How to manage your never-ending to do list

This is one of the rare times that I can say an article doesn’t need an introduction. We all have lots of things to get done, so how do we manage all the tasks and projects that are weighing us down?

Not sure if you need a project manager or task manager? Check out our article explaining the difference.

When it comes to task management, the options are genuinely endless. We've shrunk that down to a few worth your time. If you want something free, my top picks are Todoist and Apple Reminders. If you're willing to pay for more features, Sunsama is an excellent choice.

Todoist is one of the most popular todo list apps on the market, and there’s a reason for that. Their free plan is more than enough to get you started. Create up to 5 projects, view tasks on a list or kanban board view, and a solid experience across mobile and desktop. It does what it's supposed to do and doesn't try to be more than it is. That's a feature, not a limitation.

Apple Reminders is deceptively capable. You can set reminders by date, time, or location, even link one to a contact so it surfaces when you're about to message them. Subtasks, urgency tags, and a genuinely clean interface, all for free with any iCloud account. The catch: it's Apple-only. If anyone on your team uses Android, look elsewhere.

Superlist is a nice blend of a task manager and a notepad. Open it and start adding tasks, it’s that simple. The notepad-style design lets you weave in text and context between tasks, which is useful if your brain doesn't work in pure checkbox mode. Their top tier adds an AI Meeting Assistant that pulls follow-up tasks straight from your meeting notes. It’s worth giving their free plan a try.

Google Tasks is about as stripped-down as it gets, but if you live in Google Calendar, that integration alone might make it the right call. No bells and whistles, just a to-do list that shows up where you're already working.

Motion is a different category of tool. You feed it your tasks, connect your calendars, and its AI fills your open time slots with work automatically. Your calendar and to-do list become one thing. It's genuinely impressive. It's also genuinely a lot. If you just want a task manager, find something else. If you're juggling multiple projects or are looking for a time blocking solution, Motion might be the tool that finally makes the pieces fit.

Monday.com isn’t a todo list, it’s a full work platform. If your nonprofit already uses Monday, don’t overlook it. A private or shared To-Do List board can be set up in minutes and works great. I wouldn't start here if all you need is a task list, but if you're already in the ecosystem, use what you have.

If your team runs on Slack, check out our Slack Lists vs Chaser comparison. Managing tasks without leaving Slack is more viable than most people realize.

Getting value out of whatever you choose

The tool doesn't matter much if you never look at it. The most important thing is building a habit around checking it.

Set aside time a few times a day to review your list, update priorities, and add anything new. Start with when you start your day and when you get back from the lunch break you probably aren’t taking. That's it. You don't need to have it open all day; that's actually a good way to burn out on it quickly.

Set due dates when they exist. Use priorities so the important things don't get buried. And don't try to put everything you've ever needed to do into one massive list. That's called a graveyard, not a task manager.

A starting point: create separate lists for separate contexts. Even just "Personal" and "Work" puts you ahead of most people. If different projects occupy genuinely different parts of your brain, give them their own list. What you shouldn't do is maintain separate tools for personal versus professional, that's fragmentation that'll cost you.

If you're juggling multiple clients or projects like me, create a list for each one and keep the tasks simple. You'd be surprised how far that gets you before you actually need a full project management system. But if you've hit that wall, check out our favorite project management tools, or take our Which Project Management Tool is Right for You? quiz to find the right fit.