Top task managers for mac in 2025: a productivity guide

In the fast-paced professional world, staying organised is paramount to productivity. For Mac users, the sheer number of available tools can be overwhelming. Choosing the right software isn't just about ticking off tasks; it's about finding a system that complements your unique workflow, reduces mental clutter, and empowers you to focus on what truly matters. An optimised setup is key, as your task manager should integrate seamlessly into your daily habits, not add another layer of complexity to them.

This guide cuts through the noise. We will explore 12 of the best task managers for Mac, analysing their strengths, weaknesses, and ideal use cases, from solo freelancers to large, distributed teams. This is more than a simple list; it's a detailed breakdown designed to help you make an informed decision. We will examine everything from deep GTD (Getting Things Done) implementations in apps like OmniFocus to the simple, elegant to-do lists offered by Apple Reminders.

Our goal is to help you find the perfect fit to conquer your professional goals. For those looking to take their efficiency a step further, optimising your physical workspace can have a significant impact. Beyond choosing the right software, advanced control surfaces can enhance your productivity, especially for Mac users. Consider an ultimate guide to customizing your Stream Deck for working from home to streamline your entire setup.

This comprehensive resource provides a direct comparison of features, pricing, and integration capabilities for each app. You will find screenshots and direct links for every option, allowing you to evaluate the tools that best align with your specific needs, whether you're a software engineer, an executive assistant, or a consultant managing multiple client projects.

1. Mac App Store (Apple)

While not a task manager itself, the Mac App Store is the primary, most trusted marketplace for discovering and purchasing many of the best task managers for mac. It serves as a secure, centralised hub where you can find, download, and manage top-tier applications like Things 3, OmniFocus, GoodTask, and many others, all vetted by Apple for security and quality.

The primary advantage of using the App Store is the seamless integration with your Apple ID. Purchases are tied to your account, simplifying installations on multiple Macs and ensuring you receive automatic updates without manual intervention. For users in Germany, the store correctly handles localised pricing in Euros and manages VAT, making transactions straightforward. For families or small teams, the Family Sharing feature on eligible apps offers a cost-effective way to equip everyone with premium tools.

Key Considerations

• Trust and Security: Every app is reviewed by Apple, minimising risks associated with third-party downloads. Refunds are also typically easier to process.
• Convenience: One-click installations and automatic background updates keep your software current with minimal effort.
• Limitations: Not all task managers are available here. Some developers, like the creators of Todoist, opt to distribute their apps directly from their websites to avoid App Store fees or to offer more flexible subscription models.

Website: apps.apple.com/de/mac

2. Setapp

Setapp offers a unique "Netflix for apps" model, providing access to a curated library of over 250 Mac and iOS applications for a single monthly subscription. Instead of purchasing one tool, it allows users to explore and utilise a wide variety of premium task managers for mac, such as 2Do, Be Focused, and Taskheat, alongside other productivity software. This approach is ideal for professionals who want to experiment with different workflows without committing to multiple individual purchases.

The platform’s core strength lies in its value proposition. For a flat fee, which includes a 7-day free trial, you gain access to a high-quality, organised catalogue of apps that are automatically updated and free from ads or in-app purchases. This model encourages discovery, allowing you to find the perfect task management tool by actually using several contenders side-by-side. The cross-device plans also ensure your chosen apps sync seamlessly between your Mac and iOS devices.

Key Considerations

• Cost-Effectiveness: Highly economical if you use three or more of the included premium apps, making it a powerful resource for kitting out a new Mac.
• Discovery and Flexibility: An excellent way to try multiple paid task managers and other productivity tools to find what genuinely fits your workflow.
• Catalogue Limitations: The curated library changes over time, and some major players like Things 3 or OmniFocus are not included. The subscription model may not appeal to users who prefer one-time software purchases.

Website: setapp.com/pricing

3. Things (Cultured Code)

Things is a highly acclaimed, premium task manager for mac celebrated for its elegant design and deep integration with the Apple ecosystem. Developed by Cultured Code, it is designed exclusively for macOS, iOS, and iPadOS, offering a seamless and cohesive experience for users invested in Apple hardware. The platform is sold as a one-time purchase for each device, avoiding the recurring costs of subscriptions, and includes the reliable Things Cloud service for free, effortless syncing.

