35 Free Productivity Apps if You’re Drowning in Tasks

Want to update your apps and improve performance? This guide covers learning tools, time management apps, project organizers, and more — all with the latest features and pricing as of 2025. 

Productivity apps keep evolving (hello, unlimited Zapier workflows and OpenAI's new model GPT-5!), so we've verified every detail to make sure you're getting current information. 

Plus, we'll show you how Headway fits into your productivity toolkit as a trusted companion that turns learning into a daily habit. Because while apps organize your tasks, Headway feeds your mind with insights from the world's best books in just 15 minutes a day.

Quick answer: What are the best free productivity apps for your goals?

35 best productivity apps of 2025

From AI assistants that think alongside you to project management tools that keep your team in sync, these free apps prove that free doesn't mean limited!

Best free learning-oriented productivity tools

1. ChatGPT

ChatGPT is an AI-powered conversational assistant developed by OpenAI. It uses language models to generate human-like text responses. ChatGPT assists with generating creative ideas, coding, text, research, and images.

Best for:

• Individuals seeking quick answers or brainstorming ideas

• Professionals needing assistance with writing, coding, or problem-solving

• Students looking for tutoring or detailed explanations

• Content creators who want help with creative projects

Key features:

• 10-60 messages with GPT-4o every 5 hours (free tier)

• File uploads, web browsing for real-time information

• DALL-E image generation

• Canvas collaborative workspace for writing and coding

Where it can be downloaded:

• Web version accessible via any browser

• Desktop apps for Windows 10+ and macOS 14 on Apple Silicon

• Mobile apps for iOS and Android

• No official Linux support

What you need to know before starting:

• Creating an OpenAI account is required with email or phone verification

• Free tier message limits reset every 5 hours

• ChatGPT Plus ($20/month) provides 80 messages to GPT-4o per 3 hours

• ChatGPT Pro ($200/month) offers unlimited GPT-5 access for power users

2. Claude

Claude is Anthropic's AI assistant that excels at thoughtful analysis and creative tasks. It handles complex documents and provides responses that feel more like talking to a knowledgeable colleague than a machine.

Best for:

• Writers and editors who need detailed feedback

• Developers working with code review and debugging

• Researchers analyzing long documents

Key features:

• 200,000-token context window for long documents

• Vision capabilities for image analysis

• Paid plans (like Pro Plan for $20/month or Max Plan for $100/month) provide features like Projects and Artifacts for creating and editing content

Where it can be downloaded:

• Web version at claude.ai

• iOS mobile app

• Android app (launched August 2025)

• API access for developers

What you need to know before starting:

• The free tier has daily message limits that reset periodically 

• Claude Pro ($20/month or $17/month annually) provides 5x more usage

• Can browse the web, but can't generate images

3. Gemini

Gemini is Google's AI assistant that seamlessly integrates with your Google Workspace. It turns your Drive, Gmail, and Spreadsheets into an interconnected powerhouse with AI at the center.

Best for:

• Google Workspace users who want integrated AI

• Students and researchers requiring document analysis

• Teams already using Google services

Key features:

• Generous daily Search grounding quotas that may vary by account

• Direct integration with Google Drive, Docs, and Gmail

• File uploads supporting up to 1,500 pages

• Custom Gems (personalized AI assistants)

• Deep Research for comprehensive topic exploration

Where it can be downloaded:

• Web version at gemini.google.com

• Android and iOS apps

• Built into Google Workspace apps

• Chrome extension available

What you need to know before starting:

• Works best if you're already using Google services

• Privacy settings affect how it accesses your Google data

• Google AI Pro ($19.99/month) includes Gemini 2.5 Pro and 2TB storage. Google AI Ultra ($29.99/month) adds video generation and 30TB storage

4. Perplexity

Perplexity combines AI conversation with real-time web search, always providing sources for its answers. It's like having a research assistant who never makes claims without backing them up.

