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Workflowy

Score9.6 out of 10

2 Reviews and Ratings

What is Workflowy?

Workflowy is a note-taking and organizational tool designed to help users manage their tasks, notes, and projects. Its simplicity and features make it a choice for individuals and teams looking to streamline their workflow.

  • Infinite Nesting Structure: Workflowy allows users to create lists within lists to an infinite degree, enabling a detailed and structured way to organize information
  • Global Search: Its search function is used to search through all their documents, ensuring no file ever gets lost
  • Kanban Boards: Users can turn lists into kanban boards, offering a visual way to track progress and manage tasks
  • Live Copy (Mirrors): This feature allows for the creation of live copies of any item, which automatically update across all instances
  • Backlinks: Users can create internal links within their projects, making it easy to reference and navigate between related items
  • No-login Editing: Shared Workflowy projects can be viewed or edited by others without the need for an account, simplifying collaboration

Categories & Use Cases

Media

a kanban board in Workflowy, used to organize files and images.
the interface to draft complex documents and artistic works while keeping everything organized.
Workflowy's task management interface, where boards boards and lists can be managed and combined.
item highlighting, with search by highlight color.
tags, used to find anything in an account, no matter where it is.

1 / 5

Top Performing Features

  • Search

    Users can search for related materials across files, discussions threads, schedules, etc. using project keywords or tags.

    Category average: 7.4

  • Device sync

    Device syncing that updates files connected to the cloud, keeping all files up to date regardless of where they are edited or viewed.

    Category average: 8.2

  • Video files

    Supports video file types

    Category average: 7.5

Areas for Improvement

  • Task Management

    This includes the ability to plan, track, collaborate and report on tasks.

    Category average: 7.5

  • Mobile Access

    Mobile access is the ability to access the software from a smartphone or tablet.

    Category average: 8.2

  • Document collaboration

    Users can edit files and attach comments to files.

    Category average: 7.7

Get Serious with Your Agenda and Your Life with Workflowy

Use Cases and Deployment Scope

I use Workflowy for all aspects of my business: content planning, strategy and tactics, to-do's, meetings. Everything is in one place. No hunting around for scattered and lost files! Plus, I can use my keyboard and focus on what I'm thinking instead of reaching constantly for the mouse.

Pros

  • Task management
  • Planning - Short and long-term
  • Viewing my information from different perspectives. I am visual so I can fully exploit the visual nature of Workflowy and still get granular if and when I need to

Cons

  • Insert a more affordable Tier between Pro and Free
  • Provide the capability to add separate files for different projects and areas of focus

Return on Investment

  • I estimate that Workflowy easily saves me 1.5 - 2 hours each day in streamlined productivity. That calculates, for my organization approximaely $500.00 a month!

Usability

Alternatives Considered

Checkvist, Evernote, OneNote and Todoist

Other Software Used

OneNote

Workflowy does what it does better than anything else and doesnt try to do too much

Use Cases and Deployment Scope

I use it for a myriad of things. I brainstorm with it, mindmap with it, take notes in meetings, create outlines for my larger documents and presentations. I even keep lyrics for songs in it. I’ve been using Workflowy now for going on 13 years, so it would not be exaggerating to say I love it.

Pros

  • Outlining like the old ThinkTank used to do.
  • Brainstorming - I can just dump my thoughts into it without worrying about organizing, and then sort and organize later
  • Categorizing - I use it for so many functions that it could be wildly confusing. But because it makes it so easy to sort, organize, expand and contract, it makes it phenomenally useful.

Cons

  • One of my favorite things about Workflowy is that it doesn’t try to be more than it is.
  • I love it the way it is. I don’t want it to change AT ALL!
  • Simple is good.

Return on Investment

  • My work output is creative words. Workflowy provides the perfect canvas for brainstorming, outlining and non-linear thinking. It doesn’t try to do too much, and it doesn’t shortcut the things it must do.

Usability

Powerful, Versatile Information Organization and Retrieval

Use Cases and Deployment Scope

I have been using Workflowy for years! I use it for everything; daily journaling, writing a novel, storing important information, daily todos, and more. It is so powerful and has a robust search feature. I highly recommend it!

Pros

  • searching
  • storing information
  • organizing information

Cons

  • I think a scheduling feature would be a powerful addition. Users should be able to set points to pop up again on a schedule.

Return on Investment

  • Workflowy allows me to keep all of my business and personal information in one place. I can quickly organize, reorganize, link, and add information whether on my phone or on my laptop.

Usability

Other Software Used

Google Drive