Best apps for organising and planning

Closeup of a man holding a green pen pointing at his iPad

Project management and planning tools and mobile apps make it easier than ever to ditch the pen and go digital. Here is our selection of the best free and paid-for small business apps for iOS and Android phones and tablets that can help you with planning and managing your business more efficiently and effectively

Best apps for planning and project management

With so many project management apps on the market it can be difficult to know which will be best for your business. Much will depend on what your business does and how you do it, where your current inefficiencies lie, the size of your team and your budget. There are free and paid-for versions of most apps. We have reviewed the best project management software in detail, but you can see our top project management apps below.

A simple, visual and customisable project management and planning tool that lets you manage all your team’s work in one place. Quickly and easily see what everyone in your team is working on and manage to-do lists, tasks, and projects across your business.

Use readymade templates or customise and design your own process or workflows. Superb functionality and an intuitive interface make the best planning app for businesses of all sizes. Get a 14-day free trial (no card required). Ongoing plans start at £7 per person a month (minimum three people).


Whether you like seeing your data in boards, charts, or lists, ClickUp* has the view for you. Empowering small businesses with low costs, strong customer support, and a forward-thinking approach, it's project management done right. This classy, collaborative project management tool saves you time and energy, while helping your business scale.


Smartsheet is an award-winning project management software package that can integrate with a host of enterprise systems and apps. Smartsheet brings your people and processes together, delivering real-time insights that allow you to deliver successful outcomes, faster. Visualise your projects with Gantt charts and automate routine, manual tasks, leaving your people free to focus on the work that matters. You can try before you buy with a 30-day free trial.


Visualise project progress, share files, and manage resources, all in one place. Wrike's* project management software helps you avoid delays, collaborate across teams, and seamlessly execute your projects.


teamwork offers all the project management essentials you need. teamwork is easy-to-use, flexible, and feature-rich. It also integrates with a host of tools including Slack, Hubspot and Zapier. Individuals and small teams (up to five people) can use the software for free. There are also paid-for options for businesses managing more complex projects or with larger teams.


Trello aims to make project management fun and flexible, by organising projects into the boards, lists and cards. It’s a simple and intuitive system that offers a great deal of control and visibility for business owners. Free for individuals and small teams.


Slack is a popular business planning app for managing digital teams and is free for small teams. It brings everything related to a project or team together in one place and gives you the ability to share files. There's also an app store where you can add a number of additional integrations. Slack also offers a free trial for paid plans.


Whether it's planning a work project or a family event, ntask helps you stay organised and meet deadlines. See all your tasks and team tasks in a range of views and improve visibility and communication so that your tasks are completed successfully. Free version available. logoOrganise projects and collaborate efficiently is about so much more than tracking your workflows and processes. Through its agile, flexible platform, you can manage your teams, boss your portfolio, and orchestrate seamless collaboration across teams.

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Best apps for to-do lists

Google Tasks

Get things done with Google's plain but popular system for managing, capturing and editing your tasks. It integrates with Gmail and can be synchronised across all your devices, with free Apple and Android apps.

Microsoft To Do

Never lose track of tasks, organise notes and improve productivity with this reliable cloud-based to-do-list app. Use the Task Manager to share lists with colleagues and colour-coded lists to distribute tasks. It’s one of the best free online planners around, from a brand that you can trust.


You can prioritise, set reminders, collaborate with others and plan the best way to tackle tasks with this highly popular to-do-list app. Free for up to 80 projects with up to five people per project. 


Omnifocus records and organises all your to-dos and syncs them so you can get an up-to-date state of play wherever you are. A business planning app powerhouse that's available for iPhone and iPad.

Best business apps for organising your thoughts


A simple way to create sophisticated diagrams, flow charts and process maps. Share with colleagues and collaborate online. 


Mind-mapping software that can help improve the way you brainstorm, capture and organise ideas and plan projects.


Organise your mind with this intuitive mind-mapping tool. Capture ideas and store them in the cloud, or forward to friends and colleagues when inspiration hits.

What are business planning apps?

Business planning apps are programs designed to work on your mobile phone or tablet that make the difficult process of running a business a little bit easier. 

How can I download the business planning apps featured here?

The apps in our round-up can be downloaded to an iOS or Android smartphone or tablet. You can either click the links above or search in the App Store or Google Play store for the app you want to download.

How much do business planning apps cost?

Many of the business apps in our round up are free, but in some cases, you may need to pay a small fee to download the app or pay a monthly subscription. Costs can vary, but nothing here is going to break the bank.

If you already have an existing account with a provider such as Microsoft Office 365, for example, then in most cases you won’t be charged an additional fee to download and use the app.

Will my information synchronise across multiple devices?

Yes. The seamless, and almost instantaneous, sharing of data across platforms is one of the best reasons to use mobile business apps.

If you share the same log in across multiple devices, then your data should be accessible across all platforms. Apps such as Dropbox are designed to share files across devices. Most apps in our test only function with access to a network connection (through your mobile phone provider or a WiFi network) and will automatically update the data held in the cloud without you needing to do a thing.

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