After reviewing multiple calendar apps using our testing framework for daily planners, I found these calendar apps to be the most capable for Windows users:

How We Test Daily Planners

To keep our reviews & final score for each daily planner app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

While that framework stays the same across all daily planners, for this guide, I focused more specifically on how each app performs as a Windows calendar app.

Our scoring breakdown after testing 10+ daily planner apps:

In this article, I paid extra attention to the features that matter most for Windows users, including calendar syncing, scheduling, integrations, ease of use, mobile apps, and cross-device accessibility.

Since most people switch between devices throughout the day, I also considered how easy it is to access and manage each calendar app from a phone.

That said, we do not rank the apps solely on the overall score from our testing, but also take into account how well they perform in Windows use cases.

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Compare the best calendar apps for Windows in 2026

Here are the top 8 calendar apps for Windows that stood out the most to me in 2026:

Detailed Reviews of the Best Calendar Apps for Windows

Let’s see the best calendar apps for Windows in 2026!

Morgen

Rating: 4.5 out of 5.

4.2/5

Morgen is a versatile and efficient calendar app that integrates all your devices seamlessly. Whether using it on your desktop, mobile device, or the web, Morgen is an all-in-one solution to help you stay organized and productive.

Full Morgen review Visit Morgen

Best for multiple calendars and task planning

Bottom line

• Best for:

Users who want a unified calendar and task manager to plan their day across multiple tools

• Not ideal for:

Users looking for a free tool or advanced AI-driven scheduling and project management features.

• Biggest strength:

Centralizing multiple calendars, tasks, and scheduling in one clean interface that you can access from your mobile as well.

• Biggest weakness:

No free plan

How Morgen Worked in My Daily Schedule

I spent a few weeks planning everything in Morgen, mostly on my laptop but sometimes on my phone too. It didn’t take long to get used to, and I liked how everything was easy to manage, regardless of whether they were personal or professional activities.

Morgen is packed with helpful features to help you manage your calendars, scheduling, and task management more effectively. I absolutely love its mobile app, and the fact that it seamlessly integrates with numerous third-party apps I use.

It felt steady, reliable, and something I could actually see myself using every day.

Who gets the most value from Morgen

When Morgen might not work for you

The Features That Improved My Schedule

Morgen Plans & Pricing

• No free plan, only a 14-day trial
• Monthly plan: €30 per user/month
• Yearly plan: €15 per user/month

What I Liked About Planning With Morgen

Where Morgen Could Improve

Read my full review: My Honest Morgen Review After 5 Weeks (2026)

Akiflow

Rating: 4 out of 5.

4/5

Akiflow is a calendar-centered productivity app that combines tasks, meetings, and daily planning into one focused workspace built around time blocking.

Full Akiflow review Visit Akiflow

Best for fast time blocking and daily planning

Bottom line

• Best for:

Professionals who rely on time blocking and want to manage tasks and calendar in one focused daily planner

• Not ideal for:

Users looking for a free, lightweight to-do list or full project management tool

• Biggest strength:

Seamless task capture and calendar-based planning in one unified workflow

• Biggest weakness:

Relatively high price and lacks a free plan

How Akiflow Worked in My Daily Schedule

I tested Akiflow on the Windows desktop app, and it felt smooth from the start. What stood out the most was how easy it was to keep my day realistic.

Dragging tasks into the calendar, adjusting time blocks, and checking the Today view helped me see very quickly when I was trying to fit too much into one day and when all my tasks simply did not fit in the available time slots.

Overall, Akiflow felt reliable and thoughtfully designed, especially for planning my day in a realistic way. It did not radically change how I work, but it made the parts I already do like scheduling, reviewing, and committing to tasks noticeably smoother.

Who would I recommend Akiflow to

Who should look for alternatives

The Features That Improved My Schedule

Akiflow Plans & Pricing

• No free plan available, only a 7-day trial
• Pro monthly plan: $34/user/month
• Pro yearly plan: $15.20/user/month

What I Liked About Planning With Akiflow

Where Akiflow Could Improve

Read my full review: An Honest Akiflow Review 2026: Is It Worth $34 For YOU?

Motion

Rating: 4 out of 5.

4.1/5

Motion is a highly advanced and versatile calendar application that harnesses the power of AI to deliver an exceptional task management experience.

Full Motion review Visit Motion

Best for AI scheduling and automation

Bottom line

• Best for:

Busy professionals and teams who want AI to plan and optimize their day

• Not ideal for:

Teams needing deep project management and reporting features

• Biggest strength:

Industry-leading AI scheduling and automation

• Biggest weakness:

High price and limited PM depth

How Motion Worked in My Daily Schedule

If you’d rather watch than read, you can check out my full Motion review on YouTube here.

During the Motion app review, the first thing that came up was that the navigation was pretty straightforward. It was also easy to locate all the key features and start using them.

However, I would say it has a steep learning curve compared to most productivity tools. For example, it took me 10-15 minutes to set up my booking page and find all the relevant options for this.

Moreover, Motion provides users with many customizable options to make sure they will not miss any important information. Entering tasks, changing existing tasks, or adding new tasks to a project work smoothly for me.

I particularly liked Motion as a project management software and scheduling tool. It is a great combination to create projects fast.

All in all, I had a very pleasant experience with using Motion in my daily work life.

Who Motion is a good fit for

Who Motion is not ideal for

The Features That Improved My Schedule

Motion Plans & Pricing

• No free plan, only a 7-day trial
• Pro AI plan: $29/month
• Business AI plan: $39/month
• Team Pro AI plan: $19/seat/month
• Team Business AI plan: $29/seat/month

What I Liked About Planning With Motion

Where Motion Could Improve

Read my full review: Motion App Review: My $348 Experience and Why I Don’t Regret It

Sunsama

Rating: 4 out of 5.

3.9/5

Sunsama is a daily planner app that brings your to do list, calendar events, and time tracking into one organized space, encouraging intentional planning through guided daily and weekly workflows.

Full Sunsama review Visit Sunsama

Best for mindful daily planning

Bottom line

• Best for:

Professionals who rely on time blocking and want a structured daily planning workflow with time tracking

• Not ideal for:

Users looking for a free or budget-friendly daily planner

• Biggest strength:

Guided daily and weekly planning with seamless task-to-calendar integration

• Biggest weakness:

Premium pricing and reliance on external calendars

How Sunsama Worked in My Daily Schedule

After a few weeks of planning my days in Sunsama, I understood why many people see it as a mindful productivity tool. What I appreciated most was how it encouraged intention without feeling restrictive. Weekly objectives, focus mode, and daily shutdowns helped me stay organized without burning out.

The price is on the higher side, but the overall experience felt polished and genuinely helpful for daily planning. 

Who Sunsama is a good fit for

Who Sunsama is not ideal for

The Features That Improved My Schedule

Sunsama Plans & Pricing

• No free plan, only a 14-day trial
• Pro plan: $17/user/month
• Enterprise plan: Custom pricing

What I Liked About Planning With Sunsama

Where Sunsama Could Improve

Read my full review: An Unfiltered Sunsama Review (2026): Is It Worth $20/Month?

Reclaim AI

Rating: 4 out of 5.

4/5

Reclaim is an AI scheduling app that automatically finds the best time for tasks, meetings, and habits, and has some project and task management features.

Full Reclaim AI review Visit Reclaim AI

Best for focus time and habit scheduling

Bottom line

• Best for:

Busy professionals and teams who want to automate scheduling, protect focus time, and balance work with personal habits

• Not ideal for:

Those who need a daily planner across all devices

• Biggest strength:

The combination of AI-driven scheduling and habits features

• Biggest weakness:

No mobile or desktop app, and limited integrations compared to competitors

How Reclaim AI Worked in My Daily Schedule

Reclaim AI stands out for its user-friendly design, offering an intuitive experience. The learning curve is swift, especially if we compare it to Motion, even if you are unfamiliar with similar tools. The drag-and-drop functionality ensures that making changes and adding tasks is smooth.

Features like templates for habits and recurring tasks may seem like a tiny addition, but they save time and add an extra layer of convenience. The customization options give you a better overview of your days.

Reclaim is not just a time saver but can help you relieve all the stress coming from the calendar Tetris.

Overall, Reclaim AI is a great tool for busy people. I think it can help a lot to keep you focused while maintaining your work-life balance. It is an easy-to-use tool with many tutorials and guides, so you won’t have a long learning curve.

Who Would be a Good Fit for Reclaim AI?

Who Would be a Bad Fit for Reclaim AI?

The Features That Improved My Schedule

Reclaim AI Plans & Pricing

• Free plan available
• Starter plan: $10/seat/month
• Business plan: $15/seat/month
• Enterprise plan: $22/seat/month

What I Liked About Planning With Reclaim AI

Where Reclaim AI Could Improve

Read my full review: Honest Reclaim AI Review | An Unreal Advantage? (2026)

Notion Calendar

Rating: 4.5 out of 5.

4.3/5

Notion Calendar (formerly Cron Calendar) is an integrated calendar app for work and personal life. It is a simple app and a great addition for those who usually use Notion for meeting notes, to-do lists, or project management.

Full Notion Calendar review Visit Notion Calendar

Best for notes, projects, and scheduling in one workspace

Bottom line

• Best for:

Building a centralized workspace for notes, tasks, and projects

• Not ideal for:

Users who need advanced project or task management features

• Biggest strength:

Flexibility and ability to replace multiple tools

• Biggest weakness:

Limited offline support and requires setup time

How Notion Calendar Worked in My Daily Schedule

Overall, Notion is more than just one app with a calendar. It is a popular note-taking and productivity app that helps Windows and Apple users organize their tasks, projects, and notes in one place.

Notion Calendar is a versatile desktop and web app that works smoothly with Android and Apple devices. I love the minimalistic design, which promotes productivity and is valid for the whole Notion workspace.

Who Notion is a good fit for

Who Notion is not ideal for

The Features That Improved My Schedule

Notion Calendar Plans & Pricing

Notion Calendar is a 100% free standalone app.

What I Liked About Planning With Notion Calendar

Where Notion Calendar Could Improve

Read my full review: My Honest Notion Review After Using It For +2 Years (2026)

TimeHero

Rating: 4 out of 5.

4.2/5

Timehero is a powerful calendar app that uses cutting-edge artificial intelligence. Its seamless integration with other apps and comprehensive workload management features make it the go-to option for individuals and teams.

Visit TimeHero

Best for team scheduling and workload management

Bottom line

• Best for:

Busy teams and professionals who want AI-powered scheduling, workload visibility, and project planning in one workspace.

• Not ideal for:

Users looking for a lightweight personal planner or a tool with strong mobile and desktop app support.

• Biggest strength:

Its ability to automatically schedule and continuously rebalance tasks, projects, and workloads across teams.

• Biggest weakness:

The platform can feel overly workflow-focused for simple personal planning, and the cross-platform experience is still weaker than competitors with native apps.

How Timehero Worked in My Daily Schedule

Timehero is an excellent tool for organizing projects and tasks. It allows you to easily add tasks, schedule events, and track your time. However, what sets it apart is its focus on enhancing team collaboration.

With its unique features like folders, workflow management, and the ability to add unlimited team members, Timehero is an excellent tool for smooth collaboration.

Who gets the most value from TimeHero

When TimeHero might not work for you

The Features That Improved My Schedule

TimeHero Plans & Pricing

• No free plan, only a 7-day trial
• Basic plan: $4.60per user/month
• Professional plan: $10per user/month
• Premium plan: $22per user/month

What I Liked About Planning With Timehero

Where Timehero Could Improve

Outlook

Rating: 4 out of 5.

4.1/5

Outlook is a widely popular calendar application that has existed for some time. It remains one of the most reliable choices for Windows users who want a simple yet effective tool for planning their daily schedule.

Visit Outlook

Best for Microsoft 365 users and business scheduling

Bottom line

• Best for:

Professionals and teams already working inside the Microsoft ecosystem who want reliable email, calendar, and meeting management in one app.

• Not ideal for:

Users looking for advanced AI scheduling, deep automation, or highly customizable productivity workflows.

• Biggest strength:

Its seamless integration with Microsoft 365 tools like Teams, Word, Excel, OneDrive, and Copilot.

• Biggest weakness:

More traditional and less flexible for automated planning and task scheduling compared to newer AI calendar apps.

How Outlook Worked in My Daily Schedule

Outlook stands out because of how stable and familiar the experience is. The interface stays relatively clean despite the large number of features, and managing emails, meetings, contacts, and calendars in one place is a big plus.

Its biggest strength is how tightly it works with the broader Microsoft ecosystem. Scheduling Teams meetings, checking availability, attaching files from OneDrive, and collaborating through Microsoft 365 is seamless.

That said, Outlook is more like a communication and scheduling hub than a modern AI-powered planning app. It handles professional scheduling extremely well, but users looking for advanced automation or smart workload balancing may find it less innovative than newer competitors.

Who gets the most value from Outlook

When Outlook might not work for you

The Features That Improved My Schedule

Outlook Plans & Pricing

• Free plan available
• Microsoft 365 Basic: $19.99/year
• Microsoft 365 Personal: $99.99/year
• Microsoft 365 Family: $129.99/year

What I Liked About Planning With Outlook

Where Outlook Could Improve

Final thoughts: Top calendar apps for Windows

After extensive testing and comparing features, pricing, integrations, and usability, I found these to be the best calendar apps for Windows in 2026.

While some tools focus on AI scheduling and automation, others are better for mindful planning, collaboration, or simple calendar management. That is why I recommend reviewing the key features, integrations, and pricing carefully before choosing the right fit for your workflow.

I hope this guide helped you find the best calendar app for Windows in 2026. As always, I will continue updating this list to keep it accurate and aligned with the latest changes.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

What is the best calendar app for Windows in 2026?

The best calendar app for Windows depends heavily on your workflow. Some users prefer simple and reliable tools like Microsoft Outlook Calendar, while others want AI scheduling, automation, or integrated to do lists. Apps like Motion, Reclaim AI, Morgen, and Notion Calendar are among the best calendar apps because they support different planning styles and productivity needs.

Are free calendar apps good enough for daily planning?

Many calendar apps offer a free version with enough features for basic scheduling, reminders, and calendar events. However, premium features like AI scheduling, advanced integrations, workload management, and automation usually require a subscription.

Pricing for premium calendar apps typically ranges from around $5 to $30 per month depending on the features offered.

Can I sync multiple calendars in one app?

Yes. Most modern calendar apps allow you to sync multiple calendars, including your work calendar, personal calendar, shared calendars, Google Calendar, Apple Calendar, and Outlook. This helps reduce distractions and makes it easier to manage your personal and work calendars in one app across desktop, mobile apps, and web apps.

What features should I look for in a calendar app for Windows?

The best calendar apps usually include features like cloud sync across multiple devices, reminders, integrations with other services, scheduling tools, and multiple calendar views like month, week, and day view.

Some apps also support natural language input, which lets you create events by typing phrases like “Lunch with Alex tomorrow at 1 PM.”

Which calendar app is best for productivity and time management?

If productivity is your main goal, look for calendar apps that combine scheduling, tasks, reminders, and integrations in one place.

Apps like Motion, Sunsama, Akiflow, and Reclaim AI go beyond basic calendar management by helping users plan their daily schedule, manage tasks, organize to do lists, and automate scheduling across multiple platforms and devices.

Can I use Apple Calendar with Windows calendar apps?

Yes. Many modern calendar apps support Apple Calendar through iCloud syncing. Apps like Morgen, Notion Calendar, and Outlook make it possible to combine Apple Calendar with Google Calendar and other calendars in one place.

Depending on the app, Apple Calendar offers syncing, reminders, and cross-device scheduling support across desktop and mobile devices.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post Best 8 Calendar Apps For Windows To Master Your Time In 2026 appeared first on .

