38 Best Project Management Tools: 2024 Guide

There are many ways to manage a project, traditionally managing projects meant drowning in a sea of sticky notes, scribbled to-do lists, excel sheets, and endless meetings. Chaos was around the corner.

Project management tools not just replace manual work, but offer tools to efficiently manage your project and deliver on time.

You can manage your projects, tasks, sub-tasks, collaborate, and maintain communication with your team on project management software.

With so many options out there, selecting the most suitable PM tool becomes a headache in itself. To make things easier for you, we provide you with a list of the best project management tools available in the market.

Throughout this article, we’ll look at how user-friendly these tools are, their standout features, their pros and cons, and how well they work as project management solutions.

We’ll also dive into a handy guide to help you choose the right tool for your business.

But before getting into that, let’s get back to basics first.

What are project management tools?

Project management tools are applications designed to help plan, execute, and monitor projects effectively. These tools are used by project managers and teams to streamline tasks, improve collaboration, and ensure that projects are completed on time and within budget.

PM tools significantly reduce all the challenges and struggles of project management, so that you can focus on the actual work without any obstacles. They help you manage every aspect of your projects, ranging from work to people.

Best Project Management Tools & Software in 2024

The ideal project management solution for your business depends on your specific needs and work. Fortunately, there are options for every requirement. 

We have split this list into two parts. First, we will dive into the top picks, which provide comprehensive solutions for all aspects of project management, and are suitable for teams and projects of all sizes.

The second list focuses on tools that offer specific solutions for particular aspects of project management. For example, one tool might excel in knowledge base management, while another is better for resource management.

1. ProofHub

ProofHub is a highly adaptable all-in-one project management and team collaboration tool, catering to a wide range of organizational workflows and teams of all sizes, spread across 140+ countries worldwide.

It has become a suitable option for both small startups and large corporations because of its easy-to-navigate interface and robust feature set.

One stand-out aspect of ProofHub is its flat pricing model with no per-user fees, providing a cost-efficient scalable solution and making it accessible to businesses of all sizes.

ProofHub also offers a rich and intuitive set of collaboration features. Along with “@” commenting, you get a Facebook-like in-built chat for real-time instant messaging and file sharing. 

Key features

Task management: ProofHub offers robust task management system, allowing for detailed task delegation, customization, and progress tracking. You can include estimated completion times, labels, and document uploads. Plus, you get the flexibility to design custom workflows and track progress with different views like Kanban board view, Gantt charts, Calendar & Table view.

Proofing: A standout feature in ProofHub is its inclusion of a proofing tool, invaluable for feedback and approvals of creative assets like design mockups and content graphics. 

Collaboration features: ProofHub offers an inbuilt chat for team communication. Alongside this, you get several other collaboration features including discussions, announcements, notes, etc.

Reporting and analytics: ProofHub improves productivity with detailed real-time insights. Both individual team members and project managers can utilize features, like timesheets, burn-up charts, etc., to assess the work and make informed decisions. 

Pros and Cons

Pros

• Easy-to-use interface with a diverse array of features
• One centralized place to organize, delegate, and track the progress of your tasks.
• Scalable solution offering flat pricing with no-per-user fees
• Quick and helpful customer support
• Complete control over teams and projects with granular admin controls 
• Caters to different time zones easily 

Cons

• Not suitable for individual users
• Invoicing is available with integration only

Pricing

After a 14-day free trial, ProofHub offers a flat pricing model with two paid plans. 

• Essential: $45/month (billed annually) for unlimited users.  
• Ultimate control: $89/month (billed annually) for unlimited users. 

Integrations

ProofHub seamlessly integrates with popular tools such as Google Calendar, Apple Calendar, Box, Dropbox, Google Drive, Freshbooks, and more. While the current integration list is admirable, upcoming Slack and Zapier integrations are promising for further connectivity.

Support

ProofHub is well-praised by its customers for its amazing quick and responsive customer support. Beyond that, you get video tutorials and help guides to help customers achieve the ultimate control over their projects.

Customer ratings and reviews

• Capterra: 4.6/5
• G2: 4.5/5

Final verdict

ProofHub is a comprehensive project management solution with a focus on quick adaptability, robustness, and user-friendliness. Its standout features, including proofing tools and straightforward pricing, set it apart in the market. While we are working on adding more integration, ProofHub provides almost every tool built-in to manage different aspects of projects from one convenient location. Overall, ProofHub’s simplicity and effectiveness make it an ideal choice for teams and projects of all sizes and complexities.

2. Monday

Monday.com, formerly known as DaPulse, has emerged as a recognizable project management tool after its 2.0 launch in February 2020. In addition to work management, the platform now provides two other business process tools including a CRM and a dev management tool.

Ease-of-use

Monday.com’s user interface is designed with aestheticism in mind. Picture Google Sheets infused with excellent design, and you have Monday.com.    

The platform welcomes you with a visually pleasing grid dashboard known as “boards.” These boards are highly customizable, allowing you to tailor them to your specific requirements. You can add your task lists to the rows and associated properties within the columns. 

Within the platform, you’ll find a panel attached to each row, facilitating seamless communication with your team. This panel includes tabs for updates, notes, files, streamlining discussions and collaboration. 

Key features

• Customizable boards: These serve as the foundation of your workspace, allowing you to tailor them to your specific needs.

• Collaborative environment: A panel attached to each row enables easy communication with your team. However, some users might find the division into tabs a bit confusing.

• Timeline view: Monday.com provides a visual timeline view that allows users to map out project schedules and deadlines with clarity. This feature makes it easy to see the sequence of tasks, their dependencies, and when they’re due.

Pros and cons

Pros 

• The vibrant design with color-coded labels makes it engaging and visually pleasing
• Data connectors simplify the integration with other tools
• Huge focus on customization and collaboration
• A long list of supported integrations

Cons 

• Customer service can be slow to respond, requiring email scheduling
• It takes time for new users to adapt to its predefined menu
• Limited column capacity in table view

Pricing

With a 14-day free trial and a free plan, Monday.com offers four paid plans. 

• Basic – $8/user/month (billed yearly)
• Standard – $10/user/month (billed yearly)
• Pro – $16/user/month (billed yearly)
• Enterprise – Custom

It is advised to thoroughly identify the features offered within each plan and choose the best fit for your needs.  

Integrations

Monday.com offers integration with many popular tools, such as Slack, Outlook, Dropbox, Jira, and Mailchimp. These integrations enhance efficiency by automating data transfer between platforms, saving valuable time.

Support

Monday.com provides several resources, including templates, tutorials, and how-to guides for users encountering issues. Their support team is available 24/7, ready to assist with any challenges you might face.

Customer ratings and reviews

• Capterra: 4.6/5
• G2: 4.7/5

Final verdict

Monday.com is a great tool for managing day-to-day work. It is fairly easy to use and comes packed with features to improve your processes. However, if you prefer a sleeker, simpler design, you might find it a bit overwhelming. Additionally, compared to other options in the market, the price may seem a tad high. In that case, consider exploring alternatives to Monday.com.

Or, you can check out ProofHub, which offers all the project management tools without being overwhelming or breaking the bank. 

Take a closer look at Monday.com here.

3. Wrike

Wrike is a versatile project management tool catering to over 20,000 companies worldwide. With an enterprise-grade suite of features suitable for managing tasks and workflows, Wrike has become the preferred choice across several large-scale industries. 

