Imagine skyrocketing your productivity in 2025 with the perfect task management app tailored just for you. According to insights from CEOs and founders, the search for the ultimate productivity tool can be narrowed down to a few top contenders. The first expert highlights how ClickUp boosts productivity with customisation, while the final insight emphasises Hive’s versatility in enhancing productivity. Discover all 12 expert insights to find the app that will revolutionise your workflow.
- ClickUp Boosts Productivity with Customisation
- Asana Enhances Floral Business Efficiency
- Notion Centralises Workflows and Boosts Collaboration
- Ravetree Excels in Full-Spectrum Project Management
- Todoist Balances Simplicity and Powerful Features
- Quickbase Offers Unique Customisation for Teams
- Celoxis Provides Robust Project Management Tools
- Taskade Merges Tasks, Notes, and Communication
- Microsoft Tasks Integrates Seamlessly with Outlook
- Plaky Promotes Clarity and Focus
- Trello Simplifies Task Management for Small Teams
- Hive Versatility Enhances Productivity
ClickUp Boosts Productivity with Customisation
In 2025, ClickUp stands out as the best task management app for maximum productivity due to its unmatched flexibility and robust features. We use it at Best Used Gym Equipment to streamline workflows across departments. What sets ClickUp apart is its ability to consolidate task tracking, goal setting, and team collaboration in one platform.
For instance, we customised dashboards to track project progress for refurbishing equipment while integrating timelines and budgets. Features like task prioritisation, time tracking, and real-time updates ensure nothing slips through the cracks. The app’s scalability makes it equally effective for small teams and growing businesses. One lesson we’ve learned: taking the time to customise ClickUp’s templates and automations pays dividends in efficiency and clarity.
Juan Gonzalez, CEO, Best Used Gym Equipment
Asana Enhances Floral Business Efficiency
In 2025, Asana has been my top choice for managing daily tasks in my floral business. Its user-friendly interface and robust features make it ideal for coordinating multiple projects simultaneously, whether it’s designing bouquets or planning a large corporate event.
One of Asana’s standout features is the ability to create project timelines. I use this to map out every step of an event, from brainstorming floral themes to final delivery. Each task is assigned to specific team members with due dates, ensuring accountability. The visual timeline helps me see potential bottlenecks and adjust plans proactively, which is critical during busy seasons.
What truly makes Asana a game-changer is its ability to integrate with communication tools like Slack. This ensures seamless communication between team members and eliminates the need for back-and-forth emails. The result is a more productive workflow, allowing me to focus on my passion-crafting stunning floral arrangements—while ensuring the backend operations run smoothly.
Sophie Marasco, Founder, Thanks A Bunch Florist
Notion Centralises Workflows and Boosts Collaboration
One app that has truly transformed our productivity at Edumentors is Notion. I started using it to organise our team’s projects, and its flexibility has been a game changer. Notion’s ability to combine task management, note-taking, and databases into one seamless interface helped us track goals and stay aligned as we scaled. For example, we used it to streamline our tutoring schedules, improving efficiency by 30%. The key takeaway is that the right tool can centralise workflows, boost collaboration, and save time.
Tornike Asatiani, CEO, Edumentors
Ravetree Excels in Full-Spectrum Project Management
Ravetree is a powerhouse for professionals looking to streamline their workflow and boost productivity in 2025. Designed with teams in mind, this app isn’t just about ticking off tasks; it’s about full-spectrum project management. It integrates essential project management features like time tracking, resource planning, and CRM into one cohesive platform.
Many apps offer task management, but Ravetree also provides the capability to manage detailed client information and project resources, setting it apart as a comprehensive tool. The interface is intuitive, giving users the ability to customise dashboards and reports, helping team leaders have all critical information at their fingertips.
One standout feature is the ability to visualise workloads across a team. This isn’t just dragging boxes across a calendar; it uses Gantt charts and table views, providing a clear picture of who is working on what and when. This clarity allows for efficient allocation of resources and adjustments in real-time.
A technique to maximise Ravetree’s task management potential is regularly updating task priorities based on team capacity and project timelines. This dynamic adjustment keeps the workflow fluid and responsive, ensuring that everyone stays on the same page and projects move forward smoothly.