But once you learn the basics of how to use Jira, it’s a practical way to organize tasks, track progress, and help team members work together.

Here, I will show you everything step by step — workspace setup, project management, and connecting workflows.

Let’s dive in!

What is Jira?

Jira is Atlassian’s project management tool. Originally built for software development teams to track bugs, but IT, marketing, HR, and operations use it for agile work.

• Perfect for Scrum or Kanban teams (tasks, processes, real-time visibility)
• Unlike a basic to-do list, you can customize boards + run reports to prioritize, track, and see what’s happening

From a simple task management to a complex product launch, Jira helps you organize tasks and manage work.

Wondering if Jira is the right project management tool for you?

Check out my Jira review here.

Step-by-Step Guide to Using Jira

You’re likely using Jira Cloud (most common for beginners). I made these steps detailed so you can skip the usual setup mistakes.

Step 1 – Creating a Workspace

Before managing tasks, you need a workspace. That’s Jira’s name for your team’s home. Here’s the setup:

1. Go to Atlassian’s site. Click “Get it free.” Sign up with a work email or Gmail to create a Jira account.
2. Choose the Free plan. Works for up to 10 users. Includes boards and basic reports.
3. Pick a unique URL. Like yourcompany.atlassian.net. Make it memorable.
4. Verify your email. Then you’ll see the main dashboard.
5. Invite teammates right away. Settings (gear icon) > User management > Invite users. Add emails. Grant Atlassian access.

Pro tip: Use business email addresses when inviting people. It makes things much easier to manage later on.

Step 2 – Adding a Project

If you are looking for projects in Jira, you’re not going to find them, at least in this way. Instead of projects, Jira uses spaces to better represent the workflows as flexible, ongoing work containers rather than just time-bound projects.

In Jira, a project serves as a container for all associated tasks. For instance, you may have two projects: “Customer Support Tickets” and “Website Redesign.”

When creating spaces, you can choose from numerous templates for software development, marketing, finance, product management, and more. It takes 30-40 seconds, and Jira will add it to your workspace.

Step 3 – Adding Tasks

In your spaces, you can create tasks with a few clicks. But the tasks can be different work types, like a feature, an epic, or a simple task. You can customize and add work types to your workflows.

Look for the blue Create button (top of screen) or + on your board. A pop-up appears. Fill out:

1. Work Type: “Task” or “Epic” or “Feature”
2. Summary: Short and action-driven. Bad: “Fix website.” Good: “Fix broken ‘Contact Us’ form validation.”
3. Description: Add details, links, screenshots. Use bold or bullets.
4. Assignee: Pick who’s responsible.
5. Priority: Highest → Low. Be honest.

Click Create — it shows up in “To Do.”

Sub-tasks (optional): Open the task → More (···) > “Create sub-task.” Example: “Launch newsletter” → “Write copy,” “Design banner,” “Send test email.”

Power tip: Use Jira’s quick-create shortcut for faster actions. Press the C key on your keyboard from anywhere in Jira to instantly open the task creation window.

Step 4 – Visualizing Projects

Jira’s real magic is its visual boards. A board shows all tasks as cards that move through columns representing your workflow stages.

1. Go to your project and click the Board link in the sidebar (for Kanban) or Active sprints (for Scrum).
2. Customize your columns: Click the Board settings button (gear icon, usually top-right). Under “Columns,” you can rename, add, or remove columns.
   1. Default Kanban columns: To Do, In Progress, Done.
   2. Better columns for beginners: Backlog, To Do, In Progress, Review/QA, Done.
3. Drag and drop cards: Take your task (e.g., “Fix broken form”) and drag it from “To Do” to “In Progress.” Then drag it to “Done” when finished. The card’s status updates automatically.
4. Add swimlanes: Swimlanes are horizontal rows that group tasks. Click Board settings > Swimlanes. You can group by assignee (“Show all of Anna’s tasks in one row”) or by priority (“Show all High priority tasks at the top”).
5. Use fast filters: You may make filter buttons above the board, such as “Only show my tasks” or “Only show blocked tasks.” When you have more than fifty cards on your board, this is helpful.

Example: A marketing team might set columns to: Drafting → Design → Legal Review → Ready to Publish → Live.

As the graphic designer finishes a Facebook ad, they drag it from “Drafting” to “Design.” The copywriter sees it move and knows it is no longer their responsibility.

Step 5 – Task and Issue Tracking

Tracking is what separates Jira from a simple whiteboard. You can see exactly who did what, when, and why.

1. Unlike a whiteboard, Jira tracks everything. You see who did what, when, and why.
2. Click any card → the issue detail view opens with an activity log on the right.
3. Tag people: Type @username in a comment. Example: “@John, here’s the broken form screenshot. Can you check by 3 PM?” John gets an email.
4. Log work hours: Go to More (···) > Log work, enter 2h 30m + a comment. That updates timesheets and burndown charts.
5. Move tasks along: Click “In Progress” or “Done” at the top. If something’s blocked (e.g., waiting on client), set status to “Blocked” and add a reason.
6. Find anything: Use the Issues menu or search bar. Filter by assignee (assignee = currentUser()), date (created >= -7d), or label. Save frequent searches as one-click filters.

How does it work in practice? Your manager asks, “Why is task QM-12 still open?” You open the task, scroll to the activity log, and see that you commented “Waiting for legal sign-off” three days ago. Furthermore, you notice that the assignee has not logged any work since then, so you know where the process is exactly and how to take the next step.

Step 6 – Integrating Jira Into Your Workflows

A standalone project management tool is useful, but a connected tool is transformative. Integrating Jira into your existing workflows means your team no longer needs to switch between 5 different apps to update a task status.

Start with these essential integrations:

• Slack: Auto-post high-priority tasks to a channel. Create Jira issues with /jira create.
• GitHub / Bitbucket: Link commits and pull requests to Jira issues. Push a message like QM-12 fixed the form – Jira auto-comments with the commit link.
• Google Drive / Microsoft Teams: Attach Drive files without downloading. Pin the Jira tab in Teams to view your board without leaving chat.

Many teams use Jira for internal work (bugs, features, sprints) and Salesforce for customer-facing data (cases, opportunities, accounts). The problem? These two systems often live in silos.

A support agent resolves a Salesforce case, but the engineering team never knows. A salesperson promises a feature in an opportunity, but the product manager cannot see that promise.

This is when it makes sense to think about connecting Jira with Salesforce. If you connect both platforms, you can:

• Bidirectional sync: A high-priority Salesforce case automatically creates a Jira bug. When a developer moves that bug to “Done,” the Salesforce case status updates to “Resolved – Fix Deployed.”
• Contextual data: From within a Jira issue, you can see the related Salesforce opportunity amount, account owner, and case history. No more “What customer requested this?” confusion.
• Automated SLAs: If a Salesforce case is marked “Urgent,” Jira creates a task with a 24-hour due date and assigns it to the on-call engineer.

To set this up without writing custom code, many teams use a dedicated connector. You can learn more about the best practices and technical setup through this resource on Jira Salesforce integration.

This integration is particularly valuable for organizations where customer success, sales, and product development share responsibility for the same deliverables.

Other workflow automations (no coding required):

1. Navigate to Automation under Project Settings.
2. Make a rule: Send a message to the #urgent Slack channel and designate the job to the Project Lead when its priority shifts to “Highest.”
3. Another rule is to add a label “stale” and ping the assignee in Jira when a task has been in “In Progress” for five days without a remark.

Your workflow becomes a single, cohesive system instead of a collection of disparate phases when you integrate Jira with your development, communication, and CRM applications.

Final thoughts: How to use Jira

Jira is a robust project management tool with a steep learning curve. However, in the right hands, it can become a versatile engine for any team that values openness, accountability, and continuous progress.

When getting started with Jira, first you need to understand the basics, such as creating a workspace, adding work items, checking the project types, visualizing projects, and collaborating with your team members.

Do not try to enable all features on the first day. Begin with a simple Kanban board with three columns. Once your team is comfortable, introduce Scrum sprints, then automations, and lastly complex connections such as Jira-Salesforce. 

And after these, focus on continuous improvement: watch tutorials, discover more advanced topics and features, and more.

Frequently Asked Questions

Is Jira free for small teams?

Yes. The Free plan includes up to 10 users and core features like boards and reports, which is sufficient for most new teams.

Can I use Jira for HR or marketing projects?

Yes. Atlassian offers templates for different departments. Choose one and customize the columns to fit your process.

What are the main differences between Jira products?

Jira Software is designed for development teams, while Work Management is lighter and better for business users. Jira Service Management focuses on support and request handling.

Beginners usually start with Jira Software.

How do I delete a task in Jira?

Issues cannot be permanently deleted. Mark them as Done to preserve history. Only administrators can delete test items.

Does Jira work with Gmail or Outlook?

Yes, through Marketplace integrations that allow you to turn emails into tasks easily.

What is an Epic?

An Epic is a large project that groups several smaller tasks. It helps organize related work and keep the board clear.

Why is my board missing some tasks?

Review your board filter and confirm that all statuses are mapped to columns.

How long is the Jira learning curve?

The basics can be learned in a few hours. Full proficiency usually develops over 2–4 weeks.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post How to Use Jira: Step-by-Step Guide for Beginners appeared first on .

So instead of forcing a verdict, here are the key takeaways:

• Pipedrive is built for sales teams that want a clean pipeline and straightforward deal tracking.
• HubSpot is an all-in-one platform that combines CRM, marketing, and automation into one system.
• Pipedrive is easier to use with minimal setup and is very intuitive from day one.
• HubSpot is more powerful (but more complex), especially once you start using automation and multiple hubs.
• Pipedrive starts paid but stays predictable, while HubSpot starts free and gets expensive as you scale.

If this alone isn’t enough to make a decision, keep reading! In this review, I’ll walk you through everything you might want to know about these two tools, from features and integrations to pricing and real-world use.

And in the end, I will share my personal pick and why it’s my take.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full HubSpot vs Pipedrive review:

Best for:
HubSpot: Growing teams that want CRM, sales, and marketing tools in one platform
Pipedrive: Sales-focused teams that need strong pipeline and deal management

Not ideal for:
HubSpot: Small teams looking for a lightweight or budget-friendly CRM
Pipedrive: Businesses looking for an all-in-one CRM with advanced marketing tools

Biggest strength:
HubSpot: Strong all-in-one ecosystem with powerful automation and integrations
Pipedrive: Clean, intuitive pipeline management built around sales workflows

Biggest weakness:
HubSpot: Gets expensive quickly as you scale
Pipedrive: Pricing can increase quickly with add-ons

Verdict:
Pipedrive is the better choice for teams prioritizing simplicity, speed, and sales-focused workflows, while HubSpot makes more sense for businesses that need a broader platform with marketing and automation tools.

Winner:
Pipedrive for simplicity and sales workflow, HubSpot for advanced features and scalability

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

My ratings: Pipedrive Vs HubSpot

How We Test CRM Apps

To keep our reviews and final scores fair and consistent, we evaluate every CRM app using a standardized testing framework based on real-world sales workflows and hands-on testing.

Our scoring breakdown after testing 10+ CRM apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Key differences between Pipedrive and HubSpot

Here is a short overview of the key differences I found in the Pipedrive vs HubSpot showdown:

Comparison: HubSpot vs Pipedrive

First, I will show you the features of both tools one by one. After, I will guide you through their integrations, pricing, and user interfaces. Finally, I collected the pros and cons that I discovered during the Pipedrive vs HubSpot comparison.

My impressions after using Pipedrive

While using Pipedrive, I mostly focused on how it handles day-to-day deal tracking and follow-ups.
The visual pipeline felt very intuitive, and it was easy to see where each lead stood right away.

I also liked how much emphasis Pipedrive puts on activities, which helped keep follow-ups visible and organized. Overall, it’s a practical tool for sales teams that already have leads coming in and need a clear way to manage conversations and move deals forward.

Short on time? Here’s a quick overview of Pipedrive

Who will benefit most from Pipedrive

Who may be better off with another CRM

My personal experience with HubSpot CRM

When it comes to my personal experience during testing HubSpot, it was very smooth at the beginning.

However, the more I explored, the more complex it started to feel. Not in a bad way, but it definitely takes some time to get comfortable with all the options, especially when you get into automation or reporting.

One thing I realized pretty quickly is that the tool only works as well as you use it. If you keep everything updated, it’s really useful.

Overall, I didn’t have the feeling that it’s hard to use, just that there’s a lot of it.

Who gets the most value from HubSpot

Who won’t get the most out of HubSpot

Key features

Let’s begin with Pipedrive’s features!

Pipedrive’s features

Below, I guide you through the key features I tried during my Pipedrive vs HubSpot testing.

Contact management

I started testing Pipedrive with contact management, since that’s the foundation of any CRM.

I was able to add contacts easily. There’s a “+” button fixed at the top of the interface that stays visible no matter where you are, and it works as a shortcut for everything. From there, you can add a person, organization, lead, deal, activity, note, or product in literally seconds.

At the same time, there’s a dedicated Contacts tab where everything is laid out in a clear, table-style view. This is where it becomes easier to manage a larger database. Adding a contact takes only the basic fields, but you can create custom fields like labels, job titles, and other. Adding organizations follows the exact same logic.

Filtering is flexible and becomes useful once the list grows. You can segment contacts based on different criteria and adjust what you see on screen. This kind of segmentation and filtering is a core part of how Pipedrive handles contact data overall.

When you hover over a contact, you get a quick preview of key information. Clicking on an email lets you send a message right away, and clicking on a phone number gives you the option to call directly. Each contact also has a full timeline with activities, notes, emails, and deal updates, so you always have context in one place, which is a standard but important part of CRM contact tracking.

There’s also support for bulk actions, like sending emails to multiple contacts or adding activities to several people at once.

Lead management

Leads in Pipedrive build naturally on top of contacts. From the contact view itself, you can create a lead directly.

Leads are organized in a separate Leads Inbox, which acts as a holding area before something becomes a deal. They don’t go into the pipeline right away, so you first need to convert them into deals. This keeps the pipeline focused on actual opportunities.

Adding a lead follows the same logic as contacts. You link it to a person and organization, assign a label, estimate its value, and set an expected close date.

There’s also space to define where the lead came from, which becomes useful later when you want to understand which channels actually bring results. You can just add basic info, or go deeper with details.

Deal management

Once a lead is qualified, converting it into a deal takes a few clicks. It moves straight into the pipeline and keeps all the existing data, so there’s no need to start from scratch.

Deals are organized in a visual pipeline, where each stage represents a step in your sales process. You can move deals across stages with drag-and-drop as they progress.

Each deal is tied to a person and organization, and you can also attach activities, notes, emails, and even products. Everything related to that opportunity stays in one place.

The pipeline itself is customizable, and you can adjust stages to match your own sales process. There’s also a clear focus on next steps. Deals are tied to activities, so it’s easy to see what needs attention and what can wait.

Pulse

Pipedrive recently introduced a feature called Pulse, which builds on top of deal management. It acts as a centralized feed that highlights follow-ups, overdue tasks, and new opportunities across deals that need your attention. These aren’t new data points, just a different way of looking at your existing deals.

‘Follow-ups’ is where you see all active tasks and recent activity. This includes scheduled calls, emails, and also situations where a contact hasn’t replied in a while. It works like a focused to-do list tied directly to deals.

‘Overlooked deals’ highlights deals with no follow-up or overdue activities. It’s basically a safety net for inactive deals. Finally, ‘opportunities’ shows deals that exist but haven’t been touched yet.

I really liked that you can act directly from here – you can add an activity, send an email, or open the deal. You also see enough context on each card to understand what’s going on without opening the full view.

