24 Best Project Management Software for Individuals Reviewed in 2025
Best Project Management Software for Individuals Shortlist
Here’s my pick of the 10 best software from the 24 tools reviewed.
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Managing projects solo comes with its own set of challenges. You’re wearing all the hats—planning, tracking progress, hitting deadlines—without a team to back you up.
You need software that’s built for individuals, not teams of ten. You need something lightweight, focused, and easy to use without any extra fuss.
In this article, I’ll walk you through the best project management software for individuals. I’ve tested each one myself and chosen the tools that will actually help you stay organized, focused, and in control of your workload.
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Best Personal Project Management Software Summary
This comparison chart summarizes pricing details for my top personal project management software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for versatility in management | 10-day free trial + free plan available | From $4/user/month (billed annually) | Website | |
| 2 | Best for unifying teams and workflows | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 3 | Best for visual project tracking | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 4 | Best for client work management | 30-day free trial | From $10.99/user/month (min 3 users, billed annually) | Website | |
| 5 | Best for custom workflows | Free plan available | From $11.20/month (billed annually) | Website | |
| 6 | Best for all-in-one workspace | Free plan available | From $8/user/month (billed annually) | Website | |
| 7 | Best for professional project planning | Not available | From $19.99/user/month (billed annually) | Website | |
| 8 | Best for task syncing across devices | Not available | Free to use | Website | |
| 9 | Best for Kanban boards | 14-day free trial + free plan available | From $5/user/month | Website | |
| 10 | Best for democratized project management | Free plan available | From $5/user/month (billed annually) | Website |
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Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Personal Project Management Software Reviews
Below are my detailed summaries of the best personal project management software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Zoho Projects is a versatile project management tool suitable for various business needs. It is best for versatility in management due to its wide range of customizable features that accommodate different project types and management styles.
Why I Picked Zoho Projects:
I selected Zoho Projects for its exceptional adaptability across different project management scenarios. Its comprehensive feature set and customization options make it stand out from other project management tools. I believe it is best for versatility because it allows teams to manage their work with a high degree of flexibility, adapting to the unique demands of each project with ease.
Standout features & integrations:
Zoho Projects is known for its task automation, time tracking, and advanced reporting capabilities. It also offers issue tracking, which is essential for identifying and resolving problems quickly. The platform supports Gantt charts for visual project planning and tracking, and it provides a range of task views, including Kanban boards, for different organizational preferences.
Zoho Projects integrates natively with Zoho CRM, Zoho Desk, Zoho Analytics, Zoho Cliq, Zoho Books, Zoho Invoice, Zoho People, Google Drive, Google Calendar, Microsoft Office 365, Slack, and more, facilitating a connected and streamlined workflow.
Pros and cons
Pros:
- Wide array of integrations with Zoho and third-party applications
- Comprehensive reporting and time tracking tools
- Robust customization and automation options
Cons:
- Some advanced features locked behind higher-tier plans
- Limited functionality on the free plan
- May have a steep learning curve for new users
Nifty streamlines project management and enhances team collaboration in a single digital hub. It's best for unifying teams and workflows, offering tools that foster communication and centralize project tracking.
Why I Picked Nifty:
I selected Nifty for its robust approach to project management, which distinguishes it from other platforms. Its ability to integrate various dimensions of project work—tasks, timelines, documents, and communication—into one cohesive environment is why I judge it to be best for unifying teams and workflows. This integration ensures that team members are aligned and can work efficiently towards common objectives.
Standout features & integrations:
Nifty excels with features like milestone-based project planning, collaborative document editing, and a built-in calendar that syncs with Google. Its progress tracking and reporting capabilities provide transparency and foster accountability within teams.
Nifty integrates natively with Google Drive, Slack, Zoom, Dropbox, Trello, Asana, GitHub, GitLab, Bitbucket, and Jira, among others.
Pros and cons
Pros:
- Diverse native integrations streamline workflow
- Milestone tracking aligns team efforts with project goals
- Centralized platform for all project-related activities
Cons:
- Free plan may be too limited for some teams
- Some advanced features only in higher-priced plans
- Initial setup may require time investment
Trello is a project management application designed to help individuals and teams track their projects visually. It is best for visual project tracking due to its intuitive board and card system that allows users to see the progress of tasks at a glance.
