What Is Project Management Software?
Software Wizardry: Project management software helps improve workflows, prioritize tasks, and organize resources so you can keep projects on track across the entire organization.
Choosing the Right Tool: Different types of software, like web-based or on-premise, suit various needs based on flexibility, security, or specific project management requirements.
All-in-One vs. Specialized: Integrated suites offer comprehensive management solutions, while standalone tools provide niche functionalities for tasks, time tracking, or budgeting.
Project management software offers features that help you run and manage projects, create a single source of truth for your projects, help align your team, identify bottlenecks, and keep everything on track.
There are several types of project management apps, from simple task trackers to comprehensive project suites. If you're new to using project management tools, here's how they work and my guidance on how to use it to make your projects run smoother.
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What Is Project Management Software?
Project management software is a computer application that helps you prioritize and manage project-related work. This type of software usually exists as:
- A web-based software-as-a-service (SaaS) solution
- A software solution that is hosted on your servers, also called "on-premise."
Likewise, you can use desktop project management software or access software via mobile app.
Core functions and features of project management software typically include:
- Task management and organization
- Scheduling
- Resource allocation
- Document sharing
- Time tracking
- Project reporting and analytics dashboards
- To-do lists and checklists
- Collaboration features
Project management software is designed for organizations and project teams that need transparency and oversight of their projects. It helps you achieve goals via status reports on project tasks, audits and version history on deliverables, project visibility through meeting minutes, decisions, and project feedback, automations for your operations and workflows.
Regardless of the project management methodology you're using (agile, waterfall, SAFe), project management software can help you improve task management, time tracking, resource management, and team collaboration.
Types of Project Management Software
Types of project management software include:
- Web-based software: This software operates entirely over the internet with no need for installation on individual computers. It offers flexible access from any device with an internet connection, so it's ideal for remote teams.
- On-premise software: This software is installed and runs on company servers and hardware, which provides more control over data security and customization, but requires more upfront investment in licensing, infrastructure, and IT support. Learn more about project management software security here.
- Project scheduling software: This software focuses on planning, scheduling, and tracking project timelines and milestones. It typically includes Gantt charts, critical path analysis, and milestone tracking.
- Task management software: This software simplifies task delegation and progress tracking, and often includes features for setting priorities, deadlines, and reminders. It's generally useful for managing daily activities and smaller projects.
- Resource management software: This software helps plan and allocate resources such as manpower, materials, and budget. It includes capabilities for forecasting resource needs and tracking availability, so it's especially useful for creative agency resource management when it comes to making sure you're using team and material resources efficiently.
- Integrated suite: This type of software offers a comprehensive set of tools that cover all aspects of project management, from initiation to project ramp down and closure. These tools generally facilitate better integration of data and workflows and are ideal for organizations looking for an all-in-one solution to manage complex projects and multiple teams.
- Standalone tools: This type of software focuses on specific aspects of project management, such as task management, time tracking, or budgeting. They can be more flexible and less costly than full suites, and are particularly suitable if you need specialized functionality without the breadth of features that integrated suites offer.
- Industry or profession-specific: This software is limited in the type of features that it has as it is tailored to a specific job function. It has a focused approach, but it's almost impossible for anyone outside that niche to use. Think of project management software for education or engineering.
Not Sure What Type Of Project Management Software Is Right For You?
If you’re struggling to choose the right type of project management software for your needs, let our experts help you. Just share your needs in the form below and we’ll connect you with a dedicated software advisor who will match and connect you with the best providers for your needs.
Use Cases for Project Management Software
Here are some of the most common use cases for project management software:
- Project planning & scheduling: You can use software to define scope and deliverables, set timelines and due dates, assign work to resources, and identify and manage dependencies.
- Task & workflow management: The software lets you track and prioritize tasks; set up workflows and automations; visualize tasks via tools like Kanban boards; and set up recurring tasks, notifications, and reminders.
- Communication & collaboration: The software provides a central place to discuss project work, share files, provide updates, give feedback and task instructions, and connect to your other tools like email or Slack.