Overall, Pulse doesn’t add new functionality. It just reorganizes your workflow into a single feed so you don’t have to check different parts of the CRM.

Products

Pipedrive also has a Products feature, which is tied directly to deals. You can define what exactly you’re selling, whether that’s a subscription, service, or one-time package.

You can create products with a name, price, billing type, and additional details. Once that’s set up, products can be attached to deals, so instead of just estimating deal value, you’re working with actual items.

You can also add multiple products to a single deal, which is useful if you’re selling bundles or combined services.

Automation

Automation in Pipedrive is built around simple “if this, then that” logic. For example, when a deal moves to a new stage, it can create a task, assign it to someone, or send a follow-up email. This way, you can reduce the chance of missing follow-ups or forgetting tasks, which is a common issue in manual workflows.

The setup process is visual and straightforward. There are also pre-built templates, so you don’t have to start from scratch.

Reporting & insights

This section in Pipedrive is highly visual. Reports are shown as charts, tables, or simple graphs, not raw data. If you’re a visual type like me, I’m sure you’ll appreciate it.

You can track things like pipeline health, win rates, sales activity volume, or revenue, and break them down by time, user, stage, or pretty much any filter you apply.

Creating a report is easy. You choose what you want to analyze first. That can be deals, activities, leads, or revenue. Then you pick the type of report, like performance, conversion, or duration. From there, everything is filter-based. You can narrow it down by date ranges, deal status, pipeline, or custom fields, and the chart updates instantly.

Furthermore, you can combine multiple reports into a single view.

There’s also a new AI report option. You can type what you want to see, like lead conversion over time, and it generates a report for you.

HubSpot’s features

Now, it’s time to delve into HubSpot’s features!

See HubSpot overview

All-In-One CRM With A Strong Free Plan

See overview

Contact Management

At the start of the workflow, I added contacts by going to CRM in the left sidebar and then clicking on Contacts. The process itself is pretty standard. You can either import contacts or create them from scratch.

Importing is flexible. You can upload a file from your computer, such as a CSV or Excel file, sync contacts from external apps, or use HubSpot’s data transfer option to move data from another system. There is also a guided import setup with sample files and instructions to make the process easier if you are starting from scratch.

If you create a contact manually, you get a standard form with fields like name, email, company, and so on. What I liked here is that the form is customizable. By clicking on edit form, you can rearrange fields, add new ones, remove anything you do not need, and mark certain fields as required.

Adding companies follows the same logic.

Once contacts are added, you can switch between a table view and a board view. In both views, you can quickly edit contact details directly without opening each profile.

Filtering options are strong. You can segment contacts by lifecycle stage, owner, company, or pretty much any property. There are also solid customization options if you want to adjust how data is displayed.

Personally, I preferred the board view. It gives a clearer, more visual overview of contacts based on their lifecycle stage. It also supports drag and drop, so you can move contacts between stages in a very intuitive way.

No matter which view you use, clicking on a contact opens a detailed profile. You can see the full activity timeline, add notes, log emails and calls, create tasks, and basically build a complete picture of each contact in one place.

Compared to tools like Nutshell or Pipedrive, HubSpot is more flexible when it comes to contact data and customization. You get more control over fields, filtering, and how information is displayed.

At the same time, Nutshell and Pipedrive are simpler and more focused. HubSpot gives you more options, but it also comes with more complexity, especially as you start customizing things.

Lead Capture

In addition to manually adding contacts, HubSpot also offers built-in tools for capturing leads.

You can create forms and embed them on your website, or use landing pages to collect contact information directly into the CRM. Once someone submits a form, they are automatically added as a contact.

Forms can be customized with different fields, and you can decide which data you want to collect. HubSpot also supports pop-up forms, embedded forms, and live chat, including chatbots that can capture leads automatically.

Forms can also be connected to workflows, so new contacts can be automatically assigned, segmented, or moved into follow-ups.

Sales Pipeline Management

Once contacts are in place, the next step is managing deals.

Deals are also located in the left sidebar under CRM. Just like contacts, they can be imported by uploading a file, syncing from apps, or transferring data from another system.

You can also create them manually, and the process is very similar to adding contacts or companies. The form is customizable, so you can adjust fields, add new properties, and structure it based on your workflow.

There are two views here as well, the table and the board. The board view shows deals across different stages in a kanban-style pipeline, and supports drag and drop.

Pipelines themselves are customizable designed for sales teams. You can create multiple pipelines, rename stages, and adjust them to match your actual sales process.

By default, HubSpot comes with predefined stages like appointment scheduled, qualified to buy, contract sent, and closed won or lost, but you can change all of this.

Furthermore, each deal can be linked to a contact and a company. Once you open a deal, you get a detailed view with a full activity timeline, where you can log emails, calls, meetings, notes, and tasks in one place.

You can also assign deal owners, set deal value, expected close date, and priority, which helps with tracking and basic forecasting. The pipeline itself gives you a quick overview of how many deals you have in each stage and their total value.

One thing that stands out is how flexible the deal structure is. You can add multiple contacts to a deal, attach products and line items, and break down the total value into specific services or subscriptions.

Overall, this setup makes HubSpot a strong fit for sales teams. It gives a clear overview of the pipeline, while still being flexible enough to adapt to different sales processes. At the same time, it stays relatively easy to use, which is not always the case with more advanced CRM tools.

Products & Line Items

One thing that becomes important once you start working with deals is how deal value is actually calculated.

Products are basically a library of what you sell. You can create and store all your services or offerings there, with predefined names, prices, and descriptions.

When you add a product to a deal, it becomes a line item. This is where things get more flexible. A line item is a specific instance of a product inside a deal, which means you can change details like price, quantity, discount, or billing terms without affecting the original product.

Inside a deal, you can add multiple line items and build out the full structure of the offer. You are not limited to just setting a total value. You can mix different products, adjust quantities, apply discounts, and combine one-time and recurring pricing.

There is also a dedicated line item editor, where you can manage everything in one place. You can edit pricing, set billing frequency, define contract terms, and apply taxes or discounts.

HubSpot can automatically calculate values like total contract value, monthly recurring revenue, or annual revenue based on the line items you add.

Once the deal structure is set through line items, HubSpot also covers the final step.

Commerce Features

HubSpot includes basic commerce features that cover the final part of the sales process.

You can create quotes directly from deals, send invoices, and collect payments without leaving the platform. There are also payment links that can be shared with customers, as well as support for subscriptions and recurring billing.

Everything is connected to the CRM, so when a payment is made, it updates the deal and contact automatically. This keeps revenue data in the same place as your sales activity.

Activity Tracking

Activities are built directly into both contacts and deals, so you don’t need to switch. They are automatically linked across contacts, companies, and deals. Email activity can also be tracked automatically, including opens and engagement.

You can log emails, calls, meetings, and notes, or schedule future actions like follow-ups and tasks.

When it comes to tasks, you can set due dates, priorities, reminders, and assign them to specific users. Meetings can also be scheduled directly from the deal or contact view, and they appear in the same timeline.

The timeline itself is one of the stronger parts of this feature. It gives a chronological view of everything that has happened and what is coming next.

Automation & Workflows

Workflows in HubSpot allow you to automate repetitive actions based on triggers. For example, you can automatically create a task when a deal moves to a new stage, send a follow-up email, or update contact properties.

The logic is based on simple if/then conditions. You define a trigger, like a deal entering a stage, and then set actions that follow, such as assigning tasks, sending emails, or updating data.

Automation can also be used for marketing tasks and lead nurturing, so instead of manually following up, you can guide contacts through the process automatically.

One important limitation is that more advanced automation features are not available in the free plan and require higher-tier subscriptions.

Compared to tools like Pipedrive or Nutshell, HubSpot offers more advanced automation options, especially when it comes to building multi-step workflows and combining sales and marketing actions. On the other hand, it also comes with more setup and a steeper learning curve once you go beyond basic automation.

Reporting & Analytics

HubSpot provides reporting dashboards and reports that give you an overview of your pipeline, deal progress, and overall performance. You can track things like deal value, conversion rates, and how deals move through different stages.

Reports can be filtered and customized based on different properties, such as deal stage, owner, or time period.

The dashboards are easy to read and give a quick snapshot of what is happening. You can quickly see how many deals are open, how much revenue is in the pipeline, and where things are slowing down.

One limitation is that more advanced reporting tools are not fully available in the free plan, so deeper analysis requires a paid upgrade.

AI capabilities

HubSpot also includes AI features across the platform, grouped under its Breeze AI.

It includes tools like Breeze Assistant, which helps with everyday tasks like writing emails or summarizing data, as well as AI agents that can handle more complex workflows automatically.

I used it occasionally for small things like rewriting emails or checking suggestions, but it did not change how I use the tool overall.

Integrations

Now, it’s time to compare their integration options!

Pipedrive’s integrations

Pipedrive has a built-in Marketplace with 500+ ready-to-use integrations across categories like communication, marketing, lead generation, project management, and finance. These include popular tools like Slack, Trello, Asana, Zoom, and QuickBooks.

There’s also a native integration with Zapier, so Pipedrive lets you connect it with thousands of other apps and automate workflows.

If something isn’t available, Pipedrive also provides an open API, so you can build custom integrations.

HubSpot’s integrations

HubSpot offers a large integration ecosystem through its App Marketplace.

You can connect tools like Gmail or Outlook for email tracking, Slack for communication, Google Calendar for meetings, and platforms like Zapier for connecting more than 8000 additional apps.

HubSpot also supports custom integrations through its API, but more advanced syncing and customization often require higher-tier plans.

Pricing & value

Let’s take a look at the pricing structure of each tool.

Breaking down Pipedrive pricing

Pipedrive doesn’t offer a free plan, but there is a 14-day free trial to test all the features.

The entry-level Lite plan starts at $14 per user per month (billed annually). It covers the basics like contact and deal management, pipeline tracking, and simple reporting. It’s enough if you just need a clean, functional CRM.

The Growth plan, at $39/month per user, adds email sync, workflow automation, better reporting options, and live chat support. This is probably the plan most small teams would actually use day to day.

Premium, at $59/month per user, builds further with more advanced features like lead generation tools, deal scoring, e-signatures, and additional customization options. It’s more suited for teams that have a structured sales process and want more control.

The top tier, Ultimate at $79/month per user, focuses more on scaling. It includes advanced permissions, security features, and data enrichment, along with extended phone support. This one is clearly aimed at larger teams or companies with more complex setups.

On top of these paid plans, there are several add-ons. These include tools like LeadBooster for capturing leads (starting at $32.50/month), Web Visitors for tracking who’s browsing your site (from $41/month), Campaigns for email marketing (from $13.33/month), Smart Docs for managing proposals and contracts (from $32.50/month), and Projects for task and project tracking (from $6.67/month).

HubSpot pricing structure

HubSpot uses a modular pricing structure, which means you pay separately for each hub, including HubSpot Sales Hub, Marketing Hub, Service Hub, CRM, and others. Pricing is mostly seat-based, but in the HubSpot Marketing Hub, it also depends on the number of marketing contacts, which can significantly increase total cost.

There is a free CRM plan that includes core features like contact management, deal tracking, email marketing tools, lead tracking, and basic reporting dashboards. This free version is genuinely usable for small businesses and simple setups, but most advanced features like marketing automation, reporting tools, and automated workflows are locked behind paid plans.

Paid plans start with Starter, which typically costs around $9–$20 per user per month and includes basic sales and marketing tools, simple automation capabilities, and limited email marketing automation. This tier works for small teams, but has clear limitations when it comes to reporting, customization, and scaling.

The biggest jump happens with Professional plans. For example, Sales Hub Professional costs around $90–$100 per user per month, while Marketing Hub Professional starts at around $800–$900 per month and includes automation, lead scoring, reporting dashboards, and more advanced marketing campaigns. This is where HubSpot becomes a full marketing automation platform, but also where pricing increases significantly.

Enterprise plans go even higher. Sales Hub Enterprise starts at $150 per user per month, while Marketing Hub Enterprise can reach $3,600+ per month, depending on contacts and features. These tiers add advanced features like predictive analytics, custom objects, and deeper customization for larger teams.

Another important detail is onboarding fees. For higher pricing tiers, there is often a mandatory one-time onboarding cost, typically around $1,500 for Professional and $3,500–$7,000 for Enterprise, depending on the hub. This is something many users overlook when comparing CRM tools.

In practice, HubSpot starts as an affordable free CRM, but becomes one of the more expensive CRM tools as you scale. While it offers strong automation capabilities, marketing tools, and an all-in-one platform for managing customer relationships, the pricing structure and higher pricing tiers can be a limiting factor for smaller teams or businesses comparing it to alternatives like Zoho CRM or other tools.

User interface

Pipedrive’s user interface

The interface in Pipedrive is clean and easy to navigate. There are a lot of features, but they’re well-connected.

I like that the whole experience is guided. There are built-in tips and a lot of short video tutorials that explain how things work, and they’re actually useful.

Overall, I didn’t have any real issues with the interface.

HubSpot’s user interface

Since HubSpot includes a lot of different features, the interface can feel a bit heavy at first. There is a lot going on, but it is structured in a way that makes sense. Additionally, when you first start using it, the platform guides you through most actions, so even though it looks complex, it is not hard to get into.

Everything is organized through the left sidebar, so once you learn where things are, navigation becomes pretty straightforward.

You can rearrange widgets on the dashboard, which gives some flexibility. There is also a search bar that makes it easy to jump to things quickly, and a bookmarks bar that you can customize based on what you use most.

Filtering and customization options are strong across the tool, especially when working with contacts and deals.

Pipedrive’s strengths and limitations

After spending time testing Pipedrive, these are the main advantages and drawbacks that stood out most.

Pipedrive’s advantages

Pipedrive’s drawbacks

What HubSpot does well and where it falls short

Here’s a quick breakdown of where HubSpot performs well and where it falls short.

What it does well

Where it falls short

Alternatives to Pipedrive and HubSpot

If you are not sure if HubSpot and Pipedrive are the best choice for you, here are some:

My pick: Pipedrive vs HubSpot

We’ve come to the end of this Pipedrive vs HubSpot comparison, and I hope it helped you get closer to a decision.

The truth is, this isn’t a typical “better vs worse” situation, it’s about choosing the tool that actually fits the way you work.

If you want a straightforward CRM focused on deals and pipelines, Pipedrive is the obvious choice.

If you need something more robust and scalable, HubSpot makes more sense. It brings together sales, marketing, and automation into one system, which is powerful, but also requires more time, effort, and budget to fully take advantage of.

My take is: go with Pipedrive if you value simplicity, speed, and a clean sales workflow. I would personally use this tool and feel it is a more practical solution.

On the other hand, HubSpot could be ideal if you’re building a more complex system and want everything in one place, even if it comes with a learning curve.

Either way, you’re not making a bad choice, just a different one.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

What is the main difference between Pipedrive vs HubSpot?

The main difference in Pipedrive vs HubSpot comes down to focus. Pipedrive is a sales-focused CRM built around sales pipeline management, helping sales teams track deals and manage their sales process with a clean, visual pipeline.

HubSpot, on the other hand, is a broader CRM platform that combines sales, marketing automation, and customer service tools into one system, making it better suited for sales and marketing teams working together.

Is Pipedrive or HubSpot better for sales teams?

For most sales teams seeking simplicity and speed, Pipedrive is the better choice. It offers an intuitive user interface, strong deal management, and a highly visual sales pipeline that helps sales reps stay focused on their sales activities and improve sales efficiency.

HubSpot is better for teams dealing with complex sales processes or those that need deeper sales automation, lead scoring, and advanced reporting features.

Does HubSpot or Pipedrive offer better features and automation?

