15 Best Project Management Software Picked For 2024
15 Best Project Management Software Shortlist
Here's my pick of the 15 best software from the 15 tools reviewed.
Get free help from our project management software advisors to find your match.
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 software for project management on the market and determined their best use cases, making it simple and easy to find the right project management tool for you.
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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 | |
|---|---|---|
| monday.com | From $8/user/month (billed annually) | Website |
| Celoxis | From $15/user/month (billed annually) | Website |
| Smartsheet | From $9/user/month (billed annually) | Website |
| Wrike | From $9.80/user/month (min of 2 seats) | Website |
| ClickUp | From $7/user/month | Website |
| Hub Planner | From $7/user/month (billed annually) | Website |
| Productive | From $9/user/month (billed annually) | Website |
| Zoho Projects | From $4/user/month (billed annually) | Website |
| Visor | From $9/user/month | Website |
| Quickbase | From $35/user/month (billed annually, min 20 users) | Website |
| Bonsai Agency Software | From $10/user/month | Website |
| Workzone | From $25/user/month | Website |
| ProjectManager | From $13/user/month (billed annually) | Website |
| ReptonPOD | From $31/user/month (billed annually) | Website |
| Quire | From $7/user/month | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow 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 building out your project management software 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.
Get the PM Software Buyer's Guide
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Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8
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.
monday.com is a work management platform that is highly customizable and can help you manage all kinds of projects and workflows.
Why I picked monday.com: 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 monday.com 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.
monday.com 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
Pros:
- 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
Cons:
- 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.
Celoxis is an all-in-one project portfolio management (PPM) software to seamlessly plan, track, and manage all your workflows on a customizable platform. It offers sophisticated analytics and dashboards, empowering teams to streamline their projects, resources, and workflows with business intelligence for making data-driven decisions.
Why I picked Celoxis: I like that Celoxis allows users to create project plans, define tasks and milestones, allocate resources, and establish timelines. Furthermore, users can assign tasks to team members, track task progress, set priorities, and manage deadlines. Task dependencies and Gantt charts also help visualize the project timeline.
Users can build dynamic project plans with automatic scheduling and inter-project dependencies to adapt to changing real-world conditions. You can also stay on top of your projects with health indicators, critical path analysis, and automatic email alerts for addressing problems.
Furthermore, Celoxis' BI functionality is intrinsically aware of the project data, enabling users to quickly and easily prepare the necessary visualizations to support strategic decision-making. Celoxis also offers real-time visibility into budget spending, receivables, and profitability across projects and portfolios with profit tracking, revenue forecasting, and custom financial KPIs.
Celoxis Standout Features & Integrations
Features include resource management tools, budgeting, SOC 2 compliance, flexible deployment options, multilingual and mobile-optimized interfaces, and more.
Integrations include pre-built connections with Google Drive, Outlook, Microsoft Project, Excel, Salesforce and hundreds of other tools like JIRA, Azure DevOps, Slack & Trello.
Celoxis Plans & Pricing
Celoxis is one of the few project manager software programs to be available in both SaaS and on-premise. It offers flexible pay-per-use pricing tailored for teams of all sizes.
Pros and cons
Pros:
- Advanced reporting and analytics
- Highly customizable and flexible
- All-in-one solution
Cons:
- No mobile app available
- May not be suitable for small teams or organizations with fewer than 5 employees
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
Pros:
- Easily customizable dashboards.
- Sheet-to-sheet linking.
- Integrated proofing and approval tools to collaborate with your team.
Cons:
- Outdated UI that affects ease of use.
- Onboarding is non-existent when you first get your account.
- Can't customize chart colors.
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
Pros:
- 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
Cons:
- Wrike can quickly become expensive
- 2FA is locked behind the enterprise plan.
- Integrations come at an extra cost, regardless of the plan.
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 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
Pros:
- 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.
Cons:
- 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.
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
Pros:
- Project budgeting included
- Well-suited to professional service companies
- Resource management included
Cons:
- Project management is not the primary functionality
- Somewhat rudimentary task management
Productive is an all-in-one project management software designed for agencies. It offers comprehensive tools for managing projects, resources, budgets, and client relationships, all within a single platform.
Why I picked Productive: Productive stands out as a good project management software because of its extensive and integrated features that cover the entire project lifecycle. The platform's project management capabilities include detailed task tracking, Gantt charts for visual timeline management, and a robust workload feature to balance team assignments effectively.
The software also provides real-time budgeting and profitability tracking, enabling managers to stay on top of project costs and ensure profitability. Additionally, Productive offers tracking and invoicing features for accurate billing and financial transparency as well as resource planning for allocating team time and skills effectively.
