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Comparative: find out which is the best app to organize your tasks!

Do you know what is one of the most recurrent causes of insomnia? Reminders triggered by the native application of the human whose name I believe! Don't you believe it? Remember that time you had to sleep but couldn't stop thinking about your pending tasks? Maybe that work project or some housework, like ?I need to buy this, fix that, talk to someone, go that place?, etc. These thoughts arise because our most complex organ has the reminder feature, but they are unfortunately not controllable by schedules. ?

Our brain is often compared to an HDD, but the truth is that it does not store information. So even if you think your memory is wonderful, there is no certainty that you will remember everything. It is the moment when reminders arrive most to torment when we need to rest the most. Exactly for this reason, it is recommended to everyone that we do a regular exercise brainstorming of activities and notes: everything you need to remember must be noted to be executed (or not) at the right time. This helps us to "tame" our mind a little because it "understands" that it can relax once everything is under control, stored in a reliable system outside of it.

Tip: according to the ?sleep hygiene? method, it is not recommended to do brainstorming at a time very close to sleeping as this will make your brain even more active.

To help you throw all your mental load into a reliable system, we've compared some of the most popular task managers:, OmniFocus, Things, Todoist, and Wunderlist.

So that the post doesn't get as big as it did, we prefer to put the comparison table in an image. Feel free to consult it when necessary. ?

Method, tool and productivity

Before going into the comparison itself, here is a word (s): if you research productivity, see that there are a myriad of methods and tools to use to provide you with a more productive life. For example: one of the best known methods is GTD, which was born in the book ?Getting Things Done? (in Portuguese, ?The Art of Making It Happen?), written by productivity consultant David Allen. He popularized the need for everyone to have an inbox (inbox), a place where we throw everything we need to do as I mentioned above.

Many teachings can be found in this book (highly recommended reading), but no offline / online method or tool you have will get you to * perform * the tasks. That is, there is no point in choosing a beautiful application, assembling a whole system, really "unloading" our pending items there and simply forgetting it in an unusable folder on your computer or smartphone. So, an initial piece of advice I give: worry more about actually * doing * than just listing the tasks or looking for the perfect tool and system (ie, be careful not to get into the paradoxical limbo of procrastinating by reading / seeing things about productivity). ?


In this first item, the one chosen as best was the Its very simplified interface; all flat, clean and in blue and white colors (in Premium, it is possible to modify the color and also choose the ?dark mode?). The list layout made up of squares is very different from the others and the way you mark a task as done on an interesting mobile: just move your finger from left to right and the text is crossed out as if it were on paper.

Soon after, we have the Wunderlist; its very intuitive interface and its personalization achieves. It is possible to change wallpaper (some free, others only in the version Pro) and, with it, the colors also change. The scheme of lists and folders ends up bringing any user of any computer to become familiar with their organization and he manages to make available all the tools of the system without looking aesthetically heavy. For very little, behind him is Todoist, which also has a great organization and the version Premium it also allows the user to modify the colors.

OmniFocus has a very beautiful app, using a lot of white and some striking colors. The way in which the options for each task appears very well organized and an option that I very much liked (there is nowhere else) is the possibility to move on to the next or previous tasks even while on the edit screen, which saves a lot of time. It is also possible to choose the dark mode, opting for manual or automatic switching. The last position was with Things, which I didn't like very much. The old app aesthetic, using a lot of gray and not very cheerful colors. It may be that this kind of thing does not matter to many people, but good design ends up giving a little more encouragement to use the tool (at least for me).

Ease of use

Ease of use can be a definite requirement for someone to start using the application. After all, if the user is frightened by the complexity, he may end up not even starting his organization process. Therefore, the winner in this category Wunderlist. All the necessary options for the user are presented in a very intuitive way and hardly anyone gets lost in the application (both on mobile and on the desktop).

Todoist comes in second place for also showing its main tools to the user very easily. This on iOS; on the Mac, the possibility of typing recurring tasks is something that can both speed up the task creation process and leave the initial user a little lost (on iOS, these options are shown in a list).

Right behind we have, which has a very simple interface and, therefore, presents all its features right away. There is no mystery. Something that bothered me a little was that I didn't see an option to delete a task; to remove it from the list, I need to complete it first and then just remove it from the screen. And the way to mark the task as done can also end up leaving the initial user wondering how this is done since there is no infamous ?box? to mark.

Things and OmniFocus have a little problem in common: some basic options need a little more effort for the user to discover that they exist. In Things, instead of recurring tasks appear right where the date is placed (like all other apps), this option is "Scheduled". In OmniFocus for iOS, I almost found that there was no possibility to create subtasks; for that, I need to go on a task, choose ?Move? and ?Move into another has? definitely in an intuitive option. Not to mention that even the most basic option of an application, the settings, is hidden: to access it, you need to pull down the home screen and it will be revealed to you. These options on the Mac are mostly seen, but the complexity of the app is so great (due to its variety of features) that it might be better to watch videos about it in order to really learn to use everything.


