keyboard shortcut

Quickly and deeply manage your tasks . See More

Top Pro

Context include other contexts

Each Context may include other Contexts. This can form a hierarchy (or even a net) of contexts. For example Contexts "Phone" and "Internet" can be included to the Context "Work" as well as to the Context "Home". See More

Top Pro

Open/closed hours for contexts

A Context may have a schedule: specific times during which it is open or closed. If a Context you select as a To-Do filter is closed at the moment, the tasks associated with this Context will not be shown in the To-Do list. See More

Top Pro

Calendar view and google calendar sync

This feature help user to visualize their daily workload in a graph form (mobile version) , so it assist to plan future tasks and events in a sense of work/life balance. Just simply connect to google calendar, you could view your events and tasks, and plan effectively. See More

Top Pro

Input parsing

MLO can parse or interpret the text you enter in Inbox on mobile and in some text input fields on Windows. For example you can enter "in 30 min" or "next Friday at 2pm" in date and time pickers. In Rapid Task Entry dialog you can even type: "Call Bob about the party tomorrow at 3pm remind 10 min in advance". The parameters of the task will be converted from the text automatically. See More

Top Pro

Hierarchy-based to do list

If you have a complicated to do list, this app can organize it into group of items. In fact, this is the main feature of the software. See More

Top Pro

PocketMod report

MLO (Window) can print PocketMod, which is a A4 paper that you can fold into a small booklet. Each page of this booklet can contain different information you select from the MLO app. It's very helpful especially on the occasion that you need to rely on paper only, such as camping, retreat, outdoor gaming activity, etc. See More

Top Pro

One-time purchase

It is much cheaper than subscription-based apps . MLO license doesn't expire. Upgrade is optional and offered with a discount. See More

Top Pro

Highly customisable

Easy to create your own workflow. See More

Top Pro

Flexible recurrence options

Robust implementation of recurrence options. You can set it to repeat every N day every N months, repeat N day after the completion the main task can recurs once all/any subtasks are completed, and other. See More

Top Pro

Auto prioritization of To-Do

MLO automatically sorts the tasks in To-Do based on user input. See More

Top Pro

Best for GTD

Excellent for organizing in the GTD style of David Allen. See More

Asana

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Top Pro

Free for up to 15 users

Top Con

No task dependencies in free version

Dependencies is only available only to Teams and Organizations on Asana Premium. See More

Bùi Đức Trọng's Experience

I'm using Asana for many projects as an individual See More

Specs

Collaborative:Yes

Top Pro

Very polished interface

Teams can have private (only visible to project members) and public (visible to anyone in the team) projects. Each member can also have their own personal projects. Tasks can be viewed in list and calendar views. It's possible to display only the tasks assigned to the user or tasks organized by project or team. Lists of tasks can be divided into sections and organized in many different ways - tasks that still have to be done, tasks that have been completed, by due date, by assignee, by popularity. Single tasks can exist in multiple projects. Expanding a task will allow adding things like subtasks, tags, attachments as well as leaving comments and subscribing to a task via RSS. There's a separate view for attachments. Search for finding stuff quickly. See More

Top Con

Its just list of tasks

It's good as a personal task manager but for bigger projects it does not support workflow so its not very useful. See More

jade evedart's Experience

Hands down Asana is the best! It is super easy to use, you can add as many members as you want. Also, it doesn't lag, so if anybody updates the status on the task, you will immediately get a notification. I love the lists feature, because when you have everything written down and in a list, you can see better what needs to be done. See More

Top Pro

Simple workflow

The Asana task workflow within a project is broken down into "Today", "Upcoming" and "Later". The tasks themselves have the status of either done or not done. There is also a sub-task feature to group tasks together. Tasks can be assigned to each other and are stored in the "Inbox" view for processing. This replaces email for some team communication. See More

Top Con

Its not built for projects

Simple todo list, not very good for projects. See More

prestonpug's Experience

I used Asana for quite some time now. I really love it. But to be honest I only use Asana for my personal tasks. Recently I started working on a marketing project at my company, and it comes a problem. Asana only allows you to choose either a list view or a board view when creating a project. This is really practical for me, because I need a list for brainstorming and a board to plan out the whole progress. Then my coworker found Quire (https://quire.io/). Quire has both a task list view and a board view for projects, which are great for dumping ideas and then tracking the progress at the same time. They even had a blog about this. https://quire.io/blog/p/To-Do-List-and-Kanban-What-Project-Management-Did-Wrong.html which was very helpful! I also found a post about migrating from Asana to Quire. I am literally considering moving some personal projects from Asana to Quire. https://quire.io/free-asana-alternative-migration See More

