Imagine a workflow where every task, conversation, and deadline exists in a single, streamlined hub, accessible to your entire team in real-time. If that is not how you're running projects right now, you may want to consider trying out some new tools. A better tool could help you unlock higher efficiency, improve collaboration, and gain the visibility needed to navigate complex projects with confidence.
To help you find that perfect fit, we have evaluated the top options on the market. This guide will walk you through our list of the 20 best project management tools, comparing their core capabilities, unique strengths, and overall value to ensure you make an informed decision for your team's success.
What is project management?
At its core, project management is the discipline of meticulously planning (defining scope, objectives, and deliverables), organizing (structuring teams, allocating resources like personnel, budget, and technology), and controlling (monitoring progress, managing risks, ensuring quality standards, and adapting to changes) all aspects of a project to achieve specific goals within a defined timeframe.
Everyone is a project manager in a sense. Take planning a big group vacation as an example. First, you plan everything out: where you're going (the goal), what you want to do there (the deliverables like booking flights and hotels), and when you need to have it all sorted (the timeframe).
Then, you organize by figuring out who's in charge of what (assigning tasks like who books the rental car or researches restaurants), and what budget or resources everyone has to work with. Finally, you control things by checking in to see if everyone's on track with their tasks, dealing with any unexpected issues (like a flight cancellation), and making sure the trip comes together smoothly and achieves its main purpose – having a great vacation!
How we picked our top project management tools
To help you select the optimal project management software, we understand there's no one-size-fits-all solution. That's why we've evaluated a wide range of tools, from traditional project management software and comprehensive all-in-one platforms to other emerging solutions. We also focused on the following criteria:
Core project management capabilities: We meticulously assess the depth and usability of essential PM features. This includes task creation and assignment, scheduling tools (like Gantt charts and calendars), progress tracking, resource allocation, collaboration features (such as commenting and file sharing), and robust reporting functionalities.
Ease of use and team Adoption: We evaluate the intuitiveness of the user interface (UI) and the overall user experience (UX). A key consideration is the learning curve for various team members, from project managers to individual contributors, as ease of adoption is critical for a tool's success.
Built-in features, customization, and integrations: We examine the breadth of the platform's native feature set, including different project views (Kanban, list, timeline), customization options (custom fields, workflows), and its ability to seamlessly connect with other essential third-party business tools (e.g., calendars, communication apps like Slack or Teams, file storage, development tools).
Pricing, scalability, and value: We analyze the various pricing tiers and models (per user, flat fee, etc.) in relation to the features offered and the overall value delivered. We consider how well the tool can scale to accommodate growing teams, increasing project complexity, and evolving business needs.
Customer support and resources: We assess the quality, responsiveness, and accessibility of customer support. This includes evaluating the availability of documentation, tutorials, knowledge bases, community forums, and direct support channels to assist users with onboarding and troubleshooting.
We believe the best way to assess a system's true capabilities and fit is by actively using each platform. Our team simulates common project management workflows, such as setting up new projects, assigning tasks, configuring task dependencies, managing team workloads, tracking milestones, and generating progress reports.
20 best project management tools in 2025
Lark – Best for all-in-one project management & collaboration
As the ultimate project management tool, Lark helps teams stay aligned, track progress, and move projects forward. Many teams rely on separate apps for planning, chatting, doc sharing, and task tracking, which can lead to project delays. With Lark, you can manage every part of a project from kick-off to execution in a connected workspace. Whether you’re sharing ideas, assigning tasks, or following up on deliverables, everything stays organized and visible, so your team always knows what’s next.
Once your project is underway, Lark makes it easy to stay on top of progress and adapt quickly. You can assign owners, set deadlines, and track every detail using different views. Built-in automations take care of reminders and updates, while real-time syncing across chats, docs, and calendars ensures everyone stays in the loop. From day-to-day coordination to high-level tracking, Lark helps you manage and complete projects efficiently.
Key features:
Sync project info instantly: Kick things off with a project group chat where everyone can share ideas and stay aligned from the start. All discussions stay in one place, so the whole team is always on the same page.
Track project progress: Manage every task in Lark Base with clear owners, deadlines, and priorities. Switch between Gantt, Kanban, or other views to see the big picture or zoom into the details. Reassign work easily with drag-and-drop when workloads shift.
Automate routine tasks: Keep your projects moving without manual follow-ups. Set up auto-reminders, status updates, and notifications without coding, so your team always stays aligned and focused on the work that matters.
Stay ahead of risks: Build dashboards that surface resource gaps, budget concerns, and delays in real time. Get alerts the moment risks appear, so you can respond before they become problems. Need to share insights? Post dashboards in chats or documents for everyone to see.
