)
)
I’ve tested more productivity tools than I can count, and trust me, not all of them live up to the hype. Some made me feel like I needed a PhD just to set up a project, while others were basically to-do lists wearing a fancy hat.
But when you land on the right one, it’s like trading in a messy junk drawer for a perfectly labeled toolbox. Suddenly, deadlines aren’t slipping through the cracks, tasks aren’t vanishing into thin air, and you actually feel in control instead of constantly chasing your tail.
I’ve rounded up the 10 best team productivity tools for 2025—the ones that truly make a difference and can make your work-life easier, not just prettier.
What are team productivity tools?
Team productivity tools are software applications and platforms that help groups work together more efficiently and effectively by improving collaboration, streamlining workflows, automating tasks, and managing projects. They cut down on back-and-forth emails and random chat pings. The best team productivity tools keep everything in one place.
Why are team productivity tools important?
Team productivity tools are important because, without them, work can quickly get out of hand. The best team productivity tools give your team structure without adding stress. They make it easy to see who’s responsible for what, when projects are due, and how every task connects to the bigger picture. When you have that kind of clarity, your team isn’t just working harder, they're working smarter.
Quick glance: Top 10 team productivity tools
Tool
10 Best team productivity tools for 2025
There are so many options out there that it can feel overwhelming to pick the right tool, but don’t worry I’ve got you covered.
To build my list of the best team productivity tools, I’ve evaluated each tool under the following criteria:
Collaboration features
Task & project management
Ease of use and adoption
Collaboration at scale
Productivity & workflow automation
Performance & reliability
Cost & value
Customer support
Whether you are juggling projects or chasing deadlines the tools in this list can help you stay organized, work smarter and make teamwork a lot easier. Ready to explore the best tools? Lets jump in!
1. Teamwork.com
)
I’ve tried a lot of productivity tools over the years. Some felt like overcomplicated robots, and others were basically glorified to-do lists. But when I started using Teamwork.com, it was like someone handed me the Swiss Army knife of managing and prioritizing projects. Everything just fits into place—tasks, deadlines, communication—and it all works together without me losing my mind.
Best features
TeamworkAI isn't just a buzzword; it's a productivity helper. It handles those tedious admin tasks that eat up time. For example, the AI Project Wizard can create a whole new project for you in seconds, complete with a name, description, and tags. This means less time spent on planning and more time executing. If your team is juggling a bunch of projects at once, TeamworkAI makes life way easier. It’s like having a personal assistant who’s always available and actually gets things done.
)
Resource management is one of the standout features of Teamwork.com, with its ability to provide both short- and long-term visibility over your team's resources. With Workload Planner you can track utilization targets, identify potential bottlenecks, and adjust projects in real time. This proactive approach ensures that tasks stay on track and within budget.
)
Time tracking shouldn’t feel like a chore. And with Teamwork.com, it’s as simple as clicking a button. You can log hours manually, use a timer, or pick whatever method works best for you. The timesheet view keeps all your logged hours in one place, so staying on top of your work is easy. Timesheets are especially handy if you’re a consultant; they help you see where most of your time is going and give you a clear picture of whether you’re focusing on the right things.
)
Tracking project profitability shouldn't be a guessing game. With Teamwork.com, you get real-time insights into your project's financial health. You can monitor costs, revenue, and profit margins as they happen, not after the fact. This allows you to set project budget targets and compare them against actual expenses, helping you stay on track.
)
Team utilization can feel like juggling spinning plates. Drop one, and suddenly everything’s a mess. Teamwork.com makes it way easier to stay on top of projects. Utilization reports show exactly how your team is being used. You can quickly see who’s overloaded, who has extra time, and who’s perfectly resourced. It even shows billable hours for each team member, so you always know if everyone is hitting their sweet spot.
)
Teamwork.com’s Proofs hub is like a traffic controller for your feedback. No more lost emails, messy comments, or “Wait, did they approve this?” panic. You can invite clients straight into the proof, have them leave notes, and get approvals without endless back-and-forth. The hub keeps everyone on the same page, literally, so no one is guessing what needs fixing. Even better, you can click directly on any part of a file to drop your feedback, making it clear and actionable.
