Best Productivity Apps for 2019— Part 3: To-Do List and Note Taking
This is the third installment in this series of articles where I want to share with you my experience in transform my phone from chief distraction to ally in my quest for a better life in 2019. Here’s the first and second parts in case you haven’t seen it yet.
3. How to clear your to-do list and achieve your goals?
A “to do” list or task manager app is in many ways similar to a habit tracker. The key difference is your to-do list covers one-time tasks related to your projects, your job, classes, or errands you need to complete.
Some people do well using iOS Reminders, Google Tasks, or other apps built-in to the ecosystem of their phone, tablet, or computer. If these apps meet your needs, feel free to skip to the next section.
Others prefer more sophisticated task management programs like Trello, Asana, Todoist. These programs offer rich collaboration functions. While I appreciate these apps for team collaboration, I found they were a little complicated for my day-to-day needs.
For people like me who are working on personal projects, I need something a little more sophisticated than iOS Reminders and a lot simpler than Asana. I don’t need to collaborate on these projects, but I do need something more robust than a list.
Which is the best to-do list app to set and reach your goals?
In my search for the best to-do list app, I tested the following:
And here is my ranking:
- Flora and Things 3 ($9.99)
- Wunderlist
- Habitica
Both Flora and Things 3 are my top choices, but they serve different purposes. Flora is best for time management and Things 3 is for daily events.
Winner (Tie): Flora
On the surface, Flora isn’t a To-Do list app. I think of it as a to-do list for my time. For example, I wouldn’t use Flora to remind me to call my mom, but I would use it to remind me to spend at least 25 minutes writing or working on a personal project each day.
I picked Flora as one of the best to-do apps because it offers a goal tracking features that integrate well with its Pomodoro feature.
- First, you set a goal, such as how many hours you plan to spend on a task, then create a reminder.
- You will be notified when it’s time to work on the task.
- You start a Pomodoro focus session and tag the session under the goal.
- Then Flora will track the time you spent on that goal and provide detailed stats for you!
This combination of Pomodoro technique and goal tracking boosted my productivity in ways that traditional to-do apps have not. At the end of the day, I want an app that already fits in my routine and is easy to use.
The goal tracking system of Flora is flexible. A goal may be a one-time task or a bigger long-term project. Once your goal reaches 100% you can either clear it or reset the progress. I set a goal for a project that would take around one hour to complete. After completing two Pomodoros, I received the goal achieved notification. I couldn’t help but to feel a sense of satisfaction!
If you are not a fan of Pomodoro technique then you may prefer Things 3 or another one of the featured apps.
Winner (Tie): Things 3
Things 3 is the workhorse of powerful to-do list managers. The app includes options to import from your iOS reminders, from other popular apps like Wunderlist, and to view calendar events in the context of your deadlines.
I always felt one shortcoming of the iPhone suite is the disconnect between the calendar and the reminders. I tried Google’s calendar plus tasks and found a similar issue.
Things 3 works very well for deadline-oriented tasks and projects. The “projects” feature allows you to break your project into individual tasks. Things 3 also has collaboration options for group project.
While Things 3 lacks the gameplay element that some of my favorite productivity apps include, it definitely has a place in my daily or weekly routine. The integration with my phones reminders and calendar sealed the deal for me!
Alternate option: Wunderlist
Wunderlist is a well regarded list manager. I know super organized people who swear by it to manage their grocery list, recommended reading list, and even their Netflix queue. I previously tried it, but just didn’t connect and deleted it from my phone. Perhaps it just wasn’t the right time for me.
I decided to give Wunderlist another chance. I was impressed by the fact it is free and the charming interface. Wunderlist allows you to choose your background image from their collection including scenic photographs, themed backgrounds, macro photos, and ombre patterns.
While Wunderlist works well for to-do lists, I actually prefer to use it just to make and keep lists such as grocery list, packing list, films to watch, ideas, etc.
While I like the easy interface, it lacks the functional power of Things 3 and the gameplay element of Flora.
Alternate option: Habitica
If you prefer a little gameplay with your to-do list then Habitica is a good choice. Not only can you track habits, but you also manage your to-do list within the apps.
Habitica asks you to rate the difficulty of your task when you enter it into your list. Since it is a Role-Playing Game themed app, it uses that information in the gamification. As you complete your tasks and daily habits, you earn “coins” to spend on virtual swag for your avatar character.
If you enjoy a social element, be sure to try Habitica’s social features including their “tavern,” “party,” “guilds,” or challenges. The “tavern” features a chat function where users chat about the game. You may invite your virtual or real-world friends to a “party” using a link or QR code. I haven’t used the app long enough to access challenges or guilds.
I recommend Habitica for gamers who also aim to be productive. If you think you would benefit from a task manager that doubles as a game it may be the perfect to do list app for you.
