In short, productivity tools make your (and your colleagues’) life easier and can make your team more efficient.
Each platform varies in the amount and type of features it offers, but they typically include some kind of task/to-do list or planner, the ability to organize files into categories, and, for the more advanced platforms, a communication tool.
Productivity tools aren’t just for businesses and teams, though.
Many of these platforms are well-suited for personal use as well with options to create task/to-do lists, set reminders, plan out your day/week/month, and more.
If you’re ready to get organized, read on for the 13 best productivity tools for 2024.
In short, productivity tools make your (and your colleagues’) life easier and can make your team more efficient.
Each platform varies in the amount and type of features it offers, but they typically include some kind of task/to-do list or planner, the ability to organize files into categories, and, for the more advanced platforms, a communication tool.
Productivity tools aren’t just for businesses and teams, though.
Many of these platforms are well-suited for personal use as well with options to create task/to-do lists, set reminders, plan out your day/week/month, and more.
If you’re ready to get organized, read on for the 13 best productivity tools for 2023.
We’ve included an overview of our top picks below. For detailed information on each pick, scroll down.
Productivity tools can be as simple as a meeting scheduler or task list app to a full-service platform that provides calendars and visual workflows.
But they can also be methods of communication, file storage and sharing, analytics, project management, and more.
A productivity tool is a software that allows users to create, share, view, and modify documents and materials, generate task and to-do lists, manage calendars, and more.
Each tool varies in service offerings, though; some are more advanced (and costlier) than others.
Productivity tools enable individuals and businesses to:
Productivity tools are beneficial for several reasons and are great for personal and professional use.
Generally speaking, the three types of productivity tools include word processing, spreadsheets, and databases.
These tools allow you to create specific items quickly and easily.
Not all productivity tools are created equally; some apps are simply for lists, some for calendar management, some for document collaboration, and some are full-service platforms.
We’ll review the 13 best productivity tools for 2023 below, and you’ll be able to decide which one is right for you.
Now that you understand what a productivity tool is, you’re probably wondering which tools are available, their features and functions, and most importantly, the price.
Let’s get into the reviews for these productivity tools.
ProofHub is a SaaS-based project management program that is jam-packed with everything your team needs to plan, create, collaborate, organize, and submit deliverables on time.
In addition, this platform offers a centralized workplace for task lists, workflows, discussions, Gantt charts, calendars, documents, etc.
ProofHub provides your team with all the tools to better plan projects, collaborate seamlessly within the team and with clients, organize and manage all files, and keep an eye on the progress of each task.
4 stars
Product management
Some of the best features of ProofHub are the visual workflows, proofing and file approval capabilities, app integration, and the flat pricing model.
Your team will never miss a beat with the time tracking, task assignment, milestones, and subtasks functions.
ProofHub prides itself on being a simple platform to use with a minimal learning curve.
When you opt for the free trial, you have access to a free walkthrough to introduce you to the dashboard and the many functions.
On top of that, ProofHub customer service is on-par, so you can be sure you’ll get the help you need in case of any issues or questions.
On par with its simple and easy-to-use model, ProofHub’s pricing is flat rather than per user.
You can select from one of two plans: essential and ultimate control.
Essential: $50/month billed annually and includes:
Ultimate Control: $99/month billed annually and includes everything in the essential plan, plus:
ProofHub offers all first-time subscribers a 14-day free trial with all the features and a free walkthrough.
Nonprofits will enjoy exclusive discounts.
ProofHub is a solid platform for project management.
Even the features in the essential plan will enable your team to over-communicate and effortlessly track their progress.
The integrations allow you to seamlessly transition to ProofHub while still using your normal apps and communication methods.
And with the option for a 14-day free trial and the option for a full refund after 15 days, you can’t go wrong giving ProofHub a try.
nTask is a project management software that enables you and your team to plan, organize, and manage daily tasks.
This versatile software integrates with Zoom and Outlook for seamless scheduling, perfect for the hybrid or fully remote team.
The issue management function enables you to ditch email, spreadsheets, and chat apps because you’ll now have a centralized place to track bugs and issues.