)
Limitations
As with all AI-assisted tools, suggestions aren’t always perfect and sometimes still need a human touch to make them practical.
Some of the advanced reporting and customization options are only available on higher-tier plans.
Pricing
Deliver: $10.99/user/month
Grow: $19.99/user/month
Scale: $54.99/user/month
Enterprise: Custom pricing (contact for a demo)
Ratings & reviews
G2 rating: 4.4/5
A G2 user Marek said “I no longer squander time on my assignments since we started working together, which has tremendously helped me to keep focused on them. Features I enjoy include its simple, distraction-free design, open work allocation and team progress visibility. Furthermore, everything is consolidated which makes it simple for us to log hours for each project, provides productivity tracking and future workload estimation. Projects are his primary concentration with us; he is particularly helpful with tasks distribution, dependency building, and progress visualization (using Kanban boards and Gantt charts).”
Check out more Teamwork.com reviews here.
2. Notion
)
I’ll admit it, I used to be a bit of a digital hoarder, with notes scattered everywhere and tasks lost in a sea of tabs. Then I tried Notion, and it felt like a magical notebook that also happens to be a project manager. It’s flexible, visually clean, and adds a little fun to the task of organizing your chaos.
Best features
Create a workspace with flexible layouts and templates that fit exactly how you like to think, write, and plan.
Notion has a huge library of templates, so you can quickly create systems for notes and projects without starting from scratch.
Organize information in tables, calendars, or boards and pull everything together into a single dashboard to see multiple projects at a glance.
Limitations
You can only access page history from the last seven days.
The free plan limits you to 10 guest invites.
Pricing
Free
Plus: $9.50/user/per month
Business: $19.50/user/per month
Enterprise: Custom pricing
Ratings & reviews
G2 rating: 4.6/5
A G2 user Justin said “Notion is a true productivity powerhouse. Its intuitive database management capabilities make organizing information effortless, while its flexibility allows teams and individuals to customize workflows to their exact needs. As a single source of truth, it keeps everything—from notes and tasks to complex project data—centralized, up-to-date, and easily accessible.”
3. Slack
)
If email feels like snail mail, then Slack is the instant coffee of communication. Quick, energizing, and always there when you need it. I love how it keeps my team connected and productive without drowning us in endless inbox threads. Whether it’s sharing quick updates, dropping files, or sending the occasional meme to lighten the mood, Slack makes work feel less like work and more like teamwork.
Best features
Slack channels let me set up dedicated spaces for teams, projects, or topics so conversations stay organized and easy to follow.
Direct messaging makes it simple to send quick, private notes to individuals or small groups without cluttering a channel.
Huddles allow me to hop onto a video call with just one click, perfect for quick discussions.
Limitations
Free accounts can only search and view the last 90 days of messages and files.
The entire workspace is limited to 5 GB of file storage on the free plan.
Pricing
Free
Pro: $4.13/user/per month
Business+: $9/user/per month
Enterprise+: Custom pricing
Ratings & reviews
G2 rating: 4.5/5
A G2 user Gazi said “I love Slack for its ability to facilitate real-time communication, making it easy to have instant conversations with team members without the formality and delay of email. The platform's organization through channels helps keep discussions focused and topic-specific, while its powerful search functionality makes it simple to find past conversations and shared information. Users particularly appreciate how Slack integrates seamlessly with numerous other tools and services, creating a more streamlined workflow in their daily work life. The ability to share and collaborate on files directly within conversations makes project work more efficient, and the reduction in internal emails is often cited as a major benefit.”
4. nTask
)
Sometimes all I want is a team productivity tool that will help me get stuff done without a million distractions, and that’s exactly what nTask feels like. It’s straightforward, easy to pick up, and perfect when I need to organize my tasks and projects without overcomplicating things
Best features
Gantt charts help track progress and milestones visually.
