Top 16 Time Management Tools to Help You Avoid Burnout
In the business world, the old adage “time is money” still rings true. But is it possible to get time on our side in this day and age?
An average entrepreneur or team manager often has too many responsibilities to juggle. If that’s you, and you find yourself wishing the day lasted a few hours longer, you might just get your wish.
Of course, you can’t prolong the day—unless you’re working overtime—but you can spend your time at work more efficiently.
Sounds like a dream, especially when you’re so overwhelmed with your tasks that procrastination begins to rear its ugly head. Wouldn’t it be nice if you could eliminate the decision fatigue and the time-wasting that comes from poor time management?
With time management tools, that dream becomes reality.
What Are Time Management Software Used For?
Time management tools are a bit of an umbrella term for a vast array of different apps and methodologies.
It might refer to a specific method of time management, such as David Allen’s Getting Things Done, or the Eisenhower Matrix. Both GTD and Eisenhower matrix, as well as other time management methodologies, operate under similar principles.
Their goal is to help you:
- Reduce decision fatigue by setting priorities,
- Save time by organizing your work at every place and with every workflow,
- Establish long-term and short-term goals,
- Measure and easily track all work done.
However, these solutions are also apps that are based on one or more of these methodologies, all designed specifically to make you and your team more productive, help you fight procrastination, and keep you safe from burnout and stress.
Seems pretty useful, right? In today’s post, we’ll go over some of the best time management apps out there. All you have to do is research the available options and pick the one that fits you best.
16 Best Time Management Tools to Help You Work More Efficiently
1. Infinity — A Time Management Software That Covers All the Bases
When it comes to time management, everyone has their own preference (obviously), which can make life pretty difficult for time planning app designers. This is why customizable software is gaining more users, and why Infinity is probably one of the most notable all-in-one options you can find (we’re not biased at all).
The basic principle of Infinity is that you start simple and build up to whatever purpose you need it for. Only your imagination can set the limit for what you can do. With the building blocks provided by the tool—workspaces, boards, folders, and items—you can do anything from simple, personal to-do lists to complex project management for multiple team members.
Every item comes with customizable attributes, which are the main thing that allows you to adjust your time management system to what you need.
Looking for a GTD-like set-up, but only for sorting your tasks? With Infinity, you can do that by utilizing different types of views and filters according to the attributes that you set for each item. Want to build a Kanban board or a Gantt chart? Both are available, along with four other types of views in Infinity, along with the Table view, Columns, List, Calendar, and Form.
Possibilities are endless, which is why Infinity users love it so much.
You can check out our basic tutorial to get a better idea of why Infinity is just right for you:
- Six Different Views—Find the view that suits your needs the best and optimize the way you work. Pick between Columns, List, Table, Calendar, Gantt, and Form.
- Highly Customizable Attributes—Customize 20 attributes to your liking and easily specify what you want them to be in your tasks.
- Infinite Structure—You can create and customize an infinite number of boards, items, folders, and subfolders.
- Document Management—Documents can be easily added or shared directly in Infinity, meaning you don’t have to waste hours trying to find them on your computer.
- Activity Tracking—Keep track of recent changes, pending tasks, and team member activities.
- Shareable Forms—Create a form for collecting leads or contacts, embed it on your website, or share it with selected people.
- Public Boards—Entire boards can be shared with team members who are not part of Infinity or clients who want to see how you’re progressing.
- Filters, Group & Sort—Custom filters can organize tasks and show only the data you need to see.
- Task Management—Assign and organize tasks by progress or project phases.
- CSV Import/Export—Swiftly add CSV files from other programs like Excel and save time on manual import.
- Progress Tracking—Overall progress and individual tasks can be tracked easily.
- Clockify Integration—Easily track time for all of your tasks and know what you and your team members are working on at all times.
- Zapier Integration—You can connect Infinity with a number of other apps you use on a daily basis in just a couple of clicks thanks to Zapier.
- Seamless Team Collaboration—Use device synchronization to work with your team in real-time, and the comments section to improve communication.
- More Than 50 Templates—Save time by using 50+ available templates for project organization and time management.
And while this time management tool might seem overwhelming at first, fear not: if you need help getting started, Infinity has plenty of ready-to-use templates to choose from. They cover a variety of niches and industries (just like the tool itself), but can be customized to your unique needs easily.
