This will help you quickly compare the best creative project management software—that’s PM software for designers, marketing agencies, branding studios, and other teams who can benefit from software to help manage the flow of their creative projects.
If you have ever been the project manager at the helm of a creative project or managed a creative agency or team, then you know that this position comes with a unique set of challenges.
In-house creative agencies are on the rise, which may mean that you may be either (1) Fighting for clients in an increasingly competitive job market or (2) Having to integrate a creative agency team within your current on-site space. No matter your situation, it’s important to be prepared.
Project management software for creative teams can foster collaboration, keep dates and deadlines organized, inspire people to share their ideas and build on them, and foster innovation. It’s a way to balance practical, tangible, and administrative needs with the imagination, freedom, and creativity needed to stand out.
In this post I’ll share with you the best project management software for creative agency use; explain how creative collaboration software can help you inspire your team, prevent oversights, and better meet deadlines; and answer some FAQs about creative project management. And so you know how we came to our decisions, I will also go over what you should look for in design project management software and our evaluation criteria.
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Creative Project Management Software Comparison Criteria
How do I evaluate project management for creative teams? Here’s a breakdown of some of my considerations when evaluating PM software:
- User Interface (UI): Does it offer clear displays and intuitive navigation that your design-centric creative team would like using?
- Usability: Is this easy to learn and use? For creative agencies, choosing a software with good tech and user support is important because not everyone on your team will be very familiar with the technical aspects of the software. Additionally, to be easy to use, it should offer a way to manage files efficiently and access team members easily through built-in communication features. The ability to use pre-made templates (and create your own) for recurring projects can also make the tool more useful from day one.
- Features & Functionality: How many of the key creative management software features and functions does it provide, and how powerful are they? Specifically, I looked for:
- Briefs & Intake Forms: this simplifies the intake process with dynamic forms that allow your teams to set specific question flows for incoming requests, storing all these details in a central location.
- Visual, Customizable Workload Management: this includes project planning and task tracking features that help everyone manage their workloads. They should be able to see projects, tasks, deadlines, dependencies, and scheduling conflicts in a timeline, and track their progress on visual dashboards. And because each creative team works in its own unique way, custom approval workflows is a useful feature for defining and monitoring your work.
- Collaborative Feedback: feedback, revision, and collaboration is a major part of the creative process. The best project management system for creative teams should facilitate this process with real-time collaborative editing in a shared workspace, visual markups, feedback consolidation, and version control that clearly shows the item’s changes and approval history.
- Reporting Features: because of the nature of creative work, justifying the cost of creative teams can present a challenge—the best software includes beautiful, simple reports that illustrate your team’s progress and value to stakeholders.
- Budget Management: includes estimation, invoice management, billing, time-tracking, and financial reporting features that capitalize on project data already in your system, saving you from administrative headache.
- Integrations: Pre-built integrations with Adobe’s Creative Suite (Photoshop, Premiere Pro, InDesign, Illustrator, etc) is ideal for many teams. And if there aren’t pre-built integrations for popular tools that creatives use, I look at how easy and affordable it is to set them up.
- Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent, and flexible?
10 Best Creative Project Management Software Overviews
Get an idea of what each of the 10 best software suites that made it to my top list has to offer.
Monday offers a range of tools that creative professionals will benefit from, including monthly and annual expense tracking, a recruitment tracker for HR, easy editorial and blogging planning, competitor analysis, the management of marketing projects, onboarding processes, creative requests and more. Easy, visual and intuitive, Monday is an award-winning PM software used by over 70,000 teams.
In our evaluation criteria, I specify that we are looking for customizable workload management and collaborative feedback, which is something that Monday handles particularly well. Monday allows you to easily collaborate with freelancers and third parties by sharing the same project “boards” and has many options for interface customizability to help navigate the uniques ins and outs of your workload.
Optional integrations include DropBox, Excel, Google Calendar, Google Drive, Integromat, Slack, Trello, Pipedrive, Jira, Mailchimp, and even more through Zapier.
If you are looking for web software that has seamless mobile integration, this may not be it. The tutorial and training options available through the site are also lacking, which leaves users scrounging on the depths of YouTube for unauthorized user-generated content in order to address the steep learning curve.
Monday starts at $17/month for 2 users and has a free 14-day trial.
Screendragon - Best creative operations project management solution designed for high-performing in-house & agency teams
Screendragon is a creative project management software designed to speed-up creative delivery and reduce project risks and costs. It is used and loved by in-house and agency teams at Kellogg’s, BP, The International Olympic Committee, TBWA, and McCann World Group.
