Second Brain Method

13 Best Workflowy Alternatives For Note-Taking & Task Management

Discover top-notch Workflowy alternatives that offer innovative features for efficient note-taking. Choose the best fit for your workflow.

May 11, 2024

Second Brain Method

13 Best Workflowy Alternatives For Note-Taking & Task Management

Discover top-notch Workflowy alternatives that offer innovative features for efficient note-taking. Choose the best fit for your workflow.

May 11, 2024

Second Brain Method

13 Best Workflowy Alternatives For Note-Taking & Task Management

Discover top-notch Workflowy alternatives that offer innovative features for efficient note-taking. Choose the best fit for your workflow.

May 11, 2024

Person Writing on Notebook - Workflowy Alternatives
Person Writing on Notebook - Workflowy Alternatives
Person Writing on Notebook - Workflowy Alternatives

Looking for Workflowy alternatives to improve your productivity and streamline your work? Whether you’re a writer, student, or have an office job, finding the right productivity tool can make a significant difference. Workflowy Alternatives are all about the second brain method, a tool, and method of thinking that can help you become more creative, simplify your life, and make you a more efficient worker. This blog will explore the most popular Workflowy alternatives and introduce you to some amazing apps that can change the way you work and think.

Table of Contents

What Is Workflowy?

Person Setting Up Sticky Notes on the Wall - Workflowy Alternatives

Workflowy stands out for its infinite bullet list system, allowing tasks to be expanded to reveal sub-tasks in an unlimited hierarchy. Whether you’re a student or a business professional, Workflowy offers a minimalist approach to keeping track of your tasks and ideas. The app is available on various platforms and is used by individuals for personal planning as well as professionals for collaboration. Its simplicity and adaptability make it suitable for anything from daily planning to complex project management.

Real-Time Collaboration

One of the key features of Workflowy is real-time collaboration. It allows multiple users to work on the same list simultaneously, viewing changes in real-time.

Quick Search and Tagging

This feature is particularly valuable for teams working on projects or for students collaborating on group assignments. The app offers a quick search and tagging feature, allowing users to find information quickly across their lists. Tags can be used to organize tasks by priority, category, or any other classification that suits the user’s needs. 

Visual Workflow Management with a Kanban board

Workflowy also provides visual workflow management with a Kanban board. This feature helps users visualize their tasks in a workflow, moving them through different stages until completion. 

Auto-Backup System

Workflowy has an auto-backup system that ensures users never lose their data. This system automatically saves all changes made to lists, providing peace of mind to users.

Workflowy’s Clean Interface

Workflowy boasts a clean and simple interface that makes it easy for users to jot down ideas, create lists, and organize tasks. The app’s minimalist design minimizes distractions, allowing users to focus on their work. Workflowy is available on various platforms, including web browsers, iOS, and Android devices. 

Versatility Across Platforms

This versatility ensures that users can access their lists from any device, keeping their tasks organized and accessible at all times.

Accessibility for Non-Users Enhance Its Usability

Workflowy is also accessible for non-users. Users can share their lists with others via a unique link, allowing collaborators to view and edit the lists without needing a Workflowy account. This feature promotes seamless collaboration and makes it easy to share information with others.

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Workflowy Standout Features

Person Writing down Checklist - Workflowy Alternatives

Global Search

The Global Search feature is a powerful tool within Workflowy that allows you to quickly locate specific words, tags, or dates across all your notes. This is especially helpful as your list of tasks grows, making it easier to efficiently find the information you need within your extensive notes.


Tagging in Workflowy enables you to categorize and organize notes using hashtags. This feature enhances searchability and navigation, making it easier to access related tasks and notes quickly. Customizable tag colors add a personalized touch to your organizational system.

Kanban Board

The Kanban Board view organizes tasks into columns, providing a visual representation of workflow stages. This feature is particularly beneficial for tracking the progress of various tasks, making it easier to manage your workload effectively. It can be especially useful in a team collaboration environment.

Live Copy

Workflowy's Live Copy feature allows you to duplicate a piece of text and updates all other copies in real-time when it is edited. This real-time mirroring ensures consistency across your notes and enhances the speed of updating information.

