15 Best Online Shared To-Do List Apps | Boost Your Team’s Productivity

Everybody loves to-do lists and checklists. They have the power to bring order, tranquility, and a sweet feeling of accomplishment to both work and personal life. But why keep all the benefits to yourself when you can boost team productivity with an effective to-do list app?

In this article, we’ll explore the best collaborative to-do software available in 2023. We’ll also uncover the benefits of checklists and how they can help your team excel.

⚡ The Benefits of Shared To-Do List Tools

“The list is the origin of culture. It’s part of the history of art and literature. What does culture want? To make infinity comprehensible…” Umberto Eco

Simple lists go a long way. Whether it’s a project roadmap, daily/weekly task lists, or a crumpled shopping list, you can’t help but appreciate the peace of mind they offer.

Collaborative to-do software takes listicles to a whole new level.

When you manage a team, especially one that’s spread across multiple time zones, you have to keep many moving parts in check. Project specs, assigned tasks, due dates, and key milestones all call for a holistic approach to project management.

The best collaborative task management software can give you a bird’s eye view of everything that happens across all stages of a project lifecycle, on any device. But there’s more.

Some of the awesome benefits of collaborative to-do software include:

  • ⚡️ The ability to keep everybody on the same page
  • ⚡️ Excellent user experience with real-time synchronization
  • ⚡️ Easy task management and progress tracking
  • ⚡️ Email reminders (so nobody misses a thing)
  • ⚡️ Support for attachments and file sharing
  • ⚡️ Automation with recurring tasks and real-time sync
  • ⚡️ Less time spent on memorizing stuff (shallow work)
  • ⚡️ More time spent on high-impact tasks (deep work)
  • ⚡️ Chat and video conferencing on any device
  • ⚡️ Organization with color-coded tags and cross-linking
  • ⚡️ Increased transparency and task ownership
  • ⚡️ And more…

“So, where are all those tools when I need them?”

🏆 The Best Collaborative To-Do Software in 2023

From the most important assignments to bite-sized errands, every project breaks down into a series of smaller elements – tasks, subtasks, deadlines, dependencies. Assembling those bits and pieces hierarchically can be tricky, but these online to-do list apps will help you do just that.

#1 Taskade


Taskade is a holistic project management platform and the only collaborative task management software that offers true, real-time (as opposed to push/pull) synchronization! That means every edit and update is instantly reflected in the task lists you’re sharing with your team.

Taskade is also one of the few project management platforms out there that offers 100% free, integrated video conferencing, calls, and chat. And the best part? Your to-do tasks, subtasks, dependencies, notes, and team conversations exist in the same window, at the same time.

But Taskade has a few other tricks up its sleeve. 👇

Taskade Select Features 🌟

  • Free Team Communication. Enter and track tasks while communicating with your team in real-time. Chat, video conference, and leave project comments.
  • User Roles & Permissions. Decide who you share your to-do lists and notes with and define user roles/editing privileges (Owner, Admin, Editor, Checker, Viewer).
  • Taskade AI Smart Assistant. Taskade AI uses OpenAI’s GPT-4 technology to help you generate lists of tasks, break big, complex projects into more manageable bits, and offer context-aware suggestions right inside the project editor and chat box.

And many more amazing features to help you stay organized and collaborate efficiently!

#2 Todoist

Todoist is a popular shared to-do list app that lets you share lists, assign tasks, and integrate with Twist for a convenient team chat. Thanks to a solid set of task and project management features, Todoist remains one of the best collaborative to-do list apps in the wild.

Todoist Select Features 🌟

  • Reminders and recurring due dates
  • Sections and sub-tasks
  • Task priority settings
  • Delegating tasks
  • Task notifications
  • Board view, labels, filters, and themes
  • Email and calendar integrations
  • Activity history and progress tracking

#3 Asana

Asana is another notable shared to-do list app that has been around since 2008. A brainchild of Facebook co-founder Dustin Moskovitz and Justin Rosenstein, Asana lets you create aesthetic lists topped with the usual set of features you’d expect in a solid to-do app.

Asana Select Features 🌟

  • Task grouping/sorting
  • Custom fields and attachments
  • Reminders and recurring tasks
  • Forms and reusable templates
  • List, Board, Calendar, and Gantt views
  • Project Timeline and progress tracking
  • Automation and integrations
  • Shared and private projects

These are just three of the amazing shared to-do list apps available in 2023. Each app has its own unique features and benefits, so it’s important to choose one that best fits your team’s needs.

Remember, a well-organized to-do list can make all the difference in boosting your team’s productivity and helping them achieve their goals. So why wait? Start exploring these shared to-do list apps and see which one works best for you!

🚀 The Bottom Line

Adding to-do list software to your project management toolbox will give your team a powerful productivity boost and help them prioritize work. It’ll also make it much easier to build more complex systems, like David Allen’s Getting Things Done method, on top of it in the future.

If you haven’t made your choice yet, let us make the decision a tad easier. Sign up for a free Taskade account and start reaping the benefits from day one.

Taskade offers a complete collaboration suite, beautiful and functional to-do lists, a simple and transparent pricing plan, and a frictionless experience across desktop, mobile, and web. Start boosting your team’s productivity today with Taskade!

Sign up for Taskade here

Want to take Taskade for a test drive before signing up? Check the Live Demo page to tinker with a demo project or visit Taskade’s YouTube Channel for introductory videos.