Productive Standout Features & Integrations
Standout features include a Sales CRM that helps manage client relationships and sales processes, providing a complete view of the sales funnel. The platform also includes a comprehensive reporting module, which offers customizable reports for in-depth analysis and decision-making. Furthermore, Productive’s automation capabilities help with repetitive tasks, freeing up time for more strategic activities.
Integrations include Jira, Slack, QuickBooks, Xero, Trello, Zapier, Google Drive, Sage, BambooHR, Gusto, and HubSpot.
Pros and cons
Pros:
- Robust resource planning and tracking capabilities
- User-friendly interface that simplifies project management tasks
- Comprehensive features for financial management and reporting
Cons:
- Initial setup can be time-consuming
- Could have more integrations
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
Pros:
- Time-track multiple tasks at once
- Robust communication features
- Easy workflow automations
- Unlimited number of projects
Cons:
- Lack of file type export options
- Lacks some reporting features
- Does not integrate with Quickbooks
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
Pros:
- Live support via phone & video call
- Free unlimited viewer-only accounts
- Free plan for 2 workbooks & 5 views each
Cons:
- May cost extra for monthly integration sync credits
- Unlimited audit trail locked to highest plan
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
Pros:
- Highly customizable and flexible to suit various contexts
- On-premise options with enterprise level plans
- FDA & HIPAA compliance with higher-tier plans
Cons:
- Some features come as paid add-ons
- Not all integrations are available with all plans
Best for project, client, and finance management
Bonsai is a comprehensive business management platform designed to consolidate multiple functions, from project management to client and financial management.
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
Pros:
- Automation for repetitive tasks
- Simple online scheduler
- Client portal available
Cons:
- Lack of advanced features
- May not be best for scalability
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
Pros:
- 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
Cons:
- Waterfall and board views are separate
- No video mark-up tool
- Delayed tasks negatively affect independent tasks on the timeline
ProjectManager is a project management software that offers a variety of features to help improve business productivity. It's designed to help teams plan, execute, and monitor projects.
Why I picked ProjectManager: I picked ProjectManager because of its real-time tracking capabilities. The platform's real-time dashboards provide visibility into project status, enabling managers to quickly identify any deviations from the plan and make necessary adjustments. Additionally, the software's advanced reporting tools offer detailed insights into project performance.
Another standout aspect of ProjectManager is its task and resource management features. The task management tools, including Gantt charts, Kanban boards, and customizable task lists, allow teams to organize and prioritize their work. The resource management capabilities also enable managers to track team workloads and resource allocation in real-time.
ProjectManager Standout Features & Integrations
Standout features include workflow automation to save time and reduce errors by automating repetitive tasks and approval processes. Collaboration tools like commenting, feedback and file sharing ensure that team members can work together from anywhere. Additionally, the mobile app provides on-the-go access to project updates, allowing teams to stay connected and productive regardless of their location.
Integrations include Google Drive, Microsoft Teams, Microsoft Office, Slack, Jira, Trello, Salesforce, Power BI, Acumatica, Hubspot, OneDrive, Dropbox, Desk.com, QuickBooks, and Xero.
Pros and cons
Pros:
- Good project reporting features
- Robust mobile app for on-the-go project management
- Customizable project control panel allows for real-time tracking
Cons:
- Could use more integration options
- Automating tasks can be complex
Project On Demand is a project management tool designed to manage time, budget, and quality across the project lifecycle.
Why I picked Project On Demand: Project On Demand is an excellent choice for project management due to its comprehensive feature set that enhances both planning and execution. It offers robust tools for creating and managing projects, allowing users to define requirements, set objectives, and allocate resources effectively. The software's advanced scheduling and budgeting features help keep projects on track and within budget.
Additionally, Project On Demand excels in quality control and stakeholder management. Its integrated risk management and issue tracking tools ensure that potential problems are identified early, allowing for swift resolution. The platform also facilitates clear communication and collaboration among stakeholders, making it easier to keep everyone aligned on project goals.
Project On Demand Standout Features & Integrations
Standout features include workflow management, allowing users to visualize phases and organize relevant documentation. It also lets you maintain an audit trail of key decisions and offers tools for quality and change management.
Integrations include Microsoft Office 365, QuickBooks, and various CRM systems.
Pros and cons
Pros:
- Risk and issue management
- Good stakeholder management
- Can handle a wide range of project management functions
Cons:
- Navigating the platform could be more intuitive
- Outdated interface
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
Pros:
- Easy to customize
- Intuitive user interface & dashboard
- Excellent for time tracking
- Free to use
Cons:
- More integrations needed
- Mobile app not as robust as web
- Additional communication tools welcomed
Other Project Management Software
Below is a list of additional PM tools 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 list of project management tools we've identified and tested for specific industry use cases or with particular features.