When it comes to advanced features, HubSpot stands out. Tools like marketing automation, predictive lead scoring, custom workflows, and its HubSpot Sales Hub make it a more powerful option for managing the entire sales process and running marketing campaigns.

Pipedrive offers solid core sales features and automation, but it focuses more on simplicity and visual pipeline management rather than comprehensive sales automation.

Which CRM is more affordable: HubSpot or Pipedrive?

In terms of pricing, HubSpot offers a free CRM plan, but costs can increase quickly with higher-tier plans and advanced features.

Pipedrive doesn’t have a free plan, but it provides more predictable and affordable pricing, which makes it a strong option for small businesses and sales teams that want powerful CRM functionality without unexpected costs.

Which is better for small businesses: HubSpot CRM or Pipedrive CRM?

For small businesses, the choice depends on your needs. Pipedrive is ideal if you want a simple, sales-focused CRM with fast setup, intuitive deal tracking, and strong pipeline management.

HubSpot is a better fit if you need an all-in-one platform with built-in marketing tools, email marketing, and the ability to manage customer relationships across sales and marketing in one place.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links through which, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post Pipedrive Vs HubSpot 2026 | My Findings After 4 Weeks appeared first on .

But still, many productivity systems fail. But why?

I pulled up the research on why people quit and found out the failures are not random. They cluster. Five patterns.

Scroll down, and I will show you every single one of them.

Let’s dive in!

Why Most Productivity Systems Fail And How To Build The Right One

Let’s break down how you can avoid the mistakes most people make when creating their productivity system, and what tricks help you establish the right productivity system for you.

You Built the System Around Motivation Instead of Friction

The average person checks their phone 352 times per day. Three hundred and fifty-two. I did not believe that number when I first read it, so I looked up the source, and then I believed it. That is not a discipline problem.

BJ Fogg at Stanford calls it the motivation wave, and the core idea is that motivation is unstable. It spikes on Sunday night when you are setting up the new system. It is gone on Wednesday afternoon when Slack will not stop, and you have not slept.  

But the truth is that the system that survives is the one that works when you are tired. No more than 2 steps between sitting down and starting. If starting requires energy, it will not last. The second pattern is picking the wrong time horizon.

You Picked the Wrong Time Horizon for Habit Formation

Twenty-one days. You have heard this. It is wrong. Phillippa Lally at UCL ran 96 people through habit formation, and the average time to automaticity was 66 days.

The range was 18 to 254. A 2024 meta-analysis confirmed it, with a median of 59 to 66 days, and individual ranges from 4 to 335. If you do a 30-day challenge and stop tracking on day 31, you quit in the middle. I did this with journaling.

Thirty days felt good, stopped tracking, and by day 40, the notebook was under mail. Second attempt, I committed to 90 days with no expectation of it feeling automatic before week 10. That one survived. I still write every morning, two years later.

Lally’s data also showed that exercise habits took 1.5 times longer to reach automaticity than eating or drinking habits, which I did not expect at all.

Do not evaluate early. Track whether you did it, not how it felt. The third pattern is too many tools doing too little.

You Had Too Many Tools Doing Too Little

A study cited in Harvard Business Review found digital workers toggle between apps 1,200 times per day. Four hours per week just reorienting. Nine percent of annual work time, not lost to distraction but lost to the tools that were supposed to prevent distraction.

I was running five apps at one point. Todoist, Google Calendar, Notion, Forest, and a separate habit tracker. Starting a focus block meant checking one, opening another, tapping a third.

Three context switches before a single line of code. Gloria Mark at UC Irvine found that the average screen attention span is now 47 seconds, down from 75 in 2012. Every switch eats into that.

This is why it is important to have an integrated system of productivity apps that lets you switch between apps without having to find all your workflows in one place.

Fewer switches. More time for the actual work. The fourth pattern is planning the system without planning the triggers.

You Planned the System But Never Planned the Triggers

I see this constantly with founders and engineers. Categories, color codes, priority matrices, and then no definition of when or where the behavior actually happens.

Kahneman’s research on the planning fallacy showed we systematically overestimate our future discipline. We are imagining a version of ourselves that has never existed. Peter Gollwitzer’s work on implementation intentions is what changed my thinking here.

His meta-analysis covered 94 studies and more than 8,000 participants, and people who wrote specific if-then triggers followed through at dramatically higher rates. Effect size d equals 0.65.

The difference between those two things is the difference between I will meditate for ten minutes after I pour my coffee and I will meditate more this year. One hooks to a physical event that already happens every day. The other floats until you forget. At Life360, I wanted to read more.

Reminders did nothing. What worked was that after I closed my laptop, I read for fifteen minutes before I left my desk. The trigger was the lid going down. One sentence per habit.

After existing behavior, I will do new behavior for a specific duration. If you cannot write that sentence, you do not have a trigger; you have a wish. The fifth pattern is the one I know most personally.

You Optimized for Tracking Instead of Doing

Twenty minutes configuring the tracker. Color coding. Streak dashboards. Feeling productive because the system looks good. The habits have not started.

A friend spent a weekend building a Notion fitness dashboard, templates, progress bars, and linked databases, and it lasted nine days because he burned his startup energy on the container instead of the contents. The tracker is not the system.

The research on why systems beat goals for building routines is about shifting from outcomes to processes, walking after lunch, not losing ten pounds, reading before bed, and not finishing fifty books. Still, people confuse building a system with building a tracker for the system.

More than half of the people who set New Year’s resolutions fail within six months, and the reason isn’t bad goals. Five-minute rule on setup.

One metric per habit, did I do it, yes or no? Blank notebook and a pen if that is what it takes. Sophistication comes after sixty days, not before. The productivity industry sells systems.

The research says those systems fail for five reasons that are predictable, documented, and fixable without buying anything. They depend on motivation.

They assume habits form in three weeks. They scatter attention across too many tools. They skip the triggers. They reward setup over action. I do not know why I kept rebuilding systems without reading the research on why systems fail.

I do not know if knowing this earlier would have actually changed anything or if I needed to hit all five patterns myself before any of this would land. That is the part I have not figured out yet.

What can you do to ensure your productivity system lasts long?

If you want your productivity system to survive the first weeks and months, you need to focus on simplicity and consistency.

As for simplicity, use a straightforward app like Habi to bring routines, timers, and tools like screen time blocking into one organized space. It assists you in growing the habits you want and cutting the ones that hold you back.

And secondly, you need to be consistent. There are no productivity or business apps, even the best ones, that can save you from doing the hard work and take one step ahead every single day.

Wrap-Up: Productivity System

As yoy can see, building the best productivity system for you should not be complicated. One thing you need to take away from this article is that the productivity system does not need to be shiny, complex, color-coded, etc. It has to be simple, and you need to be consistent with your routines.

Data shows that most productivity systems fail after a short period of time. To give your best shot, I recommend using one app or multiple productivity tools that you integrate into a single platform. And be consistent, because it is always easier to break a good habit than to build a bad, comfortable one.

Frequently Asked Questions

What are productivity systems?

The productivity system is a collection of tools and habits to manage work effectively on a day-to-day basis.

What is the 3-3-3 rule for productivity?

It means that you organize your workday into three clear parts: Three hours of focused work. Three important tasks. Three maintenance tasks.

What are the 4 productivity styles?

There are four types of productivity styles: Prioritizer, Planner, Arranger, and Visualizer. Prioritizers prefer logical, realistic thinking, while planners use organized, sequential thinking to complete tasks.

On the other hand, arrangers play a more supportive and expressive role, while visualizers prefer a holistic, intuitive approach.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

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Whether you work with a remote team or a team physically located in the same office, these productivity tools will make it easier for you to collaborate, stay organized, and achieve your goals.

With so many tools available in the market, it can be overwhelming to choose the one that fits you the best. That is why I have compiled a list of the 16 best team productivity tools that will help enhance collaboration and streamline workflows.

Let’s get started!

Team productivity tools vs. regular productivity tools

Team productivity tools are specifically designed to help teams work together more efficiently. These tools often include collaboration features like real-time chat, file sharing, etc. As a result, team productivity tools make the whole team more efficient and not just individuals.

Regular productivity tools help you stay organized and get your work done faster. They are useful when you are working alone without any team collaboration. For instance, you can use apps like an email or AI writing assistant to be more productive. These tools can help you work more efficiently without affecting your team collaboration.

Ultimately, the main difference between team productivity and regular productivity tools is that team productivity tools focus on facilitating collaboration and communication among team members. In contrast, regular productivity tools are designed to help individuals manage their own work more effectively.

How do you choose the best team productivity tool?

When deciding which team productivity tool to use, consider the following aspects:

• Features: Look for a tool that offers the features your team needs to improve productivity. For this, it makes sense to evaluate your workflows and find the ones you need to fix. For example, investing in an AI note-taking app makes sense if your team spends too much time in online meetings. However, you may need a project management tool if your team regularly misses deadlines or has difficulty tracking projects and relating responsibilities.
• Reviews: Ratings and reviews represent a good starting point when comparing one productivity tool to another.
• Integrations: Consider the tools you already use and look for a productivity tool that integrates with them. It will help you to streamline your workflow and avoid duplication of efforts.
• Pricing: Look for a tool that fits your budget and offers a pricing plan that aligns with your needs. Some tools offer a free version with limited features, while others require a subscription.
• User experience: Choose a tool that is easy to use and intuitive. Also, you must be aware of your team’s skills and their familiarity with similar tools. A tool that is too complex or has a long learning curve may frustrate your team and decrease productivity.

The best team productivity tools

Here are the best team productivity tools in 2026!

Project management tools

These tools are the heart of efficiency and productivity within a team and the whole organization. Project management tools are a central hub where you can manage, track, streamline workflows, allocate resources, and collaborate with your team members in real-time.

With the right project management tools, businesses can save time, reduce costs, and boost overall productivity.

ClickUp

A project manager app for agile and remote teams

Key features

• Unique personalization options: ClickUp has over 15 visualization possibilities, from Gantt charts to calendar views.
• Task management: You can comment under each task and project, assign team members action items, and convert text into trackable tasks.
• Automation: You can automate repetitive tasks like project summaries and updates with ClickUp AI Brain.
• AI support: ClickUp’s AI Brain feature helps users get answers to questions about documents, tasks, and projects by simply asking.
• Writing assistant: The AI feature also works as a writing assistant that automatically checks your spelling and replies to messages with your tone.
• Real-time chat: The real-time chat function ensures immediate and responsive collaboration with teammates, enhancing productivity and efficiency.
• Progress tracking: ClickUp allows you to add targets and track progress, whether numerical, monetary, or true/false milestones.
• Integrations: You can easily integrate ClickUp with 8000+ apps like Slack, Zoom, Gmail or Dropbox.

Pricing

• Free plan: Available
• Team: $7/month per user
• Business: $12/month per user
• Enterprise: Contact for pricing

Reviews

• G2: 4.7/5 (11,000+ reviews)
• ProductHunt: 4.5/5 (950+ reviews)

Wrike

A productivity app for teams who have more complex projects but need an easy-to-use tool

Key features

• Wrike Dashboard: You can get a detailed overview of project progress and team performance using personalized dashboards.
• Advances project resource planning: Wrike helps accelerate resource planning, provides insights on resource demands, and optimizes team workload. 
• Automate repetitive work: You can create rules across all projects and automate reminders, custom fields, work structures, status transitions, etc.
• Request forms: Wrike helps you to build forms that include checkboxes, dropdowns, priority, due dates, etc, so you can make requests quickly.
• AI feature: Wrike’s AI helps identify historical patterns and recurring issues, providing an overview of the project’s risk factors.
• Detailed analytics: Wrike has one of the most advanced analytics when it comes to project management. 
• Integrations: Wrike allows integration with more than 400 apps.

Pricing

• Free plan: Available
• Team plan: $9.8/month per user
• Business plan: $24.8/month per user
• Enterprise plan: Contact for pricing
• Pinnacle plan: Contact for pricing

Reviews

• G2: 4.2/5 (3600+ reviews)
• Capterra: 4.3/5 (2500+ reviews)

Hive

A project management tool to organize projects, tasks, files, and forms in a single platform

Key features

• Centralized workspace for project management: Hive creates a space to see your team’s tasks, projects, and campaigns together in one place.
• Views options: With Hive, you can see your projects from different angles using Kanban, Gantt, Table, Portfolio, Calendar, and List views.
• Time tracking software: You can track your time spent on different projects and send the timesheet to your team leaders weekly. 
• Chat and video meetings: You can chat with your teammates or just simply jump in video calls using Zoom and Google Meet shortcuts. 
• Goals and analytics: Hive allows you to set, track, and monitor goals across your team and provides you with key insights on productivity and KPIs. 
• AI feature: Hive’s AI assistant helps you to write content and brainstorm ideas.
• Integrations: Hive has over 1000+ integrations.

Pricing

• Free plan: Available
• Starter plan:$5/month per user
• Teams plan: $12/month per user
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.6/5 (500+ reviews)
• Capterra: 4.5/5 (190+ reviews)

Full review: Hive Review: The Best Project Management App? (2026)

nTask

A simple project management software for teams

Key features

• Project planning: nTask helps you with budgeting, resource allocation, and workload balancing to manage projects efficiently.
• Two visualization options: nTask allows you to visualize projects easily using Gantt charts or Kanban boards.
• Time management: Its timesheet feature helps you track and report time.
• Team collaboration tools: nTask fosters collaboration by providing chat, roles, and file storage features.
• Task management app: You can easily create to-do lists, assign tasks to your teammates, and add attachments. 
• Integrations: You can connect nTask to over 1000+ apps.

Pricing

• Free forever plan: Available
• Premium plan: $3/month per user
• Business plan: $8/month per user
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.4/5 (10+ reviews)
• Capterra: 4.2/5 (100+ reviews)

Time tracking tools

Time-tracking apps can be incredibly useful for boosting productivity by helping you monitor how you spend your time. They not only save time but also help to maintain your work-life balance, increase efficiency, and, ultimately, revenue.

Toggl

Key features

• Automated time tracking: When using Toggl, you can easily switch between apps, websites, and documents without manually logging time.
• Timesheet reports: With Toggl, you can smoothly track billable hours with automated or manual time entries. I especially love that Toggle uses this data to generate timesheets that you forward to payroll.
• Invoicing: You can capture your billable time across your whole team. This is quite useful for client-facing teams, as they can easily export this data for the clients and get paid based on the actual hours spent on the project.
• Team management tools: You can create and assign team members to user groups in which you can provide them permissions or filter on team members who haven’t tracked time.
• Wide range of integrations: You can connect Toggl with many third-party apps and track time from 100+ tools using the browser extension. Also, you can integrate Toggl with more than 7,000 apps by utilizing the Zapier integration.

Pricing

• Free plan: Available
• Pro: $9/month per user
• Premium: $18/month per user
• Enterprise: Custom pricing

Reviews

• G2: 4.6/5 (1500+ reviews)

Customer service tools

Advanced customer service apps help businesses not only to retain customers but also to make internal processes more effective.

MightyCall

 An advanced customer service app for businesses

Key features

• Supervisor interface: It offers a simple interface to track and monitor performance and manage customer calls.
• Automatic call distribution: With MightyCall, you can add pre-defined criteria to automatically distribute the right type of calls to the right people.
• Analytics and reporting: You can easily monitor real-time performance and identify areas where to improve.
• Call queuing: Using MightyCall, your customer support team can hold incoming calls in a line.
• Multi-Level IVR: You can adopt multi-level voice menus to ensure the question goes to the right department.

Pricing

• Core plan: $15/month per user
• Pro plan: $23/month per user
• Power plan: $30/month per user
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.5/5 (280+ reviews)
• Capterra: 3.8/5 (90+ reviews)

Task management tools

Similarly to a project management app, a task management tool can help you keep track of shared tasks, projects, and deadlines. While popular project management tools have a more extensive feature set, task management tools are lighter and focus on tasks and productivity.

