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You need project management software to help your team manage, schedule, and organize tasks effectively. However, with countless PM software options available, finding the right tool for your team's unique needs and working styles can be both frustrating and time-consuming.

In this article, I leverage my experience with various PM tools to explore the project management software market on your behalf. Here, I have shortlisted the best PM software on the market and determined their best use cases, making it simple and easy to find the right project management tool for you.

Why Trust Our Project Management Software Reviews

We’ve been testing and reviewing project management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our project management review methodology.

Best Project Management Tools Comparison Chart

Review all the tools we just covered in this convenient table where you can see them side-by-side.

Tools Price
Wrike From $9.80/user/month min. 2 seats From $8/user/month (billed annually, min 3 seats)
Smartsheet From $26/user/month (billed annually) + free plan available
ClickUp From $7/user/month + free plan available
Jira From $7.50/user/month (billed annually)
Zoho Projects From $4/user/month (billed annually) + free plan available
Visor From $9/user/month
Quickbase From $35/user/month with a 20 user minimum
Hub Planner From $7/user/month (billed annually)
Bonsai Agency Software $10/user/month
Workzone From $25/user/month
Quire From $7.65/user/month (billed annually)
Miro From $8/user/month (billed annually)
FigJam From $5/user/month
Microsoft Project From $10/user/month (billed annually)
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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How To Choose Project Management Software

With so many different project management software solutions available, it can be challenging to make decisions on what project management software is going to be the best fit for your needs.

As you're shortlisting, trialing, and selecting project management software according to your requirements checklist, consider the following:

  • What you want to use it for - Start by identifying the project management feature gap you're trying to fill. Then, clarify the features and functionality the PM software needs to provide. Once you do that, think of how that feature relates to your day to day activities. For example, you might need resource management (feature), but what you need it to do is let you identify which resource is free so you can assign work (activity). Even though most tools will have some flavor of RM, only a few will give you capacity planning filters.
  • Who will need to use it - To evaluate cost and requirements, consider who will be using the software and how many licenses you'll need. PM software licenses usually include other types of read-only account access called guest accounts. Therefore, make sure you list how each potential user will be using the software so you can minimize costs.
  • What other tools it needs to work with - Clarify what tools you want this tool to complement. This can include anything within your tech stack, such as communication, accounting, CRM, or HR tools. Then, list them from most important to integrate to least important and see if the tools you are considering connect with them. I would personally go one level deeper and ask/explore what type of information exchange is available once integrated.
  • What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into project performance. Then, you could compare a) how long it takes you to get that information using your current methods vs the tool, and b) what decisions you currently make with that information vs the information that the tool can extract.
  • How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. You will also need to analyze how tech-savvy and adaptable your organization is and if you have the right resources to handle the adoption phase. Remember every business is different—don’t assume that because a tool is popular that it'll work in your organization.

Honestly, it's a lot to digest—and there's a lot of pressure to get it right so I'd suggest using our project management software advisory service to help you shortlist software that'll be a good fit for you and your organization's specific needs.

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Best Project Management Software Reviews

Here’s my in-depth review and analysis of the best project management software. I’ll walk you through pros and cons, features and functionality, to help guide you to a better understanding of each tool’s capabilities and suitability for your projects.

Best for large projects and scaling organizations

  • Freemium version available
  • From $9.80/user/month min. 2 seats
Visit Website
Rating: 4.2/5

Wrike is an all-in-one project management software with powerful features that can support small and large projects at any organization as it scales.

Why I picked Wrike: I picked this tool because it has been in the market for almost two decades and is trusted by companies like Procter & Gamble, Lyft, and T-Mobile. Wrike has many features that I find useful in digital project management, like proofing and approval workflows and blueprints. This last one lets you save a project with its tasks and keep it as a template for future projects that follow the same structure.

Additionally, Wrike's automated workflows help teams with repetitive tasks. Its AI features can even make smart suggestions for workflow automation based on repetitive tasks that your team engages in. Its AI features also offer content creation, editing, risk predictions, task creation, and summaries of task comments. Wrike also offers 24/7 global support and assistance with onboarding for easier platform adoption.

Wrike Standout Features & Integrations

Standout features include its proofing comparison mode and access to Wrike Labs. Wrike’s comparison mode is incredible. It allows you to overlap two versions of the same file on top of each other and use a scrollable bar to toggle between one and the other. It is amazing when you need to provide feedback on subtle changes to a deliverable. Users can also fully personalize their dashboards with widgets like activity streams and pivot tables.

Integrations in Wrike include 400+ pre-built native integrations that include Asana, Airtable, BambooHR, Chargify, Clearbit, HubSpot, Jenkins, Mailchimp, Replicon, Salesforce, and Slack. Additionally, you can build custom automations using its API.

Pros and cons


  • Worldclass onboarding through video walkthroughs.
  • Right-click context menus allow you to do more with fewer clicks.
  • AI features are available in all plans at no extra cost


  • Wrike can quickly become expensive
  • 2FA is locked behind the enterprise plan.
  • Integrations come at an extra cost, regardless of the plan.

Best for workflow automation

  • 14-day free trial + free plan available
  • From $8/user/month (billed annually, min 3 seats)
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Rating: 4.6/5 is a work management platform that is highly customizable and can help you manage all kinds of projects and workflows.

Why I picked I picked this platform because it has the capacity to automate any type of workflow through customization. The automation center is a space where you can build automations from scratch, select templates that have predefined rules, and even leverage integrations to exchange information between and other tools in your tech stack.

However, while automations are great, you can also find plenty of features that support collaboration and wil help connect your team in many ways. Workdocs will invite teams to co-author documentation, forms will let you gather feedback from external stakeholders and users, and proofing features will allow your team to close feedback loops on deliverables. Standout Features & Integrations

Standout features include the workload view and App Views. Adding the workload view to your projects lets you see what all your resources are up to and a bubble chart indicates a resource's allocation. With App Views, you can bring your favorite apps directly to your project. For example, I was able to bring a Miro board as a view and have the results of my brainstorming session as a tab within my project.

Integrations include pre-built connections to apps like Slack, Google Drive, DocuSign, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more. Additionally, you can connect to thousands of additional apps via Zapier.

Pros and cons


  • Easy to connect to other tools via integrations library.
  • Automations are easy to create and require no coding.
  • Can be customized to fit any workflow.
  • Huge focus on collaboration


  • The Gantt view cannot be used to build a project from scratch.
  • Some views have trouble auto-updating.
  • Most core project management features are in the Pro plan.

Best for stakeholder project views

  • From $26/user/month (billed annually) + free plan available
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Rating: 4.4/5

Smartsheet is a spreadsheet-like project management platform. It’s a nice platform if you’re comfortable working in Excel but want a break from complicated formulas, as Smartsheet performs all the calculations for you across multiple sheets.

Why I picked Smartsheet: Despite its outdated UI, this is a robust platform with dozens of features and powerful functionality. The platform makes it easy for you to automate workflows and create work applications, which is the main reason I included it on my list. You have all the workflow automation capabilities that are available for all users. This module within the software lets you automate almost any activity you can think of in a visual drag-and-drop environment. A few examples include alerts for change of status, automated approval requests, and responding to update requests from your email or Slack.

Additionally, you have the software's work applications. WorkApps is a no-code platform where you can build apps from a template or directly from sheets, forms, reports, and even external content. I personally liked that it gives you the ability to tailor how each user or group of users gets to experience the project by having access only to the information that is relevant to them and presented in a way that helps them do their jobs.

