Computer apps (or applications) are something we are used to having. When there’s something we want to do, we think of “Let me check if there’s an app for that”. Let’s face it–it makes our lives easier but not necessarily better. To-do lists? There are thousands of apps for that. Do you want to start to journal? Don’t worry–there are several to choose from.

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However, not all apps are of the same quality. So, what is the best productivity app on the Mac?

We all have our opinions, and declaring the “best” app is almost impossible. What might be the best app for me may not be right for you, and an app you love may not be quite what I need.

One advantage that Asian Efficiency has is we have a team that lives and breathes productivity and we’ve been evaluating tools and productivity methods for years. We debate apps internally every day, and we all come at it from different angles, backgrounds, and age ranges. This same team has helped over 13 thousand of our customers and readers with their productivity journey and has helped thousands reach their goals.

In addition, we have a highly intelligent productivity community called The Dojo where tools and techniques are shared.

When I started to compile our annual list of the best Mac apps this year, I polled the growing AE team and members of the Dojo to see what the favorites are. Our guarantee is that we have personally tried, tested, and used all the apps that we included in this list.

Here’s our list of the top 10 productivity apps of 2018, and some more tools that didn’t quite make the top 10, but are still great.

(Just remember – you want to avoid Shiny Object Syndrome. Only start digging into a tool if it is something that you actually need! If you don’t need it, set it aside for now. It’ll still be available when you’re ready to put it to use.)

Top 10

Whenever we set up a new Mac, these are the first apps we install. While we can use a Mac without them, we’re not nearly as productive. A good productivity app should reduce friction and amplify good habits, and all of these meet those criteria.

#1: Dropbox – Dropbox is essential for how we work at Asian Efficiency. All of our shared files, blog posts, media, etc. are stored in Dropbox which makes it very easy to collaborate on projects as a team even though we are located all over the world. This is the very first thing I install when setting up a new Mac as it provides the sync and storage foundation for my workflow. iCloud Drive is getting better and better so maybe someday Dropbox won’t be necessary, but for our needs it is hard to beat.

#2: 1Password – The absolute best password manager for Mac. Essentially it works by having you creating one master password, which then grants access to all your other passwords. These passwords can be randomly generated inside of 1Password, which means that all your individual passwords are incredibly strong and near-impossible to hack. You don’t have to remember all of these passwords though as your single master password gives you (and only you) easy access to all your other passwords and can even be triggered when unlocked via a keyboard shortcut that autofills the information in your browser for you. 1Password also gives you the ability to store credit card information, secure notes, software serial numbers, and other important (but sensitive) information like passport numbers, your SSN and bank account details securely. See an example of how Thanh uses it in his life.

If you need to securely share some passwords with others, there is 1Password Families and 1Password Teams. These let you have Personal Vaults and Shared Vaults so you can keep some passwords just for yourself and some passwords available to family members or co-workers. With 1Password Teams, you can make it so that some staff can launch and log in to websites without being able to see the password. My wife and I use the Family plan at home, and it is great to be able to share passwords for important sites.

#3: TextExpander – TextExpander does exactly what it says on the tin – expands text. It sounds really simple, but once you develop the mindset of watching for things you type repeatedly you’ll start to see hundreds of things that you can automate with TextExpander. You can even use the more advanced features like fill-in snippets, date/time math, and optional selections to create some very powerful and personal email templates. We have a video guide to using TextExpander if you need some help to get started with it. Some members of the Dojo prefer Typinator which is not subscription-based, but members of the AE team like TextExpander.

#4: Alfred/Launchbar – Alfred and Launchbar are both classified as application launchers, but that’s just scratching the service of what these apps can do. They allow you to find and open files quickly, perform quick calculations, search your clipboard history, control iTunes media playback, create custom searches, and so much more. There are even custom workflows you can create or install to expand their functionality and control your Mac with the keyboard. Think of them as Spotlight on steroids. Both of these applications are excellent, and which one you decide to use will be determined by personal taste (Mike and I use Alfred, Thanh uses Launchbar). Just make sure you pick one!

#5: OmniFocus – The absolute best task manager for Mac and my digital brain. OmniFocus is a powerful task manager with a very nice user interface which makes it a joy to use on Mac, iOS, and Apple Watch. OmniFocus has a lot of features and is very powerful so it can be a bit intimidating to get up and running with it, but if you invest the time to learn how to use it, it will be time well spent. We have a whole library of free OmniFocus tutorials here or if you want our step-by-step system you can join our course here. We’re really excited about OmniFocus 3 that is coming out in 2018 – among other features there’ll be tags, more flexible scheduling, and a limited web interface.

#6: Keyboard Maestro – Keyboard Maestro is an application to launch macros on your Mac, which can be used to automate just about any repetitive task. Basically, Keyboard Maestro automatically performs certain actions whenever a particular trigger is activated, which could be something like a hotkey combination, connecting to a wireless network, or even connecting a specific USB device to your Mac. Once you start applying these macros, it will change how you use your computer. Mike wrote an article about Keyboard Maestro awhile back that includes some video examples to help you get started. A recent Keyboard Maestro use case for me: when I start up my Twitter app on my Mac, it will automatically kill it after 5 minutes. This stops me from getting lost into reading about whatever the outrage of the day is.

#7: Hazel – Hazel is an automated file organization utility that can watch whatever folders you tell it to and organize your files according to whatever rules you create. For example, I have a Hazel rule that watches my Download folder and if anything is over 1 week old it labels it “Red” and moves it to my “Action Items” folder on my desktop, which I clean u

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