If every day you feel like your to-do list is growing faster than you can complete it, it's time to get things in order. the right tools on your MacWith a combination of native apps, third-party task managers, and a few well-learned shortcuts, you can go from “putting out fires” to working with focus and clear priorities. The goal is to align your priorities with a reliable system that frees your mind., not that it makes things more complicated for you.
In this guide you will find a complete overview: how to take advantage of Calendar, Notes, Reminders and Shortcuts in macOS, the criteria for choosing the best app for you, a top 10 task managers for Mac with pros, cons, and prices, a practical ranking by profile, methods like GTD and Pomodoro (with Focus To-Do), and an extra with keyboard shortcuts, gestures, and productivity tools that Mac developers use daily. Everything, condensed and explained clearly so you can start prioritizing today..
Get organized with native macOS apps
Your Mac (and especially your MacBook Air) already comes with a wealth of productivity tools without installing anything: Calendar, Notes, Reminders, and Shortcuts. These four integrated apps allow you to plan, capture ideas, not forget anything and automate actions., with iCloud sync and Siri support.
Calendar is perfect for setting events, viewing your availability, and sharing schedules. You can add multiple calendars, create appointments with alerts, and coordinate with others. Use the calendar as a real-time “space,” not a to-do list.: set aside specific blocks to execute your priorities.
Notes shines for capturing quick information and structuring ideas. You have rich formatting, checklists, images, audio, powerful search, and collaboration. You can even resolve expressions with an “=.” It's the ideal place to record supporting data, briefs and lists that you then link to your tasks. already applications like Keep it.
Reminders brings your to-do lists together in one place. Add tasks, set dates and locations, create smart lists, and share them whenever you need. With iCloud, you'll see the same things on iPhone, iPad, Apple Watch, and the web. For simple, zero-friction needs, it's hard to find anything more comfortable..
Shortcuts helps you automate actions with a click or with Siri—from getting directions to your next event, sending your estimated time of arrival, or opening your favorite playlist. Automate repetitive tasks to save time and reduce errors.
How to choose the best to-do app for your Mac
There's no "perfect app" for everyone, but there are solid criteria for deciding. Before paying for a subscription or migrating your lists, validate these points:
- Collaboration: Share, comment, delegate, and track progress if you work in a team or manage family tasks.
- Integrations: Connect to Calendar, email, Slack, workspaces, and other tools you already use.
- Multi-device: Support for Mac, iPhone, iPad, Apple Watch, and if you need it, Android/Windows and web.
- Clear interfaceSimple navigation that doesn't waste your learning time; less is more when you're under pressure.
- Personalization.: Labels, priorities, reminders, views, notifications, and templates that adapt to your flow.
- Ecosystem integrationIf you're on Apple, consider the sync with Siri, Shortcuts, iCloud, and native Calendar.
- Cloud sync: reliable and fast, with good backups and data control.
Remember: not all of us are good at the same things. Prioritize what you value most (simplicity, collaboration, customization, price) and decide accordingly., or test Kanban boards on Mac if you like visual flows.
Top 10 To-Do List Apps for Mac
1) ClickUp
ClickUp is an all-in-one productivity suite for tasks, projects, documents, and goals. It features a hierarchy (Spaces → Folders → Lists → Tasks), subtasks, and templates. Allows estimates and time tracking on Mac, quick notes, and a very generous free version.
- Strengths: Highly customizable tasks, clear hierarchical structure, templates, time tracking, notes, and a large ecosystem of integrations.
- Cons: : learning curve for some and limited control of certain notification settings.
- Pricing: Free Forever; Unlimited $7/month per user; Business $12/month per user; Enterprise (contact).
- Ratings: G2 4.7/5 (6.700+); Capterra 4.7/5 (3.600+).
Ideal if you want to centralize project and task management, with power without sacrificing a user-friendly interface.
2) GoodTask
GoodTask builds on Apple's Reminders and Calendar, and enhances them with views, smart lists, and customization. It flows very well into the Apple ecosystem and syncs between devices effortlessly..
- Strengths: Clean interface, quick actions, text snippets, daily/weekly/monthly views, smart lists, theme builder.
- Cons: The web app can crash, some iOS updates cause occasional issues, and it doesn't compete with advanced project managers.
- Pricing: not specified in the extracts provided.
- Ratings: : not available on G2/Capterra according to the data received.
Perfect if you love Reminders but miss “steroids” in views and filters.
3) Things 3
Things 3, from Cultured Code (two-time Apple Design Award winner), is an elegant, minimalist, and very robust manager for daily planning, projects, and tracking. Works great on macOS and offers one-time purchase per platform.
- Strengths: Today/Upcoming views, labels, checklists, sleek design, integrated calendar.
- Cons: No free version, no web app, few collaboration features.
- Pricing: Mac $49,99; iPhone/Watch $9,99; iPad $19,99; full pack $80.