Best for:

• Researchers who need cited sources

• Students writing papers

• Professionals fact-checking information

• Anyone who values accuracy with citations

Key features:

• Unlimited quick searches with citations

• Real-time web access for current information

• File uploads for analysis

• 5 daily Pro searches with advanced AI models (resets at 24 hours)

Where it can be downloaded:

• Web version accessible anywhere

• iOS and Android mobile apps

• Chrome extension for quick searches

• Desktop apps available

What you need to know before starting:

• Sources are always visible, making fact-checking easy

• Perplexity Pro ($20/month) offers 300+ Pro searches daily

• Perplexity Max ($200/month) provides unlimited Labs usage

5. NotebookLM

NotebookLM is Google's experimental AI tool that transforms your documents into interactive study materials. Upload your sources and watch it create study guides, FAQs, mind maps, and even podcast-style audio discussions.

Best for:

• Students creating study materials

• Researchers organizing reviews

• Content creators who need audio summaries

• Teams that want to understand complex documents quickly

Key features:

• 100 notebooks with 50 sources each (free tier)

• AI-generated podcast summaries (3 daily)

• 50 chat queries daily

• Automatic FAQ and study guide creation

• Multi-document cross-referencing

Where it can be downloaded:

• Web version only at notebooklm.google.com

• Works on any device with a browser

• iOS and Android mobile apps

What you need to know before starting:

• Currently free

• Supports file types like PDFs, Google Docs, copied text, and links from websites or YouTube

• Audio generation can take several minutes

• NotebookLM Plus ($20/month via Google One AI Premium) offers 500 notebooks

6. Headway

Headway transforms bestselling nonfiction books into 15-minute summaries you can read or listen to anywhere. It's your pocket library of big ideas, making learning a daily habit instead of a distant goal.

Best for:

• Busy professionals who want to stay informed

• Lifelong learners with limited reading time

• Commuters who want productive travel time

• Anyone building a daily learning habit

Key features:

• 2,000+ book summaries in the app across all categories. Audio and text formats for every summary

• A limited book summaries library available for free in a web version without registration

• Daily insights and personalized recommendations

• Progress tracking and achievement system

Where it can be downloaded:

• iOS and Android mobile apps

• Web version available on https://app.makeheadway.com/auth/log-in 

What you need to know before starting:

• The free version offers one summary daily

• A 7-day free trial unlocks the full library

• Premium plans: $12.99/month or $89.99/year

Best free apps for project management

7. Notion

Notion combines notes, databases, kanban boards, and wikis into one flexible workspace. It's like digital LEGO blocks for productivity! You can build whatever system works for you, plus integrate other tools like Google Calendar, Slack, GitHub, etc.

Best for:

• Solopreneurs managing everything in one place

• Students organizing notes and projects

• Small teams that need a knowledge base or project management system

• Content creators planning and tracking

Key features:

• Unlimited pages and blocks for personal use

• Database views (table, board, calendar, gallery)

• Templates for every use case

• Real-time collaboration

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android mobile apps

• Web version for any browser

• API for custom integrations

What you need to know before starting:

• Free plans with 2+ owners have a 1,000 block limit, counted since signup. Deleting blocks doesn't reduce it

• The free plan allows up to 10 guests. Plus plan ($10/user/month) supports 100 guests

• AI features require a Business plan ($20/user/month) after trial

8. Todoist

Todoist turns natural language into organized tasks. You can type "meeting tomorrow at 2pm" and it knows exactly what you mean.

Best for:

• Individuals who want simple task management

• People who think in natural language

• Cross-platform users

• GTD (Getting Things Done) practitioners

Key features:

• Natural language input

• Five personal projects on a free tier (300 tasks per project)

• Basic collaboration features

• Karma productivity tracking

• Cross-platform sync

Where it can be downloaded:

• Windows, Mac, and Linux apps

• iOS and Android apps

• Browser extensions available

• Web version for any browser

What you need to know before starting:

• Limited to 5 personal projects on a free plan

• Pro ($4/month) unlocks unlimited projects

• Business ($6/month) for team features

• Three custom filters on the free tier vs 150 on paid plans

9. TickTick

TickTick combines task management with habit tracking and a Pomodoro timer. It's an all-in-one productivity system that grows with your needs.

