What is project management software?
Project management (PM) software helps businesses and organizations achieve their goals and objectives more efficiently and effectively. It guides project managers and stakeholders through different phases of the project management life cycle, especially during project planning, execution, and monitoring.
With functions that include project planning, scheduling, task management, and resource allocation, the right project management tool enables teams to streamline the intricate project management process. Furthermore, these PM software solutions help stakeholders stay on the same page through features that enhance file sharing, communication, and collaboration.
I reviewed seven project management software solutions and narrowed my list of recommendations to the best of the best:
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What is the best project management software?
monday.com: Best overall project management software
User reviews
4.62/5
General features
4.38/5
Pricing
4.01/5
Interface
4.52/5
Task management
4.5/5
Integrations
4.5/5
Automation
4.9/5
Project planning and scheduling
4.9/5
Collaboration tools
4.25/5
Resource management
3.75/5
Reporting and analytics
4.9/5
User security and permissions
4.9/5
Pros
- Can accommodate large-scale organizations.
- Straightforward communication and collaboration features.
- Advanced automation capabilities.
Cons
- May not be ideal for small teams due to its cost and complexity.
- Steep learning curve.
- Mobile app’s limitations on generating and viewing reports.
Why I chose monday.com
I chose monday.com for its essential features that efficiently support project management. It offers functionalities that streamline processes and help secure effective project oversight and coordination. Its highly customizable workflow will allow you to tailor the software to your needs:
- Make informed decisions by leveraging its powerful visualization, with which you can view real-time data in ten different ways.
- Save time and avoid human error by automating tasks.
- Collaborate, share files, and update stakeholders through its neat cards and tagging system.
Compared with other project management tools, monday.com has fewer integrations. Despite this minor disadvantage, monday.com is still the best PM software overall because it allows you to perform multiple project management tasks in one platform.
Asana: Best project management software for ease of use
User reviews
4.38/5
General features
4.53/5
Pricing
4.9/5
Interface
4.9/5
Task management
4.5/5
Integrations
4.25/5
Automation
2.5/5
Project planning and scheduling
4.9/5
Collaboration tools
4.75/5
Resource management
2.5/5
Reporting and analytics
4.9/5
User security and permissions
4.9/5
Pros
- Intuitive interface with straightforward navigation.
- Free plan can accommodate up to 10 users.
Cons
- Task assignments are limited to one person only, which can lead to bottlenecks.
- Limited exporting and importing functionality for reporting and analysis.
Why I chose Asana
I chose Asana for its straightforward yet feature-rich interface that is easy to navigate, even for beginners. With fewer clicks than monday.com and Jira, you can quickly change views from list to board or timeline. Despite some limitations on assigning tasks and exporting functionality, Asana’s organized software navigation makes it the go-to choice for businesses seeking to simplify workflow and manage tasks with less fuss and a gentle learning curve.
Wrike: Most versatile project management software
User reviews
4.16/5
General features
4.77/5
Pricing
4.41/5
Interface
4.05/5
Task management
4.5/5
Integrations
4.5/5
Automation
4/5
Project planning and scheduling
4.9/5
Collaboration tools
4.75/5
Resource management
3.75/5
Reporting and analytics
4.9/5
User security and permissions
3.75/5
Pros
- Flexible project templates.
- Effortless task management.
- Quick access to customer support through its floating chat icon.
Cons
- Can be overwhelming for beginners.
- Some users report slow load times.
Why I chose Wrike
I chose Wrike because of its ability to adapt to different business models and project management strategies. This versatility makes it a perfect choice for project managers handling multiple projects simultaneously. Even though some users think the platform’s aesthetic is a bit lackluster, Wrike contains features essential for keeping track of tasks, deliverables, and progress.
While Asana offers a streamlined, high-level interface for work management, Wrike provides a granular and detailed way of resource allocation.
Jira: Best Agile project management software
User reviews
4.67/5
General features
4.9/5
Pricing
3.7/5
Interface
4.3/5
Task management
4.5/5
Integrations
4.75/5
Automation
4.5/5
Project planning and scheduling
4.9/5
Collaboration tools
4.75/5
Resource management
4.9/5
Reporting and analytics
4.9/5
User security and permissions
4.9/5
Pros
- Designed to support Agile methodologies.
- Offers 4,000+ integrations through the Atlassian marketplace.
- Real-time tracking capabilities.
Cons
- May not align well with the waterfall model.
- Complex initial setup.
Why I chose Jira
I chose Jira for its Agile-specific tools and templates. Its features, such as customizable boards, backlogs, sprints, and reports, make it ideal for organizations that follow the Scrum or Kanban framework.
