What are Project Management Tools?
Project management can be applied to a variety of projects, from construction and engineering to software development, marketing campaigns, and event planning. Effective PM requires a combination of technical skills (like scheduling and budgeting) as well as soft skills (such as leadership, communication, and conflict resolution). This is where project management software comes in to help. Below, we’ve compiled a list of the best project management tools on the market in 2024, covering how to choose one, their use cases, pros and cons, and more.
Keeping multiple projects on track can feel like an impossible feat. Deadlines loom, tasks multiply, and communication becomes a tangled mess. Project management tools are software applications designed to act as a central hub for all your project activities for planning, executing, and monitoring projects from start to finish. Imagine a digital project manager, keeping everything organized and accessible in one place.
How to Choose the Best Project Management Tool
With so many project management tools available, selecting the perfect one for your needs can feel overwhelming. Here are some key considerations to begin with before you jump into feature lists and pricing:
- Project Type: Different project types have different needs, and each will significantly influence the features you need in a project management tool. Are you managing fast-paced, iterative software development projects that require an agile approach? Maybe you just need a streamlined tool to manage a team's everyday tasks. These questions will help define the requirements and boundaries of what you’ll need.
- Team Size: The number of users and level of collaboration features required will also vary depending on your team size. Nimble startups with a handful of collaborators and sprawling enterprises managing dozens of projects and hundreds of team members have very different needs. A simple to-do list app might suffice for a small team, while a larger organization might benefit from a robust platform with advanced user management and collaboration functionalities.
- Budget: PM tools range from basic free options with limited features to comprehensive enterprise-level solutions with premium pricing models. Determine your budget beforehand to narrow down your options and avoid sticker shock later. Make sure to also take one-time costs vs. ongoing costs into account, as different pricing models can have significantly different impacts.
Once you have a clearer picture of your needs and criteria for a project management tool, there are several features that you should be considered:
- Task Management: This is the heart of any project management tool. Look for features like the ability to create and assign tasks, set due dates, and track progress in real time. Additional functionalities that can enhance task management include setting dependencies between tasks, prioritizing tasks based on importance, and utilizing drag-and-drop functionality for ease of organization.
- Agile Methodology Support: If you are using an agile methodology, the tool should support features such as Kanban boards, user stories, sprint planning, backlog management, and burndown charts. These functionalities can streamline your Agile workflow and promote efficient collaboration within your team.
- Issue Tracking: The tool should provide the ability to track bugs, issues, and feature requests throughout the software development lifecycle. These allow for the early identification, documentation, and resolution of potential problems or roadblocks, fostering a proactive approach to problem-solving, enhancing transparency and accountability, and creating a valuable historical record for future reference.
- Collaboration: Seamless communication is vital for project success, especially in today's remote and geographically dispersed work environments. Features that enable collaboration among team members, such as file-sharing, commenting, tagging, and notifications are critical to maintaining this. Other functionalities like integrated messaging help facilitate real-time communication, keeping all team members on the same page.
- Version Control: This feature is particularly important for software development projects and creative teams working on iterative deliverables. The tool should include or integrate with version control systems such as Git, allowing team members to track code changes and collaborate on code.
- Reporting: Data-driven insights are crucial for informed decision-making, so your tool should have the ability to generate reports on project health, goal progress, resource allocation, and more with features like burndown charts and sprint reports. These insights can help you identify areas for improvement, optimize workflows, and ultimately achieve project goals.
- Integration: The tool should integrate with other software development tools that your team uses on a daily basis, such as IDEs, testing tools, communication platforms, file storage, and deployment tools. This minimizes hurdles and the need for context switching.
- Security: Ensure that the tool has appropriate security measures in place to protect your project data and prevent unauthorized access. This is especially true if you’re in industries like healthcare or biotech, the financial sector, or work with the government, where security should be built into your projects from Day 1.
- Ease of Use: A user-friendly interface is a key factor for getting widespread adoption of the project management tool from your team. A clunky and intimidating UI can hinder productivity and lead to frustration, so look for a tool that offers a clean and intuitive interface, allowing your team to focus on what matters most — getting work done.
Ultimately, you should look for and select a tool that meets the specific needs of your project, while also providing the flexibility and scalability to adapt to changing requirements over time.