Project Management Software For
- Agile
- Architects
- Construction
- Consultants
- Creative
- Design
- Enterprise
- Free
- Freelancers
- Healthcare
- Individuals
- MacOs Users
- Marketing
- Manufacturing
- Remote teams
- Small Business
- Startups
Project Management Software With
- Cloud-Based Deployment
- Client Portals
- Google Calendar Integrations
- Invoicing
- On-Premise Deployment
- Visual planning
- Web-based
Related Project Management Software
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.
- Resource Management Software
- Workflow Management Software
- Time Tracking Software
- Task Management Software
- Collaboration Tools
- Productivity Tools
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 project management tool requires a detailed analysis of its features and how well it meets specific use cases. My approach is rooted in extensive personal experience, having tried and researched numerous online tools for project management. Here’s how I evaluate these project manager tools, 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 project planning tools can perform the core functions and jobs to be done. This allows us to discount and discard project management tracking 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 Tools (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 project tracking 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 project planning tool has deployed time tracking features. 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 project manager 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 management project 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 cloud-based project management tools. 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 project management tool 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 online project planning tool, 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 project management online tool 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. Project tracking tools that provide real-time support score 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 project management tools online. PMO tools 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 program management tool again for the core functionality. A high scoring PMO tool 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. A project management tracking tool 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 tools for project management that not only meet but exceed expectations, ensuring teams have the best tools for project management that they need to succeed.
Trends In Project Management Software for 2024
As of 2024, tools for managing software are evolving rapidly, reflecting a clear trajectory toward more intelligent, flexible, and integrated tools in project management. Here, 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 tools for project managers. These capabilities allow users to leverage natural language to generate status updates automatically and draft goals with AI assistance, enhancing decision-making and efficiency. Features like machine learning algorithms are also 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.
These changes emphasize efficiency, adaptability, and a holistic approach to team management using the tools of project management. Moreover, analysts predict that the project management platform market size will continue to expand as remote work becomes more prevalent.
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, personal project management tools allows effective management and control of project variables. Project organization tools can also provide real-time visibility into project status, enabling project managers to make quick decisions and adjust a project to keep it on track.
Features of Project Management Software
PMO software tools stand as a cornerstone in the realm of project planning, execution, and monitoring. Simple project management tools can equip teams with the necessary tools to align their efforts, meet deadlines, and track progress effectively. Selecting the best tool for project management for your team 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 project managment tool to solve your specific needs.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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 organization tools:
- Enhanced Collaboration: Tools used in project management can foster 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.
- Improved Project Planning: Effective planning is crucial for successful project execution. The best tools to manage projects offer features for scheduling, resource allocation, and milestone tracking, enabling users to create more realistic and achievable project plans.
- 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.
- Enhanced Risk Management: Identifying and mitigating risks is easier with a software management tool. It can provide functionality for risk assessment, tracking, and response planning, which helps in minimizing the impact of potential issues on the project.
- 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.
Good project management tools can have a transformative impact on how projects are managed and executed. Overall, choosing software that supports effective project management strategies can enhance collaboration and task management for any team.
Costs & Pricing For Project Management Software
Other than features, pricing is likely the biggest factor to consider when choosing project management planning tools. 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 Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Task management, basic reporting, limited user access, limited storage |
| Basic | $7 - $15 per user/month | Enhanced task management, project templates, file sharing, basic integrations, all features of Free plan |
| Intermediate | $20 - $30 per user/month | Advanced reporting, customizable dashboards, more users and storage, additional integrations, all features of Basic plan |
| Advanced | $30+ per user/month | Resource management, advanced security, premium support, API access, customizable features, all features of Intermediate plan |
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 Basic plan or even a free project management tool, which can offer 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:
- 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.
- 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.
- Advanced Feature Needs: A company will often upgrade when it requires advanced features such as enhanced reporting or security features.
- Storage Requirements: An increase in project-related files can push a company to upgrade to a tier that offers more storage capacity.
- 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.
September 2024 Project Management Software Updates
ClickUp Update Notes
On September 6, ClickUp released version 3.31, which includes a refreshed Home layout on mobile devices that offers a cleaner and more intuitive interface. This update is designed to streamline navigation, making it easier for users to access their tasks, notifications, and key information on the go. It also aims to improve the overall user experience by enhancing usability and efficiency on mobile platforms.
