On the hunt for a Microsoft Project 2019 alternative? You’ve come to the right place. In this review, I’ll go over some great new MS Project alternatives and a downloadable how-to guide for choosing a Microsoft Project alternative for your projects.
Quickly Compare & Evaluate The 10 Best Microsoft Project Alternatives
If your company is feeling the pinch, your request to purchase a shiny new copy of Microsoft Project might elicit a response that goes something like,
“Surely there is a free Microsoft Project alternative that can do the job, isn’t there?”
Yes—there are dozens of paid and free MS Project alternatives out there. Below, you’ll find the ones that made my shortlist, followed by details and screenshots, to help you choose the right one.
Criteria For Microsoft Project Alternative Software
There are loads of project scheduling software out there that does all kinds of things that we, as digital project managers will never make use of. In a tool that replaces MS Project, what exactly are we looking for? Here are the criteria I used to evaluate Microsoft Project alternative project scheduling tools:
- User Interface (UI): How well-designed is it? How clear are the displays and navigation?
- Usability: Is it intuitive? Are there tutorials and training? Does the tool offer quick and responsive customer support when your team members have questions? Does it have an Android and iOS app so you can access it from any device?
- Features & Functionality: How many of the key resource management software features and functions does it provide, and how powerful are they? Specifically, I looked for these functionalities:
- Create a Gantt chart: demonstrate in detail the work breakdown structure (WBS) with tasks, sub-tasks, and to-do lists. This should show duration, start and end dates, task dependencies, and assigned resources to facilitate task management.
- Create a project exec summary chart: provide a high-level view of the project plan to provide a project snapshot that anyone can understand
- Import and export .mpp files: be able to open MS Project files, seamlessly import someone else’s project plan, make edits, and send it back to them without giving anyone a headache. All project files should be able to be stored within the project management solution, rather than in Dropbox or Google drive.
- Export PDF’s or shareable project plans: be able to share something that looks presentable. Bonus points if you can switch views to easily see your plans as task lists, kanban boards, calendars, etc.
- Collaboration tools: be able to use built-in functionalities to encourage team collaboration and receive real-time notifications for updates.
- Issue tracking: be able to note and keep track of ongoing issues and problems with certain projects or project types.
- Integrations: Is it easy to connect with other tools? What are the pre-built integrations?
- Value for $: How appropriate is the price for its features, capabilities, and use cases? Is pricing clear, transparent, and flexible?
I know, I know: There are loads of other things that MS Project does, like resource management and project portfolio management with business intelligence integrations, which is great. But generally speaking, all we’re really doing is scheduling our projects. Yes, there are lots of other great functionalities, but be honest—you don’t use them very much!
Best Microsoft Project Alternatives For Project Scheduling Software
In the overview of Microsoft Project alternatives below, I break down the features, pricing, and main benefits of the best Project alternatives.
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1. monday.com – Award-winning, visually intuitive tool for planning, tracking, and collaborating on projects
monday.com is one of the few tools that prides itself in ‘not being a project management tool’! They’ve done away with a lot of the trimmings of typical tools and focused on simple structures that help clarify the sequence of work that needs to be done.
This tool is a great Microsoft Project alternative in that it functions a lot like a spreadsheet—but one that’s more intuitive to use and modify without having to mess around with formulas. Likewise, it offers more than a basic spreadsheet by giving you various views of your projects—view as spreadsheets or as lists, on a map, on a Kanban board, and other views. Users can upload and attach files to cards, make comments, mention teammates, and more.
It offers the ability to create summary charts as well as export and share project plans. However, one downside is that it doesn’t allow you to make Gantt charts in the traditional sense (they have a feature that serves the same purpose and works just as well, called “timelines”), nor can you import or export MPP files. That said, monday.com is designed as a true alternative to MS Project, not something to be used in tandem with it.
monday.com’s integrations include project management apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
monday.com costs from $17/month for two users.
2. Smartsheet – A work execution platform with integration with your favorite PM tools and apps, custom branding options, collaboration tools, charts and graphs and more
Smartsheet’s online project management tool takes some of the most useful features of Microsoft Project, combines them with the simple use of an online spreadsheet, and then incorporates team collaboration and automation functions to save money. It offers the basics: functions such as making a schedule of beautiful activities with tasks, subtasks, activities, assigned resources and sections on tasks.
Smartsheet helps you organize projects, grids, calendars, dashboards, portals, forms and more all from a unified control center. They have pre-built Gantt chart templates with customizable fonts and colors, “% Complete” and “Assigned To” columns and more. It has useful features such as workflow automation and visualization of tasks in Gantt, calendar and card views. Team members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed.