Best Project Management Software
Now that we know what to look for, here is our 2024 list of the best project management tools on the market:
#1. SpiraPlan
SpiraPlan is a comprehensive project management platform designed to help teams manage their projects more effectively. It offers powerful out-of-the-box functionalities for requirements management, test case management, agile methodologies, and ALM processes. The reasons for it topping the list don’t stop there:
- Centralized project management: SpiraPlan provides a centralized platform for managing projects, tasks, resources, and timelines. It allows your team to collaborate and communicate more efficiently, reducing the chances of miscommunication and delays.
- Customizable workflows: SpiraPlan allows users to create custom workflows and processes tailored to their specific needs. This flexibility allows teams to adapt to changing requirements and continue to work more efficiently.
- Real-time reporting and analytics: SpiraPlan also supports real-time reporting and analytics, enabling teams to track progress and identify areas that require attention. This feature helps teams to make informed decisions more quickly and adjust their plans accordingly.
- Integration with other tools: SpiraPlan integrates with a range of other tools and platforms you may already be using, including bug-tracking software, automated testing tools, and source control systems. This ability allows teams to work seamlessly across multiple platforms and tools without having to start from scratch.
- Scalability: Lastly, SpiraPlan is designed to scale with you — accommodating the needs of your team or organization. It can adapt to small teams as well as large, complex enterprise projects with different stakeholders.
Strengths & Ideal Uses:
- Deep integration with development lifecycles: SpiraPlan excels in supporting various development methodologies, particularly agile and waterfall approaches. This makes it ideal for software development teams looking for a feature-rich solution to manage requirements, testing, and deployments.
- ALM functionalities: SpiraPlan also offers extensive built-in functionalities for application lifecycle management, streamlining the entire development process.
Pros:
- Streamlines development workflows
- Facilitates collaboration between developers and testers
- Offers built-in reporting for project insights
Cons:
- May be complex for non-technical teams due to its development-centric focus
- Potentially steeper learning curve compared to simpler project management tools
#2. Monday.com
Monday.com is a popular choice for a vibrant, customizable web and mobile work management platform. It’s designed to help teams and organizations with operational efficiency by tracking projects and workflows, visualizing data, and team collaboration. Monday includes automation capabilities, multiple project visualization options, and supports integrations with other work apps.
Strengths & Ideal Uses:
- Customization options: Monday.com allows extensive customization of project views, workflows, and automation. This empowers teams to tailor the tool to their specific needs and preferences, making it a good fit for teams requiring a high level of flexibility.
- Visual PM: Monday.com's multiple project view options cater to different preferences, fostering creative and visual project management.
Pros:
- User-friendly interface with a variety of project view options
- Fosters creative and visual project management
- Strong mobile app for on-the-go access
Cons:
- Feature overload might overwhelm some users
- Free plan has significant limitations on users and boards
- Pricing scales quickly for larger teams
#3. Asana
Asana is another popular task management system used to track project deliverables that offers multiple project view options. Teams can create projects and tasks, assign work to teammates, set deadlines, track progress, and communicate about tasks directly in Asana.
Strengths and Ideal Uses:
- Streamlined Workflows: Asana's intuitive interface and flexible list, board, and calendar views make it easy for teams to visualize workflows, manage dependencies between tasks, and stay on top of deadlines. This is ideal for teams that need a clear overview of project progress and want to ensure tasks are completed in the correct order.
- Team Size Versatility: Asana is well-suited for both small and large teams, offering features like project templates, workload management tools, and progress reporting for effective team coordination. This makes it a good choice for organizations that need to manage multiple projects with varying team sizes.
Pros:
- User-friendly interface with multiple project views for flexibility
- Strong collaboration features promote clear communication and teamwork
- Free plan available for basic project management needs
Cons:
- Limited reporting features in the free plan
- Automation functionalities require a paid subscription
- May not be ideal for highly complex projects requiring extensive customization
#4. ClickUp
ClickUp is a cloud-based project management application designed to increase team productivity. Its platform helps team members to plan, organize, and collaborate on projects and offers docs, reminders, goals, calendars, and inbox tools. ClickUp positions itself as an all-in-one solution for managing projects of all sizes and complexities, with features from task management to time tracking.
Strengths and Ideal Uses:
- Feature-Rich Platform: ClickUp offers a vast array of functionalities, including task management, to-do lists, Kanban boards, mind maps, chats, document collaboration, and built-in time tracking. This comprehensive feature set caters to teams with diverse PM needs.
- Customization Options: ClickUp allows extensive customization of workflows, views, and automation. This empowers teams to tailor the tool to their specific project management style and requirements.
