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There are numerous to-do list apps available, so figuring out what is best for you can be daunting. You're looking for a way to streamline your tasks, and increase productivity, but you need to find out which app fits best. I understand the challenge, and I'm here to guide you with my extensive background in managing digital projects and a deep familiarity with productivity tools to present you this shortlist of best to-do list apps. Here are my picks for the best  to do list apps.

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Price Comparison Chart For To-Do List Apps

This comparison chart summarizes basic details about each of my top to-do list apps selections. You can view pricing details and the availability of free trials or demos side-by-side to help you find the best app for your budget and business needs.

Tools Price
Nifty From $5/user/month (billed annually) + free plan available
Freedcamp From $1.49/user/month (billed annually) + free plan available
Evernote From $7.99/user/month
Todoist From $4/user/month (billed annually) + free plan available
Taskworld From $8/user/month From $4.99/user/month (billed annually)
Things From $9.99/user (one-time purchase for each platform)
Motion From $19/user/month (billed annually)
Microsoft To Do Free to use
Remember The Milk From $39.99 /year
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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How to Choose To-Do List Apps

As you work through your own unique software selection process, keep the following points in mind:

  • User Experience: A to-do list app should offer an intuitive and user-friendly interface. This is crucial for ensuring that you can quickly add tasks, set reminders, and track your progress without a steep learning curve.
  • Customization: The ability to customize the app to fit your workflow is essential. Look for apps that allow you to create custom lists, tags, and filters.
  • Integration Capabilities: Consider whether the to-do list app can integrate with other tools you use. Seamless integration with calendar apps, email clients, or project management software can streamline your workflow.
  • Cross-Platform Availability: Ensure the app is available on all the devices and platforms you use. Being able to access your to-do list on your phone, tablet, and computer ensures you can stay on top of tasks no matter where you are.
  • Security and Privacy: Data security and privacy should not be overlooked. Verify that the app has strong security measures in place to protect your information.

Best To-Do List Apps Reviews

Here are my detailed thoughts on each software on this list, including what they do well and best use cases for each.

Best for team project collaboration

  • 14-day free trial
  • From $5/user/month (billed annually) + free plan available
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Rating: 4.7/5

Nifty streamlines project management and enhances team collaboration. It excels in team project collaboration with its robust tools designed to unify project communication, management, and workflow in one platform.

Why I Picked Nifty:

I selected Nifty for its comprehensive approach to project management, which integrates multiple facets of teamwork into a cohesive environment. It fosters a collaborative atmosphere by providing teams with the tools they need to stay in sync and move projects forward collectively.

Standout features and integrations:

Features include project milestones, task assignment and tracking, document collaboration, and built-in direct messaging.

Integrations include Google Docs, Google Sheets, Google Calendar, Slack, Zoom, Dropbox, GitHub, Trello, Asana, and ClickUp.

Pros and cons


  • Integration with popular third-party tools
  • Direct messaging for team communication
  • All-in-one project management solution


  • Annual billing may not be flexible for all organizations
  • Minimum seat requirement may be prohibitive for smaller teams

Best for free project planning

  • 14-day free trial
  • From $1.49/user/month (billed annually) + free plan available
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Rating: 4.5/5

Freedcamp is a project management application that facilitates team collaboration and organization. It is recognized as the best for free project planning, offering a robust set of tools without cost.

Why I Picked Freedcamp:

I selected Freedcamp for the list as it uniquely combines cost-effectiveness with a comprehensive feature set, making project management accessible to everyone. It provides users with the ability to manage an unlimited number of projects and tasks, crucial for detailed planning, all at no expense.

Standout features and integrations:

Features include task lists, subtasks, Gantt charts, calendar views, and issue tracking, which are essential for managing projects efficiently. The tool also supports file storage and sharing, time tracking, and invoicing.

Integrations include Google Drive, Dropbox, OneDrive, Zapier.

Pros and cons


  • Good integration with popular cloud storage services
  • Affordable premium plans
  • Free version available with essential features


  • Basic user interface compared to more modern tools
  • Limited features on the free plan

Best for comprehensive note-taking

  • Free plan available
  • From $7.99/user/month
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Rating: 4.4/5

Evernote serves as an all-encompassing platform for note-taking and organizing information. It allows users to capture, organize, and share notes from anywhere, enhancing productivity and information retention.