Ease-of-use

Wrike offers a modern, user-friendly interface that’s both simple and customizable. You can add tasks with detailed descriptions to a project “space” and assign team members. Project managers can filter tasks based on predefined statuses, or create new custom statuses by upgrading to a business plan. 

Wrike offers multiple views for different preferences, including a list, table, board (Kanban style), and Gantt chart features for the project overview.

While day-to-day task management is intuitive within Wrike, accessing advanced features may require some time investment for learning.

Key features

Wrike stands out by seamlessly blending project management with work management. Here are the top three key features it is well known for:

• Kanban task management: Wrike provides a real-time Kanban board for efficient task management and collaboration. It offers transparency in progress and allows for real-time updates on individual tasks.

• Workflow automation:  Wrike offers several functionalities to automate recurring and day-to-day supporting tasks. 

• Project risk prediction: Available in Business plans and higher, this feature employs machine learning to identify potential project delays, making it easy for teams handling multiple projects simultaneously.

Pros and Cons

Pros

• Robust and scalable solution
• Automation to save time
• Integrations with other business tools

Cons

• Steep learning curve
• Expensive in comparison to other options
• Reported issues with workflow automation

Integrations

Wrike facilitates seamless transitions between the platform and popular apps like Google Drive, Google Calendar, and Slack. It also includes built-in Adobe CC and DAM integrations, streamlining creative workflows for users.

Support

Apart from a comprehensive knowledge base, Wrike offers 24/7 email and chat support. You can also opt for priority support by subscribing to Business and above plans. 

Pricing 

After your 14-day free trial ends, you can choose from the following paid plans based on your requirements:

•  Team: $9.80/user/month (billed annually)
•  Business: $24.80/user/month (billed annually)
•  Enterprise: Custom pricing for large teams (billed annually)
•  Pinnacle: Custom pricing for teams with complex needs. 

Customer ratings

• Capterra rating : 4.3/5
• G2 rating:  4.2 /5

Final verdict

Overall, Wrike is a flexible hub for teams to collaborate and manage tasks and projects efficiently. For organizations with diverse needs, Wrike’s scalability and support make it a valuable choice. However, if it exceeds your requirements, or feels a bit pricey, alternative tools for project management to Wrike like ProofHub, Asana, Teamwork, or LiquidPlanner may be worth exploring.

Take a closer look at Wrike here.

4. Asana

Asana, a prominent player in the world of project management tools, has made its mark in helping teams organize, collaborate, and manage their tasks efficiently. Its popularity spans across various industries, including Marketing and advertising, IT, Healthcare, Real Estate, and other Internet-based businesses. 

Ease-of-use

Asana offers a reasonably intuitive user experience. Upon signing up, new users are greeted with a tailored onboarding flow based on their role, making the initial setup and navigation relatively straightforward. You can create a workspace, add team members, and start your first project by setting up tasks and subtasks.

Asana’s flexibility is one of its hallmark features. However, it’s worth noting that it requires extensive customization to make Asana adaptable to various workflows. Additionally, these customization features are only available in the Premium plan and above.

While things are intuitive and easy from an admin point of view, team members may require some time to adapt to the interface and unlock its full potential. 

Key features

Asana stands out with the following set of key features:

• Task management: Asana excels in tracking tasks, subtasks, and all relevant information, including due dates and dependencies.

• Flexibility: Asana offers flexibility in how you structure your work, allowing for customization and adaptability to various project types.

• Automated workflows: You can build workflows with limited pre-set rules, create work-request  forms, custom templates, and advanced integrations

Pros and Cons

Pros

• Intuitive setup and navigation
• Flexible work structure customization
• Analytics for effective reporting

Cons

• The user interface can create confusion for some team members
• Some essential features are limited to paid plans only
• Lack of advanced time tracking

Integrations

Asana offers seamless integration with popular tools, including file storage and sharing services, email, and chat platforms, making collaboration more efficient.

Support

Asana provides 24/7 customer support options to assist users with any issues they may encounter. While the platform may require some trial-and-error experimentation to fully harness its potential, Asana offers Asana Academy to guide users through the learning process.

Pricing plans

Asana is well known for its free plan with basic features and a 15-user limit. Additionally, it offers the following three options to choose from. 

• Premium – $13.49/user/month (billed monthly)
• Business – $30.49/user/month (billed monthly)
• Enterprise – Custom pricing

Customer ratings

• Capterra rating : 4.5/5
• G2 rating:  4.3/5

Final verdict

Asana’s strength lies in its flexibility and robust task management capabilities. While it may take some time for users to grasp its full potential, the effort invested in learning the tool can significantly benefit teams in various industries. 

However, if Asana fails to meet your requirements, you can go through this article on Asana alternatives to compare it with other tools. Ultimately, the choice depends on how well a tool fits your team’s unique requirements.

Take a closer look at Asana here.

5. ClickUp

ClickUp is a versatile and all-in-one project management tool that has gained popularity for its robust customization options, extensive feature set, and integrations. This platform stands out as a centralized hub for all business needs, offering everything from task management to document storage and team collaboration.

Ease-of-use

ClickUp is overwhelming, even to a seasoned project management professional like me. If you are just starting, I would seriously recommend setting up reserved time to go through resources like “ClickUp University” first to navigate the learning curve. You will thank me later. 

Once you’ve grasped the basics, creating a workspace is the first step. Here you set projects, assign tasks, track progress, and manage deadlines. You can create multiple workspaces within a workspace, making it highly versatile for different projects and teams. 

Key features

• Relationships: ClickUp’s “Relationships” feature simplifies navigation within your workspace by connecting related tasks and documents. 

• Goals: The “Goals” feature can be used for various objectives. Whether you’re tracking project progress or building professional development habits, ClickUp’s Goals feature can help with your needs.

• Time tracking: ClickUp’s time tracking feature enhances accountability and workflow evaluation. You can calculate actual time spent versus estimated time easily for better time management.

Pros and Cons

Pros

• Comprehensive project management capabilities.
• Extensive customization options.
• Real-time collaboration and document sharing.

Cons

• Onboarding complexity.
• Reported frequent downtime and bugs.
• Clunky interface.

Integrations

ClickUp offers seamless integration with popular tools like Google Drive, Slack, Trello, and more. This facilitates efficient project management and collaboration across various platforms. However, users may need some time to configure and optimize these integrations to suit their specific needs.

Support

ClickUp provides a range of support options to assist users in case of any issues or questions. Users can access “ClickUp University” for detailed tutorials and guides. Additionally, the platform offers 24/7 and priority customer support to address specific concerns and ensure a smooth experience.

Pricing plans

Apart from a free plan, suitable for personal use, ClickUp offers three different paid plans to choose from:

• Unlimited- $7 per user/month (billed yearly)
• Business – $12 per user/month (billed yearly)
• Enterprise – Custom pricing

Customer ratings

• Capterra rating : 4.6/5
• G2 rating:  4.7/5

Final verdict

ClickUp is a versatile project management and productivity application suitable for a wide range of teams and organizations. While it may pose an initial learning curve, the extensive feature set and dedicated support resources make it a valuable tool for managing projects. However, many users have also reported ClickUp to be clunky and slow because of increasing project data and information over time, rendering it low on scalability.

To find the best fit based on your team size and growth projections, I would recommend checking how ClickUp stacks against its top competitors.

Take a closer look at ClickUp here.

