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Top 10 Best Project Management Software & Tools to Organize Your Team

Michael Klobe - Writer for Top10
Best Project Management Software & Tools

Managing a project without software tools is like driving cross-country without a GPS. As a project manager, you’re the driver of your project vehicle. But without the right tools, you’re in for a rough ride.

Project management tools can help you organize operations from beginning to end. They’re useful for keeping you on course and avoiding unexpected roadblocks. They can also change how you coordinate and communicate with your team by breaking down geographical and temporal barriers for efficient and transparent work management.

Below is our hand-picked list of the 10 best project management software of 2023 to help you and your team get your projects where they need to be—delivered on time, under budget, and within scope.

Our Top 10 Best Project Management Software & Tools in 2023:

  • - Best project management software overall
  • Smartsheet - Best for facilitating swift, data-driven decisions
  • ClickUp - Best for project tracking and resource management
  • Asana - Best for handling complex projects
  • Wrike - Best for evaluating task efforts and managing workloads
  • Hubspot - Best for enhancing team coordination and boosting productivity
  • Jira Software - Best for agile software development teams
  • FreshBooks - Best for small to mid-sized businesses and freelancers
  • Netsuite - Best for holistic project management solution
  • Zoho Projects - Best for integrations and add-ons
Compare the Top Project Management Companies
Jira Software
Zoho Projects
Reviews158 reviews142 reviews89 reviews92 reviews67 reviewsWrite ReviewWrite Review41 reviews26 reviewsWrite Review
From $24/month ($8/user/month)
per month
From $7/user/month
From $10.99/month/user
From $9.80/user/month
per user per month
From $50/month
From $77.50/month ($7.75/user/month)
From $17/month (+ $11/month/additional user)
From $24/month ($8/user/month)
From $5/user/month
per month for 6 users
Storage size
upwards as you go up in plans
Up to 10,000 engagements (notes, meetings, tasks) and 5,000 files/user
Free trial
14 days
30 days
30 days; free plan available
Two weeks; free plan available
or free account
Free plan available
Seven days; free plan available
30 days
14 days
10 days; free plan available
free plan
Free account
Team collaboration tools
Collaborative docs, updates, Zoom integration, whiteboards
Real-time chat, forms, surveys, proofing
Real-time chat, status updates, goal tracking, task reporting
Live editing, file sharing, cross-tagging, proofing
Email integration, shared inbox, real-time chat, file sharing
Confluence, Bitbucket, goal tracking, task reporting
Real-time chat, file sharing, team time tracking
Collaborative docs, updates, Zoom integration, whiteboards
Updates feed, real-time chat, collaborative docs, file sharing
Progress tracking, file sharing, comments
Dashboards, Kanban, timeline, Gantt, charts, calendar
Dashboards, Gantt, cards, grids, sheets, calendar
Dashboards, Kanban, timelines, charts, lists, calendar
Kanban, Gantt, charts, tables, calendar
Dashboards, lists, pipelines
Dashboards, Kanban, timeline, lists, scrum boards
Dashboards, Kanban, timeline, Gantt, charts, calendar
Dashboards, Gantt, charts, task blueprints, calendar

How We Reviewed the Best Project Management Software & Tools - Our Methodology

We take a hands-on approach when reviewing project management software. Wherever we can, we test out trials and demos to see firsthand what a platform can do. It’s the best way to understand how the software functions, how quickly you can pick it up, and where it might fall short.

We explore the software in depth if we can’t do a trial run. This involves reaching out to the software provider’s support team to clarify what features are available and how they work. We also examine support documents to assess ease of use and customization options.

For all software, we read reviews from small and medium-sized businesses from a range of sectors. This helps us understand how different platforms cater to specific types of projects and teams. Finally, we look closely at the prices to evaluate which platforms offer the best value for your money.