Checklists and custom fields make it easier to organize project details and keep tasks crystal clear.
nTask’s customizable workflows give you the flexibility to build processes that match how your team works.
Limitations
The interface can feel a bit cluttered, which might overwhelm users who prefer a clean and simple layout.
Customization options are pretty limited, so it may not work well for teams that need highly tailored workflows or designs.
Pricing
Pricing depends on how many people are using the platform.
Ratings & reviews
G2 rating: 4.4/5
A G2 user Mauricio said “It has fundamental capabilities for the organization. I like the task board, since it has three different ways to visualize it: list, grid and calendar. I also like to be able to monitor the project through the budget function, which is capable of issuing invoices.”
5. Calendly
)
If there’s one thing I don’t miss, it’s the endless back-and-forth of “What time works for you?” emails. Calendly saved me from that nightmare. Now I just send a link, and people can book a time that works for both of us. Honestly, it feels like having a personal assistant whose only job is to keep my schedule sane.
Best features
Calendly syncs with popular calendars like Google, Outlook, and iCloud so you don’t get double-booked and your availability is always up to date.
I can set my own availability, which means people only see the times I actually want to meet. (No more meetings at dinnertime on Fridays.)
Different event types make life easier, whether it’s one-on-one or a group meeting.
Limitations
You can only connect up to six calendars to your account.
New iCloud calendar connections aren’t supported anymore, so that could be a hassle for Apple users.
Pricing
Free
Standard: $10/per month
Teams: $16/per month
Enterprise: $15k/per year
Ratings & reviews
G2 rating: 4.7/5
A G2 user Thomas said “It's very easy for my clients to schedule a meeting with me at their convenience. I have shared my link with them so easily. Using links on my emails and messages as well.”
6. Dropbox
)
I used to waste so much time digging through folders, emails, and random drives just to find a file. With Dropbox, it's like having a perfectly organized digital filing cabinet that I don’t have to dust. I can store, share, and collaborate on files with my team.
Best features
Dropbox cloud storage keeps all files safe and accessible from any device without Wi-Fi.
File synchronization automatically updates files across all devices.
File sharing makes it easy to send files of any size with secure links, and you can even add passwords or expiration dates.
Limitations
The free plan only gives 2 GB of storage, so you’ll need to upgrade or manage files carefully to avoid running out of space.
File upload sizes are limited depending on how you access Dropbox, with the desktop app supporting up to 2 TB, while the web and mobile apps are capped at 375 GB.
Pricing
Plus: $9.99/per month
Professional: $16.58/per month
Standard: $12/per month
Advanced: $18/per month
Ratings & reviews
G2 rating: 4.4/5
A G2 user Haris said “Using Dropbox has truly revolutionized the way I manage files. It's incredibly user-friendly, allowing me to effortlessly upload, organize, and share documents with ease. The cross-platform accessibility means I can access my files from any device, which has been a lifesaver for staying productive on the go. Plus, the collaboration features make working with teams a breeze, ensuring everyone stays on the same page. Overall, Dropbox has simplified my workflow and boosted my productivity significantly. I highly recommend it!”
7. Canva
[COMPETITOR IMAGE HERE]
I’m not a designer, but Canva makes me look like one. Whether it’s social posts, presentations, or quick graphics for work, everything just clicks into place. The drag-and-drop interface is so easy that I actually enjoy designing instead of stressing over fonts and layouts.
Best features
Templates make it easy to create designs quickly without starting from scratch.
Canva’s drag-and-drop editor lets me move elements around and customize designs without hassle.
The one-click AI feature lets me easily remove unwanted backgrounds or objects from any photo in seconds.
Limitations
File exports in certain formats or with transparent backgrounds require a premium subscription.
Access to additional templates requires a subscription.
Pricing
Free
Canva Pro: $110/per month
Canva Teams: $90/per month
Canva Enterprise: Talk to sales
Reviews & ratings
G2 rating: 4.7/5
A G2 user Sinan said “I have used Canva a lot for about four years, and it's my favorite tool for design. The best part is that I am not a designer, but Canva makes my work look amazing.