Why I Picked Evernote:

I selected Evernote for the list as it is widely recognized for its comprehensive note-taking capabilities that surpass many other apps in this category. Its distinction lies in the depth and breadth of features that facilitate not just note-taking but also complex information management. It excels at creating a structured and searchable repository for all kinds of notes and documents, which is invaluable for users who require an extensive and detailed archive of their work.

Standout features and integrations:

Features include the ability to capture a variety of content types (text, images, and PDFs), a powerful search engine that can even recognize handwritten notes, document scanning and web clipping for consolidating information from multiple sources. 

Integrations include Google Drive, Outlook, Slack, Salesforce, and Microsoft Teams.

Pros and cons


  • Offline access to notes on mobile devices
  • Integration with popular productivity apps
  • Robust note-taking and organizational tools


  • May be more complex than simpler note-taking apps
  • Premium plans can be costly for some users

Best for quick task capture

  • 30-day free trial
  • From $4/user/month (billed annually) + free plan available
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Rating: 4.4/5

Todoist is a task manager designed to help you organize work and life. It stands out for its ability to quickly capture tasks with natural language recognition.

Why I Picked Todoist:

I chose Todoist for this list because of its simplicity and efficiency in task management. Its unique natural language recognition allows for rapid task entry, which is essential for capturing thoughts and to-dos on the fly. It minimizes the time and effort required to record tasks, making it easier to stay organized and focused.

Standout features and integrations:

Features include natural language recognition for task entry, automatic sorting of tasks into Today and Upcoming views, and the ability to collaborate with teams on shared tasks and projects.

Integrations include Slack, Google Calendar, Gmail, Dropbox, Zapier, IFTTT, Amazon Alexa, Google Assistant, Microsoft Teams, and Trello.

Pros and cons


  • Comprehensive integration options
  • Effective task prioritization tools
  • Quick task capture with natural language input


  • Can become overwhelming with many tasks due to its simplicity
  • No offline mode in the free version

Best for visual project tracking

  • 14-day free trial + free plan available
  • From $8/user/month
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Rating: 4.3/5

Taskworld is a tool that facilitates team collaboration and project management. It is best for visual project tracking due to its comprehensive visualization capabilities.

Why I Picked Taskworld:

I selected Taskworld for its exceptional visual project tracking features, which set it apart from other to-do list apps. The clarity and detail in its visual representation of tasks enable teams to quickly grasp project status and workflow. It provides valuable visual aids like Kanban boards, timeline views, and shared calendars, which are crucial for managing complex projects and deadlines.

Standout features and integrations:

Features include task management with checklists, project timelines, file management, and direct messaging. These tools are crucial for maintaining project organization and ensuring effective team communication. 

Integrations include Google Calendar, Google Drive, Dropbox, Box, Outlook, Slack, and Zapier.

Pros and cons


  • Effective task feedback system
  • Integrated analytics and reporting tools
  • Visual project tracking with interactive timelines


  • May have a steeper learning curve for new users due to its extensive features
  • Higher price point compared to basic task management tools

Best for simple task management

  • From $4.99/user/month (billed annually)
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Rating: 4.1/5 is a task management app designed to help you organize daily tasks. It stands out as the best for simple task management due to its intuitive interface and straightforward functionality.

Why I Picked

I chose for this list because of its simplicity and effectiveness in managing daily tasks. What makes it different from other task management apps is its focus on ease of use and minimalistic design, which allows for quick task entry and management without a steep learning curve. It provides all the essential features without overwhelming the user, making it ideal for those who want to stay organized with minimal effort.

Standout features and integrations:

Features include to-do lists, daily planners, calendars, reminders, and the ability to share lists and assign tasks.

Integrations include Slack, Microsoft Teams, Zoom, Google Meet, WhatsApp, Gmail, Google Calendar, Zapier, Jira, Trello,, ClickUp, Asana, and Todoist.