Smartsheet Standout Features & Integrations

Features include Bridge - a business process automation builder that can help you build workflows in a no-code interface and dashboards that can give you a real-time view of your KPIs, critical trends, and summary reports. Additionally, the tool has a Brandfolder integration available that can work seamlessly with Smartsheet if you need a digital asset manager. As part of the Smartsheet family, this is a differentiator for companies who produce large amounts of digital files and need to easily sort them and retrieve them with ease.

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.

Pros and cons


  • Easily customizable dashboards.
  • Sheet-to-sheet linking.
  • Integrated proofing and approval tools to collaborate with your team.


  • Outdated UI that affects ease of use.
  • Onboarding is non-existent when you first get your account.
  • Can't customize chart colors.

Best for task customization

  • 14-day free trial
  • From $7/user/month + free plan available
Visit Website
Rating: 4.7/5

ClickUp is one of a handful of megatools in project management. It has hundreds of features, offers the flexibility to customize almost every aspect of its platform, and has the mission to help you be more productive so you can dedicate that extra time to more impactful work.

Why I picked ClickUp: I selected ClickUp because of how well they approach the idea of making an app that replaces all others. The features included in this software make it an option for remote teams since they mainly encourage collaboration. From the ability to tag people in conversations to collaborative documents and whiteboards that help users co-create, I really believe that you won't need to leave this platform unless it's to bill the client.

I also thought it was cool that you can access an in-app chat and proofing features that can help you streamline approvals on marketing collateral with the client.

ClickUp Standout Features & Integrations

Standout features include ClickUp Pulse and the tray dock. Pulse is a ClickApp that you can enable and will help you get your hand on the pulse of a remote team. This view allows you to see user's activity across the platform. It provides you with a breakdown of how many users were online at what time (in your timezone), who's online and who's not, and the tasks that they've recently worked on. The tray dock is one of my favorite features since the latest update as it is a space within ClickUp where you can keep documents and tasks pinned to a bottom bar for easy access. Saves you tons of time navigating the platform.

Integrations include native ones with Slack, HubSpot, TogglTrack, Figma, Loom, Sentry, G Suite, Dropbox, Clockify, and Calendly. Additionally, you can connect to another 1,000+ apps using a paid membership with Zapier. Finally, if making custom integrations is within your reach, there is a public API you can use for it.

Pros and cons


  • Improved performance after its latest upgrade to ClickUp 3.0
  • Low price compared to the number of features it offers.
  • Great knowledge base with helpful articles and tutorials.


  • AI is available for an extra fee, regardless of the plan.
  • Requires considerable time investment to set up the platform.
  • Free version becomes read-only after reaching limits.

Best for cross-team project tracking

  • 7-day free trial + free plan available
  • From $7.50/user/month (billed annually)
Visit Website
Rating: 4.2/5

Jira is a project management tool designed to facilitate issue and project tracking across various teams, providing a unified platform to plan, organize, and monitor work. Its ability to align tasks with company goals and offer customizable workflows makes it particularly effective for cross-team project tracking.

Why I picked Jira: The platform can manage work with powerful agile boards, such as Scrum and Kanban, and provide out-of-the-box reports and insights. These features facilitate a clear visualization of workflows and help in breaking down complex projects into manageable tasks. The tool is versatile and can be used by various teams, including agile, bug tracking, DevOps, product management, business, and software development teams.

Jira supports multiple project frameworks and offers project flexibility, allowing teams to choose between team-managed or company-managed projects. It also integrates with other tools and platforms to facilitate collaboration and communication within teams. Furthermore, the ability to customize workflows is particularly beneficial for teams with unique processes.

Jira Standout Features & Integrations

Features include timelines, drag-and-drop automation, milestones, dependencies, company objectives, lists, boards, backlogs, unified timelines, language and process customizations, and real-time data for project visibility. Additionally, the AI feature suggests tasks automatically to help teams accomplish their big ideas.

Integrations include AdobeXD, Invision, Figma, Gliffy,, Balsamiq, Lucidchart, Miro, Jenkins, GitHub, Slack, Zendesk, Trello, Gmail, Microsoft Teams, Confluence, and more.

Pros and cons


  • Dynamic progress tracking
  • Agile and scrum management
  • Customizable workflows


  • Initial setup may be challenging
  • Learning curve for new users

Best for integration with Zoho Suite

  • 10-day free trial
  • From $4/user/month (billed annually) + free plan available
Visit Website
Rating: 4.2/5

Zoho Projects is a project management application that can handle projects of all sizes and levels of complexity. The tool comes with features that imitate social networking sites such as feeds, forums, and discussions, and is available on mobile for iOS, Android, and other systems.

Why I picked Zoho Projects: For project planning and monitoring, Zoho Projects' Gantt chart features let you break large projects down into manageable sections and actionable tasks, plan and visualize different tasks and milestones, and create tasks lists to help you plan in better detail. Zoho Projects' Gantt charts can also be used for resource allocation, so you can visualize your project schedule and the team's workload. The resource usage table tells you who is available, who is busy, and who is overloaded.

With Zoho Projects, you can define dependencies between tasks and assign them to the right people, schedule events in your calendar, and monitor the percentage of work that's been completed once the work has begun. Automate routine tasks at regular intervals by setting up a recurring task, and set reminder emails for tasks.

You can also create or download project documents, presentations, and spreadsheets, as well as upload and share files for team collaboration. Record the hours spent on tasks and compare them with what you had originally planned. This can be done manually or with the help of an integrated timer. Entries are automatically recorded in your timesheet, and generating invoices from this information requires only a few clicks.

Zoho Projects Standout Features & Integrations

Features include task management, task automation, blueprints, time and issue tracking, reporting, and forums for detailed discussions with your team.

Integrations. Being part of the Zoho ecosystem allows you to connect to several of Zoho’s other services such as Zoho Books and Zoho’s finance suite. The new Zoho marketplace allows 3rd party integrations as well, like Microsoft Office 365, Microsoft Teams, Google Drive, Zapier, Zendesk, and ServiceNow. Integrations via Zapier and Zoho Flow are also supported.

Zoho Projects Plans & Pricing

Zoho Projects costs from $5/user/month and comes with a 10-day free trial. They have a freemium version for up to 3 users and 2 projects.

Pros and cons


  • Time-track multiple tasks at once
  • Robust communication features
  • Easy workflow automations
  • Unlimited number of projects


  • Lack of file type export options
  • Lacks some reporting features
  • Does not integrate with Quickbooks

Best for spreadsheet-based management

  • Free plan available
  • From $9/user/month
Visit Website
Rating: 5/5

Visor offers a flexible project management platform with custom workflows, project roadmaps, and collaboration tools. The tool helps you create free and colorful Gantt charts and spreadsheets that connect to SaaS apps like Jira.

Why I Picked Visor: This software provides several collaboration features for busy project teams, including the ability to assign tasks and responsibilities to team members. I picked it because it allows team members to focus on specific project components while keeping others informed of their progress. With the drag-and-drop interface, task lists can be easily customized, due dates can be set, and notes or comments can be added for further context. I like that within the project workspace, users can share files, send messages, and make comments.

Visor offers a distinctive collaboration feature by displaying a comprehensive view of project progress. By showing completed tasks, upcoming deadlines, and potential roadblocks, team members can quickly identify areas needing attention and take appropriate measures. I find that this feature assists teams in staying on schedule, decreasing the possibility of missed deadlines or delays.

