Time for productivity: 10 applications and recommendations from Ukrainian top managers

In an era of increasing workload, time and task management has become important for almost everyone. Today, productivity apps can help us optimize our work and improve results. They track how time is spent, how effectively users or teams are working, and which tasks need attention. These apps are actively used both in personal productivity and in the corporate environment. Having analyzed the latest trends, we have collected for you ten modern productivity apps, as well as useful recommendations from Ukrainian top managers.

TOP 10 apps to increase productivity

1. Microsoft To Do — simple lists that sync with Outlook

Microsoft To Do is a free task management app from Microsoft that lets you plan your day, create to-do lists, set reminders, and sync everything across devices.

Main features of the application:

▪️ task lists — here you can create an unlimited number of lists — for example, "Work", "Shopping", "Study"; separate tasks are added to each list; tasks can be grouped into steps — subtasks;

▪️ reminders and deadlines — there is an opportunity to add a deadline to each task: date and time; repetition: daily, weekly...; reminder — for example, 15 minutes before the deadline;

▪️ smart day planning — the "My Day" section allows you to choose the most important tasks from the lists every day; the section does not save previous days — only today's focus.

This application has integration with Microsoft 365, i.e. automatic synchronization of tasks with Outlook Tasks, synchronization via the cloud (OneDrive), and also generally works in the Microsoft ecosystem: Windows, Android, iOS, Web.

Microsoft To Do also lets you add notes and files to tasks, share lists with others, and has themes and a night mode, making it suitable for personal use, as well as for students, office workers, and teams.

2. Todoist — a cross-platform task management tool

Todoist is a powerful task management app that is suitable for both personal and team productivity. The main advantage is a simple interface combined with advanced features that make planning convenient.

Main features of the application:

▪️ tasks and projects — you can create tasks, subtasks, projects - lists of tasks; to each task you can add: deadline, priority, notes or files, tags and labels for filtering; there is a flexible system for recurring tasks;

▪️ reminders — push notifications or email reminders; you can set the time and location of the reminder, geolocation is also available;

▪️ teamwork — joint projects and comments on tasks; delegation of tasks to other users; tracking activity in the team;

▪️ smart analytics — "Productivity" section with a counter of completed tasks; karma system: motivational gamification — points for regular work;

▪️ integrations — Google Calendar (two-way synchronization); Outlook, Gmail, Slack, Trello, Zapier, Notion, etc.; there is support for Alexa, Siri, Google Assistant.

This application can work on Windows, macOS, Web platforms, as well as Android and iOS; there are also extensions for Chrome, Firefox, and Safari.

The basic features of the application and a maximum of 5 active projects are free, but there is also a Pro version for $4 per month (up to 300 projects), which includes reminders, filters, comments; and a Business version for $6 per month (for teams), which includes administration, roles, and reports. The application will be useful for freelancers, students, managers, and teams.

3. Trello — visual kanban for projects and brainstorming

Trello is a visual project and task management app that uses the Kanban method (a visual process management system that tells you what to do, when to do it, and how much to do). It's perfect for individual use, teamwork, creative projects, and organizing anything from writing a book to developing software. The app features boards, lists, and cards.

Main features of the application:

▪️ cards — here you can create a title and description, comments, checklists, deadlines, participants, attached files and move them between lists by dragging and dropping the mouse;

▪️ reminders and deadlines — each card can have a due date; notifications are sent to the mobile app, browser, or email;

▪️ team collaboration — it's easy to share boards with others; you can assign tasks to colleagues; there are comments, tags, notifications;

▪️ automation via the Butler tool — the built-in automator allows you to create the necessary rules;

▪️ settings — the board background can be changed (colors, images); there are additional functions through Power-Ups (various integrations);

▪️ integrations — Google Calendar, Dropbox, OneDrive, Google Drive, Slack, Microsoft Teams, Jira, GitHub, Evernote, Zapier, etc.

