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The Best Project Management Software to Organize Your Team

Marth Kendall Custard

Project management software is the Rolodex for businesses. It's the glue that holds everything together, the infrastructure that keeps everything organized, and the software that maintains structure and sanity in a busy, competitive, and ever-changing world that's high on demand and short on time. Project management software helps businesses manage time, resources, budget, scope, and teams efficiently. So, you maximize your output and your profit. In short, it's good stuff.

Here’s our best project management software of 2021to help you stay organized, and to help your teams collaborate better, even if you're working remotely during the COVID-19 pandemic. 

From $24 per month
From $14 per month
From $15per user per month
From $11.99 per month (Pro)per month per user
From $4.50 per month at 70% off (regular price: $15 per month)
From $5month per user
From $50 per month
5GB-unlimited
5GB - 250GB
Unlimitedwith Business Plan
No limit
N/A
10GBdocument exchange only with highest tier plan
Unlimited
14 days
Yes
30 days
No
Yes
14 days
Yes
Chat, file-sharing
Comments, file sharing, @ mentions
Live chat, group discussions, file sharing
Yes
Discussion area, file-sharing
Limited unless you’re on the highest tier
Email, live chat
Kanban, timeline, calendar, map, chart
Grid, Kanban, Gantt, reports, and dashboards
Gantt, kanban, tasks, dashboards
N/A
N/A
Calendar, scheduler, interactive, overview
N/A

Top 10 Project Management Software Products

  • 1
    monday.com

    monday.com

    exceptional
    9.9
    • Consumer Engagement
      Chosen by 12760people in the past 30 days
      9.9
    • Customer Feedback
      Great inBrand Satisfaction
      8.4
    • Brand Reputation
      Based onweb analytics
      8.9
    • Features & Benefits
      Product Review
      9.8
    Learn how we score
    • PriceFrom $24 per month
    • Free trial14 days
    • Team collaboration toolsChat, file-sharing

    monday.com Work OS is a flexible platform you can use to manage all of your team’s projects, processes and workflows in one place. While the platform is intuitive and visually stunning, it’s robust enough for large organizations to manage all of their work across departments. To use monday.com, simply choose one of the 200+ ready-made templates to start within minutes, and fully customize it with 20+ editable columns and dozens of no-code automations. Then import your data from spreadsheets and integrate all of the tools you’re already using for seamless onboarding. With high-level overviews and automatically updating dashboards created uniquely for any team, everyone can see what tasks are still on the table, where they're holding in a project timeline, approaching deadlines, etc. Team members can also share files, add comments, and communicate directly within the task manager for ultimate transparency and collaboration. You can test drive monday.com and experience the difference.

    Pros
    • Multiple views to choose from
    • Task assignment and management
    • Track progress with detailed, visual reports
    Cons
    • The Basic Plan is limited
    • Higher tiers are a bit pricey
  • 2
    Smartsheet

    Smartsheet

    excellent
    9.5
    • Consumer Engagement
      Chosen by 5504people in the past 30 days
      9.8
    • Customer Feedback
      Great inEase of Use
      9.6
    • Brand Reputation
      Based onweb analytics
      9.7
    • Features & Benefits
      Product Review
      9.5
    Learn how we score
    • PriceFrom $14 per month
    • Free trialYes
    • Team collaboration toolsComments, file sharing, @ mentions

    Smartsheet is the enterprise platform for dynamic work. A leading cloud-based platform for work management, Smartsheet empowers organizations and teams to dynamically plan, execute, and report on work at scale, resulting in more efficient processes, innovative solutions, and better business outcomes. 

    Today, over 90% of Fortune 100 companies and over 75% of Fortune 500 companies rely on the secure, scalable Smartsheet platform to connect the entire enterprise. The single Smartsheet platform gives people a solution flexible enough to adapt to the changing needs of dynamic work across a broad array of departments and use cases.

    Pros
    • Grid, Kanban, Gantt, reports, and dashboards
    • Customizable templates
    • Automated update and approval requests
    Cons
    • Steep learning curve
    • Less collaboration tools than competition
  • 3
    ProjectManager

    ProjectManager

    excellent
    9.3
    • Consumer Engagement
      Chosen by 1835people in the past 30 days
      8.8
    • Customer Feedback
      Great inEase of Use
      9.6
    • Brand Reputation
      Based onweb analytics
      8.0
    • Features & Benefits
      Product Review
      9.5
    Learn how we score
    • PriceFrom $15per user per month
    • Free trial30 days
    • Team collaboration toolsLive chat, group discussions, file sharing

    ProjectManager is definitely a software that is aptly named. This project management and team collaboration tool will help you get your team up and running in no time and in the most efficient manner ever. ProjectManager provides you with customizable dashboards for each project, so you can keep tabs on where your team is holding on individual tasks or the project as a whole. You can also create reports on the spot to share as a PDF or export with just the push of a button. Timesheets, 400+ integrations, agile tools, scheduling, and more are all available via this single, sleek project management software.