This difference also comes up when considering pricing. Project management tools are generally more costly to a team or individual than a task management app.

Some use both task and project management tools simultaneously, while others use only one of them. It depends on your preferences and how satisfied you are with your current tools.

Todoist

An efficient task management software with an intuitive interface

Key features

• Multiple views: It has a list, calendar, and board views over your upcoming tasks and projects. 
• Task management: You can easily manage your projects by breaking them down into tasks, assigning them to your team, attaching files, and leaving comments.
• Availability: You can access Todoist on a desktop, IOS, or Android device, providing you with the flexibility to manage tasks anytime, anywhere.
• Shared workspace: With Todoist, you can create a shared workspace where your team can collaborate on tasks and projects separate from personal tasks.
• Analytics: Todoist offers weekly and monthly productivity visualizations to help you reach your goals.
• Templates: It has many templates for work and life, whether a checklist for Monday or a reading list.
• Integrations: Todoist supports over 80 integrations, and you can seamlessly add tasks from other productivity apps. 

Pricing

• Free plan: Available
• Pro: $4/month per user
• Business: $6/month per user

Reviews

• G2: 4.4/5 (750+ reviews)
• ProductHunt: 4.8/5 (170+ reviews)

Taskade

A solid team productivity app to automate repetitive tasks

Key features

• Templates: Taskade has numerous templates for every possible scenario.
• Versatile productivity app: You can instantly generate task lists, mind maps, review lists, and custom workflows.
• Visualization: Taskade visualizes your project in various ways: lists, boards, calendars, mind maps, org charts, and action views.
• Task management: You can create tasks, assign them to team members, and add due dates.
• AI assistant: Taskade’s AI feature can assist you in many workflows, from generating to-do lists and notes to summarizing text or writing content.
• Desktop and mobile apps: You can access Taskade from desktop and mobile.

Pricing

• Free plan: Available
• Starter plan: $6 per month/user
• Pro plan: $16 per month/user
• Business plan: $40 per month/user
• Enterprise plan: Custom pricing

Reviews

• G2: 4.5/5 (40+ reviews)
• ProductHunt: 4.8/5 (300+ reviews)

Related article: Taskade Review: Features, Pricing, Pros & Cons (2026)

Note-taker apps for online meetings

AI note-taking tools are among the best team productivity apps. They seamlessly integrate with your meeting and video conferencing platforms so that they can join and transcribe conversations during meetings. In addition to note-taking, these apps can record and summarize audio files and video meetings.

AI-powered note-taking apps have revolutionized the traditional method of taking notes. They are designed to seamlessly integrate with various meeting and video conferencing platforms, enabling them to join and transcribe conversations during meetings.

These apps use advanced language processing algorithms to capture every conversation detail accurately. In addition to note-taking, these apps can record and summarize audio files and video meetings, making it easier for users to revisit essential discussions and decisions made during the meeting.

Moreover, these apps can boost team productivity during and after online meetings. They use natural language processing and machine learning techniques to identify and highlight key points, action items, and follow-up tasks discussed during the meeting, helping users stay organized and productive.

Fireflies AI

An AI note-taker ideal for teams

Key features

• Versatility: It records and transcribes conversations or files from various video conferencing platforms, including Zoom, Google Meet, Microsoft Teams, Blue Jeans, Skype, Dialpad, Webex, and Lifesize.
• Extensive language support: Fireflies AI can transcribe online meetings in 100+ languages, so it can be a great addition to anyone’s productivity toolkit, regardless of their native language.
• Insights: Fireflies AI provides insights about speakers, topics, and sentiments to improve your performance during meetings. 
• Live Assist: It also helps during meetings by summarizing key points in real time, highlighting action items, and helping you catch up if you join late.
• AI-powered search: AI-powered search capabilities make searching through your meeting notes easy.
• Flexible notes: You can add comments and pins at different points during video or phone calls.
• Integrations: You can integrate Fireflies AI with multiple productivity apps. 

Pricing

• Free plan
• Pro: $10/month per user
• Business: $19/month per user
• Enterprise: $39/month per user

Reviews

• G2: 4.7/5 (300+ reviews)
• ProductHunt: 4.2/5 (90+ reviews)

Related article: Fireflies AI Review: Why is EVERYONE using it for meeting notes?

Tl;dv

An AI note-taker best suited for individuals

Key features

• Automated meeting notes: Tl;dv can record, transcribe, and summarize audio and video meetings on Zoom, Google Meet, and Microsoft Teams.
• Language support: It supports 30 languages, providing many options for users who need to communicate or work in multiple languages.
• Clips and reels: You can create clips or reels of your meetings to share with others.
• AI-generated takeaways: Tl;dv automatically summarizes the most important parts of your meeting and sends it to you.
• Playback speed: With Tl;dv, you can speed up your meeting recordings by 1.5 or 2x, which is super helpful for reviewing the meetings faster and not wasting your time.
• Integrations: You can connect Tl;dv with CRMS, project management tools, video conferencing platforms, calendars, and over 6000 other collaboration tools.

Pricing

• Free plan: Available
• Pro plan: starts at $18/recording user/month

Reviews

• G2: 4.8/5 (140+ reviews)
• ProductHunt: 4.6/5 (180+ reviews)

You get a 30% discount for the first six months using the link below.

Related article: My Honest Tl;dv Review After Using It For +18 Months (2026)

MeetGeek

An AI note-taker that works well for both individuals and teams

Key features

• No more note-taking during online meetings: MeetGeek can take over the note-taking and recording from you on Microsoft Teams, Zoom, and Google Meet.
• File uploading and converting: You can upload audio files, videos, or recordings of webinars and convert them into text format.
• Easy search: You can access the previous meetings easily. 
• Highlights: With MeetGeek, you can create and share highlights of the AI meeting notes.
• Analytics: MeetGeek analyzes your online meetings to help you improve performance and productivity. 
• Automatic summaries: When you cc your colleagues on the meeting invite, they will automatically receive a summary. 
• Integrations: MeetGeek seamlessly integrates with 2000+ apps, including top team productivity tools like Notion and Todoist.

Pricing

• Free plan: Available
• Pro: $9.99/month per user
• Business: $17/month per user
• Enterprise: Contact for pricing

Reviews

• G2: 4.6/5 (470+ reviews)
• ProductHunt: 5/5 (90+ reviews)

Related article: MeetGeek Review: Is It The Best AI Note-Taker For You? (2026)

Survey and team building tools

Here, I show you some top survey and team building tools!

GeekBot

An ideal productivity tool to enhance several ways of team communication

Key features

• Workflow automation: With Geekbot, you can make your work life easier by automating standups, retros, surveys, 1-on-1s, and other workflows so you can focus on getting things done and keeping track of who is working on what.
• Real-time insights: Geekbot gives you instant feedback on the outcomes.
• Flexible bot: You can add any questions and schedule them to be sent at a time that works best for your team. 
• Track team happiness: Geekbot analyzes the answers, helping you understand team happiness and engagement levels.
• Integration: You can connect Geekbot with Slack or Microsoft Teams.

Pricing

• Start-up (Free basic plan): Available for up to 10 participants
• Scale-up plan: $2.5/month per participant
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.6/5 (150+ reviews)
• Capterra: 4.9/5 (140+ reviews)

TeamDynamics

A team building tool for individuals and teams

Key features

• Team assessment: Through a quick, modern online survey, it analyzes team behaviors across four key dimensions: communication, information processing, decision-making, and execution. Based on the results, it identifies your team’s unique profile from 16 possible “TeamDynamics types,” while also highlighting individual preferences and potential areas of misalignment.
• Actionable tools to drive real improvement: You’ll receive tailored recommendations, detailed reports, and a facilitation guide to spark meaningful team conversations.
• Resources: It also offers resources for defining team norms, resolving conflicts, onboarding new members, and strengthening collaboration—particularly valuable for hybrid and remote teams

Pricing

• TeamDynamics Solo: $29 one-time payment
• TeamDynamics Pro: $39/team member one-time payment
• TeamDynamics Enterprise: Contact for pricing

Reviews

No reviews yet

Scheduling apps

Scheduling apps have many key benefits:

1. They save you time by building personalized weekly schedules, handling the meeting schedule, and reducing scheduling conflicts.
2. Some tools are great for time tracking, or you can use them as a simple project management tool.
3. Scheduling apps offer features that can significantly enhance your team’s productivity. For instance, you can use a customized booking page to share your availability efficiently, eliminating the need for back-and-forth messaging and safeguarding your focus time.
4. They can benefit your team in two ways—they can boost productivity while helping maintain a good work-life balance.

Motion

A great productivity tool for those who want to keep their calendar organized and save time

Key features

• Calendar sync: You can sync your iCloud, Google Calendar, and Outlook Calendar to see all your meetings and tasks in one place.
• Personalized weekly plan: Motion creates a custom weekly plan that fits your goals, priorities, preferences, and deadlines.
• Booking page: With Motion, you can create a personalized booking page that shows when you are available for meetings based on your schedule.
• Task management: You can easily add and assign tasks while keeping track of progress.
• Project management: Motion takes the burden of project planning off your shoulders by automatically scheduling tasks and sub-tasks to ensure timely completion.

Pricing

• Individual plan: $19 per user/month
• Team plan: $12 per user/month

Reviews

• G2: 4.2/5 (80+ reviews)
• Capterra: 4.3/5 (40+ reviews)

Related article: Motion App Review: Features, Pricing, Pros & Cons (2026)

Reclaim AI

A scheduling assistant for time tracking and maintaining a work-life balance

Key features

• Calendar integration: You can synchronize your Google Calendar with Reclaim AI and connect your iCloud or Outlook calendars indirectly through Google Calendar.
• Adaptive AI Scheduling: In addition to managing your meetings, appointments, and to-do lists, Reclaim AI is always on the lookout for changes and will adjust your calendar automatically to ensure that your most important tasks get done.
• Time tracking tool: You can track focus time, work-life balance trends, buffer time, meeting time, team performance, and more.
• Work-life balance: Reclaim AI will provide you with metrics on your work-life balance and help you maintain your positive habits by defending your calendar.
• Scheduling links: You can share your availability with scheduling links to ensure your teammates book meetings whenever it is right for you.
• To-do list sync: With Reclaim AI, you can easily merge your to-do list from project management tools, and it will automatically schedule time shortly for you to tackle those tasks.

Pricing

• Free version: Available
• Starter plan: $8 per user/month
• Business plan: $12 per user/month
• Enterprise plans: Enterprise $18 per user/month

Reviews

• G2: 4.8/5 (70+ reviews)
• Capterra: 4.9/5 (70+ reviews)

Related article: Reclaim AI Review 2026: Pros And Cons You Need To Know

Timehero

A versatile scheduling assistant for teams

Key features

• Calendar merge: You can connect TimeHero with Google Calendar, Outlook, and Apple iCal.
• AI calendar: Timehero creates a weekly plan for you by considering your tasks, priorities, and schedule.
• Team workload management: You can see where your team spends their time and make better decisions when planning future projects.
• Templates for tasks and projects: You can create templates based on past projects and tasks, so you do not need to manually add project information. 
• Direct scheduling from Gmail: With Timehero, you can easily schedule your tasks without leaving your Gmail.
• Integrations: It has extensive integrations with over 1500 apps.
• Collaboration tools: You can add files and comments in a shared folder under each project.

Pricing

• Basic plan: $4.6 per user/month
• Professional plan: $10 per user/month
• Premium plan: $22per user/month

Reviews

• G2: 4.4/5 (40+ reviews)
• Capterra: 4.7/5 (20+ reviews)

Workspace and document management app

Workspace apps like Notion offer a central location for all team members to access and collaborate on documents, notes, and tasks. These collaboration tools also allow teams to create shared databases, wikis, and task lists, making organizing and collaborating on projects easy.

Notion

The best workspace and document management app for teams

Key features

• Centralized workspace: Notion provides an all-in-one workspace for note-taking, note organization, task management, wikis, and more. 
• AI assistant: With Notion, you can create content, improve your writing, make it shorter or longer, and summarize the notes.
• Project management: Using the Notion Projects feature, you can plan, manage, track, and execute your projects.
• Templates: Notion has many templates that you can use to make your life easier. They include templates for creating to-do lists, meeting summaries, investor updates, recruiting trackers, and more.
• Translation: You can translate written content into another language using Notion.
• Integrations: You can integrate Notion with Slack, GitHub, and more.

Pricing

• Free plan: Available
• Plus plan: $10/month per user
• Business plan: $20/month per user
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.7/5 (5200+ reviews)
• ProductHunt: 4.8/5 (2400+ reviews)

Related article: My Honest Notion Review After Using It For +2 Years (2026)

Team communication tool

Slack

Best team communication tool

Key features

• Team chat: It is super easy to chat with your team and get everyone together in a virtual office where you can all talk.
• Communication with external people: One of Slack’s outstanding features is the ability to communicate with partners, vendors, or customers through Slack.
• Channels: You can make separate channels for each project, team, or subject you want to discuss.
• Huddles: Using Slack, you can make audio or video calls.
• Clips: You can create video clips from the meeting records to share specific moments.

Pricing

• Free plan: Available
• Pro plan: $7.25/month per user
• Business plus plan: $12.50/month per user
• Enterprise plan: Contact for pricing

Reviews

• G2: 4.5/5 (32500+ reviews)
• ProductHunt: 4.8/5 (1300+ reviews)

Summary

Implementing the right techniques to improve team productivity is always crucial. It is important to understand that tools alone cannot fix the issues that result from poor management practices. Therefore, you must first focus on implementing the right techniques to manage your team effectively. These techniques can include setting clear goals, providing regular feedback, fostering a positive work environment, and empowering team members to take ownership of their work.

However, in addition to these techniques, it is crucial to leverage the right team productivity tools to ensure your team reaches its full potential. Combining the proper techniques and tools can help you create a productive and efficient team to achieve great things

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

How do you maximize team productivity?

There are several ways to maximize team productivity, including There are several ways to maximize team productivity, including:

1. Clear communication: Ensure everyone understands their roles, responsibilities, and project goals. Encourage open communication and establish a system for regular check-ins and updates.
2. Set specific goals: Clearly define and break the project’s objectives into smaller, achievable tasks. It helps to keep everyone on the same page and motivated to work towards a common goal.
3. Provide resources: Make sure your team has the necessary resources, such as tools, equipment, and training, to complete their tasks effectively.
4. Encourage collaboration: Foster an environment where team members can collaborate, share ideas, and provide feedback. This can lead to more innovative solutions and better outcomes.
5. Use the right productivity tools: When adopting the ideal strategies for supercharging team productivity, you must also use the best team productivity tools. Substance over form always prevails, meaning that without the right techniques, you can not make your team more productive regardless of your tools. However, utilizing the ideal apps is also essential. Ideal team productivity software will help you further expand your team’s productivity limits.

How can you increase team collaboration?

If team leaders can create a positive and supportive team culture, it can significantly help their team work together more effectively. Many strategies exist to establish such an environment, including encouraging open communication, setting clear goals, using collaboration tools, and celebrating successes.

Overall, the team leaders are responsible for building the right team culture. By creating it, they increase the chance of more efficient collaboration between individual team members.

What is the #1 productivity app?

There is no right or wrong answer. It depends on what productivity tool you are looking for and how the company’s processes work.

For instance, as most sales teams spend significant time in online client meetings, an AI note-taking app can be a game-changer in productivity. However, creative teams may benefit more from Notion, where they can freely share their ideas and tasks with others, while it can also accelerate their content creation.

Or, if you need a tool to simplify and automate membership events, a membership management software can help a lot.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post 18 Best Team Productivity Tools To Enhance Collaboration appeared first on .