Visor Standout Features & Integrations 

Features include Visor's two-way syncing to SaaS apps ensures that your charts and reports stay accurate without manual work. Its 2-way sync also allows you to build workbooks that can combine information from multiple tools in one place and create multi-app workflows. 

Integrations include Jira Software, Salesforce, and Hubspot. You can also import data from Google Sheets and Excel.

Pros and cons


  • Live support via phone & video call
  • Free unlimited viewer-only accounts
  • Free plan for 2 workbooks & 5 views each


  • May cost extra for monthly integration sync credits
  • Unlimited audit trail locked to highest plan

Best for process automation

  • 30-day free trial + free demo available
  • From $35/user/month with a 20 user minimum
Visit Website
Rating: 4.4/5

QuickBase is a project management platform that focuses on workflow design, automation, and compliance. It provides a no-code application builder to help you craft and manage various business processes.

Why I picked QuickBase: This software made it onto my list because of its versatility and customizability. Because it's such a flexible tool, it can be applied in all different types of work settings and contexts. You can use it to build clear, streamlined processes for your teams, creating consistency and ensuring standardized best practices are followed.

In addition to outlining your core workflows, you can also automate parts of them. The builder allows you to not just map your applications but also to automate tasks and develop integrations with other tools as needed. This helps you alleviate manual workloads, reduce the risk of manual error, and streamline how work gets done across your organization.

QuickBase Standout Features & Integrations

Features include the software's 'starter apps' and app 'components'. These are tools that help you speed up the creation process. Starter apps are ready-made applications you can implement quickly at your business, while components are pre-configured elements of applications you can piece together to build a bespoke app more quickly. This is super helpful for getting applications up and running in a timely manner.

Integrations include Outlook, Microsoft Teams, Google Workspace, Slack, Box, Dropbox, OneDrive, Trello, Asana, Jira, Zendesk, and Docusign, among others.

Pros and cons


  • Highly customizable and flexible to suit various contexts
  • On-premise options with enterprise level plans
  • FDA & HIPAA compliance with higher-tier plans


  • Some features come as paid add-ons
  • Not all integrations are available with all plans

Best for resource scheduling

  • 30-day free trial + free demo available
  • From $7/user/month (billed annually)
Visit Website
Rating: 4.2/5

Hub Planner is a project management and resource scheduling software that helps you manage your team's projects as well as their time.

Why I picked Hub Planner: This software made my list because it's especially good for resource planning and employee time tracking. I like that you can plan your projects with the budgeting system, which covers internal and external billing rates as well as project spend. Dependencies also allow you to connect projects with one another and monitor overlap in resource utilization.

Resource planning is ultimately the heart of the platform, and where it truly shines. I think it's useful that you can create employee schedules and do capacity planning to make sure each project is well-resourced. Employees can track their time in the system, keeping track of billable and non-billable hours and the time required for various tasks.

Hub Planner Standout Features & Integrations

Features include the software's skills matching capabilities. You can find resources based on the specific skills needed for projects and tasks, and then assign staff to projects based on their workloads and capacity. I also found the drag-and-drop scheduler quite handy and easy to use.

Integrations include DIY options via the Hub Planner API and webhooks. Additionally, you can access thousands of apps using a Zapier account.

Pros and cons


  • Project budgeting included
  • Well-suited to professional service companies
  • Resource management included


  • Project management is not the primary functionality
  • Somewhat rudimentary task management

Best for agencies & consulting firms

  • Free trial available
  • $10/user/month
Visit Website
Rating: 4.4/5

Bonsai is a comprehensive business management platform designed to streamline the workflow of small businesses, with a special focus on digital and creative agencies. 

Why I picked Bonsai: As a project management software, Bonsai uniquely caters to the multifaceted needs of agencies, consultancies, and professional service providers. Its streamlined interface allows users to manage projects from inception to completion, integrating tools for drafting proposals, managing contracts, and processing payments. This integration reduces the need to switch between multiple tools, enhancing efficiency and reducing errors. 

Furthermore, Bonsai stands out with its robust time tracking and financial reporting features. These tools help businesses keep a close eye on project hours and budgets, which is crucial for maintaining profitability. The platform also supports multiple currencies and tax settings, which is invaluable for those working with international clients. 

Bonsai Standout Features & Integrations

Features include workload management and utilization to provide you with a clear picture of how your team and projects are progressing. Bonsai also offers automated invoice generation, which simplifies the billing process by allowing users to create and send invoices directly within the platform. Additionally, the task management tool enables users to assign tasks, projects, and clients to different team members and external collaborators, set deadlines, and track progress, ensuring projects stay on schedule.

Integrations include Gmail, Google Calendar, Zapier, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, Google Sheets, Xero, HubSpot, and more.

Pros and cons


  • Automation for repetitive tasks
  • Simple online scheduler
  • Client portal available


  • Lack of advanced features
  • May not be best for scalability

Best for comprehensive project visibility

  • Free trial available
  • From $25/user/month
Visit Website
Rating: 4.2/5

Workzone is a great project management software for marketing, agency and operations teams of 10+ users. It's powerful yet still easy to use and adopt. It's been used and developed for 20 years, so the company has built some really useful features. If you’ve had difficulty adopting a tool in the past, Workzone provides every customer with unlimited support run by experienced trainers.

Why I picked Workzone: Some of Workzone's noteworthy features include a useful all-projects dashboard, personalized to-do lists, and an interactive Gantt chart. Workzone also offers secure file management and creative review tools, customizable project intake forms, workload management, time and expense tracking, and powerful reporting. Flexible permissions allow for giving different levels of access to different users, providing extra layers of security and control.

For new teams who aren't used to working with a project management software, Workzone is a smart choice because they assist in implementing the software—their team helps your team build the foundation, processes, and discipline you need to get the most out of the software and use it to manage projects successfully. Their level of support is hard to find—they offer needs assessment, success planning, setup and customization, training, and ongoing coaching.

Workzone Standout Features & Integrations

Features include a high-level project dashboard, task and budget management, built-in workflow templates, and unlimited adoption training for your teams.

Integrations are available with standard industry software, including various communication, IT, file sharing, time tracking, accounting, marketing, and CRM software. You can extend Workzone’s functionality through their extensive APIdeveloper API and Zapier.

Pros and cons


  • Easy template creation from existing projects
  • Thoughtful collaboration so you don’t have to dig for comments
  • Portfolio-to-task level visibility with robust filtering


  • Waterfall and board views are separate
  • No video mark-up tool
  • Delayed tasks negatively affect independent tasks on the timeline

Best for task breakdown

  • Free trial available
  • From $7.65/user/month (billed annually)
Visit Website
Rating: 4.6/5

Quire is an award-winning project management software for remote teams that aims to simplify workflows and encourage communication and collaboration. It is trusted by hundreds of thousands of users all over the world, including those from big companies across diverse industries such as Google, IBM, Dyson, Nasdaq, and Stanford.

Why I picked Quire: I chose this software because it's built for teams that struggle to take big goals and make them more manageable. I can see how it will help you with this by creating and tracking tasks and subtasks within each greater project item. Three main view modes in Quire include a nested task list view, Kanban view, and timeline view. Quire also helps users manage and track their tasks regardless if they are solo users or working as a team.