Best for:

• People who want tasks and habits together

• Calendar-focused planners

• Students managing assignments

• Anyone building new routines

Key features:

• Nine lists on a free plan (99 tasks per list, 19 subtasks per task)

• Built-in habit tracker

• Pomodoro timer integration

• Calendar view

• Voice input for tasks

What you need to know before starting:

• Habit tracking is included for free

• Premium ($35.99/year or ~$2.99/month) removes all limits

• Full calendar functionality requires a premium

10. Asana

Asana offers professional project management for free to teams of up to ten people. It's perfect for multiple projects, and you can start using Asana without special training.

Best for:

• Teams that need real project management

• Marketing fellows tracking campaigns

• Product teams managing development

Key features:

• Free for up to 10 users (reduced from 15 in 2025)

• Unlimited tasks and projects

• List, board, and calendar views

• Dashboard and reporting

• Custom fields and ready-to-use templates

• Integrations with 200+ tools

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android mobile apps

• Web version available

What you need to know before starting:

• Timeline (Gantt) view requires a Starter plan ($10.99/user/month)

• Forms and custom fields need paid plans

• Advanced features at $24.99/user/month

11. Trello

Trello pioneered the kanban board approach to project management. Its visual simplicity makes complex projects feel manageable.

Best for:

• Visual thinkers and planners

• Content calendars and editorial workflows

• Event planning and coordination

• Agile and Scrum teams

Key features:

• Unlimited personal boards

• 10 boards per workspace on a free plan

• Drag-and-drop card management

• Butler automation (250 command runs monthly for free)

• Unlimited Power-Ups (since 2025)

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android mobile apps

• Web version available

What you need to know before starting:

• Limited to 10 boards per workspace on a free tier

• Standard plan ($5/user/month) increases automation to 1,000 runs. Premium ($10/user/month) offers unlimited automation

• File attachments are limited to 10MB on the free plan

 12. Kanban Tool

Kanban Tool offers pure Kanban methodology without extra complexity. It's laser-focused on visual workflow management.

Best for:

• Kanban methodology purists

• Manufacturing and production teams

• Small teams that want simplicity

• Visual workflow optimization

Key features:

• Real-time collaboration

• Time tracking is built in

• Analytics and reports

• Card templates

• Swimlanes for organization

Where it can be downloaded:

• Web version only

• Mobile web interface available. No dedicated mobile apps

• API for integrations

What you need to know before starting:

• Free plan includes two boards, two users, and no file attachments 

• Paid plans: Team €6/$6 and Enterprise €11/$11 per user/month

13. Evernote

Evernote pioneered digital note-taking but has fallen behind competitors. The free tier restrictions make it hard to recommend for serious use.

Best for:

• Long-time users with existing content

• Basic note-taking needs

• Web clipper users

• Document scanning (mobile)

Key features:

• Note organization with notebooks

• Web clipper for saving articles

• Document scanning with OCR

• Basic search functionality

• Templates for common notes

Where it can be downloaded:

• Windows, Mac, and Linux apps

• iOS and Android apps

• Web version available

What you need to know before starting:

• Severely limited to 50 notes and one notebook on the free plan

• Only one device can sync on the free tier (major limitation)

• 250MB monthly upload limit (increased from 60MB)

• Personal plan ($129.99/year) removes restrictions

Best free focus and time-management apps

14. Focus To-Do

Focus To-Do combines the Pomodoro Technique with comprehensive task management. It turns your to-do list into focused work sessions, helping you accomplish more while avoiding burnout.

Best for:

• Students managing study sessions

• Remote workers fighting distractions

• Anyone struggling with task completion

• Teams that need shared productivity tracking

Key features:

• Unlimited tasks and projects on a free tier

• Cross-platform synchronization (requires premium)

• Pomodoro timer with customizable intervals

• White noise and focus sounds

• App blocking feature with a whitelist (premium)

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android mobile apps

• Chrome and Edge browser extensions

• Web version for any browser

What you need to know before starting:

• The new feature prevents phone distractions during focus time

• Basic premium starts at $1.99, lifetime access at $11.99 (prices vary by store/region)

• App blocking feature included in premium versions

15. Forest

Forest gamifies focus time by growing virtual trees while you work. Leave the app, and your tree dies. It's surprisingly effective at keeping you off your phone.