- Ratings: G2 4.4/5 (20+); Capterra 4.9/5 (130+).
A jewel for individual use if you value design and well-executed simplicity.
4) Todoist
Todoist is one of the great classics: structured by projects, subtasks, priorities, reminders, filters, and templates. It has personal and business plans, and a very quick interface to adopt..
- Strengths: customizable lists, great templates, extensive integrations, powerful filters, and basic collaboration.
- Cons: Not the ideal tool for complex projects; requires an online connection.
- Pricing: Free; Pro $4/month; Business $6/month per user.
- Ratings: G2 4.4/5 (750); Capterra 4.6/5 (2.200+).
Great balance between ease of use and power for most users.
5) OmniFocus
OmniFocus, from The Omni Group, is aimed at professionals with complex projects and GTD methodology. Syncs in real time between Apple devices and works offline.
- Strengths: Batch editing, Siri support, Share menu, powerful views, and GTD focus.
- Cons: no free plan.
- Pricing: Web $4,99/month; Pro $9,99/month; Standard V3 $49,99 (one-time payment); Pro V3 $99,99.
- Ratings: G2 4.6/5 (50+); Capterra 4.7/5 (70+).
Recommended for advanced users who want to take GTD to the highest level.
6) 2nd
2Do is a very complete app for personal use, with a powerful editor on Mac and synchronization with Dropbox, CalDAV and Toodledo. Allows task statuses and tags to organize by categories.
- Strengths: Color-coded lists, alerts, batch editing, backups, advanced search, smart lists.
- Cons: : No Calendar sync, limited collaboration, not compatible with Android.
- Pricing: iOS $14,99; Mac $49,99.
- Ratings: G2 3,5/5 (2); Capterra not available.
A robust option for detailed personal workflows.
7) TaskPaper 3
TaskPaper 3 is the evolution of the classic plain-text task manager. Minimalist, fast, and distraction-free, with Reminders integration. Ideal if you prefer simplicity of text and method over aesthetics.
- Strengths: dates, drag and drop, dark mode, export/import with Reminders.
- ConsIf you're looking for rich visual interfaces, this isn't for you; there's no free plan.
- Pricing: not specified in the extracts.
- Ratings: : not available on G2/Capterra according to the data received.
Fewer clicks, more focus if plain text is your language.
8) Any.do
Any.do combines personal lists and team features with real-time collaboration, chat, and templates. Integrates with Slack, Teams, WhatsApp, Calendar and more.
- Strengths: Color labels, real-time chat, 100+ templates, multi-device sync, daily planner.
- Cons: Not for advanced project management; limited feature set compared to “pro” rivals.
- Pricing: Free; Premium $3/month; Teams $5/month per user.
- Ratings: G2 4.1/5 (190+); Capterra 4.4/5 (160+).
Simple and social to coordinate without problems.
9) Microsoft To Do
Microsoft ToDo It works very well on Mac, especially if you use Microsoft 365: it works with Outlook, OneDrive and other services. Offers smart suggestions and shared lists.
- Strengths: 365 integration, day planning suggestions, basic collaboration.
- Cons: Limited features, less powerful prioritization, confusing UI for some, requires Microsoft account, no reporting.
- Pricing: For free.
- Ratings: G2 4.4/5 (50+); Capterra 4.6/5 (2.700+).
Better if you are already in the Microsoft ecosystem but you work on a Mac.
10) TickTick
TickTick brings together tasks, checklists, and collaboration, with calendar integration, multiple reminders, and voice input. Includes Pomodoro timer and flexible sorting.
- Strengths: Calendar views, voice, convert emails to tasks, multiple reminders, sync with calendars, filters by time/title/label/priority.
- Cons: Limited edition from linked Google Calendar; very limited free version.
- Pricing: Free; Premium $27,99/year.
- Ratings: G2 4.5/5 (80+); Capterra 4.7/5 (90+).
Very versatile if you like to combine tasks, calendar and Pomodoro.
Practical comparison and ranking by profiles
Based on experience and functional analysis, here is an alternative ranking geared toward real needs. The key is to see yourself in the profile and choose accordingly..
6th Reminders (free, Apple)
Pros: Excellent widget on Mac, full Siri/iCloud integration, geofencing, structured lists, and cross-device syncing. Cons: Basic feature set, limited customization, less “smarts,” and some weak integrations. Ideal for those looking for simplicity and zero friction (shopping lists, errands, specific dates).
5th Microsoft To Do
Pros: Good design, smart suggestions, shared lists, syncs with Outlook/365; integrates well with macOS. Cons: Limited third-party integrations on Mac, partial Siri/Apple Watch support, fewer advanced options and customization options. Fits if you live between macOS and Microsoft 365 and you want something comfortable and free.
4th Things 3
Pros: Ten-point design, customizable views (Today, Upcoming), repeat and focus, seamless syncing, and no subscriptions. Cons: Minimal collaboration, less interface customization, proprietary cloud service, requires an internet connection to sync. Shines for individual users who value aesthetics and clarity.