While having the right mindset is important, it is not enough on its own. You also need the right tools to help you along the way to succeed. That is why I have compiled a list of the best AI productivity tools for each workflow.

So, without further ado, let’s dive into the top AI productivity apps for 2026!

What are AI productivity tools?

AI productivity tools use artificial intelligence technology to help individuals and teams improve their productivity. These machine-learning tools can automate repetitive tasks, provide intelligent insights, and optimize workflows to save time and effort.

Such AI tools utilize machine learning and natural language processing with one aim: to help users maximize their time and resources and ultimately achieve better results.

The best AI tools for productivity by category

• Video editing tool: Submagic, Influee
• AI transcription apps: Tl;dv, Fireflies AI, MeetGeek, Tomedes
• Translation tool: MachineTranslation.com
• AI call answering services: Rosie
• Task management apps: Todoist, Taskade
• Project management apps: ClickUp, Wrike
• Scheduling apps: Reclaim AI, Motion, Timehero
• Email management app: Sanebox
• Workspace and document management app: Notion AI
• AI time tracker: Rize
• Survey automation tool: GeekBot
• AI-powered writing assistant for content creation: Jasper
• Grammar checker tool: Grammarly
• Image generation tool: Dall-E

What factors did I consider when choosing the best AI productivity tools?

I used several factors to determine the best AI productivity tools:

• Own experience: I evaluated my experience when selecting the best AI tools, as I use most of these AI productivity apps.
• Features: I considered how extensive each AI tool’s feature set is.
• Integrations: I looked at integration capabilities, a key aspect of using AI productivity tools.
• Pricing: I considered pricing, although this is relative to what each person or team needs and what the AI tool can provide.
• Reviews: I also read and added overall ratings from G2, ProductHunt, and Capterra to include other people’s views.

Video editing tool for short-form videos

AI video generation tools can automate and simplify video creation and editing. With AI video editing tools, you can save time and effort while producing high-quality video content.

Submagic

Key features

• With Submagic, you can automatically add dynamic subtitles in over 50 languages to your videos with AI.
• It allows you to automate your video creation and repurpose your long-form videos with Magic Clips.
• Using Submagic, you can automatically translate your video into 100+ languages.
• Submagic has video editing features as well, so you can trim, add B-rolls, and more.
• Submagic offers a library of videos, pictures, sound effects, transitions, and background music, so you can create your short-form content in one app.
• Submagic also has some essential collaboration features if buying one of the higher-tier paid plans. You can create a workspace where you can share your projects, subscriptions, and templates with your team members so you can work together on these materials.

Pricing and reviews

Pricing:

• Starter plan: $12/month per user
• Professional plan: $23/month per user
• Business plan: $41/month per user
• Enterprise plan: Custom pricing

Reviews:

• G2: 4.8/5 (70+ reviews)
• Trustpiolot: 4.6/5 (450+ reviews)

Related article: Submagic Review 2026 | A Content Creator’s Test

Influee

Key features

• You can generate high-quality social media ads in just a few clicks using its AI UGC Video Generator.
• Using its Magic Edit app, you can easily add b-roll to your videos with AI automatically.
• With this app, you can add subtitles, hooks, CTAs, b-rolls, and music to your videos with a few clicks.
• When editing videos, you can make changes instantly by dragging and dropping.
• Influee is a platform that helps brands grow by working with the right ugc creators and allows you to connect with more of them.
• With its wide language support, you can easily transform videos into different languages for a broader reach.

Pricing and reviews

Pricing:

• Starter Plan: $229/month
• Basic Plan: $529/month
• Pro Plan: $999/month
• Enterprise plan: Custom pricing

Reviews:

Not enough data.

AI transcription apps for online meetings

AI note-taking apps are seamlessly integrated with your meeting and video conferencing platforms so that they can join and transcribe conversations during meetings. In addition to note-taking, these apps can record and summarize audio files and video meetings.

Due to the rapid advancement of AI note-taking apps’ development, these tools offer more than just note-taking or recording. They provide critical insights about your meetings and have many features that enhance team collaborations.

Tl;dv

Best for

Tl;dv is best for individuals, freelancers, students, and solopreneurs.

Key features

• It can record, transcribe, and summarize audio and video meetings on Zoom, Google Meet, and Microsoft Teams in over 30 languages.
• You can also create clips or reels of your meetings to share with others.
• The AI-generated takeaways can automatically summarize the most important parts of your meeting.
• Tl dv allows you to speed up the playback of your meeting recording by 1.5 or 2x, which can help you review the content more quickly.
• Tl dv integrates seamlessly with your favorite collaboration platforms and CRMs.

Pricing and reviews

Pricing:

• Free plan: Available
• Pro plan: starts at $18/recording user/month

Reviews:

• G2: 4.8/5 (140+ reviews)
• ProductHunt: 4.6/5 (180+ reviews)

You get a 30% discount for the first six months using the link below.

Related article: My Honest Tl;dv Review After Using It For +18 Months (2026)

Fireflies AI

Best for

Fireflies AI is ideal for teams.

Key features

• It transcribes and records audio and video conversations or files from Zoom, Google Meet, Microsoft Teams, Blue Jeans, Skype, Dialpad, Webex, and Lifesize.
• Fireflies AI provides insights about speakers, topics, and sentiments.
• With the help of AI-powered search capabilities, you can effortlessly search through your meeting notes.
• You can leave comments and pins at various parts of calls.
• It can be integrated with multiple tools like Google Docs, making it a versatile and useful addition to your workflow.
• Wide range of language support (100+ languages).

Pricing and reviews

Pricing:

• Free plan
• Pro: $10/month per user
• Business: $19/month per user
• Enterprise: $39/month per user

Reviews:

• G2: 4.7/5 (300+ reviews)
• ProductHunt: 4.2/5 (90+ reviews)

Related article: Fireflies AI Review: Why is EVERYONE using it for meeting notes?

MeetGeek

Best for

MeetGeek is a versatile tool that is best suited for teams.

Key features

• MeetGeek can automate note-taking and recording on Microsoft Teams, Zoom, and Google Meet.
• You can upload audio files, videos, or recordings of webinars and convert them into text format.
• The previous meetings can be easily searched and modified if needed.
• You can create and share highlights of the AI meeting notes.
• MeetGeek analyzes operational meeting data to help you improve performance.
• MeetGeek seamlessly integrates with 2000+ apps, including AI tools like Notion and Todoist.
• Simply cc your colleagues on the meeting invite, and they will automatically receive a meeting summary.

Pricing and reviews

Pricing:

• Free plan: Available
• Pro: $9.99/month per user
• Business: $17/month per user
• Enterprise: Contact for pricing

Reviews:

• G2: 4.7/5 (170+ reviews)
• ProductHunt: 5/5 (90+ reviews)

Related article: MeetGeek Review: Is It The Best AI Note-Taker For You? (2026)

Tomedes AI Transcription

Best for

Tomedes AI Transcription Tool is best for businesses, teams, and professionals who need fast and accurate transcription for meetings, interviews, and recorded content.

Key features

• Delivers transcriptions from two leading AI engines side by side.
• Highlights variations in a “Transcription Differences” table for easy comparison.
• Accepts MP3, MP4, WAV, and other common audio/video formats.
• Supports a wide range of languages for global accessibility.
• Uses AI-powered speech recognition for fast and reliable transcripts.
• Reduces manual work, saving time and resources.
• Offers easy download and sharing options for seamless collaboration.

Pricing and reviews

Pricing:

• Free plan: Available

Reviews:

• N/A

Related article:

• 7 Best Productivity Apps I Use In 2026 | 100+ Tools Tested

Translation tool

Using translation tools will save you time and help you communicate effectively across different languages. Ensuring accurate translations helps your message remain clear and professional in any context. Moreover, such a tool can enhance your language skills by providing contextual suggestions and improving consistency.

MachineTranslation

Best for

MachineTranslation.com is a versatile AI-powered translation tool best suited for businesses, linguists, and global teams that require fast, accurate, and customizable translations.

Key features

• AI Translation Agent helps refine translations by asking targeted questions and learning from user preferences.
• Aggregates multiple AI and LLM-based translation engines, providing the best translation options in one click.
• Key Term Translations identifies up to 10 specialized terms and presents multiple translation options in a comparison table.
• AI Translation Quality Insights provides a quality score for each translation and highlights tone or terminology variations.
• Segmented Bilingual UI enables side-by-side translation editing, improving efficiency and accuracy in long texts.
• Supports 270+ languages, including rare and low-resource languages.
• Document translation for PDFs, DOCX, TXT, CSV, XLSX, JPG, and scanned files—eliminating manual text extraction.
• API integration allows businesses to seamlessly integrate MachineTranslation.com into their workflows.

Pricing and reviews

Pricing:

• Free Plan: 500 monthly translation credits
• Starter Plan: $12.75/month for 10,000 credits
• Advanced Plan: $48.50/month for 50,000 credits

Reviews:

• G2: 5/5 (7 reviews)

AI call answering services

AI-powered phone answering tools can automatically answer calls, respond to frequently asked questions, provide information, and even route calls to the appropriate human agents if necessary.

Rosie

Best for

Rosie is best for small businesses.

Key features

• Rosie answers your calls when you are not available, makes appointments, and notifies you when a call comes in.
• Rosie works like an AI agent trained and tailored to your business. For this, Rosie analyzes your website and all the available information on the web regarding your business.
• When creating your personalized AI agent, you can add specific questions that Rosie should ask from the caller. This way, you can capture all the relevant data about your potential customer every time they dial your number, like their name, location, and the service(s) they’re interested in.
• It is super easy to set up your Rosie account and takes a maximum of 10 minutes.
• With Rosie, you do not need to employ a receptionist or an office admin, and you can focus on your critical tasks without getting interrupted by incoming calls.

Pricing and reviews

Pricing:

• Free plan: The first 25 minutes is free using Rosie.
• Professional: $49/month
• Scale: $99/month
• Growth: $199/month

Reviews:

No reviews yet.

Task management apps

AI-powered task manager apps can help you stay organized and boost your productivity. These AI productivity tools can help you create, track, and complete tasks more effectively. While each AI tool has different features, one thing is sure: AI task manager apps can help you work smarter, not harder, and achieve your goals more efficiently.

Todoist

Best for

Todoist is suited best for teams.

Key features

• You can quickly add tasks from other tools thanks to the +80 integrations.
• You can access your to-do list across all your devices, including desktop, IOS, and Android.
• With Todoist, you can get a great week overview by switching between list, calendar, or board view.
• You can easily divide projects, assign tasks for your teams, attach documents, and add comments.
• Todoist is full of features that help collaboration, including a shared workspace that allows your team to organize work together, separate from everyone’s personal tasks and projects.
• It provides you with productivity visualizations by week and month to ensure you achieve your goals.
• There are numerous templates for work and life.

Pricing and reviews

Pricing:

• Free plan: Available
• Pro: $4/month per user
• Business: $6/month per user

Reviews:

• G2: 4.4/5 (750+ reviews)
• ProductHunt: 4.8/5 (170+ reviews)

Taskade

Best for

Taskade is ideal for freelancers, solopreneurs, and small teams.

Key features

• Taskade offers a wide range of templates for almost every scenario.
• With one click, you can generate task lists, mind maps, review lists, and custom workflows.
• Taskade offers multiple visualization options, including lists, boards, calendars, mind maps, org charts, and action views.
• You can assign tasks and add due dates to team members.
• Its AI chatbot can generate task lists and notes, summarize text, or write content.
• The AI assistant feature allows you to organize and outline ideas and notes.

Pricing and reviews

Pricing:

• Free plan: Available
• Starter plan: $6 per month/user
• Pro plan: $16 per month/user
• Business plan: $40 per month/user
• Enterprise plan: Custom pricing

Reviews:

• G2: 4.5/5 (40+ reviews)
• ProductHunt: 4.8/5 (300+ reviews)

Related article: Taskade Review: Features, Pricing, Pros & Cons (2026)

Project management apps

As the benefits of artificial intelligence become more obvious, many project management tools started implementing AI capabilities into their products. Utilizing artificial intelligence in project management helps teams mitigate risk during the project lifecycle, track resources more accurately, and enhance productivity.

ClickUp

Best for

Best for remote and agile teams.

Key features

• ClickUp’s unique customization options allow you to tailor your workflows and dashboard to your specific needs. 
• You can automate repetitive tasks like project summaries and updates with ClickUp AI Brain.
• ClickUp’s AI Brain feature allows you to ask questions and get answers regarding documents, tasks, and projects.
• The AI feature also works as a writing assistant that automatically checks your spelling and replies to messages with your tone.
• You can build documents, tag others with comments, assign them action items, and convert text into trackable tasks.
• ClickUp’s real-time chat function ensures immediate and responsive collaboration with teammates, enhancing productivity and efficiency.
• It allows you to add targets and track progress, whether numerical, monetary, or true/false milestones.

Pricing and reviews

Pricing:

• Free plan: Available
• Team: $7/month per user
• Business: $12/month per user
• Enterprise: Contact for pricing

Reviews:

• G2: 4.7/5 (9400+ reviews)
• ProductHunt: 4.5/5 (950+ reviews)

You can read the full review here: My Honest ClickUp Review After Using It For +3 Months (2026)

Wrike

Best for

Best for teams of all sizes.

Key features

• Using the resource management feature, Wrike can assist in budgeting, time tracking, and workload optimization.
• You can generate briefs and plans and brainstorm ideas effortlessly with Wrike’s AI feature.
• Wrike’s machine learning algorithms help identify historical patterns and recurring issues, providing an overview of the project’s risk factors.
• The highly customizable dashboard puts you in control. It allows you to monitor plans, progress, and tasks effectively and empowers you to manage your projects.
• The flexible cross-tagging feature enables you to categorize all the workflows across tasks, subtasks, folders, milestones, phases, and projects, making it easy to adapt to your specific project needs.
• You will have access to a complete overview of project details, tasks, and timelines using Gantt charts.
• Wrike has building forms that include checkboxes, dropdowns, priority, due dates, etc, so you can make requests quickly.

Pricing and reviews

Pricing:

• Free plan: Available
• Team plan: $9.8/month per user
• Business plan: $24.8/month per user
• Enterprise plan: Contact for pricing
• Pinnacle plan: Contact for pricing

Reviews:

• G2: 4.2/5 (3600+ reviews)
• Capterra: 4.3/5 (2500+ reviews)

Scheduling apps

Imagine a world where you no longer need to worry about scheduling conflicts, checking time zones, or going back and forth about the perfect meeting time. With the help of AI scheduling assistants, finding the ideal time for you and your attendees based on your preferences has never been easier. For example, the scheduling app Reclaim says its AI tool can save 40% of the time by creating a personalized weekly schedule.

In short, these AI tools not only enhance productivity but also relieve you from the stress of planning and scheduling every task and meeting.

Reclaim

Best for

It is best for busy individuals who want to keep a work-life balance and for small teams.

Key features

• You can synchronize your Google Calendar with Reclaim AI and connect your iCloud or Outlook calendars indirectly through Google Calendar (you can connect Outlook directly soon).
• With Habits, you can tell activities that you do regularly and give a timeframe for when you want them to happen, and Reclaim AI will find the best time to make them happen.
• You can connect your project management tools, including ClickUp, Todoist, Asana, Jira, Linear, and Google Tasks, and Reclaim will autofill your task list and calendar.
• The scheduling link feature helps to share availability links, boosting easy booking across multiple calendars.
• You can track crucial aspects of time management, including focus time, work-life balance trends, buffer time, meeting time, team performance, and more.
• Reclaim AI’s team analytics tool helps to improve efficiency across focus time, meetings, and work-life balance.