Top Pro

Can use lists or boards for projects

Top Con

Useless for tracking multiple projects

Top Pro

Powerful team collaboration features

Asana has fantastic mechanisms for dealing with team collaboration. Not only can tasks be assigned to team members, but Asana lets follow tasks and even use hyperlinks to refer to team members within a task. See More

Top Con

Cannot combine list and board together for one project

Top Pro

Provides lots of help for getting started

Many getting started videos, tutorials and reference documents. See More

Top Con

Mobile version lacks calendar

Asana's calendar that's present in the web version is missing in the mobile app. See More

Top Pro

Tagging system allows easily filtering tasks

Tagging system that enables PM’s to easily filter tasks. See More

Top Con

UX Design is overly opinionated

Asana forces a user to conform to their worldview of what the optimal workflow is. Workflow's are constantly changing. As such, an opinionated design is not ideal for project management. See More

Top Pro

Well thought out keyboard shortcuts

Keyboard shortcuts all involve the Tab key, so it is unlikely that they will interfere with shortcuts that have already been established. See More

Top Con

Sluggish website

Asana uses their own Lua framework which isn't really optimized and takes quite a long time to load. The developers of Asana have started working on a faster version of their framework - Lua 2 - that will be used and implemented in 2016. The website however still remains somewhat sluggish. See More

Top Pro

CSV export and print

Top Con

Doesn't have a lot of features

Top Pro

Integrates with Slack

It's possible to have tasks appear in a Slack channel. See More

Trello

Top Con

No multi-board aggregation

If you have multiple boards with tasks on them there is no way to get all the tasks on one board in a way that changes on one board will update the other. See More

Top Pro

Cross-platform and cross-sync

Trello works on all modern devices through the web application and has native apps for iOS, Android and Windows 8/10 devices. See More

prestonpug's Experience

I used Trello for quite some time now. I really love the boards. personally I use Trello for personal use. But recently I started working on a marketing project at my company, and it comes a problem. Trello doesn't have a place for me and my team to dump ideas and organize them in a hierarchal way. Then my coworker found Quire (https://quire.io/). Quire has both a task list view and a board view for projects, which are great for dumping ideas and then tracking the progress. They even had a blog about this. https://quire.io/blog/p/To-Do-List-and-Kanban-What-Project-Management-Did-Wrong.html which was very helpful! I have also found another post from Quire sharing about how to migrate from other solutions to Quire, so helpful! https://quire.io/blog/p/How-to-migrate-to-Quire-Copy-and-paste.html See More

Specs

Platforms:Android / iOS / Windows / Web

Collaborative:Yes

Top Con

Managing large projects may be difficult

Trello works best with medium to small projects and with very high-level overviews. It is less effective for projects that require very granular management due to the fact that it becomes considerably more difficult to keep track of various cards and priorities as they are pushed off the screen. See More

Top Pro

Simple and easy to use interface

There are two primary columns: the board is shown on the left and all the other controls on the right. The main means of interaction is dragging and dropping to-do cards into the various lists. The board structure is very customizable, and includes a variety of features that help along the way: color-coding, due dates, card images, checklists with a graphics bar that allows following progress easily, and card aging for cards that haven’t been touched in a long time. See More

Yvonne's Experience

I've found the list of some apps https://www.lifehack.org/789835/todo-list-apps and tried a lot of them but Trello is the best for me. Its interface and usability are perfect and match all my requirements. See More

Top Con

Can't get one view of cards across all boards

However, you can view all cards assigned to you. See More

Top Pro

Attach files to cards

Keep all of your files (images, documents, etc.) organized on their relevant cards. See More

SincereSelardi's Experience

Trello is way too simplistic See More

Top Con

Not really a to do list

Trello is much more a workflow and project management program than a typical to-do app, which makes it overwhelmingly robust for those looking to jot down their shopping list. See More

Top Pro

Sub-tasks

Each card can have one or even multiple task lists. See More

Top Con

Not a lot of features

If you want to have better gist about actual status of the project without spending hours watching just use anything else. See More

Top Pro

Works well for visual thinkers

The UI is based around Kanban, so you can see all your tasks and their status clearly. See More

Top Con

Not cool for bigger or multiple projects

Its difficult to stay in the zone of productivity with this one. The UI and logic is just not managed well for larger works. See More

Top Pro

Excellent for groups using agile software development

The responsiveness and layers of customization make it easy for team members of various disciplines to collaborate on the same task board. See More