Pros:
- Feature-rich platform that caters to diverse project management needs
- Extensive customization options for workflows and automation
- Scalable solution for growing teams and complex projects
Cons:
- Steep learning curve due to the vast array of features
- Free plan limits storage and features
- Complex interface might overwhelm users who prefer a simpler view/approach
#5. Wrike
Wrike is an enterprise-ready, cloud-based work management platform for managing cross-functional teams at scale. It’s fully configurable and enables contextual collaboration in a secure environment. Enterprises use Wrike to offer a single digital workplace for all of their departments and teams, utilizing features like task management, collaboration, and report dashboards.
Strengths & Ideal Uses:
- Strong collaboration features: Wrike excels in fostering teamwork through real-time activity streams, document editing functionalities, and built-in chat. This makes it ideal for businesses seeking a collaborative platform for managing projects, marketing campaigns, or creative workflows.
- Customizable dashboards: Wrike empowers users to create personalized dashboards that provide valuable project insights at a glance. This is beneficial for project managers who require a clear overview of project health and key metrics.
Pros:
- User-friendly interface with strong visual elements
- Fosters real-time teamwork and communication
- Offers a free plan with limited features
Cons:
- Limited reporting and analytics in the free plan
- Advanced features require paid subscriptions
- May not be ideal for highly technical development projects
#6. Trello
Trello is a PM tool known for its intuitive Kanban board interface. Tasks are visualized as cards that move across different boards, representing stages in the workflow (such as To Do, In Progress, and Done). Trello excels in simple and visual project management, making it a popular choice for creative teams and those who prefer a more visual approach.
Strengths and Ideal Uses:
- Visual Workflow Management: The Kanban board layout provides a clear visual representation of project progress. This is ideal for teams that benefit from a birds-eye view of their workload and want to see tasks moving through different stages.
- Simple and Easy to Use: Trello boasts a user-friendly interface with minimal learning curve. This makes it a good fit for teams new to project management tools or those who prefer a straightforward approach.
Pros:
- Easy to learn and use, with an intuitive visual interface
- Free plan with features for basic project management
- Flexible and customizable to fit various workflow needs
Cons:
- Limited reporting and analytics functionalities compared to some competitors
- May not be suitable for complex projects with intricate dependencies
- Its focus on simplicity can lead to feature limitations for large-scale projects
#7. Smartsheet
Smartsheet takes a different approach to project management, utilizing a spreadsheet interface to manage everything. This spreadsheet uses tabs, rows, and columns to assign tasks, track project progress, manage calendars, share documents, and manage other work, using this tabular interface.
Strengths & Ideal Uses:
- Spreadsheet-based interface: Smartsheet leverages a familiar spreadsheet interface for data entry and management. This makes it a powerful tool for project planning, scheduling, and resource allocation, particularly for teams already accustomed to working with spreadsheets.
- Project planning and resource allocation: Smartsheet offers robust features for planning projects, scheduling tasks, and allocating resources effectively. This makes it a good choice for marketing teams managing campaigns or budgets, or any team requiring a data-driven approach to PM.
Pros:
- Easy to learn for spreadsheet users
- Capable features for project planning and resource management
- Offers a freemium plan with limited features
Cons:
- Limited Kanban board functionalities compared to some competitors
- May not be ideal for highly visual or creative projects
- Interface can feel cluttered for complex projects
#8. Teamwork.com
Teamwork.com is a project management platform built specifically for the needs of agencies and creative teams. It helps deliver work on time and on budget, eliminate client chaos, and understand profitability in a single platform. Teamwork has features like Gantt charts, board view, portfolio management, timesheets, reporting dashboards, and client portals.
Strengths & Ideal Uses:
- Features for agencies: Teamwork.com offers a suite of features designed to streamline project management for teams working with clients. This includes timesheet tracking, resource allocation tools, and client collaboration functionalities.
- Client collaboration: This incorporation of client communication features like client portals and feedback tools makes it ideal for businesses that heavily rely on client collaboration throughout the project lifecycle.
Pros:
- Popular platform designed for agencies
- Strong client collaboration features
- Offers a free plan with limited features
Cons:
- May be complex for non-agency teams due to its feature set
- Free plan has limitations on users and projects
- Pricing scales quickly for larger teams
#9. Bordio
Bordio is a versatile and practical platform that provides a range of tools to help users stay on top of their schedules. The platform is highly visual, with bright colors and customizable options, making it easy to create a personalized workspace. With the ability to set reminders and estimate the time required to complete each task, you can stay on your to-do list and ensure that nothing falls through the cracks.