From there, your team can set statuses and rank from least to most priority.
4 stars
Risk and issue management
Unique to nTask, the risk analysis and assessment function allows you to create custom grid formations with your risk drivers to visualize the progress.
Additionally, you can say goodbye to unexpected risks and issues within your projects.
The risk management feature lets you identify all potential risks for each project, assign that risk to someone on the team, and use a risk matrix to analyze and mitigate risks.
Overall, the nTask dashboard and functionalities are straightforward.
But, if you’re not particularly computer-savvy, you may struggle at first while learning how to access and use each function.
Luckily, you can book a demo with nTask’s team for them to show you the ropes, and you can reach out to their customer support team any time you need additional help.
nTask offers a risk-free seven-day trial so that you have the chance to decide if this tool is for you.
Unfortunately, pricing varies depending on your team size.
nTask offers exclusive discounts of up to 25% for NGOs and early startups.
Contact their customer service with details about your organization to see if you qualify.
nTask is a great productivity tool for any team, but especially for those who work on high-risk projects and need a more efficient way to keep track of communication.
The ability to create and assign tasks, assess and track risk, and sync calendars and email is fantastic; you’ll never have to worry about searching through your old emails again.
Unfortunately, the pricing can become extremely expensive the larger your team is and if you decide to pay monthly instead of the year upfront.
There are other productivity tools that offer similar features for lower prices.
Any.do is an app that allows you to organize your tasks and lists, plan your day/week, and set reminders all in one place.
The app syncs smoothly across all your devices, so you never have to worry about losing your data.
These features are great for individuals, but what about teams?
Not to worry!
The Any.do Workspace option allows you extended file sharing and uploading capabilities, organization with color tags for prioritization, and unlimited integration options through Zapier and WhatsApp.
4 stars
Schedule and note organization
The calendar syncs with your Google calendar, iCloud, Outlook, and more, so you can see personal and work events in one spot.
In addition, you can select from various themes to match your taste and highlight tasks and events in different colors so that they catch your eye.
Any.do is one of the simplest apps to use on this list.
The dashboard is straightforward, and you’ll never get lost since there are only a few functionalities in this app.
Even better, it’s easy to sync your other accounts with Any.do.
After you log in, you’ll be prompted to link other accounts and will just need to input your login credentials.
Any.do offers three plans to choose from: monthly, every six months, and yearly.
Any.do is an excellent app for a to-do list, grocery list, and managing your personal calendar, but it’s not an ideal option for the workplace or a team.
You’d be wiser to subscribe to one of the other apps on this list that supports collaboration and offers other business tools.
But, if you’re a single person looking for an app to organize your personal life, or if you run a business and only need access for yourself, Any.do is a great choice.
Asana is a work management productivity tool you can use on the web or through the mobile app.
It’s designed to help you and/or your team hit your goals without all the hassle.
You can use the timeline to create a plan that gives you a broad view of everything that needs to be accomplished and by when.
The best part about Asana is that all your team’s work will be together in one space.
The project view is highly customizable, and you can access your work and collaborate from anywhere.
5 stars
Collaboration
Asana has many incredible features to help you stay organized.
If you don’t know where to start, you can choose from the template library sorted by industry.
From there, you can select a template for your team like collaboration, planning, calendar, etc.
Additionally, Asana has a goal-setting feature that allows you to create and manage group or individual goals.
Easily track progress and comment on projects for appropriate teammates to see.
Like every new app or software, Asana takes some time to get used to.
Overall, though, it’s an easy platform to use.
The dashboard and icons are straightforward, and since this is more of a collaboration tool than a project management one, it won’t take long to learn the ropes.
Asana offers three options to choose from: Basic, Premium, and Business.
Asana offers a generous discount for non-profits at 50%.
Contact the Asana sales team for more information.
This platform makes it easy to view and organize the big picture of tasks that need to be completed, but the limited functionality makes it tricky to work as a one-stop shop for fully remote teams.
If your team doesn’t need an all-in-one platform, then Asana is a great tool to help you get organized and reach your goals.
For an individual or small team, though, this is the perfect platform to ensure you’re always connected and tracking progress toward your goals.