Pricing and reviews

Pricing:

• Free version: Available
• Starter plan: $8 per user/month
• Business plan: $12 per user/month
• Enterprise plans: Enterprise $18 per user/month

Reviews:

• G2: 4.8/5 (70+ reviews)
• Capterra: 4.9/5 (70+ reviews)

Related article: Reclaim AI Review 2026: Pros And Cons You Need To Know

Motion

Best for

Best for teams needing a versatile scheduling tool with project management features.

Key features

• You can sync Motion with your Gmail, Outlook, and iCloud calendars and see all of your calendars in one view.
• Motion takes your tasks and projects and builds a personalized weekly schedule based on your priorities, preferences, and due dates.
• Motion will help you determine the best task to work on at any moment, considering your projects, tasks, deadlines, priorities, and dependencies. 
• You can customize your booking page to share your availability based on your preferred meeting times.
• Motion automates project planning and management by adding project work to your team’s calendar, measuring how much they completed, and building a prioritized, custom schedule for every teammate.
• It provides an overview of projects from different views, where you can add comments, attach files, and take notes on each project.

Pricing and reviews

Pricing:

• Individual plan: $19 per user/month
• Team plan: $12 per user/month

Reviews:

• G2: 4.2/5 (80+ reviews)
• Capterra: 4.3/5 (40+ reviews)

Related article: Motion App Review: Features, Pricing, Pros & Cons (2026)

TimeHero

Best for

A simple yet versatile solution for teams.

Key features

• You can connect TimeHero with Google Calendar, Outlook, and Apple iCal.
• Timehero automatically builds a weekly action plan based on your tasks and availability.
• It allows you to track your team’s workload so you can make informed decisions when planning future projects.
• You can create templates based on past projects’ tasks and do not need to add the tasks to similar projects manually.
• Using Timehero, you can schedule tasks directly from Gmail.
• Timehero has extensive integrations with over 1500 apps.
• You can add files and comments in a shared folder under each project.

Pricing and reviews

Pricing:

• Basic plan: $4.6 per user/month
• Professional plan: $10 per user/month
• Premium plan: $22per user/month

Reviews:

• G2: 4.4/5 (40+ reviews)
• Capterra: 4.7/5 (20+ reviews)

Email management app

If you also receive a lot of emails every morning when opening up the PC, an AI-powered email management app could be a great solution for not just boosting productivity but also gaining peace of mind.

An artificial intelligence-driven email management app reduces the time spent sorting through emails, allowing you to focus on tasks that truly matter. For example, an average SaneBox customer saves 100+ hours/year. Doing a quick math means earning $60,000/year; SaneBox will save you $3000.

SaneBox

Key features

• SaneBox works with any email service provider, from Google to iCloud accounts.
• Thanks to the trainable machine learning algorithms, SaneBox identifies important emails and automatically organizes the rest of your emails.
• It provides daily updates about what was sorted, so you never miss anything essential.
• You can teach SaneBox with special filters, contact training, and more.

Pricing and reviews

Pricing:

• Snack plan (one email account + 2 picked features): $7 per month
• Lunch plan (two email accounts + 6 picked features each): $12 per month
• Dinner plan (four email accounts + all features): $36 per month

You can save several months’ subscription fee if you choose the annual plan.

Reviews:

• G2: 4.9/5 (170+ reviews)
• Capterra: 4.8/5 (70+ reviews)

Related article:Sanebox Review: The Best Email App For Inbox Management? (2026)

Workspace and document management app

A workspace and document management app can help you to work more efficiently, collaborate more effectively, and stay organized, ultimately leading to increased productivity and better outcomes. Utilizing artificial intelligence for these apps can automate tasks while saving valuable time in everyday tasks at work.

Notion

Key features

• You can apply the AI assistant feature to create content, improve your writing, make it shorter or longer, and summarize the notes.
• Notion detects errors and corrects misspelled words and incorrect grammar.
• Using the Notion Projects feature, you can plan, manage, track, and execute your projects.
• With Notion, you can access many templates for creating to-do lists, meeting summaries, investor updates, recruiting trackers, etc.
• Notion allows the translation of the written content into another language.
• You can integrate Notion with Slack, GitHub, and more.

Pricing and reviews

Pricing:

• Free plan: Available
• Plus plan: $10/month per user
• Business plan: $20/month per user
• Enterprise plan: Contact for pricing

Reviews:

• G2: 4.7/5 (5200+ reviews)
• ProductHunt: 4.8/5 (2400+ reviews)

Related article: My Honest Notion Review After Using It For +2 Years (2026)

AI time trackers

An AI-powered time tracker helps individuals or teams monitor and manage their time more effectively. Such AI-driven tools often include features like time recording, analysis of work habits, and insights into productivity patterns.

Rize

Key features

• Rize automatically captures the time spent on your computer, so you do not need to use timers.
• This AI productivity tool sends you daily and weekly reports breaking down your productivity metrics.
• Using Rize, you can easily create custom categories that provide you insights into how your time is spent.
• Rize sends you notifications when you need to take a break based on your work activity.
• Also, Rize notifies you when you have worked a set number of hours in a day so you can prevent overworking yourself.

Pricing and reviews

Pricing:

• Free plan: Available
• Standard plan: $9.99/month per user
• Professional plan: $23.99/month per user

Reviews:

• ProductHunt: 4.7/5 (90+ reviews)

Use the below link and the coupon code of THEBUSINESSDIVE to get 25% off on all payments within the first 3 months.

Full article: My Honest Rize Review After Using It For +3 Months (2026)

Survey and standup automation tool

There are various workflows where AI apps can save time and increase productivity. One such workflow is regular check-ins, standups, and surveys.

GeekBot is one of the best AI productivity tools I have come across because it can automate routine tasks and updates effortlessly. You can easily set the time and frequency of standups, determine the questions to ask, and select who should receive a prompt. With these simple steps, you are good to go!

GeekBot

Key features

• GeekBot allows you to automate standups, retros, surveys, 1-on-1s, and many workflows to save time and get an overview of who is working on what.
• GeekBot sends you real-time data-driven insights on the results.
• It also provides data analysis, helping you understand team happiness and engagement levels.
• You can add any questions and set them to be sent at a time and frequency that suits your team’s needs.
• You do not have to worry about time zones, as GeekBot works according to each user’s local time zone.
• You can seamlessly integrate GeekBot with Slack or Microsoft Teams.

Pricing and reviews

Pricing:

• Start-up (Free basic plan): Available for up to 10 participants
• Scale-up plan: $2.5/month per participant
• Enterprise plan: Contact for pricing

Reviews:

• G2: 4.6/5 (150+ reviews)
• Capterra: 4.9/5 (140+ reviews)

Background noise cancellation tool

Working in noisy work environments is sometimes unavoidable, especially for remote workers. You may have experienced situations where a crying child or a barking dog interrupts an important call. Thanks to the advanced artificial intelligence tools available today, we now have an app that can effectively solve this problem.

Krisp

Key features

• Krisp’s background voice cancellation identifies the primary speaker’s voice and removes other nearby human voices.
• Krisp removes unwanted background noises from all meeting participants’ sides.
• Krisp eliminates distracting room and acoustic echo during a call.
• It can transcribe calls on multiple video conferencing platforms without bots.

Pricing and reviews

Pricing:

• Free plan: Available
• Pro plan: $8/month per user
• Enterprise plan: Contact for pricing

Reviews:

• G2: 4.8/5 (540+ reviews)
• ProductHunt: 4.8/5 (300+ reviews)

AI-powered writing assistant for content creation

Generating high-quality content is challenging and requires much effort and dedication. As someone who has experienced this firsthand, I can confirm that it is absolutely true.

That being said, AI tools can be incredibly helpful in speeding up the content creation process. In fact, according to a survey by eMarketer, businesses that use generative AI  for content creation have seen a significant 58% improvement in their performance. Furthermore, Jasper AI claims that using an AI writing assistant can reduce the time spent crafting your first draft by up to 80%, allowing you to focus on other essential tasks.

It is not a matter of if but when you will start leveraging AI tools for content generation.

Jasper

Key features

• Jasper can generate content from written text, whether articles or social media posts, by providing text prompts or hints.
• It offers a document editor interface similar to Google Docs, where you can add links, headings, pictures, or move the text.
• You can set the tone of a blog post, article, or social media post.
• Jasper includes an integrated plagiarism checker that helps you to identify if there is any content that matches other sources.
• Jasper has a keyword input tool to ensure your content includes the related keywords for SEO.
• It provides templates for product reviews, blog posts, Google Ads, and more.

Pricing and reviews

Pricing:

• Creator plan: $39/month per user
• Pro plan: $59/month per user
• Business plan: Contact sales

Reviews:

• G2: 4.7/5 (1200+ reviews)
• Capterra: 4.8/5 (1800+ reviews)

Grammar checker tool

Using a grammar checker tool can save you time and help you present yourself professionally in your written communication. Correcting your grammar mistakes and typos ensures your message is clear and compelling. Moreover, such a tool can help you improve your language skills by pointing out common errors and suggesting improvements.

Overall, it is a valuable tool that can benefit anyone who wants to communicate effectively in writing, and an AI tool can offer even more.

Grammarly

Key features

• Grammarly identifies grammar, spelling, and punctuation errors in your text.
• You also receive advanced suggestions for words that would be more appropriate in the given sentence.
• Its AI writing assistant works like an integrated ChatGPT, so you can add text prompts, and it will generate or improve your content.
• You can set the tone of Grammarly’s AI writing assistant.
• It includes a plagiarism checker feature.

Pricing and reviews

Pricing:

• Free plan: Available
• Pro plan: $13/month per user
• Business plan: $15/month per user

Reviews:

• G2: 4.7/5 (8000+ reviews)
• Capterra: 4.8/5 (7000+ reviews)

Plagiarismchecker.ai

Key features

• AI plagiarism checker performs in-depth analysis to identify plagiarism and AI scores from any type of content.
• It provides you with a detailed plagiarism report, which contains the percentage of original and plagiarized content and sources from where your text has been plagiarized.
• It offers a paraphrasing tool that helps you improve content quality.
• You can also detect and bypass AI with its utilities.

Pricing and reviews

Pricing:

• Free plan: Available
• Weekly plan: $4.99 per user
• Monthly plan: $10 per user
• Yearly plan: $100 per user

Reviews:

• G2: 4.9/5 (40+ reviews)
• Capterra: 4.8/5 (30+ reviews)

Justdone

Key features

• Justdone’s Plagiarism Checker tool flags identical, paraphrased, or only slightly changed text and the source where it comes from by simply uploading your file or copying the text.
• Utilizing Justdone’s AI Humanizer, you can transform your writing to sound more natural.
• It offers an AI detector to easily spot AI-generated content and fix it fast.
• With the Grammar Checker feature, you can identify errors in grammar, spelling, and punctuation quickly.
• In addition, Justdone offers an AI Paraphraser, AI summarizer, AI Quote Generator, Fact Checker, and Citation Generator tools.

Pricing and reviews

Pricing:

• 7-day access: $2 per user
• Unlimited monthly plan: $19.99/month per user
• Unlimited annual plan: $24.99/month per user

Reviews:

• Trustpilot: 3.9/5 (1300+ reviews)

Image generation tool

AI-powered image generators can help improve productivity in various ways. For one, they can automate the creation of high-quality images, allowing users to create more content in less time.

Additionally, these generators can help reduce the need for manual image editing and post-processing, which can be time-consuming and labor-intensive. Moreover, AI-powered image generators can give users more creative freedom by generating new and unique ideas, which can help spur innovation and enhance productivity.

Overall, AI-powered image generators can help users streamline their workflows, save time and resources, and improve the quality of their work.

Dall-E

Key features

• OpenAI’s DALL-E can create images from written text prompts.
• All the DALL-E versions leverage AI, advanced deep-learning techniques, and natural language processing to generate images.
• You can edit images based on natural language captions.
• DALL-E allows the generation of images in different styles.
• It seamlessly integrates into various creative workflows.

Pricing and reviews

Pricing

$0.016 – $0.080 per image

Reviews

• G2: 3.8/5 (25+ reviews)
• Capterra: 4.5/5 (10+ reviews)

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

How to use AI for productivity?

Artificial Intelligence is revolutionizing how we work and increasing productivity in various areas such as note-taking, content generation, project management, scheduling, video editing, and many more. AI-powered apps allow you to automate mundane tasks, allowing you to focus on more high-valued tasks, thereby increasing overall efficiency and productivity.

Related article:

• 6 Best Business Apps You Don’t Know | 200+ Tools Tested
• 15 Best AI Tools | 200+ Tested By A Skeptical (2026)

With AI tools, you can save time and reduce errors while achieving better results.

What are the three major productivity tools?

While there is no one-size-fits-all answer, Microsoft Office, Google Suite, and Trello are the three major productivity tools. These tools, widely used by individuals and businesses, are designed to boost productivity and efficiency.

Microsoft Office, for instance, offers a suite of applications like Word, Excel, and PowerPoint, which are known for their robust features. Google Suite, on the other hand, provides collaborative tools like Google Docs, Sheets, and Slides. Trello, a unique project management tool, facilitates real-time collaboration and progress tracking for teams.

Nevertheless, there are other tools that can either replace or complement some of them. For instance, ClickUp and Wrike could be great alternatives to Trello. Also, you can use many tools to improve productivity besides these essential apps.

What is the most powerful AI tool for productivity?

While it depends on the specific needs, I would consider the above list to be the selection of the best AI productivity tools. All of these AI tools have advanced features, which makes them among the best in that area.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, I may earn a small commission. Read the full privacy policy here.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post Best 24 AI Productivity Tools That Will Change The Way You Work appeared first on .

In this article, we break down what is exactly an AI assistant, what are the categories of AI assistant and how you can use it in your business.

What is an AI assistant?

An AI assistant, also known as an artificial intelligence assistant, refers to any digital tool or application that utilizes generative artificial intelligence technologies to perform specific tasks, answer questions, or carry out commands.

AI assistants are frequently cloud-based, so you can access them virtually anywhere, as long as you have a stable internet connection.

How does an AI assistant work?

AI assistants use artificial intelligence, more specifically, generative AI technology. Generative AI creates new content or data based on patterns and examples by using machine learning.

Generative AI models use text input for text generation, image generation, video creation, or music composition. Due to machine learning, AI assistants can learn from past interactions, improving the accuracy of their responses over time. 

Generally, there are two ways how you can interact with generative AI tools. It can follow voice commands by utilizing natural language processing for speech recognition. Also, AI assistants are capable of understanding text messages.

For instance, ChatGPT understands text messages, while a Google assistant uses voice commands.

Cloud computing is another crucial technology that plays a significant role. AI assistants can access extensive data to handle various tasks and deliver instant feedback to your queries. 

What are the categories of AI assistants, and how can you use them

There are more types of AI assistants depending on the type of tasks and their functionalities:

AI personal assistant (AI virtual assistant)

If you hear the terms like AI virtual assistant, automated personal assistant, or intelligent personal assistant, just remember they all refer to the same thing: AI personal assistants.

An AI personal assistant is software designed to understand natural language voice and text commands and carry out tasks for the users. It focuses on tasks mostly handled by human personal assistants or secretaries in the past. 

One of the most common types is the AI voice assistant. It has the ability of speech recognition, and you can communicate with it by voice interaction in multiple languages. I am sure you have come across names like Google Assistant, Alexa, and Siri before, as they are some of the most popular AI voice assistants out there.

People who use “AI assistant” and “personal AI assistant” or “AI virtual assistants” are often used interchangeably. However, they are not the same. 

An AI assistant has broader functionalities, while personal AI assistants are often designed to support an individual’s daily activities, work, or lifestyle. People use AI personal assistants for various tasks. Personal AI assistants are great for increasing productivity, controlling your smart devices, and capable of sending messages, and making phone calls. 