Pros and cons


  • Variety of integrations with other apps
  • Cross-platform synchronization
  • Intuitive and user-friendly interface


  • May not be suitable for complex project management needs
  • Premium features require an annual subscription

Best for stylish task organization

  • Free trial available
  • From $9.99/user (one-time purchase for each platform)

Things is a task manager that elegantly combines functionality with style. It's recognized as the best for stylish task organization due to its visually appealing interface that enhances the user's experience.

Why I Picked Things:

I selected Things for its exceptional balance of design and functionality, distinguishing it from other to-do list apps. Its aesthetic appeal is matched by its comprehensive features, making task management not just practical but also enjoyable. I determined Things to be 'Best for stylish task organization' because it excels at providing an engaging user experience without compromising on the powerful task management capabilities users need.

Standout features and integrations:

Features include task creation with natural language input, project organization with headings and checklists, and calendar integration for a comprehensive overview of your schedule. The app also supports Siri for voice commands, allowing for quick task additions and reminders.

Integrations include Calendar and Reminders on macOS and iOS.

Pros and cons


  • Effective integration with Apple’s ecosystem
  • Efficient organization of tasks into projects
  • Elegant user interface


  • No native integrations with non-Apple platforms
  • Limited to Apple devices

Best for AI scheduling assistance

  • 7-day free trial
  • From $19/user/month (billed annually)

Motion is a tool that combines task management with intelligent scheduling. It is best for AI scheduling assistance because it employs artificial intelligence to optimize users' schedules, aiming to significantly enhance productivity.

Why I Picked Motion:

I selected Motion for its innovative integration of AI into scheduling and task management, which differentiates it from other to-do list apps. Its standout feature is the AI's ability to automate scheduling decisions, which can be a game-changer for users overwhelmed by managing their time. It has a capability to prioritize and allocate time for tasks intelligently, which can be particularly beneficial for users with complex schedules.

Standout features & integrations:

Features include AI-powered scheduling that automatically prioritizes and allocates time for tasks, a unified platform for managing tasks and projects, and a smart meeting scheduler designed to cluster meetings and reduce interruptions.

Motion integrations include Google Calendar, Microsoft Outlook, Zoom, Slack, Trello, Asana, Jira, Salesforce, Dropbox, and Evernote.

Pros and cons


  • Analytics to monitor and improve time management
  • Integration with major calendars and productivity tools
  • AI-driven automatic scheduling and rescheduling


  • May have a learning curve to fully utilize AI features
  • Requires an annual commitment
  • High price point compared to basic scheduling tools

Best for Microsoft integrations

  • Free to use

Microsoft To Do is a task management application that simplifies task organization. It is best for Microsoft integrations due to its seamless connectivity with Microsoft's suite of products.

Why I Picked Microsoft To Do:

I selected Microsoft To Do for its exceptional integration within the Microsoft ecosystem, which is a standout feature for users who rely on Microsoft applications for personal and professional use. It leverages the existing Microsoft infrastructure to enhance task management and productivity.

Standout features and integrations:

Features include a smart daily planner called My Day, list sharing, subtasks, due dates, and reminders.

Integrations include Microsoft Outlook, Microsoft 365, OneNote, OneDrive, Microsoft Planner, Microsoft Teams, Cortana, Microsoft Power Automate, SharePoint, and Microsoft Launcher.

Pros and cons


  • Cross-platform availability
  • Direct integration with Outlook and other Microsoft services
  • No cost for use with a Microsoft account


  • Basic task prioritization features
  • More limited in features than comprehensive project management tools

Best for intuitive task reminders

  • From $39.99 /year

Remember The Milk is a task management tool that specializes in reminders. It's best for intuitive task reminders due to its smart notification system.

Why I Picked Remember The Milk:

I selected Remember The Milk for its standout capability in providing intuitive task reminders, which differentiates it from other to-do list apps. Its user-friendly reminder system ensures that tasks are not just listed but also acted upon in a timely manner. It goes beyond basic notification functions, offering smart, customizable alerts that help users stay on top of their tasks without feeling overwhelmed.

Standout features and integrations:

Features include advanced sorting, tagging for organization, and the ability to break tasks down into subtasks. It also provides offline functionality, ensuring that users can manage their tasks without an internet connection.

Integrations include Gmail, Google Calendar, Twitter, Evernote, and IFTTT.