To save you some time, here are a few templates that would come in handy when building your own time management system:
You can currently get Infinity at a special lifetime price, starting at $149 for 10 team members, 50GB of storage, and 1 workspace. There are four other plans you can choose from, and although there’s no free trial, there is a 30-day money back guarantee in case you decide Infinity’s not for you.
2. ProofHub — An All-in-One Hub for Project Time Management
Image Source: proofhub.com
ProofHub is an excellent time management app for collaborative projects, especially for managers whose teams have grown a bit unwieldy and tough to track. In environments like that, effective communication and task delegation are essential for proper time management. If a manager doesn’t have any insight into how long team members are taking to complete certain tasks, any type of planning becomes a nightmare.
However, any tracking app needs flexibility, too—especially when you need the ability to track multiple projects and tasks at once. ProofHub allows that by enabling users to track their project status, work progress, as well as any relevant information.
It sets up a Kanban system for the workflow, and each team member is assigned the roles that they need to access their team’s workflow. That way, there is no confusion when assigning tasks, and permissions are easy to manage.
- Real-Time Reporting Tools
- Project Status Tracking
- Work Progress Tracking
- Discussions, Chat & Collaborative Proofing
- File Management
- Deadline Reminders
- Recurring Tasks
- Time Tracking
- Mobile Apps
- Email Integration
- Data Import & Export
You can get started with ProofHub with their Essential Plan, which is the basic level, for the price of $45/month (billed annually) or $50/month (billed monthly).
3. Weekdone — A Time Management App for Setting Your Goals
Image Source: blog.weekdone.com
Many of the tools for time management on the market today use some version of the GTD methodology, or are inspired by it. However, Weekdone offers something different: it’s based on the OKR system, which is Google’s approach to setting goals.
OKR stands for Objectives and Key Result, and it’s meant to create alignment in the organization that uses it. It’s a simple process, and using Weekdone ensures that you’ll get the hang of it in no time.
Through the app, you develop and set your own OKRs, and then track them through the weekly reports, feedback and dashboard. With this unique system, Weekdone ensures that everyone in the organization is working toward the same goal and that no time is being wasted.
- Objectives & Key Results
- Effective Goal Setting
- Data Visualization
- Weekly Check-Ins
- Coaching, and Support
- Specialized OKR Education
- Integrations: Zapier, Slack, Asana, Basecamp, etc.
Weekdone is free for up to 3 users, and offers a 15-day free trial for 4 and more users. The paid plans (for 4 or more people, up to over 500) start from $90 a month (billed annually) or $108 a month (billed monthly).
4. Toggl — A Time Planning App for a Fast Working Pace
Image Source: toggl.com
Toggl is a time management tool that excels at compiling time tracking data across different teams and projects. Its biggest appeal lies in its promise to help you make better business decisions—and it certainly provides enough data to do that.
This time management software shines in combination with other productivity apps, although it’s definitely worth trying it out even without any other integrations.
Toggl is focused on the present and tracking the way each team member is spending their time. However, it can also make projections about the future by taking into account the data it’s already compiled. With it, you’ll know exactly how long your projects are going to take, as well as the exact areas where you can improve your time management.
- Time Tracking with Reminders
- Scheduled Reports
- Time Audits
- Project Dashboard
- Calendar Information
- Background & Auto Tracking
- 100+ App Integrations
Toggl has a free plan for up to 5 users. All their paid plans come with a 30-day free trial, and if you like the app, you can purchase the Starter pack for $9 per user per month, or Premium for $18 per user per month. There is also the Enterprise plan, which is suitable for large organizations.
5. Clockify — A Time Management Application for Freelancers and Teams
Image Source: clockify.me
Speaking of time tracking apps suitable for both freelancers and teams, Clockify absolutely must make the list. Thanks to its ease of use and the variety of things you can track, it’s invaluable to managers who want to improve their team’s efficiency.
Clockify allows you to track time as you work, or enter the hours manually if that’s what you prefer. It shows the data on a timeline, lets you mark your hours as billable, and makes it so easy to log all your weekly activities that you’ll wonder how you lived without it.
Clockify is available on web, mobile, and desktop, and it has versions for both Windows and Mac, as well as iOS and Android on mobile.
- Adding Time
- Billable Hours
- Tracking Projects, Tasks & Estimates
- Team Feature
- Visual Charts
- Live Status
- Third-Party Integrations
- Templates and Totals
Clockify has a few pricing options, but for users who only need a simple time tracker, it’s free. Their offers for teams range from $9.99 a month to $9.99 a month per user, depending on which features you need. You can try out each plan for free.
