Practical Ecommerce

14 Online Task-Management Tools

Whether you’re working on your own projects or collaborating with a team, you have to manage your productivity. With online task-management tools, you can organize tasks, collaborate in real-time, access your lists across multiple computers or mobile devices, and much more.

Here is a list of online task management tools. They range from basic to-do lists to workflow solutions that analyze your schedule and alert you to deadlines. Many of these tools are free. Several are designed from the system outlined in Getting Things Done by productivity guru David Allen. Others are focused on the collaborative needs of teamwork. Find one to fit your needs, and then get things done.

14 Online Task-Management Tools

  1. Flow. A task management site with real-time collaboration tools. Flow can create tasks, assign due dates, and organize your tasks into projects. Flow’s real-time comment system eliminates back-and-forth emails, creating your own collaborative social network. Mobile app is available for iPhone. Price: $9.99 per month.

  2. Google Tasks. Allows users to access tasks in their Gmail accounts, Google Calendar, iGoogle, and through their mobile browsers. You can group tasks into lists, make notes, and set due-dates. Whenever you get a new email, click “Add to Tasks” and it will show up immediately as a to-do item. View your lists on the same page as your emails. Price: Free for Gmail users.

  3. HiTask. This site will satisfy followers of the Getting Things Done methodology, as well as anyone who needs a tool to manage everyday tasks. Intuitive user interface with tasks area in the middle, and a calendar and your team information on the sides. Delegate tasks or recurring events, track projects with your team, get notified when done, and more. Use drag-and-drop functionality to attach files and documents to tasks and projects. Mobile apps available for iPhone and iPad. Price: Free. Premium account is $8 per month. Business groupware plans start at $29 per month for five users.

  4. Nirvana. Still in Beta, Nirvana is a website that helps organize tasks by projects and contexts, assign tasks to contacts and follow-up emails, and set up email ticklers to remind you what you need to do. A simple and intuitive design for the individual, though it lacks collaborative tools necessary for a team. This is a good system if you are focused solely on your own productivity. No mobile app available. Price: Beta version is free.

  5. Nozbe. This site is designed to organize projects in contexts such as home or office, and to prompt your next action so that you get things done. Share and delegate tasks with your team, review the team message board for updates, and track team activity. Notifications remind you of delegated actions and due dates. Open uploaded files using Nozbe.com. Price: $9.95 per month for individuals; $49.95 per month for up to 20 users. iPhone app is $4.99, iPad app is $14.99.

  6. Producteev. This website is a task management tool with advanced collaboration elements. Share collaborative workspaces to manage tasks efficiently. Features include tasks calendar, file attachment, delegation, deadlines, notes, and more. Hot Tasks automatically prioritizes tasks and makes suggestions about what to do first. Access each collaborator’s workload by clicking a name. Producteev Academy turns task management into a social game to see who can get the most done, win badges and level up. Integrates with Gmail and Google Gadgets, Outlook. Mobile apps available for Android, iPhone. Price: Free up to two users. Upgrades range from $5 to $30 per month.

  7. Remember The Milk. Despite the cutesy name, this site has advanced features. Organize tasks by priorities, due dates, tags, and more. Search tasks, and save as Smart Lists. Keep track of your tasks with your RSS feed reader. Email tasks into your Remember The Milk account. Receive task reminders via email, instant messenger, and SMS. Remember The Milk integrates with Gmail, iCal, Outlook, and Twitter. Use RTM offline with Gears. Mobile apps are available for Android, BlackBerry, iPad and iPhone, Windows. A variety of third party apps are available. Price: Free. Pro version is $25 per year.

  8. Smartytask. This is another web app based on the Getting Things Done methodology. Manage and group tasks by actions, contexts, priorities, dates, and time. Edit everything in place. Email items directly to your inbox. Clean and elegant user interface. Great for the individual focused on productivity, but no collaborative tools for a team. No mobile app available. Price: $9.99 per month.

  9. Ta-da List. This is a basic to-do list website. Create your own lists, add tasks, and check off the tasks when they’re done. No email reminders, no due dates. No mobile app available. Price: Free.

  10. Todoist. This site is similar to Ta-da List, but with more features. Tasks can have deadlines, contexts, subtasks, and priorities. Repeating tasks can be set. Integrates with Google Gadget, Gmail, Outlook. No mobile app available. Price: Free.

