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The Best Task Management Apps For Small Teams

There are thousands of apps available on the market today for businesses. But which are the best for you?
Alex Andrews
02 Dec 22
Best Task Management Apps

It’s almost a cliche in the tech industry that those stuck for an app idea build a ToDo List app. There are thousands of apps available on the market today, but what are the best task management apps for your team in 2023?

Among our team, we have tried dozens of systems over the years, from phone apps to bullet journals. The user’s needs often determine the best solution, so it can be challenging to stick to one option or make a single recommendation.

The best advice given to me about task management was to find a systemdon’t try and make it perfect and stick to it. It is also important to remember that the solution may require more than one app. Using multiple apps like this is often called a tech stack. You can’t put a system together in a day. It requires weeks or months of trial and error before finding a solution you are comfortable with. Iterate but don’t give up or keep switching your apps.

Which Apps Have We Tried?

In no specific order, here are the best task management apps I’ve used over the years.


In its heyday, Evernote was the most popular productivity app online. An almost vintage app these days, I spent many years saving thousands of files in Evernote and making countless lists. Known as the ‘Remember Everything’ app, Evernote has added many new features since my days with it. If you are new to Task Management apps, look at options other than Evernote. Keep reading.

Bullet Journal

Not an app but rather a note-taking system to get things done. The Bullet Journal is a highly versatile analogue system built on a dotted paper grid. A whole online movement dedicates its time to creating innovative approaches for almost any use case. Search ‘Bullet Journal’ on YouTube for countless inspiring videos.


Whilst not considered a task management app by most, 1Password should be included in your tech stack for productivity. Any system that helps take information out of your head and store it safely for later retrieval will make you more productive. Imagine never needing to remember a password, credit card number, Wi-Fi or passport details again. I have been using 1Password longer than any app, well over ten years.

View 1Password on our resources page.

Google Workspace

Good old Google! Formerly known as G Suite, Google’s app suite stretches a long list. Email, calender, docs, spreadsheets, chat, video calling, cloud storage, presentations and even websites. Whilst Google may want you to use all their services, you should choose what suits your needs. The team at Launch use Google Workspace for Email, Calenders, Docs and Spreadsheets.

View Google Workspace on our resources page.


These are two distinctly different note-taking apps, but I’ve compiled them together as I used them almost simultaneously for a couple of years before dropping them both in place of Apple Notes. These apps are also Mac only, so if you are a PC person – move along.

Bear is a beautiful app that utilises Markdown exceptionally well. I wish I were still using it, but Apple Notes has improved so much over the years it doesn’t seem worth paying for another app!

Drafts tagline is ‘where text starts’ and lets you get things down before you forget, without fiddling with folders or naming your documents.


Notion is a powerful all-in-one workspace that allows you to manage all of your work in one place. With a variety of features, including a flexible database, rich text editor, and customisable templates, Notion makes it easy to organise and collaborate on projects of all sizes.

Whether you’re working on a personal project or managing a team, Notion offers a wide range of tools to help you stay organised and on track. Whether you need to take notes, create a to-do list, or manage a complex project, Notion has you covered.

Apple Notes

Apple Notes is a built-in note-taking app for Apple devices, such as iPhones, iPads, and Macs. With Apple Notes, you can create and edit notes that include text, images, links, and more. You can also organise your notes into folders, and easily access them across all of your Apple devices.

Apple Notes also includes a variety of useful features, such as the ability to add checklists, sketch ideas, and scan documents. Whether you’re taking notes for personal or professional use, Apple Notes makes it easy to stay organized and on top of your tasks.


Fantastical is a calender and scheduling app for Apple devices like iPhones, iPads, and Macs. With Fantastical, you can quickly and easily create and manage events and tasks and view your schedule in various customisable views. Fantastical also integrates with other apps and services, such as Apple’s built-in Calender and Reminders app and popular third-party services like Google Calender and Todoist.

Fantastical includes powerful features such as natural language parsing, which allows you to enter events and tasks using plain language, and customisable alerts and notifications. Whether you’re managing your own schedule or coordinating with a team, Fantastical makes it easy to stay on top of your schedule and stay organised.


Trello is a project management and collaboration tool that allows users to organise and prioritise their work. Trello is based on the concept of a “board,” which is a visual representation of a project or task. Each board contains “cards,” which represent individual tasks or items that need to be completed. Users can move cards between different columns on the board to indicate their progress and can add comments, attachments, and labels to cards to provide additional information.

Trello also includes a range of features for collaborating with other users, such as the ability to assign tasks to team members, comment on each other’s work, and receive notifications about changes to the board. Trello is a flexible and user-friendly tool for managing projects and tasks and is used by many individuals and teams.


Todoist is a powerful task management app that lets you stay organised and productive. With Todoist, you can easily keep track of all your tasks, set deadlines, receive reminders and collaborate with others on projects. You can also customise your tasks with colour-coding, labels and priority settings to make them easier to identify or prioritise as needed. With its availability across desktop, web and mobile applications – it’s easy to access no matter where you are! The user-friendly interface makes it simple for anyone, whether a beginner or a pro at task management.


Airtable is a flexible database app that allows users to create and manage various types of data, from simple lists to complex project management systems. Airtable includes a range of features for organising and viewing your data, such as customisable views and the ability to create relationships between different data sets.

With Airtable, you can easily add, edit, and organise your data and collaborate with others on your projects in real-time. Airtable is available on the web and iOS and Android mobile devices, making it easy to access and update your data from anywhere. Whether working on a personal project or managing a team, Airtable offers a powerful and flexible way to manage your data.


Slack is a popular collaboration and communication platform used by teams and organisations to stay connected and productive. Slack allows users to create channels for different topics and teams and includes real-time messaging, file sharing, and integrations with other tools and services. Slack is available on the web and mobile and desktop platforms, making it easy to use no matter where you are.

With Slack, you can easily communicate and collaborate with your team and can stay up-to-date with what’s happening in your organisation. Whether working on a small team or managing a large organisation, Slack offers a flexible and user-friendly way to stay connected and productive.


Milanote is a visual organisation and project management tool for creatives and teams. Milanote allows users to create boards and cards to represent their ideas and tasks and includes features such as the ability to add images, links, and attachments to their notes. Milanote is available on the web, as well as on iOS and macOS.

Some key features of Milanote include creating and organising notes using a flexible visual layout, collaborating with others in real-time, and integrating with other tools and services such as Evernote and Google Drive. Milanote is a user-friendly and powerful tool for managing your ideas and projects and is used by a wide range of individuals and teams.

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