6. Remember the Milk — A Time Management Tool to Remember It All
Image Source: blog.rememberthemilk.com
Remember the Milk is one of the most widely used tools for project time management for a good reason. It has everything you could possibly need to manage your personal tasks and free your brainpower for the work that requires unbroken focus.
It’s wonderfully customizable, colorful and easy to use, even for advanced users who require multiple lists and more refined time management. The tags and the Smart Lists help you stay on top of your tasks—even those you’ve been postponing forever despite their high priority.
You can adjust Remember the Milk to work as a GTD-type system, or implement the Eisenhower matrix, and never have to worry about forgetting anything again.
- Adding Tasks On-the-Go
- Smart Lists
- Mobile Reminders
- Customizable Organization of Tasks
- Sharing Lists & Delegating Tasks
- File Attachments
- Integrations with IFTTT, Zapier, Google Calendar, Twitter, Evernote, etc.
- Mobile Apps Available
Remember the Milk is free to use, but the Pro account has extra features (subtasks and push notifications are Pro only). To unlock those with the Pro account, the price is $39.99 per year.
7. MyLifeOrganized — A Time Management App to Eliminate Decision Fatigue
Image Source: mylifeorganized.net
MyLifeOrganized provides the basic tools for time management in the form of to-do lists and task creations. However, it has a unique twist that works wonders at eliminating decision fatigue: based on the information you fill out for each task, it will generate a list of tasks that you need to tackle right away.
The way this tool accomplishes smart sorting is through assessing due dates, dependencies and contexts of each task. It also has location-based reminders, so if you’re at the store, MLO can send you a notification with your shopping list you made earlier that week.
This time planning app is perfect for the GTD methodology, although it is flexible enough to be adjusted to whatever your needs are.
- Task Contexts, Due Dates & Dependencies
- Smart To-Do List Generation
- Location-Based Reminders
- Next Actions List
- Cloud Sync Service
- Custom Views
All MLO paid plans are one-time purchases. There are two versions for Windows, Pro and Standard, which cost $49.95 and $59.95, respectively.
There are also two versions for iOS and Android, Free and Professional, which costs $29.99. However, bear in mind that if you want to use cloud sync, it comes with a price tag of $14.95 per year or $9.95 for six months.
8. nTask — A Time Management Tool for Organization, and Collaboration
Image Source: ntaskmanager.com
nTask is probably one of the best time management tools out there, both for freelancers who work alone and teams who need to be in sync. At its core, it’s an online collaboration platform with plenty of useful features, all of them focused on helping manage time and projects more effectively.
Defining project deliverables, allocating resources, and adjusting your budgeting is super easy with nTask. However, the aspect where it shines the most is its collaborative power. Meetings in nTask come with features such as meeting agenda, following up on key discussion points which you can bookmark, and determining which actions to take.
All those things get incorporated into the project planning right away. And if you need even more connectivity, nTask can integrate Zapier, which opens up new possibilities.
- Collaboration Tools
- Create Subtasks
- Gantt/Timeline View
- Mobile Access
- Percent-Complete Tracking
- Recurring Task Management
- Task Board View
- Time Tracking & Timesheets
- Automatic Web Timer
- To-Do List View
- Dependencies & Milestones
- Third-Party Integrations
The basic plan intended for individuals and freelancers is free, with paid plans starting at $2.99 monthly per user when billed annually.
9. Wrike — An Easily Customizable Time Planning App
Image Source: wrike.com
Wrike has gained popularity over the past couple of years, especially with younger and artsy audiences. The reason behind it is quite simple—Wrike is basically a blank canvas you can customize and adapt to your needs easily!
One of the best features of this time management software is setting any of the essential views for handling projects and workflows, such as Board, Nested List/Checklist/To-do List, Calendar, Timeline, and Gantt chart view.
Wrike allows you to organize your projects in a timely manner, as well, which lets you be even more productive and helps you save time more successfully.
The customers who have premium Wrike for Marketers and Wrike for Marketers Enterprise plans also get access to Wrike Proof, which is Wrike’s built-in image review tool.