Infinite Nesting

Workflowy enables users to create an unlimited hierarchy of tasks and sub-tasks. This feature allows for detailed organization and categorization, providing a versatile structure for managing projects of varying complexity.

Expand + Collapse

The Expand + Collapse feature allows you to minimize distractions by collapsing sub-tasks and expanding them only when needed. This is useful for focusing on specific tasks while maintaining a streamlined view of the entire project.


Backlinks in Workflowy help you easily navigate between related tasks by linking different parts of your notes. This feature allows you to create a network of interconnected ideas, aiding in understanding and navigating your notes effectively.

No-Login Editing

The No-Login Editing feature enables individuals without a Workflowy account to view or edit shared notes via a link. This feature enhances collaboration, making it easier to work with external partners or individuals outside your organization.

Simple Sharing Permissions

Workflowy provides straightforward options for sharing notes with others, either by creating a view-only link or inviting collaborators to edit. This simplicity promotes collaboration within teams and with external partners.


All changes in Workflowy are saved automatically and quickly, ensuring your work is always up-to-date. This feature reduces the risk of information loss, providing peace of mind as you work on your tasks and projects.

Mobile and Desktop Apps

Workflowy is available across various platforms, including Windows, macOS, Linux, Android, and iOS. This ensures that users can access their notes and tasks on the go or from any device, providing seamless integration into daily life and work routines.

Why You Need To Find A Workflowy Alternative

Two People Setting up Sticky Notes on the Board - Workflowy Alternatives

Limited Free Plan

Workflowy's free plan comes with a 250 monthly bullet limit, which might not be enough for extensive note-taking or task management. This limit can be increased by referring friends, but there is still a cap. The free plan only offers basic sharing options, and essential features like unlimited bullets and increased customization are exclusive to the pro account.

Lacks Essential Integrations

Workflowy does not integrate with popular tools like Jira, Salesforce, Trello, or Google Tasks. Without these integrations, users are restricted to using Workflowy solely for note-taking and cannot connect other favorite apps to the tool.

Too Simple for Complex Task Management

Workflowy's features are not sufficient for managing large tasks efficiently. The app lacks rich text editing capabilities, such as different fonts and headings. It also does not have built-in automated reminders, forcing users to rely on other tools like Google Calendar. The app's basic collaboration features are limited, as it lacks advanced team collaboration features like adding comments alongside documents or annotating PDFs collaboratively. There is no built-in instant messaging feature, requiring teams to communicate via email.

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13 Best Workflowy Alternatives For Note-Taking & Task Management

Two People Sorting Out Taks on the Board - Workflowy Alternatives

1. Otio

Otio is an AI-native workspace designed for knowledge workers, researchers, and students to tackle content overload by providing a unified solution. Users can collect data from various sources, extract key takeaways, and create draft outputs with detailed AI-generated notes and source-grounded Q&A chat. Otio enables users to transition from a reading list to a first draft faster and also facilitates faster research paper/essay writing. 

Here are some standout features of Otio:

  • AI-generated notes on all bookmarks (Youtube videos, PDFs, articles, etc.)

  • Chat functionality with individual links or entire knowledge bases, akin to ChatGPT

  • AI-assisted writing

Let Otio be your AI research and writing partner — try Otio for free today!

2. Trello

Trello, an innovative project application, offers a dynamic and visual way to create interactive to-do lists. The application serves as a robust organizational tool for managing projects and tasks. Some key features of Trello include drag-and-drop functionality, real-time sync, easy file and attachment uploads, in-line editing, checklists with progress meters, and data filtering. 



3. Google Keep

Google Keep is an impressive alternative to Workflowy that allows users to easily write notes, create checklists, and set reminders. The application facilitates seamless syncing across different devices. Key features of Google Keep include meeting notes, reminders, search/filter options, task tagging, handwriting recognition, notes management, reporting/analytics, tagging, and to-do lists. 