Pros and cons


  • Subtasks feature for detailed task management
  • Offline access to manage tasks anywhere
  • Smart reminder system with customizable alerts


  • No monthly billing option available
  • Annual subscription may not suit all budgets

Other To-Do List Apps

Below is a list of additional to-do list apps that I shortlisted, but did not make it to the top list. It’s definitely worth checking them out.

If you still haven't found what you're looking for here, check out these other project management tool reviews we've curated for you:

Selection Criteria For To-Do List Apps

When selecting to-do list apps, it's crucial to consider functionality and how well they meet specific use cases that are most pertinent to users. These criteria are directly related to software buyer needs, addressing common issues and ensuring the app serves its intended purpose effectively. I've identified key features that are essential in this category of productivity tools.

Core To-Do List Apps Functionality (25% of Total Weighting Score):

  • Task creation and management: Ability to quickly add, edit, and organize tasks in-app.
  • Reminder and notification systems: Ensure tasks are not forgotten by alerting the user at pre-set times.
  • Prioritization and categorization: Options to prioritize tasks and categorize them under different projects or lists.
  • Search and filter options: Quickly find tasks using keywords, tags, or filters.
  • Cross-platform synchronization: Sync data across multiple devices to maintain consistency and access anywhere.

Additional Standout Features (25% of Total Weighting Score):

  • Customizable Views: Advanced apps like Asana offer multiple views such as lists, boards, and calendars that cater to varied personal preferences and project requirements.
  • Integration Capabilities: Tools like Todoist excel by offering extensive integrations with third-party apps, enhancing functionality.
  • Automation Features: Apps like TickTick include features like task automation which can assign tasks based on specific triggers or conditions.
  • Advanced Reporting: Some apps provide detailed reporting tools that help track productivity trends over time, crucial for team management.
  • Innovative User Interaction: Utilization of AI or machine learning for predictive task setting and optimization, similar to what Motion offers for scheduling.

Usability (10% of Total Weighting Score):

  • Intuitive design: The interface should be clean and simple, avoiding unnecessary complexity that can hinder daily usage.
  • Responsiveness: The app must perform well on all devices, with smooth transitions and quick loading times.
  • Customization options: Allows users to tailor the app’s aesthetics and functionality to their personal preferences.

Onboarding (10% of Total Weighting Score): 

  • Interactive tutorials: Immediate, engaging tutorials that showcase basic functionalities.
  • Documentation: Comprehensive and easily navigable help documents or FAQs.
  • Setup simplicity: Minimal steps required to get started with the app, including easy account creation and basic setup.

Customer Support (10% of Total Weighting Score): 

  • Availability: Support should be accessible through multiple channels like email, chat, and phone.
  • Responsiveness: Timely responses from support teams.
  • Knowledgeable support staff: Well-trained personnel who can provide effective solutions and tips.

Value For Money (10% of Total Weighting Score): 

  • Free vs. Paid Features: A clear and fair distinction between free and premium features.
  • Pricing transparency: Clear, straightforward pricing without hidden costs.
  • Competitive pricing: Costs should align with the app’s features and market standards.

Customer Reviews (10% of Total Weighting Score):

  • Overall satisfaction: High levels of user satisfaction and low levels of critical reviews.
  • Reliability: Users should report minimal bugs and consistent performance.
  • Feature effectiveness: User feedback should affirm that the features perform as advertised and genuinely aid productivity.

This detailed, weighted approach helps pinpoint the most functional and user-centric to-do list apps that align best with both personal and professional demands.

Here are some trends I’ve noticed for to-do list app technology, plus what they might mean for the future of the project management industry.

