18 Productivity Apps Statistics You Need to Know in 2025

I have been watching the global productivity apps market for a while as I review numerous tools day-to-day that aim to enhance efficiency. Now, I decided to collect all the surprising productivity apps’ statistics in one place to give you a better overview of what is going on in the global productivity apps market.

Let’s dive in!

Benefits of productivity apps

Here are some of the main benefits of productivity apps:

Improved time management

Productivity apps significantly enhance time management by providing tools and features that help us to spend our time smarter. These apps help us prioritize tasks, set reminders, and create effective schedules, ensuring time is spent wisely and efficiently

Enhanced task and project organization

These apps offer a centralized platform where you can share, categorize, and prioritize them effectively. With the right productivity tool, you can manage tasks and projects with your team members in one single place.

Streamlined communication and collaboration

In general, many productivity apps also have communication and collaboration tools, which help streamline processes in an organization. The extent of these features depends on what type of productivity app you want to implement.

Integration with other tools

Fortunately, you can easily integrate most productivity tools with third-party apps. They regularly support a wide range of integrations, so you do not need to switch between numerous apps while working.

Top Productivity Apps Statistics in 2025

Now, let’s delve into the top productivity apps’ statistics in 2025!

Statistics for scheduling apps

Scheduling apps are like advanced calendars. They offer many features to improve your productivity and save time when managing your calendar. Whether it is finding the right timeslot for a meeting or a task or integrating all your calendars into one place, scheduling apps offer an excellent solution to escape from the “calendar Tetris.”

One main reason people use them is the scheduling links, which help people book time more easily. When sharing a scheduling link, others can see your available timeslots and book time with you without back-and-forth communication.

With the adoption of artificial intelligence, new scheduling apps appeared on the market and became even more efficient than before. These productivity tools use machine learning to create a customized weekly schedule so you can focus on the execution instead of planning. Also, some of these scheduling apps are built into the task and project management features.

The bottom line is that there are more scheduling apps, and while one helps you book appointments, others excel as productivity apps.

A personalized schedule prepared by AI can save 40% of time

Reclaim says their AI scheduler tool can save 40% of the time by creating a personalized weekly schedule. When these tools create your weekly schedule, they consider your preferences, priorities, due dates, and other factors to ensure you spend your time on the most critical task.

This way, you do not have to spend time trying to find the perfect timeslots for your projects, tasks, and meetings, but the AI scheduling assistant will do the work for you.

AI scheduling apps can help you do 25% more tasks

Based on Motion’s data, their AI scheduling assistant can help users to complete 25% more tasks. Even the fact that a scheduling app eliminates the chance of multitasking already saves time. Every time we change tasks, there is a cognitive cost when multitasking, as your brain needs to refocus and reorient itself to the new task.

All the AI scheduling apps work as timeboxing apps, so they block time for your tasks, and it is easier to achieve focused work. Besides helping you to avoid multitasking, scheduling apps also reduce the time spent planning tasks and projects. Therefore, these productivity apps significantly increase your focused hours and decrease the planning time as well.

Calendly has the largest scheduling app market share

Scheduling apps market share — Source: Statista

According to Statista, Calendly is the most popular scheduling app, with a market share of 26.56% in 2024. There are many players in the global market of scheduling apps, but Calendly managed to stay the number one scheduling app.

The global market size of appointment scheduling softwares is projected to grow from USD 470.7 million in 2024 to USD 1,550.8 million in 2032

Based on Fortune Business Insights’ data, the market trends of scheduling apps show a significant increase at a CAGR of 16.1% from 2024 to 2032.

This market growth is driven by numerous factors, such as AI integrations and the fact that it is way easier to implement cloud-based software applications in business operations.

Statistics for online meeting tools

Online meetings are among the number three productivity killers. People spend too much time with unnecessary meetings and meeting-related tasks.

In the past years, AI meeting assistants become an efficient solution to minimize the time spent with online meeting-related tasks like meeting notes, recording, or transcription. They built these AI-powered tools to automate all the workflows of virtual meetings so you can dedicate your focus to the meetings.

Organizations can save an estimated $25,000 or more per employee per year by reducing unnecessary meeting attendance

According to Otter.ai, businesses investing approximately $80,000 in AI meeting assistants can save $25,000 or more per employee per year by decreasing unnecessary meeting attendance.

What does it mean for a business with 5,000 employees? While AI adoption in online meetings can make a massive difference in the bigger companies’ cost savings, it can also be a great way to increase productivity and cost-effectiveness in a small business.

The AI Meeting Assistants market is projected to grow from USD 2.22 billion in 2023 to USD 17.26 billion by 2032

Based on Market Research Future’s data, the AI Meeting Assistants market is projected to grow from USD 2.22 billion in 2023 to USD 17.26 billion by 2032. It means a compound annual growth rate (CAGR) of 25.6% during this period.

These tools drastically reduce the time spent with online meetings. While some tools like Fellow was designed for organizations, others like Fireflies AI or Meetgeek work great for teams and individuals.

Around 83% of employees spend up to 1/3 of their workweek in meetings

Dialpad asked 2,800 people working in the US for different industries. And the result was surprising. This survey shows that 83.13% of people spend 1/3 of the week in meetings. These findings show that we spend more time with online meetings than we thought.

Also, this data highlights the importance of optimizing meetings to ensure productivity and efficiency. It also emphasizes the need for companies to evaluate their meeting culture and consider alternative collaboration methods to maximize employees’ time and resources.