  11. Todo.ly. This easy-to-use website is designed to help you simplify your life and get things done. Easy drag-and-drop user interface is simple and functional to get up and running quickly. Create projects and sub-projects, assign tasks and sub-tasks. Smart filter design around the Getting Things Done method. Not team-oriented, but good for the streamlined individual. Mobile app is coming soon. Price: Free.

  12. Toodledo. This website is a powerful, feature-rich task manager. Track tasks by priority, dates, time, and more. Assign tasks to folders or goals. Apply filters to hide unimportant tasks. Audible pop-up alarms and proximity alerts when you are near a location where you have things to do. Email reminders, SMS (text) reminders, and RSS lists. Auto-scheduler can analyze a task and assign a time for you to complete it. Work with collaboration tools and set exactly who can read, add, and edit your tasks, alerting you to edits. Use Toodledo as a standalone app, or synchronize your lists with Toodledo.com. Integrates with Outlook, iCal, Google Gadget, Twitter, and more. Mobile apps are available for iPad and iPhone. Price: Free. Pro version is $14.95 per year. Mobile app is $2.99.

  13. Vitalist. This site features Getting Things Done task management functions. Group tasks by actions, projects, and contexts. Print your lists, export them to your RSS reader, and view them in your iCal calendar. SMS or instant-message tasks to your account with Twitter. Unlike most Getting Things Done systems, Vitalist features collaborative tools to work in teams and share projects. Mobile app available for iPhone. Price: Free for five projects. Upgrades are $5 to $10 per month.

  14. Voo2do. This site can manage tasks by priorities, due dates, and time estimates. Group your tasks into projects and contexts, assign and publish tasks, make notes, meet deadlines, and see what got done. Add tasks by email, and publish task lists. No mobile app available. Price: Free. Plus version is $6.95 per month.

Sig Ueland
Sig Ueland
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Comments ( 41 )

  1. kathywmn May 31, 2011 Reply

    I realize the first half of these products are meant for groups. But, why would I pay a monthly fee for a to do list program that doesn’t work very well. I found iProcrastinate, paid a small one-time fee and no monthly payments. It has an iPhone ap, syncs well with it’s ap on my Mac and works very much like iCal (even looks the same). I guess I find this article not as thorough as it could be … and overlooking the fact that the one upcoming disadvantage appearing with all these "cloud" aps is their monthly or yearly fee. If I subscribed to all the "cloud" aps I needed and had to pay a monthly fee for each of them … well, I’d be broke. The community as a collective needs to boycott cloud aps that are monthly fee aps. One time fees should be sufficient. Payback can be obtained through access providers as it always has.

  2. Mirey June 2, 2011 Reply

    Awesome! I was wondering if I can add one more useful task management tool. I use Taskwise to organize my daily tasks and to store my files online so I can easily access them anywhere, anytime and build a private network to share my tasks and to do lists. Free edition is perfect to organize your business and personal life and the premium edition is perfect for power users and executives on the go. Its compatible with iPhone, iPod touch, and iPad.

  3. jackura July 29, 2011 Reply

    reply to kathywmn:

    That’s it, I know there will be a new online task management tool coming up pretty soon. It ‘s Free in which combine all the functionalities above have. calendar, chart, group, email, iphone, android and file uploads. I will let you know when it’s ready in the next two months.

  4. Sapna Thakur August 17, 2011 Reply

    I use ccToDo; it helps you put your business and personal life in order. It’s a to-do list that travels with you wherever you go, and on whatever device you’re using: iPhone, iPad, iPod, Windows, web, and email. Automatic cloud-synchronization means you’ll never forget a task again.mYou can find it at: http://www.cctodo.com

  5. Vipin Thomas November 8, 2011 Reply

    Great post, I guess you should review MangoApps (www.mangospring.com) as well, its a powerful software which works on any mobile platform with options of in-house, on premise or private cloud implementation. MangoApps has all the components of Project, Task, Idea, Events & Performance Management. One of the best enterprise social network allowing both internal & external collaboration which guarantees e-mail reduction upto 80% or more…

  6. VladislavVortex December 29, 2011 Reply

    Thank you Sig Ueland for this great rating,

    All these tools have their functional pros and cons of course, but anyway, I am not still very sure (as a business manager) about complete safety of my business information when I use this kind of task management tools (I mean in general all web-based ones) – after all, some of my confidential data gets transferred to an external server located somewhere far away from me, and it appears really out of my reach.