Quire Standout Features & Integrations

Features include a Gantt chart builder, task templates, sorting & filters, data search, and customizable tags, and task management. I like that the team collaboration and project management features include file sharing, attachments management, comments on tasks, multiple assignees, real-time updates, and a flexible reporting suite.

Integrations include Slack, Github, Google Workspace, Microsoft, and many more tools, as well as thousands of integrations through Zapier (paid plan required).

Quire Plans & Pricing

Quire is free to use for 16 projects and 10 users. Paid plans start from $8.95/user/month and come with a 30-day free trial.

Pros and cons


  • Easy to customize
  • Intuitive user interface & dashboard
  • Excellent for time tracking
  • Free to use


  • More integrations needed
  • Mobile app not as robust as web
  • Additional communication tools welcomed

Best for collaborative whiteboards

  • 30-day free trial + free plan available
  • From $8/user/month (billed annually)
Visit Website
Rating: 4.8/5

Miro is a collaborative online whiteboard with over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts. It’s trusted by 99% of the Fortune 100, and used by teams at TransUnion, HP, Upwork, Cisco, Qlik, and Atkins. Miro’s visual platform is built for hybrid work, and has robust resources for continuous learning like Miro Academy, online events, and a community forum.

One of Miro’s many functionalities is as a project management tool with a focus on interactive, visual work boards. Project management is seamless with built-in video conferencing, Agile workflows, ideation and brainstorming templates, and wireframing tools. Paid plans allow guest and visitor access so you can collaborate with clients and stakeholders.

At The Digital Project Manager, we use Miro to map out content clusters and to visualize content workflows from start (brainstorming ideas) to finish (publishing the content on our site).

Miro has integrations with a whole suite of tools, including Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.

Miro is free to use for unlimited members with up to 3 editable boards. Paid plans start at $8/user/month (billed annually).

Pros and cons


  • Built-in communication features for streamlined collaboration
  • Intuitive and easy setup
  • Free forever plan available


  • Free version does not allow high-quality export to pdf
  • Zooming can be jumpy on larger projects
  • Visitor/guest accounts locked to paid plans only

Best for creative collaboration

  • Free plan available
  • From $5/user/month
Visit Website
Rating: 4.7/5

FigJam is a collaborative virtual whiteboard platform, developed by Figma. It's a highly versatile solution that facilitates various types of teamwork including brainstorming, workflow design, and strategic planning.

Why I picked FigJam: I included this tool on my list because of how different it is from traditional project management tools. Where other platforms offer structured Gantt charts, Kanban boards, and task lists, FigJam takes a much more freeform approach. It's essentially a blank canvas, that lets you organize your ideas, thoughts, and plans however makes the most sense for your team.

That said, you won't be totally left to fend for yourself with this software. It offers plenty of ready-made templates for everything from project kickoff brainstorms to project roadmaps, timelines, and flowcharts. You can use these as a starting point to craft your own workflows and outline your project plans.

FigJam Standout Features & Integrations

Features include pre-built project management templates, audio and live chat, stamp and emoji reacts, external collaborator access, calendar and timeline widgets, bitmoji avatars, music player, and mobile app.

Integrations include Figma, Microsoft Teams, Asana, Jira, Mixpanel, and Github.

Pros and cons


  • User-friendly and intuitive interface
  • Integrates with Figma for design collaboration
  • Offers community templates for various uses
  • Real-time collaboration capabilities


  • Limited sharing access for non-Figma users
  • Onboarding and account support locked to enterprise plan
  • No offline access available

Best for teams using Microsoft 365

  • 30-day free trial
  • From $10/user/month (billed annually)
Visit Website
Rating: 4.7/5

MS Project is Microsoft’s answer to project management. This tool lets users manage agile projects using simple, visual task boards that support Scrum, Kanban, or custom workflows and choose whatever methodology makes sense for the project: agile, waterfall, or hybrid.

Why I picked Microsoft Project: This PM software is particularly easy to use and learn if you are familiar with the Microsoft family of products. Most offices are these days, which is why I decided to include it on my list. Online tutorials and forums can also fill in any gaps, making the learning curve small. Ultimately, I found all of this made it a user-friendly option.

Side note: This is a standard and industry-accepted tool, but it’s not perfect. One downside I found is that it’s not easy to run on iOS. If you like MS Project but are looking for similar options that run on a Mac, I'd suggest evaluating some other options.

Microsoft Project Standout Features & Integrations

Features include kanban boards, timelines with milestones, Power BI dashboards, resource requests, visual heatmaps to identify over-allocation, built-in templates, reporting, task management, and portfolio management.

Integrations include other Microsoft software, like Outlook, Excel, Skype, and more.

Pros and cons


  • Integration with other Microsoft software
  • Driver prioritization module for ranking strategies/objectives
  • Helpful project template descriptions for guidance
  • Can generate a Gantt chart from a spreadsheet


  • Poor customization options
  • Steep learning curve
  • Limitations on collaboration tools

Other Project Management Software

Below is a list of additional PM tool options that I shortlisted but did not make it to the top 15. Definitely worth checking them out.

Other Types Of Project Management Software

Check out our picks of project management platforms we've identified and tested for specific industry use cases or with particular features.

Project Management Software For

Project Management Software With

If you still haven't found what you're looking for here, check out these tools closely related to project management software that we've tested and evaluated.

Video Walkthrough Of Project Management Tools

Check out our video on the top project management tools:

Selection Criteria For Project Management Software

Selecting the best software for project management requires a detailed analysis of its functionality and how well it meets specific use cases. My approach is rooted in extensive personal experience, having tried and researched numerous project management tools. Here’s how I evaluate these solutions, broken down into specific criteria, each with its own set of weightings to reflect their importance in the overall selection process.

Core Features (20% of final scoring)

We test core features to see how well the software can perform the core functions and jobs to be done, required for a tool of its type. This allows us to discount and discard tools that advertise for a specific use case but don't have the functionality to back it up.

For project managing software, the core functionalities we test and evaluate are:

  • Task Management (4%)- The ease with which you can create tasks, subtasks, dependencies, and milestones. Also, the ability to track tasks, adjust assignees and due dates, and create custom fields.
  • Collaboration (4%)- The ways in which the tool has added features to bring teams closer. This can include interactions and mentions in comment sections, collaborative docs, in-app chats, proofing modules, and forms to gather stakeholder information.
  • Time Tracking (4%)- I analyze how the tool has deployed time tracking within its tool. This includes the availability of time tracking throughout the app, where the information is stored, if there are timesheets associated to it, and other forms of tracking work spent on tasks.
  • Resource Management (4%)- The tool's capacity to show you the people in your team, the tasks they are assigned to, and if they are overallocated or not. Therefore, this part of the evaluation looks at a combination of effort setup, time tracking, and reporting through workload views.
  • Document Management (4%)- This section includes the tool's ability to handle attachments, filter through them, and create documents for your projects.

Standout Features (20% of final scoring)

We evaluate uncommon, standout features that go above and beyond the core features defined, and typically found in the category. A high score reflects standout features that will make work faster, more efficient, or offer additional value.

Ease of Use (10% of final scoring)

We consider how quick and easy it is for the primary user to execute the tasks defined in the core features. High-scoring software will be well designed, intuitive to use, offer mobile apps, provide templates and make relatively complex tasks seem simple. A low score means the PM software is difficult to use.

Onboarding (10% of final scoring)

We know how important rapid team adoption is for a new platform, so we evaluate how easy it is to learn and use the software with minimal training. We evaluate how quickly a team member can get set up and start using the software with no experience. High scoring software indicates little or no support is required.