6. Hive

Hive is a relative newcomer in the landscape of project management tools, but one that holds great promise. What sets Hive apart is its democratic approach to shaping its product roadmap. All the new features are decided by voting on its forum page, giving a sense of ownership to the users. 

Ease-of-use

The initial experience with Hive can be somewhat confusing. I would suggest beginners go through their Help section first. The creators seem to have tried to incorporate a vast array of features without fully considering the user experience. 

Not everything is crystal clear from the start. However, a sense of exploration can quickly help you unlock the deep-hidden potential of Hive. After familiarizing yourself with the platform, it becomes increasingly user-friendly, and you’ll find it easier to navigate.

Key features

• Hive mind: Hive mind is an AI-based feature with text generation capabilities. It can help with drafting project plans and email replies. 

• Time tracking: This feature helps with tracking time spent on individual tasks and better estimation of resources.

• Project analytics: Hive’s analytical tools provide a comprehensive overview of overdue tasks and project status, helping project owners stay informed about project progress.

Pros and Cons

Pros

• Project layout options.
• In-built chat for team communication.
• Project workflows and templates.

Cons

• The mobile version is sluggish in response
• Initial learning curve
• Per user fee, making it costly for small teams

Integrations

Hive seamlessly integrates with key tools such as Jira Software, Salesforce, Slack, Zapier, and Zoom for video conferencing. While the number of integrations may be limited compared to some competitors, these are pivotal for improving productivity.

Support

Hive offers a dedicated technical support team available 24/7, a feature exclusive to the Enterprise plan. Project owners can also invite external users to stay updated on project development.

Pricing

Hive offers three straightforward plans. 

• Solo: $0 (for up to two members only)
• Teams: $3/user/month (billed annually)
• Enterprise: Custom pricing based on requirements

It is important to mention that some essential features like proofing and timesheets are only available as add-ons and will cost an extra $5/user/month.

Customer ratings

• Capterra rating: 4.5/5
• G2 rating:  4.6/5

Final verdict

To sum up, Hive is an impressive project management tool for teams of all sizes. Its user-friendly interface, collaboration capabilities, project management features, and advanced analytics make it a comprehensive solution. However, be prepared for a learning curve due to its extensive feature set, and consider the cost implications of any additional add-ons. 

Take a closer look at Hive here.

7. GanttPRO

GanttPRO is a Gantt chart software with project management capabilities designed to streamline project planning, scheduling, and tracking. With its easy-to-use interface and a range of valuable features, GanttPRO has earned a justified place in this list.

Ease-of-use

The user experience with GanttPRO is overall positive. After setting up the account, you will be prompted to either start from scratch or choose from a variety of pre-built templates.

As you start adding details, it offers video tutorials tailored to your actions. The interface has a modern feel and operates smoothly.

Adding team members is easy via email invitations sent from the app, with options for admin or restricted editing permissions.

While there are a couple of features where you might expect the UI to be more intuitive; overall, it is easy to navigate and adapt to.

Key features

Workload management: GanttPRO ensures that all resources are optimally engaged and balanced, promoting efficient project execution.

Collaboration: The tool offers features such as comments, attachments, and notifications to keep everyone in the loop and enhance communication.

Diverse views: GanttPRO offers both Gantt chart and board views, providing users with flexibility in project visualization and management. The availability of project templates further simplifies your journey, catering to a variety of project needs.

Pros and cons

Pros

• Versatile resources for non-personnel assets.
• Public URL generation for filtered project views, ideal for client collaboration.
• Comprehensive task tracking capabilities with rich task details and customization options.

Cons

• Limited customization options in the Kanban board view.
• The cost could be too high for small and medium organizations.
• Users have reported that GanttPRO’s updates can take longer than usual. 

Pricing

GanttPRO offers a fully-featured free trial for 14 days. After that, users can select from the following paid plans based on their requirements. 

• Basic: $7.99/user/month (billed annually)
• Pro: $12.99/user/month (billed annually)
• Business: $19.99/user/month (billed annually)
• Enterprise: Custom pricing.

Customer ratings

• Capterra rating : 4.8/5
• G2 rating:  4.8/5

Integrations

GanttPro seamlessly integrates with other popular tools, like Google Drive, Slack, Jira, and Zapier, to facilitate seamless projects. However, the customization options for these integrations are somewhat limited.

Support

You can expect reliable support from the GanttPro support team in case you encounter any issues. The tool ensures that you have access to assistance when needed, providing peace of mind throughout your project management journey.

Final verdict

GanttPro is a user-friendly project management tool with Gantt charts for planning and tracking. It offers video tutorials, a modern interface, and easy team member integration. If you’re just looking for project planning tools, GanttPro is a strong contender for your project management needs. However, like ProofHub, you will not get the flexibility to customize the platform for various workflows and processes.

Take a closer look at GanttPRO here.

8. Teamwork.com

Teamwork is a suitable project management tool for you if you do a lot of client work. It offers a wide range of features that compete with the best in the market, from workload management to real-time project status tracking.

Ease-of-use

Whether you’re a beginner or a seasoned professional, Teamwork is simple to operate. It offers an intuitive design with customizable color themes and unique login URLs for each user.

Navigating through the platform is intuitive, whether you’re checking your project list, assigning tasks, adjusting permissions, adding task details, or generating reports.

The interface strikes a balance between being perky and professional, making it both visually appealing and functional. There’s no steep learning curve, and you’ll find yourself comfortable and productive in no time.

Key features

Teamwork excels in providing essential project management features. Three standout features include:

1. Customizable projects: Every account and project gets its unique URL, with the option to add logos. You can even customize which features appear in each project, tailoring them to specific needs.

2. Teamwork desk: Teamwork desk is an add-on ticketing app you can add to Teamwork for collaboration and managing client requests. 

3. Collaboration: You can group team members into teams for efficient communication, workload distribution, and task assignment, giving flexibility to decide who’s best suited for each task.

Pros and cons

Pros

• Easy setup and user-friendly interface.
• Huge feature set without overwhelming complexity.
• Customizable project and user account options.

Cons

• Learning curve for time-tracking functionality.
• Occasional issues with copying tasks between templates.

Pricing

Apart from a forever free plan with a five users limit, users can choose from the following options based on their requirements:

• Starter: $5.99/user/month (billed annually)
• Deliver: $9.99/user/month (billed annually)
• Grow: $19.99/user/month (billed annually) 
• Scale: Custom pricing. 

Integrations

Teamwork offers integrations with several other popular martech tools, including Hubspot, Slack, Parallax, etc. 

Support

If you encounter any issues, Teamwork’s support is readily available to assist you.

Customer ratings

• Capterra rating: 4.5/5
• G2 rating:  4.4/5

Final verdict

Teamwork is a project management tool that combines ease of use with a feature-rich experience. Its intuitive interface, customizable options, and deep feature set make it an excellent choice for both beginners and experienced professionals. While there may be a minor learning curve for some functionalities, Teamwork’s support resources and overall ease of use make it a standout option in the project management software landscape. Additionally, the per-user price can be a tad high for bigger teams. 

9. Liquid Planner

LiquidPlanner is a dynamic project management tool that stands out for its innovative approach to task estimation and scheduling. It claims to be the first SaaS-based project management solution to embrace uncertainty by allowing users to express task estimates using ranges. With a probabilistic scheduling engine, it offers to create more accurate project schedules, making it a noteworthy player in the online project management tools arena.