Bordio can be used as a weekly or daily planner and as a project management tool. Its customizable features allow you to create and manage projects of all sizes and complexities. You can add color coding and use time blocking to ensure their projects stay on track.
Strengths & Ideal Uses:
- Visually-oriented PM: Bordio leverages boards to represent strategic plans and goals, facilitating clear communication of project objectives. This is beneficial for teams that prefer a visual approach to project management.
- Strategic planning and goal achievement: Bordio assists with strategic planning by allowing users to break down large goals into manageable steps and track progress visually. This makes it a good choice for organizations focused on strategic planning and goal achievement.
Pros:
- Unique visual approach for clear project roadmaps
- Integrates with popular business intelligence tools
- Offers a free plan with limited features
Cons:
- Limited task management functionalities compared to some competitors
- May not be ideal for highly technical projects
- Steeper learning curve for users unfamiliar with visual project management
#10. Proofhub
ProofHub helps you stay in control of your projects, especially with remote and geographically dispersed teams. It offers features like task management, discussions, built-in chat, and online proofing, all within a central platform.
Strengths & Ideal Uses:
- Collaboration features for remote teams: ProofHub prioritizes communication and collaboration with features like discussions, chat, and file annotations. This makes it a good fit for remote teams that need to stay connected and collaborate effectively.
- Online proofing: ProofHub incorporates online proofing functionalities, streamlining the feedback and approval process for creative teams.
Pros:
- User-friendly interface
- Strong collaboration features for remote teams
- Offers a free plan with limited features
Cons:
- Limited reporting and analytics functionalities
- May not be suitable for highly complex projects
- Feature set may feel restrictive for some teams
#11. Microsoft Project
Microsoft Project is a project management software designed for planning, managing, and tracking complex projects that integrates with the wider Microsoft suite of products. It provides a variety of useful features for scheduling, resource allocation, budgeting, and reporting — making it a popular choice for large-scale projects.
Strengths & Ideal Uses:
- Industry-standard functionalities: Microsoft Project is well-known in the project management field, offering a strong set of features for complex projects. This makes it ideal for organizations managing large-scale initiatives requiring advanced scheduling, resource allocation, and reporting capabilities.
- Deep integration with Microsoft ecosystem: Microsoft Project integrates seamlessly with other Microsoft products like Excel and Teams, streamlining workflows for users already invested in the Microsoft ecosystem.
Pros:
- Integrates well with teams already using Microsoft software
- Powerful scheduling and resource management features
- Extensive reporting capabilities
Cons:
- Steeper learning curve compared to some competitors
- Can be expensive for smaller teams
- May feel overly complex for simpler projects
#12. Jira
Jira is a widely-used PM tool specifically designed for agile methodologies. It includes features like user stories, sprint planning, backlog management, and Kanban boards, catering to the needs of agile development teams. However, Atlassian has ended support for Jira Server, which can make it less appealing for some teams.
Strengths & Ideal Uses:
- Agile development functionalities: Jira performs well in agile workflows with features like user stories, sprint planning, and Kanban boards. This makes it a strong candidate for software development teams that utilize agile methodologies for project management.
- Customization for agile workflows: Jira offers customization options to tailor the tool to specific agile methodologies, catering to the unique needs of different development teams.
Pros:
- Powerful features for agile methodologies
- Extensive customization options
- Large user community and resources available
Cons:
- May be complex for non-agile teams
- Free plan has limitations on users and projects
- Can be expensive for large teams with complex needs
#13. Notion
Notion is a versatile workspace tool that can be used for project management, note-taking, wikis, and knowledge management. It offers a flexible workspace that allows teams to organize projects, collaborate on documents, and manage tasks in a single platform.
Strengths & Ideal Uses:
- All-in-one workspace: Notion functions as a central hub for project management, note-taking, wikis, and knowledge management. This makes it ideal for teams seeking a unified platform for various project needs.
- Flexibility and customization: Notion offers a high degree of flexibility and customization, allowing teams to tailor the workspace to their specific workflow and project requirements.
Pros:
- User-friendly interface with drag-and-drop functionality
- Highly customizable workspace
- Free plan with good features for personal use
Cons:
- May lack specific PM functionalities compared to dedicated tools
- Can feel overwhelming for complex projects due to its open-ended nature
- Limited collaboration features in the free plan
#14. Basecamp
Basecamp offers a streamlined approach to project management, focusing on communication and task management. It provides features like to-do lists, file sharing, discussion boards, and team messaging, all within a user-friendly interface.