The multitude of features will allow you to create a detailed plan and timeline for all your projects and goals.
Basecamp is a project management tool that focuses on making teams better organized and more productive.
Every project you create includes all the tools your team will need: to-dos, schedules, message boards, file storage, live chat, and automatic check-ins.
No more will you and your team be scrambling to finish projects, desperately trying to locate all the applicable communication passed back and forth.
Instead, say hello to everything organized in a central place, accountability across the team, and a clear sense of your progress.
This platform is excellent for everyone but is especially perfect for large and remote teams.
5 stars
Remote teams
Basecamp offers a platform for real-time communication via chat.
This feature supports both group communication and private messaging, so you don’t need to worry about using an outside app.
But if you like using other apps and communication methods, Basecamp integrates seamlessly with third-party apps like messaging platforms, time tracking, invoicing/accounting, and more.
Because of all the features, Basecamp has a decent learning curve when you get started.
You can count on a clean interface, though, so once you start exploring the app, you’ll be able to find your way.
If you or your team struggles to get acquainted, Basecamp has you covered with short tutorials on their website.
They also offer virtual classes for those who prefer a live instructor.
Basecamp pricing is a flat fee per month or annually.
Basecamp Personal is free (limited) and includes:
Basecamp Business is $99/month and includes:
When you pay for the entire year at once, you get a 15% discount.
Non-profits receive a 10% discount, and Basecamp is free for teachers and students.
Basecamp is a fantastic productivity tool for large teams.
You can eliminate the need for messaging and emailing on all other channels as Basecamp enables you to communicate about each project on the platform.
Even better, all correspondence, documents, etc., are conveniently stored in each project so you can pick up where you left off.
But if you decide you don’t want to get rid of your other software like Outlook, Gmail, Microsoft Teams, Slack, etc., rest assured that these apps will integrate with Basecamp just fine.
Canva is a graphic design platform primarily used to create social media graphics, presentations, posters, documents, and other visual content.
You can browse thousands of fully customizable templates, and if you have one of the paid plans, you can create brand kits so every new project will automatically incorporate your theme.
You can easily engage your audience with eye-catching graphics and ensure they’ll remember you by building your brand.
Canva is perfect for anyone who regularly creates graphics or other documents, whether for personal or business use.
And the best part is that you don’t need any technical or design experience to use Canva successfully.
4 stars
Visual Content Creation
Canva offers thousands of fully customizable templates and easy-to-use design tools.
This platform is beginner-friendly, and there’s a community forum where you can receive feedback and answers to your questions.
There’s also an option for businesses and educators to use Canva as a visual platform to engage with employees and students.
Additionally, you can use the social media scheduler to ensure your content is always going out at the best times.
This will increase your productivity and efficiency tenfold as you don’t have to log into each social media account separately and each time you want to schedule or post.
Canva is another one of the easiest platforms to learn on this list.
The design tools are straightforward; once you poke around the site a bit and create some test projects, you’ll catch on quickly.
And if you have trouble figuring any of the features out, you can turn to the Canva community forums for assistance and feedback or reach out to the Canva support team.
Canva is great for content creation, and the ability to schedule social media posts is convenient.
This platform is best for those looking to create brand awareness and manage social media channels.
While you can comment and share with your team on the platform, it’s not meant for project management or remote team collaboration.
However, Canva is a great productivity tool to have in addition to another platform if your goal is working with a team.
LastPass is a password manager that stores encrypted passwords.
You can store notes for personal information like passports, credit cards, social security, etc.
And the next time you need to fill in an online form, LastPass conveniently does it for you.
This app saves you a ton of time for personal and business use.
If you regularly need to access a ton of sites, you don’t need to waste your precious time logging in each time or trying to track down that long and secure password.
4 stars
Password saving and sharing
LastPass allows you to automatically change or update passwords without needing to visit each site manually.
Additionally, the security dashboard analyzes passwords to identify old, weak, or duplicate ones.
Because LastPass’ primary function is to protect your passwords and other personal information, the platform is easy to use and beginner-friendly.