Ease-of-use

In LiquidPlanner, you’ll find yourself starting with a sample project, providing an excellent introduction to the tool’s structure. Helpful pop-up boxes guide you through the basics, and the in-app Academy is packed with valuable tutorials to ease your journey. 

However, it’s worth noting that mastering LiquidPlanner may require a significant time investment. Plan to dedicate several hours a week over a span of weeks to become proficient, as it can be a bit complex.

You can also upload tasks from an Excel sheet, and there’s even an Excel template provided for convenience. While custom templates are possible, the process can feel somewhat complex.

You have to spend time wrapping your head around it, especially if you are just starting out with project management tools.

Key features

Probabilistic scheduling: LiquidPlanner introduces a groundbreaking approach to scheduling with its probabilistic engine, providing realistic task timelines based on best-case and worst-case scenarios.

Resource management: The tool excels in balancing workloads and availability, ensuring team members are assigned tasks in alignment with their schedules, including planned time off. 

Custom fields: LiquidPlanner provides users with the ability to create and utilize custom data fields to track, categorize, and report on unique plan attributes. These custom data fields can be filtered and utilized to create tailored views for in-depth data analysis.

Pros and cons

Pros

• Innovative probabilistic scheduling.
• Adaptable for both project and ad-hoc work.
• Resource management and Excel integration.

Cons

• Steep learning curve.
• Lack of search bar. 
• Navigation challenges with the interface.

Pricing

 Although LiquidPlanner offers a 14-day free trial, it does not offer any free version. You can choose from the following paid plans:

• Essentials: $15/user/month (billed annually)
• Professional: $25/user/month (billed annually)
• Ultimate: $35/user/month (billed annually)

Customer ratings

• Capterra rating: 4.3/5
• G2 rating:  4.2/5

Integrations

LiquidPlanner integrates seamlessly with various popular tools like Jira for time-tracking and portfolio management. However, users should be aware that there may be limitations or complexities associated with specific integrations.

Support

LiquidPlanner offers substantial support resources, including in-app tutorials and onboarding videos. You can even schedule 30-minute demos with a customer success representative. Given the tool’s complexity, these resources can be invaluable for users seeking assistance.

Final verdict

LiquidPlanner is a robust project management tool with a unique approach to resource planning and scheduling. While it may have a learning curve, its innovative features, versatility, and support resources make it a compelling choice for those willing to invest the time to master it.

10. Basecamp

Basecamp is a go-to choice for small teams collaborating with external clients, and it’s easy to see why. This project management tool offers a clean, minimalistic, and clutter-free user interface, which sets it apart from the competition. It doesn’t overwhelm users with countless options; instead, it focuses on providing just what you need.

Ease-of-use

Setting up a Basecamp is simple and takes only a few minutes. Once you’re in, the homepage serves as your junction, where you can neatly organize your data into Teams, Projects, and Initiatives.

What makes Basecamp stand out is its flexibility. You don’t have to worry about adding details right from the beginning; you can just start by creating task lists. 

Basecamp also shines when working with external clients, as it allows you to grant customized access permissions to specific projects. However, one drawback is its somewhat siloed nature, where navigating between spaces and sections within those spaces can sometimes feel like going down a rabbit hole.

Key features 

• Intuitive file management: Basecamp offers an intuitive user interface for managing files and collaborating with team members, ensuring things run smoothly even within remote teams. 

• Campfire: Campfire is the group chat feature offered by Basecamp to have organized conversations around a particular topic or share project-related files

• Hill charts:  Hill charts are a visual progress tracking tool offered by Basecamp that shows uphill as the planning phase of a project and downhill as the execution phase. 

Pros and cons

Pros

• Easy to use straightforward interface
• Collaborative features with access controls
• Budget-friendly choice for solopreneurs and small teams

Cons

• Lacks advanced project management functionalities, like Gantt charts and time tracking. 
• UI becomes crowded over time. 
• Not suitable for large and complex projects

Pricing 

 With a 30-day free trial, Basecamp offers two pricing options: 

• Basecamp: $15/user/month (billed annually)
• Basecamp Pro Unlimited: $299/month (billed annually)

Integrations

Basecamp can integrate with popular tools, providing all the other project management tools it lacks. You can add time tracking, reporting and analytics, file backup tools, proofing tools, etc.

Support

Apart from video tutorials and help guides, basecamp offers dedicated 24-hour support to help users out in case they encounter any issues. 

Customer reviews and ratings

• Capterra rating : 4.3/5
• G2 rating:  4.1/5

Final verdict
Basecamp is a straightforward collaboration tool ideal for small teams seeking simplicity and ease of use. While it may not cover the full spectrum of project management needs, its flat monthly pricing makes it an attractive choice, particularly for teams of around 10 or more. Just keep in mind that additional apps may be required for features like time-tracking and invoicing. Overall, Basecamp is a valuable tool for collaborative efforts, provided you understand its strengths and limitations.

11. Smartsheet

If you’ve ever worked with other traditional project management tools, you’ll find Smartsheet’s approach a little unique. It might initially seem like a sophisticated version of Excel, but it’s much more than that. Smartsheet is a dynamic, powerful, and highly customizable project management and work collaboration tool known for its robust features.

Ease-of-use

Smartsheet’s user interface may differ from what you’re used to. Instead of setting up a project, you start by creating tasks as rows in a sheet and indenting them to establish relationships. 

The spreadsheet is the central element on your screen, with a familiar toolbar for formatting and view options. You’ll find a collapsible panel for navigating between sheets on the left and collaboration features on the right.

You can find helpful overlays to guide you through its features, which can be especially useful as some formulas may not align with your Excel experience. To get started, I would advise you to watch their instructional videos first. 

Key features

• Process management dashboards: Smartsheet allows you to construct dashboards by producing reports and converting them into widgets. This simple process offers a wealth of information for your global workforce. 

• Customizability: Smartsheet’s high level of customization enables you to tailor it to your unique needs while providing excellent data visualization tools such as Kanban boards and Gantt charts.

• Template Gallery: Smartsheet offers a gallery of templates that can help you get started quickly with your projects. You can choose from several options depending on the nature and complexity of your projects. 

Pricing 

Smartsheet offers a 30-day free trial and free plan. For advanced features, users have to upgrade to one of the following plans.

• Pro: $7/user/month (billed annually)
• Business: $25/user/month (billed annually)
• Enterprise: Custom pricing. 

Integrations

Smartsheet offers integrations with popular tools such as Microsoft Office, Google Workspace, Slack, Salesforce, Brandfolder, Adobe Creative Cloud, Tableau, and Power BI. However, it’s important to note that integration with these tools can come with extra costs, benefits, and disadvantages, which you should consider based on your specific needs.

Support

Smartsheet provides robust support options for users, including 24×7 support, Emergency response, Risk mitigation, and Solution lifecycle management. However, the accessibility to these solutions is varied across Smartsheet’s four-tiered pricing structure. 

Customer ratings

• Capterra rating : 4.5/5
• G2 rating:  4.4/5

Final verdict

Smartsheet is a powerful and flexible project management and collaboration tool with a unique interface. It offers a plethora of features and can be adapted to a wide range of applications. While it may require some customization, the effort invested can lead to impressive results. The key is to embrace its capabilities, leverage its features, and explore the potential to meet your specific needs. Nonetheless, if you want something more intuitive and with similar robustness, you can check other tools like ProofHub, Asana, Basecamp, etc.