Best for:

• Students battling phone addiction

• Workers struggling with deep work

• Environmental enthusiasts (real trees get planted)

Key features:

• Virtual forest grows with your focus time

• 90+ tree species to unlock

• Real tree planting (max five trees per user, 2,500 coins each)

• Friend challenges and leaderboards

• Tag system for tracking different activities

Where it can be downloaded:

• iOS and Android mobile apps

• Chrome extension (free)

What you need to know before starting:

• The Android free version includes ads; Pro upgrades are available

• The iOS version requires an upfront payment ($3.99), no free option

• Partnership with Trees for the Future planted 1.5+ million real trees

• Whitelist allows certain apps during focus time

16. Be Focused

Be Focused brings clean, simple Pomodoro timing to Apple devices. Its minimalist design philosophy means less time fiddling with settings and more time getting work done.

Best for:

• Mac and iOS users who want native apps

• Minimalists who prefer simple tools

• Individuals tracking personal productivity

• Apple ecosystem fans

Key features:

• Clean Pomodoro timer interface

• Task list integration

• Daily goal tracking

• Break reminders

• App/website blocking on Mac (Pro version)

Where it can be downloaded:

• Mac App Store

• iOS App Store

• No Windows, Android, or Linux versions

• Apple Watch app included

What you need to know before starting:

• The free version handles basic timing needs

• The Pro version enables cross-device sync and removes ads

• Be Focused Pro costs $12.99 each for iOS and Mac ($25.98 total)

• Apple-only limits team collaboration

17. Clockify

Clockify offers unlimited time tracking for unlimited users. Yes, even on the free plan! It's the most generous time tracking tool available. You can run unlimited projects with basic reporting, which is perfect for freelancers and growing teams. 

Best for:

• Freelancers tracking billable hours

• Small businesses managing team time

• Remote teams that need transparency

• Anyone seeking detailed time analytics

Key features:

• Unlimited users, projects, and clients on a free plan

• Unlimited time tracking entries

• Basic reporting and analytics

• Timer and manual time entry

• Team dashboard views

Where it can be downloaded:

• Windows, Mac, and Linux desktop apps

• iOS and Android mobile apps

• Chrome, Firefox, and Edge extensions

• Web version for any browser

What you need to know before starting:

• Completely free for core time tracking

• Basic paid plan starts at $3.99/user/month

• Enterprise tier at $11.99/user/month includes SSO

• Full Linux desktop app support available

18. Toggl Track

Toggl Track automates time tracking with smart suggestions and one-click timers. It learns your patterns and makes tracking almost effortless.

Best for:

• Consultants who need accurate billing

• Creative professionals tracking projects

• Small teams (up to five users free)

• People who often forget to track time

Key features:

• Automatic time tracking suggestions

• Pomodoro timer built-in

• Offline time tracking

• Basic reporting (two grouping levels on the free tier)

Where it can be downloaded:

• Windows, Mac, and Linux desktop apps

• iOS and Android mobile apps

• Browser extensions for all major browsers

• Web version available

What you need to know before starting:

• Five user limit on the free plan

• Starter plan ($10/user/month) needed for larger teams

• Premium ($20/user/month) for advanced features

• Native Linux desktop application available

Best free apps for automating workflows

19. Zapier

Zapier connects over 7,000 apps without coding. Its 2025 update removed workflow limits, making automation accessible to everyone.

Best for:

• Non-technical users who want automation

• Small businesses streamlining operations

• Content creators managing multiple platforms

• Anyone connecting to popular apps

Key features:

• Unlimited workflows (Zaps) on all tiers (new in 2025)

• 100 tasks per month on a free tier

• Two-step workflows only (free tier)

• 7,000+ app integrations

• Pre-built templates

Where it can be downloaded:

• Web-based platform only

• Mobile app for monitoring

• Chrome extension for web automation

What you need to know before starting:

• Task limits can be reached quickly with active workflows

• In 2025, it removed all Zap limits across tiers

• Multi-step workflows need a Professional plan ($29.99/month)

 20. n8n

n8n provides unlimited automation when self-hosted. It's the most powerful free option if you have technical skills.