3rd OmniFocus 4
Pros: GTD support, flexible organization with projects/tags/contexts, scheduling and automation, new global views, good integration with the Apple ecosystem. Cons: high price ($9,99/month or $74,99/$149,99 licenses), steep learning curve and individual focus, limited external integrations. Very powerful if you want serious GTD and analysis.
2nd TickTick
Pros: Intuitive interface, tasks/projects/subtasks, calendar integration, collaboration, Pomodoro and habit tracking, cross-platform with seamless syncing. Cons: View customization could be improved, limited free plan, less suitable for large projects with dependencies. Great balance between features and ease.
1st Todoist
Pros: Extensive organization (projects, subtasks, priorities, labels), seamless syncing across devices/platforms, calendar/email/cloud integrations, collaboration, filters, analytics, and very stable. Cons: Limited features in the free plan and voice dictation inconsistent across all platforms. For many, the gold standard for versatility and simplicity.
Methods that work: GTD, Pomodoro, and Focus To-Do
GTD (Getting Things Done), by David Allen, proposes freeing your mind by capturing everything and organizing it in an external system. The five steps: Capture, Clarify, Organize, Review, and Execute. OmniFocus 4 fits naturally with GTD, but you can apply the methodology to almost any app with tags, projects, and regular reviews.
The Pomodoro technique divides work into 25-minute blocks with 5-minute breaks, and a long rest every four rounds. It is perfect for staying focused and fighting procrastination.. Select a task, start for 25 minutes, work uninterrupted, rest for 5 minutes, and repeat.
Focus To-Do combines Pomodoro and a task manager in a single app. It offers customizable breaks, continuous mode, reminders before the block ends, lists, projects, recurring tasks (e.g., "every Monday"), subtasks/checklists, color-coded priorities, Pomodoro estimation, and notes. Its reports include total focused time, focus Gantt, task statistics and trends..
Plus, it syncs across iPhone, Mac, iPad, and Apple Watch and adds background sounds to help you focus. Important: “Pomodoro” and “Pomodoro Technique” are trademarks of Francesco Cirillo; the app is not affiliated with him. With millions of hours logged by its users, it is a reliable alternative to measure and improve your productivity..
Shortcuts, gestures, and productivity tools on Mac
Mastering keyboard shortcuts and trackpad gestures gives you an instant boost. Start with 3 or 4 and add more little by little until they come out on their own.
Key system shortcuts: Cmd+Tab (switch apps), Cmd+Space (Spotlight with search, calculations, units, definitions, and web), Cmd+Shift+W (close window), Cmd+Q (quit app), Cmd+M (minimize), Cmd+N (new), Cmd+Shift+3/4 (screenshots), Cmd+Shift+5 (screenshot and recording tool). Customize keys with Karabiner Elements if you want to go further.
Useful trackpad gestures: three fingers up for Mission Control (Ctrl+Up Arrow) and three fingers sideways to switch desktops (Ctrl+Right/Left Arrow). Space navigation streamlines multitasking without clutter.
Favorite tools among developers: Rectangle to snap windows with Ctrl+⌥+arrows (free and very configurable), Warp as a modern terminal with Warp Drive (syncs commands and flows), and Warp AI with suggestions and connection to ChatGPT. Warp makes the terminal more accessible and powerful.
Password management: Bitwarden securely stores credentials, with a password generator and leak checker; you can even self-host it. A password manager saves time and improves your security.
MenuBarX lets you pin websites to the menu bar: quick access to ChatGPT, Google Translate or even the dinosaur game. Minimize clicks for the queries you make ten times a day.
What 41 surveyed developers say: Top-voted shortcuts: Cmd+Space, Cmd+Shift+3/4, Cmd+Tab, Cmd+Q, Cmd+W, and Cmd+N. Additional shortcuts: Cmd+Shift+., Cmd+T, Cmd+Shift+T, Cmd+Ctrl+Q, and the space bar for Quick Look. The most mentioned apps: Notion and Bitwarden; iTerm2 and Warp are tied for the most mentioned terminals..
Recommended app types: password managers (1Password, Enpass, Bitwarden, or Authy plugin on Raycast), advanced terminals (iTerm2, Warp) with Oh My Zsh, organization and tasks (Notion, Todoist, Taskade, MeetingBar, Session, Trello), window management (Magnet, Rectangle, Amethyst), launchers (Raycast, Alfred), monitoring (DevToys, Caffeine, KeepinYouAwake, Amphetamine, Stats), and automation (Hammerspoon, Karabiner Elements). With this “stack”, your Mac becomes a custom work environment.
The path to a more serene week is clear: rely on native apps for the basics, choose the task manager that suits your profile, apply GTD or Pomodoro as needed, and learn the shortcuts you use most. With a simple and consistent structure, your priorities stop competing with each other and start being fulfilled..