Additional tools

Now, If you’re new to project management or seeking tools for specific project-related work, you might find these additional 28 tools useful. 

12. Notion

Notion is a fantastic project management tool that content creators, solopreneurs, and small teams juggling multiple projects would find beneficial. It offers various project views like timeline, board, and calendar, allowing you to plan your projects efficiently. You can start in the board view and easily add a timeline view to visualize task relationships.

However, it’s important to note that Notion may lack some advanced project management features, and managing multiple projects can become tedious (especially for large teams). Additionally, its security features could be improved.

Features:

• Outline ideas and rearrange them in any way
• Syncs across various devices and collaborators in real-time
• Works in the browser and runs offline with the Mac, Windows, and mobile apps
• Offer powerful tables that are customizable

Pricing:

Starts at $4 a month

13. TeamGantt

Don’t let the name fool you, it’s more than just Gantt timeline charts. With this tool, you get access to all the common task management functions in one place, like shared team calendars, team collaboration, reports, and time sheets.

In my research, TeamGantt is perfect for small to mid-sized teams who want to hit the ground running with a dependable project management app. However, it’s worth noting that the app doesn’t come with invoicing and billing tools, nor rich reports.

Features:

• Fast drag-and-drop scheduling
• Intuitive and easy-to-use
• Real-time progress updates

Pricing:

TeamGantt’s new sliding scale pricing model is an improvement on the old one, offering better deals as you add more team members. The Standard plan costs $24.95/month for one person and $34.90/month for two people ($17.45/person). Annual plans offer a 20% discount, but savings decrease for larger teams.

14. Zoho Projects

Without a doubt, Zoho Projects stands out as one of the best simple project management software that can help you streamline your upcoming work and tasks with a click. It offers all the core tools needed for managing projects, including Gantt charts, basic resource management tools, and timesheets, all at a reasonable price.

Getting started with Zoho Projects is relatively straightforward, although it may take some time to master all its features. Despite this, we found Zoho Projects to be well-suited for small teams operating on a tight budget.

Features:

• Effective file management
• Gantt charts to oversee project progress
• One tool for teams to create, collaborate, and communicate
• Can be integrated with ZOHO CRM and other tools to manage every aspect of a growing agency

Pricing:

Zoho Projects offers three pricing plans. Free plan for up to 3 users. Premium plan, most popular at $4/user/month, with advanced features. The Enterprise plan costs $9/user/month, with more features for larger teams.

Read on: Zoho Alternatives – 13 Tools Your Team Will Love

15. Scoro

Scoro is known as one of the most comprehensive business management software for professional and creative services. One of the features that stood out to me was the ability to create and send sales quotes and bills right from within the app. It’s a huge time-saver and keeps everything organized.

Plus, the reporting functionalities provide a clear overview of project status, unscheduled time, and projects by accounts. For those who wish to bring structure to your work, Scoro is the right PM tool for you.

Features:

• A single place for projects, clients, and teams
• Be organized in every aspect of your business with a seamless workflow
• Get a real-time overview and automated reports
• Can be integrated with tools like DropBox, Mailchimp, Outlook, and more

Pricing:

From my research, Scoro looks like a great option for small to medium businesses. Their Essential plan costs $26 per user per month and has a decent set of features. But, if you want advanced stuff like CRM and reporting, you’ll need to shell out $37 or $49 per user per month.

16. Podio

Podio is a platform that gives you the freedom to customize your business operations to suit your needs. However, the interface can be confusing, requiring a lot of clicking and leaving you feeling lost.

It lacks a strong focus on any specific task. Creating your own environment can be a chore, especially without user-friendly tutorials. After using Podio, you will explore more streamlined project management solutions that offer a better user experience.

Features:

• Break down large projects into simple to-do lists with assigned tasks
• File uploads, progress statuses, updates, and comments are done in real-time
• Real-time comments and deadlines are all laid out on one dashboard
• Integrates with file-sharing services, customer support, and help desk tools
• Visualized reports to mark the team’s progress

Pricing:

Podio offers varying pricing tiers, which are priced per employee per month. Premium plan available at $24.

17. Todoist

Todoist is a great organizational tool to convert your to-do lists into tasks. It provides you with a user-friendly interface to manage your projects and tasks. This tool helps you stay organized, improve productivity, and bring clarity to the mind.

I really appreciate this tool for basic task management and organization. However, it is not ideal for complex project management. You do not have advanced project management features like project reporting, time tracking, and custom permissions.

Key features:

• Create and delegate tasks with a Quick Add button
• View all your to-dos in one place
• Customize your to-do list with filters, labels, priorities, and more.
• Sync across all your devices and integrate with other apps
• Use project templates to quickly create projects

Pricing:

Todoist is free for starters but does not provide you access to premium features. Paid plans start from $4 per month per user. To access all the premium features, you need to switch to a Business plan.

18. Workzone

Workzone is built by a highly dedicated team to help individuals and organizations gain better control and visibility in work management. It gives them a central place to manage and share work, so everyone stays on the same page.

I particularly appreciate the “To-Do Lists,” which are personalized for each user and sent via email, ensuring that everyone is on the same page.

Features:

• Get top-level reports so everyone knows what’s next on the list
• Makes way for faster communication
• Features like creating tasks, to-do lists, and sharing files easily improve collaboration
• Set permission for different users including clients

Pricing:

Workzone offers a tiered pricing model starting at $24/user/month for the Team package and going up to $44/user/month for the Premier package. It may not be the best fit for small teams or solo users due to the minimum number of users required for each plan.

19. nTask

Having reviewed nTask, we found that it’s a user-friendly project management tool with impressive organizational capabilities. Its time-tracking feature for multiple projects is also commendable. And, in case of any issues, nTask’s support team is always there to assist you. However, if you are looking for customization options, nTask may not be the best fit for you as it doesn’t offer much flexibility in workflows and dashboard layouts.

Features

• Simple task & project creation 
• Intuitive and user-friendly services
• Customizable issue severity
• Beautifully designed weekly timesheets
• Manage resource allocation, project budget, and currency

Pricing

• Free plan- Unlimited workspaces, 100MB storage.
• Pro Plan – $2.99, Unlimited everything.

The Basic Plan is free for up to 5 users. However, the Premium and Business Plans may be too pricey for some at $3 and $8 per user per month. The Enterprise plan has custom pricing, but it’s unclear what features are included.

20. Redbooth

Redbooth is a project management platform that offers a single workspace for organizing work, communicating in real-time, and keeping projects on track. The program is well thought-out, allowing you to turn conversations into tasks immediately.

One potential downside is the lack of flexibility in the template system, which can be frustrating when trying to add a template task to an established list.

Features:

• Intuitive task and project management
• Easily delegate and assign tasks
• Mobile apps for iOS and Android

Pricing:

Redbooth’s free plan is a good starting point, but may not be enough for larger teams. The Pro Plan at $9/user/month billed annually is great for unlimited users and workspaces. The Business Plan at $15/user/month billed annually is suitable for large organizations but may be costly for smaller teams.

21. Celoxis

After evaluating Celoxis, it’s clear that this is a project management platform that offers a lot of value for its price. Celoxis is an award-winning all-in-one pm tool.  It’s a strong contender among other online project management tools, particularly for medium and large organizations that require not just team collaboration, but also insights into how the business is running and when to take on new projects. One thing to note about Celoxis is that it runs directly in the web browser, without any desktop or mobile apps. While you can access it from a mobile browser, this may not be as convenient as having a dedicated mobile app.