Customer Support (10% of final scoring)

We review how quick and easy it is to get unstuck and find help by phone, live chat, or knowledge base. Software that provides real-time support scores best, while chatbots score worst.

Integrations (10% of final scoring)

We evaluate how easy it is to integrate with other tools typically found in the tech stack to expand the functionality and utility of the software. Software offering plentiful native integrations, and API access to build custom integrations, score best, those with no integrations score worst.

Customer Reviews (10% of final scoring)

Beyond our own testing and evaluation, we consider the net promotor score from current and past customers. We review their likelihood, given the option, to choose the software again for the core functionality. A high scoring software reflects a high net promotor score from current or past customers.

Value for Money (10% of final scoring)

Lastly, in consideration of all the other criteria, we review the average price of entry level plans against the core features and consider the value of the other evaluation criteria. Software that delivers more, for less, will score higher.

Through this comprehensive approach, focusing on core functionalities, standout features, usability, onboarding, customer support, value, and customer reviews, I aim to identify project management solutions that not only meet but exceed expectations, ensuring teams have the tools they need to succeed.

As of 2024, project management software trends are evolving rapidly, reflecting a clear trajectory toward more intelligent, flexible, and integrated tools. I have identified several key trends and features shaping the future of project management technologies.

  • Increased Integration with Artificial Intelligence (AI): AI is becoming a cornerstone of project management tools. These capabilities allow users to leverage natural language to generate status updates automatically and draft goals with AI assistance, enhancing decision-making and efficiency​​. And features like machine learning algorithms are becoming critical for task prioritization, intelligent resource allocation, and proactive risk assessment. Tools like Hive are even using AI to create personalized templates so you don't have to spend much time looking for one that fits your needs. Simply state the type of project, a couple of your requirements, project duration, and the AI takes over creating a full project for you.
  • Advanced Blockchain Applications for Security: The incorporation and adoption of blockchain technology in project management programs is a notable trend. Blockchain enhances project security and data integrity, offering tamper-proof project records and secure financial transactions. This increases transparency and accountability throughout the project lifecycle​.
  • Enhanced Integration Capabilities: The seamless integration between project management systems and other key tools (e.g., CRMs, Accounting Tools, etc.) signifies a trend toward creating more cohesive ecosystems. This interoperability facilitates better collaboration between technical and non-technical teams and streamlines workflows by syncing tasks and communications across platforms​​. Monday even offers an interesting variation to integrations by making them into views that you can embed in your projects.
  • Focus on Customization and Flexibility: Features like Capacity Planning, Goal Templates, and Custom Project Icons point to a growing emphasis on customization. These updates allow organizations to tailor the software more closely to their specific processes and goals, improving resource management and aligning success metrics across teams​​.

Most Rapidly Evolving Features

  • Smart Workflows and Onboarding: AI-driven features are rapidly evolving, with developments in Smart Workflows and Smart Onboarding designed to automate and optimize project setup and team ramp-up processes. This reflects a push towards leveraging AI for not just task management but also for streamlining project initiation and team integration​​.
  • Automated Time Tracking: Project tracking software solutions are increasingly offering Automated time tracking tools to ensure time tracking compliance from their teams. They provide real-time insights on team workloads, enhance project efficiency, and can contribute to accurate project budgeting and resource management.

Novel and Unique Functionality

  • Smart Digests and Bundles: Unusual yet highly practical features like Smart Digests offer summaries of project changes over specified timeframes, providing quick catch-up capabilities. Bundles, which allow for the application of rules, fields, sections, and task templates across multiple projects, represent a novel approach to scaling project management practices efficiently​​.

Most Important and In-Demand Features

  • Capacity Planning and Goal Setting: The ability to visualize staffing trends and create standardized goal-setting processes are among the most sought-after functionalities. These features cater to the pressing need for better resource allocation and clear, measurable objectives within project management​​.

Features Becoming Less Important

  • Feature-Less Platforms: While not explicitly mentioned, the emphasis on AI and integration suggests that standalone, manually-intensive features are becoming less important. The shift towards automation and intelligence indicates a lesser demand for features that do not leverage these advancements to simplify or enhance user experiences.

The evolution of project management software in 2024 is characterized by a stronger reliance on AI, enhanced integration with other business tools, and increased customization to meet the specific needs of organizations. These changes emphasize efficiency, adaptability, and a holistic approach to team management.

What Is Project Management Software?

Project management software is a tool to help individuals and teams plan, resource, manage, schedule, and organize project tasks and resources to deliver projects efficiently and effectively. Collaboration features keep team and tasks organized, helping to hit milestones, align on deliverables, deliver within budget and timeline constraints, and ultimately meet project goals.

By consolidating project planning, task management, resource allocation, time tracking, and communication into a single tool, PM software allows effective management and control of project variables. It provides real-time visibility of project status, enabling project managers to make quick decisions and adjust a project to keep it on track.

Features Of Project Management Software

Project management software stands as a cornerstone in the realm of project planning, execution, and monitoring. It equips teams with the necessary tools to align their efforts, meet deadlines, and track progress effectively. Selecting the right software involves understanding the key features that contribute to a streamlined project management process. Here, I highlight the most crucial features to look for when searching for a solution that solves your specific needs.

  1. Task Management - This feature allows for the creation, assignment, and tracking of tasks. It's vital because it helps in breaking down projects into manageable activities, ensuring that every team member knows their responsibilities.
  2. Time Tracking - Time tracking enables the recording of the amount of time spent on tasks. It's essential for monitoring project progress, estimating future tasks more accurately, and ensuring time is efficiently allocated.
  3. Collaboration Tools - These tools facilitate communication and collaboration among team members. They're important because they ensure everyone stays informed and can contribute ideas and feedback in real-time, fostering a cohesive work environment.
  4. File Sharing and Document Management - This feature allows for the centralized storage, sharing, and management of project documents. It streamlines access to project materials, ensuring that all team members have the latest versions of documents. Some PM software even offer more complex DAM functionality.
  5. Resource Management - It's crucial to ensure that projects stay within budget and that resources are optimally utilized. Resource management helps in allocating and tracking resources such as budget, personnel, and project deadlines.
  6. Project Planning and Scheduling - Project timelines, calendars, and Gantt charts help you track progress and know where tasks fit within the broader scheme of a project. This includes features for creating project plans and schedules. It's important for setting realistic timelines, ensuring that projects have a clear roadmap to ensure that deadlines are met. Some PM software are even designed explicitly for project scheduling.
  7. Reporting and Analytics - Reporting tools provide insights into project performance, resource utilization, and more. They're essential for making informed decisions, identifying trends, and adjusting strategies as needed.
  8. Risk Management - Risk management features help in identifying, assessing, and mitigating project risks. They're vital for anticipating potential issues and implementing strategies to address them proactively.
  9. Integration Capabilities - The ability to integrate with other tools and software is important for ensuring a seamless workflow and minimizing the need to switch between different platforms.
  10. Project dashboards and reporting: Project tracking features are essential to successful project delivery. It’s essential to know how a project’s tasks are progressing—will it be delivered on time or not and what are major blockers that
  11. Mobile Accessibility - Mobile accessibility ensures that team members can access the project management system from anywhere. It's essential for maintaining productivity and allowing for real-time updates and communication, even on the go.

