Task management apps like Todoist and Reminders can help you get organized and boost productivity. For instance, if you struggle to meet deadlines, you can use these apps to break tasks into smaller steps, assign due dates and reminders, and visualize progress. Plus, both tools come with AI time-tracking features that can help you see how you spend your time so that you can improve your focus and productivity. In this article, we'll explore how Todoist and Reminders compare to help you choose the best task management tool for your needs. Antispace's AI-based productivity operating system can help you reach your goals faster. Its unique algorithms learn how you work to help you pick up where you left off, organize your space, and automate repetitive tasks to make your workflow smoother.
Todoist vs Reminders at a Glance
Which task management app is right for you? Let's compare Todoist and Apple Reminders.
Todoist: A Feature-Packed Productivity Powerhouse
Todoist is designed for people needing more than an essential to-do list. It comprises features like recurring tasks, labels, priority levels, and collaboration tools. If you're managing multiple projects, tracking work deadlines, or organizing complex workflows, Todoist is a great fit. It also syncs across all major platforms, making it perfect for users who are not locked into Apple’s ecosystem.
Apple Reminders: Simple, Free, and Deeply Integrated
On the other hand, Apple Reminders is built for ease of use. It’s great if you want a straightforward task list without extra complexity. Since it’s natively integrated into iOS, macOS, and even Siri, it works seamlessly with other Apple apps. You can set location-based reminders, collaborate with other Apple users, and use Siri hands-free with voice commands. Best of all, it’s completely free.
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What is Todoist, and How Does It Work?
Todoist is a top-notch to-do list application that helps you manage your tasks and projects. It has grown rapidly since its launch in 2007, and today, “millions of people use it to track their work tasks, personal projects, and everything in between”. Todoist works on all devices and platforms so that you can access your tasks anywhere.
Powerful, Customizable Task Management
The app has a clean interface that's easy to navigate, even with its many powerful features. You can also customize Todoist to fit your needs, from setting up your dashboard to organizing tasks and projects in a way that makes sense.
It even integrates with several other applications, such as Google Calendar, to create a more robust productivity system. For anyone looking for a reliable task management application, Todoist is one of the best options available.
How Does Todoist Work?
When you first open Todoist, you can immediately create a task using the big Add Task button on the dashboard. Type in a task and hit Enter to make it. Next, you can assign a due date to the task. This could be a specific date, and Todoist will suggest dates, such as tomorrow or next week. If you aren't sure when you'll complete the task, you can leave it with no due date.
Todoist also lets you create subtasks, or smaller items that fall under the main task. This makes it easier to track your progress as you work to complete the overall task. When you finish a task, you can mark it as complete so it disappears from your view and doesn't clutter your dashboard. Repeat these steps to create as many tasks as you want.
Todoist Projects & Reminders
Next, you can add projects to organize your tasks. Projects are groups of related tasks; you can color-code them to differentiate them. You can create as many tasks and subtasks as possible within a project.
Todoist also lets you set reminders for every task. This feature isn't available in the free version, but the reminders can come through email, push, or SMS alerts.
Todoist Filters & Integrations
If you have a lot of tasks on your dashboard, sifting through them manually can be challenging. But Todoist has the Filters feature to help you do this. This feature gives you custom task views based on specific metrics, such as:
- Due dates
- The project they're grouped under
- The user assigned to
Finally, Todoist has integrations with external enterprise apps (not available to free users). Examples include:
- Dropbox
- Zapier
- Google Calendar
What is Reminders, and How Does It Work?
Reminders help you to manage your time better. You can set reminders for specific tasks so you don’t forget to complete them. For example, if you must prepare a report for work, you can set a reminder to alert you a few days before the report is due.
This will give you time to prepare without panicking at the last minute. You can also use reminders for repetitive tasks. For instance, if you have a monthly report due at work, you can set a reminder to alert you each month to help you stay on top of the task.
Apple Reminders Features
iCloud Syncing
Apple Reminders automatically syncs across all Apple devices, ensuring that any change you make on one device instantly reflects on all others. This is a significant selling point for those deeply entrenched in the Apple ecosystem.