This application works on Windows/macOS, Web, as well as Android and iOS. The free version of the application includes unlimited boards, up to 10 Power-Ups per board, basic automation; the Standard version for $5 per month provides unlimited Power-Ups and more automation features; the Premium version ($10/month) has tables, timelines, and calendar presentations; the Enterprise version includes scaling for large companies, administration, and security. Trello will be useful for creative professionals, students, project managers, and IT teams.

4. Freedom — a multifunctional distraction blocker

Freedom is an app designed to block distracting websites, apps, and notifications to help users focus, improve productivity, and overcome procrastination. It works on the principle of "less distractions, more focus" and allows you to block websites (e.g. YouTube, Facebook, Instagram), apps on your computer or phone, set up timed focus sessions, and set automatic blocking schedules.

Main features of the application:

▪️ blocking sites and applications - there is an opportunity to create your own lists of distracting resources: "Social Networks", "News", "Entertainment", etc.;

▪️ focus sessions — there is an option to start a timer, and at a certain time Freedom will block selected sites/applications, and you can also set the "Locked Mode" mode so as not to cancel the session early;

▪️ automatic schedules — the application can block resources, for example, from 9:00 to 12:00 every day or only on weekends;

▪️ synchronization between devices — the application can work from one account simultaneously on all devices (Windows + Android or macOS + iPhone);

▪️ ambient sounds — allows you to listen to background sounds during a focus session (forest, rain).

This application can work on Windows, macOS, Web platforms, as well as Android and iOS; there is also an extension for Chrome. Rates: 7 free sessions; Premium rate — $3.33 per month (with an annual subscription): unlimited sessions, schedules, synchronization; Lifetime rate — $99 one-time.

This application will be useful for students, freelancers and writers, office workers, parents (control over children's device use).

5. Forest — a game focus using digital trees

Forest is a unique motivational app for concentration that combines time management and gamification. The main idea: leave your phone — a tree grows, use your phone — the tree dies. This app is not just a timer, but a way to train attention, build a habit of focus and do a good deed at the same time. If you need to "disconnect your brain from the noise" — this is the perfect app.

Main features of the application:

▪️ Focusing sessions — you can choose the duration of the session (from 10 to 120 minutes); you can set "flexible mode" or "strict mode" (interruption immediately kills the tree);

▪️ virtual forest — each completed session adds a tree to your personal forest, where the forest is your productivity calendar;

▪️ coins and rewards — for each session you receive virtual coins that can be spent on: new types of trees — cherries, cacti, maples; or on real tree planting (🌳through cooperation with the Trees for the Future organization, users can donate earned coins to plant real trees in the world).

This app is available on Android (free with ads; premium ~$2) and iOS (one-time purchase ~$3); there are extensions for Chrome and Firefox (free). It will be useful for students; people who procrastinate on social media; freelancers and writers; anyone who wants to improve their focus and contribute to the environment.

6. Toggl Track — convenient time tracking and reports

Toggl Track is one of the most popular time tracking apps, perfect for freelancers, teams, managers, and anyone who wants to better understand where their time goes. It helps you track how much time you spend on tasks, projects, or clients. The idea is to record real time instead of guesswork.

Main features of the application:

▪️ manual or automatic timer — there are "Start" and "Stop" buttons; there is an option to manually enter the time (if you forgot to turn it on); automatic activity tracking — a reminder if you forgot to start the timer;

▪️ projects, tasks, tags — each activity can be associated with a client, project, task, tags;

▪️ reports — detailed reports for the day, week, month; filters by projects, team members, tags; export to PDF/CSV;

▪️ teamwork — there is an opportunity to add team members to projects; view who spends how much time on what; suitable for resource management and analytics;

▪️ integrations — Google Calendar, Outlook; Trello, Asana, Todoist, Jira, Notion; Slack, GitHub, ClickUp, Zapier.