Choosing project software with these features can significantly enhance a team's ability to manage workloads, meet deadlines, and track project progress effectively. It's not just about managing tasks; it's about empowering teams to work more cohesively and efficiently, ensuring that every project is a step towards success.

Benefits Of Project Management Software

By leveraging the top project management software, businesses can effectively coordinate their resources, keep track of project progress, and ensure that their projects are completed within the stipulated time and budget. Here are five primary benefits of project management software:

  1. Enhanced Collaboration: Project management software fosters a collaborative environment by providing a central platform for team members to communicate, share documents, and track project updates. This centralized communication eliminates misunderstandings and ensures everyone is on the same page.
  2. Improved Project Planning: Effective planning is crucial for successful project execution. The best solutions offer features for scheduling, resource allocation, and milestone tracking, enabling users to create more realistic and achievable project plans.
  3. Better Resource Management: Allocating resources efficiently is key to project success. Users can view resource availability, manage workloads, and prevent over-allocation, ensuring optimal use of both human and material resources.
  4. Enhanced Risk Management: Identifying and mitigating risks is easier with project management software. It provides functionality for risk assessment, tracking, and response planning, which helps in minimizing the impact of potential issues on the project.
  5. Data-Driven Decision-Making: With real-time data and analytics, project planning software enables informed decision-making. Users can track performance metrics, analyze trends, and make adjustments to keep the project on track and within budget.

Project management software can have a transformative impact on how projects are managed and executed. By integrating these tools into their processes, organizations can optimize efficiency, improve communication, and drive successful project outcomes, ultimately contributing to their overall growth and sustainability.

Costs & Pricing For Project Management Software

Other than features, pricing is likely the biggest factor to consider when choosing project management software. PM software costs can vary widely; however, pricing plans typically fall into similar categories and price points across the market.

It is important to understand these categories as you evaluate your options to balance the features you need with a price that suits your budget. The last thing you want is to pay a premium price for common features or features that you won't use.

Here's a breakdown of typical project management plan options and their pricing to help you determine which type of plan will be right for you:

Plan Comparison Table for PM Software

Plan TypeAverage PriceCommon Features
Free$0Task management, basic reporting, limited user access, limited storage
Basic$7 - $15 per user/monthEnhanced task management, project templates, file sharing, basic integrations, all features of Free plan
Intermediate$20 - $30 per user/monthAdvanced reporting, customizable dashboards, more users and storage, additional integrations, all features of Basic plan
Advanced$30+ per user/monthResource management, advanced security, premium support, API access, customizable features, all features of Intermediate plan
A breakdown of plan types, costs, and features for project management software.

Take the time to analyze different plans, their offered features, and how they align with your organization's needs and growth to get a sense of the software market and determine what you are willing to pay.

As a general rule of thumb, it is a good idea for smaller teams or those new to project management to start with a Free or Basic plan, which offers essential features without overwhelming complexity. As your team grows or your project needs evolve, upgrading to Intermediate or Advanced plans can unlock more sophisticated tools and customizations.

Common stages where your company may want to upgrade their pricing plan include:

  1. Team Expansion: When a company is hiring more employees or forming new teams, the current pricing tier might not support the increased number of users.
  2. Project Volume Increase: As a company takes on more projects simultaneously, they may move to a higher tier with more comprehensive project management features and higher data capacity.
  3. Advanced Feature Needs: A company will often upgrade when it requires advanced features such as enhanced reporting or security features.
  4. Storage Requirements: An increase in project-related files can push a company to upgrade to a tier that offers more storage capacity.
  5. Client Management: As a company scales and manages more clients, the need for advanced client management tools can prompt a move to a higher pricing tier.

Ultimately, the right project management software plan for you should balance functionality with budget, ensuring that the tool you select meets your current needs and can scale with your organization.

New & Noteworthy Product Updates

Below you’ll find our release notes and take on the latest and greatest project management software product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot - or not, and why it matters for managing projects. 

May 2024: Project Management Software Updates Update Notes

On May 9, announced an update to WorkForms. With this update, forms now have an additional option within the 'form restrictions' section that allows you to set a password that will protect your form from unwanted access.

Protecting your forms might be of interest to you if you are using sensitive information in any of the fields.

ClickUp Update Notes

On May 9, ClickUp announced that you can finally import more document types into your ClickUp files. With this new option, you can import .docx documents, Google Docs, HTML, and markdown files.

The option to import documents can be found in a workspace's settings, the Docs Hub, the sidebar, or by going to the settings inside a ClickUp Doc.

March 2024: Project Management Software Updates Update Notes

Monday Dev’s new burndown chart allows you to filter by People or Status Column

On March 27, released some great new filtering options for their burndown charts which now allow you to filter your burndown chart by People or Status Columns. This is a super handy and powerful tool for project managers to get better insight into the team and project.  

Being able to filter a burndown chart like this in Dev can give you more detailed insights into individual contributions of the team and overall project progress. For you as the PM, this also now gives you the opportunity to optimize resource allocation, identify and address bottlenecks, and ensure tasks are evenly distributed, which can help you prevent burnout on the team. 

With this latest release from Dev, you’re going to be able to use the data in predictive analysis for more accurate planning and better stakeholder reporting, ultimately giving you the chance to boost team morale by highlighting the impact of each team member's work on the project's success.

Verdict: Hot! Predictive analysis is getting big, so it's good to see jumping on the bandwagon.

ClickUp Update Notes

ClickUp now automatically updates to your lists and folders in the sidebar .

ClickUp released several updates on March 1st, including an enhanced GitHub integration for easier management within ClickUp workflows, real-time Sidebar updates for Lists and Folders without the need to refresh, and additional features for an improved user experience. These upgrades are excellent for enabling more efficient workflows, better collaboration, and keeping everyone on the same page with automated updates.

Like most integrations, ClickUp's enhanced integration with GitHub is primarily designed to save time. For example, being able to link GitHub issues and pull requests to ClickUp tasks allows users to manage commits, pull requests, and branches directly from ClickUp. This means that you can keep the information you need and track your projects all in one place.

Linking GitHub commits, pull requests, and issues to ClickUp tasks​ can also help you set automations based on GitHub triggers, such as changing ClickUp task status when a GitHub pull request is merged, meaning that you can stop focusing on mundane tasks and start focusing on bringing value to your project.

Verdict: Hot! Real-time updates are key to making an impact while working remotely.

Wrike Update Notes

Wrike's recently enhanced blueprints creation feature allows users add a blueprint by customizing their creation menus.

On March 25, Wrike introduced a new option to create items directly from the context menu using blueprints. This enhancement is a big time-saver—it helps streamline the item creation process in both Table and Board views, making it easier to access and use blueprints across the platform.

As great as saving time is, though, it's useless if the product is no good. Luckily, this blueprints update also ensures that tasks, projects, and folders are created with a consistent structure, reducing errors and inconsistencies. This is particularly beneficial for teams that handle multiple projects or tasks that follow a standard procedure or template.

Having consistent, predefined blueprints can also help facilitate easier collaboration, since everyone can refer to the standardized templates for guidance on executing tasks and projects. This can be an especially helpful point of reference for new team members, making onboarding easier for everyone.

Verdict: Not. This update does save time, but automation is the bigger trend right now.

Zoho Project Update Notes

Zoho Project's new Workload Report enhances allows users to tailor their view with task groupings.