  • Integration with Wearable Technology: To-do list apps are increasingly integrating with wearable devices. This trend allows for seamless updates and reminders on-the-go, making task management more immediate and context-aware. It's interesting because it represents a move towards ubiquitous computing in personal productivity.
  • AI-Powered Prioritization: Artificial intelligence is being used to automatically prioritize tasks. By analyzing user behavior and task outcomes, these apps can suggest the most effective order of operations. This is important as it promises to enhance personal efficiency by reducing decision fatigue.
  • Collaborative Features for Remote Teams: To-do list apps are expanding their collaborative features to cater to remote and hybrid teams. Real-time syncing, shared tasks, and group progress tracking are becoming standard. This trend is progressive as it supports the evolving landscape of team dynamics and work environments.
  • Voice-Activated Task Management: Voice recognition technology is being integrated into to-do list apps. Users can add and manage tasks hands-free, which is particularly useful while multitasking. This unique feature is important for accessibility and convenience in managing personal and professional tasks.
  • Privacy-Focused Solutions: In response to growing data privacy concerns, to-do list apps are emphasizing security. End-to-end encryption and local storage options are becoming more prevalent. This trend is critical as it addresses the need for confidential handling of personal information.

These trends illustrate a clear trajectory towards more integrated, intelligent, and health-conscious project management tools. Adapting to these trends means choosing to-do list apps that not only help manage tasks efficiently but also support broader project management goals and team well-being.

What Are To-Do List Apps?

To-do list apps are digital tools designed for task management, used by individuals and teams to organize and prioritize their daily tasks and projects. These applications are essential for anyone needing to keep track of various tasks, from professionals managing workloads to students scheduling study sessions.

The components of to-do list apps include task entries, due dates, notifications, and often categorization features to help users stay organized. They may also integrate with other productivity tools to streamline task management across platforms.

Features Of To-Do List Apps

When managing digital projects, the right to-do list app can be a game-changer, streamlining tasks and enhancing productivity. Here’s the most critical features that these apps offer to ensure successful project management.

  1. Task Prioritization: This feature allows you to set the importance of tasks. Prioritizing tasks ensures that you focus on what's most critical, reducing the risk of missing deadlines or overlooking important work.
  2. Due Dates and Reminders: Set specific deadlines for tasks. Having due dates and reminders helps you manage your time effectively and avoid last-minute rushes.
  3. Recurring Tasks: Automate repetitive tasks. This saves time and ensures consistency in tasks that need to be done on a regular basis.
  4. Subtasks: Break down large tasks into smaller, manageable pieces. This makes complex projects more manageable and helps track progress on individual components.
  5. Collaboration Tools: Share tasks and lists with team members. Collaboration tools are essential for teamwork, allowing for shared responsibility and better communication.
  6. Cross-Platform Synchronization: Access your lists from any device. This feature is crucial for staying updated on your tasks no matter where you are or what device you're using.
  7. File Attachments: Attach files directly to tasks. This keeps all the necessary information in one place, making it easier to find and reference when needed.
  8. Notes and Comments: Add additional information to tasks. Notes and comments are valuable for providing context and details that might not be evident from the task title alone.
  9. Customizable Views: Change how you view your tasks and lists. Customizable views allow you to tailor the app to your personal workflow and preferences.
  10. Search and Filter Options: Quickly find specific tasks. This feature is important for efficiently navigating through a long list of tasks and focusing on the ones that need immediate attention.
  11. Widgets: Add basic functionality to your to-do list apps, like shortcuts, location-based reminders, etc. 
  12. Mobile App: Getting things done on-the-go via iPad, iPhone, Android, etc. is always a bonus the best apps tend to offer 

These features collectively create a robust system that can significantly enhance your ability to manage tasks effectively. By leveraging these tools, you can ensure that nothing falls through the cracks, and you can maintain a high level of productivity in your digital project management endeavors.

Benefits Of To-Do List Apps

To-do list apps are powerful tools that help individuals and organizations streamline their tasks, enhance productivity, and manage time more effectively. Here are five primary benefits that to-do list apps can provide:

  • Improved Organization: To-do list apps allow users to keep all their tasks in one centralized location. This means no more lost sticky notes or forgotten tasks, as everything is neatly organized in a digital format that can be accessed from anywhere.
  • Enhanced Productivity: By clearly outlining what needs to be done, users can focus on completing tasks without the distraction of trying to remember what comes next. This streamlined approach to task management often leads to a more productive workflow.
  • Easy Prioritization: With features that allow for tasks to be ranked by importance or deadline, users can ensure that they are always working on the most critical tasks first. This helps to manage time more effectively and meet important deadlines.
  • Collaboration Features: Many to-do list apps offer the ability to share lists and tasks with others, making it easier for teams to collaborate on projects. This can lead to better communication and more efficient teamwork within organizations.
  • Progress Tracking: Users can track their progress on tasks and projects, which provides a sense of accomplishment and can be motivating. For businesses, this also allows for better oversight of project timelines and employee productivity.