4. Notion

Notion is an all-in-one workspace that streamlines databases, notes, wikis, and tasks. The tool's flexible structure enables users to create and manage content efficiently. Notion allows users to integrate their favorite apps with their notion pages for enhanced productivity. Notable features of Notion include filters for comprehensive search, Android and iOS apps for cross-device accessibility, smart notifications, intelligent grouping, question surfacing, an intelligence layer for auto-learning, email highlighting, smart multi-swiping, and snooze functionality. 


  • Free trial available

  • $5/month for full version

5. nTask

nTask is a robust list creation application that assists users in storing thoughts and tasks for future reference. The application prioritizes task management to enhance efficiency and productivity. Key features of nTask include project management for overseeing projects and their development processes, risk management to mitigate project risks, to-do list creation for task storage, and time management for effective task and process management. 


  • Free trial available

  • Paid subscription starts at $3

6. Todoist

Todoist is a top-tier alternative to Workflowy for creating organized to-do lists to manage personal and professional tasks effectively. The application provides task management features, allowing users to streamline task lists and collaborate with team members. Key features of Todoist include task management, task sharing and collaboration, interactive to-do list creation, multiple priorities for task hierarchy, and project templates for easy work initiation. 


  • Free trial available

  • Premium subscription starts at $28.99/year

7. Taskade

Taskade is an all-in-one collaboration tool designed for remote teams to streamline project ideation and execution. The application includes features such as night mode, views and templates, video and voice calls, push notifications, recurring tasks, themes and backgrounds, due dates and reminders, team chat, real-time syncing, and mobile and desktop apps. 


  • Free and Pro plans available

  • Pro plan priced at $10/month

8. Apple Notes

Apple Notes is an iOS-based list app that offers basic note-taking functionalities. Users can access the app across various Apple devices and browsers. Key features of Apple Notes include pinning favorite notes, adding attachments like photos and videos, creating checklists, and organizing notes into folders. 


  • Free

  • iCloud storage available starting at $0.99/month for 50GB

9. Microsoft OneNote

Microsoft OneNote is a free note-taking app that offers virtual sticky notes, templates for recurring projects, and custom tags. The application is a suitable alternative to Evernote, featuring revision options with highlighting and ink annotations, collaborative note-sharing, web clipping, and templates for budgeting, planners, and trackers. 



10. Dropbox Paper

Dropbox Paper is a productivity tool that facilitates team brainstorming and collaboration. The application allows co-editing, commenting, annotating, and media embedding to visualize ideas effectively. Dropbox Paper offers various plans tailored to different user needs. Key features include meeting minute creation, task assignment and due dates, template support for brainstorming, content calendar, creative briefs, and on-the-go idea jotting. 


  • Basic (free)

  • Advanced ($25/month per user)

11. Microsoft Project

Microsoft Project is a popular project management platform featuring online Gantt chart software integration with Microsoft PowerPoint. The tool offers powerful features, detailed options, Gantt chart visualization for timeline information, and a wide range of templates. 


  • Project Plan 1: $10/user/month

  • Project Plan 3: $30/user/month

  • Project Plan 5: $55/user/month

12. Teamwork

Teamwork is a comprehensive project management software and Workflowy alternative known for its task management and project planning modules. The software offers customization options, native features like an invoicing tool with built-in timesheets, and functional mobile apps for on-the-go usage. 


  • Free Forever

  • Deliver: $9.99/user/month

  • Grow: $17.99/user/month

13. is a user-friendly application for task assignments, project tracking, and online team collaboration. The platform is ideal for remote and client collaborations, offering tools that require minimal training. Some key features of include centralized communication, visual user interface, and project-specific tool integration and branding. 


  • Free for up to 5 creator users

  • Team: $8/creator user/month

  • Agency: $12/creator user/month

Choosing The Ideal Workflowy Alternative For Your Needs

Project List is Placed on the Table along with Laptop - Workflowy Alternatives

When considering alternatives to Workflowy, it's essential to assess the features and functionalities they offer. Look for options that not only match but also improve upon Workflowy’s capabilities. Evaluate if the alternatives provide features like nested lists for hierarchical organization, tagging to categorize tasks, collaboration tools for team projects, and customization options to tailor the tool to your unique workflow. Make sure the alternative you choose has the features you need to manage your tasks efficiently and effectively. 

