Burnout doesn’t start with big failures — it creeps in through overloaded to-do lists, scattered priorities, and that nagging sense you’re always behind.
Productivity, at its best, isn’t about doing more. It’s about doing what matters — with clarity, calm, and intention.
As a remote worker, content creator, and business owner, I’ve tested and used many productivity tools. These five are the ones I’d actually recommend to someone who wants to stay sharp and protect their mental energy. Some help you focus. Some help you plan. All of them help you think better — not just work harder.
This list focuses on multifunctional productivity tools that combine task management, planning, and focus features — rather than single‑purpose apps like note‑taking or calendar tools.
You can also jump ahead to the comparison chart
1. Todoist (Affiliate)
- Best for: Task organization across life and work
- What it offers:
– Intuitive to-do lists with labels, priorities, and smart recurring tasks
– Calendar integrations and productivity visualizations
– Natural language input (e.g., “Submit report every Friday”) - What makes it different: Todoist is a to-do list that scales with you. Whether you’re managing groceries or a team of five, it keeps things clear and structured. Over 30 million users rely on it to stay organized without getting overwhelmed.
- Ideal for: List-makers, GTD fans, minimalists who want flexibility without bloat.
- Cons: Not ideal for visual planners or deep time-blockers
- Price: Free tier; Premium ~$6/month
- 🔗 Visit Todoist
2. Notion
- Best for: All-in-one productivity (tasks, notes, wikis, databases)
- What it offers:
– Modular pages and databases to build your own workspace
– Productivity templates: habit trackers, reading logs, project boards
– ich integrations with AI, Slack, Google Calendar, and more - What makes it different: Notion is the most flexible tool on this list. It’s basically digital LEGO. You can build a dashboard for anything, from content calendars to second brains. The challenge: you have to set it up yourself.
- Ideal for: Knowledge workers, creators, system-builders, second-brain enthusiasts
- Cons: Steeper learning curve; not ideal for quick setup
- Price: Free personal use; Pro ~$20/month
- 🔗 Visit Notion
3. Trello
- Best for: Visual project management (especially for creative workflows)
- What it offers:
– Drag-and-drop Kanban boards with cards, checklists, and due dates
– Automation rules (“Butler”) for recurring actions
– Integrations with Google Drive, Slack, Dropbox, and more - What makes it different: Trello turns your projects into a visual roadmap. It’s not just about task lists — it’s about seeing the big picture. It shines in team environments where progress tracking and collaboration matter. I used this for years in my product management role.
- Ideal for: Creative teams, freelancers, editorial calendars, startup planning
- Cons: Less powerful for advanced dependencies or nested subtasks. I’ve found integration capabilities with other systems mixed
- Price: Free tier available; Premium ~$18/month
- 🔗 Visit Trello
4. Sunsama (Affiliate)
- Best for: Time-blocking and mindful daily planning
- What it offers:
– Syncs with Google Calendar, Outlook, Todoist, and Gmail
– Daily planning rituals, focus mode, and task batching
– End-of-day review and shutdown ritual - What makes it different: Sunsama is the antidote to productivity overwhelm. It helps you realistically plan your day by dragging tasks onto your actual calendar. It doesn’t want you to hustle more. It wants you to finish your day with your brain intact.
- Ideal for: Solopreneurs, knowledge workers, and those recovering from burnout
- Cons: Not built for team collaboration
- Price: ~$20/month (after 14 day free trial)
- 📈 Pro insight: Users report feeling 30% more in control of their time after 1 week of use.
- 🔗 Try Sunsama today
5. Forest App
- Best for: Beating distraction and staying present
- What it offers:
– Timer-based focus sessions that grow virtual trees
– Rewards you for staying off your phone
– Link with friends for shared accountability - What makes it different: Forest turns focus into a game. Stay off your phone, and you grow a beautiful tree. Give in to distraction, and it withers. It’s surprisingly effective for resisting doomscrolling and anchoring deep work.
- Ideal for: Students, phone-checkers, dopamine-detoxers
- Cons: Not a full task management tool
- Price: ~$4 one-time fee (mobile); free browser version
- 🔗 Visit Forest
📊 Comparison Chart
| Tool | Best For | Task Mgmt | Time-Blocking | Team-Friendly | Mental Health Focus | Price (est.) |
|---|---|---|---|---|---|---|
| Todoist | Task organization | 🔵 Strong | 🔹 Light | ✅ Yes | 🔹 Moderate | ~$0–$6/mo |
| Notion | All-in-one productivity | 🔵 Strong | 🔹 Manual | ✅ Yes | 🔹 Moderate | ~$0–$20/mo |
| Trello | Visual planning | 🔵 Strong | 🔹 Light | ✅ Yes | 🔹 Light | ~$0–$18/mo |
| Sunsama | Mindful daily planning | 🔵 Strong | 🔵 Strong | 🔹 Solo use | 🔵 High | ~$20/mo |
| Forest App | Distraction prevention | 🔹 N/A | 🔵 Timer-based | 🔹 Solo use | 🔵 High | ~$4 (one-time) |
🔵 = Strong/High | 🔹 = Light/Manual or Not Supported
Final Thoughts
Sometimes the most powerful productivity hack isn’t a new app — it’s learning to say no. Or planning fewer things more realistically.
The right tool can help you reclaim your mental space, protect your energy, and stay focused on what matters most. Whether you’re looking for structure, creativity, calm, or clarity, one of these tools is likely to fit your workstyle.
Want more tools like this? Explore my full list of recommended clarity tools here.
What about you?
If you’ve used any of these (or have a favorite I missed), let me know. I’m always on the lookout for tools that help us not just do more, but feel better while doing it. Drop your go-to productivity tool (and why you love it!) in the comments below.
Affiliate Disclosure: This post contains affiliate links. I may earn a commission if you purchase through them — at no additional cost to you. I only recommend tools I genuinely believe can support your mental wellness and productivity.