Top Con

It does not have much advanced features

Its limited, not good for bigger projects See More

Top Pro

Highly flexible workflow

Trello calls items used in the workflow “cards.” Cards are double-sided and can contain subtasks as well as notes and other details. Card columns can be used to simulate a workflow by moving cards from left to right as they are completed, or as a way of indicating task priority. The workflow is highly flexible as the columns are completely customizable to suit the task flow. For example, tasks can be put through a workflow "idea > approved > in-progress > pending review > released" or simply "ideas > released" depending on the granularity level needed. This makes Trello a great solution to feature management as it's possible to set up boards to handle everything from agile sprints to a more generic to-do list, all with status management. See More

Top Con

Can't create dependencies between cards out of the box

However, the feature can be added with an extension. See More

Top Pro

Free for unlimited users

Trello offers a very generous free version that has no ads, no restrictions on the number of users, and very little restriction on how the program can be used. The paid features are generally cosmetic, such as the ability to change the background, add stickers, etc. See More

Top Con

Boards can't be deleted

There's no way of deleting a board, it's only possible to close it. See More

Top Pro

Action history log allows you to rapidly follow changes

There is a global history system which allows to rapidly follow changes. There is also a notification system if another user updates the board while you're watching it. See More

Top Con

Subtasks lack features

Every task can have a list of subtasks which more closely resembles a standard to-do list. These lack the functions that cards offer you. You cannot comment on a sub-list, give the sub-tasks due dates, or provide additional information. You are limited to only checking them off once completed. See More

Top Pro

Markdown support with well-rendered images

Trello supports Markdown, meaning that HTML input is represented appropriately. Cards with attachments are also rendered well. For example, images are shown correctly on the card, bug links are detected etc. See More

Top Con

Light on features

Trello is focused on simplicity and as such forgoes certain common features that may or may not be important to you. See More

Top Pro

Functionality can be extended via plug-ins

Voting, view, and calendar plug-ins further increase the functionality. See More

Top Con

No desktop client

There is no Windows or Mac client now but you can still access all of the features through your web browser. See More

Top Pro

Good performance

Top Pro

Lots of API integrations

Top Pro

Great real-time team collaboration features

Trello has permissions at the board level as well as the ability to assign multiple people to each card. There are a lot of sharing options available and boards can be made visible for the public. It's also possible to subscribe to a card to be notified of its progress. The simplicity of the UI makes collaboration easy because it’s very simple to see the progress of each card and who is responsible for it. It also updates constantly to reflect real-time changes in progress. The simplicity of the UI makes collaboration easy as it’s very simple to see the progress of each card and who is responsible for it. It also reflect changes on boards in real-time. See More

Top Pro

Smooth media integration

Top Pro

Great native app for Android and iOS

Top Pro

Features to add voting on cards

Trello offers support for features to add voting on cards, often referred to as 'power-ups'. See More

SquidHub

Top Pro

Easy project overview

All projects are listed on the left side so you can easily switch between them. You do not have to log into other accounts for other teams, they are all there and you get notifications when things are happening in each group/project. See More

Specs

Platforms:Web / iOS / Android

Collaborative:Yes

Top Pro

Free to use

The app is currently free to use with all features. See More

Top Pro

SquidHub provides you with everything you need to keep track of your tasks and plan your projects

Top Pro

Really easy and effective to manage projects

Top Pro

Easy and simple to use

The app only has the most useful features, so you don't get swamped in all kinds of things you don't need. You know what to do and how to use it immediately. See More

Taiga

Top Pro

Open source

With access to the source code, savvy users can make under-the-hood tweaks to suit their work style. See More

Top Con

No Kanban metrics

Taiga is said to support Kanban but it does not generate any of the usual Kanban metrics (cycle time, lead time) or graph (Cumulated Flow Diagram). See More

Specs

Platforms:Web, macOS, iOS, Android, Linux

Collaborative:Yes

Top Pro

Unlimited number of users for free within a single project

Multiple projects require the paid version, which is available for a reasonable price. See More

Top Con

Too much functionality for small projects

While it's possible to disable any unwanted features (modules), the amount of functionality that's present might be more than a small, short-term project needs. See More

Top Pro

Easy to use

Top Con

Can be overwhelming at first

Taiga presents users with a lot of information and functionality right from the beginning with little guidance. Figuring how stuff works might take a bit. See More

Top Pro

Community

There is a community really interested in supporting other open software projects. See More

TickTick

Specs

Platforms:Windows, Linux, Mac, Android, iOS, Web

Collaborative:Yes

API:Google Assistant/Alexa/Slack/Zapier/IFTTT/Spark

KanbanFlow

Add Video or Image

Top Pro

Simple & easy interface

The board space is very well used and configurable. User interactions are clear and intuitive. See More