Our assessment criteria include:

  • Ease of use

  • Scalability

  • Customizability

  • Collaboration features

  • Task management

  • Reporting and analytics

  • Integration

  • Security

  • Pricing

  • Customer support

    9.9 Best Project Management Software
    Visually pleasing, efficient resource management...Visit Site
    • Price - From $24/month ($8/user/month)
    • Team collaboration tools - Collaborative docs, updates, Zoom integration, whiteboards
    • Free trial - 14 days
    Visually pleasing, efficient resource management ...
    Visit Site unifies your team’s tasks and processes into one user-friendly and visually pleasing interface. This work operating system (OS) provides teams with a clear overview of who’s responsible for what and when tasks are due, which can enhance transparency, instill accountability, and enable efficient resource management.

    The tool also offers over 200 templates that you can easily adapt using 20+ customizable columns and numerous integrated applications. These ready-made templates and apps can significantly reduce how much time you spend on setting up projects or tasks, leading to improved productivity.

    Additionally, you can tailor dashboards to provide detailed, team-specific views of tasks, project progression, and upcoming deadlines to enhance your team’s workflow clarity. Samyuktha Shivakumar, Global Marketing Operations Manager at Thoughtworks, reinforces this, stating that enables them “to budget the team’s time and efforts much more scientifically.”

    Why we chose earns the top spot on our list because it unifies power, flexibility, and intuitiveness and can cater to the most complex project needs. It also allows you to import data from spreadsheets and integrate it with your current tools. With this functionality, you won’t have to manually input any data, giving you more time for other tasks.

    Our experience: has revolutionized my team’s information management. It let me implement processes that would’ve previously taken days or weeks within a few minutes. The platform’s communication tools, such as document sharing, comment annotation, and direct communication within the task manager, also improved collaboration within my team.

    Read Review


    Color-rich interface for improved organization and coordination
    Robust list of supported, third-party integrations
    Drag and drop project charting and timeline construct


    Pricing structure is fragmented and unclear
    Certain features (Gantt charts, timelines, etc.) are paywalled by higher-tier plans
    mondaycom logo
    Visit Site
    Cloud-based dynamic work managerVisit Site
    • Price - From $7/user/month
    • Team collaboration tools - Real-time chat, forms, surveys, proofing
    • Free trial - 30 days
    Cloud-based dynamic work manager

    Smartsheet is a cloud-based work management platform that allows teams to manage dynamic work regardless of their location. With all data stored on the cloud and updated in real-time, you can track progress, identify potential issues early, and make data-driven decisions quickly.

    This tool is also very user-friendly. A testament to Smartsheet’s ease of use comes from Janina Hill, Marketing Program Manager at WebEx, who notes, “Everybody has different levels of Smartsheet skills. But with drag and drop, all solutions are easy to use. Also, the workflow is much smoother when all processes are automated, and all information is in one place.”

    This single-platform solution fosters interconnectivity across the entire organization, letting you share sheets with team members and effectively collaborate on projects. By centralizing data, it also reduces time spent on information management, boosting efficiency and enabling your team to focus on their primary responsibilities.

    Why we chose Smartsheet: Smartsheet’s spreadsheet-like interface allows you to add new rows and columns as your project grows. This functionality can help you seamlessly expand small tasks into enterprise-wide initiatives. Additionally, its integration with apps like Slack, Teams, and Jira consolidates your data onto a single platform.

    Our experience: Smartsheet allowed my team to strategically plan, implement, and monitor work on a large scale. This led to more streamlined processes, fostered innovation, and positively impacted overall business results within our own context. I found it invaluable in effectively navigating the complexities of today’s ever-changing work landscape.

    Read Smartsheet Review


    Large template collection
    Efficient content approval workflows
    Surveying and form creation for both external and internal stakeholders


    Latency for real-time updates
    Some features have a steeper learning curve
    smartsheet logo
    Centralized workspace for streamlined team colla...Visit Site
    • Price - From $10.99/month/user
    • Team collaboration tools - Real-time chat, status updates, goal tracking, task reporting
    • Free trial - 30 days; free plan available
    Centralized workspace for streamlined team collab...

    Asana is designed to optimize workflow operations. It lets you assign tasks, track deadlines, and visualize your projects to keep your team focused. You also won’t need to constantly check multiple email threads and chat apps since its robust commenting and communication tools simplify team interactions.