Why I Picked Trello:
I chose Trello for this list because it offers a unique visual system that stands out from other project management tools. Its simplicity and clarity in displaying tasks make it easy to manage projects without getting overwhelmed. I believe Trello is best for visual project tracking because it provides an immediate visual overview of your projects, which is essential for maintaining organization and ensuring that nothing slips through the cracks.
Standout features & integrations:
Trello's standout features include its board and card system, which can be customized with labels, checklists, and due dates. The drag-and-drop functionality makes it easy to move tasks through different stages of completion. Additionally, Trello's Power-Up options allow users to enhance their boards with additional features and integrations.
Trello integrates natively with Slack, Google Drive, Dropbox, Box, OneDrive, Salesforce, Evernote, Mailchimp, GitHub, Google Hangouts, and more, providing a versatile platform that can fit into various workflows.
Pros and cons
Pros:
- Wide range of native integrations
- Customizable with labels, checklists, and Power-Ups
- Visual card and board system for easy tracking
Cons:
- Some advanced features locked behind paid plans
- Can become cluttered with too many cards or boards
- Limited features on the free plan
Teamwork is a comprehensive project management platform tailored for client work. It stands out as the best for client work management due to its robust set of features designed to handle all aspects of client projects, from planning and execution to tracking and reporting.
Why I Picked Teamwork:
I chose Teamwork for the list because it provides a unique combination of project management tools and features that are specifically designed for teams handling client work. I believe Teamwork is best for client work management because it offers specialized features such as client users, resource and workload management, and time tracking, which are essential for managing client-related projects and ensuring client satisfaction.
Standout features & integrations:
Teamwork's most important features include time tracking, resource management, project planning templates, and various project views such as Lists, Kanban Boards, Tables, and Gantt Charts. It also excels in managing the client review and approval process, providing comprehensive reports on project health, and offering advanced security options.
Teamwork integrates natively with Slack, Zapier, MS Teams, Google Drive, Microsoft Office apps, QuickBooks, HubSpot, OneDrive, SharePoint, and more, ensuring that users can work seamlessly with the tools they already use.
Pros and cons
Pros:
- Integrates with a wide range of popular tools
- Multiple project views for efficient management
- Tailored for client work with specialized features
Cons:
- Limited storage space on the free plan
- Annual billing may not be suitable for all budgets
- Minimum user requirement for paid plans
Podio is a customizable project management tool that lets you build and tailor your workflows to fit your team's specific needs. By creating personalized apps and workspaces, you can manage projects, tasks, and communications all in one place.
Why I Picked Podio:
It offers the ability to create custom apps without any coding knowledge. You can design apps that match your project's requirements, allowing for a personalized approach to task and project management. This means you can set up your workflows exactly how you want them, making your processes more efficient. Another benefit is Podio's advanced workflow automation. You can automate repetitive tasks, set up triggers, and create actions that keep your projects moving smoothly.
Standout features & integrations:
Features include personal dashboards, connected CRM, project management, integrated chat, full customization, web and mobile access, data visualization, social collaboration, task management, and granular access.
Integrations include Salesforce, HubSpot, Slack, Google Sheets, Mailchimp, Trello, Gmail, Facebook Lead Ads, Typeform, MojoCRM, Gravity Forms, and ActiveCampaign.
Pros and cons
Pros:
- Offers workflow automation
- Highly customizable
- Integrated chat and activity streams
Cons:
- Many workflow features are limited to higher-tier plans
- Initial setup may take time
Notion simplifies project management by integrating notes, tasks, and wikis in one tool. It excels as an all-in-one workspace, offering extensive customization to fit any team's workflow.
Why I Picked Notion:
I selected Notion for its comprehensive approach to project management, standing out with its ability to consolidate various tools into one platform. I believe Notion is best for an all-in-one workspace because it enables users to create, collaborate, and manage all their work in a single, unified space.
Standout features & integrations:
Notion's key features include a modular page-building system, collaborative workspaces, and integrated databases.