To-do list apps are not just about checking off tasks; they are about optimizing the way we work and live. By providing a structured approach to task management, these apps can help users and organizations to achieve their goals more efficiently and effectively. Whether you are managing a personal project or coordinating a team, a to-do list app could be the key to unlocking greater productivity and success.

Costs and Pricing For To-Do List Apps

To-do list apps are essential tools for individuals and teams looking to organize their tasks and enhance productivity. These apps come with various plan options to cater to different needs, from personal use to team collaboration. The pricing and features of these plans can vary, but they typically include a free tier with basic functionalities and paid tiers with advanced features.

Here's a pricing and plans table that breaks of typical paid plans options and pricing:

Plan Comparison Table For To-Do List Apps

Plan TypeAverage PriceCommon Features
Free App$0Basic task management, simple integrations, limited collaboration features
Basic$1-3 per monthEnhanced task management, additional integrations, some collaboration tools, basic support
Premium$4-6 per monthAdvanced task management, full integrations, robust collaboration tools, priority support
Enterprise$7+ per monthCustom task management solutions, enterprise-grade integrations, dedicated support, and training
A breakdown of to-do list software plans and pricing details depending on the level of features required

When considering a to-do list app, you should evaluate the number of users, the level of collaboration required, and the specific features that will best support your workflow. It's important to choose a plan that not only fits the budget but also provides the necessary tools to improve task management and productivity.

To-Do List Apps FAQs

Here are some of the frequently asked questions I receive about to-do list apps.

Do these apps sync across multiple devices in real time?

Yes, many to-do list apps offer synchronization features across multiple devices. Apps like Todoist, Microsoft To Do, and are designed to sync in real time, allowing you to update your tasks on one device and see the changes reflected on all other devices where the app is installed.

Are there any free to-do list apps?

Several free to-do list apps offer a robust set of features without any cost. Microsoft To Do, Google Tasks and Apple Reminders are completely free to use. Other apps like Todoist and offer free versions with basic functionalities, with the option to upgrade to a premium version for additional features.

How do to-do list apps help increase productivity?

To-do list apps help increase productivity by allowing users to organize tasks, set priorities, and deadlines, and track progress. Features like reminders, recurring tasks, and categorization help keep users focused and on track. The ability to share lists and collaborate with others also enhances productivity, especially in team environments.

Do to-do list apps offer collaboration features?

Many to-do list apps come with collaboration features that allow multiple users to work on shared tasks and projects. Apps like Asana, Todoist, and Trello enable users to assign tasks to others, set up team projects, communicate through comments, and track each other’s progress.

Can I integrate to-do list apps with other tools and services?

Yes, most to-do list apps can be integrated with a variety of other tools and services. For example, Todoist integrates with hundreds of apps including Gmail, Google Calendar, and Slack. Trello offers Power-Ups which allow integration with services like Dropbox, Evernote, and more. These integrations help streamline workflows and centralize tasks and information.

What security measures do to-do list apps have?

To-do list apps typically employ various security measures to protect user data. This includes data encryption, secure data transfer protocols, and regular security audits. Some apps also offer two-factor authentication (2FA) for an added layer of security. It’s important to review the security policies of an app before using it to ensure your data is adequately protected.

How customizable are to-do list apps?

Customizability varies across different to-do list apps. Apps like Todoist and Trello offer a high degree of customization, allowing users to create custom labels, filters, and workflows. Other apps may offer themes, color coding, and the ability to adjust notification settings. The level of customization can significantly impact how well the app fits into an individual’s or team’s workflow.

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Hermann Fink
By Hermann Fink

Hermann Fink is a technology enthusiast and the co-founder of Rünna Advertising, a multinational digital agency that has been active for over a decade and served clients like Ford, AstraZeneca, Disney, and Didi. In addition to being a business owner, Hermann gathered corporate experience in project management during his time at Hewlett Packard in the mid-2010s.