Best for:

• Developers and technical teams

• Companies that want data control

• Complex automation needs

• AI and machine learning workflows

Key features:

• Unlimited workflows and executions (self-hosted)

• 400+ integrations

• Visual workflow builder

• Code customization is possible

• All plans include unlimited workflows and users

Where it can be downloaded:

• Self-hosted via Docker or npm

• Desktop app for local testing

• Cloud version available (paid)

• Source code on GitHub

What you need to know before starting:

• Requires technical knowledge for self-hosting (Docker, 1GB RAM VPS minimum)

• Cloud Starter costs $20/month for 2,500 executions

• Fair-code license (not fully open source)

• Docker and server management are needed

 21. Make.com

Make (formerly Integromat) balances visual power with simplicity. Its visual approach makes complex automations understandable. No deep technical knowledge is needed.

Best for:

• Non-technical users who want to optimize their processes

• Data transformation needs

• Multi-branch workflows

Key features:

• 1,000 operations monthly (free)

• Three active scenarios maximum on the free tier

• Visual workflow design

• Routers and filters

• Error handling

Where it can be downloaded:

• Web-based platform. No desktop apps

• Mobile apps for monitoring

• API available

What you need to know before starting:

• Operations are consumed quickly with complex workflows

• Core plan ($9/month) provides 10,000 operations

• Learning curve for advanced features

Best apps for work meetings

22. Zoom

Zoom has become the video calling standard for good reason. Even with its 40-minute limit, the free tier offers professional-grade features.

Best for:

• Educators and trainers

• Large group meetings

• Webinars and presentations

• Cross-platform teams

Key features:

• 40-minute meetings with 100 participants (free tier)

• Screen sharing and annotation, breakout rooms

• Local recording is only available on the free plan

• Virtual backgrounds

Where it can be downloaded:

• Windows, Mac, and Linux desktop apps

• iOS and Android apps

• Browser-based option

• Google Chrome and Firefox extensions are available

What you need to know before starting:

• 40-minute limit for both 1-on-1 and group meetings on the free tier

• Cloud recording needs Pro plan ($14.99/user/month)

• AI Companion requires paid plans

23. Google Meet

Google Meet integrates seamlessly with Google Workspace. Perfect if you're already using Gmail and Calendar.

Best for:

• Google Workspace users

• International teams (useful translation feature)

• Browser-based meetings

Key features:

• 60-minute meetings for groups, 24 hours for 1-on-1 (free tier)

• 100 participants maximum

• Live captions in multiple languages

• Screen sharing (no recording on the free tier)

• Noise cancellation

Where it can be downloaded:

• Web browser (no download needed)

• iOS and Android apps

• Chrome extension available

What you need to know before starting:

• Works best with a Google account

• Recording requires Business Standard ($12/user/month)

• Gemini AI notes require an eligible paid account

• Free tier doesn't include recording capabilities

24. Microsoft Teams

Microsoft Teams combines video meetings with persistent chat and file sharing. It's a complete collaboration platform, not just for video calls.

Best for:

• Microsoft 365 organizations

• Document-heavy collaboration

• Persistent team communication

• Hybrid work environments

Where it can be downloaded:

• Windows, Mac, and Linux apps

• iOS and Android apps

• Web version available

• Integrated into Office apps

Key features:

• 60-minute group meetings, 30-hour 1-on-1 calls (free)

• 100 participants

• Chat persistence

• File sharing (5GB per user)

• Screen sharing

• Recording (requires paid Microsoft 365 business plans)

What you need to know before starting:

• Best with a Microsoft account

• Advanced features need Microsoft 365

Best free apps for communication

 25. Outlook

Outlook combines email, calendar, and contacts into a professional communication hub. Microsoft's continuous updates keep it competitive with modern needs.