You can easily enter passwords for each site and categorize them based on subject, client, project, etc.
LastPass offers pricing options for personal and business use.
All plans include a free trial.
LastPass is helpful if you work with a large variety of websites and don’t want the hassle of logging in every time.
It’s also great for teams who need to access the same site or for freelancers working with clients on their personal social media.
This isn’t the more versatile productivity tool on this list, but it’s extremely useful for safe password-sharing and protection.
Calendly is a business communication platform for scheduling, preparing, and following up on meetings.
You just set your availability in Calendly manually or by linking with your Google calendar, create a link for a specific meeting or event type, and share that link with others.
From there, they can see your availability and schedule a time that works for them.
This platform allows your clients to schedule meetings professionally and efficiently and eliminates all the back-and-forth of figuring out when everyone is free.
5 stars
Scheduling
Once you’ve created an event or meeting, you can automate pre-call questionnaires, confirmation texts, post-call follow-up links, etc., so you’re always prepared for your meeting.
Also, with Calendly Teams, you can use the round-robin feature to pull availability from multiple people’s calendars, so clients have more slots to choose from.
Calendly is simple to set up, and since the primary function is for scheduling, you’ll get the hang of the platform fast.
The clean dashboard and interface allow you and others to move through prompts to schedule meetings seamlessly.
Calendly offers first-time users a 14-day free trial.
Then, you can choose from the following.
Calendly is perfect for organizing meetings and get-togethers with your team.
Integrations with apps like Zoom, Google Calendar, Slack, and more make it easy to set your availability, share the link with others, and completely eliminate the back and forth via email and phone.
Workflowy is an app that basically combines bullet journaling with your everyday to-do lists and task managers and is primarily used for organization.
You can create and share lists, add images and documents, and organize everything down to the sub-list.
With this app, you’ll always be on top of your projects and goals, and you can easily share your files with others.
If you’d like them to edit any of the files, no log-in is required so long as they have your link.
5 stars
Organization
Workflowy offers simple workflows, nested lists, the ability to assign tasks to others, and is available on multiple platforms.
Collaborate with your teammates by sharing your lists with them to edit.
Workflowy was designed as a simple interface—what you see is what you get.
But that makes it a very simple app to learn and use.
The app is solely for organizing lists and notes, so there are no outside distractions or integrations that are tricky to learn.
Workflowy offers two plans:
If you want to use Workflowy for a team, you can purchase the teams subscription for the same price as Workflowy Pro per teammate.
This is nice when there’s one admin that wants access for a group of people but wants to handle the billing on one account.
Workflowy offers discounts for education and non-profits.
Workflowy is a great app to get organized.
The sharing option makes it nice to share lists, and if you have a team of people you want to connect, the teams subscription conveniently allows you to manage all teammate accounts and billing on one.
The best part is that the free option allows you to access the same functionalities as the paid plan, with some limitations.
Nextiva is a cloud-based communication software that helps you simplify your business.
It was designed to eliminate the need for multiple apps as you have SMS, video, and email all in one (and phone if you opt for their VoIP service).
You can also rest assured that your customer service system is top-tier.
The call center function with Nextiva is cloud-based and requires fewer agents to field calls.
The supervisor dashboard allows you to monitor call activity in real-time and ensure you have sufficient agent coverage.
5 stars
Company-wide use
Nextiva Analytics provides you with call reporting for a real-time overview of activity within your organization so you can analyze trends and performance.
This feature also allows you to identify and resolve issues quickly.
Nextiva is quite a complex system, especially when it’s first introduced to your company.
There may be some steep learning curves up front, but once everyone is trained on the system, you’ll notice a spike in productivity.
Nextiva offers three plans—Essential, Professional, and Enterprise—and pricing varies by the number of users.
You have the option of a seven-day free trial with the essential plan or a demo with the professional or enterprise plans.
One to four users
Five to 19 users
20 to 99 users
100+ users
One to four users
Five to 19 users
20 to 99 users
100+ users
One to four users
Five to 19 users
20 to 99 users
100+ users
All of these plans have the option for monthly, 12-month, 24-month, 36-month, or 36-month pre-pay, which may cause price fluctuations.