It natively integrates with tools such as Slack, Google Drive, Trello, GitHub, Figma, Asana, Jira, Evernote, Zoom, and Twitter.
Pros and cons
Pros:
- Supports real-time collaboration and sharing
- Highly customizable interface and templates
- Combines notes, tasks, databases, and wikis in one platform
Cons:
- Some users may find the pricing model expensive as teams grow
- Mobile app experience may not be as smooth as the desktop version
- Can be overwhelming for new users due to its vast array of features
OmniPlan is a project management tool designed to handle complex projects with ease. It is best for professional project planning due to its comprehensive features that cater to detailed project scheduling and resource management.
Why I Picked OmniPlan:
I chose OmniPlan for this list because it excels in providing detailed project planning capabilities that are essential for professionals. Its standout ability to facilitate intricate project timelines and resource allocation distinguishes it from other project management software. I think OmniPlan is best for professional project planning because it offers sophisticated planning tools that are crucial for managing large-scale projects effectively.
Standout features & integrations:
OmniPlan's most important features include its interactive Gantt charts, Monte Carlo simulation for risk assessment, and earned value analysis for project performance tracking. The tool also provides comprehensive resource management, allowing for detailed control over work schedules and allocation.
OmniPlan integrations with other tools are limited, but it does offer syncing across Apple devices, can integrate with calendar applications, and others including Apple Calendar, Apple Reminders, iCloud, OmniFocus, Microsoft Excel, Google Calendar, Zapier, Dropbox, Google Drive, and Microsoft Project.
Pros and cons
Pros:
- Performance tracking with earned value analysis
- Risk assessment with Monte Carlo simulation
- Advanced project scheduling and resource management
Cons:
- Primarily optimized for users within the Apple ecosystem
- Limited integrations with third-party tools
Microsoft To Do is a task management tool that simplifies task organization across all your devices. It stands out as the best for task syncing across devices due to its seamless integration with Microsoft 365 and Outlook, allowing tasks to be synchronized and managed from anywhere.
Why I Picked Microsoft To Do:
I chose Microsoft To Do for the list because of its straightforward design and its powerful integration with the Microsoft ecosystem, which differentiates it from other task management tools. I believe it is best for task syncing across devices because it offers consistent and reliable updates across all platforms, ensuring that your tasks are always up to date, whether you're on your phone, tablet, or computer.
Standout features & integrations:
Microsoft To Do's most important features include list customization, task assignment within shared lists, and integration with Outlook for managing flagged emails as tasks. It also supports file attachments to tasks, making it easier to keep all relevant information in one place.
Microsoft To Do integrates natively with Microsoft 365, Outlook, Planner, OneNote, Microsoft Teams, and other Microsoft services, providing a cohesive experience for users deeply invested in the Microsoft ecosystem.
Pros and cons
Pros:
- Ability to assign tasks within shared lists
- Customizable list backgrounds and groupings for better organization
- Seamless integration with Microsoft 365 and Outlook
Cons:
- May not offer as many features as dedicated project management tools
- Some features, like file support for shared lists, are pending future updates
- Limited to 25 MB per file attachment
KanbanFlow is a lean project management tool that utilizes Kanban boards to boost personal and team productivity by visually managing work tasks.
Why I Picked KanbanFlow:
Its customizable Kanban board allows users to visualize tasks and workflows clearly, enabling better management of work-in-progress limits and organization of tasks into subtasks. The use of swimlanes for categorization helps maintain a focused approach to project management, reducing task overload and ensuring a clear overview of project statuses.
Standout features & integrations:
Other features include the ability to track completed tasks by date, attach documents, and apply filters for easier navigation. Additionally, features like recurring tasks and task relations aid in automating routine processes and clarifying task dependencies.
Integrations include Dropbox, Google Drive, OneDrive, Box, Outlook, and Gmail.
Pros and cons
Pros:
- Accessible on mobile
- Integrated time tracking
- Good visual task management
Cons:
- User interface looks a bit outdated
- Lacks advanced project management features
Hive is a project management tool that streamlines team collaboration and workflow. This tool is best for democratized project management as it incorporates user feedback into its design, ensuring it meets the needs of its community.