    Additionally, this platform integrates effortlessly with popular applications like Google Drive, Slack, and Zoom, creating a centralized workspace for all project needs. This reduces the hassle of juggling multiple apps and effectively streamlines workflows. It’ll also give your team more time to focus on core tasks, resulting in better collaboration and faster decision-making.

    Why we chose Asana: Asana’s flexible interface accommodates various project needs and visualization styles. For example, its timeline views and Kanban boards will enable your marketing team to easily manage campaigns. At the same time, integrations with GitHub and Jira can help software developers effortlessly add code and track bugs or customer requests.

    Our experience: I liked being able to toggle between boards and calendar views, mainly because it gave me a bird’s-eye view of ongoing projects and helped my team stay on track. And while mastering some features was challenging, I never felt like I needed to take special classes to use the software. Its community forum fully supplemented all my knowledge gaps.

    Read Asana Review


    Adaptable to various work styles
    Centralized communication system
    Supports integrations with Google Drive, Slack, and Zoom


    Some may find Asana’s notifications to be overwhelming
    Interface may feel cluttered at times
    very good
    Unified interface for strategic task management Visit Site
    • Price - From $9.80/user/month
    • Team collaboration tools - Live editing, file sharing, cross-tagging, proofing
    • Free trial - Two weeks; free plan available
    Unified interface for strategic task management

    Wrike boasts a user-friendly interface and robust feature set. Its “Effort Management” functionality lets you evaluate how much effort tasks require so you can assign them strategically and set realistic delivery timelines. This helps you ensure each team member’s load aligns with their capacity and strengths.

    You can also easily spot and fix schedule imbalances with workload charts to prevent burnout and promote a healthier work environment for your team. Plus, Wrike gives you access to on-demand user activity reports, which allow you to monitor each user’s progress and identify potential bottlenecks.

    Additionally, you can integrate it with Google Drive, Dropbox, and Microsoft 365 to simplify file sharing and create seamless workflows. By centralizing all your work-related documents and data, team members can locate the necessary information quickly and collaborate more effectively. It also reduces the risk of miscommunication or lost data.

    Why we chose Wrike: Wrike’s live editing feature lets you make changes to files directly inside your tasks and projects. You can even compare your original and edited documents using its proofing tool. It’s the ideal resource for creative agencies since you can use it to brainstorm ideas, store buyer personas, and create editorial calendars with due dates in one place.

    Our experience: While using Wrike, I found the ability to break tasks into subtasks extremely useful, as it helped my team stay focused and organized. It also significantly reduced the number of emails, meetings, and communication silos we had to address daily. Plus, the dynamic request forms made tracking new proposals during roadmap meetings easy.

    Read Wrike Review


    Real-time collaboration
    Efficient task management
    Seamless integrations


    Reporting can be complex
    Features may be overwhelming to new users
    very good
    Structured project organization for teams with l...Visit Site
    • Price - From $50/month
    • Team collaboration tools - Email integration, shared inbox, real-time chat, file sharing
    • Free trial - Free plan available
    Structured project organization for teams with li...

    You can use HubSpot to enhance team coordination via structured lists. This platform lets you create and assign tasks, add subtasks, and set due dates from the same tab. You can also tag team members, leave comments and attach files inside projects for improved communication and collaboration.

    While HubSpot may not have advanced tools like Gantt charts or detailed time-tracking, it provides a reliable foundation for managing tasks. For example, its real-time dashboard offers critical insights into project timelines, team workloads, and individual performance.

    You can use this data during one-on-ones to identify potential hold-ups. It can also help you to delegate work more effectively. You can even tailor your dashboard view according to your team’s specific needs for a more personalized project management experience.

    Why we chose HubSpot: This platform offers prebuilt project templates to help sales and marketing teams with tasks like launching sales campaigns and creating email newsletters. Each template comes with predefined action steps and best practice guidelines. These templates can save time and ensure everyone has clear instructions on what needs to be done.

    Our experience: HubSpot’s features were easy to use and understand, even for our team members with limited technical know-how. Its seamless integration with HubSpot’s CRM also created a unified work environment for all our departments. Plus, being able to sync it with my calendar made it easy to know when to work on tasks and when to prepare for meetings.