Additionally, improvements to the Gantt view timescales provide enhanced flexibility and control over project timelines. Users can now adjust timescales more precisely, which aids in better planning and tracking of project progress. These updates make it easier for teams to visualize dependencies, deadlines, and key milestones, ultimately supporting more effective project management.
This release will be of particular interest to project managers, team leaders, and professionals who utilize ClickUp for managing projects and tasks. Those who frequently use the mobile app or rely on Gantt charts for scheduling and monitoring project timelines will also find these updates especially beneficial.
Verdict: Hot! These improvements will make ClickUp significantly easier to use, saving you time and energy.
Kintone Update Notes
Kintone's September 2024 product update introduces several new features, including the ability to edit records directly by double-clicking on them, which streamlines the data management process for users. Additionally, enhancements to Kintone's API now allow developers to access app icons and field settings more easily, providing greater flexibility in customizing and managing apps within the platform.
Another notable update is the addition of a preview for standard HTTP status codes in Kintone REST API responses. This feature will help developers better understand API interactions and troubleshoot issues more effectively. The update is particularly beneficial for those integrating Kintone with other systems or building custom solutions on top of the platform.
Furthermore, Kintone has introduced a new Maintenance Mode feature, allowing app administrators to restrict access during maintenance periods. This ensures that critical updates or changes can be made without user interference, enhancing the overall security and reliability of the applications. These updates are particularly useful for developers, IT administrators, and project managers who are responsible for customizing and maintaining Kintone apps in their organizations.
Verdict: Hot! With these new features, it's easier than ever to keep your platform up-to-date.
August 2024 Project Management Software Updates
monday.com Update Notes
In August, monday.com introduced a feature update to the Emails & Activities app that allows users to send mass emails. This feature supports email marketing campaigns, client follow-ups, and lead introductions by enabling personalized messages to multiple recipients without revealing other addresses.
The update includes key functionalities like scheduling, which allows users to send emails at optimal times, and dynamic fields that personalize each message with relevant recipient information. Email tracking capabilities offer insights into open and click-through rates, helping users assess the effectiveness of their campaigns. Additionally, HTML formatting options enable the creation of visually engaging emails that align with brand aesthetics.
This feature is particularly valuable for marketing teams, sales professionals, and project managers who utilize monday.com’s CRM.
Verdict: Hot! No one wants to spend all day sending emails—now you don't have to!
ClickUp Update Notes
ClickUp's August Release 3.29 introduced a new audit logs feature designed to enhance security and transparency within the platform. This feature allows workspace administrators to track user activities, providing detailed logs of actions such as task updates, deletions, permission changes, and other critical modifications. With this, organizations can maintain an accurate record of changes, making it easier to monitor workflows and ensure compliance with internal policies.
The audit logs feature is particularly beneficial for teams and organizations that require a high level of accountability, such as those in regulated industries or those handling sensitive data. By offering a clear view of who did what and when, it helps in quickly identifying issues or unauthorized changes, thus supporting security audits and investigations. This functionality not only aids in troubleshooting but also in maintaining a secure environment by allowing administrators to spot unusual activity early.
Project managers, IT administrators, and security officers will find this feature especially valuable, as it aligns with their needs to oversee project integrity and user actions.
Verdict: Not. As helpful as this update is, audit logs are not new.
Wrike Update Notes
Wrike's new DataHub, released in August and available through Wrike Labs, is designed to enhance data management and analytics within the platform. This feature allows users to centralize their data from various sources, including external tools and databases, streamlining access and creating a unified view of project performance metrics. By consolidating data in one place, DataHub helps teams make more informed decisions and improves the overall efficiency of data handling within Wrike.
DataHub also provides advanced data manipulation capabilities, enabling teams to customize data sets, perform detailed analysis, and generate comprehensive reports. This level of customization is particularly beneficial for teams that require specific data insights tailored to their unique workflows.
The most interested parties in this feature would be data-driven project managers, business analysts, and operations teams who rely heavily on data to guide their decisions. It is especially appealing to those who need to aggregate data from multiple sources to gain a comprehensive understanding of project performance. However, it is important to note that it is currently only available (and free) for users in the Pinnacle plan. Once the feature is released in fill, it will be a paid add-on.
Verdict: Not. This is a great development, but it's still in the testing stage in Wrike Labs and not widely available.
Zoho Projects Update Notes
In August, Zoho Projects introduced a new update that enhances financial control by allowing users to track both cost budgets and budgeted hours. This feature is designed to provide project managers with a comprehensive view of their project’s financial health by monitoring the planned versus actual costs and hours. Users can set cost budgets and allocate budgeted hours for each task, milestone, or the entire project, enabling more precise tracking and forecasting.