The Critical Path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones. 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 $14/user/month and offers a 30-day trial.
3. GanttPRO – Powerful online Gantt chart software with a beautiful user interface
You’re probably aware of how painful it is to find a nice looking and powerful Gantt chart and an MS Project substitute. In GanttPRO, you will find both. This Gantt chart tool looks really nice with its intuitive UX/UI design and a short learning curve.
GanttPRO offers a wide range of robust project management, project portfolio management, team collaboration, resource and cost management features. In this MS Project alternative, you easily create tasks with lots of settings like statuses, priorities, dates, deadlines, progress, time log, etc., assign them, set dependencies between connected tasks, and add milestones. Thanks to the Auto-scheduling feature, any change in your tasks, dates, or dependencies will be automatically reflected.
Moreover, you can switch between views to get more flexibility. Besides the native greatly looking Gantt chart timeline, there are also the Board view and My tasks view.
If you already started your plan in MS Project but need to change it, import it directly to GanttPRO, in seconds.
- Intuitive project management, robust portfolio and program management with a high-level picture.
- Team collaboration with comments, real-time notifications, attachments, and mentions.
- Advanced resource management: manage resources from all your projects in one place, see their availability, who is overloaded/underloaded, and with the help of drag & drop simplicity, redistribute tasks.
- Task time tracking.
- Advanced export and Sharing.
You can try a 14-day free trial or book a personal demo. A plan for 1 user starts from $15 if billed annually. Team plans start from $8.90 per user if billed annually.
4. Hive – Ready-to-scale project management and collaboration software used by small teams of 10 up to Fortune 500s
Hive is a project management tool and collaboration platform that powers companies like Starbucks, Uber, WeWork, and IBM. With AI-based analytics, thousands of integrations, flexible project views, and more, Hive streamlines your work in one centralized platform and offers much more than just Gantt charts. Used by teams of varying sizes, from 10 people to 1,000, Hive is a great option as a Microsoft Project alternative for a diverse range of companies and work styles.
Hive’s time-tracking, analytics, and flexible view capabilities allow for a transparent understanding of other team member’s work and upcoming projects. Hive also has one of the first full email integrations in any project management tool, which allows you to send and receive Gmail and Outlook messages from the app. Choose Hive if you’re in the market for a well-laid-out, comprehensive Microsoft Project alternative tool that can be scaled up or down based on team needs.
The tool costs $12 per user per month when billed annually.
5. Nifty – Best for cross-departmental and cross-functional teams
Nifty is a project management and team collaboration tool that offers robust and powerful features while remaining easy to use. Features include dependencies, reports, and portfolio management, as well as a full suite of communication tools including project discussions, chat, and docs, as well as a two-way Google suite integration.
Nifty’s Gantt chart is scalable and readable for managers and non-managers alike, and allows users to create milestones that reflect project status. These milestones can be used to unlock phase-based dependencies and can be shared as a public link for presentations. Outside collaborators can join projects to collaborate in a limited capacity as guests, without being added to your subscription.
Managers can oversee portfolio and organizational deadlines and tasks in overview, calendar, and workload views, while team members can utilize the My Tasks view to quickly identify what needs their attention in the short term.
The Nifty team can import your data from Microsoft Project so you can continue working without delay.
Nifty does not offer a free plan, but it offers a 14 day free trial and starts as low as $39/mo for up to 10 users in its bucket-based plan.
6. Forecast – Best Microsoft Project Alternative for resource management
Forecast is a powerful combination of resource management and project management built on the foundation that successful projects require a combination of short and long term planning. You can build advanced interactive Gantt charts with Forecast’s full suite of project management features.
Powered by AI, it is designed for companies that want to monitor the progress of their projects, programs, and portfolios in real-time. Forecast learns from hundreds of thousands of projects and turns a simple list of tasks into a project plan with assigned team members, estimated task duration, and precise delivery dates – allowing you to be more efficient and build project timelines in seconds.
Team members can collaborate and comment on tasks, and Forecast gives you profitability insights as well, so management can monitor revenue by project.
Forecast is currently used in 40+ countries worldwide, by agencies, consulting companies, and enterprises. The tool offers Lite, Pro, and Enterprise options that cost from $29/user/month, as well as a 14-day free trial.
7. ProjectManager – Fully-featured, award-winning PM software with Gantt chart features to plan, schedule and update in real-time
ProjectManager.com is a well-rounded, award-winning software used by some big names including NASA, Volvo, Brookstone, and Ralph Lauren. This is an MS Project alternative solution where you can simply plan projects, assign tasks, track progress and collaborate with teams easily.