    Read HubSpot Review


    Customizable real-time dashboard
    Offers prebuilt project templates
    Integration with other HubSpot products


    Smaller enterprises might find HubSpot's premium pricing costly
    Lacks more advanced project scheduling software
    hubspot logo
    Jira Software
    very good
    Scalable solution for software development teams Visit Site
    • Price - From $77.50/month ($7.75/user/month)
    • Team collaboration tools - Confluence, Bitbucket, goal tracking, task reporting
    • Free trial - Seven days; free plan available
    Scalable solution for software development teams

    Jira, a product of Atlassian, is a highly scalable project management tool that can adapt as your team grows. It can configure workflows, create custom fields, and manage permissions at granular levels. This customizability will give your team room to mold the platform to your specific needs, enabling more efficient work processes.

    Additionally, Jira’s scrum and Kanban boards make it easy to manage and visualize workflows by giving teams a clear overview of the project's progression and individual tasks. This can be especially useful for software development teams who need to break projects down into smaller, iterative phases and reassess their process based on user feedback.

    This tool also offers efficient bug and issue tracking software. Its robust reporting system allows you to create detailed reports and dashboards, which can provide in-depth insights into project performance. This information can help your team identify bottlenecks, prioritize tasks, and implement improvements effectively.

    Why we chose Jira Software: Jira supports integration with other Atlassian products, such as Confluence and Bitbucket, to enhance its collaborative capabilities. With these tools, you can document, share, and directly link detailed project information to tasks. This will ensure your team stays informed about project progress and has immediate access to relevant resources.

    Our experience: Jira made it extremely easy for me to refine my team’s product backlogs. It allowed me to attach details—like sample wireframes and project guidelines—directly to our tasks. I could also associate items with specific product versions to help my team stay focused. And during the planning stages, I could simply drag and drop items into different sprints.

    Read Jira Software Review


    Highly customizable
    Robust reporting functionality
    Supports integration with other Atlassian products


    May require technical expertise to set up advanced workflows
    Might be too pricey for smaller teams
    jira-software logo
    Jira Software
    All-in-one accounting tool for growth-focused bu...Visit Site
    • Price - From $17/month (+ $11/month/additional user)
    • Team collaboration tools - Real-time chat, file sharing, team time tracking
    • Free trial - 30 days
    All-in-one accounting tool for growth-focused bus...

    FreshBooks is a cloud-based accounting solution perfect for small to midsized businesses and freelancers. It simplifies complex accounting tasks with its user-friendly interface and features like invoicing, time tracking, and expense management. By using these tools, you’ll have more time to focus on core business operations and strategic growth initiatives.

    This platform also ensures seamless team collaboration by enabling shared projects, file uploads, and real-time discussions. Additionally, FreshBooks offers comprehensive reporting tools to simplify financial analysis and a client profile feature that lets you store critical client information in one convenient location.

    However, FreshBooks could improve in a few areas. Its inventory management feature might be too simple for businesses managing complex inventory. And while there are different pricing plans, they can still be a bit pricey compared to competitors.

    Why we chose FreshBooks: FreshBooks’ mobile app lets you manage business tasks on the go. You can create and send professional-looking invoices, digitize receipts for record-keeping, and control expenses from your phone. Plus, you’ll have access to live updates with your data synchronized across your devices to enhance connection and streamline business processes.

    Our experience: Using FreshBooks is like having five apps in one. I could log expenses, draw up proposals for clients to sign, and dispatch invoices effortlessly. It also allowed clients to make payments easily while auto-logging their transfer fees as an expense on our end. But above all, I have to commend them for their prompt and genuinely helpful customer support.

    Read FreshBooks Review


    Simplifies complex accounting tasks
    Mobile app to manage business tasks on the go
    Robust collaboration software


    Inventory management feature cannot handle complex inventory
    Tiered plans offer less flexibility than competitors
    freshbooks logo
    very good
    Cohesive project management system with real-tim...Visit Site
    • Price - From $24/month ($8/user/month)
    • Team collaboration tools - Collaborative docs, updates, Zoom integration, whiteboards
    • Free trial - 14 days
    Cohesive project management system with real-time...