This application can work on Windows, macOS, Linux, Web platforms, as well as Android and iOS; there are extensions for Chrome and Firefox. The free plan includes basic tracking and reports (up to 5 users); there is also a Starter plan for $10 per month, which includes planning, time estimates, and reminders; Premium ($20/month) — automation, analytics, time audits; Enterprise — for companies (custom features, SLA). The application is useful for freelancers, students, managers, and teams.

7. Microsoft OneNote — endless digital notebooks

Microsoft OneNote is a digital notebook from Microsoft that lets you store, organize, and sync notes, ideas, to-do lists, images, audio, and even handwriting. It's perfect for personal use, education, and teamwork.

Main features of the application:

▪️ universal notes — text, images, lists, checkboxes; drawing or writing by hand on touch devices; inserting audio recordings, videos, files, links;

▪️ powerful search — instant search across all content, including handwritten notes and images (OCR - image text recognition);

▪️ working with information — tables, markers, color highlighting; cross-references between pages; quick notes;

▪️ collaboration — shared access to the notebook; simultaneous work of multiple users in real time; comments, updates, change history;

▪️ integrations — Outlook, Teams/Word/Excel, OneDrive.

This application can work on Windows, macOS, Web platforms, as well as Android and iOS. Cost: free — full functionality, storage on OneDrive (up to 5 GB); Microsoft 365 — extended storage (1 TB) + integration with Word, Excel, Outlook... The application is useful for students, teachers, writers/researchers, office workers, creative professionals.

8. Notion — your own universal workspace

Notion is a versatile note-taking, task management, database, collaboration, and information structuring application. Its main strength is its extreme flexibility, allowing you to create almost any structure to suit your needs: from a simple to-do list to a full-fledged project management system or personal directory.

It is a "block" platform, where each element — text, header, list, table, button, etc. — is a separate block. The user creates pages in which other pages, databases, and blocks can be placed in any order.

Main features of the application:

▪️ notes and structures — you can create pages, subpages, sections, table of contents, headings; you can insert text, lists, code, images, links, videos, audio, files; support for the LaTeX publishing system for mathematical formulas;

▪️ databases — tables with columns that have types (text, date, checkbox, tags, relationships); representations in the form of: tables, kanban boards, calendars, galleries...;

▪️ task tracking — you can create a “To Do — Doing — Done” type system; you can add deadlines, statuses, responsible parties, reminders — through integrations;

▪️ integrations and automation — connection to Slack, Google Calendar, GitHub, Zapier, Make, etc.; integration with AI (Notion AI; the feature is available as an additional option for $8 per month), which helps with summarizing, text generation;

▪️ collaboration — online page editing; comments, @mentions, access control; well suited for teams that create their own documents, knowledge bases.

This application can work on Windows, macOS, Web platforms, as well as on Android and iOS; there is a browser extension — Web Clipper. Tariffs: free — unlimited pages, basic databases, 5 guests; Plus ($8/month) — more history, extended storage, unlimited guests; Business ($15/month) — command functions, administration; Enterprise — SSO, security, access control.

The app is useful for students, freelancers and creatives, managers, teams, and startups. Notion is a "desktop operating system" for the brain and team. It's a good choice if you want to have everything in one place - from ideas to completed tasks.

9. Habitica — An RPG Habit Tracker That Makes Growing Up Exciting

Habitica is a unique habit-building app that turns real life into an RPG-style game. If you love gamification and want to turn routine into a fun challenge, this is the app for you. It's essentially a habit and task tracker where you create an avatar, complete real-life tasks, gain experience, gold, gear, and even compete with monsters.

Main features of the application:

▪️ task types — habits, daily tasks, one-time tasks, rewards;

▪️ gamification — experience (XP) - for completed tasks; health (HP) — decreases if you do not complete daily tasks; gold (Gold) - is spent on rewards; equipment, levels, character class - as you progress; parties and missions - you can join other players, complete missions, fight monsters, collectively build discipline;

▪️ community — players unite in groups and guilds, share advice, motivation; there are social challenges (for example, "30 days of morning running" or "digital detox"); rating, achievements, honorary badges.