If you are comfortable with the Microsoft Project scheduling paradigm, Celoxis is one of the best alternatives to Microsoft Project.

Features:

• Easy collaboration, share files, discuss and exchange comments not just with your colleagues but with your clients
• 360-degree real-time insights with our super powerful reports and dashboards
• Has a highly customizable dashboard and intuitive
• Easily allocate resources to tasks based on availability, demand, and skills.

Pricing:

Cleoxis pricing model is quite different from many other tools in the market. The Cloud plan is pricey at $25/person/month, but great for remote teams. The limited storage of 2GB/person and the $10/month charge for 10GB more storage may not suit small businesses. The On-Premise plan costs $450/person (one-time fee), suitable for larger businesses with security requirements.

22. Proworkflow

ProWorkflow may not be as well known as some other project management tools, but I would recommend considering it if it fits your organization’s needs. One area where ProWorkflow falls short is its limited project board options.

This can be disappointing, especially for those who rely on Gantt charts, which are a standard display option in many project management tools. Unfortunately, ProWorkflow does not offer this feature, which directly affects its versatility.

Features:

• Makes it a breeze to assign staff, track time, or reschedule projects
• Quoting and invoicing have never been simpler.
• Reliable support and consultation

Pricing:

ProWorkflow’s Professional tier starts at $18/user/month, ideal for single users. Unfortunately, the Solo tier is no longer available, which can be challenging for those on a tight budget. Despite this, it IS a worthwhile option for freelancers or small business owners managing multiple projects.

23. Mavenlink

Mavenlink is an exceptional all-in-one work planning software that seamlessly combines resource and project management with financials, planning, and forecasting features but comes with a high price tag.

We particularly liked how easy it is to assign tasks to team members, create project plans, timelines, and Gantt charts, and track completion rates and resource utilization. With additional features like issue tracking, file storage, invoicing, and time tracking tools, it truly is a full-service tool that can manage teams in one place.

However, its lack of transparency with pricing is a significant concern, and the sign-up process is not user-friendly. The access application process requires approval, which can be a time-consuming process. Also, there is no communication feature.

Features:

• Manage multiple projects with ease
• Handle project schedules in an intuitive interface
• Gain visibility of all your projects in your portfolio
• Provides smart snips markup feature

Pricing:

Mavenlink’s pricing is unclear, making it difficult to obtain a quote. The Professional package starts at $39/user/month for teams of 1-14 employees, with the cost increasing for larger teams. Consider pricing before signing up, despite the software’s excellent features.

Read more: Mavenlink alternatives and competitors: Top 7 tools you should try

24. Planview AdaptiveWork

After checking out Planview AdaptiveWork (formerly known as Clarizen), I can tell you that it’s a pretty robust project management tool. It’s perfect for companies handling multiple complex projects and it’s got some great features that include project tracking to risk management features.

But, there are a few downsides to keep in mind. For starters, it’s got a steep learning curve, so it might not be the easiest tool to get up and running. Also, the integration library is somewhat limited compared to other software, and it does require a hefty upfront investment.

Features:

• Automated processes and workflows
• Budget tracking and expense management
• Flexible UI
• Reliable compliance and security standards, solid mobile functionality, multiple work types

Pricing:

Planview AdaptiveWork doesn’t have a set pricing structure and offers custom plans tailored to the needs of each organization, which may not be suitable for those looking to compare pricing quickly, and some users have found it to be pricier than other project management tools.

25. Comindware

Comindware (CMW) Tracker is a comprehensive project management tool that offers a single digital environment connecting employees, processes, and knowledge. It includes intelligent task routing, notifications, and searchable group discussions for better project management.

CMW Tracker’s tracking and reporting tools are comprehensive and user-friendly. However, Comindware Tracker does not offer on-premises versions that support all operating systems.

Features:

• Focuses on process optimization
• Customer order management and CRM capabilities
• Full process automation, activity monitoring, business analytics as well as enterprise system integration.
• Supports mobile platforms and integrates with MS Outlook, ERP solution

Pricing:

Comindware Tracker’s pricing starts at $29 per user per month for the cloud version.

Pricing can be expensive for bigger teams and plans may be limited for some businesses.

26. Easy Project

Easy Project is a solid choice for larger organizations juggling multiple projects, with special features exclusive to Enterprise customers. Despite its not-so-pretty interface, it boasts a plethora of features for efficient project management, including task management with integrated time tracking and billing.

However, we were let down by the unresponsive customer support, despite their sales team contacting us multiple times.

Features:

• Visual project maps and plans
• Compatible with modules for Resources, Finances, Help Desk, and CRM
• Integrated with Outlook, Project, Excel, Redmine

Pricing:

This software has three pricing plans: Lite, Team, and Enterprise. Lite starts at $13.50/user and is good for small businesses. The team starts at $20.50/user and has extra features for larger organizations. The lack of pricing transparency for the Enterprise plan requires contacting the sales team.

27. Quire

Quire is a web-based task management and collaboration tool that aims to enhance productivity in various projects, such as app development or film production. However, you might find it inconvenient if you prefer working outside a browser since it lacks a dedicated Windows or Mac app.

The priority levels offered by Quire (High, Medium, Low) can be very basic. Moreover, the absence of built-in reminders can result in cluttered task lists and missed deadlines, requiring you to rely on external tools or your own memory. Keep in mind that while Quire is suitable for small and medium-sized teams, it may not meet the needs of larger organizations.

Features:

• Intuitive UI for effortless task creation and organization.
• Ultimate workflow control for streamlined processes
• Tailored solution for small teams
• Swift idea capture through text, camera, and Siri integration.
• Easy-to-use software with powerful task management features.

Pricing:

Start from $10.95 per user per month.

28. Height

Height is a comprehensive project management tool designed to streamline team collaboration and accelerate product development for startups. It is new in the market so you might have not heard about it.

With Height, teams can create task lists to ensure everyone is synchronized, while the integrated chat feature keeps work-related conversations organized in a single location.

The reason we positioned it in the Project Management category, Height is specifically tailored to meet the needs of startups aiming to build products more efficiently. However, it lacks automation functionality.

Features:

• Offers lightning-fast navigation with convenient shortcuts like Cmd-K and jump-to functionality.
•  Seamless integrations enable automatic task updates
• Customized workflow with drag-and-drop functionality
• Recently added time-tracking feature

Pricing:

Its Team plan starts at $6.99 per user per month billed yearly.

29. Teamdeck

If you manage resources, whether regular, part-time, direct-hire, freelancers or remote workers, Teamdeck is the tool you need. With resource scheduling, time tracking, and leave management all integrated into one software, it’s perfect for businesses that work on a time-billing basis.

Whether you’re a web or software development company or need to book and schedule human resources, equipment, and assets, Teamdeck has got you covered.

Features:

• Resource scheduling
• Timesheets and time tracking
• Leave management
• Measure billable time

Pricing:

Free startup plan limited to 6 team members. The business plan starts from $3.99 / team member/month, $1 / basic resource/month

30. Freedcamp

We found it to be an extremely simple and intuitive tool for large organizations including architecture, interior design, IT services, retail, telecommunication, and many more. Freedcamp offers functionality to unlimited users making organizing details and tasks quick and super easy.