    NetSuite’s end-to-end functionality delivers a solution that connects every aspect of a project, from resources and timelines to budgets and results, into one cohesive system. This holistic approach reduces the likelihood of miscommunication, inconsistencies, or oversights. You’ll also need fewer external tools, which can lead to potential cost savings.

    In addition, the platform is scalable and offers extensive customization options, like building new functions and personalizing dashboards. With such flexibility, you can adapt the system to your unique workflows rather than adjusting your processes to fit the software. Its automation capabilities and intuitive interface also make managing complex projects considerably simpler.

    Its complexity comes with a steep learning curve, especially for those unfamiliar with enterprise-level solutions. Still, its versatility and layers of advanced features make it a worthwhile investment.

    Why we chose Netsuite: Netsuite has real-time data visualization and analytics capabilities, which can help you retrieve, analyze, and present crucial operational and financial data. These reports provide valuable insights for informed decision-making. They can also enhance project transparency, leading to improved resource utilization and profitability.

    Our experience: NetSuite’s integration capabilities were impressive—it worked with a variety of third-party applications. This seamless fusion meant that my team didn’t need to abandon any of our existing systems. Additionally, because of its cloud-based nature, we could access our data from anywhere, which made working from home more manageable and efficient.

    Read Netsuite Review


    Comprehensive to all aspects of project management
    Scalable and customizable
    Real-time data visualization and analytics capabilities


    Pricing might be too expensive for smaller teams
    Steep learning curve for new users
    netsuite logo
    Zoho Projects
    very good
    Zoho Best Project Management Software
    Comprehensive tool for efficient task automation Visit Site
    • Price - From $5/user/month
    • Team collaboration tools - Updates feed, real-time chat, collaborative docs, file sharing
    • Free trial - 10 days; free plan available
    Comprehensive tool for efficient task automation

    Zoho Projects simplifies task allocation, time tracking, and document sharing with a suite of project management tools designed to accommodate a diverse range of project scopes. Notably, the task automation feature allows you to create workflow blueprints for routine tasks. This minimizes repetitive work, giving you more time for creative thinking and strategic planning.

    The platform also offers built-in communication tools, such as forums and chats, to facilitate real-time discussions. These channels consolidate all project-related discussions in one place, which can improve information flow and reduce the chances of miscommunication. Your team will also be able to make quicker decisions and respond promptly to challenges with these tools.

    However, Zoho Projects isn't without its shortcomings. While it supports integrations with a host of third-party applications, it can sometimes have compatibility issues with external tools that aren't part of Zoho's suite. Some users have also reported occasional glitches in the mobile application.

    Why we chose Zoho Projects: Zoho Projects has access to a complete suite of Zoho business tool integrations, such as Zoho CRM, Zoho Mail, and Zoho Meeting. This unique interoperability capability serves as an all-in-one solution to simplify project management tasks. Additionally, it creates a more centralized and unified platform for your business operations.

    Our experience: Zoho Projects' thoughtful design made it easy to navigate and understand the system. Even with its extensive capabilities, I never felt overwhelmed. I especially liked using the Gantt chart view to get real-time updates. These comprehensive and visually appealing charts made project tracking manageable but also enjoyable.

    Read Zoho Projects Review


    User-friendly interface
    Numerous Zoho business tool integrations available
    Flexible pricing structure


    Can have compatibility issues with third-party applications
    Mobile app performance is lacking
    zoho-projects logo
    Zoho Projects
    very good
    All-in-one project and knowledge managementVisit Site
    • Price - $8-$18/user/month
    • Team collaboration tools - Progress tracking, file sharing, comments
    • Free trial - Free account
    All-in-one project and knowledge management

    Notion is an excellent project management tool with a knack for simplifying information-heavy projects. It’s easy to make designs, manage task lists, and build a knowledge base for your staff.  Notion’s desktop and mobile apps are intuitive, and its huge list of templates means it can perform a wide range of project management tasks.