For a task manager to be considered good, it needs some basic resources. And these are: sub-tasks, expiration date, recurring tasks, reminders, notes and projects. What goes beyond that profit and adds many points to the app. In this category we will analyze this, without considering the ease with which these resources are found (as we just saw above). Therefore, the app that wins the Todoist.

In addition to the basic features, it has something that no other has: gamification. Through ?karma? points, you can level up and earn medals while completing tasks. This feature greatly helps those who need an extra incentive to do their tasks and view the wonderful progress. Customizable filters are also a specialty of this app. With them, you can save the most used searches and customize as you like. In the free version there are some and, to personalize, you need an account Premium. In addition, the task titles are formatable, which can be wonderful for highlighting in italics, bold or even if you need to add a link to a text. Not to mention the option of entering the date (today at 6 pm; every Thursday at 9 am), which can greatly speed up the task creation process.

OmniFocus does not look bad either, so it is in second place. Maybe he does a little bit because he is not so intuitive, but there is no ignoring that he has many extremely useful tools once we have searched and learned everything. One of the most interesting options is Forecast, which allows you to synchronize with the calendar and show in a very visual way the all that week. Another wonderful feature that comes from GTD is Review, which shows you the projects that need to be reviewed from time to time. In it, it is also possible to put reminders by geolocation, which is a huge help for those who live performing tasks here and there. There are those who defend the app saying that there are so many options that tags are not necessary which I strongly disagree. It really is great that there are fields for estimated time, context and projects, but it is not possible to add more than one context the tags would help with that. He also has no option for team projects (delegate to someone or comments).

Wunderlist comes next, with all the basic features that a task manager is entitled to. In spite of not appearing with many different functionalities, everything that is proposed to do done very well. Even tags that at first I thought I didn't have can be incorporated into the job title using #hashtags, creating a link that allows you to filter jobs with that tag. Other hidden options are: looking for tasks assigned to a specific person by placing a slash before the name (/ Priscila) and also the option to type in the day just like in Todoist (with the exception of recurring tasks), and mark as important (a star ) just by typing an asterisk before the task. Unfortunately he does not have the option of geolocation reminders. Premium paves the way for an unlimited Moments, that is, daily reviews that are done in a very cool way. By clicking on it, you can review today's tasks one by one, choosing what you want to do, ignore until certain day, delete or finish. The paid version also includes reminders for geolocation and the option to add time to recurring tasks (in the free version you can choose daily or weekly without time). The resources found only in it and that I found great were the suggestions of tasks and people and, mainly, the shortcuts of actions such as calling, sending a message or email (although in Portuguese I was only able to see the ?Call?). When adding tasks with these words and people from your contact list, an icon will appear next to you and you can make the call. However, the app does not have tags, which can be an asset for organizing tasks.

Lastly, I'm sorry who uses and loves Things, but it disappointed me a lot. The only thing I found interesting is the reviews that appear on the screen Today (Today); otherwise, he loses in many basic things. For example, it is absurd not to be able to choose a time for the task, it is only possible to choose the day, so you do not know what time the task is. Other options that were missing were subtasks. Of course, you can put them in the notes, but that would not be practical. Attachments are also not available to be added, unlike all other companions in the comparison. Like OmniFocus, it has no option for teams. But not to mention that I didn't mention the flowers, at least the app has tags.

GTD support

In this category, there is nowhere to run: the OmniFocus the one with the highest score. All its structure and nomenclature based on the method and it does a very good job with its review (Review), that one of the most important parts of the GTD. It is also wonderful to have a field for estimated time, contexts and projects. Even so, as I already mentioned, the labels were missing for me because it is impossible to select more than one context. It also has no field for the level of energy used or area of ??focus or personality, the labels would solve this problem.

Tied, Todoist and Wunderlist arrive soon after. They are here not because of their structure like that of the GTD like the OmniFocus, but because of the great possibility of customization to adapt to the method. That is, in addition to the inbox, there are no specific fields for the method, but this is even good since the person can configure it in any way they want. Using lists, folders, labels, subtasks, etc., you can turn both apps into true productivity machines.

Unlike the two previous friends, Things already has a structure based on the method. He tells the part of Today, Next (Next actions), Scheduled (Scheduled), Projects (Projects) and uses several tags for contexts and estimated time. In the Mac version it is also possible to add contacts and assign the task to someone, but that does not send the task to anyone, but for personal control (and this option can only be viewed on iOS, it is not possible to add contacts there).

The review option is perhaps the most interesting part of the app, appearing in a highlighted part in Today. All the tasks that need your attention, whether to do that same day or relocate it to another day. It is also possible to add Personality areas, but for some obscure reason, it is not possible for a task to have an area and also a project must be one or the other. Perhaps you are wondering why he came in fourth because he has all of these options; well, they are great, but they are extremely easy to configure also in Todoist and Wunderlist, allowing even greater flexibility.