- Resource & budget management: You can use software to allocate and assign resources to project work, keep track of team member workloads and capacity, monitor your budget and project costs, and forecast future costs based on progress.
- Time tracking & billing: The software allows your team members to keep track of the time they spend on each project and task, measure billable and non-billable time, and identify bottlenecks and inefficiencies. You can also generate invoices and reports based on the time tracked.
- Reporting & analytics: You can use software to create reports and dashboards to track KPIs, metrics, and progress. It also lets you identify trends and areas for improvement, and make decisions based on real project data (rather than a guess).
When you're choosing project management software, make sure to take into account any specific use cases your team or org has.
If you are shopping for PM software, writing down detailed project use cases can help you narrow down your tool choices and get the most out of demos.
How Much Does Project Management Software Cost?
On average, a basic plan for project management software costs $7 to $15 per month. Project management software is typically priced based on the features, scalability, and number of users you need. You'll usually pay a subscription fee per month or year.
Most providers also include a free version with basic features, which can be upgraded to premium versions as your needs expand. For more specialized needs, licensing fees for on-premises installations and customizations may also apply.
I also suggest gaining an understanding of enterprise project management for the best ROI assessment of your project management software.
Here's a side-by-side comparison of common project management software and their pricing so you can get a sense of what you can expect to pay.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for workflow automation | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 2 | Best for agency projects and budgeting | 14-day free trial | From $9/month (billed annually) | Website | |
| 3 | Best for large projects and scaling | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
| 4 | Best for replacing multiple separate tools | 14-day free trial + free plan available | From $7/user/month | Website | |
| 5 | Best for simplified planning and workflows | 14-day free trial + free demo available | From $25/user/month (billed annually) | Website | |
| 6 | Best for collaborative project management | Free plan available | From $5/user/month (billed annually) | Website | |
| 7 | Best for resource scheduling | 14-day free trial + free demo available | From $7/user/month (billed annually) | Website | |
| 8 | Best for integration with Zoho Suite | 10-day free trial + free plan available | From $4/user/month (billed annually) | Website | |
| 9 | Best for end-to-end agency projects | Free trial available | From $9/user/month (billed annually) | Website | |
| 10 | Best for process automation | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website |
Common Project Management Software Features
Here are the core project management software features to look for:
- Project planning: Project planning tools let you create task or activities lists, allocate project resources, and identify task dependencies (or check out specific project management software with dependencies). Project management software applications also allow for collaboration on project planning, the use of both waterfall or agile project management methodologies, and the creation of Scrum or Kanban boards.
- Schedule planning: This feature lets you map out timelines, tasks, and resources, as well as create detailed project schedules, set deadlines, assign tasks to team members, and monitor progress through Gantt charts or similar visual representations. You can adjust schedules in real time, accommodate changes, optimize resource allocation, and deliver projects on time and within budget.
- File sharing: Once project planning artifacts are created, you need a centralized place to store and access documents. Software lets you upload and attach files (documents, images, pictures, and videos) so the entire project team can access them, which improves collaboration and efficiency.
- Communication: Project management software typically features communication tools such as email notifications, mentions, in-app comments, and live chat so the team can stay informed about the latest project changes. If you relies on Slack for communication, consider project management software that integrates with Slack to streamline discussions, automate updates, and keep everyone aligned.
- Reporting: Many project management software tools offer robust reporting features that let you monitor expenses, resource usage, and overall project progress. You can issue invoices based on milestones or project completion and create dashboards to share with key stakeholders. If you're managing multiple projects, reporting features can offer a consolidated view of performance across the entire portfolio.
Types of Businesses Project Management Software Supports
Project management software applications are especially useful for the following types of businesses.
- Small businesses: Small businesses often juggle multiple projects with limited resources and personnel. Project management software for small businesses can improve your operations with features for organizing tasks, setting deadlines, and tracking progress in one centralized location. This saves time and boosts productivity, so you can focus on growth and customer satisfaction.