The update also includes functionalities to monitor actual costs and hours spent, compare them against the budget, and generate detailed reports. These insights help in identifying variances and potential overruns early, allowing project managers to take corrective actions promptly. This level of granular tracking aims to keep projects within their financial boundaries and optimize resource allocation.
Additionally, Zoho Projects has improved its user interface to make these financial tracking features easily accessible and user-friendly. Overall, this update will be most valuable for project managers, financial controllers, and business owners who need precise financial oversight of their projects.
Verdict: Hot! Sticking to a budget can be tough—that's what features like this are for!
July 2024 Project Management Software Updates
Quickbase Update Notes
As of July 23, Quickbase will send out email notifications to alert users when pipelines experience performance issues such as excessive latency or unexpected errors. This feature proactively identifies bottlenecks in workflow automation, allowing teams to quickly address inefficiencies and maintain optimal pipeline performance. The notifications include detailed insights on the nature of the inefficiencies, helping users diagnose and resolve issues promptly.
This feature is particularly beneficial for project management professionals, IT administrators, and operations teams who rely heavily on Quickbase's automation capabilities to streamline their workflows. By receiving real-time notifications, these users can take immediate action to fix performance issues, reducing downtime and ensuring that business processes run smoothly. The goal is to minimize disruption and enhance the overall efficiency of operations managed through Quickbase.
Organizations that manage complex workflows or have a high dependency on Quickbase for their critical processes will find this feature especially valuable.
Verdict: Hot! This feature is a busy project manager's dream—easy, proactive, and outsourced.
Wrike Update Notes
In July, Wrike introduced a new organizational feature for its New Dashboards widgets called Sections. This functionality streamlines the layout of dashboards, making it easier for users to access and interpret critical data quickly. With sections, users can categorize related widgets, such as task progress, team performance, or project timelines, creating a more organized and visually appealing dashboard that supports efficient decision-making.
This feature is particularly beneficial for project managers, team leaders, and operations professionals who rely on data visualization to track project progress and team performance. By organizing widgets into sections, they can quickly locate the most relevant information, reducing the time spent navigating through cluttered dashboards.
Whether in marketing, IT, operations, or any field that relies on Wrike for project management, the new Sections feature offers a more intuitive way to keep dashboards neat, relevant, and user-friendly. This streamlined approach is especially valuable for large teams managing multiple projects simultaneously, as it helps maintain clarity and focus on key metrics.
Verdict: Hot! There's nothing like an organized workspace to inspire productivity.
June 2024 Project Management Software Updates
Visor Update Notes
On June 6, Visor released sharing links, which allow users to easily share workbooks with their team via customizable links. These links can be set with various permission levels, such as view-only, comment-only, editor, or owner access. New users can register through these links and will be directed to the correct workbook.
This update is particularly beneficial for teams and project managers using Visor for collaborative work, streamlining the process of sharing and managing access to workbooks without the need for individual email invitations.
Verdict: Not. While collaboration is always good, sharing links are not a new concept.
Zoho Projects Update Notes
In June, Zoho Projects introduced "Portal Users Tree View," a feature designed to improve user management by offering a hierarchical visualization of user roles and access permissions. This new view allows administrators and project managers to see the structure of users and their roles, making it easier to manage team setups and ensure proper access control. The tree view displays users grouped by roles and permissions, providing a clear visual representation of how access is distributed across the organization.
Key functionalities include filtering users by roles, searching within the hierarchy, and quickly identifying which users have access to specific projects. By organizing user roles more intuitively, this feature reduces the time and effort needed to manage permissions, particularly in larger teams with multiple projects.
This update is especially valuable for project managers, team leaders, and administrators responsible for user access and role assignments in Zoho Projects.
Verdict: Hot! Visual tools are great for making complex information easy to process.
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:
- Enhanced Efficiency: Streamline workflows to cut down on wasted time and resources. You'll get more work done with the same budget and team.
- 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 a tool to manage projects, 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 platforms allow 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.
- Using tools to manage a project can also give you 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?
Easy project management tools are both that is easy to use and easy to learn. Although this might be different from person to person, I do have a list of some tools that fit this criteria, like Wrike, monday.com, 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 simple project management 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 solutions, this is the top-tier offering of any vendor and usually requires you to schedule a demo before you have access to pricing information.
Find Adobe Workfront's pricing here.
What is the Best Free Project Management Software
Honestly, there aren't any really good options for free project management tools if you are managing projects with a team. If you're managing a project by yourself, you'll find a few free online management 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 project management free tools. However, you'll often find that free project management software isn't really free - it always 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 most common 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 online task management tools 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.
- 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.
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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