{"id":37072,"date":"2021-06-24T19:25:55","date_gmt":"2021-06-24T19:25:55","guid":{"rendered":"https:\/\/staging-mondaycomblog.kinsta.cloud\/?post_type=teamwork&p=37072"},"modified":"2023-10-22T15:08:23","modified_gmt":"2023-10-22T15:08:23","slug":"shared-to-do-list","status":"publish","type":"post","link":"https:\/\/monday.com\/blog\/teamwork\/shared-to-do-list\/","title":{"rendered":"8 best shared to-do list tools and how to pick the best one"},"content":{"rendered":"

These days, personal and professional responsibilities seem to have become irrevocably entangled. It can feel like there are a million tasks coming at you from every direction, so a practical tool many rely on is a handy to-do list to keep things straight.<\/p>\n

But sometimes, a written out to-do list in a notebook isn’t enough. To complicate matters even further, your responsibilities may have become equally entangled with the responsibilities of your colleagues and teammates. Enter shared to-do list apps: You can collaborate with your teammates and get work done faster.<\/p>\n

In this article, we list down some of the best shared to-do list apps (including the monday.com Work OS) and give advice on how to choose the right shared to-do list for your needs.<\/p>\nGet started<\/a>\n

Why do I need a shared to-do list?<\/h2>\n

Here are some ways that a shared to-do list can make your life better.<\/p>\n

1. It remembers things for you<\/h3>\n

How many things do you have to remember on a given day? The truth is, our human brains are limited. When you try to cram too much information in there, your attention and focus will inevitably fail.<\/p>\n

When taken to the organizational level, all this information becomes even more overwhelming.<\/p>\n A shared to-do list app remembers every task for you. That means you can channel some of the energy spent in remembering to do a task towards actually doing it instead.<\/span><\/a>\n

2. It reduces or eliminates errors<\/h3>\n

Human errors are inevitable. But they can also be costly. When anyone on your team is feeling tired, rushed, or pressured, they are likely to make mistakes that can negatively impact your final result.<\/p>\n

A good list app can automate recurring tasks, narrowing down the margin of inevitable human error. Plus, when team members have access to this list, they can pick up on potential issues before they even occur.<\/p>\n

3. It ensures that everything gets done<\/h3>\n

If you\u2019re in a supervisory role, a major part of your responsibilities includes checking on your team to make sure that every step of each task is completed. That\u2019s a lot of time policing and manual following-up.<\/p>\n

With a shared to-do list app, you can immediately start assigning tasks to coworkers and track progress; you’ll be able to feel confident that all work is getting completed in a timely and efficient manner without needing to nag anyone.<\/p>\n

For example, a shared to-do list like this one shows you exactly where everyone is at every step of a project.<\/p>\n

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As you can see, a shared list app can truly be a lifesaver for your organization.<\/p>\n

In a nutshell, it allows your team to achieve consistently positive results, keeps workflow smooth, and fosters a positive work environment.<\/p><\/blockquote>\n

Get started<\/a><\/p>\n

Features to look for in shared to-do list apps<\/h2>\n

Your shared to-do list should be able to bring your team together, get them involved, and boost productivity so that you can achieve more together. Keeping these goals in mind, here are the features a shared to-do list tool should ideally have:<\/p>\n

Seamless collaboration capability<\/h3>\n

The ability to collaborate with team members on multiple tasks is a must-have feature for shared to-do list apps. You should be able to easily assign tasks, set deadlines, and send notifications real-time. If you create your shared to-do list on monday.com, each of your team members can have a separate profile, giving them more ownership over the assigned tasks and also providing visibility to everyone involved.<\/p>\n

Manually tracking shared tasks is a challenge because people and resources are scattered across multiple places. To-do list apps that have easy communication capabilities (for example a comment section on each task) overcome this challenge by letting you share feedback\u00a0 communicate with multiple stakeholders without a\u00a0lot of back and forth, and give everyone quick access to resources.<\/p>\n

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Task visualization<\/h3>\n

We all know that creating a to-do list is just the first step. To make it actionable, you\u2019ll need to break it down into steps, create a solid plan, and set up schedules. A shared to-do list tool should help you lay out the steps for your tasks in a visually intuitive way, so you can really understand what needs to be done.<\/p>\n

On monday.com, you have the option to choose from nearly 30 different view types such as the Gantt Chart View<\/a> to visualize task dependencies and milestones, or the Workflow View<\/a> to visualize the way tasks are allocated so you can best manage team resources.<\/p>\n

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Get started<\/a><\/p>\n

Customizable templates<\/h3>\n

Shared to-do list apps that come with customizable templates can make setting up your task list that much easier. You won\u2019t have to start creating workflows from scratch, thus making project initiation faster and more consistent.<\/p>\n

On monday.com, you customize a variety of customizable templates, including this weekly to-do list template<\/a>. Easily get started with this template to bring your team’s weekly work into one shared space where you can organize priorities and track progress.<\/p>\n

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Time tracking features<\/h3>\n

Having an in-built time tracker is a great additional feature to have in your shared to-do list app. Time tracking features allow your team to track how much time you spend on each task and time intervals. It helps boost productivity and also estimate billable hours.<\/p>\n

On monday.com, we have a Time Tracking Column<\/a> you can add to any board. When you start working on an item, you can click play and start the timer, and later pause it. This allows your team to know how much time is spent on each project and optimize their work accordingly.<\/p>\n

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Automation<\/h3>\n

Automation features in shared to-do list apps help teams save time on manual to-dos in the workflow. For example, you can automatically notify a specific person or move a task to the following phase once you’ve completed a task. You can also automate follow-up emails, deadline reminders, and progress updates.<\/p>\n

Some tools, like monday.com, allow you to customize these automations according to your needs.<\/p>\n

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Integration with other apps<\/h3>\n

Your shared to-do list app should be the central part of your workflow and integrate with other apps you already use. When you use integrations, you can sync all data in one place so you don’t have to switch between different tools to get work done.<\/p>\n

When deciding on a shared to-do list app, check if it has the ability to integrate with the tools you currently use. monday.com offerrs over 72 integrations to help you streamline workflows.<\/p>\n

Get started<\/a><\/p>\n

8 apps that help you create shared checklists<\/h2>\n

There’s a large variety of desktop and mobile apps available for tracking and sharing tasks. Here are a few tools of those you can consider:<\/p>\n

1. monday.com<\/h3>\n

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monday.com is a powerful project management software that was created for users to collaborate, \u00a0bridge silos, and maximize productivity in one singular tool. Many specific features of the platform make it the perfect tool for creating the most efficient, collaborative to-do list you’ve ever used.<\/p>\n