Best for:

• Business professionals

• Microsoft ecosystem users

• People managing multiple email accounts

Key features:

• Focused inbox with AI sorting

• Integrated calendar and tasks

• 15GB free email storage + 5GB OneDrive

• Advanced search capabilities

• Email templates and rules

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android apps

• Web version (Outlook.com)

What you need to know before starting:

• Attachment limits: 20MB (internet accounts), 150MB (Microsoft 365)

• An ad-free experience requires a paid subscription

• New Outlook for Windows is free; classic Outlook remains part of Microsoft 365

26. Slack

Slack revolutionized team communication with channels and integrations. Even the free tier handles small team needs effectively.

Best for:

• Big and small remote teams

• Startups

• Project-based communication

• Communities and groups

Key features:

• Unlimited users on a free plan 

• Searchable message history

• 10 app integrations on the free tier

• 1-on-1 video calls

Where it can be downloaded:

• Windows, Mac, and Linux desktop apps

• iOS and Android apps

• Web version available

What you need to know before starting:

• Message history is limited to 90 days on the free tier; content older than one year is deleted

• Only 10 app integrations on the free plan

• Pro plan ($7.25/user/month) unlocks full history

• Business+ ($15/user/month) includes 99.99% uptime SLA

27. Gmail

Gmail remains the email standard with powerful features and spam protection. Its AI features and integrations make it more than just email.

Best for:

• Personal email users

• Google ecosystem users

• Small businesses starting out

Key features:

• 15GB storage

• Industry-leading spam filtering

• Labels and filters

• Smart compose and reply

Where it can be downloaded:

• Web version

• iOS and Android apps

What you need to know before starting:

• Storage shared with Google Drive and Photos

• Google Workspace Business Starter ($7.20/user/month, varies by region) adds 30GB pooled storage

• Ads are displayed in the free version

• Attachment limits: 25MB sending, 50MB receiving

Best free storage apps

28. Dropbox

Dropbox pioneered cloud storage syncing and remains reliable despite limited free storage. It’s a quality over quantity approach.

Best for:

• Light storage needs

• File synchronization focus

• Sharing with non-technical users

• Document collaboration

Key features:

• 2GB free storage

• File versioning (30 days)

• Shared folders

• Paper for documents

Where it can be downloaded:

• Windows, Mac, and Linux apps

• iOS and Android apps

• Web interface

• Browser extensions

What you need to know before starting:

• Only 2GB of storage on the free tier

• Three device limit on the free plan

• Plus plan ($9.99/month) adds 2TB. Professional ($16.58/month) includes 3TB and a 180-day version history

29. Google Drive

Google Drive offers the most generous free storage at 15GB, plus unlimited collaboration on Google Docs, Sheets, and Slides.

Best for:

• Google Workspace users

• Document collaboration

• Photo backup (via Google Photos)

• Students and educators

Key features:

• 15GB free storage (market-leading)

• Real-time collaboration

• Version history

• AI-powered search

• Offline access

Where it can be downloaded:

• Windows and Mac desktop apps

• iOS and Android apps

• Web interface

• Built into Chromebooks

What you need to know before starting:

• Storage is shared across Google services

• Google One Basic ($1.99/month) adds 100GB

 30. Box

Box targets enterprise users with security features, but the free tier has significant limitations for personal use.

Best for:

• Business document management

• Compliance-focused storage

• Enterprise collaboration

Key features:

• 10GB free storage

• Enterprise-grade security

• Version history

• Admin controls

Where it can be downloaded:

• Windows and Mac apps

• iOS and Android apps

• Web interface

• Integration with Office 365

What you need to know before starting:

• 250MB file size limit on uploads (major restriction)

• Personal Pro ($10/month) for 100GB. Business plans start at $5/user/month

Best free apps for mind mapping

31. Freeform

Apple's Freeform offers unlimited canvas space for visual thinking. Works only within the Apple ecosystem.

Best for:

• iPad users with Apple Pencil

• Visual brainstorming

• Creative professionals on Mac

• Apple ecosystem teams

Key features:

• Infinite canvas (completely free)

• Real-time collaboration (up to 100 collaborators)

• Handwriting support

• Media embedding

• iCloud sync

Where it can be downloaded:

• Mac

• iPad and iPhone

• iCloud.com (limited)

What you need to know before starting:

• Apple devices only (no Windows/Android)

• Requires newer OS versions (macOS 13+)

• No size limitations on boards

32. OneNote

Microsoft OneNote provides infinite notebooks for free, with excellent handwriting support and Office integration.

