Why Your Productivity App Choice Matters
The App Store has no shortage of productivity apps, but the right choice depends entirely on how your brain works. Some people need simple lists; others need full project management. This guide breaks down the top options across key categories so you can make an informed choice.
Task Management
Reminders (Free, Built-in)
Apple's own Reminders app has grown considerably in recent years. It now supports subtasks, smart lists, tags, and collaboration. For most casual users, it's more than enough — and it integrates seamlessly with Siri and Focus modes.
Best for: Users who want a simple, reliable to-do list without paying extra.
Todoist (Free / Premium)
Todoist is one of the most polished cross-platform task managers available. It uses natural language input ("Submit report every Friday"), supports project hierarchies, labels, and filters, and syncs across all your devices including non-Apple ones.
Best for: Power users who want structure and work across multiple platforms.
Things 3 (Paid)
Things 3 is widely regarded as the most beautifully designed task manager on iOS. It follows the GTD (Getting Things Done) methodology and offers Areas, Projects, and Today views. It's a one-time purchase with no subscription.
Best for: GTD enthusiasts who live in the Apple ecosystem.
Note-Taking
Apple Notes (Free, Built-in)
Underestimated by many, Apple Notes now supports tags, Smart Folders, checklists, tables, inline scanned documents, and collaboration. It also integrates with iCloud for seamless sync.
Best for: Users who want fast, frictionless note capture.
Notion (Free / Paid)
Notion is a flexible workspace that combines notes, databases, wikis, and project tracking. It has a steeper learning curve but rewards those who invest the time.
Best for: Teams and individuals who want a customizable second brain.
Obsidian (Free)
Obsidian uses plain Markdown files and lets you link notes together in a knowledge graph. It's powerful for research and long-form thinking, with a strong plugin ecosystem.
Best for: Writers, researchers, and knowledge workers.
Quick Comparison
| App | Category | Price | Cross-Platform | Offline Access |
|---|---|---|---|---|
| Reminders | Tasks | Free | Apple only | Yes |
| Todoist | Tasks | Free / €4/mo | Yes | Yes |
| Things 3 | Tasks | ~€10 one-time | Apple only | Yes |
| Apple Notes | Notes | Free | Apple + iCloud Web | Yes |
| Notion | Notes/Wiki | Free / €8/mo | Yes | Limited |
| Obsidian | Notes | Free | Yes | Yes |
How to Choose
- Keep it simple: Stick to Reminders + Apple Notes — they're free and deeply integrated.
- Need structure: Todoist for tasks, Notion for notes.
- Apple-only power user: Things 3 is hard to beat.
- Research and writing: Obsidian with its linking system is genuinely transformative.
The best productivity app is the one you'll actually use consistently. Start simple, and only upgrade to something more complex when you hit clear limitations.