So, I run a startup where we've previously faced a similar problem w/ workflow management. To combat this, we use Google Docs and collaborate on a Goals Doc.

So, I run a startup where we've previously faced a similar problem w/ workflow management. To combat this, we use Google Docs and collaborate on a Goals Doc. It allows us to write notes next to various tasks. And, we'll also write the results of a given activity, as well, on the doc. Lastly, I like how Google Docs is invite-only, since I only want my team to view/edit the goals. To answer your qs, given the above, Docs works out better for my team. As for my personal to-do list, I just keep one within the tasks list on Gmail.