71% of managers think meetings a waste of time

Online meetings statistics — Source: Harvard Business Revi ew

According to Harvard Business Review, 71% of people think that meetings are a waste of time and prevent them from getting work done. They also feel that meetings stop them from doing deep thinking and miss chances to bring the team closer. Only a small number of senior managers find meetings to be a good use of time for everyone involved.

Statistics for email productivity apps

Email productivity apps are software tools designed to help individuals and teams manage emails more efficiently. These apps often offer features such as email sorting, scheduling, snoozing, prioritizing, and integration with other productivity apps.

There are two types of email productivity apps. One type is when you use it within your email clients, such as Gmail, Outlook, or Apple Mail. So, essentially, you will still use these apps, but an email productivity app will optimize them and provide new features. For example, Sanebox. The other type is when they work as a separate app, and it is integrated with your email clients. For instance, Missive.

An average user can save 3-4 hours per week using an email productivity app

Sanebox says that an average Sanebox user saves 3-4 hours per week by using their email app to manage their inbox. SaneBox uses AI algorithms to automatically sort your incoming emails into different folders based on your email habits and importance.

Employees receive 74 emails during the workday while only sending 26 emails

email productivity statistics — Source: Email analytics

According to Email analytics, throughout the typical workweek, the average individual gets approximately 368 emails and sends only 130 emails. On weekends, the average number of received emails is 40, while the average number of sent emails is 11.

An average employee spends 4.1 hours a day reading, writing, and managing emails

Based on Mailbutler’s data, an average employee spends 4.1 hours with emails. This is quite shocking, considering it is more than half of their workday.

As you can see, the hours people spend with email management can easily add up at the end of the week. So, implementing an email productivity app can be an excellent solution to this issue.

The average inbox contains only 38% important emails

According to data from Sanebox, only 38% of incoming emails are emails. So, 62% of the emails in the average inbox are not important, and you can handle them in bulk. Managing such irrelevant emails in bulk with an email productivity app like SaneBox will save you time.

Furthermore, you can automate your inbox with Sanebox so the newsletters or spam messages can automatically disappear from your email inbox.

Statistics for project management tools

Project management apps also offer an excellent way to improve productivity. These productivity apps typically include features such as task assignment, project progress tracking, file sharing, and communication tools, which can streamline workflows and reduce the need for lengthy email chains and meetings. Similarly to the previous productivity apps, the project management tools also integrated AI solutions, making these tools more effective.

Whether you use a project management app for business or personal projects, it can greatly help you to keep track of progress and achieve objectives faster.

The project management software market is projected to hit $15.08 billion by 2030

According to Zion Market Research, the project management tools’s market is constantly growing and reach $15.08 billion by 2030. The main driver behind this market’s growth are the increasing demand and the more advanced project management tools.

The right project management app can save one day every week

Based on ClickUp’s analysis, teams switching to ClickUp can save one day every week. They analyzed over 4000 teams during this study. While this was an internal analysis, it is still pretty impressive.

If their numbers are correct, using ClickUp or a proper project management app can save 52 days yearly.

Implementing a project management app can reduce 400 hours of meeting time per year

Wrike’s client confirmed that using this project management app can reduce their time spent on meetings by 400 hours in a year. They reached this by shifting to reviewing work through feedback and comments within Wrike instead of meetings.

On average, project management software helps employees save 498 hours in a year

As per Proofhub’s study, a project management app saves 498 hours on average per year. Moreover, it also increases the project success rate.

Statistics for task management tools

Task management and to-do list apps are essential for staying organized and increasing productivity. Using these apps, you can prioritize tasks, set deadlines, and track progress on your projects.

Additionally, you can easily delegate tasks to team members and collaborate seamlessly. These apps also provide helpful reminders and notifications to ensure that nothing falls through the cracks.

Overall, incorporating task management and to-do list apps into your workflow can greatly improve efficiency and reduce stress.

11.6% of people report spending more than 70% of their task time on productive work

Based on Reclaim AI’s research, only 11.6% of people spend more than 70% of their task time on productive and focused work. This means many people tend to multitask or spend time with irrelevant stuff.

However, a task management app can help you take back your time from these unnecessary activities, as you can easily track what needs to be done.

35% of people use task management apps to track their tasks

According to Project.co, 44% of people manage their task list on paper, 35% utilize task management software, 11% plan their upcoming tasks in a spreadsheet, and the remaining 10% use ‘other’ tools. So, to-do list apps are quite popular, but the good old paper is still on the first page.

Summary

As I work in the productivity apps industry, I find it easier to identify market dynamics and trends. Currently, the productivity apps market size is booming. Many new productivity apps have been launched, and the demand is also increasing for both businesses and individuals. Considering the productivity app market’s statistics, it is safe to say that it will not stop.

These apps are becoming more efficient and offer better and better solutions every year to supercharge your productivity. The advancement of AI also contributed to the evolution of these tools, and many new types of productivity apps, like AI meeting assistants, appeared in the productivity apps market.

Frequently asked questions

How big is the productivity apps market?

As per Cognitive Market Research’s productivity apps market report, the global market size is USD 9651.2 million in 2024. They expect that it will expand at a compound annual growth rate (CAGR) of 9.00% from 2024 to 2031.

Are productivity apps worth it?

Yes, productivity apps were designed to maximize your time and performance. It makes sense to consider in which workflows you spend way more time than you should. Afterward, I recommend checking out some productivity tools, as they can help you to reduce this time so you can focus on more important tasks.

What is the #1 productivity app?

The productivity app market is huge, so there is no number one productivity app. For example, there are different productivity apps for project management and your emails. Also, it always depends on your preferences as well. While some productivity apps work great for individuals, others perform better for teams.