This tool delivers a ton of useful Gantt chart features that rival MS Project. Using this tool, you can create project plans (Gantt charts), manage tasks, create reports, and manage timesheets, expenses, and workloads. This Gantt chart application also provides a useful feature that lets you easily switch between views—between Gantt chart, task list, and Kanban board views. You can use the in-app communication features to comment on tasks and assign them to team members.
Their real-time reports are easy to use—get pre-set reports (project status, timesheets, expenses) in a single click, or set up your own custom reports. You can also use the real-time dashboard to get a glimpse of your current project stats. And you can use all of these features to schedule and report across multiple projects, as well.
ProjectManager.com integrations include native integrations with GoogleApps like Drive, Gmail, Calendar, etc. as well as Microsoft Office and Microsoft Project. For all other integrations, you can use Zapier to sync ProjectManager.com with other tools.
Pricing for ProjectManager.com starts at $15/user/month with their basic “Personal” plan requiring a minimum of 5 users. They offer a 30-day free trial (a credit card is required to sign up for a free trial).
8. Wrike – Best Microsoft Project alternative for team collaboration
Wrike is an award-winning, easy-to-use project management software trusted by 20,000+ organizations worldwide. The tool is suitable for teams of anywhere from five to an unlimited number of team members. It’s highly configurable and allows users to customize workflows, dashboards, reports, request forms, and more.
Wrike’s simple interface enables users to switch between customizable Kanban boards, one-click Gantt charts, and traditional workload views, allowing them to choose how to visualize their priorities and providing a snapshot of work. Wrike also features task lists, subtasks, schedules, shared workflows, file sharing, and real-time communication and collaboration.
Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Users can toggle between the home screen and timesheets, dashboards, calendars, reports, and an activity stream for notifications and messages. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.
Wrike offers 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft (including Teams), Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Wrike pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
9. TeamGantt – A web-based tool with a simple interface for making great-looking Gantt charts
TeamGantt is a swanky looking and reasonably robust Project alternative. It’s a paid, web-based (and mobile-friendly) project management tool that delivers the basics of creating pretty Gantt charts, with the ability to create tasks, subtasks, milestones, assign resources, and dependencies to tasks.
It places considerable emphasis on individuals, giving them the ability to see what they’re scheduled to work on that week as well as an overview of all the projects they’re working on. This enables an interesting feature to support in-project conversations and file uploads for team collaboration (although I’m not really sure it does it as well as a tool like Slack or Asana). The real selling point is that it’s pretty and does the basics well. The downside is that the functionality is a bit too limited without support for import and export of .mpp files.
TeamGantt costs from $29/10 x projects/month.
10. Workzone – Easy to use Microsoft Project alternative with interactive Gantt charts and useful all-project dashboards
Microsoft Project’s advanced features are meant for formally trained project management professionals, while Workzone provides robust features designed to be used successfully by the entire team, even those with no background in project management.
Unlike MS Project, Workzone includes five-star customer service. In fact, Workzone has a battle-tested approach that includes comprehensive onboarding and unlimited support. For anyone who struggles to make MS Projects useful to their teams, I’d recommend Workzone if for nothing else than the level of training and ongoing coaching that they offer.
Workzone’s interactive Gantt Charts, 10,000 ft project portfolio view, and project calendar allow teams to always know what’s going on and avoid bottlenecks. In the Gantt charts, Workzone links dependent tasks and uses a specific task’s end date to calculate the following task’s start date for projects with tasks that follow a set sequence. Plus, it automatically notifies the next party downstream when the dependent task is completed. In addition to those features, it offers secure document management and file-sharing, file versioning, customizable reporting, resource and task management, user permissions, and time tracking to keep teams productive. The software is cloud-based and offers automated emailed reports with up to date project status information.
Already an MS Project user? Import your Microsoft Project files directly into Workzone. I’m not sure if you can export .mpp files, but I do know that the tool offers file sharing at various permission levels as well as workload reports, so it’s easy enough to share out your resource plans.
Workzone has integrations with over a dozen standard workplace tools for comms, accounting, CRM, etc. Notably, it also integrates with MSTeams, so that could be useful for anyone who can’t leave the MS ecosystem fully. You can also extend Workzone’s functionality through their extensive API and Zapier.
Workzone pricing starts at $40/user/month for up to 5 users. Price per user lessens with the number of users…for instance, for 15 users the price per person starts at $24/user/month.
Summary Of The Best Microsoft Project Alternatives For Creating Gantt Charts
It’s easy to be overwhelmed by the baffling array of Microsoft Project Alternatives out there.
Below, we’ve put together a reader-friendly table neatly summarizing basic info about the tools described in this article. We’ve investigated the pricing and availability of free trials and demo versions for you to make a side-by-side comparison that much simpler.