Strengths & Ideal Uses:
- Streamlined communication: Basecamp prioritizes clear communication with features like discussion boards and team messaging, fostering collaboration within teams.
- User-friendly interface: Basecamp boasts a simple and easy-to-use interface, making it a good choice for teams that prefer a straightforward approach to project management.
Pros:
- User-friendly interface
- Good balance of communication and task management features
- Free plan with basic functionalities
Cons:
- Limited features compared to more comprehensive PM tools
- May not be suitable for complex projects with intricate dependencies
- Limited reporting and analytics capabilities
#15. Zoho Projects
Zoho Projects is a tool offered as part of the Zoho suite. It comes with features for task management, collaboration, time tracking, reporting, and integrates seamlessly with other Zoho applications.
Strengths & Ideal Uses:
- Feature-rich platform: Zoho Projects offers a wide range of functionalities catering to diverse project management needs. This makes it a good choice for growing businesses seeking a comprehensive tool for managing projects, teams, and workflows.
- Integration with Zoho ecosystem: Zoho Projects integrates seamlessly with other Zoho applications, streamlining workflows for businesses that utilize the Zoho suite extensively.
Pros:
- Feature-rich platform at a competitive price
- Integrates with other Zoho applications
- Offers a free plan with limited features
Cons:
- Interface can feel cluttered with a wide range of features
- May require some learning curve for complex functionalities
- Limited free plan might not be suitable for growing teams
Honorable Mentions
- Todoist - Popular to-do list application with task management features, ideal for individual productivity and simple project organization.
- Primavera - Enterprise-level project portfolio management software suited for large, complex projects in construction, engineering, and other industries.
- Hive - Collaborative work management platform offering task management, communication, document sharing, and project budgeting functionalities.
- Coda - Flexible document and project management tool that combines features like spreadsheets, databases, and note-taking in a single platform.
- TeamGantt - A web-based Gantt chart tool designed for project scheduling, task visualization, and team collaboration, particularly for projects with a linear workflow.
- Airtable - Relational database tool that can be adapted for project management with features like Kanban boards, calendars, and custom views for organizing project information.
- Zenhub - Project management software built on top of GitHub, specifically designed for agile development teams using GitHub for version control.
- Celoxis - Cloud-based PM platform offering robust features for project planning, resource management, collaboration, and time tracking.
- LiquidPlanner - Project management tool that utilizes a collaborative scheduling approach, allowing teams to prioritize tasks and adjust schedules in real time.
Project Management Tool Benefits
By incorporating these tools into your workflow, you can unlock a new level of project success:
Enhanced Organization & Clarity
Project management tools eliminate the chaos of scattered to-do lists and endless email threads. By providing a central platform for tasks, deadlines, and communication, these tools bring clarity to complex projects. This translates to a better understanding of project scope, resource allocation, and overall workflow, ensuring everyone on the team is on the same page.
Improved Efficiency & Time Management
They also streamline workflows by allowing you to break down projects into manageable tasks, set realistic deadlines, and track progress in real time. This fosters efficient time management for both individual team members and the project as a whole. Identifying bottlenecks and adjusting schedules proactively leads to faster project completion and better utilization of resources.
Strengthened Collaboration & Communication
Effective communication is vital for project success. Project management tools often come equipped with features like file sharing, discussion boards, and real-time messaging, enabling seamless collaboration between team members regardless of location. This streamlines communication, reduces the risk of misunderstandings, and ensures everyone has access to the latest information.
Increased Accountability & Visibility
Project management tools offer a clear view of individual and team task ownership, deadlines, and progress. This fosters a sense of accountability among team members and provides project managers with real-time visibility into project health. With this level of transparency, you can identify potential roadblocks early on, course-correct as needed, and make sure that everyone is contributing to achieving project goals.
Improved Risk Management & Decision-Making
Many PM tools also offer features like risk management matrices and reporting dashboards. These tools help you identify potential risks early on, assess their impact, and develop mitigation strategies. Additionally, reporting features provide valuable data-driven insights that can inform better decision-making throughout the project lifecycle.
Get the Best Project Management Software & Ecosystem With Spira
For those looking for an industry-leading solution, you don’t just have to take our word for it. Hear from our partners why SpiraPlan is the top platform for program and project management software. Featuring powerful capabilities like resource management, document collaboration, AI automations, sprint planning, customizable reporting dashboards, and much more, SpiraPlan will enhance your project’s efficiency and quality. Get your first month free and start using SpiraPlan’s unmatched suit of tools today!