    ProjectManager also lets you work online, remotely, and on-the-go. So, anyone can update, share files, and comment in real-time for better transparency and clarity. Use Gantt charts or task lists to keep assignments crystal clear and projects moving smoothly toward their deadlines. Find out more about this robust software and all the features it has to make your team more efficient than ever.

    Pros
    • Affordable plans for any size business
    • Strong team collaboration tools
    • Real-time dashboards
    Cons
    • Many features only available with Business Plan
    • Free trial requires credit card input
  • 4
    Glip by RingCentral

    Glip by RingCentral

    very good
    8.8
    • Consumer Engagement
      Chosen by 362people in the past 30 days
      8.2
    • Customer Feedback
      Great inValue for Money
      8.4
    • Brand Reputation
      Based onweb analytics
      8.8
    • Features & Benefits
      Product Review
      9.3
    Learn how we score
    • PriceFrom $11.99 per month (Pro)per month per user
    • Free trialNo
    • Team collaboration toolsYes

    Glip from RingCentral puts a lot of other project management software options to shame. Why? For one reason, it offers a free version that is better than most of the competition’s paid-for accounts. With a free account from Glip, you'll get unlimited chat, storage, guest users, integrations, and teams. You'll also receive notifications about tasks, projects, and messages, a totally customizable workspace, file annotations, and a whole slew of third-party integrations so that you can bring all your favorite tools along for the ride.

    But it gets better. Glip also has a paid-for account. For the laughably low price of $11.99 a month per user, you get all of the features mentioned above plus more. Things like 500 minutes a month per user for shared video chatting, 24/7 live support, and data retention policies come along with this "major" upgrade. Yes, Glip has definitely started making the competition reconsider their own paltry offerings. And it should make you reconsider paying any more for quality project management software. Learn more about RingCentral's outstanding PM software Glip.

    Pros
    • Cloud data retention
    • No time limit on Pro meetings
    • Carrier class infrastructure
    Cons
    • No Linux app
    • Some users report hang up lags
  • 5
    FreshBooks

    FreshBooks

    excellent
    9.2
    • Consumer Engagement
      Chosen by 806people in the past 30 days
      8.3
    • Customer Feedback
      - -
    • Brand Reputation
      Based onweb analytics
      9.0
    • Features & Benefits
      Product Review
      9.5
    Learn how we score
    • PriceFrom $4.50 per month at 70% off (regular price: $15 per month)
    • Free trialYes
    • Team collaboration toolsDiscussion area, file-sharing

    Freshbooks is an invoicing and time-management tool that’s ideal for freelancers and smaller teams. While it lacks some of the features of other project management tools, such as multiple chart views and desktop apps, the cloud-based tool puts its focus on helping freelancers chart their work, organize clients, and stay on top of payment and invoicing needs. To that end, it’s strongest tools, such as customizable invoices, automated payment nudges, and automatic tax calculations, may not speak to larger teams but make Freshbooks a unique and ideal option for freelancers looking to manage all the moving parts of their business.

    Pros
    • Strong invoicing system
    • Automated payment nudges
    • Great for freelancers
    Cons
    • Limited team collaboration
    • No board-based views
  • 6
    FunctionFox

    FunctionFox

    very good
    8.8
    • Consumer Engagement
      Chosen by 264people in the past 30 days
      8.1
    • Customer Feedback
      Great inValue for Money
      8.4
    • Brand Reputation
      Based onweb analytics
      7.6
    • Features & Benefits
      Product Review
      9.5
    Learn how we score
    • PriceFrom $5month per user
    • Free trial14 days
    • Team collaboration toolsLimited unless you’re on the highest tier

    FunctionFox is not as well-known as some of the competition like Monday.com or Zoho Projects, but that doesn’t make it any less effective when it comes to getting the job done. Using this project management software, team leaders and managers can reduce admin time, improve workflow, and track progress for better efficiency all around. 

    FunctionFox lets you customize your own dashboard, so you see exactly what’s important to you. With this software, you can also compare estimated budgets with real numbers to ensure you are staying in line with your expense accounts. FunctionFox also has great project templates, so you don’t have to reinvent the wheel every time you want to start a new project. Schedule meetings, assign tasks, and set up milestones all within a single calendar view. Check out more features from FunctionFox right here.

    Pros
    • Unlimited clients and projects on all plans
    • Project templates for faster management
    • Strong time tracking and reporting features
    Cons
    • Not as sophisticated as the competition
    • File storage not available with lower-tiered plans
  • 7
    HubSpot

    HubSpot

    excellent
    9.2
    • Consumer Engagement
      Chosen by 954people in the past 30 days
      8.4
    • Customer Feedback
      Great inValue for Money
      8.4
    • Brand Reputation
      Based onweb analytics
      9.7
    • Features & Benefits
      Product Review
      9.5
    Learn how we score
    • PriceFrom $50 per month
    • Free trialYes
    • Team collaboration toolsEmail, live chat

    In addition to its well-known CRM software, HubSpot offers project management that draws from the same philosophy of ease and functionality. Its organizational features excel at uniting managers and teams with calendars, emails, and spreadsheets under the banner of one agile app, and collaboration tools that keep all communications anchored in one place. Unique to HubSpot’s project management app are its pre-made to-do lists and customizable templates, which can be saved and reused for similar projects in the future. The tool rounds nicely out with marketing automation features, in-depth analytics, and easy-to-use lead management.