The primary appeal of Things lies in its award-winning user interface, which balances powerful features with simplicity and visual clarity. Its thoughtful organisation, from the "Today" and "Upcoming" views to its project and area structures, makes managing complex workflows feel intuitive. For those looking for an effective way to structure their day, its features align well with the principles of a daily planner app. Although the apps for Mac, iPhone, and iPad must be purchased separately, the developer offers a generous 15-day free trial for the macOS version directly from their website.

Key Considerations

• Design and Usability: Offers a best-in-class user experience with a clean, organised interface that is both beautiful and functional.
• One-Time Purchase: A significant advantage for those who prefer to avoid subscription models. You own the software after a single payment per platform.
• Apple-Only Ecosystem: There are no official web, Windows, or Android versions, making it unsuitable for users who need cross-platform access outside of Apple devices.

Website: culturedcode.com/things/

4. OmniFocus (The Omni Group)

OmniFocus is a powerhouse among task managers for mac, specifically designed for users who follow the "Getting Things Done" (GTD) methodology. It stands out by offering unparalleled depth for managing complex projects, allowing users to organise tasks with custom perspectives, tags, and defer dates. This application is engineered for those who need to build a robust, personalised system to handle a high volume of interdependent tasks.

A key differentiator for OmniFocus is its flexible licensing model. Users can choose between a traditional one-time perpetual licence for all Apple platforms or a subscription, which also provides access to the companion OmniFocus for the Web service. This makes it an attractive, long-term investment for professionals deeply embedded in the Apple ecosystem who want to avoid recurring fees. Its Pro features, like the customisable Perspectives and Focus mode, are essential for zeroing in on specific contexts or projects without distraction.

Key Considerations

• Flexibility and Power: Ideal for managing intricate projects with layers of sub-tasks, dependencies, and unique review cycles.
• Licensing Choice: The option for a perpetual licence is a significant advantage over the subscription-only model of many competitors.
• Learning Curve: Its extensive feature set comes with a steeper learning curve compared to simpler apps. It is best suited for users committed to building a structured workflow. The optional web version provides access on non-Apple devices, but the experience is primarily optimised for native Apple apps.

Website: www.omnigroup.com/omnifocus

5. Todoist

A powerhouse in the productivity space, Todoist is one of the most versatile and reliable task managers for mac. It excels with its cross-platform availability, providing a polished native macOS app that syncs flawlessly with its web, mobile, and even smartwatch counterparts. Its natural language processing is a standout feature, allowing users to type commands like "Submit report every Friday at 4pm #Work" to create complex, recurring tasks instantly.

Todoist strikes an impressive balance between a clean, minimalist interface and a deep feature set. It scales effortlessly from a simple personal to-do list to a comprehensive project management tool for teams, complete with shared projects, comments, and file uploads. The app’s integration capabilities are extensive, connecting to services like Slack, Dropbox, and Google Calendar, making it a central hub for organising both work and personal life. For those looking to manage their schedule more effectively, you can learn more about integrating tools like this with a Google Calendar app on your Mac.

Key Considerations

• Simplicity and Power: The interface is clean and approachable, but powerful filters, labels, and priorities allow for sophisticated workflow customisation.
• Cross-Platform Sync: With apps on virtually every platform, your tasks are always accessible and synchronised in real-time, a critical feature for users on the go.
• Freemium Model: The free version is generous for personal use. However, advanced features like reminders, project templates, and a full activity history are reserved for the paid Pro and Business plans.

Website: todoist.com/downloads

6. TickTick

TickTick stands out as a powerful, all-in-one productivity hub that masterfully combines task management with other essential tools. It is one of the most feature-rich task managers for mac, offering a native application that feels right at home on macOS. Beyond standard to-do lists, it integrates a full calendar view, habit tracking, and even a built-in Pomodoro timer, making it a complete suite for organising both professional and personal life.

The platform excels at quick task capture with a global keyboard shortcut and a convenient menu-bar mini-app, ensuring you can add items without disrupting your workflow. Its organisational capabilities are robust, featuring smart lists that automatically group tasks based on criteria like date or priority, along with tags and folders for manual sorting. Collaboration features also allow for list sharing and task delegation, making it a versatile choice for small teams or families. The cross-platform synchronisation is seamless, keeping your tasks aligned across all your devices.

Key Considerations

• Integrated Productivity Tools: The inclusion of a Pomodoro timer, habit tracker, and calendar view directly within the app eliminates the need for separate tools.
• Flexible Organisation: Users can organise tasks using lists, tags, priorities, and Kanban boards, adapting the system to their preferred workflow.
• Premium Limitations: While the free version is functional, many of its most powerful features, like advanced calendar views and custom smart lists, require a Premium subscription. The integration ecosystem is also less extensive than competitors like Todoist.