Andy Gillin, Attorney & Managing Partner, GJEL Accident Attorneys
Todoist Balances Simplicity and Powerful Features
The single best task management app to try in 2025 for maximum productivity is Todoist. This app balances simplicity and powerful features, making it suitable for personal and team use. Todoist’s intuitive interface allows users to create tasks quickly, categorise them into projects, and easily set due dates. One of its standout features is natural language processing, enabling users to input functions conversationally, such as, “Submit a report by Friday.”
Todoist supports various platforms, including web, iOS, Android, and desktop, ensuring seamless synchronisation across devices. Its collaboration features allow teams to share projects, assign tasks, and communicate effectively within the app. Viewing tasks in different formats—list, board, or calendar—provides flexibility in managing work workflow management, such as productivity tracking and reminders for those looking for reminders, further enhancing productivity. Google Calendar and Zapier enhance its functionality, making it a versatile choice for anyone aiming to boost their productivity in 2025.
Sheraz Ali, Founder & CEO, HARO Links Builder
Quickbase Offers Unique Customisation for Teams
Quickbase stands out among task management tools by offering a unique approach to customisation, making it ideal for teams needing tailor-fit solutions. Unlike many apps that provide rigid templates, Quickbase allows you to create workflows tailored to your specific needs without requiring extensive IT support. This flexibility is particularly valuable for businesses that frequently evolve and need systems that can pivot quickly. Users appreciate its drag-and-drop interface for setting up custom dashboards, meaning you can see all your critical data at a glance. It’s not the typical plug-and-play app, but the payoff is immense once it’s set up to your specifications.
A standout feature of Quickbase is its focus on app-building within its platform, allowing users to connect disparate systems and automate processes that traditionally take manual input and time. Companies can integrate Quickbase with existing software to streamline operations seamlessly. For those looking to fully leverage Quickbase, try implementing a “Citizen Developer” framework within your team. Encourage team members from different departments to create their own Quickbase apps, tailored to specific workflows. This empowers the users who are most familiar with day-to-day processes to improve productivity directly. Quickbase’s supportive community and resources ensure your team won’t be left in the dark, providing all the learning materials necessary to get started confidently.
Connor Butterworth, CEO, Southwestern Rugs Depot
Celoxis Provides Robust Project Management Tools
Celoxis is a game-changer for teams needing a robust project management tool in 2025. Known for its versatility, it supports everything from simple to complex, multi-project environments. With Celoxis, you get a comprehensive dashboard that enables tracking of project progress, budgeting, and resource allocation. Its visual timeline and Gantt charts are intuitive, even for those new to task management apps. An often overlooked feature is its powerful custom reporting capabilities; this allows you to generate insightful reports that dive into metrics important to your project’s success, providing a deeper understanding of bottlenecks and facilitating data-driven decision-making.
Success lies in leveraging Celoxis’ ability to integrate seamlessly with other business tools like emails, calendar apps, and CRM systems. This isn’t just convenience; it’s about creating an uninterrupted workflow. Automate recurring tasks and set up dynamic task scheduling to adjust task deadlines in real time based on project evolution. Also, try engaging the built-in time-tracking features for performance reviews and optimising resource use. With its scalability, Celoxis grows with your projects, maximising efficiency without the hassle of migrating to new platforms as your business expands. Utilising Celoxis transforms project oversight into a proactive and strategic element of your workflow.
Jean Chen, Co-Founder, COO & CHRO, Mondressy
Taskade Merges Tasks, Notes, and Communication
Taskade stands out as a top task management app in 2025, especially for teams who need seamless collaboration and real-time editing. What sets Taskade apart is its all-in-one workspace that merges tasks, notes, and communication. Users can build and customise task lists, mind maps, or even calendars, adapting the view to match their workflow. This flexibility is paired with real-time collaboration features. Team members can edit documents and projects simultaneously, reducing bottlenecks and keeping everyone aligned. The integrated video chat and built-in messaging eliminate the friction of switching between apps, centralising your work environment.
For those who are used to juggling between multiple tools, Taskade offers a fresh perspective on efficiency. The app supports the “Second Brain” methodology, letting you centralise all information, tasks, and notes for easy access and retrieval. This means creating lists, task hierarchies, and sub-tasks that automatically update across all shared devices. The setup is intuitive, and the learning curve is minimal, meaning teams can focus on the work at hand rather than navigating complex interfaces. Tailor sections with templates to kickstart sessions or sprints, and keep your productive momentum going without getting sidetracked.