4. How to keep your ideas and notes organized?
A good note taking application is essential to my productivity and sanity! I spend hours studying, writing, researching, and thinking up ideas. Without a way to conveniently capture those activities, all that time is wasted.
What to look for in a note taking app?
There are so many fantastic note taking and organization apps. When considering which note taking apps are the best, I took a moment to think about how I use my notes. Here are the criteria I applied when testing note taking apps.
- I must be able to use the app on my phone, tablet, and laptop. There is no point, if the app isn’t available when and where I need it.
- The app must have a decent search option. Sometimes I search for information recorded in a note months later.
- The app must include a backup system in some form.
- It must be easy to use and not drain my phone’s battery too much.
- Bonus points if it integrates with other apps or my phone’s ecosystem.
What are the best note taking and organization apps?
I looked at the following top note taking and organization apps:
And there is my ranking:
- Evernote and Bear
- Google Keep
- Microsoft OneNote
Winner (Tie): Evernote
Evernote is a note-taking powerhouse. It is no wonder this app has an almost cult-like following. I chose Evernote because there are so many add-on apps to adapt it to suit pretty much anyone’s needs. I especially like the search function as it helps me recover notes I took months ago.
The main downside to Evernote is that your notes may become a chaotic hodgepodge if you use it frequently and for every aspect of your life. After months of using Evernote, I started to feel a little overwhelmed. Fortunately, the search function helps me find the information that I need.
Evernote also works well as a receipt keeper. If you need to track expenses but hate keeping track of bits of paper then you may appreciate this function.
Evernote includes some OCR capabilities for scanned images you upload. By the way, I don’t own a scanner, I simply use my phone’s camera to “scan” images. A friend once hand wrote a recipe on the back of an envelope. I took a picture with my camera and uploaded it to Evernote. A month later, I opened the app and searched for the recipe. I was surprised to see the handwritten text I photographed was searchable. I understand the OCR is applied sooner for users with premium accounts.
Overall, Evernote is one of the most powerful and well established note taking apps.
Winner (Tie): Bear
Bear is a beautifully designed and feature-rich note taking app. While I included it as an alternate choice, I think many people might consider it their top choice.
The app allows a range of formatting options, hand writing, image inclusion, as well as typed text. So far, it is the most aesthetically pleasing note taking app I’ve tested.
I recommend Bear to artists, writers, designers, and developers who are looking for a new note taking app. The markdown and formatting options would offer special value to creative professionals, bloggers, and writers.
I probably wouldn’t use Bear for quick notes like the address for a friend’s party. I could see using it for drafts of blog posts, app notes, and anything that you might later convert into a presentation, product, or published article. I know some writers use it as a distraction-free writing program.
Runner-Up Apple’s Notes
As much as I love Evernote, I routinely use the note taking app built into my Mac PowerBook and iPhone. I do this because this app is there and it is so simple and easy to use. Also, I like the built in option to text or email notes to other people.
At the end of the day, the best note taking app is the one you will use. For that reason, I think many people will prefer the note taking app built-in to their phone or computer’s ecosystem.
Alternate Choice: Google Keep
I use Google Suite at my workplace, so I also use Google Keep. I don’t like it quite as well as Evernote and I find it isn’t as convenient as the Apple’s Notes. However, it does play well with Google Docs, Google Sheets and Gmail. Those qualities make it an excellent choice for someone who uses Google’s other apps daily.
Alternate Choice: Microsoft OneNote
Beyond Excel, Skype, and Word, I rarely use Microsoft products so I was skeptical of OneNote. After tested it, I think, like Google Keep and Apple Notes, it works best for people who already use partner apps. If you use Outlook for your calendar or email then it only makes sense to try OneNote.5. Conclusion
5. Conclusion
Maximum productivity is the elusive Holy Grail whether you strive for success with your work, creative projects, or academic studies. Our phones could be a never-ending source of distraction. On the other hand, we can use them to enhance our productivity in all aspects of our lives. Hopefully, my experiment will help you choose the best productivity apps for your needs.
What are the best productivity apps for me?
My best productivity apps may be different than yours. The top productivity apps I tested all offer a range of functions that users find helpful. After all, these apps are popular for a reason! Your best app may vary depending on your needs, preference, and lifestyle.
In summary, here are my top choices for the best productivity apps.
Recommended Pomodoro and focus timer apps:
Winner: Flora
Runner-up: Forest ($1.99)
Recommended habit trackers:
Winner: Streaks ($4.99)
Runner-up: Flora
Recommended to-do list and goal setting apps:
Winner (tie): Flora
Winner (tie): Things 3 ($9.99)
Recommended note taking and organization apps:
Winner (tie): Evernote
Winner (tie): Bear
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