Website: ticktick.com/mac

7. Microsoft To Do

For those deeply integrated into the Microsoft ecosystem, Microsoft To Do stands out as a simple, effective, and completely free task manager for Mac. Born from the acquisition of Wunderlist, it offers a clean, user-friendly interface that focuses on core task management without overwhelming users with complex features. Its standout feature, "My Day," provides a fresh slate each morning, encouraging you to plan a focused, achievable list of daily priorities.

The primary strength of Microsoft To Do is its seamless synchronisation with Outlook and the wider Microsoft 365 suite. Flagged emails in Outlook automatically appear as tasks, and tasks assigned in Microsoft Planner are also visible, creating a unified view of your commitments. The native Mac app, available from the App Store, ensures a smooth and integrated experience, while its availability across web, Windows, and mobile platforms guarantees your lists are always in sync.

Key Considerations

• Ecosystem Integration: Its real power is unlocked when used alongside Outlook and other Microsoft 365 apps. This makes it an ideal choice for professionals in corporate environments.
• Simplicity and Cost: The app is completely free with a Microsoft account and prioritises simplicity over an extensive feature set, making it accessible for basic task and list management.
• Limitations: It lacks the advanced project management capabilities found in more powerful tools like OmniFocus or Things, such as complex filtering, automation, or detailed review workflows.

Website: to-do.microsoft.com

8. Apple Reminders (built-in)

Often overlooked, Apple Reminders is the native, free task manager built directly into macOS, making it a powerful starting point for anyone within the Apple ecosystem. Its core strength lies in its deep, seamless integration with the operating system. Tasks can be created directly from Mail or Maps, and Siri can be used to capture reminders hands-free, offering unparalleled convenience for quick task entry without interrupting your workflow.

With reliable iCloud synchronisation, your tasks are always up-to-date across your Mac, iPhone, iPad, and Apple Watch. Features like Smart Lists automatically organise your tasks into useful views such as "Today," "Scheduled," and "Flagged," providing a clear overview of your priorities. While it lacks the complex project management features of dedicated task managers for mac, its simplicity, zero cost, and privacy-first approach make it an excellent choice for personal productivity and managing daily to-dos.

Key Considerations

• System Integration: Create tasks from other Apple apps and get reminders based on location or time. OS-level widgets offer at-a-glance visibility.
• Cost and Simplicity: It's completely free and pre-installed, requiring no setup. The interface is clean and straightforward, avoiding feature overload.
• Limitations: Lacks advanced features like Kanban boards, Gantt charts, or sophisticated team collaboration tools. It is also limited almost exclusively to Apple devices, with only basic web access via iCloud.com.

Website: support.apple.com/guide/reminders/welcome/mac

9. Trello (Atlassian)

Trello excels as a highly visual, Kanban-style project management tool that also functions as a powerful task manager for mac. Its native desktop app brings the platform's signature boards, lists, and cards out of the browser and onto your desktop, offering a focused environment for managing both individual tasks and collaborative team projects. The core strength of Trello lies in its intuitive drag-and-drop interface, making it easy to visualise workflows and track progress at a glance.

The platform’s flexibility is enhanced by "Power-Ups," which act as integrations that add functionality like calendar views, automation, and connections to other apps like Slack or Google Drive. While the free tier is generous for personal use, teams will likely need to upgrade to a paid plan to access more advanced features, such as timeline views, advanced checklists, and increased automation capabilities. The Mac app provides native notifications and quick-add shortcuts, improving its integration into a macOS workflow.

Key Considerations

• Visual Workflow: Its Kanban-board approach is excellent for users who prefer to visualise task stages and project flows from start to finish.
• Collaboration: Trello is built for teamwork, allowing easy assignment of tasks, file sharing, and in-context commenting directly on cards.
• Limitations: The desktop app requires a consistent internet connection, as offline functionality is limited. Many of the most powerful features for automation and alternative views are locked behind paid subscriptions.

Website: trello.com/pricing

10. Asana

Asana is a powerful, team-centric project management platform that extends its functionality to a dedicated Mac desktop app. While it can be used for individual tasks, its real strength lies in organising complex, collaborative projects. It is one of the more robust task managers for mac when you need to manage cross-functional workflows, track dependencies, and visualise progress across an entire organisation.