Features:

• Gantt chart to keep a bird’s eye view of tasks
• Split large tasks into smaller subtasks
• 3rd party integrations
• Password manager
• Shared file management

Pricing:

Available at $3.99 for the owner and $0.99 for each additional user per month ( billed yearly)

31. Project Insight

Podio is a platform that gives you the freedom to customize your business operations to suit your needs.  It offers notable integrations with Box, Microsoft Office, Microsoft Outlook, and Quickbooks.

However, the interface can be confusing, requiring a lot of clicking and leaving you feeling lost. Creating your own environment can be a chore, especially without user-friendly tutorials. After using Podio, you will feel to explore more streamlined project management solutions that offer a better user experience.

Features:

• Real-time reports and manages projects from a single location
• Time and expense tracking, resource management, and more
• Real-time access to their tasks and project schedules
• Balance resource work across all projects

Pricing:

The business plan starts at $45 per user per month.

32. ProjectManager.com

If you’re in need of a collaborative project management app that’s quick to set up, you might want to consider giving ProjectManager.com a try. While it may not be the most powerful service available, it does offer a decent range of functionality, particularly suitable for mid-sized organizations.

It provides good customization and filtering options for views, includes budgeting and resource management tools, and seamlessly integrates with various popular tools to streamline your workflow. However, note that lower tiers come with restrictions, and you may need to upgrade to access more advanced features.

Features:

• Attach files and comments to collaborate on tasks
• Seamless importing and round-tripping of MS Project plans, Excel files & CSV files
• Real-time dashboards show your status at-a-glance
• One-click reporting capabilities, allowing you to quickly generate comprehensive reports

Pricing:

ProjectManager.com provides a free 30-day trial for all plans (Personal, Team, Business) except Enterprise, which requires a credit card for signup. The Business plans start at $25 per person per month, with a minimum requirement of 15 people, resulting in a starting price of $375 per month.

33. MeisterTask

MeisterTask is a visually appealing project management tool designed to assist users in work planning, organizing, and executing straightforward projects. It offers intuitive Kanban boards and Gantt charts that are both easy to grasp and enjoyable to use. However, MeisterTask’s pricing is relatively high compared to other platforms that provide more comprehensive features and functionalities at a lower cost.

Features: 

• Offers a modern, intuitive user interface
• Customizable automation
• Seamless multi-platform synchronization, 
• Unlimited projects and team members in its freemium version

Pricing:

The Business plan of MeisterTask is priced at $26.49 per user per month for annual billing or $31.99 for monthly billing.

34. Redmine

Redmine is a popular free and open-source project management app known for its focus on issue and bug tracking. It’s highly customizable, making it a great choice for development teams who can handle installation and maintenance. With features like time estimates, task dependencies, Gantt charts, and project wikis, Redmine offers useful functionalities.

However, it’s important to note that self-installation and maintenance are required, and support is limited to the online community. It’s primarily suitable for Agile software developers, so consider your specific needs before choosing Redmine.

Features:

• Multiple project support
• Role-based access control
• Custom fields for issues, time entries, projects
• Gantt chart, calendar, issue-tracking system

Pricing:

There is no set-up fee. Starts from $25.00.

35. Nutcache

With NutCache, you can keep your projects organized using collaborative boards. Each task can be assigned to individuals with due dates, allowing for efficient prioritization. What’s cool is that you can invite anyone, be it clients, teammates, bosses, or investors, to join in and collaborate.

The flexible interface supports various project management methods – Scrum, Agile, or Kanban, and communication among team members is seamless. However, some users find NutCache pricey for their needs, suggest free alternatives for time tracking, and mention the interface could use more visual appeal.

Features:

• Assign cards to manage priorities
• Set milestones and alerts to never miss a deadline
• Bill time and expenses accurately
• Customizable workflows and well-organized tasks
• Multi-currency support available

Pricing:

Starts from $12/user/month billed annually with a minimum of 5 users.

36. Paymo

Paymo is a project management app that offers great time-tracking functionality along with solid invoicing, expenses, and billing features. But that’s it, as we reviewed it further we found its user interface to be non-intuitive and complicated, which may take some time to get used to.

The mobile app is also slow and doesn’t offer features as extensive as the desktop version. Moreover, if you’re doing business outside of the US, you may encounter issues with Paymo’s online payment system as it doesn’t integrate with international payment platforms.

Features:

• Advanced task management tools, Gantt charts, and Kanban boards for accurate planning and scheduling
• Discussions and comments for real-time seamless collaboration
• Compare initial time estimates against actual work
• Customizable time and work reports

Pricing:

The pricing of Paymo can be a bit high, starting at US$4.95 per user per month for the Starter plan, considering it only offers basic features. The Business plan starts at $20.79 per user per month.

37. Avaza

Avaza is a productive solution that helps you to collaborate on projects, schedule resources, track time, manage expenses, and more to make your business efficient. It helps you get more done faster with quick file-sharing, activity feeds, and more. You get to see a bird’s eye view of who’s working on what, and manage work assignments and make smarter scheduling decisions.

It is a competent tool but requires a decent learning curve to get a knack of all the features. Your team will require some time to get used to it.

Features:

• Visualize, filter, and group tasks within and across projects
• Flexible project budgeting and billing options
• Easily manage resources allocated to each project
• One-click time tracking from every screen

Pricing:

Avaza’s free plan is for everyone. To access advanced features, you need to upgrade to a Startup plan that starts from $11.95 per month.

38. Confluence

Confluence by Atlassian is a great tool to get everyone on the same page. It helps you bring knowledge management, project collaboration, and company-wide collaboration into one place. You can create a collaborative and remote-friendly team workspace with the help of this tool.

As per my review, it is among the best tools in the market for knowledge management, but some of its project management features and designs are slightly behind the times.

Features:

• A centralized place for knowledge sharing Collaborate across teams with comments, mentions, and notifications
• Manage and coordinate projects with remote teams easily
• Delegate, monitor and track tasks changes
• Flawless Integrations with other tech stacks such as Jira, HipChat, and Google Apps

Pricing:

Confluence pricing structure is a bit tricky. Each plan is designed for a minimum of 10 users. The free plan is for everyone but offers limited features. The standard plan starts from $57.50 per month for 10 users.

With every level upgrade, you start getting more features, but you have to pay almost twice for the upgrades. Thus, it is a pricey tool for small businesses.

How to choose the right project management tool: Step-by-Step

When seeking project management software, consider these essential steps:

1. Identify your specific needs and constraints, such as budget, team size, and integration needs. Create a list of criteria, including budget, scalability, permissions, and more. 
2. Next, compile a shortlist of software options by reviewing credible sources and user reviews. 
3. Test each software with a free trial, focusing on core features and user-friendliness. 
4. Collaborate with a small team to assess how the software functions in a real work environment. 
5. Gather feedback from your team through interviews, surveys, or live demos, considering both technical features and user experience. 
6. Calculate the software’s cost against potential time savings and benefits, aiming for positive ROI. 
7. Finally, select the software that aligns with your needs and test it with a short-term contract. If it doesn’t meet expectations, you can easily transition to another tool. 

This comprehensive approach ensures you choose the right project management software that boosts your team’s productivity and efficiency.

Key considerations while choosing a project management tool

Choosing the right tool for your project management needs is crucial for your business success. Here are the few essential factors, minus the technical jargon, that can help you sort and filter the chaos: 

• Know your project needs: Start by understanding your project’s size, scope, and team. Are you working with remote teams or in-house? Do you need collaboration, automation, or customization features? Knowing your specific needs is the first step.