Free Microsoft Project Alternatives
They come with limited functionality, but here is a list of a few free Microsoft Project free alternatives. These are great options for small teams and freelancers.
Other project scheduling software alternatives worth considering:
There are some new kids on the Gantt chart block! I haven’t had a chance to review these properly, but if none of the above work for you, it’s worth checking some of these out:
- Mind Genius
- Edraw Project
- Rational Plan
- Toggl Plan
- Hyper Plan
- Office Timeline
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Questions To Ask When Choosing Among The Best Microsoft Project Alternatives
So what is the best project scheduling software to use as a Microsoft Project alternative? It really depends on whether or not you subscribe to the requirements we set out above.
If you’re actually looking for something a bit more than that, then one of the cloud-based solutions like Smartsheet would probably work out well. As I often find myself offline, on planes, and in the wilderness of BC, I would miss having a desktop app to churn out my .mpp’s on the road.
So in short, my preference would be for Microsoft Project Pro for Office 365. It does everything I want it to do, in the format I need it. Yes, it’s kind of a cop-out but it works—and it’s actually no more expensive than any of the better, paid alternatives.
That’s how I made my decision. Here are some questions to ask yourself when choosing the right MS project alternative for your case:
Where is the Gantt chart and project schedule used in your workflow?
This is a bit of a catch-all, but in choosing a Microsoft Project alternative, it’s worth thinking about how you’re managing estimates, tasks, resources, budgets, risk, timesheets, and project reporting. There are features within Microsoft Project that support this, and many of the alternatives include them too.
How do you use your project plans and schedules?
If they are just Gantt charts that get created at the beginning of a project or during the project planning process and are then not updated, it’s very different from the requirement for a tool that needs daily updates during project progress.
Consider what you actually use project timelines for; do you print them off every day and baseline progress? How do you share that information with the project team and executive? Consider too how you’ll be updating the timeline throughout the project.
Who will use it?
It’s worth considering if it will be just the project manager updating the project plan, or if team members will need to do it too. If the project timeline needs to be actively updated by the project team, it’s worth considering tools which are easy to use and require minimal onboarding
What other tools are you using?
Microsoft Project integrates and plays nicely with its Microsoft buddies, SharePoint, and Project Server which are enterprise-based solutions capable of some incredibly smart things with Power BI, Internet of Things, bots, and machine learning. Microsoft Project integrates with a lot of other applications and tools too, including JIRA, using the Ceptah Plugin and Daptiv PPM.
Are you always online?
Cloud-based project timeline mobile apps can be great, and they can be kept more up to date with ‘live’ information but consider that they require an active internet connection to work. If you’re ever working offline and without cell reception, for example on a plane, you’ll be hooped and want a desktop application instead.
What’s the cost?
The cost of Microsoft Project tends to be one of the primary reasons that people look for an alternative. Microsoft Project isn’t cheap, but did you know that if you do a quick search on Amazon you can find the latest version of Microsoft Project 2019 for less than $600?
Consider Projects vs Users
Most of the Microsoft Project alternatives are priced on a cost per user basis. So in working out which solution is the most affordable, consider what makes the most sense for you; is it a tool that many people in the organization will need to use, or will it be used principally by the project manager? Some project management tools offer unlimited users, while other project management software costs more depending on the number of users you need.
Consider the Learning Curve
How much training will your team members require? If the project management software has a particularly steep learning curve, it may take more time and resources than it is worth just to learn the software. Test out the software with demos in advance to make sure your team members can be onboarded quickly.
Consider your project methodology
If you are using a specific project methodology such as agile or scrum, consider whether the project management software fits with that methodology. You don’t want to be trying to run agile projects on a software that is intended for use with waterfall project methodologies.
Consider The Lifetime Cost Of Ownership
While web-based apps might seem affordable in the short run, typically costing around $15/user/month, the cost of ownership over 3 years is actually the same as buying a copy of Microsoft Project. So before deciding on subscribing to a service, consider purchasing a desktop-based non-cloud solution like:
Most of the cloud-based Microsoft project alternatives offer at least some paltry freemium offering which might be enough for you:
While Microsoft Project might seem like an easy tool to replace, when you can subscribe to Project Online Professional for $30/user/month, it’s worth weighing up all the options before subscribing to a cloud-based option.
But if you’re not using it every day, and just need a simple Gantt project planner, there are lots of great, cheap, and even free options for you.
What Do You Think?
What do you think we’re missing? Any other great alternatives to Microsoft Project for project scheduling, making Gantt Chart, and project plans? We’d love to hear if you’ve got any suggestions, tips, or thoughts on using this kind of project scheduling software – why not share them using the comments below?