Collaborate efficiently in meetings: Schedule meetings in a click, share live docs that everyone can edit together, and tag teammates for instant input. If your colleague missed a meeting, simply share the meeting recording with them.
Work smarter with AI: Save hours on reporting with AI that generates summaries, sprint recaps, and feedback analysis. It also automatically captures key points, action items, and task owners after every meeting.
Streamline approvals: Handle project-related requests—including travel allowances, budgets, or resources—directly in your chat feed. Managers can respond instantly without switching tools, helping decisions happen faster and keeping projects moving smoothly.
Pros
Combines project planning, communication, file sharing, approvals, and more in one platform.
Adapts to different workflows, from Agile sprints to timeline-driven launches.
Reduces manual work with easy-to-set-up automations with no coding or IT support needed.
Real-time syncing across tasks, documents, calendars, and chats.
Native built-in AI that transforms how you start, execute, and complete projects.
The mobile app keeps your team connected on the go, letting you track tasks, collaborate in real time, and stay updated on project progress from anywhere.
Designed for cross-functional teams across marketing, sales, IT, HR, frontline operations, and beyond.
Get projects started fast with free templates for a wide range of use cases, like campaign planning, event execution, or sprint tracking.
Cuts software costs by consolidating tools. For example, teams of 100 that switch to Lark can save $25,200 or more–calculate your savings.
Cons:
As with any highly customizable platform, it may take some time for new users to learn all the features.
Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Asana – Best for agile teams & cross-functional workflows
Image source: asana.com
Asana offers a user-friendly interface that simplifies task creation, assignment, and tracking. It is particularly popular among teams that emphasize Agile methodologies. By supporting list, board, and timeline views, Asana caters to various project organization styles.
Key features:
Multiple visualization modes: Offers list, board, and timeline views to suit different working styles.
Integrated workflow automation: Connects with other tools and apps to boost efficiency.
Agile empowerment: Customizable boards aid in the smooth execution of Agile methodologies.
Portfolio management: Ability to bundle projects into portfolios for overall visibility.
Pros:
Excellent for cross-functional teams needing structured yet flexible task management.
Strong integration capabilities boost productivity.
A clean, modern user interface facilitates quick onboarding.
Cons:
The free version is limited in advanced features, which might pose challenges for complex projects requiring deep reporting and resource management.
May not provide sufficient granularity for very large projects with numerous dependencies.
Pricing:
Free plan for up to 10 users, with unlimited projects and tasks
Paid plans start at $10.99/user/month (billed annually)
Monday.com – Best for visual project management & customizable workflows
Image source: monday.com
Monday.com is acclaimed for its bright, highly visual interface that simplifies project oversight. The platform employs flexible boards that support interlinked spreadsheets, making it especially beneficial for teams that require a customizable and dynamic work operating system.
Key features:
Visual layout: Provides a highly engaging, intuitive visual interface.
Customizable boards: Tailor workflows based on team-specific needs.
Automation capabilities: Users can integrate automated notifications and workflow triggers.
Integration friendly: Easily connects with various third-party business tools.
Pros:
Powerful visualization to track progress, tasks, and deadlines.
Flexible, customizable environment that grows with your workflow requirements.
Streamlined collaboration with integrated communication tools.
Cons:
Pricing may be on the higher side for larger teams or enterprises.
Some advanced features may lag behind those found in specialized project management apps.
Pricing:
Free plan for up to 2 users
Paid plans start at $9/user/month (billed annually)
ClickUp – Best platform for power users
Image source: clickup.com
ClickUp markets itself as an all-in-one project management platform that consolidates task management, note-taking, documentation, and collaboration into a single, integrated space. This consolidation is particularly advantageous for teams weary of juggling multiple tools.
Key features:
Integrated platform: Combines various project management functionalities, reducing the need for additional software.
Customizable views: Supports list, board, and calendar views among others.
Robust integration: Easily connects with well-known software and tools for a seamless experience.
Deep functionality: Offers extensive customization that allows power users to tweak almost every element of their practice.
Pros:
Rich feature set ideal for complex project management needs.
Offers a wide range of visual options and reporting capabilities.
Cost-effective given its broad range of integrated functionalities.
Cons:
The extensive features may lead to a steep learning curve for smaller teams or new users.
Overabundance of options might initially overwhelm users who prefer streamlined interfaces.
Pricing:
Free plan. Unlimited projects and unlimited users but only 60MB of storage.
Paid plans start at $7/user/month (billed annually)
Smartsheet – Best for traditional spreadsheet users
Image source: smartsheet.com
Smartsheet stands out for its familiar, spreadsheet-based layout that appeals to users who prefer structured, grid-like project management. It offers powerful automation and reporting tools tailored for teams comfortable with spreadsheet paradigms.
Key features:
Spreadsheet interface: An intuitive grid layout makes it accessible for users with Excel experience.