Why I Picked Hive:
I selected Hive for the list due to its commitment to user-driven development, which differentiates it from other project management tools. I regard Hive as best for democratized project management because it values user input, which is critical in creating a tool that adapts to the needs of its users and enhances their project management experience.
Standout features & integrations:
Hive shines with its robust feature set, including flexible project views, time tracking, and actionable analytics. It also offers automation tools to help teams work more efficiently and a suite of collaboration features to keep everyone on the same page.
The tool natively integrates with a variety of popular applications, including Slack, Zoom, Dropbox, Box, Google Drive, OneDrive, Salesforce, Jira, GitHub, GitLab, and QuickBooks, among others.
Pros and cons
Pros:
- Wide range of native integrations
- Extensive feature set for project management
- User-centric development approach
Cons:
- Additional costs for premium features
- The extensive features may have a learning curve for new users
- Annual billing may not be preferred by all users
Other Personal Project Management Software
Here are some additional personal project management software options that didn’t make it onto my shortlist, but are still worth checking out:
- MeisterTask
Good for intuitive design
- Microsoft Project
Good for robust project planning
- ClickUp
Good for custom views
- ProofHub
Good for remote teams
- monday.com
Good for workflow automation
- Asana
For connecting work to goals
- Todoist
For natural language task entry
- Basecamp
For small team collaboration
- Evernote
For note-taking and organization
- Smartsheet
Good for spreadsheet users
- Wrike
Good for scaling organizations
- Airtable
Good for database functionality
- Scoro
Good for comprehensive business management
- Jira Service Management
Good for agile teams
Personal Project Management Software Selection Criteria
When selecting the best personal project management software to include on this list, I considered common buyer needs and pain points like avoiding tool overload and staying organized without unnecessary features. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Creating and managing tasks
- Setting deadlines and due dates
- Organizing tasks by projects or categories
- Viewing work on a calendar or timeline
- Track task progress or completion
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Built-in habit or goal tracking
- Time tracking for individual tasks
- Visual dashboard with personal insights
- Offline access or syncing
- Email or browser extension integrations
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- A simple and clean interface
- Easy navigation between views
- A minimal learning curve
- Quick add/edit task options
- Mobile and desktop experience consistency
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of starter templates
- In-app guided walkthroughs
- Short tutorial videos or webinars
- Accessible help center or documentation
- Onboarding emails with setup tips
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- Live chat or email response speed
- Availability of help center or forums
- Quality of troubleshooting guides
- Access to human support
- Customer service hours and availability
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Availability of a free or low-cost plan
- Features included in lower tiers
- Flexibility in monthly vs annual pricing
- Cost compared to feature depth
- Discounts for students or individuals
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall user satisfaction score
- Mentions of ease of use
- Positive feedback on productivity impact
- Praise for support or onboarding
- Complaints about pricing or limitations
How to Choose Personal Project Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Ease of Use | You shouldn’t need a manual. Look for a tool with a clean layout, drag-and-drop features, and fast task entry that makes sense right away. |
| Customizability | Make sure you can tweak views, labels, or workflows to match how you work—not the other way around. |
| Scalability | Choose something that can grow with you. You might start solo but need shared features or team upgrades later. |
| Integrations | If you already use tools like Google Calendar or Gmail, look for software that connects easily to avoid duplicate work. |
| Budget | Check what’s included in the free plan. Some tools limit key features unless you pay, even for one user. |
| Security Safeguards | Protect your data with encryption and two-factor authentication, especially if you’re managing sensitive or personal info. |
| Mobile Access | If you work on-the-go, the mobile app should be responsive, reliable, and have the same core features as the desktop version. |
| Notifications | Look for tools that offer flexible alerts to help you stay on track without overwhelming you. |
Trends for Project Management Software
In my research, I sourced countless product updates, press releases, and release logs from different project management software vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Powered Scheduling: Software is starting to use AI to suggest task deadlines, flag bottlenecks, and adapt schedules in real time based on changes in workload or availability. This helps users spend less time manually reorganizing plans.
- Built-In Goal Tracking: More tools now include goal-setting features that tie projects and tasks to larger objectives. This helps individuals and teams see how their work contributes to bigger outcomes.