• Team size: Your team’s size matters. Small and large teams have different dynamics and needs. Opt for a tool that can grow with you, accommodating more features and team members as your projects expand.

• Key features: Once you know your needs and team size, focus on essential features. Do you need task management, collaboration, resource allocation, or time tracking? Create a checklist with must-have features like Gantt charts, agile capabilities, reporting, and integrations.

• User-friendly interface:  A user-friendly tool is a time-saver. Look for tools with a smooth learning curve that won’t require extensive training. This way, your team can quickly adapt, saving you time and money.

• Integration capabilities: Ensure the tool works well with what you already use, but be mindful of costs and security risks. Some tools offer in-house integrations, eliminating the need for third-party add-ons.

• User feedback and reviews: Learn from others’ experiences by reading user reviews. Their insights can help you make an informed decision about a project management tool.

• Trial periods and demos:  Take advantage of trial periods and live demos offered by many project management tools. Hands-on experience will help you see if the tool aligns with your workflow and meets your specific requirements.

• Pricing and ROI: Finally, consider the financial aspect. Look beyond the initial price and factor in per-user fees, hidden features, upgrade costs, and potential hidden fees. Seek out discounts and licensing options to ensure scalability with your organization’s growth.

With this easy approach, you can find the right project management tool without getting lost in the sea of options.

Also read: How to choose a project management software: A complete guide

Top features a project management tool should have

Some features are the bedrock of successful project management, regardless of the nature of the project. They help project managers in quantifying outcomes and synchronizing the timeline. Here is the list of absolute essential features for effective project management. 

• Task management: Effective task management ensures that tasks are assigned and tracked seamlessly. The tool must allow you to create, assign, and monitor tasks, keeping your project on the path to success.

• Collaboration & Communication: Collaboration is the cornerstone of project success. Your tool of choice must provide seamless collaboration features such as shared document repositories and real-time chat among team members, regardless of their location.

• Project planning: Visualizing your project’s roadmap is essential. Seek a tool that offers project planning features like Gantt charts or Kanban boards, enabling you to align your project’s goals with a well-structured timeline.

• Resource allocation: Managing resources efficiently can mean the difference between meeting or missing your project deadlines. Look for a tool that allows you to allocate resources with precision, ensuring that your team’s skills and time are optimally utilized.

• Time tracking:  Time tracking is vital, both for productivity and budgeting. Ensure your project management tool includes time-tracking and timesheets that allow you to monitor hours spent on tasks and projects accurately.

• Reporting and analytics: Informed decisions are essential in today’s data-driven economy. Opt for a tool with rich reporting and analytics capabilities that provide insights into resources, project progress, bottlenecks, and areas for improvement.

• Customization: Every project has unique requirements. Your software should offer some customization to adapt to your specific needs. However, it is also essential that customizations are easy and intuitive to implement. 

• Integrations: Seamless integration with other essential tools in your workflow is a must. Look for a project management tool that easily integrates with the software you already use, streamlining your project’s ecosystem.

• Mobile access: Your chosen tool should provide a mobile app or responsive web design, ensuring you can manage your projects on the go.

• Customizable request forms: Ensure your software allows you to collect project requests efficiently, so you can start on the right foot with all the necessary information.

• Automation: Save time and reduce manual work by choosing a tool with automation features. Automate repetitive tasks, reminders, and notifications to keep your project running smoothly.

• Proofing: If your project involves creative assets, make sure to invest in a tool that includes proofing and approval features to streamline the review process.

Focus on these essential features to filter the available options accordingly. Your projects and team members deserve a tool that assists with the work without causing any complexities.

Challenges with traditional project management

Here are some common challenges that businesses encounter with traditional methods:

• Scattered information: Traditional methods often involve scattered project data, including emails, physical notes, and files stored in various locations. This lack of centralization can lead to disorganization, making it difficult to access critical information when needed.

• Communication chaos: Coordinating with team members and stakeholders through emails and phone calls leads to miscommunication and delays. Crucial information can get lost in the conversation, leading to major issues later on.

• Version control discrepancies: Trying to keep track of the latest document versions is hard with traditional methods. One misplaced file can wreak havoc on the whole project’s timeline.

• Limited reporting: Traditional tools, like spreadsheet software, may not provide robust reporting and analytics capabilities, making it challenging to gain valuable insights into project progress and performance. This can hinder decision-making and the ability to communicate project status effectively to stakeholders.

• Resource overload: Without a clear overview of resource allocation, it’s easy to overburden your team members or mismanage their skills.

• Difficulty in remote work management: In a remote work environment, teams not using project management tools may struggle to facilitate seamless collaboration and communication among remote team members.  

• Missed deadlines: Traditional methods make it challenging to set and monitor deadlines effectively. You end up chasing time, compromising the quality and scope of your project.

Also read: Benefits of project management software for managers

How can project management tools help?

Project management tools provide a multitude of benefits to project managers, making their work efficient and life easier. Here are some key merits you, as a project manager, can avail:

✅ Faster collaboration

No more hunting down emails or digging through chat history. These tools create a centralized hub where team members can collaborate in real-time. Everyone can work together efficiently, making progress at a faster pace.

✅ Easier delegation

With project management tools, assigning tasks and responsibilities is a breeze. You can easily allocate tasks to team members, set deadlines, and track progress, ensuring everyone knows what they need to do and when.

✅ Accurate project tracking

Say goodbye to manual tracking and spreadsheets! These tools provide automated tracking and reporting features that give you real-time updates on project progress. You can easily monitor milestones, deadlines, and overall project success.

✅ Central data storage

Forget scattered files and folders. Project management tools offer centralized data storage where you can store and access all project-related documents, files, and assets. It keeps everything organized and easily accessible for the entire team.

✅ Seamless communication

Communication becomes easier with built-in messaging and commenting features. Team members can discuss tasks, share ideas, and collaborate without the need for separate communication platforms or endless email chains.

✅ Instant file-sharing

Need to share a document or file? Project management tools provide a streamlined file-sharing system. You can upload and share files within the tool, ensuring everyone has access to the latest versions and reducing the risk of miscommunication.

✅ Accurate time tracking

Keep track of how much time is spent on each task with integrated time-tracking features. It helps monitor productivity, identify bottlenecks, and make more accurate estimations for future projects.

✅ Automated invoicing

Some tools for project management offer integrated invoicing capabilities, simplifying the billing process. You can track billable hours, generate invoices, and send them directly to clients, saving time and ensuring accurate billing.

✅ Quick and accurate reporting

With project management tools, generating reports is a piece of cake. They offer customizable reporting features that allow you to generate comprehensive reports on project status, progress, resource utilization, and more, providing valuable insights for decision-making.

Conclusion

In a nutshell, project management tools bring efficiency, organization, and a productive approach to handling your projects well. However, there is no one-size-fits-all project management tool. Choosing the right tool depends primarily on the nature of your work. 

When selecting the right project management tool, it’s crucial to align your work’s nature with the tool’s capabilities.  Additionally, weighing the cost against the value it adds to your work is definitely a smart move. It’s understandable that choosing the right tool can seem daunting, but a little upfront diligence can save you a lot in the long run.

To make your decision even easier, explore user reviews and take advantage of free trials. Don’t commit until you’re absolutely certain that your chosen tool is the ideal fit. Your project management journey just got a whole lot smoother.