We're here to tell you those people are wrong. There are plenty of more efficient options out there. You don't have to be obsessed with the Getting Things Done method to appreciate these tools. And you don't need to open your wallet for them either. Whether you like installed software or prefer accessing tools via the Web, this list of task list programs—the first collection in our new monthly series of Best Free Software—is going to keep you working on schedule.
(Note this is not about project management software, as much as a task list helps every member of a project team. You can see some great, free small business project management tools here.)
Did we miss your favorite free desktop task manager? Let us know in the comments.
Top Four Free Task List Programs
www.rememberthemilk.com
Web | Mobile
Remember The Milk has not only the best name in task lists, but also a long history going back to 2004. (That's ancient in Web years.) It's got an amazing depth and breadth of features, and because it's Web-based, it's available everywhere. In fact, you don't even need to visit the website; Remember The Milk (RTM) has free apps for Android, iPhone, iPad, and BlackBerry that sync with your RTM account, with many options for integrating RTM with services like Siri on iOS, Twitter, Google Calendar, and Gmail. There are also several unofficial apps to manage RTM with Windows Phone, Symbian, and even give you command-line access. It's about as open to outside use as you can get. What does RTM provide for free? The task list is obvious, but you can organize your list by due date, postpone items for later, create recurring items, share tasks with or assign tasks to individuals or groups in your RTM contacts list, assign tasks by location, set priority level for each task, and view the list in a number of ways, such as tabs for the high-priority items. The website interface design isn't as up-to-date as the mobile apps, but it has everything you could want as long as you can find all the settings. If you don't require anything fancy, the basic to-do list functions are there when you need them. If you're a dedicated typist, RTM supports enough shortcuts you may never even touch the mouse.
The Pro account ($25 per year) offers priority tech support, extra features on the mobile apps, and the ability to sync with Microsoft Outlook on Windows XP and up.
www.toodledo.com
Web | Mobile
Toodledo gives Remember The Milk a run for its money with features out the wazoo. The main interface is Web-based and accessible anywhere. iOS users can download the app for $1.99 while Android and BlackBerry users can access the site's mobile interface online for free (as can iOS users of course). Where Toodledo differs is that it has project-manager functions in addition to basic task lists; specifically in how it tracks the time it takes to do something. The organization of tasks/projects can take multiple forms (tagging, folders, subtasks of primary tasks), and there's a high level of collaboration with other individuals or groups built in. The most important items appear in the "hotlist" so you can laser focus on what's got to be done right away. If you're not equipped with a smartphone, Toodledo print-outs can fold into small booklets.
Toodledo has a Pro option ($14.95 per year) but is taking the unique step of moving many paid features into the totally free area; users can track tasks in up to 100 locations, track progress of goals, and view a full account activity page.
www.wunderlist.com
Windows | Mac | Web | Mobile
Wunderlist looks so good you might wish you had more work to do. Typically task lists are functional, not pretty, but what Toodledo and Remember The Milk lack in looks Wunderlist more than makes up for—without sacrificing much in the way of function. You can see the Mac styling in its DNA. All of the devices and programs that Wunderlist supports are synced, so you always have access to your tasks on any desktop or smartphone (it has free apps for iOS and Android), or in the browser (there are extensions for Safari, Chrome, and Firefox to add tasks as you surf). You get all the usual things for free like reminders, recurring items, and subtasks, along with some simple collaboration tools.
The Pro version of Wunderlist is $4.99 per month and adds a lot of group functions, such as the ability to assign tasks to others and share whole lists of tasks, as well as full security for your data.
mail.google.com/mail/help/tasks/
Web | Mobile
Google's ultra-simple task list is popular and useful because it integrates with its two other amazing free services: Gmail and Google Calendar. In either Web app you can set the task list to be part of the left-hand navigation. You can also access and edit Google Tasks on your smartphone. It has Google's typically austere look; it's about the work, not beauty. Each task can be assigned a due date; or in Google Calendar you can create a task by clicking a blank spot in the calendar's month view and changing it from Event to Task. You can then modify the date in Google Tasks or drag it into your calendar to change it. Checking a box marks it complete. In Gmail you can also convert an email to a task by using the More menu. With any task putting the date at the beginning establishes that as the due date (which then appears on Google Calendar). You can even create multiple lists and nest subtasks within other tasks.
It's sometimes a pain to access just Google Tasks in a browser though, because it's not obvious that you can get a full page task-list view here. There are, however, a few extensions for Chrome that make it easier. It's never going to be as good-looking as Wunderlist or as thorough as Remember The Milk, but it's all a Google loyalist needs.
Cheqlist
www.cheqlist.org
Windows | Mac | Linux
One thing Remember The Milk lacks is an installable desktop app that accesses your task lists. If you're the type that prefers installs over Web apps, then you want Cheqlist, a straight-up RTM client.
hiTask
www.hitask.com
Web | Mobile
hiTask is a knockout of a task manager, akin to Wunderlist in its looks. The free version skips the task/project sharing aspect of the business account, but includes starred tasks to track your important stuff, drag-and-drop even in the Web interface, and a calendar to see when things are due. Free apps are available for iOS, Android, and coming soon for Windows Phone.
iProcrastinate
www.craigotis.com
Mac | Mobile
You might guess from the name that this particular product is for the Apple lovers. It's designed to track tasks on either Mac or iOS and syncs between apps on both. You can star the important tasks, set priorities as needed, and even break a task down step by step.
Minimalist for Windows 8
Only in Windows App Store
Windows
Yes, this to-do list is for Windows 8 users only. Dedicated users who want a to-do that's touch-screen friendly and don't need to worry about syncing data anywhere else will find this is a great-looking, easy-to-use option.
Producteev
www.producteev.com
Windows | Mac | Web | Mobile
Producteev is a perfect two-person task managing ecosystem in its free incarnation. The mobile version for iOS and Android naturally synchronizes all to-dos with the desktop and Web versions. You can even import tasks instantly from email, IM, Twitter, and other services.
Todoist
www.todoist.com
Windows | Mac | Web | Mobile
Todoist uses HTML5 in its Web interface to make the app as desktop-like as possible, and even works offline. Its ultra-simple, highly-appealing interface is easy to master and syncs instantly across all platforms, even with the unobtrusive Windows and Mac versions. Todoist also integrates with email clients Thunderbird and Outlook. The free version includes unlimited tasks, subtasks, and projects.
Strike
www.strikeapp.com
Web
Strike is simplicity itself—you don't even need an account to get started. The site gives you an example the minute you surf to it, which you then personalize to your own needs. The URL generated is unique to you, or you can share it with others to contribute to tasks as well. It's certainly not for everyone, but it works in a pinch.
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