- Enterprise businesses: Enterprise businesses manage large-scale projects involving numerous departments and complex workflows. Enterprise project management platforms provide advanced features for resource allocation, budget tracking, and collaboration tools. This keeps team members aligned, projects stay on schedule, and issues can be identified and addressed promptly.
- Non-profits: Non-profits often operate under tight budgets and need to maximize their impact with limited resources. Project management software aids non-profits helps plan, coordinate, and execute initiatives. It lets you track donations, manage volunteers, and report on project outcomes, which boosts transparency and accountability.
- Creative agencies: Creative agencies work on diverse projects ranging from marketing campaigns to design and development tasks. Creative project management software helps you manage your creative workflows, assign tasks to the right team members, and monitor project timelines. This results in improved project delivery, more team collaboration, and a higher quality of output.
- Healthcare organizations: Healthcare organizations need to manage a multitude of projects, from clinical trials to facility upgrades and regulatory compliance initiatives. Healthcare project management software provides tools for detailed scheduling, resource management, and compliance tracking. This helps you execute healthcare projects efficiently, meet regulatory requirements, and make sure patient care is not disrupted.
- Consultants and freelancers: Freelancers and consultants manage multiple clients and projects while handling schedules, invoicing, and communication. Project management software for consultants and freelancers provides tools for task and time tracking, automated invoicing, and client collaboration to help you improve project workflows, keep deadlines on track, and bill accurately.
How To Choose The Right Project Management Software
Here are six essential steps you can use to choose the best tool for you. You should also create a PM tool requirements checklist to help narrow down your shortlist.
- Analyze your business needs: Identify and analyze your specific business needs to narrow down the best-suited tools for your projects. For example, if you have issues with lack of team communication, you might benefit from a cloud-based project management solution.
- Consider your team's needs: Consider various factors such as team size, feature preferences (comprehensive vs. simple, etc.), and locations, especially if remote work is necessary. By doing so, you can make sure your chosen tool will accommodate these needs.
- Set your budget: Cost shouldn't be your only consideration when choosing software, but it is an important factor. Keep in mind that there are free project management systems if pricing is a constraint. Account for potential subscription fees and essential feature costs to narrow down your choices.
- Assess the basics: Once you've determined your business needs, team preferences, and budget, evaluate specific project management tools and focus on the basics—user interface, ease of use, and available integrations.
- Evaluate features and functionality: Next, evaluate specific features and functionality of project management tools by comparing essential features side-by-side to see which tools best meet your needs. To start, look for common features like task management, progress tracking, resource management, and reporting and analytics.
- Test your chosen tool: Use free trials or project management software demos to test the tools you're considering to see how they fit your work scenarios and team needs before making a larger commitment—and a larger financial investment.
Benefits of Using Project Management Software
Project management software can provide many benefits for project teams and organizations. These include:
- Consolidation of project data: Instead of having to pull data from multiple sources for project reporting, many software applications can store multiple types of project data such as schedule and budget performance or resource issues. This means less reporting errors and gaps, and more streamlined reporting.
- Easier task delegation and collaboration: Project management software provides transparency and access to project documents so you can delegate more responsibilities to the team. For example, a project team member can update the status of their tasks directly rather than you updating it after a status meeting.
- Easy-to-use and little time required for set-up: Many tools are designed to be intuitive for users by making use of spreadsheets and calendars. As such, training is easy and you can start to use the software immediately after purchase.
- Integration into other technology applications: Technology can be expensive, so it’s important that new tools integrate well with what you're already using. Many project management software applications do integrate with other 3rd party applications that you already have and use.
- Increase in productivity and efficiency: Project management software can automate a lot of tasks you're probably doing manually. For example, you can create a button for generating a weekly status report that produces a project dashboard (learn how to set one up here), which you can share with stakeholders. This saves you from having to update a report template manually and maintain an email distribution list.
Recommended Project Management Software
Here’s a list of some of the best project management software on the market:
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Need expert help selecting the right project management software?
If you’re struggling to choose the right software, let us help you. Just share your needs in the form below and you’ll get free access to our dedicated software advisors who match and connect you with the best vendors for your needs.