Screendragon’s user interface is easy-to-use and allows users to custom-brand the interface. It covers all aspects of creative project management with features for SOW creation, creative briefs, project management, visual proofing, file sharing, review and approval workflows, resource management and forecasting, and financial tracking. Advanced customization is available in the form of granular user permissions, powerful custom forms, templates, personalized dashboards, workflow management rules, and more.
Creative teams can visualize and manage tasks through interactive Gantt charts, Kanban boards, or list views. Screendragon’s integrated budget module makes it super easy to create estimates and track expenses for the lifecycle of the creative project. Another great feature for creative leaders is the capacity view, which offers a 360-degree view of both current and upcoming resource capacity.
Screendragon also has powerful features to help streamline creative production workflows including version control, advanced routing capabilities, ability to automate approvals, and more. It is the creative project management platform of choice for many in-house agencies with additional functionality to cater to their growing needs around increasing productivity and reducing costs.
Screendragon has an open API, enabling custom integrations with any solution. It offers native integrations with leading ERP systems such as SAP and PeopleSoft and can integrate with thousands of apps through Zapier like Slack, Trello, Google Drive, Office 365, and Microsoft Dynamics.
Screendragon starts from $20/user/month with a one-off implementation fee, and a free demo is available.
ClickUp is a creative project management tool software that offers built-in creative features for every step in the design process.
Users can collaborate with their teams on any design project with features for proofing, threaded comments, chat, and easy file sharing. Share files and deliverables with clients and control what they can access with permissions. Collect approval, feedback, or customer information with custom branded forms. ClickUp also offers multiple views and templates for building and managing your creative workflow or getting projects started.
Task management features include task checklists, subtasks, and task templates, as well as the ability to filter, sort, search for, easily reorder, and view tasks in the manner most convenient for the team. Users can also create Gantt charts, calendars, and timelines to visualize tasks.
ClickUp also includes features for creating, sharing, and collaborative editing for documents and files. Users can comment on documents and tasks, assign comments, and chat with other team members for increased communication and collaboration. Reporting features include the ability to create custom dashboards, as well as six built-in report types for team reporting.
ClickUp offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.
ClickUp’s free plan is robust and includes all primary features. The unlimited plan starts at $5 a month per user and offers additional functionality.
Ziflow is the leader in online proofing and creative project management. You can automate your entire creative content review process for shorter feedback cycles and faster approval times—all with less manual work. Ziflow is currently used by creative project management teams from Showtime, Splash Worldwide, AWS, Hilton, Weber Grills, WeatherTech, Olly, and Everyday Health.
Ziflow boasts over 1,200 file types supported, SOC2 compliance and capabilities like automated workflow, rich comment threads, auto compare, version management, and integrations with leading project management solutions. They have mark-up tools like real-time discussions threads, shapes/arrows, @-mentions, and change management for audits.
Ziflow integrates with Slack, Clarizen, monday.com, Microsoft Teams, JIRA, Dropbox, Trello, Google Drive, and Asana.
Regular Ziflow users report it being a versatile and easy-to-use creative project management solution. It will excel for teams with numerous feedback cycles or rigorous asset/content approval processes. Graphic design teams, editorial teams, creative agency teams, and marketing departments are just a few examples of groups that will benefit from what Ziflow has to offer.
Ziflow costs from $9/user/month (paid annually) and comes with a 14-day free trial.
Wrike is an award-winning creative project management software suitable for teams of five or more. Users can customize their workflows, dashboards, reports, and request forms with this highly configurable software. You can switch between Kanban boards, interactive drag-and-drop Gantt charts, and traditional workload views to visualize priorities. Wrike features customizable briefs and request forms, visual and customizable workload management, space for team members to provide feedback, and reporting and analytics.
Wrike has an easy-to-use interface and navigation with distinct spaces, folders, and tasks. You can switch between the home screen and timesheets, dashboards, calendars, reports, and a stream for notifications and messages. Users also have access to a variety of templates for common organizational processes.
The tool has over 400 integrations, including the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Wrike costs $9.80/user/month and offers four different price points, including a free version and plans which allow users to invite free external collaborators to a paid account.
MeisterTask is a Kanban-inspired software that enables effective, creative project management through stunning design and intuitive user experience. Teams can organize and manage tasks in a beautifully designed, customizable environment that perfectly adapts to their needs.
MeisterTask offers extensive collaboration options within projects—including comments and mentions, assignable checklist items, task and project watch, and advanced permissions settings—to provide teams with a robust platform on which to work together.
MeisterTask also helps teams bring all their task-related documents into a centralized location. You can attach files and images up to 250MB directly to tasks and browse through them using the integrated attachment viewer.
With MeisterTask, managers can easily automate recurring steps in their team’s workflow, ensuring team members work more consistently and get more done together. You can automatically assign tasks, move tasks between projects/sprints when they are moved to a new section, track time, or create recurring tasks that are due weekly or monthly.