PreciseApollo's Experience

I love the sync between different platforms. Helps me out when I'm on meetings or not at my workspace. Gives me a flexible work life. See More

Specs

Platforms:Cloud/Web Android IOS

Collaborative:Yes

Top Pro

Collaboration features

Any changes you make on the board are instantly available to all members of the team. See More

Top Pro

Very complete and easy to use API endpoints

Top Pro

Built-in Pomodoro time tracker

Top Pro

Clean and solid interface

Pipefy

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Top Pro

Templates help save work

Pre-defined templates helps you match your daily workflows. See More

Top Con

Only for sales

Top Pro

Great reports

With some filters you can find the best way to find where you need to focus your time and improve your productive See More

Top Pro

It's not just a simple todo task manager

Helps a lot with complex and cascading workflows. See More

Top Pro

Captures workflows and SOP's for more than just projects

Project and todo's are such a small part of Pipefy. Example: You can create a 'pipe' to deal with web clippings. Clip them to the 'inbox' and the get triggered to actually do something with them, not just store them. You can have web visible 'start forms' that allow, for example a client to submit a change request and it automatically goes to your pipe connected to your client. It is so powerful and much much more than just a task management program. See More

Top Pro

Customized processes

Top Pro

Reasonable price

It's only $7. See More

Wekan

Top Pro

Can easily be integrated with NodeJS apps

Since it's built using Meteor, it can easily be integrated with existing NodeJS apps. See More

Top Con

No desktop notifications

NonchalantGrannus's Experience

I run Wekan on a free level sandstorm.io account. See More

Specs

Platforms:Linux, Docker

Technology:Node.js, MongoDB

Top Pro

Easy to create instance on sandstorm.io

Wekan is available as an app on sandstorm.io. For personal use, it may be sufficient to run an instance in a free sandstorm account. See More

Top Con

No print version of the ticket page

Top Pro

Open source

Open source software benefits from collaborative development from the user community. See More

Top Con

No checklists

Top Pro

Written in JavaScript

Wrike

Add Video or Image

Top Pro

Easily share tasks and projects with others online

Wrike helps you organize all the tasks and jobs you have to do and tasks can easily be shared between team members. See More

Top Con

Freakishly expensive

Top Pro

You can manage your tasks through email

You can create tasks via email or update task by email as each individual task can be directly targeted (each task is associated to a specific email address) See More

Top Con

Task management missing some key task relationships

Several wrike features (example the gant chart) are missing many task relationships found in other project management software. For example, no way to have a delayed lead in (ex. start 2 days after this other task begins/ends), and you are forced to add dates to tasks BEFORE you can set relationships meaning template features constantly require date changes. See More

Top Pro

Google Docs, Dropbox, Box integrations

Top Con

Only good for developers

Good for developers, but if you want to use it for running projects besides IT, it's too complicated. See More

Top Pro

iPhone and Android apps

Top Pro

Interactive timeline (Gantt chart)

Top Pro

Instantiation of fully detail process

You can describe a process in detail (every individual step, linked together). You then attach your template to a form. When a user fills the form, the full template is instantiated with all the parameters required for that instance of the process. Roles are attributed. And using the declared subtask dependencies and the due date of the process, Wrike computes a retro planning and tells you when the process should be started. See More

Top Pro

Lots of different views for your projects/tasks

List, table, Timeline (Gantt chart), Stream, Timelog. See More

Top Pro

Plenty of ways to organise yours projects

Hierarchy of folders, project, tasks, subtask. See More

Top Pro

Could easily replace Producteev

Producteev was in advance of its time for years. And yet, after it had been bought by Jive Software a couple of years ago, the development of the tool stopped. Wrike does everything that Producteev does, and much much more. See More

Top Pro

Time-tracking

Winio

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ProofHub

Add Video or Image

Top Pro

5 pricing plans that should fit anyone's needs

There are five different pricing plans for ProofHub, including a free plan, making for a flexable structure in which users can find the plan they need without spending over what they want. See More

Top Pro

Extensive customer support

A knowledge base is provided in their site for FAQs, use cases, and video tutorials. In most cases, the answers you are looking for are already addressed in this section. The website also provides an Update Page to keep you informed about the latest features or issues about the software. Their Facebook page and Twitter handle are active and responsive. You can communicate with them via their social networks. See More

Top Pro

Easy to use

Functions and tools are straightforward and intuitive for a non-technical user. See More

Top Pro

It has great Gantt charts, personal views, project separation, user roles, different ways of presenting information, bulk upload, templates, etc

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