- Different Views (Board, Gantt Chart, Workload)
- Customizable Dashboards
- Customizable Forms
- Custom Workflows
- Task Tracking
- Assigning Tasks
- Tasks & Project Commenting
- Customizable Descriptions for Tasks
- Rescheduling Tasks
- Tasks & Project Commenting
- File Attachment
- Time Tracker
- Real-time Project Status/Report
- Third-Party App Integrations
- Built-in Messaging Platform
- Dynamic Request Forms
- Built-in Proof Tool
Wrike offers a 14-day trial and has a free plan for smaller teams, but with somewhat limited options. Paying plans start at $9.80 per user monthly, for up to 15 users.
10. EpicWin — A Gamified Time Management App for Mobile Users
Image Source: youtube.com/user/rexboxproductions
Sometimes, all you need as an incentive to manage your time better is a bit of fun. The folks at EpicWin know this, so they’ve gamified to-do lists and put an RPG spin on project time management. In a nutshell, EpicWin is an app that makes boring chores manageable, and by having fun while doing it, it saves you a bunch of time as well.
If you’ve ever played a quest-oriented game, the basic principle will be familiar. Every task becomes a quest, and completing them earns you experience points, improves your stats, and develops your character. This app helps users remember that time management is a skill you can learn in a continuous, fun process.
The best thing about this time management app is that it is addictive, like any other top RPG video game. By playing it more you will work faster and save more and more time while having fun.
For some, EpicWin is a dream come true!
- A To-Do List with an RPG Spin
- Recurring Tasks
- Animated Battles to Destroy Your Chores
- Very Easy to Use
- Rewards System
- Epic Loot
- Fun Avatars for Leveling Up
EpicWin currently costs $1.99 for iPhone users.
11. Flow — A Time Management Tool Made Simple
Image Source: getflow.com
Flow is a time management software that helps you manage your projects, tasks, and time—for yourself and as a part of a team. The best part about it is that it makes time management incredibly simple, and lets each team member choose how they’re going to approach it.
Flow’s flexibility makes it an excellent tool for teams who feel constrained by typical solutions, and it will make sure that you never miss another deadline again. The collaborative and communication side of it is superb, as well, which is a must—especially for teams working remotely.
Flow aims to be an all-in-one hub for teams who need to create diverse workflows, and it does a great job at achieving that. It’s built for teams of all sizes, so you don’t have to worry about whether you’ll be able to collaborate with everyone at the same time.
- To-Do Lists, Kanban Boards & Team Calendars
- Project Schedules
- Project Customizations: Colors & Icons
- Real-Time Notifications
- Public and Private Projects
- User Permissions
- Notes and Attachments
- Sorting and Filtering
- Duplicating & Exporting Projects
- Recurring Tasks
- Comments & Discussions
- Team Features: Subteams, Filtering, Timelines, Calendars, Boards & Lists
- 1,000+ Integrations with Other Apps
Flow’s Basic plan covers all essential features and costs $8 per user per month (billed monthly) or $6 per user per month (billed annually). There are two more plans, Plus and Pro, with prices up to $18 per user per month (billed monthly) or $10 per user per month (billed annually).
12. Notion — A Customizable and Flexible Time Management Software
Image Source: notion.so
If you are after a minimalistic UI, then Notion is one of the best time management apps you could opt for. We can't think of a tool with a simpler design—it looks like a true notebook, which was the main idea in their building process for sure.
Notion manages tasks and projects and builds a database which is easily accessible to all members in real time. Everyone can have their own workspace, share it with all (or only some of the members) which ultimately saves you a bunch of time, and boosts your individual and team productivity.
Not only is Notion a great choice for project time management, but it also functions as a Team Wiki for your entire team, helps you manage projects and tasks, and functions as the perfect document editor.
- Smart Notifications
- Real-Time Collaboration
- Comments, Collaborate & Share
- Workflow Management
- Document Interlinking
- Web Clipper
- Web, Desktop & Mobile Apps
Notion offers Personal, Personal Pro and Team plans. Personal is free of charge for you and your five guests, Personal Pro costs $4 per month, and the Team plan is $8 per person monthly.
13. Trello — A Kanban-Style Time Planning App
Image Source: trello.com
Trello is a project management-slash-time management software whose strongest point is the Kanban-style user interface. So, if you are not used to the card-like overview of tasks within your project, the dashboard can get overwhelming and messy rather quickly, so this is definitely not a tool for everyone.