Location-Based Reminders
With Apple, you can set location-based reminders, meaning you’ll receive a notification when you arrive at or leave a specific place. For example, you could set a reminder to pick up pasta at the grocery store.
Siri Integration
Apple Reminders integrates smoothly with Siri, Apple’s digital assistant, allowing you to add tasks via voice commands. Simply say, ‘Hey Siri, remind me to call Jane tomorrow at 2 PM’ or ‘Add “book flights” to my vacation planning list,’ and it’s done.
If such a list doesn’t exist, Siri will ask if you want to create it. Simply respond with ‘Yes’ to confirm.
Subtasks and Notes
You can create subtasks within your tasks and add notes, making it easier to break down large tasks into smaller, actionable steps and add context if needed.
Collaboration with Family Sharing
The app’s Family Sharing feature lets you share to-do lists with family members and coordinate household chores or events.
Antispace: AI-Powered Gamified Productivity
Antispace transforms your daily workflow with an AI-powered, gamified productivity operating system. Our platform seamlessly integrates with your essential tools—Email, Calendar, and Notes—while our AI assistant handles everything from email management to task organization.
We've built intelligence into every aspect of your workflow:
- Smart email responses
- Automated calendar management
- Enhanced note-taking
- Streamlined task coordination
Antispace acts as your virtual executive assistant by reducing context switching and automating routine tasks, letting you focus on what matters while our AI handles the rest.
Whether you're brainstorming ideas, managing communications, or coordinating projects, Antispace turns productivity from a chore into an engaging experience.
Todoist vs Reminders: Detailed Feature Comparison
Both apps allow users to create tasks and organize them into lists, but Todoist offers significantly more advanced features. It’s built for users who need a more structured approach to task management. It includes sub-tasks, task dependencies, priority levels, and labels, making it easier to manage complex projects.
Filters and custom views also allow users to organize tasks to suit their workflow. This level of flexibility is ideal for those who manage multiple projects and need an efficient way to track progress.
Simple Task Management
Apple Reminders takes a much simpler approach. It allows users to create tasks, add due dates, and categorize them into lists, but it lacks advanced features like sub-tasks or dependencies. While this makes it easier to use, it may not be the best choice for users needing more detailed organization.Apple Reminders is a solid option for those who prefer a straightforward task manager without extra complexity. If breaking down projects into detailed steps and tracking them effectively is a priority, Todoist offers a more comprehensive solution.
Collaboration: Teamwork vs. Personal Use
Collaboration is another area where the two apps differ significantly. Todoist is designed with team collaboration in mind. It allows users to share projects, assign tasks, leave comments, and attach files, making it an excellent tool for group projects and workplace task management.
The ability to track tasks in a shared space ensures that everyone stays aligned and aware of deadlines.
Sharing & Task Management
On the other hand, Apple Reminders is primarily built for individual use. It does allow list sharing, but its collaboration features are basic compared to Todoist. There are no options for assigning tasks to specific users, adding comments, or integrating with external collaboration tools.For teams or individuals who need to work together on projects, Todoist is the better choice. For those who only need occasional shared lists—such as for household chores or shopping—Apple Reminders may be sufficient.
User Experience: Apple’s Minimalism vs. Todoist’s Customization
Both Todoist and Apple Reminders offer a clean, user-friendly interface, but they cater to different preferences. Todoist’s interface is designed for efficiency and flexibility. It provides multiple ways to view and organize tasks, including list and board views.
Customization options allow users to tailor the experience to their needs, making prioritising tasks based on importance easy. Additionally, Todoist is available on multiple platforms, including iOS, Android, Windows, and Mac, ensuring a consistent experience across devices.
Simple & Seamless Task Management
Apple Reminders follows Apple’s minimalist design approach. The interface is simple, uncluttered, and easy to navigate, making it ideal for users who prefer a straightforward experience. It integrates seamlessly with Siri, allowing users to add tasks through voice commands, and syncs effortlessly across all Apple devices.