MeisterTask comes readily integrated with popular tools such as Slack, Microsoft Teams, GitHub, Zendesk, Harvest, and various email apps. In addition to these native integrations, you can use Zapier or IFTTT to connect your projects with hundreds of other tools.
MeisterTask offers a free plan for up to three projects. Paid plans cost from $8.25/user/month.
FunctionFox helps streamline time and expense tracking, estimates and budgeting, running reports, schedules and calendars, task and action assignment, internal communication, as well as other administrative busywork that can bog down your creative team. They also offer a dedicated account rep with paid plans so it is a good option for those unfamiliar with PM software.
Affordable and easy to use, FunctionFox speaks to our evaluation component that digs into usability and value for your money. The comparably low cost is complemented by a generous feature set, making it a great option for small teams.
FunctionFox offers add-ons that allow for mobile app access (Android and iPhone), Flink (file exchange), and invoicing. Reports can be saved as Excel, CSV, PDF, and HTML. Unfortunately, integrations beyond these internal add-ons are limited.
With a primary focus on time tracking, FunctionFox may not be the big-picture app that some teams need.
FunctionFox starts at $5/user/month plus first user at $35 and also offers a free demo.
Smartsheet - A work execution platform with useful content collaboration tool features and project dashboards to keep creative teams in sync
Smartsheet’s online project management tool checks off a lot of the boxes I’ve laid out in the criteria for a creative project management software. For briefs and intake forms, you can use the “Forms” feature which offers the ability to create and customize forms to collect essentially any data from anyone in a structured format—you could use it for collecting information, including images and files, from clients in order to make briefs, for example.
Team collaboration features are great—members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminder, and status reports to keep everyone aligned and informed. There are content collaboration features like pinned feedback, approvals, and annotations that make it easier to collaborate on creative work.
Creative teams can then manage their tasks with visual workload management tools that offer real-time visualizations of live data, charts, and key metrics, which you can customize in drag-and-drop dashboards.
Finally, reporting is a strong feature of this tool, with editable summary reports that you can easily export to Excel.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, servicenow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $7/user/month, with a minimum of 3 users and a maximum of 25 users. They also offer a 30-day free trial.
VOGSY provides creative agencies with the ability to automate project management workflows and admin tasks. The tool is built for Google Workspace and uses an intuitive Google Material Design interface. VOGSY generates and sends quotes and invoices to clients, suggests resources while you’re planning hours, creates project budgets, optionally pre-fills timesheets, and produces real-time financial reporting across projects and agencies.
Projects, resources, and tasks are viewable in Gantt chart timelines and visual project cards that show deliverable activities, resources, real-time budget consumption, and estimated vs. actual margins. Project cards keep everything in one location, including documents, tasks, emails, automated invoices, comms, and notes.
This tool is unique for covering services firms’ entire services chain from opportunity tracking to billing and reporting as well as Gmail, Docs, Drive, and Sheets integrations. Teams can work from their inboxes and follow up with clients immediately, as well as simultaneously edit, comment on, and mark up quote and invoice templates.
VOGSY is ideal for mid-sized professional services organizations looking to lay solid foundations for future growth, or larger ones that have tech stacks and are looking to bring data and operations into one place. Integrations include CRMs such as SalesForce and HubSpot, as well as financial systems such as QuickBooks and Xero.
VOGSY starts at $9/user/month and offers a 30-day free trial. It also offers a free version limited to one user.
Kissflow Project is an intuitive project management tool designed with a focus on collaboration, transparency, coordination, and productivity, much required for creative teams. It offers tracking features to provide a clearer view of items and tasks that actually matter to creatives.
The platform offers multiple views for projects including Kanban boards, list views, and swimlanes. The Project States function helps reduce the amount of tracking needed by allowing team members to mark tasks with one of three statuses — on hold, in progress, and done.
Something great about this tool is that it enables creatives to share project plans, documents, and other files as well as discuss projects directly within its interface. Team members also get reminders when due dates are approaching (although this is customizable, along with a lot of other features). Another great feature is the ability to set priorities and assign team members to them.
In essence, Kissflow Project does a great job of affording creatives the freedom to do what they’re best at: being creative!
Kissflow includes native Microsoft and G Suite integrations, and the platform offers a REST API and webhooks.
The Best Creative Project Management Software Summary
Which Creative Project Management Software Do You Use?
I hope you found a useful project management system to accommodate your creative team’s workflow.
Which project management software from this list is your favorite to use? Do you have another tool in mind that you would add to this list? Do you have any tips to maximize the effectiveness of these tools? I’d love to hear from you in the comments.
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