The platform offers multiple project views, including traditional lists, Kanban boards, and timeline/Gantt charts, allowing teams to work in the format that suits them best. The native Mac app provides real-time synchronisation with the web and mobile versions, ensuring seamless updates and offline access. For German users, Asana offers localised support and pricing in Euros, making it an accessible choice for businesses operating in the region. Its automation capabilities can significantly reduce manual work by setting up rules for routine tasks.

Key Considerations

• Scalability: Asana scales from a simple personal to-do list to a full-fledged enterprise portfolio management tool, accommodating growth.
• Collaboration Focus: Features like comments, file attachments, and team conversations are deeply integrated, making it ideal for group projects.
• Complexity and Cost: The most powerful features, such as advanced reporting and automations, are locked behind paid tiers. For simple task management, it can feel overly complex compared to more minimalist apps.

Website: asana.com/de/download

11. GoodTask

GoodTask is a powerful task manager built on top of the native Apple Reminders and Calendar apps. It leverages the reliability of iCloud syncing while adding a sophisticated layer of features for users who find the standard Reminders app too basic. This makes it one of the most robust task managers for mac for those already invested in the Apple ecosystem.

The app transforms your standard to-do lists into highly organised workflows with its signature Smart Lists, which allow you to filter tasks by due date, priority, tags, and more. It offers multiple views including day, week, month, and board layouts, providing the flexibility to manage projects in a way that suits your style. For power users, features like Quick Actions and text snippets accelerate task creation and management significantly.

Key Considerations

• Apple Ecosystem Integration: Since it uses iCloud Reminders as its backend, you get rock-solid, system-level syncing across your Mac, iPhone, iPad, and Apple Watch without needing another account.
• Customisation and Power: The level of customisation is extensive, from themes and filters to complex, rules-based Smart Lists. It truly supercharges the native Reminders experience.
• Learning Curve: The depth of features means there is an initial learning curve. New users may need some time to configure the app and understand its full potential. Collaboration is also limited to the basic sharing features of Apple Reminders.

Website: https://goodtaskapp.com/mac/

12. 2Do

2Do is a long-standing and highly flexible task manager known for its powerful features and a commitment to a non-subscription model for its Mac app. It is designed for users who want complete control over their workflow, offering an extensive set of tools like smart lists, tags, and projects without enforcing a rigid organisational system. You can purchase the Mac version directly from the developer, which is a key differentiator for those looking to avoid recurring fees.

The platform's strength lies in its customisation and robust sync options. Unlike many competitors that lock you into their proprietary cloud, 2Do allows you to synchronise your data using iCloud (Reminders), Dropbox, Toodledo, or any CalDAV server. This makes it one of the more versatile task managers for Mac for users who prioritise data ownership and interoperability. The direct-from-developer store offers a one-time perpetual licence, including multi-user options for families or small teams, providing a cost-effective solution over the long term.

Key Considerations

• One-Time Purchase: The Mac application is available for a single payment, a significant advantage for those who dislike subscriptions.
• Powerful Features: Quick Add with natural language parsing, advanced smart lists, and flexible project structures allow for highly personalised task management.
• Limitations: The update cycle can be slower compared to subscription-based apps. Additionally, feature parity across all platforms (macOS, iOS, Android) is not always perfect, and the web app is more limited in functionality.