    Why we chose Notion: Notion is extremely versatile and customizable, finding a place as a useful management tool for any project with a lot of information to collate.

    Our experience: We were most impressed at how quickly you can use Notion to organize a complex project with many moving parts into one central system. The AI tool is also a standout feature, allowing for rapid prototyping and faster content generation.

    Read Notion Review


    Easy document sharing and collaboration
    Versatile template-based page system
    Excellent built-in AI tool


    No phone support
    Not end-to-end encrypted
Frequently Asked Questions
What is the easiest project management software?+- is exceptionally easy to use because its color-coded design simplifies task identification. It visually separates tasks, teams, and statuses for swift navigation through busy project dashboards. However, like other project management tools, it might require a bit of learning. Another beginner-friendly choice is HubSpot. It’s known for its simplicity, making it a solid alternative for those new to project planning software.

What is the best Gantt chart software?+-

Smartsheet and ClickUp both offer robust Gantt chart views. Other software options that provide Gantt chart functionalities include, Wrike, Jira Software, and Zoho Projects.

What are the top project management techniques?+-

The most used project management techniques include Agile methodology, Scrum, Kanban, Critical Path Method (CPM), and Earned Value Management (EVM). Agile methodology is adaptable and iterative, focusing on delivering quick results in response to customer needs. Scrum, a subset of Agile, emphasizes providing scheduled work outputs known as “sprints.” Kanban is a visual system for monitoring progress and project status. CPM helps you identify tasks that you need to complete to keep the project on track, while EVM is essential for tracking project progress and evaluating project costs.

Do I need more than one project management tool?+-

If you're juggling multiple teams, each working on their own tasks or projects, then using more than one project management tool might make sense. However, setting up and looking after multiple tools will require more time and money.

What is the best free project management software?+-

ClickUp, Asana, and Wrike offer the best free plans. Your ideal choice, however, will depend on your needs and budget. ClickUp is a viable option for small teams, Asana is ideal for larger projects, and Wrike is perfect for remote collaboration.

What is a Gantt chart in software project management?+-

A Gantt chart is a type of bar graph that helps you keep track of your projects by showing you a timeline for tasks or activities within a given project. It lets you visualize your progress, identify potential issues, and track dependencies. It can also help you map out your project plans and make sure everything stays on schedule.

What is a Kanban chart in software project management?+-

Kanban is a popular project management technique that uses cards and boards to visualize tasks and progress. It helps you identify bottlenecks and prioritize tasks, leading to a more efficient workflow. A key benefit of using Kanban software is that it helps teams to focus on completing tasks rather than simply starting them. This makes it ideal for increasing productivity and delivering projects quickly. Additionally, Kanban can help you better visualize your progress and adjust your workflow as needed. As you move cards through the board, you can see where tasks are in relation to each other.

What's the best project management app for small businesses?+-

Top project management applications for small businesses include Trello, Asana, Wrike, Basecamp,, and Microsoft Project. But while some of these tools are free to use, you may need to pay for additional features such as budgeting, resource allocation, custom workflows, document management, and version control. The best resource management software for your business will depend on your industry, project, and team. Most small businesses opt for something that’s affordable and easy to set up. Carefully explore different options to determine which one will meet your team’s needs.

What software does ProjectManager use?+-

ProjectManager operates in the cloud, just like many other project management tools. This means you don’t need to download any software; you can access it right from your desktop or mobile device.

What Is Project Management Software?

Project management software is a tool that helps organizations manage projects. It lets teams plan, assign resources, track progress, and work together on tasks to reach specific goals. Usually, this kind of software comes with features like:

  • project planning tools

  • task tracking functions

  • Gantt charts for visualizing progress 

  • resource allocation tools

  • scheduling capabilities

  • risk management software

Project management platforms enable collaboration by providing a single workspace for all project-related activities. They also help teams stay on course by offering tools that spot any possible risks or problems that might pop up, making sure everyone contributes to successfully completing the project.

Why Use Project Management Software?