- Time Budgeting Features: Some platforms let users estimate how long tasks should take and compare that against actual time spent. This helps with better planning and prevents overloading.
- Focus and Distraction Tools: To support deep work, some software includes features like focus timers, quiet modes, or reminders to take breaks. These help users manage attention and reduce burnout.
- Lighter Tools for Solopreneurs: There’s been a shift toward building tools that support one-person operations. These versions drop team-focused features and instead prioritize personal task tracking, flexible views, and simple planning tools.
What is Personal Project Management Software?
Personal project management software is a digital tool designed to assist a single user in organizing and managing projects. It is used by freelancers, consultants, and solo entrepreneurs to streamline their workflow and enhance productivity.
The software serves as a centralized platform for planning, tracking, and executing project tasks, enabling users to manage their projects efficiently without the need for a team.
Features of Project Management Software for Individuals
When selecting personal project management software, keep an eye out for the following key features:
- Task management: Lets you create, organize, and prioritize tasks to stay on top of your workload.
- Calendar integration: Syncs with your calendar to show deadlines and scheduled work in one place.
- Progress tracking: Helps you monitor what tasks are done and what’s left so you can stay on track.
- Goal setting: Allows you to define personal goals and break them down into actionable steps.
- Reminders and alerts: Sends notifications to keep you aware of upcoming tasks or overdue work.
- Time blocking: Lets you plan chunks of time for focused work and reduce distractions.
- Custom tags or labels: Helps you sort and filter tasks based on categories, urgency, or type of work.
- Mobile access: Gives you the ability to view and edit tasks from your phone or tablet.
- Offline functionality: Lets you keep working even without an internet connection.
- Data backup and sync: Automatically saves and syncs your work across devices to prevent data loss.
Benefits of Project Management Software for Individuals
Implementing personal project management software can provide several benefits for your team and your business. Here are a few you can look forward to:
- Confidence in decisions: Progress data and task history give you a clearer picture of what’s working and what needs to change.
- Better time use: Features like time blocking and reminders help you focus on the right work at the right time.
- Less stress: Task lists and progress tracking make it easier to stay organized and avoid last-minute scrambles.
- Clear priorities: Custom tags and labels help you quickly see what needs attention and what can wait.
- Fewer missed deadlines: Calendar views and alerts keep important dates visible so things don’t slip through the cracks.
- Goal follow-through: Built-in goal tracking helps you stick to long-term plans by breaking them into smaller steps.
- Work-life balance: Mobile and offline access let you stay flexible without being tied to a desk.
Cost & Pricing for Personal Project Management Software
Selecting personal project management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in personal project management software solutions:
Plan Comparison Table for Personal Project Management Software
| Plan Type | Average Price | Common Features |
| Free | $0 | Basic task management, limited project views, and entry-level tools. |
| Standard | $7/user/month | Gantt charts, task dependencies, project templates, and limited integrations. |
| Professional | $12/user/month | All standard features plus automation options, additional integrations, and progress tracking. |
| Premium | $20/user/month | All professional features plus custom workflows, advanced analytics, and multi-project management. |
Project Management Software for Individuals FAQs
Can project management software for individuals be used for team collaboration?
While project management software for individuals is primarily designed for solo use, many offer features that allow for basic team collaboration. This can include sharing tasks, assigning roles, and sometimes even communication tools like chat functions. However, for more complex team collaboration needs, a dedicated team-based project management tool might be more suitable.
Are there free project management tools available for individuals?
There are several free project management tools available for individuals, which often include basic features that are sufficient for managing personal projects and tasks. Trello, Asana, and Todoist all offer free versions with core functionalities. However, more advanced features might require a subscription to a premium plan.
How secure is project management software for individuals?
Project management software for individuals typically includes security measures such as data encryption, secure data centers, and regular security audits. However, the level of security can vary between providers. It’s important for individuals to review the security policies of the software they choose to ensure that their data is adequately protected.
Can project management software for individuals be accessed on mobile devices?
Most project management software for individuals offer mobile applications for iOS and Android devices, allowing users to manage their tasks and projects on the go. These mobile apps usually provide a majority of the features available on the desktop versions, ensuring that individuals can stay productive even when away from their main workstation.
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