    What I try to say here is that I still prefer using internal LAN tools (even when collaborating with distant employees), because it allows me to store my data on my own office server which is under full control of my IT administrator. We currently use VIP Task Manager (http://www.taskmanagementsoft.com/) – it is not completely good for using it on web, but it gives you a great guarantee for your database safety, along with a sufficient task planning/tracking function.

  7. jackura January 26, 2012 Reply

    Hi All,

    I think it’s good to give a try on http://www.dootask.com , it’s a totally free task management tool included Google Task synchronization.

  8. George Morris March 13, 2012 Reply

    These really sum up the task management field well. For us, we wanted a tool that visualizes our things to do as a team. So we created, and use http://usestacks.com it’s free an worth trying.

  9. marykaichini April 24, 2012 Reply

    I was really surprised by the choice of task management software, but I can add one more software here which is not included, but it deserves to be here. It is comindware task management system which is ideal for team work, setting tasks and subtasks and seeing how others reach the deadlines and so on.

  10. dime September 19, 2012 Reply

    http://www.fleents.com.
    Its the coolest task management tool so far..

  11. Vladimir Yakimenko December 11, 2012 Reply

    Most of those tools have very limited trials. http://todo2.co.uk free account is only limited by 1000 of open tasks, no other restrictions apply!

  12. K.HowardJoslin January 16, 2013 Reply

    Sig, Excellent overview. Provided me a quick reference for task managers and the links enabled me to take a closer look at the ones of interest. Thanks!

  13. Jo Joggler February 4, 2013 Reply

    We think that calendars and to-do-lists are tedious and unintuitive for most people to use. That is why 2B people use email but a tiny fraction use calendars and to-do-lists. Lot of things we need to get done come through email and get buried under other email – e.g. a meeting request. Or they may pop in our heads at a random times. It is not convenient to pull out a calendar or to-do-list to put it on there. Just the # of clicks it takes to enter an appointment is arduous.

    It is much more natural to "tell" it to someone to get reminded about it – e.g. text it, send an email. Probably, why busy (and rich) people hire personal assistants.

    Realizing this, we have created a service: https://www.joggleme.com to do exactly that. It makes calendars, to-do-lists and time management as simple as sending an email or a text message to your free personal assistant.

    Please check it out and give us feedback.

  14. Lee Munroe February 26, 2013 Reply

    I made a simple task management website that doesn’t require sign up.

    http://flask.io

    Nothing to download and it’s free. Might come in handy.

  15. Himali Girkar Kakade May 27, 2013 Reply

    Another to-do app I would like to add to the list is Brightpod ( http://brightpod.com ). It helps you managing your marketing campaign and todos. It has got pre-built social media workflows.

  16. 3lis3 June 14, 2013 Reply

    Nice article, very interesting and useful thanks for sharing.
    I discovered this month on Time Management Magazine an app called Beesy, it offers many interesting features like actions templates, drag & drop to organized note (agenda & participants),1 clic to generate the meeting minutes, import PDF/docs, make annotation and sync all with DropBox and Evernote. Beesy look very interesting too.

  17. Jaxx September 3, 2013 Reply

    Good list but my fav app is missing. I love SmartTM – the best choice for all overworked who have problems with productivity,

  18. amir September 8, 2013 Reply

    Great list. I personally use Team.Do (www.team.do) as it has such a clean and simple design. took me all of 8 minutes to get it.
    Hope this helps other folks out there…

  19. Amisha Ekaant October 1, 2013 Reply

    At our office, we don’t have Monday blues because every Friday, all the work we’ll have to do the following week is easily scheduled using Replicon’s time recording software ( http://www.replicon.com/olp/online-time-recording-software.aspx ). There’s provision for a bit of more recreation too and so we do our tasks at ease and peace.

  20. varshini October 25, 2013 Reply

    Really informative article. Mr.SIG UELAND Keep it up. I expect more informations from u….
    Once again , Thank you sir…

  21. Kevin Wilson November 12, 2013 Reply

    For any builders or surveyors out there you have to try blueprint hq (www.blueprinthq.com) It helps you by automating repetitive tasks on new jobs as well as you being able to create manual tasks. You can also store everything relative to a job rather than just a task including attached files, videos, messages & financials. All comes with a free trial so worth a look!

  22. Neta November 18, 2013 Reply

    I like happytodos.com most. We tried MsProject, DotProject, Basecamp… but happytodos actually stuck and it was super easy to get sucked into it.