Furthermore, Jira’s capacity to integrate into the Atlassian ecosystem and other productivity tools helps teams centralize project details and collaborate across different platforms. Its ability to tailor-fit workflows can help you modify Jira’s functionalities to align with your project needs.
ClickUp: Best project management software for resource management
User reviews
4.67/5
General features
4.9/5
Pricing
3.7/5
Interface
4.29/5
Task management
4.5/5
Integrations
4.75/5
Automation
4/5
Project planning and scheduling
4.9/5
Collaboration tools
4.75/5
Resource management
4.9/5
Reporting and analytics
4.9/5
User security and permissions
4.9/5
Pros
- Native time-tracking feature is available for all paid plans.
- Competitive pricing structure for mid-sized companies.
Cons
- Steep learning curve.
- Some integrations only offer basic connectivity.
Why I chose ClickUp
I chose ClickUp because it demonstrates strength in resource management, which is integral to project management. Its native time tracking and extensive reporting features help project managers streamline workflow and effectively monitor resource utilization and project progress.
Despite drawbacks, such as the lack of phone support and limited mobile app functionality, ClickUp is still a great contender because of its advanced time-tracking feature that can help you allocate and manage resources efficiently.
Find your new project management software
Common project management software features
Project management software covers a range of platforms, each with a slightly different mix of functionality. The best software for project management offers features that help the team build a project plan, track tasks through the different stages of the project, and collaborate on tasks to ensure on-time completion.
Not every project management system will include all these features, but many solutions are designed to help a small team or enterprise corporation equally. When you prioritize the features you need from your project software, you’ll be better equipped to find the right project management app for the projects you manage.
Scheduling
Scheduling a project involves constructing a project timeline, delegating tasks, and outlining the known checkpoints within the project. Project management software includes different types of scheduling features that give teams alternative ways to visualize their projects. While some project management tools use a traditional calendar view, more complex solutions like Gantt charts and horizontal project timelines help teams break large or complicated projects into manageable tasks. Scheduling features in a project management tool will help your team go from a mind map to a project plan quickly by giving insight into both time and resource management.
Forecasting
Forecasting features in PM tools use data from previous projects to predict the time and resource management considerations the team will need to complete the project. This project manager software feature helps project managers calculate the ROI of a project before significant resources have been invested. Forecasting takes into account the time spent on each task and the resources required to complete each task relative to the organization’s budget constraints and revenue goals. A forecasting tool can also predict project risks and limitations that might potentially pose issues down the line.
Resource management
Similar to forecasting, resource management features in project management software help project managers visualize where their business invests time, energy, and materials so the business can assess or change their plan when unforeseen challenges arise. It can be time-consuming to enter and set up a detailed inventory of company and human resources, but doing so allows project managers to anticipate bottlenecks and allocate resources.
Budgeting and expense tracking
Although software that budgets for projects and businesses comes in standalone versions, certain PM software vendors include budgeting functions and expense tracking. These help companies run multiple projects at the same time while staying within budget. While budgeting software is somewhat self-explanatory, expense and project tracking software can provide PMs with the added benefit of knowing how team members accrue expenses throughout the lifespan of the project. Similar to time tracking, expense tracking provides valuable data that can be used to forecast future project costs and build budgets into upcoming project plans.
Project, task, and contractor time management
As the name implies, time-tracking software tracks the amount of time each project contributor spends on their assigned tasks. Besides simply measuring productivity, time-tracking software also builds an archive of valuable data that can help businesses forecast completion dates for similar tasks or projects in the future. Time tracking is especially helpful when managing a remote team, contract workers, or part-time employees. In combination with collaboration features like messaging and alerts that enhance the project planning and execution experience, time tracking can keep the entire team on schedule.
Task management
Task management refers to the assignment of different responsibilities to various members of the project team. Being able to quickly determine who’s contributed to what part of the project lets managers better identify bottlenecks and stay on top of the project’s progress. Task management software is often used by solopreneurs and small teams, while project management software can manage hundreds of tasks that roll up to a larger project or set of projects.
Also Read: Choose the Right Task Management Software: Types and Considerations
While the concept of task management is simple, the software can be fairly robust. In the case of large, complex projects or multiple projects that span different departments, tasks are often interconnected or interdependent. Certain project management programs geared towards these types of undertakings feature the ability to assign tasks and dependencies to tasks, helping managers determine where a breakdown in productivity is occurring and assign the necessary resources to fix the problem. These features have increasingly added automation to speed the transition of tasks among team members and across the project workflow.