    Pros
    • Widely recognized leader in marketing software
    • Customizable templates can be saved for similar projects
    • Agile and easy to use
    Cons
    • Paid version costs more than other software
    • Steeper learning curve
Frequently Asked Questions
What software does Project Manager use?
-
+
ProjectManager is cloud-based, meaning there's no need to download any software and it can be accessed from your desktop or mobile devices.
What is the easiest project management software?
-
+
Monday is a visual-based project management tool that because of its color-coded design is exceptionally easy to use. There is a small learning curve however, which is true with most project management software. Hubspot is also known for its accessibility as is especially popular with those new to project management software.
What is the best Gantt chart software?
-
+
Smartsheet and ProjectManager are two great project management tools that offer Gantt chart viewing. Others include Proggio, Paymo, and Zoho Projects.

Key Features To Look For

Project management features will vary in importance depending on your business’s size, brand personality, and team members. In general, though, there are some features that you just don’t want to do without. Some of the really important ones include:

  • Risk projection and management

A crucial component to any project planning software, risk management keeps you out of hot water.

  • Resource management and allocation

This important feature ensures that you aren’t going over budget and that you have assigned the right resources to the right tasks/teams/projects etc.

  • Dependencies and milestones

Dependencies ensure that your team is staying on track. Milestones help keep people motivated. They’re both important for workflow and sticking to a deadline. This also includes critical path analysis.

  • Multiple views

You'll want the choice between different views such as Kanban, Gantt, timeline, etc. because different tasks, personalities, and projects will require a different view.

  • Third-party integrations

This will allow you to cut down on time switching between apps for multiple tasks such as updating your timesheet, sending a text message, transferring a file, or checking your email.

  • Task management

Probably the most important feature of all, task management allows you to assign tasks, keep tabs on them, track changes, and more. This is really the heart of any good project management software.

  • Team collaboration

The second most important feature, team collaboration tools can help save you countless hours of work through simple communication. Things like file sharing, group chat, @mentions, and more will keep everyone on the same page and ensure a smoother, faster turnaround.

  • Customizable everything

The more you can customize, the better. From dashboards to fields and even more so workflows, customization allows you to maximize the efficiency of your team and of the project management software altogether.

  • Mobile accessibility

Because most teams are not office-bound these days, you need a product that will easily come with you wherever you go. Mobile-friendly or native apps are a must-have today.

Other features to look for may include agile workflow system and time tracking features.

What are the Differences in Project Management Software?

There are countless differences between the various project management software options available today. From price to feature sets, usability, and more, you’ve got something for everyone. One of the biggest differences you’ll find, though, is between the basic project management software options and the more comprehensive ones.

The first type is a simple tool that has limited functionality but does the job well enough. It's clean, easy to use, and might be the perfect solution for an SMB or startup to get their head around a tough project that needs organizing. These usually have some basic features like integration and team collaboration.

More comprehensive software will include a lot more features and functionality. These might have resource management, finance management, and accounting software included. Comprehensive tools will also give you more sophisticated and powerful options. Such precision will come with a bigger price tag and is usually better for larger businesses.

Why do I need project management software?

Project management software is a force multiplier. It helps you organize your time and resource management, create reports about business and employee performance, and get a better idea of what’s working and what isn’t. Project management software can also make team collaboration easier and more seamless than ever before.

Is it easy to use? 

Project management software is designed to be easy to use, after all, that's sort of the whole point of systems that are supposed to make your work easier. These programs shouldn't take long for employees to master and should have a straightforward, intuitive interface for carrying out tasks and communicating with teammates. 

How steep is the learning curve?

Project management software platforms tend to have a wide range of capabilities, and if you were looking to master every facet, it could take you some time. For most employees, though, the basic tasks they would need to carry out shouldn't take long to master at all and won't require any previous tech know-how. 

How much will it cost me? 

That's a tricky question to answer. How much your project management software will cost you at the end of the day depends on how many users you want and what type of features you're looking for. A basic option like Glip can cost you nothing at all. And if you're an SMB working out of your garage, this is a great option.

Alternatively, enterprise-level plans will run you hundreds of dollars a month. But if you are big enough, and your budget can afford it, these plans will deliver the most in terms of functionality and style. Look for a plan that fits your budget and still offers a nice set of features.

Is my data safe with a PM software? 

Considering the fact that it's handling your most sensitive and private business information, project management software needs to have top security. That's why you need to go with a trusted name that also has plenty of security measures built into its business profile to safeguard your data. Monday.com, for example, is ISO certified, GDPR compliant, HIPAA compliant, and holds an EU-US privacy shield, among other protective measures.

It's also a good idea to safeguard your information by using leveled user security protection and passwords, features that top-quality project management software will have.

Marth Kendall Custard
Martha Kendall Custard writes for top10.com and is a conversion-driven marketer and B2B content creator who improves brand authority while making sales. She works with SaaS and software companies as well as digital advertising agencies to write strategic blog posts that drive traffic and convert.