To fully harness Taskade’s potential, leverage the Kanban boards. While many stick to classic to-do lists, Kanban can drastically improve how tasks are visualised. Create columns that reflect stages of progress and easily drag tasks from one column to another, giving a clear visual of what’s done and what’s ahead. The ability to customise workflows makes Taskade a powerful tool for diverse projects. Teams can optimise their processes, cut down on confusion, and enhance productivity through coherent task management and collaboration.
Will Yang, Head of Growth & Marketing, Instrumentl
Microsoft Tasks Integrates Seamlessly with Outlook
It’s difficult to suggest one task management app that will work for everyone, as it really depends on your needs, technical ability, type of software and mobile device, whether you need it to coordinate with other apps, and whether you are collaborating with others. That said, I like a to-do app that can work well with email and project management. Therefore, my task management app of choice is Tasks and/or To Do within the Microsoft family of products.
For any user of Outlook, it coordinates seamlessly with email. You can create a task based on email language and have the email content handy when needed. You can also create multiple lists based on categories of work. Set deadlines based on when you want to be reminded of the task so you can focus on the most important current priorities.
If you need to collaborate with others, the coordination with Planner, Teams, and other Microsoft apps is getting better every day. There are very few apps that allow you to manage multiple functions in one place like Teams does. It isn’t perfect, but continues to improve based on user input and market needs.
Lori Vande Krol, Productivity Consultant, Trainer and Speaker, Life Made Simple, LLC
Plaky Promotes Clarity and Focus
Plaky is making waves in the productivity world. It’s perfect for anyone looking to up their organisational game in 2025. This app stands out with its user-friendly interface and unique project management capabilities, which makes it an amazing tool for both individuals and teams. Plaky promotes clarity and focus through its custom dashboards that allow you to visualise your workload at a glance. It’s a breath of fresh air for those used to cluttered, overly complex task managers.
One simple yet effective feature of Plaky is its color-coded tags. They transform your chaotic task list into an easily navigable map. This visual cue isn’t just for aesthetics; it helps prioritise tasks quickly. Imagine assigning colors like red for urgent, green for ongoing, or blue for upcoming tasks. Your brain processes this visual info faster than reading text, speeding up decision-making without the need for mental gymnastics. Taking advantage of this feature could revolutionise the way you manage time and priorities.
Casey Meraz, Owner & Digital Marketing Expert, Casey Meraz
Trello Simplifies Task Management for Small Teams
I have tried several task management apps, ranging from too complex to too simple and the one I’ve stuck with is Trello. You can make it difficult, aka enable modules and add-ons, but at the core it’s very simple to use, while not lacking anything. Not only that, but the free plan is good enough for most people. If you need a solid task management app for a small team, I cannot give Trello enough praise.
Ionut-Alexandru Popa, Editor in Chief and CEO, BinaryFork
Hive Versatility Enhances Productivity
Enhancing my productivity in 2025, Hive proved helpful with its combination of task and project management features. What I appreciate the most about Hive is its versatility—for any tasks that I want to accomplish, whether on a Kanban Board, Gantt Chart, or just a plain to-do list, it is accommodating. Its ability to change perspectives and look at projects from different angles without breaking the flow of work is admirable.
What pushes Hive over the edge for me are Action Cards that help to organise tasks, deadlines, and conversations about them into one card. That leads to the opportunity to reduce time switching between applications, thereby reducing distractions. Hive’s built-in messaging system and email integration are additional advantages, as they enable me to contact my teammates and handle emails without ever leaving the platform.
Things like Hive’s automation features again are a winner for me, as I can create automatic recurrence for tasks and even schedule updates without clicking a button. For analytics geeks like me, the Hive Analytics dashboard gives valuable information about project status, team performance, and bottlenecks that assist with scheduling and prioritising tasks.
The only disadvantage is that users using Hive for the first time may find it somewhat intimidating because of its extensive features, but the learning curve is worth it. For teams and entrepreneurs looking for an intelligent and effective solution for task management, give Hive a try.
Soubhik Chakrabarti, CEO, Canada Hustle