  23. guoguo yong November 21, 2013 Reply

    I have used Efficient To-Do List for 2 years. It is easy-to-use and helps me a lot. I like it very much, hope it helps: http://www.efficientsoftware.net/todolist/

  24. allisonrose November 28, 2013 Reply

    I use Team Task Manager for managing my projects. It keeps work organised, so my team members can stay focused on their tasks. This task management software allows to attach documents and images with a task so each person can access files when they need them anywhere on the network.

  25. Phick Steven December 12, 2013 Reply

    What is your thought about the cloud based Replicon’s task management tools ( http://www.replicon.com/olp/task-management-software.aspx ) which is based on the user friendly interface and also calender based that helps the things done up in a better way.

  26. Ellis Thomas December 27, 2013 Reply

    Some more tools are also there which meets the desired requirement for the task management basically. Practically the tool which has been the most likable tool for me in terms of task management is the cloud based Replicon’s task management software ( http://www.replicon.com/olp/task-management-software.aspx ) which can also be considered included in this wonderful list.

  27. LynetteZ January 9, 2014 Reply

    Another task management app that wasn’t included in this list is SQRES. This web-based task management app helps you manage and keep track of all of your tasks by color coding those tasks that are assigned to you, assigned to others, due tomorrow, late and completed. You can even send updates on the status of a project or task directly from the app, thereby keeping your team organized and customers up to date. And the best part is that SQRES integrates with your Google Apps Account, so all tasks assigned to you via SQRES will automatically appear on your Gmail calendar. Check out sqres.com for more information.

  28. Richard Harris February 27, 2014 Reply

    We’ve just developed a task management/job scheduling tool for businesses. They can connect to each other, sent and receive jobs and update them in real time as well as instant message each from a desktop, mobile or iPhone.

    http://www.autoalert.me.uk/jobs-scheduling/

    I’d welcome your thoughts.

  29. mar90 March 4, 2014 Reply

    Another great web-based app is tasknik.com. It’s the first todo app that enables you to set dependencies on your tasks. Along with that, you can also set due dates, deadlines, priorities, create repeating tasks, share your projects with other people and comment on your tasks (even embed photos and videos). Definitely worth checking out.

  30. Alle April 14, 2014 Reply

    Another great task management app that wasn’t included in this list is Proofhub. It is simple, easy to use and feature rich.

  31. Dan.G. May 19, 2014 Reply

    I am surprised you don’t have Bitrix24 on the list. Not only it’s free, it’s CRM+TaskManagement, which is what ecommerce is about.

  32. Jack Greenwod May 21, 2014 Reply

    Good job on the list it’s quite useful. I used to work on Wunderlist a while ago – a great app but way too limited for my needs. At the moment I’m using Bambam it’s way more powerful and so far I’m really happy about it. The option to integrate it with version control and automatic deploy is a killer for any web developer out there. Highly recommended check it out -> http://www.dobambam.com.

  33. Caitlyn Kirk May 28, 2014 Reply

    In our agency we use http://casual.pm/ for task management. It’s simple and visual. I also know that Trello is pretty popular for task & project management among small teams.

  34. Dan June 9, 2014 Reply

    Our team uses http://www.YayTask.com which is really simple and doesn’t have all the bells and whistles you don’t use anyway. Recommended.

  35. Shirley Richard June 18, 2014 Reply

    SharePoint is also one of the best online task management tools. You can sign up for a free SharePoint site with http://www.cloudappsportal.com

  36. shellyfs July 15, 2014 Reply

    Tasks management is very important, besides online tasks managers, some task management software is also a very good choice.

  37. anonymous120 August 12, 2014 Reply

    I am currently using ZonderTask and its amazing! It’s like you have a personal assistant, the interface is really easy. You can keep track of your tasks smoothly and it’s free for the first 20 users.

  38. Mark Lewis September 2, 2014 Reply

    I use a tool that basically combines time tracking with project management & invoicing. I use it to assign tasks to users, upload project files, have discussions, track their time etc. It seemed the best fit for me because it’s hard enough getting used to one new tool. The tool is called HiTask can be found at http://hitask.com

  39. Jimmy Crow September 3, 2014 Reply

    I love no. 3. My favorite organizer is http://hitask.com. My team really likes it as well. Another one is http://www.asana.com

  40. Julien Rio September 28, 2014 Reply

    I prefer i-list.it: it is free, simple to use and very straight forward. It’s also quite convenient to follow up on my team’s tasks.

  41. Himali November 10, 2014 Reply

    You should also take Brightpod.com for a spin. Simple, intuitive and will help you prioritize/focus. I believe – Tasks that get delegated/tracked eventually get done :)

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