Project management software is a useful tool for any institution that wants to stay organized and achieve its goals. These platforms offer many benefits for teams, including:

  • Efficient planning and tracking: Enables teams to plan and track project progress so that they can complete all tasks on time and within budget.

  • Effective communication: Gives teams a centralized workspace to monitor task progress, discuss ideas, and share updates, enhancing team organization and synchronicity.

  • Streamlined workflows: Allows teams to create repeatable processes that can serve as templates for future projects, thereby streamlining workflow and ensuring consistency across multiple projects.

  • Resource allocation and workload management: Incorporates tools that simplify resource allocation and workload management. Teams can view available resources and assign tasks based on individual skill sets or availability.

  • Real-time reporting and progress tracking: Allows teams to generate reports quickly and track progress in real time. This lets teams identify potential issues before they escalate into serious problems and ensures everyone works toward the same goal.

  • Centralized data: Ensures all project-related data is centrally stored, making it easy to access and share with team members. This helps everyone stay organized and on track with their goals. It also aids in tracking expenses, managing budgets, and controlling costs.

  • Remote collaboration: Providing a shared workspace for remote teams to view task lists, communicate changes, or ask questions in real time. This can significantly enhance productivity and cohesion among dispersed team members.

Key Features to Look For

When considering project management software, choose the features that best suit your organization's size, brand personality, and team makeup. Here are some essential functionalities to look out for:

  • Risk projection and management: Helps you identify potential risks and plan ahead so that you can keep your projects on track.

  • Management time tracking: Allows you to manage budgets, understand team performance, and spot potential problems quickly. 

  • Agile workflow system: Enables you to respond quickly and efficiently to changing requirements.

  • Reporting and analysis: Generates comprehensive reports that can help you track and analyze data, such as project progress and performance.

What Can You Do With Project Management Software?

Project management software is beneficial for teams of varied sizes and functions. It streamlines workflow processes, fosters efficient collaboration, and ensures project organization and progress. It’s a key instrument for everyone involved in a project.

Project managers utilize it for managing tasks, tracking progress, assigning resources, generating reports, and communicating with their teams. They can also use it to coordinate meetings, monitor budgets, and stay organized.

Engineers leverage it to plan, design, and review projects. They can also track their progress on tasks, allocate resources to suitable team members, and team up with other units in real time. On the other hand, developers employ it to cooperate with other groups and get alerts about deadlines or project changes.

Testers use it to monitor task progress, review test cases, assign bugs, and measure quality assurance metrics.

What are the Differences in Project Management Software?

Project management solutions vary significantly in multiple aspects, including price, feature sets, and usability, providing an option for everyone. A crucial distinction, however, exists between basic and comprehensive task management software.

The basic type is a straightforward tool with limited functionality, such as integration capabilities and team collaboration features. Despite its simplicity, it effectively accomplishes its tasks, making it a perfect choice for small and midsize businesses (SMBs) or startups dealing with demanding projects that need organizing.

In contrast, comprehensive software includes a broad set of features and functionalities, including resource management, financial management, and accounting software. These advanced, robust options cost more and are usually better suited to larger businesses.

What Different Types of Project Management Software Are There?

Project planning platforms primarily fall into three categories: individual, collaborative, and integrated. Individual project management software, intended for personal use, typically offers features such as task tracking, event management, reminders, and note-taking to facilitate productivity.

Collaborative project management software, the most common type, enables teams to efficiently communicate and collaborate on projects. It has features for task assignment, resource management, progress tracking, and report generation. This type of software makes it easy for remote teams to stay organized and in sync with each other.

Integrated project management software combines the features of both individual and collaborative types into a single tool. It’s an excellent choice for larger organizations because it provides access to resource planning, reporting, and budgeting software. It also has various ffeatures to foster efficient collaboration, such as file sharing and real-time chat.

Other tools types include enterprise software for large-scale projects and teams and Agile project management software. These resources make it easy for teams to quickly adapt to changing customer requirements since they use an iterative process of breaking down tasks into smaller components.

Regardless of which software you choose, these platforms can help streamline workflow processes, improve communication, and ensure that your team completes their projects on time.

How Do You Implement Project Management Software?

