Most productivity tools and reviews focus on very linear, left-brained thinking. What if you’re a visual thinker and looking for a tool that suits your needs? Pen and paper, a massive whiteboard, or post-it notes can work for the right-brainers out there, but they’re also not necessarily very practical in this digital age, where you might need to access your tasks on the go, keep notes and track progress on them, or share them with someone else.
Features to look for:
If you’re looking at trying a digital app to help manage your to do list, and you’ve struggled with productivity tools in the past, here’s a few features that you might want to look for before you try yet another app:
- Color coding: This is such a simple feature that so many tools are lacking. It astounds me. If you’re an intensely visual person, color coding functionality can make the difference between a tool being really useful (being able to see at a glance how many high priority tasks you have today, or how many tasks from each project, for example), and staring at an intimidating list of action items that looks totally impossible.
- Calendar view instead of just list view: For the longest time, I couldn’t figure out why the typical to-do list overwhelmed and intimidated me. The problem was that without a way for me to see my tasks spread out across the week (or month), I had a tendency to pile all of my tasks on one day, creating a feeling of perma-overwhelm and frustration. (Shockingly enough, that was not conducive to productivity!) Having a view that lets me see how my tasks are spread across my work week lets me see if I’m overloading a particular day, and rearrange accordingly.
- Overall good design and usability: Productivity nerds have kind of a love/hate relationship with design. Good design is given credit where due, but if you refuse to use a tool because its aesthetics just don’t jive with you, you’re going to get some eyerolls. However, there’s evidence to support that good looks make for better productivity. A case study referenced in How to Think Like Leonardo Da Vinci mentions a training office where aesthetics were improved that saw a marked increase (like, a ninety percent marked increase) in learning effectiveness afterwards. In A Whole New Mind, Dan Pink references a similar study with classrooms.
- Something that will be easy to integrate into your current workflow: By this I mean that it’s a good idea to think about the attributes your current system has that work for you. (Alternately, you can think about things that aren’t working for you, and work backwards from there.) If, for example, you love the post-it note method of organizing your to-do list, then something like KanbanPad or Trello could be ideal for you.
My top 5 picks for task management for visual thinkers:
Sporting an adorable mascot and a colorful design, KanbanPad is my favorite out of the kanban style task tools out there.
Features: Color coding, ability to delegate/have multiple users in a wordspace, drag and drop interface, ability to create checklists of sub-tasks
Ideal for: The super-visual worker who can’t imagine live without color coding. If you work with a large team, KanbanPad might not work as well for you and your team, depending on their personal preferences but that can be said for almost any tool. Especially ideal for creative entrepreneurs who hate traditional “to do list” apps but need a way to stay at least marginally organized.
Trello is similar to KanbanPad, with a few differences in design and use. If you’re looking for something post-it style, you can’t go wrong with either one of these apps.
Features: Drag and drop interface, color coding, deadlines (with reminders as the deadline approaches), ability to delegate/add users to a workspace, checklists with progress bars for task lists, ability to attach files
Ideal for: The creative team looking to stay on track with visual-friendly features (color coding, etc.), but without missing deadlines.
Thoughtboxes is a colorful task management tool, that lets you create lists of tasks which can be starred for priority, and dragged and drop through boxes. This means you could create a “to do” “working on” and “done” set of boxes, and move tasks in between them to keep track of what had already been created, or you could create subject-themed task lists, like in the screenshot above.
Price: Free for up to 3 “trains of thought” (projects) for basic users, $3/month/user for unlimited projects, ability to collaborate, organize your trains of thoughts with folders,
Features: Drag and drop controls, sharing/collaboration with pro version, color coding and intuitive visual interface
Ideal for: The solo worker who wants a minimalist, but not boring, way to keep track of their projects and tasks.
Weekplan is a planning tool based on the Seven Habits of Highly Effective People so it’s not just a task management tool, it has built-in guidance for creating your tasks and planning your week.
Price: Free plan or Pro plan is $3/month for additional features (subtasks, recurring tasks, integration with other apps)
Features: Drag and drop interface, week view interface, ability to sort tasks by roles, guided journaling
Ideal for: The person who wants a life and business task management tool all in one spot, probably a solopreneur or someone who doesn’t need to coordinate with other users.
Teamweek is basically a really pretty, interactive Gantt chart. In case that means nothing to you, what it translates to is that you can see how long tasks are supposed to take and see them overlapped on top of each other in a visual way, instead of just seeing them as a list of boxes to check. (Clearly useful for the visual thinker!)
Price: Free trial, after that $4/month for each “manager” user, $2/month for each normal user
Features: Color coding, to-do lists/subtasks, milestones, ability to assign things to a person, project and client labels
Ideal for: The creative team leader or the creative solopreneur who wants a visual way to track their quarterly or monthly goals and progress (shown from 0:00 to about 4:10 in the video above), plan their week visually (shown from 4:10-7:13 in the video), or want to plan a launch (7:13 to 9:40 in the video).
Those are my picks. What are your favorite task management apps for visual thinkers?