This app can be used on the web, as well as on Android and iOS. Full access to the basic features is free, but there is also a subscription for $5 per month, which includes group features and premium items. The app is useful for students and schoolchildren; people who love games; those who want to work on themselves but need extra motivation; friends or couples who want to maintain habits together.

10. IFTTT — personal automation that doesn’t require coding

IFTTT (If This Then That) is a free app for automating actions between different services, apps, and devices, a digital assistant that connects services together, something like: "If I post a photo on Instagram, save it to Google Drive." This app essentially saves you time and reduces routine.

Main features of the application:

▪️ based on "applets" — these are small scripts that consist of: a trigger (If This...) — an event that triggers something; actions (Then That...) - what happens in response;

▪️ each applet is a connection between two or more platforms, for example: Gmail, Google Calendar, Spotify, Slack, Notion, Dropbox, Trello, Asana;

▪️ example of an applet — 📍"Arrived home" 🔜 💡"Turn on smart lights".

This application can work in the web version, as well as on Android, iOS and smart devices: Google Home, Alexa, lamps, cameras, watches. Tariffs: free — up to 2 own applets, unlimited from the catalog; Pro tariff ($3/month) — up to 20 applets, custom actions, logic ("if+else"); Pro+ tariff ($6/month) — no restrictions, faster scripts, support for business integrations. The application is useful for productive people, freelancers and marketers, smart home owners, small teams.

Recommendations of Ukrainian entrepreneurs

Within the framework of this topic, we decided to ask Ukrainian top managers about their "app" preferences. Therefore, we asked them about the applications they use most often. We also asked them to recommend a few useful applications.

Google Director in Ukraine Tetyana Lukyniuk said that there are only two pages on the screen of her smartphone, because all the applications are grouped into folders. "On the first page, there are 300 items in thematic folders. For example, I have a Google folder, which contains all the work apps, there is a folder "Weather", "Banks", "Social networks", "Taxi and transport", "Music", "Brain games". There are also several applications that are outside the folders for quick access - "Action", Gemini, Calendar, Notes, Air Alert", Tetyana Lukyniuk told us.

According to her, the director of Google in Ukraine primarily uses work applications. "Work Gmail and Google Chat, as well as messengers — Fb Messenger and Telegram. Because in Ukrainian culture, communication on many work issues and even large projects begins precisely in them. I use YouTube and Audible every day, because I often drive — I listen to books and podcasts there," the top manager noted.

She also said that she has been using the Sleep Cycle app for over 10 years to track sleep quality and get helpful tips on improving it.

"Elevate is a cool app for developing logic, English vocabulary, and memory in a gamified format. Of course, Gemini is for daily tasks and self-education, I especially like Gemini Live, which you can ask anything you want by voice. For example, recently I learned about literature and iconic authors from the Balkans," summed up Tetyana Lukyniuk, Director of Google in Ukraine.

According to Vitaliy Sedler, co-founder and CEO of Ukrainian IT company Intellias, on the home screen of his smartphone you can find: time + weather; six different messengers; social networks - LinkedIn, Facebook, Instagram; business and private email clients; personal utilities - Calculator, Evernote (notes), Gallery, Wallet, Phone, Camera, Google Maps, Chrome, as well as ChatGPT.

The applications most often used by top managers include:

▪️ChatGPT — quick search for any information;

▪️Samsung Health + Whoop — tracking physical activity and body parameters;

▪️Kiwi, FlightRadar, Google Maps, Bolt/Uber — for logistics planning;

▪️Evernote — note taking;

▪️Banking apps of various banks.

"I can recommend the following apps that I use myself: Calm — meditation; Runna — running plans, including for beginners; Xiaomi Home ecosystem - for smart homes; Whoop — a device and app for tracking physical activity and body parameters; Vivino — for choosing wine; Pinterest — for inspiration in architecture and interior design," Vitaliy Sedler told us.

But Yaroslav Azhnyuk, founder of pet-tech company Petcube and defense-tech startup The Fourth Law, recommended using the UpNote app. It's an elegant note-taking app that works seamlessly on iOS, Mac, Windows, and Android.