Setting up project management software necessitates a few key steps:

  1. Begin by choosing software that aligns with your team's needs. Take into account factors like your organization's size and the nature of your projects.

  2. Next, identify the features that are crucial for your team and establish budget limitations.

  3. After selecting a workflow management software, ensure everyone on your team is familiar with its functionalities. You may need to conduct training or onboarding sessions so everyone knows how to use it correctly from the start.

  4. Finally, set up automated systems for task assignment and resource allocation per your predefined methodology. Don't forget to regularly evaluate the software's performance to ensure its effectiveness for all team members.

How Much Will It Cost Me?

Basic platforms like Trello can be free and might be the perfect solution if you're a small business operating on a limited budget. On the other hand, enterprise-level packages could cost anything from hundreds to thousands of dollars each month, based on the number of licenses needed and the chosen software's complexity. If your organization can handle the cost, these options typically offer more robust features and sophisticated user interfaces.

Additionally, opting for a SaaS solution is often more cost-efficient than on-premise software as it doesn't require significant upfront hardware investments, and you can usually deploy it quickly. Such solutions also promise scalability and reduced maintenance expenses. Typical SaaS licensing may cost around $10–$20/user monthly.

The cost of project portfolio management software can be complex as it largely depends on the number of users and the features you need. Always select a plan that fits your budget without sacrificing essential functionality.

Is My Data Safe with Project Management Software?

Generally speaking, your data is safe with most project management software since they provide robust security following globally recognized industry norms. These often include two-factor authentication, distinct security levels per access, and International Organization for Standardization (ISO) certifications for Personally Identifiable Information (PII).

Still, data regulations vary greatly across different countries. For instance, in the European Union, businesses must adhere to the General Data Protection Regulation (GDPR). This rule obliges companies to protect user data and gives consumers control over their personal details.

On the other hand, the US doesn't have federal laws governing how firms collect, store, or use personal data. Instead, several states have implemented their own data usage and protection rules. So, make sure to understand your applicable laws before selecting any project planning tool.

Why Is Project Management Software Important?

Project management software boosts your business operations by helping you manage time and resources, create insightful performance reports, and identify effective strategies. It also simplifies team collaboration.

Without such a tool, teams may struggle with task management, synchronization, and meeting deadlines. This means you may need to deal with missed deadlines, miscommunications, difficulty tracking progress, and budget overruns. The absence of a centralized system for task and resource tracking can also lead to delays and confusion, wasting precious time.

On the other hand, using project management software improves team organization, strengthens communication, ensures deadline management, and fine-tunes resource allocation. The software also promotes flexibility, enabling teams to quickly adapt to changing customer demands or market conditions.

How To Choose Project Management Software for Your Team

Choosing the right project management software is crucial for successful project execution and goal achievement. Here are the key steps involved:

  1. Evaluate your requirements: Determine what features your team requires to narrow down your options. (Example: Do you need access to a mobile app?)

  2. Explore available options: Once you know what you need, explore various software options. Compare them based on cost, functionality, and user reviews.

  3. Do a trial run: Try out the software before buying it. Make sure it fits well with your team's workflow and meets all your requirements.

  4. Deploy the software: Once you've selected the software, ensure it's correctly set up. Train your team to use it effectively to maximize its benefits.

  5. Maintain the software: Regularly evaluate your software's performance. Implement updates or adjustments as needed to keep it running smoothly.

Other Project Management Software We Reviewed

Boost Your Team’s Efficiency with the Perfect Project Tool

This project management software comparison highlighted the variety of options available, each suited to distinct organizational demands and project intricacies. When evaluating your chosen software, make sure to assess its ease of use, customization features, reporting capabilities, and integration with existing systems. 

The best software isn’t necessarily the one with the most features but rather the one that aligns most closely with your team’s working style and project requirements. Choosing the right tool requires a nuanced understanding of your team’s and your business’s specific needs and objectives.

Michael Klobe - Writer for Top10
Michael contributes to as a tech-savvy expert with degrees in Business Marketing and Industrial Engineering. His writing niches include data science, project and program management, and software and hardware development.