However, for small teams, Trello works just fine. It also offers a generous free plan that allows you to have up to ten boards per team. The storage is a bit limited—only 10 MB per attachment available—but other than that, it’s a time management tool you don’t want to miss out on.
The reason behind Trello’s popularity lies in the eye-catching design, it is fun and intuitive, and ultimately, it connects the team in a way that saves time for everyone! If you avoid doing huge projects in it, Trello will definitely save you time on small and medium-sized projects.
- Activity Logging
- Attach Photos & Drawings
- Due Date Tracking
- Progress Tracking
- Collaboration Tools
- Task Management
- Template Management
We already mentioned that Trello has a free plan, while its paid plans start at $9.99 per user monthly, but it is billed annually.
14. Asana — A Powerful Time Management Tool for Teams
Image Source: asana.com
If you’re after clutter-free tools for time management, Asana is just for you. It is especially convenient for team leaders and managers, since they can easily monitor the whole team and their progress, thanks to automation, which takes a bunch of processes that usually waste time out of the table.
With Asana, you can easily see at a glance who’s working on what, and ensure that no one ever misses another deadline again. Additionally, Asana also offers full offline access, so it allows a continuation of work even if you lose your internet connection.
Another great feature of Asana is a library full of templates for various businesses, so you won't build a workflow from scratch ever again. There’s also a number of third-party integrations you can use to speed up your work processes and save time.
- Task Tracking & Management
- Deadline Reminders
- Data Export
- Team Conversation
- Drag & Drop Interface
- Team Collaboration
- Calendar View
- Workload Management
- Third-Party Integrations
- Custom Templates
Asana has a basic plan which is free for up to 15 members, while the paid plans are at least $10.99 per member monthly, but billed annually.
15. Things 3 — A Time Management App for Unbeatable Productivity
Image Source: culturecode.com
Things 3 is intended for personal use, and it’s definitely one of the best time management tools for Mac and iOS users out there. The app gets a lot of praise for its design and functionality, as it allows you to make your plans for the day on the go and manage your projects effortlessly.
The basics are simple. To-do lists help cover any smaller tasks you have, while Projects are reserved for big goals. You can sort these into different Areas, so you never lose sight of the bigger picture. This time management software helps you organize your tasks into lists for today and upcoming days, as well.
Things 3 has been built from the ground up, and now offers a far better design, as well as a number of new features you’ll definitely find useful if you want to manage your time and your team better.
- Reminders & Calendar Integration
- Repeated To-Dos
- Upcoming Lists
- Tags and Filters
- Quick Entry and Quick Find
- Forwarding Emails to Create a To-Dos
- Magic Plus Button
- Calendar Events
Things 3 offers a free 15-day Mac trial, but it also is an app for the iPhone, iPad, and Apple Watch. The starting price is a one-time payment of $9.99 per user.
16. RescueTime — A Tool for Time Management and Distraction-Free Work
Image Source: youtube.com/user/RescueTimeOfficial
RescueTime is a powerful time management tool that is here to help you if you’re struggling with procrastination. Despite it’s simple design, the way RescueTime breaks down how you spend your time will be eye-opening and incredibly helpful.
One of the unique features of RescueTime is easy offline time tracking—it provides a full picture of your day and the ratio of productive hours versus distracting time. Once you’ve identified your time sinks, RescueTime also helps you reclaim control over your time by helping you set goals and stay on track.
You also get reminders, reports, and the ability to block distracting websites, which makes this tool the perfect accountability buddy.
- Time Tracking
- Offline Time Tracking
- Setting Smart Goals
- Reports and Insights
- Real-Time Alerts
- Blocking Distracting Websites
- Integration with over 100 Apps
The Basic plan of RescueTime is free, although it does come with limited features. If you want to track your improvement over time, block distractions, and use offline time tracking (among other things), you’ll need to pay for the Premium plan, which is $12 per month or $78 per year. The Premium plan also has a 14-day free trial.
We hope something on our list of time management tools has managed to tickle your fancy. All of the apps we listed here do a great job at helping you boost your productivity and manage your time like a boss. Try out a few to see which fits you best, or, if you’re feeling wild, try them all!
If you’re looking to pick just one time management software, consider Infinity, as it can cover all your project and time management needs in the most effortless way possible. Time and task tracking, project management and insane productivity boosts can become a permanent part of your workday for a pay-once price.
Did we miss any of your favorite tools? Let us know in the comments below!