According to him, there is nothing interesting on the first page of the entrepreneur's smartphone screen. "Messengers, mail, Google Meet, calendar, clock, camera, photos, YouTube, Kindle, Google Maps. Of the more interesting ones — Petcube, Uklon, UpNote (notepad). I can recommend UpNote — a good replacement for Evernote. And also ChatGPT, Claude, Google Gemini," Yaroslav Azhnyuk told us.

Stepan Veselovsky, CEO of the Lviv IT Cluster, told us that on the home screen of his smartphone there are only those applications that he uses daily or regularly during the week.

"First of all, these are all the main messengers — Slack, Telegram, Viber, WhatsApp, Facebook Messenger and Signal. Also among the first are the state services Diya and Reserve+. A separate place is occupied by the Apple Home application. I am actively developing my own smart home ecosystem — I have currently integrated over 180 devices. Through Home, I manage not only household processes at home, but also partially in the office, where automation is also configured," noted the CEO of the Lviv IT Cluster.

According to him, an important category is also work tools for process management: Notion, Trello, and Pipedrive. And on the entrepreneur's home screen is the application of the Lviv IT Cluster's loyalty program IT Club Loyalty.

In general, the TOP-5 applications from Stepan Veselovsky look like this: Slack, Signal, Home, ChatGPT, TikTok. According to the CEO of the Lviv IT Cluster, one of the useful applications is Notion. "This is a universal ecosystem for planning, organizing information and managing projects. It is worth understanding it, because it is very flexible and allows you to combine many functions in one place," Veselovsky noted.

And this is what the smartphone screen of Jooble co-founder Roman Prokofiev looks like👇

The TOP-5 applications from Roman Prokofiev look like this: ChatGPT, Google Maps, Privat24, Mail, Slack. "Of the latest useful ones: iScanner, turns your phone into a scanner," the co-founder of the international job search site Jooble told us.

According to Olena Samborska, the head and HR director of Luxoft in Ukraine, the first page of her smartphone screen features WhatsApp, Telegram, Signal, Teams, and Authenticator messengers.

And in general, the TOP-5 applications from the head of Luxoft look like this: Waze, GoogleMap, Audible, ABUK, Teams (corporate messenger). "I like to listen to podcasts in English — Audible, ABUK. I am a fan of listening to and reading books. Health — I control the number of kilometers traveled per day," Olena Samborska told us.

And in general, the TOP-5 applications from the head of Luxoft look like this: Waze, GoogleMap, Audible, ABUK, Teams (corporate messenger). "I like to listen to podcasts in English — Audible, ABUK. I am a fan of listening to and reading books. Health - I control the number of kilometers traveled per day," Olena Samborska told us.

According to the CEO of Kyivstar, Oleksandr Komarov, digital technologies have become an integral part of everyday life, so today we should talk not about individual applications, but about entire groups that comprehensively satisfy needs.

"Currently, my most active categories are AI, business, finance, health, entertainment, travel, and smart home. I constantly use Google and Microsoft business applications, which provide convenient access to documents, mail, and calendar. Combined with AI capabilities, they allow you to significantly increase the efficiency of any workflow," noted the CEO of Ukraine's largest mobile operator.

According to Oleksandr Komarov, he also actively uses applications from the Health category - to monitor physical activity, general well-being, and key indicators (blood pressure, heart rate, blood oxygen level, etc.).

"Recently, I have been increasingly using applications from the smart home category — from controlling equipment and lawn mowers to managing solar power plants. Entertainment is music and television. I use several international streaming platforms, but most of all — Kyivstar TV. As the CEO of one of the largest digital operators in the country, I pay special attention to the quality of our services. Therefore, I actively use Kyivstar's digital services. In each category, the key applications for me are our ecosystem — My Kyivstar, Kyivstar TV, Uklon, and Helsi. They allow me to follow the same path as millions of our customers," Komarov concluded.

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