In March, Zoho Projects transformed its Resource Utilization chart into a new and improved Workload Report. This new report aims to optimize and understand a team's entire workload, not just basic resource utilization, making it an overall better resource for understanding your team's tasks and availability, making projects more efficient and keeping your team from burning out.

The Workload Report includes features to group tasks with a variety of filters, such as "task owner" and "roles", which can help you tailor your view of the project's workload to get the exact information you need, when you need it, to make crucial resource management decisions effectively and efficiently.

You can also determine exactly how you want to view this information so that it matches your working style. Specifically, if you just can't make heads or tails of a Gantt chart, there is a new timeline view to help you oversee your project resources quickly and easily.

Verdict: Hot! A complete makeover is ambitious, but definitely worthwhile!

February 2024 Project Management Software Updates

Kintone Update Notes

Kintone's new administrator settings include clearer role descriptions, which helps administrators more effectively assign and manage permissions tailored to specific team needs.

Kintone implemented a number of updates in February, including changes to prevent retrieving or replacing non-numeric values for numeric fields in the Kintone JavaScript API, introducing the API Lab as a dedicated space for new features in development, and releasing improved administrator settings with clearer role descriptions.

This upgrade is more technical, but it still offers significant benefits to the user. In short, this update introduces strict rules for what can be considered valid input for Number fields, including handling positive and negative signs, decimals, and exponentials using specific characters. Values that are not explicitly permitted are treated as invalid, and attempting to set such a value will result in an error. This is great for preventing potential data integrity issues that could arise from accidental non-numeric inputs— and helping you stress less about making mistakes.

The introduction of the API Lab in Kintone's February updates is also a strategic enhancement meant to improve the developer experience and foster innovation within the platform. It gives developers early access to upcoming features, offers a direct channel for them to provide feedback on new features, and allows them to stay up-to-date with the latest trends and technologies in application development.

Verdict: Hot! Giving developers what they need is vital for future success.

QuickBase Update Notes

Quickbase's various updates to its Pipeline feature include token-based authentication for the FastField Pipelines channel.

In February, QuickBase introduced several enhancements and a new feature for Pipelines, including a show/hide feature for password inputs to enhance security, faster pipeline loading times, a makeover for the My preferences page in Pipelines, and a new token-based authentication method for the FastField Pipelines channel. These updates aim to make the Pipelines feature faster, easier, and more secure to use.

For example, the new keyboard navigation enhancements enable you to select field values and manage the canvas view without relying on mouse clicks, which means you can reduce your manual inputs and general interface interaction, streamlining the workflow overall and improving your personal productivity.

QuickBase has also modernized its user interface, offering a sleeker, more visually appealing, and user-friendly experience. In addition to being easier on the eyes, this update streamlines the process of adjusting preferences, making it more intuitive and less time-consuming so you can get on with your work.

Verdict: Hot! Automation is seriously trending right now.

ClickUp Update Notes

ClickUp recently introduced its own time tracking features, helping users to understand and optimize how they spend their time.

On February 15, ClickUp released several new features, including ultra-fast Universal Search on mobile, customizable shortcut commands in search, improved inbox sorting and quick actions, and new integrations for developers. These features are great for making navigation and work management significantly easier.

For example, ClickUp's customizable commands in the Command Center allow you to create personalized shortcuts for common tasks, such as opening URLs and copy-and-pasting content. This makes performing common tasks significantly faster, meaning that you can devote your time and energy to more important work.

On February 23, ClickUp also introduced Timesheets for time tracking, the ability to create tasks in filtered views seamlessly, and integration of various apps to Universal Search for a unified search experience across all connected apps. All of these updates continue to help make ClickUp more customizable and efficient, helping you to be as productive as possible.

Verdict: Not. Having time tracking and project management features in one place is great, but not particularly innovative.

January 2024 Project Management Software Updates

Visor Update Notes

Visor's new View Settings feature gives users a snapshot of the filters that have been applied to your data.

As of January 23rd, Visor now allows users to see the latest Jira comments in directly within the Visor platform. This integration is particularly great for teams that rely on efficient workflow and communication to manage projects and tasks.

In particular, having a centralized platform for both task management and communication minimizes the risk of miscommunication—a big issue rarely accounted for directly within technology. Comments and discussions being visible to all relevant team members also fosters a culture of transparency and accountability.

On January 25th, Visor also introduced an improved view orientation, which enhanced the platform's navigational interface and visualization capabilities, enabling users to customize and optimize their view of data and projects. This can help you adjust your views to your work style and help you navigate through large data sets and complex project timelines more easily, saving you a lot of time and frustration.

Verdict: Not. Improved communication and easy navigation are vital basics, but that's just what they are—basic.

QuickBase Update Notes

QuickBase's improved formula checker now supports variables and static values, aiding in formula troubleshooting.

QuickBase's January release made user token hashing available for the Business plan, improved the Platform Analytics API, introduced a new field in Admin Console for Access, added additional confirmation when adding encryption keys, and introduced formula checker improvements in open beta. It also announced a tighter FastField integration and a new email-building experience, with opportunities to participate in beta programs for these features.

QuickBase's improved Platform Analytics API is great for businesses and developers looking to leverage data analytics for better decision-making. After all, the improved API can help you get into the nitty-gritty of your data and pull comprehensive analytics directly from your applications, making application performance monitoring and general data analysis faster and easier, which can help expedite your decision-making process.

QuickBase's tighter integration with FastField can also simplify the process of collecting data from the field and managing it within QuickBase by automatically and seamlessly importing into QuickBase applications, reducing manual data entry and the associated errors and allowing you to analyze data in real-time.

Verdict: Hot! Who doesn't want better data and more security?

Zoho Projects Update Notes

Zoho Projects 8.0 includes many updated features, including easy-to-add custom fields to organize your projects.

On January 9, Zoho Projects introduced Zoho Projects 8.0. Compared to its previous iteration, Zoho Projects 8.0 introduces several notable improvements, including an enhanced user interface with a more intuitive and streamlined design, making it easier for users to navigate and access project information.

Zoho Projects 8.0 also provides advanced analytics and reporting capabilities to keep you consistently up-to-date on project performance, resource utilization, and budget tracking and allowing you to identify bottlenecks, optimize workflows, and make informed adjustments. Plus, customizable dashboards and personalized views can help you create a tailored and focused overview of their projects that can help you understand your key metrics in your preferred style.

Zoho Projects 8.0 has also expanded its integration options. Whether it's integrating with Zoho CRM for seamless customer data management, or connecting with popular tools like Slack or Google Drive, Zoho Projects 8.0 can be used as a central hub for project management, keeping everything you need organized and in one place.

Verdict: Hot! There's nothing like a new-and-improved fresh start.

Project Management Software FAQs

Here are some of the frequently asked questions I receive about project management software.

Why Use Project Management Software?

If you don't want to find yourself drowning in an ocean of notes, Slack messages, and spreadsheets, you need to use project management software. Successful project execution has never been more important and project management software provides the tools you need to streamline processes, optimize resource usage, and make data-driven decisions.

Let's review some specific reasons you should consider implementing a PM software solution.

