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.
Top 10 Project Management Software Products
- PriceFrom $24 per month
- Free trial14 days
- Team collaboration toolsChat, file-sharing
Monday.com is probably the most popular project management software to date. That's because it makes project management so easy. Everything is visually designed, so there's no guesswork and no heavy blocks of text to read through. Monday.com allows you to use multiple views to organize and see your projects the way you need to at different times and for different projects or people. Choose from kanban, list, chart, timelines, calendar, or map views to maximize your understanding of the tasks at hand.
Monday.com is also a great PM software because it allows teams to collaborate on projects with ease. 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
- 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
- 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
- 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
- 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
- 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
- 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
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.