It lacks customization options and is only available within the Apple ecosystem, limiting its accessibility for users who need cross-platform support.
User Feedback: Strengths and Weaknesses
Users who prefer Apple Reminders often highlight its ease of use and deep integration with Apple’s ecosystem. Many find it especially useful for quick task entry through Siri or setting location-based reminders.
The ability to see reminders in the Apple Calendar or through widgets on the iPhone home screen makes it a convenient choice for those who want to keep their task management simple and efficient.
Simplicity or Advanced Features?
On the other hand, users who have tried Apple Reminders but switched to Todoist often mention that Reminders can feel too limited for managing large projects or complex workflows. While it works well for simple lists and short-term tasks, those who need better organization tools, such as filters, priority levels, and recurring tasks, tend to prefer Todoist.Users who choose Todoist often praise its task management features, which make handling multiple projects much more manageable. It provides better visibility into deadlines and priorities, making it ideal for work-related tasks. Some users also mention that Todoist can take time to set up correctly, as its extensive features require a learning curve.
Pricing: Free vs. Paid Features
Cost is another key factor when choosing between Todoist and Apple Reminders. Apple Reminders is entirely free and comes pre-installed on Apple devices. No premium tiers exist, meaning all features are available without additional cost.Todoist offers a free plan with basic task management features, but many of its advanced tools, such as labels, filters, reminders, and collaboration options, require a paid subscription. The premium plan starts at $4 per month, while the business plan, which includes additional collaboration tools, costs $6 per month per user.Apple Reminders is the obvious choice for those needing an entirely free task manager. Todoist offers more flexibility and depth to users who need more advanced features and are willing to pay for them.
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Choosing the Best Task Management Tool
At its core, a task management tool should make planning and scheduling easy. The ability to break down workflows into smaller, manageable tasks is essential. A good tool allows you to assign tasks, set deadlines, and track progress effortlessly. Look for features like recurring tasks, priority levels, and deadline reminders to keep your team on track.
Collaboration Features: Why Teamwork Makes the Dream Work
If your team relies on spreadsheets to manage tasks, you’ve probably experienced the frustration of missed updates and poor visibility. A solid task management system should enhance collaboration by allowing team members to:
- Share information
- Ask questions
- Update real-time progress
Features like shared workspaces, team notifications, and task dependencies help streamline collaboration, especially in remote work environments.
Automation for Efficiency: Streamline Your Workflow
Repetitive manual tasks can slow down productivity. A task management tool with automation features can help eliminate inefficiencies. Whether auto-assigning tasks, sending notifications for approaching deadlines, or integrating with third-party apps like Slack and email, automation can free up valuable time for more strategic work.
Multiple Viewing Options: Stay Organized with Visual Flexibility
Different teams and individuals prefer different ways of visualizing their work. Some may like a simple to-do list, while others prefer:
- Kanban boards
- Gantt charts
- A calendar view
The best task management tools offer multiple viewing options to fit your workflow, helping teams stay organized and track progress easily.
Time Tracking for Productivity: Get Paid for Your Hard Work
If your business relies on hourly work or project-based billing, built-in time tracking is necessary. A sound task management system should allow employees to log their work hours directly into the platform, making it easier to analyze productivity, manage resources, and generate accurate invoices. This feature also helps identify bottlenecks that may be slowing down project completion.
Let Our AI-Based Productivity Operating System Handle Your Boring Work
Antispace transforms your daily workflow with an AI-powered, gamified productivity operating system. Our platform seamlessly integrates with your essential tools—Email, Calendar, and Notes—while our AI assistant handles everything from email management to task organization.
We've built intelligence into every aspect of your workflow:
- Smart email responses
- Automated calendar management
- Enhanced note-taking
- Streamlined task coordination
Antispace acts as your virtual executive assistant by reducing context switching and automating routine tasks, letting you focus on what matters while our AI handles the rest.
Whether you're brainstorming ideas, managing communications, or coordinating projects, Antispace turns productivity from a chore into an engaging experience.
Get started for free with one click today.