I can create a great looking resume, presentation, poster, or logo very quickly. I just pick a style I like, change the text, and edit my photos. It's really that easy. It is also very helpful that I can download my work as a PDF or a picture file right away.”
8. Miro
)
I used to scribble on sticky notes, only to lose half of them before a meeting even started. Then I found Miro, and digital whiteboarding actually made sense. It’s like having an infinite canvas where my team can brainstorm, plan, and map out ideas together without ever running out of space.
Best features
Miro lets multiple users work on the same board at once, giving immediate feedback and a shared visual workplace.
Comment, edit, and interact in real time, no matter where you are.
With templates, you can run workshops and create mind maps or project plans without starting from scratch.
Limitations
The free plan allows only three active users.
Countdown timers and video chats are unavailable on the free plan.
Pricing:
Free
Starter: $8/per month
Business: $16/per month
Enterprise: Contact sales
Einstein 1 Sales: $500/user/per month
Ratings & reviews
G2 rating: 4.7/5
A G2 user Daria said “I use Miro almost every day to brainstorm ideas, create flows, and organize my design thoughts. The endless canvas gives me freedom to explore concepts visually, and it helps me connect ideas in a way that simple notes or docs can’t. It’s my go-to tool whenever I need to think out loud in a visual way.”
9. Microsoft Teams
[COMPETITOR IMAGE HERE]
I used to have to juggle emails, chats, and video calls all at once—and I usually dropped a few along the way. Microsoft Teams makes life a lot easier. Chat, calls, file sharing, and collaboration all happen in one place, so I can keep track of everything.
Best features
Chat and channels keep conversations organized by project, team, or topic without losing track.
Video and audio calls make it easy to meet up with remote teams.
File collaboration lets you share and edit documents inside Teams.
Limitations
There’s a limit of 20 attachments per message per channel.
Messages have a limited size.
Pricing
Microsoft Teams Essentials: $3.70/per month
Microsoft 365 Business Basic: $5.60/per month
Ratings & reviews
G2 rating: 4.7/5
A G2 user Kelly said “What I like best about Microsoft Teams is how seamlessly it combines chat, video calls, file sharing, and collaboration tools all in one platform. It makes it incredibly easy to keep projects organized and communication flowing without having to juggle multiple apps. I also appreciate how well it integrates with other Microsoft 365 tools like Outlook, SharePoint, and OneDrive, so documents and meetings are always connected and accessible. The ability to create channels for different topics or teams helps keep conversations focused, and features like meeting recordings, real-time co-authoring, and threaded chats make it easier to stay on the same page—even when working remotely.”
10. Todoist
)
Todoist keeps all my tasks in one place. It’s simple, quick, and checking things off feels rewarding.
Best features
Natural Language Input automatically turns “write report next Friday at 3pm #work P1” into a task with date, project, and priority.
Todoist’s Flexible Project Views let me see tasks as lists or Kanban boards to keep my workflow clear.
Custom reminders and due dates, including recurring tasks and location-based alerts, mean I never miss deadlines.
Limitations
You can only manage five projects at a time.
You can only access the last seven days of activity.
Pricing
Free
Pro: $4/per month
Business: $6/per month
Ratings & reviews
G2 rating: 4.4/5
A G2 user Afsara said “For me, Todoist is like a lifesaver. It was easy to set up and really helps in putting everything into clear to-do lists, even for big projects with my team. Plus, it makes changing deadlines very easy.”
From “Oh no” to “All done” with Teamwork.com
Say goodbye to the chaos, missed deadlines, and those endless “Wait, who’s on this?” moments. With Teamwork.com, your projects finally start making sense, your team knows what’s going on, and even the craziest days feel manageable.
From “Oh no” to “All done,” Teamwork.com makes getting things done feel fun. Seriously, give it a try and watch your team actually enjoy hitting those checkmarks.
)
)
)
)
)
)
)
)