Website: www.2doapp.com/store/

Mac Task Managers: 12-Tool Comparison

Product	Core features	UX / Quality (★)	Price / Value (💰)	Target (👥)	Unique / USP (✨ / 🏆)
Mac App Store (Apple)	Centralized storefront, region pricing, auto‑updates	★★★★	💰 varies / secure purchases	👥 Mac users wanting trusted installs	✨ centralized updates & VAT handling
Setapp	250+ curated Mac/iOS apps, cross‑device catalog	★★★★	💰 subscription (monthly) + 7‑day trial	👥 multi‑app productivity explorers	✨ try many apps for one fee
Things (Cultured Code)	Apple‑first design, Things Cloud, one‑time buy	★★★★★ 🏆	💰 one‑time per platform	👥 macOS personal productivity fans	✨ best‑in‑class macOS UX
OmniFocus (The Omni Group)	GTD workflows, pro features, web add‑on	★★★★★	💰 one‑time or subscription (premium)	👥 power users / complex projects	🏆 extremely flexible workflows
Todoist	Cross‑platform sync, NL quick‑add, filters & teams	★★★★	💰 freemium → Pro/Business	👥 individuals → teams	✨ natural‑language add + integrations
TickTick	Calendar, Pomodoro, habit tracking, smart lists	★★★★	💰 freemium → Premium	👥 users wanting feature‑rich value	✨ built‑in focus & habit tools
Microsoft To Do	My Day, Outlook/365 sync, list sharing	★★★	💰 free	👥 Microsoft/Outlook users	✨ native Outlook task integration
Apple Reminders (built‑in)	Smart Lists, Siri, iCloud sync, widgets	★★★★	💰 free	👥 Apple ecosystem users wanting simplicity	🏆 OS‑level integration & privacy
Trello (Atlassian)	Kanban boards, Power‑ups, automations, calendar	★★★★	💰 freemium → paid team tiers	👥 visual teams & simple projects	✨ visual boards + strong automations
Asana	List/board/timeline, forms, automations, reporting	★★★★	💰 freemium → paid / enterprise	👥 orgs & cross‑functional teams	🏆 scalable project management features
GoodTask	Layers on Reminders, Smart Lists, heavy customization	★★★★	💰 one‑time (trial available)	👥 Reminders users needing power	✨ deep customization over iCloud Reminders
2Do	Quick add, smart lists, subtasks, multiple syncs	★★★★	💰 one‑time license from developer	👥 power users preferring perpetual buy	✨ flexible feature set without strict methodology

Choosing Your Ideal System: How to Select the Right Mac Task Manager

Navigating the extensive landscape of task managers for Mac can feel like a significant task in itself. We have explored a dozen powerful contenders, from the minimalist elegance of Things 3 and the robust, GTD-centric framework of OmniFocus, to the cross-platform versatility of Todoist and the collaborative powerhouses like Asana and Trello. We have seen how built-in tools like Apple Reminders have matured into surprisingly capable options, and how specialised apps like GoodTask can supercharge them. The key takeaway is not that one application reigns supreme, but that the ideal system is deeply personal and context-dependent.

The best task manager is not the one with the most features; it is the one that you will consistently open and use every single day. Before you commit your time and resources, it is crucial to step back and honestly assess your own workflow and requirements. The perfect app for a solo freelancer deeply embedded in the Apple ecosystem will likely be a poor fit for a project manager leading a distributed team on various operating systems.

A Framework for Your Decision

To move from analysis to action, consider these core factors as a filter for the options we have discussed. Answering these questions will quickly narrow down the list to a few top candidates for your specific needs.

• Your Work Style: Solo vs. Team? If you primarily manage your own tasks and projects, a personal-focused app like Things 3 or OmniFocus offers a beautifully crafted, native Mac experience. However, if your work involves delegating tasks, tracking team progress, and shared project boards, your focus should immediately shift to collaborative platforms like Asana, Trello, or the business tiers of Todoist.

• Your Ecosystem: Apple-Centric or Cross-Platform? Do you live exclusively on your Mac, iPhone, and iPad? If so, you can fully leverage the seamless iCloud sync and deep system integration offered by native apps like Apple Reminders, Things 3, and OmniFocus. For those who frequently switch between macOS, Windows, and Android, or collaborate with others who do, a web-first, cross-platform solution like Todoist, TickTick, or Microsoft To Do is non-negotiable.

• Your Complexity Needs: Simple Lists or Complex Projects? Be realistic about the level of complexity you need. Is your goal to simply get tasks out of your head and onto a list? Apple Reminders or Microsoft To Do are excellent starting points. If you manage multi-stage projects with dependencies, require detailed metadata, and want to build custom perspectives, then a power-user tool like OmniFocus or even a detailed Asana setup is where you should look. Starting too complex can lead to overwhelm and abandonment.

Implementation and Beyond

Once you have selected a tool, commit to a trial period. Most paid apps offer a free trial, which you should use to import a real project, not just dummy tasks. See how it feels in your daily workflow. Does it reduce friction or add to it? Does it feel like an extension of your mind, or a chore to maintain?

Remember that a task manager is only one component of a complete productivity system. For many professionals, especially software engineers, the boundary between task management and other development workflows is often blurred. If you are a developer looking to optimise your entire workflow beyond just to-do lists, you might find valuable insights in these 12 essential developer productivity tools for 2025.

Ultimately, finding the right task manager is a journey of self-discovery about how you work best. The goal is to build a trusted system that clears your mind, focuses your attention, and empowers you to do your most meaningful work. Do not be afraid to start simple, experiment, and switch if something is not working. Your productivity is worth the effort.

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