AI writing assistant

Content creation is one of the issues when AI can do a lot for your business. Generating content is a time-consuming process. Unsurprisingly, most businesses invest between 2 and 5 hours to craft a single blog post. And when it comes to Instagram, the average time spent on creating a post ranges from 30 to 85 minutes.

Let’s do a quick math and calculate how long it takes to create one blog post and daily social media post weekly. It can add up to 4.5 to 12 hours per week, not to mention the brainstorming phase of content creation. 

The goal of AI writing assistants is to speed up the process of content creation. For making a blog post, you can use tools like Jasper to be more effective, which reduces 80 percent of your time spent on first drafts. AI writing assistants are great at creating outlines for your content, giving you excellent suggestions for titles and brainstorming.

Although using AI writing assistants will make you more productive, overusing them can hurt your content. One of the main issues which still frequently arises with AI writing assistants is that the output is not always accurate.

Furthermore, many AI writing assistants still have room to improve in plagiarism-free writing. Tools like Undetectable AI can help refine AI-generated text to sound more natural and human-written.

The best thing you can do is to go through as many reviews as you can to make sure the specific AI writing assistant is a good choice for you.

AI coding assistant

AI coding assistants are a valuable tool to support software developers. It helps to reduce the time spent on code writing using autocomplete functionalities. AI coding assistants can also help reduce the number of coding errors by providing instant feedback to the developers.

According to Microsoft’s research, developers can perform tasks 55,8 percent faster when utilizing an AI assistant. They selected a group with an average coding experience of 6 years and an average coding experience of 6 years and spent 9 hours coding daily. 

The improvement of AI coding assistants will not likely stop. Google announced a partnership with Replit at the end of March. Replit is a software startup that has web-based coding tools with more than 20 million users. Thanks to the partnership with Google, they are planning to combine Google’s artificial intelligence language models with their products. 

AI meeting assistant (AI meeting manager)

It is not a secret that many businesses waste significant time and money on unproductive meetings. AI meeting assistants can help you in many ways to reduce wasted money and time to make you more productive. 

Meeting records

You can entirely automate your meeting by integrating AI meeting managers with your Google or Microsoft calendar. For example, Fireflies.ai or Otter AI is one of the AI meeting managers which seamlessly joins and records your meetings on platforms like Zoom, Microsoft Teams, and Google Meet. 

Automated meeting notes

AI writing assistants can record and transcript the virtual meetings. By integrating AI meeting assistants with your Google or Microsoft calendar, you can entirely automate your meeting notes. 

This automation saves you the hassle of manually setting up recordings and captures important discussions and details. 

Meeting Summary

Once the video calls are concluded, your AI meeting manager takes care of sending meeting summaries to the colleagues who missed the call.

Virtual meeting analysis

AI meeting assistants already provide insight into speakers, topics, sentiments, and more. With this comprehensive data, you can easily compare trends and evaluate the overall quality of your team’s conversations.

Better search capabilities

You can use your AI meeting manager to find keywords in the online meeting, including action items, dates, times, metrics, questions, sentiment, and more.

Create video clips or highlight with transcripts

Some AI meeting manager tools already offer the option to create an easy-to-share video based on the selected part of the meeting transcripts. By selecting text in the meeting transcriptions, you can create video clips to share the essential part of the meetings with the key stakeholders in minutes.

In this article, I ranked and reviewed the eleven best AI meeting assistants to help you select the one that suits your needs.

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AI assistant vs. chatbot

You might wonder whether an AI assistant and chatbot are the same or what is the difference between them.

Good question. Let’s break it down. 

Rule-based chatbot and AI-powered chatbot

There are two types of chatbots. Traditional chatbots are rule-based chatbots, while there are AI-powered chatbots. AI-powered chatbots use conversational AI technology, which is quite similar to the technology used by AI assistants. 

Conversational AI includes a wide range of AI solutions that utilize data, machine learning, and natural language processing to provide voice and text-based output. This technology helps AI powered-chatbots or AI assistants naturally interact with humans. 

For example, ChatGPT is a conversational AI chatbot, while many of the chatbot used for customer service is mainly rule-based chatbot. 

From a technology perspective, there is no significant difference between AI assistants and AI-powered chatbots.

Nevertheless, there are major differences between AI assistants and traditional rule-based chatbots. 

What difference between an AI assistant and a rule-based chatbot

While chatbots and AI assistants use natural language processing to understand the intent behind the user’s queries, there are essential differences. 

Chatbot has a rule-based structure with predefined answers that can mostly handle frequently asked questions. AI assistants have the ability to answer more complex questions and make recommendations using machine learning. 

Furthermore, the chatbot mainly provides robotic answers, while an AI assistant can answer in a more human-like way.  

In general, chatbots are great when it comes to handling simple problems. However, AI assistants can deal more effectively with complex issues. 

Future of AI assistants

As with all disruptive technology, AI is very divisive. Some choose to ignore its potential and pretend it doesn’t exist. While on the other hand, there are individuals with incredibly high hopes and expectations for what AI can achieve very shortly. 

This is mainly because AI technology is evolving at such a high pace. It is challenging to understand what implications it may have. In the current stage of the AI industry, separating the hype from the reality is crucial.

Yes, there is hype around AI. And this hype is getting closer to the peak of the inflated expectations phase in the Gartner Hype Cycle. 

Just because there is hype, AI is still a transformative force. AI assistants and tools are getting better and better. Although it has limits and has room to improve, you can already reach significant advantages if you implement AI assistants into your everyday working routines. It highly affects fields like sales, task and project management.

While the idea of AI replacing humans is a topic of discussion, it is not the right question now. The question you should focus on is how you can add more value and be more productive while delegating various repetitive tasks to the AI assistant.

AI technology will change how fast you can give more value rather than the concept of value. AI technology alone cannot create value; instead, it acts as a catalyst to enhance your abilities and efficiency once you know how to utilize it effectively. Ultimately, embracing AI as a productivity tool helps you to work smarter, faster, and with greater impact. 

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post AI Assistant Explained: Complete Guide for 2026 appeared first on .

On average, we lose around 31 hours each month to unproductive meetings. And if you are a manager, you are likely spending a significant chunk of your time, about 35-50%, in these meetings. Minimizing the time spent on these meetings can significantly boost any business. 

In this article, we break down how to maximize your productivity with an AI meeting manager (AI meeting assistant) to gain the edge. 

What is an AI meeting manager (AI meeting assistant)? 

An AI meeting manager and an AI meeting assistant are essentially the same. Like every AI assistant, an AI meeting manager uses artificial intelligence, specifically generative AI technology.

In general, generative AI creates new content or data based on patterns and examples by using machine learning.

The reason why generative AI can be a game-changer when it comes to online meetings is simple. The AI technology utilizes natural language processing for speech recognition. Also, AI assistants are capable of understanding text messages.

AI meeting managers are seamlessly integrated with your meeting and video conferencing platforms. So you can use your favorite tools like Google Meet and Calendar, Microsoft Teams and Outlook, or Slack. 

Why is an AI meeting manager important?

I am sure I am not the only one who spent many hours on “Weekly alignment” meetings. Just to put into perspective how meetings can impact your productivity, here are some interesting statistics by Goldenstepsaba:

• The regular employee attends 62 meetings a month,
• Meetings take up 15% of a business’ collective time,
• Over 60% of employees multitask during virtual meetings,
• An estimated 50% of meeting time is spent on irrelevant topics,
• Businesses with less than 50 employees spend an average of $18,000 per year on unproductive meetings,
• Businesses with over 100 employees spend an average of $420,000 per year on unproductive meetings.

You see, even smaller businesses waste significant time and money on unproductive meetings.

AI meeting managers can help you in many ways to reduce wasted money and time to make you more productive. 

Best AI meeting assistants

In this article, I ranked and reviewed the eleven best AI meeting assistants to help you select the one that suits your needs.

7 ways on how AI meeting assistants can help you to be more productive

Meeting records

You can entirely automate your meeting by integrating AI meeting managers with your Google or Microsoft calendar. For example, Fireflies.ai or Otter AI is one of the AI meeting managers which seamlessly joins and records your meetings on platforms like Zoom, Microsoft Teams, and Google Meet. 

This automation saves you the hassle of manually setting up recordings and captures important voice conversations and details. 

If you work in a small business and can not involve other teammates in a crucial call, an AI meeting manager with automated recording functions can be the key. While it helps to make your meeting more productive by completely focusing on the people in the online meetings, it also gives you an excellent opportunity to analyze your performance during meetings.

Automated meeting notes

Recording itself can be pretty helpful for crucial meetings, but it can not save you from note taking.

However, AI meeting managers have the ability to transcribe virtual meetings in many languages. While it captures calls in text, speaker recognition technology can make AI managers an essential video conferencing tool.

Voice or speaker recognition is the ability of an AI meeting assistant to receive and understand spoken commands. Essentially, it gives a speaker id for each meeting participant, so you can easily see in the meeting transcription who said what. 

Some tools on the market automatically capture the slides from audio and video meetings and insert them into the meeting participants’ notes. So you will understand the full context of the meeting discussions once you need specific information.

AI meeting notes can save a lot of nerves during and after the meeting. You can focus on the discussion during the meeting while your AI meeting manager is taking notes.

This function can be valuable for sales teams. An AI meeting assistant app with automated meeting notes allows the reduce the number of salespeople during customer meetings. You can easily evaluate your sales team’s performance by reviewing the meeting notes or records without participating in the meetings.

Meeting Summary

Spending too much time sharing the information with someone who was not able to attend the call? 

No problem. Once the video calls are concluded, your AI meeting manager takes care of sending meeting summaries to the colleagues who missed the call.

Meetgeek took one step further in this issue. It can automatically create highlights on the call and deliver it to the relevant people’s inboxes. 

While this function is useful for those who missed the call, it is also valuable for you. Imagine you find yourself in need of specific information from an online meeting that took place three months ago. Instead of reviewing the entire meeting notes, you simply read an accurate overview prepared by your AI meeting manager.

This way, you can significantly increase your productivity and save time by not reviewing the full meeting transcripts.

Online meeting analysis

Currently, AI meeting managers on the market offer a wide range of features beyond meeting recaps and recording. For instance, Fireflies.ai takes meetings to the next level when it comes to meeting analysis. 

Once the online meetings are over, it provides key insights into speakers, topics, sentiments, and more. With this comprehensive data, you can easily compare trends and evaluate the overall quality of your team’s conversations. 

Ultimately, an AI meeting assistant app with such functions can enhance collaboration and drive productivity within your team.

Schedule meetings

Are you missing deadlines, working extra hours, or just simply taking on too many tasks that are impossible to complete by the deadlines? 

An AI meeting manager can be an excellent answer to these challenges. It can combine Gmail and Outlook calendars into one view to see your personal and work calendars simultaneously. 

Tools like Motion are designed to prioritize and schedule tasks on your calendar. It ensures that tasks are placed on the right day and time so that you can complete them well ahead of your deadlines. It calculates your weekly tasks, meetings, and total working hours and then crafts a customized schedule. 

AI meeting managers can also help you manage meetings in an organized manner. You can free up an afternoon, reschedule meetings when you are not working, or block numerous meetings in a single request.

In a nutshell, you can use an AI meeting manager to finish all your tasks faster and get more quality work done. 

Better search capabilities

How much time do you spend watching a one-hour recording to find a specific sentence?

You can use your AI meeting manager to find keywords in the online meeting, including action items, dates, times, metrics, questions, sentiment, and more. AI meeting manager enables you to take personalization to a whole new level by allowing you to create custom topic trackers with a simple click effortlessly.

Using these functions, you can easily find relevant information regarding your queries. The AI meeting manager’s ability to go through vast amounts of data to give accurate results can also be a great way to boost your everyday productivity. 

Create video clips or highlight with transcripts

Some AI meeting manager tools already offer the option to create an easy-to-share video based on the selected part of the meeting transcripts. By selecting text in the meeting transcriptions, you can create video clips to share the essential part of the meetings with the key stakeholders in minutes. It is like sending an executive summary or a short meeting minutes in video form.

This dynamic approach allows you to effectively present the most relevant information to stakeholders without requiring them to go through the entire meeting recording. As a result, collaboration becomes more efficient and focused. It enables your entire team to align faster and take action based on the summarized insights from the meetings.

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Endnote

Adopting AI in day-to-day workflows can be a massive boost for your businesses. It is worth it to take one step back and think through what are the tasks that you are doing daily.

Delegating repetitive tasks to AI tools ensures that you can focus on critical tasks and maximize your time. 

Frequently asked questions (FAQ) 

What does the AI meeting manager do?

Depending on the specific AI meeting manager, it generally helps you with the following tasks:

• Recording meeting,
• Taking notes,
• Prepares meeting summaries,
• Meeting analysis,
• Automated meeting scheduling,
• It helps you to find relevant information easier in your meeting notes.

Can I use AI to write meeting minutes?

Yes, you can delegate the note-taking to AI meeting assistants in case of online meetings. Before doing it, ensure the AI meeting assistant is compatible with the meeting platform. Most AI meeting managers can be used for popular meeting platforms like Microsoft Teams, Zoom, or Google Meet.

Also, make sure to check the AI tool’s language coverage. Commonly, AI meeting assistants cover English and some other major languages.

What is the best AI to record meetings?

It depends on what additional functionalities you expect from the tool and what platform you use for online meetings. The meeting recording is among the basic features of AI meeting assistants. However, the recording can be more effective by complementing it with additional functionalities like note-taking or online meeting analysis.

Are there free AI tools to take notes during a meeting?

Yes, most of the AI tools have a free plan. While the free plan has limited features, it can significantly help you to have more productive meetings.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

The post 7 Ways How to Maximize Productivity With an AI Meeting Manager appeared first on .

Thinking through how much money is worth saving half or one hour per day is crucial. For some, an AI scheduler means thousands of dollars in monthly savings by doing 15% more work. However, for others, the impact might not be that massive.

Ultimately, an AI scheduler assistant is a great way to maximize productivity and time. You just need to determine the worth of your time and select the AI scheduling assistant that aligns best with your needs and preferences. 

What is an AI scheduling assistant?

An AI scheduling assistant is a tool that uses artificial intelligence to automate, manage, and schedule all your tasks. This includes automated meeting scheduling, AI calendars, task management, and planning.

AI scheduling assistant’s impact on productivity

We all have personalized daily routines. Just think about how many factors can influence how your routine works out. There can be personal, work, or other factors which can completely reshape our day. 

Given that everyone has their preferences, it is almost impossible to have a one-size-fits-all. Would it not be great to have an app that continuously tracks tasks, prioritizes them, and schedules around your life?

AI-based scheduling assistants aim to provide a solution to address these challenges. Before AI, it would be almost impossible to reach this personalized schedule level without manually adding information to your calendar. And not to mention the time you spend on planning your schedule. 

Personally, I spend a lot of time trying to figure out how to set up my next days and be more productive. Using an AI scheduling assistant can be a great way to save the time and energy spent on planning and give me a plan to follow based on my preferences. 

But what other benefits does an AI scheduling assistant bring to the table to maximize your productivity?

Calendar integration

It is challenging to keep up with all the upcoming appointments, meetings, and activities. Juggling with the gym routine, one-on-one meetings, and various activities can be quite a challenge. 

It is like trying to balance a spinning plate on one hand while doing a complex puzzle on the other. The struggle to keep track of all personal and work appointments, one-on-one meetings, team meetings, and commitments is real.

An AI scheduling assistant can be an excellent answer to these challenges. It can sync unlimited calendars. Are you using Google Calendar for your personal activities and Outlook for work? No problem!