Lastly, was due to the simple fact that it does not have tags or fields that allow it to connect to GTD. Despite this, there are still those who use their lists as different contexts and each task becomes a project because it is possible to create subtasks in it.

In the end, it's all about configuration, if the application allows it.


Thinking about multiplatform thinking about Todoist and Wunderlist, so the two are close together at the top of this category. Both are available for Android, iOS, OS X, Windows, watchOS, Android Wear and the most popular browsers (Safari, Google Chrome and Mozilla Firefox). In addition, Wunderlist still has an app for the Kindle Fire and Todoist has an extension for Gmail / Outlook. Not to mention that both can be accessed from anywhere on their web platforms. That is, users of these apps are very, very well served. ? is also very flexible. It can be accessed via a web platform, the Mac, Android and iOS app. It also has an extension for Google Chrome, but it leaves out other browsers and also smart watches. Tied, at the bottom of the well (kidding!) Are OmniFocus and Things, which are elitist and are only available for Apple platforms (iOS, OS X and watchOS).


Here where tears start to appear in the eyes. With the exception of OmniFocus and Things, everyone else is free to try, which can already be a good incentive for you to start an organization. Below, apps are listed from lowest to highest price (including available subscriptions):

  1. free to download, subscription to Premium per $ 3 per month or $ 27 a year;
  2. Wunderlist: free to download, subscription to Pro per $ 5 per month;
  3. Todoist: free to download, subscription to Premium per $ 29 per year;
  4. Things: single purchase (Mac for $ 50; iPad by $ 20; iPhone by $ 10);
  5. OmniFocus: single purchase (Mac for $ 40 verse Pro for $ 80; iPad and iPhone by $ 40 verse Pro for $ 60).


Each app has its pros and cons, but if we analyze the cost / benefit, the Wunderlist win this competition. It is multiplatform, has a beautiful and very intuitive design, recurring tasks, reminders and everything that is essential in a task management application. Best of all, it's free. The few limitations of the free version are almost imperceptible to anyone who intends to use it for personal use (and not with a team).

If you want an option as good as it is and with even more resources, you can overpay for Todoist. The filters and "karma" allow for greater user interaction with the app. Reminders mainly those with geolocation and tags available on the version Premium make everything more interesting. Actually, the only factor that he did not win the first position because these functions are only available in the paid version, which makes the free one almost unnecessary.

Third is the great OmniFocus. And this adjective has not been used for nothing: it is an extremely expensive option, but with very robust features. So much so that it may be necessary to learn the system first and then start using it. If the person really uses everything as it should, I'm sure it will help a lot in your productivity. doesn't have as many resources as its friends, but it has enough to satisfy a lot of people. The free version may already please, but whoever wants to have more, pays a small fee for that. Things is definitely a very expensive option for what little you do and, therefore, came in last place.

Worth mentioning

There are so many other apps of this type on the App Store that, if we were to talk about everyone, we would stay a lifetime. Still, we think it would be interesting to name a few.

STICKY NOTES (REMINDERS)The native iOS and OS X app does just that: reminders. Although we can use your lists as projects, there is not much to set up in a task other than your name, note and reminders with date, time and geolocation. For those who just need a quick and simple tool, it is a good size. However, it is possible to have other tools with much more features that are also free (and more: a lot of platforms, which is not).

ASANAThis app is a solution for project management much more focused on companies. However, it is also widely used for personal use as there are several great and free resources.

TRELLOBased on a project management method called Kanban, Trello also has a strong appeal to larger teams, but one of the great options for organizing today. The model divided into cards and lists offers a broader view of everything that is happening and what is still pending.

HABITICAThis is the dream of any procrastinator who is also a gamer. The application offers one of the most logical productivity experiences you will ever have. It is a role-playing game in the form of a task manager, allowing you to create recurring or non-recurring tasks, habits you want to keep or leave and all with a character, weapons to buy, levels to conquer, etc. free and a lot of fun.

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We know that many who read this post will remember an application that was not mentioned. However, it would be impossible to compare all of them because each day a new one appears, with different resources and applications. It is also necessary to remember that this was our assessment, according to what we consider most important; rate everyone according to what * you * think is most relevant and make your choice (incidentally, great that they have different apps, because people are different yay!).

One thing I couldn't take into account in my evaluation was support for the Apple Watch, as I don't have one. However, as you will see in the list below, is the only one that does not offer compatibility with Ma's watch.

If we live the ideology of ?let life take me. Life, take me ?and if we don't plan our hours, days, months and years, we can end up frustrated for not prioritizing the right things, leaving aside what really matters. But calm down, while we are still in this world, we have the opportunity to start new habits. Choose any of these managers (or one that is not mentioned). But don't expect a Monday or a New Year: start now to plan your life! ? app icon: Tasks and Calendar app icon: To-do list & Calendar

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Todoist app icon: To do list and tasks

Todoist app icon: To do list and tasks

Wunderlist app icon: Task List

Wunderlist app icon: Task List