User Reviews and Ratings

Another crucial factor to consider when choosing a Workflowy alternative is the feedback from current users. Check platforms like G2 and Capterra for user reviews and ratings to get a sense of user satisfaction and the performance and usability of the alternatives. Pay attention to the comments and ratings to understand the pros and cons of each tool. Real user experiences can provide valuable insights that help you make an informed decision.

Pricing and Plans

Pricing is a significant consideration when exploring alternatives to Workflowy. Review the pricing structure of each alternative, including free plans, premium features, and discounts for annual subscriptions. Ensure that the cost is within your budget and aligns with the value you get from the features provided. Evaluate if the features offered in the premium plans are essential for your task management needs and if the price is justified.

Ease of Use

Opt for alternatives that are user-friendly and intuitive to ensure a smooth transition and efficient task management. Evaluate the learning curve and interface design of each option to see if it fits your preferences. A simple, easy-to-navigate tool can increase productivity and lead to a more seamless task management experience. 

Compatibility and Integration

Check if the alternative integrates well with other tools you use daily, such as calendar apps, email clients, or project management platforms. Ensure that the alternative is compatible with various devices and operating systems to support your workflow. Seamless integration and compatibility will enhance your productivity and workflow efficiency.

Scalability and Customization

 Choose a Workflowy alternative that can scale with your growing projects and needs. Look for customization options that allow you to tailor the tool to your specific workflow and preferences. A scalable tool with customization options can adapt to your evolving needs and provide a more personalized task management experience.

Support and Updates

When selecting a Workflowy alternative, consider the level of customer support provided by the alternative. Look for documentation, tutorials, and responsiveness to queries to ensure you can get help when needed. Regular updates and improvements indicate a commitment to enhancing the software and addressing user feedback for a better user experience.

Why Otio Is A Better Workflowy Alternative — Try Otio for Free Today

Otio is a game-changer for knowledge workers, researchers, and students seeking an efficient solution to content overload. In a world where creating content is as easy as clicking a button, Otio steps in to streamline the research and writing process. This AI-native workspace is designed to simplify workflows and expedite the journey from information gathering to creation.

Collect Diverse Data Sources with Ease

One of the primary challenges faced by researchers is the aggregation of data from various sources. Otio simplifies this process by allowing users to collect a wide range of data, including bookmarks, tweets, books, PDFs, articles, and YouTube videos. This comprehensive approach ensures that all relevant information is easily accessible within a single platform.

AI-Generated Notes for Enhanced Understanding 

Understanding and summarizing vast amounts of information are critical tasks for researchers. Otio's AI-generated notes provide detailed insights into collected sources, enabling users to extract key takeaways efficiently. These notes are invaluable for creating comprehensive research papers and essays with accuracy and speed.

Rapid Creation of Draft Outputs 

Once the data is curated and insights are extracted, Otio enables users to transition seamlessly from their reading list to the first draft. By streamlining this process, Otio empowers researchers to enhance their productivity and produce high-quality output in a shorter timeframe.

Seamless Communication through Chat Features

Otio offers a unique feature that allows users to chat with individual links or entire knowledge bases, mimicking a conversation with ChatGPT. This interactive chat functionality enhances collaboration and enables users to engage deeply with their sources, leading to more informed and robust outputs.

AI-Assisted Writing for an Extra Edge 

In addition to its data collection and organization capabilities, Otio provides AI-assisted writing functionalities. This feature augments the writing process by offering suggestions, guidance, and insights to improve the quality and depth of the final output.

Try Otio for Free Today!

Otio is the ultimate AI research and writing partner for anyone looking to streamline their workflow, improve productivity, and enhance the quality of their outputs. Experience the power of Otio firsthand by trying it for free today and revolutionize the way you approach research and writing.

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Join thousands of other scholars and researchers

Join thousands of other scholars and researchers

Join thousands of other scholars and researchers