Best for:

• Microsoft Office users

• Note-taking and organization

• Cross-platform note access

Key features:

• Unlimited notebooks

• Handwriting and drawing

• Audio recording

• Math equation support

Where it can be downloaded:

• Windows and Mac apps

• iOS and Android apps

• Web version

• Built into Windows

What you need to know before starting:

• Sync requires a Microsoft account

• 5GB OneDrive storage on the free tier

• Microsoft 365 ($69.99/year) adds 1TB storage

 33. Whiteboard

Whiteboard brings collaborative drawing to Microsoft Teams and standalone use. Perfect for visual meetings and brainstorming.

Best for:

• Team meetings brainstorming

• Remote collaboration

• Teaching and training

• Design thinking sessions

Key features:

• Unlimited boards

• Infinite canvas size

• Real-time collaboration

• Templates and grids

• Teams integration

Where it can be downloaded:

• Windows 10/11 app

• iOS and Android apps

• Web version

• Integrated in Teams

What you need to know before starting:

• Best with a Microsoft account

• Enhanced features with Microsoft 365 ($6-22/user/month)

• Touch or pen input recommended

• The standalone app is completely free.

34. Miro

Miro leads visual collaboration with powerful features and a generous free tier. It's the designer's choice for remote workshops.

Best for:

• Design teams

• Remote workshops

• Agile planning

• Strategic planning

Key features:

• Editable boards. 5,000+ templates available

• Unlimited team members

• Video chat integration

• Real-time collaboration

Where it can be downloaded:

• Windows and Mac apps

• iOS and Android apps

• Web version

What you need to know before starting:

• Only three boards on the free plan

• Starter plan ($8/member/month) for unlimited boards

• 25 AI credits per member monthly on paid plans

35. Figma

Figma includes FigJam for whiteboarding alongside its design tools. Perfect for teams already using Figma for design work.

Best for:

• Design teams

• Product planning

• User journey mapping

• Creative brainstorming

Key features:

• Three Figma and three FigJam files (free tier)

• Unlimited collaborators

• AI content generation

• Design system integration

• Version history

Where it can be downloaded:

• Windows and Mac desktop apps

• Web version

• iOS and Android

What you need to know before starting:

• File limits on the free tier (3 Figma + 3 FigJam). Limits vary by workspace

• Organization tier is $55/month. Enterprise reaches $90/month

Make productivity a habit with Headway

Start small. Pick one or two apps that address your biggest pain points. Maybe it's Focus To-Do for better time management or Notion for organizing scattered notes. Master these before adding more tools to your stack.

Remember, apps are just tools, but the most important element is always you and your mindset. Building productivity isn't about having the perfect app setup. It's about creating sustainable habits that stick.

The key to lasting change? Make learning part of your daily routine. That's where Headway comes in. Instead of overwhelming yourself with entire books or long podcasts on productivity, you can get key insights in just 15 minutes per day.

Reading one book summary daily means 365 big ideas per year. That's transformative knowledge about productivity, habits, and success – all without the overwhelm of traditional reading.

Here are three productivity books to start with on Headway for free right now:

1. 'Eat That Frog! 21 Ways to Stop Procrastinating and Get More Done in Less Time' by Brian Tracy

2. 'Get Out of Your Own Way' by Dave Hollis

3. 'Badass Habits' by Jen Sincero by Kevin Kruse

Choose tools that support your goals, not complicate them. And most importantly, be patient with yourself as you build these new habits. 

Productivity app fit test: Which free tools are right for you?

Answer each question with "Yes" or "No". At the end, you will see app recommendations based on your needs.

How to build your own productivity system

The productivity app landscape in 2025 offers dozens of free tools, but the key to success is choosing the right ones for your specific needs and using them consistently.

For most people, a simple stack works best: an AI assistant like Claude or Gemini for quick help, Notion for project organization, a focus app like Forest or Focus To-Do for time management, and Headway for continuous improvement on the go. 

The best productivity system is the one you'll actually use. So, pick your tools and focus on consistency over complexity. Your future productive self will thank you.