Kanban charts for task management
Some PM tools rely on the Kanban or project board method to visualize the working state of projects that require separate concurrent tasks. In a Kanban board project timeline, you organize each task on a digital card and move those cards across vertical lanes that represent work states.
Gantt charts for task management
Task dependencies are often represented through Gantt charts that show the estimated amount of time a task will take to complete. These project planning software charts also show the next tasks the team should perform, document which team member is in charge of which task, and facilitate work hand-offs or approvals. Gantt charts are a useful visual representation of the entire project plan in a compact space, and they can often be expanded or condensed to show more or less context where needed.
Notes, tags, and linking for task management
Other common features of task management include notes, tags, and linking between tasks to show dependencies. Adding notes to a task helps keep track of individual changes to the project or provide references for the strategy associated with each task. Adding tags to tasks makes them easier to filter and find through unlimited projects in the management tool’s native search functionality. Linking tasks reminds stakeholders of other dependent tasks, gives further context to a single task, or provides context to interdependent tasks in multiple projects.
Permission settings
Permission settings allow a project manager to decide who can view, edit, or change tasks and functions within the project. To manage a project effectively, a PM must judiciously mete out permissions and access across the software. Granular software permission settings help project managers avoid having to track down the sources of unauthorized changes to tasks or entire phases of the project. Permission settings are especially important for teams that administrate multiple projects across many departments using the same software for project management. Look for pre-set or role-based permission settings to manage unlimited users efficiently from a single dashboard.
Automation
Task and workflow automation helps speed projects to completion. The software is programmed to respond to a defined event with an immediate response, saving time across many areas. For example, project assets may be sent for approval upon completion or alert notifications will be sent if budgets exceed a pre-set threshold. Automation features may also automatically schedule recurring tasks for completion, which reduces the amount of manual work the project manager is required to do on any given day.
Analysis and report dashboards
Analysis and reporting functions let project managers visualize project data in ways that uncover time, resource, and work inefficiencies. This type of data can be critical to making mid-project pivots, especially if it’s presented in a dashboard that can provide a quick visual reference. If a task needs additional resources or a department is moving slower than others, in-depth analysis features will help PMs rectify or leverage the situation.
Document sharing
While email remains a mainstay of the collaboration-focused work environment, project management and cloud computing software has enabled teams to share documents in ways that boost productivity and maximize time efficiency. Many project management software will allow users to upload documents and attach them to projects or tasks, making it easy to locate that project’s resources.
The depth of such functionality varies from the simplicity of a collaboration system such as Google Drive to full-fledged wikis that house all of a project’s relevant materials. Comprehensive sharing solutions often feature audit trails and version control that record the history of each task and project. Audit trails let project managers view task progress and investigate challenges that team members may be experiencing.
Internal messaging
Messaging and meeting functions that are built into the tool or integrated with the system strengthen communications between team members. These features come in standalone versions such as Slack but can also be found in comprehensive or all-in-one project management solutions. In-platform messaging feature lets teammates comment on documents, send messages directly to one another, and provide context in full-group documents.
How to choose the right PM software for your project
Selecting the best software for your project management needs is crucial because it directly impacts a project’s efficiency, productivity, and success. Selecting the right project management tool is all about understanding your project’s needs, picking out must-have features, knowing your team, and ensuring it provides excellent value for your money.
Understand project requirements
Clearly define your project’s scope, complexity, and specific needs. This understanding helps you identify a tool that aligns with the project’s goals and challenges.
Identify must-have features
Determine the essential features your project cannot do without. These may include task management, time tracking, or reporting capabilities, depending on the nature of your project.
Evaluate team size and collaboration needs
Consider how your team communicates and collaborates. Look for tools that support these needs through integrated chat functions, file sharing, or collaborative workspaces.
Consider integration capabilities
Assess the need for the PM tool to integrate with other software your team uses. Seamless integration can significantly improve workflow efficiency.
Assess user experience
Check if the tool is user-friendly and has a gentle learning curve. A good user experience increases adoption rates and overall productivity.
Determine budget and ROI
Consider the cost of the tool and weigh it against the expected return on investment. The tool should be cost-effective and contribute to the overall financial health of the project.
If you’re looking for specific types of project management tools, visit our other project management categories for product overviews, reviews, and to get recommendations:
- Agile Project Management Software
- Bug Tracking Software
- Enterprise Project Management Software
- Marketing Project Management Software
- Project Portfolio Management Software
- Time Tracking Software
- Visual Project Management Software
Project management software FAQs