Key Business Functions Supported by Project Management Software

  • Resource Management: See exactly who's working on what and ensure your team doesn't get overbooked. Identify resource bottlenecks early on and avoid costly delays.
  • Collaboration and Communication: These tools create a central hub for project updates, files, and communication. Stay aligned, reduce email overload, and improve team clarity.
  • Scheduling and Task Management Break projects into manageable tasks with clear dependencies and deadlines. Visual tools like Gantt charts provide a clear view of project timelines.
  • Risk Management: Anticipate potential issues and develop mitigation plans. Keep an eye on your project's health to avoid roadblocks that can derail progress.
  • Budgeting and Cost Tracking: See exactly how project spending aligns with your initial budget. Manage costs efficiently to prevent overruns and maximize profitability.
  • Reporting: Create dashboards, reports, and insights that inform stakeholders and help you make better decisions based on data.

Project management software is truly a game-changer, and here's why you, as a project manager, should be excited to use it:

  1. Enhanced Efficiency: Streamline workflows to cut down on wasted time and resources. You'll get more work done with the same budget and team.
  2. Improved Visibility and Accountability: Get a real-time picture of project progress. This transparency helps you make timely interventions and ensure everyone stays on track.

If you're not already using project management software, I strongly encourage you to start exploring your options. It will equip you with the tools you need to consistently deliver projects on time, within budget, and to the highest quality standards.

You can find more details on each of these items in the 8 reasons to use project management software.

How Do You Implement Project Management Software?

Implementing project management software will look very different depending on the size of your organization.

  • For a small company, it’s counting how many people need access to the software, buying the licenses, and configuring the product.
  • For a mid-sized organization, it triggers a change management project. You have to plan for a new tool because you may already have a system in place. This system (good or bad) currently works, and people are used to it. Therefore, a PM tool implementation involves meeting with the users affected by the change and getting buy-in from stakeholders.
  • For a large corporation, it means change management plus strategy. At an enterprise level, your decision on a new tool implementation involves reviewing the tool and how it impacts the users, projects, company goals, and strategy. Add to that the security requirements of an implementation of this scale, and suddenly it’s not that straightforward.

Whatever the size of your organization, I suggest you schedule a demo and meeting with the vendor. Then, ask for available training services and if they support the initial product configuration. Finally, run some numbers and make sure you have enough money to support this implementation and a bit more (planning for growth).

Please note that this is the case for online project management software and not on-premise project management software. Hosting services on your servers will require extensive planning, no matter the company size.

What Can You Do With Project Management Software?

Project management software allows you to streamline your work.

  • You can collaborate with your team in a centralized platform, comment on tasks, tag people who need to get involved in the conversation and have stakeholders interact with the project through portals or guest accounts.
  • With project management software you can also give visibility to everyone on the team of the project timeline. This will help keep your team aligned and alert them when the timeline has shifted.
  • PM software lets you automate parts of your work that are repetitive, such as pinging individuals when a task is completed, or approvals are received. Nowadays, workflow automation is a feature that more vendors are trying to incorporate into their offering.

Should I Choose Software Based On My PM Methodology?

The short answer is yes. Your PM methodology will directly relate to the features you need to complete projects successfully. Therefore, it will influence your choice of software to use.

A traditional methodology like Waterfall, will demand you have access to a task list, dependencies, and milestones. Meanwhile, an agile methodology like Kanban will require a board view where you can visually arrange tasks according to project stages or collaboration features that allow your team to coordinate efforts better.

Having said that, if you are familiar with project management pricing, you can already tell that a Kanban board view is a feature that prevails in higher-tier plans. Consequently, it will impact your budget and, ultimately, your decision of which software to choose.

What Is The Easiest Project Management Software To Use?

The easiest project management software is the one that is easy to use and learn. And although this might be different from person to person, I do have a list of some tools that fit this criteria, like Wrike,, and Hive.

In this list of the easiest project management software, I compare them and give them start ratings based on ease of use and available documentation.

What Is The Best Project Management Software For Small Business?

The best project management software for small business is Zoho Projects or any other tool like it. A solution that offers a decent amount of features for a low price per user, and can scale with you as you grow.

What Is The Best Project Management Software For Large Organizations?

The best software for large organizations is one like Adobe Workfront. A software that keeps your information safer than the secrets inside Area 51. Also known as enterprise project management software, this is the top-tier offering of any vendor and usually requires you to schedule a demo before you have access to pricing information.

What's The Best Free Project Management Software

Honestly, there aren't any really good free project management software options for managing projects with teams. If you're managing a project by yourself you'll find a few tools that offer free plans for 1 user. If you are interested in a list of free and freemium options, have a look at our list of free project management software. You'll find free project management software - isn't really free - it has its limitations. While some restrict the number of users, others limit the number of projects, file storage space, or offer less knowledge support for you to learn to use the software.

If you're really strapped for cash, you can use Google Workspace or Microsoft Office (Excel, PPT, and Word) if your company is already paying for it. But you're going to find it tough.

Otherwise, open source project management software exists, like ProjectLibre, but it comes at a cost, usually in terms of usability and functionality. Being community supported, free versions have limited functionality and without paying, do not have the customer support level of a paid tool. The open-source learning curve tends to be a little steeper since there's less support for community versions of the software.

Can Project Management Software Support Hybrid Work Models

Many modern project management tools are designed with flexibility in mind, accommodating both in-office and remote team members. These tools typically offer features like cloud-based access, real-time updates, and integrated communication tools to ensure that teams can collaborate effectively, regardless of location. Look for tools that emphasize collaborative features and have strong mobile and web interfaces.

How Do Project Management Tools Facilitate Team Collaboration

Project management software often includes features such as shared task lists, integrated messaging platforms, document sharing, and real-time editing capabilities. These features enable team members to communicate, update each other on progress, and work on documents simultaneously, thereby enhancing collaboration.

The best tools for facilitating team collaboration are those that provide a centralized platform where all project-related information and communication can be accessed easily.

Industry-Specific Tools

While many project management tools are designed to be versatile and applicable across various industries, some tools cater specifically to certain sectors by offering specialized features.

For example, construction project management software might include tools for on-site reports, while software development project management tools might focus on code repository integration. It's beneficial to research tools that are tailored to your industry’s unique needs for more effective project management.

Security And Data Privacy Within Project Management Software

Security and data privacy are critical in project management software to protect sensitive information, comply with regulations, build trust, prevent unauthorized access, maintain data integrity, ensure business continuity, and minimize both internal and external threats.

Therefore, improper security measures mean this data can be vulnerable to unauthorized access, theft, or breaches, potentially leading to significant financial and reputational damage.

Here are some of the security features you can expect to see:

  • Compliance with European standards: With GDPR came a revolution in how SaaS companies handle data privacy for their customers. The common theme is for these companies to work with the hosting services of massive companies, like Amazon, and have servers in different parts of the world.
Author's Tip

Author's Tip

Some vendors allow you to select the location where you would like your instance to be hosted. Make sure you ask.

  • Data encryption: Data encryption to keep your information hidden from 3rd parties. This encryption is normally in transit and at rest. This means your information is protected while being sent or simply stored.
  • Security certifications: Expect the vendor to be certified in ISO 27001, SOC2 Type I, Type II, CSA STAR, and similar.

Some vendors will be more transparent than others when displaying their security and data privacy information, but they all have it. If you cannot see that right away, ask for clarification during your demo call.

project management software logos list

What's Next?

Choosing a project management software can be very hard. Remember that if you want to have more information about a specific use case, you can always schedule a demo with the vendor. This will clarify how the tool can solve the particular problems you are trying to solve.

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Ben Aston
By Ben Aston

I’m Ben Aston, a digital project manager and founder of I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. I'm a Certified Scrum Master, PRINCE2 Practitioner and productivity nut!