Nextiva also offers a contact center plan; you can get pricing by contacting an agent.
Nextiva is the ultimate productivity tool and one-stop shop for businesses to keep their communication, collaboration, and analytics in one place.
This software is best for medium to large organizations.
While there may be a learning curve for everyone in the beginning, this complete system will increase productivity within your team almost immediately.
1Password is a password manager for users to store passwords, software licenses, and any other sensitive information.
Additionally, 1Password offers a form-filler function and digital wallet, so you don’t have to re-enter your information every time you visit a site.
4 stars
Password management
1Password offers a password generator, perfect for those who struggle to create long and secure passwords.
Once the password is generated and updated for the correct site, you never have to worry about forgetting it.
1Password involves a lot of work at the initial setup, but it’s relatively straightforward.
Once you have all your info entered, you don’t have to worry about passwords again (unless you change any).
1Password offers personal and family or team and business plans.
1Password offers a 14-day trial for most plans and a demo for teams and enterprise plans.
1Password takes a little time to get set up initially, especially if you want to include many sites.
But once your information is entered, you can browse, buy, and work with ease, and you don’t have to worry about writing down all your passwords.
Traackr is a data-driven software that provides management for all aspects of influencer marketing programs.
This system enables you to demonstrate results to clients using downloadable presentations and interactive reports.
4 stars
Influencer marketing
Traackr offers benchmarking features to better understand your digital reach.
You can view a complete ranking of mentions among influencer content for your brand and competitors.
This enables you to better understand your competitors’ strategies and performance so you can improve your own brand.
Traackr is perfect for marketers to optimize their investments, scale programs, and streamline campaigns.
With this software, you can vet and contact influencers, negotiate commissions, and send and sign contracts, briefs, etc.
Because of all the tracking and analytic features, Traackr has a steep learning curve.
Contact the Traackr sales team for pricing.
Plans include:
Traackr is a great software for influencer marketers to understand how well their brand is doing and which areas can use improvement.
However, this is one of the most complicated software on this list to use, so it requires advanced technical skills from the user.
Google Docs is an online word processor and part of the Google Docs suite by Google.
You can create, format, and edits documents and work easily with other people.
Google Docs is only online, so no software is needed.
And the best part—it’s completely free; you just need a Google account.
5 stars
Document creation/editing
Google Docs’ auto-save feature is a lifesaver for those who forget to save their work as they go and is especially nice when you’re collaborating with others.
Additionally, the suggesting function acts like the track changes function in MS Word and allows you to see any edits made to the original document.
Google Docs is very user-friendly, especially if you’ve used other word processors like MS Word.
Simply log in with your Google account, open a new document or upload an existing one, and you’re good to go.
Many of the formatting and editing features are self-explanatory, but you can select the Help tab if you need guidance.
Google Docs is free to use with a Google account.
Google Docs is a great word processor for personal and business use.
The collaboration aspect makes it easy for teammates to view changes and work on documents at the same time.
This platform is great for content collaboration, but if you’re looking for capabilities to track and manage tasks and team members, you’re better off using another tool on this list.
With all of the productivity tools available on the market (and in this list alone), you’re bound to have some questions.
We’ve answered a couple of the most commonly asked below.
Yes. Excel can be a very helpful productivity tool in situations where you need to keep track of a lot of data.
It also helps you keep your information organized and increase efficiency by using formulas.
Yes, PowerPoint is an amazing tool that allows you to create a visual aid to communicate with others effectively.
This software is the go-to for many people and businesses when you need to make a presentation.
There are so many productivity tools to choose from out there—this list names only a few of the best.
To choose the right tool for you, be sure to establish your wants, needs, and goals.
If you’re using a productivity tool for personal use, one of the apps like Any.do or Workflowy would do nicely.
If you’re in a large organization looking to standardize workflow, communication, process, etc., software like Nextiva, Basecamp, or Asana is a good choice.
And if you’re a content creator wondering how your campaign is doing, Traackr has you covered.
Whichever platform you choose, you’re sure to feel more organized and productive.