Automation: Delivers extensive automation capabilities that allow dynamic process adjustments.
Robust reporting: Provides in-depth and customizable reporting for complex projects.
Integration options: Easily connects with popular business tools for smoother workflows.
Pros:
Excellent for teams that are accustomed to traditional spreadsheet functionalities.
Powerful automation features substantially reduce manual data entry.
Highly capable reporting engine that suits both simple and complex reporting needs.
Cons:
The breadth of options may result in a steep learning curve.
Advanced features can incur additional costs, making budgeting more complex.
Pricing:
No free plan available
Paid plans start at $9/user/month (billed annually)
Jira – Best for agile software development teams
Image source: atlassian.com
Jira, developed by Atlassian, is a one of the most popular agile project management software in the market. It is primarily designed for software development and IT teams. Its comprehensive issue-tracking capabilities and support for Agile and Scrum methodologies have made it a staple among technical teams.
Key features:
Agile and scrum focus: Provides robust support for sprint planning, backlog management, and iterative development.
Customization and plugins: Extensive customization options through a wide ecosystem of plugins.
Issue tracking: Efficiently manages bug tracking and task assignment.
Detailed reporting: Offers real-time insight into project progress and team performance.
Pros:
Highly effective for managing software development projects with strong Agile support.
Extensive customization options enable tailored workflows.
A large ecosystem of plugins enriches functionality, ensuring adaptability across different technical environments.
Cons:
Its complexity can be overwhelming, particularly for non-technical teams or small projects.
May not be well-suited for traditional project management beyond software development contexts.
Pricing:
Free plan for up to 10 users
Paid plans start at $7.53/user/month (billed annually)
Trello – Best for simple kanban-style task management
Image source: trello.com
Trello is recognized for its simplicity and ease of use. With a Kanban board interface and intuitive drag-and-drop functionality, it is ideal for teams dealing with straightforward task management and who favor visual organization.
Key features:
Kanban boards: Offers an intuitive drag-and-drop interface that makes task tracking simple.
Collaboration: Promotes transparency and communication with visually accessible boards.
Ease of use: Minimal learning curve contributes to rapid team adoption.
Integration: Easily integrates with Google apps, such as Google Calendar, and other collaborative tools.
Pros:
Exceptionally user-friendly interface that makes onboarding quick.
Excellent for smaller teams and projects that do not require intricate reporting.
Supports visual task management efficiently with a simple layout.
Cons:
Lacks advanced project management features required for more complex projects.
The simplicity may become a limitation as the number of tasks and boards increases, leading to potential disorganization.
Pricing:
Free plan for up to 10 users
Paid plans start at $5/user/month (billed annually)
Microsoft Planner – Best for complex waterfall project scheduling
Image source: microsoft.com
Microsoft Planner (formerly called Microsoft Project) remains a long-standing tool for organizations that require meticulous project planning and resource management. Its powerful scheduling capabilities and Microsoft ecosystem integration make it a preferred choice for detailed, waterfall-based projects.
Key features:
Powerful scheduling: Offers advanced scheduling tools including Gantt charts and dependency mapping.
Resource management: Provides detailed tools for tracking resources across complex projects.
Familiar microsoft interface: Seamless integration with other Microsoft products, such as Microsoft Teams, enhances usability.
Detailed reporting: Suitable for large projects with extensive task hierarchies.
Pros:
Robust functionality designed for complex project scheduling and resource planning.
Integrates well with Microsoft tools, ensuring familiarity for many corporate users.
Highly detailed reporting capabilities for in-depth project analysis.
Cons:
The steep learning curve may hinder initial adoption.
High licensing costs, particularly for cloud-based versions, may pose financial challenges for smaller teams.
Pricing:
No free plan available
Paid plans start at $10/user/month (billed annually)
Adobe Workfront – Best for enterprise-level creative collaboration
Image source: business.adobe.com
Adobe Workfront is a popular enterprise project management software, catering to large organizations with diverse project management needs. Its comprehensive features include resource management, portfolio planning, and detailed reporting. Additionally, the integration with Adobe Creative Cloud provides added value for creative teams.
Key features:
Enterprise-grade functionality: Designed for large organizations with complex project structures.
Resource and portfolio management: Enables detailed oversight of projects and resource allocation.
Creative cloud integration: Seamlessly pairs with Adobe Creative Cloud, benefiting creative teams.
Robust reporting: Provides in-depth reports for extensive project performance analysis.
Pros:
Comprehensive suite ideal for enterprise users with a high demand for project oversight.
Excellent integration with Adobe tools enhances creativity and collaboration.
Strong reporting and portfolio management capabilities.
Cons:
Complexity and cost may be excessive for smaller teams or less complex projects.
Requires specialized knowledge for advanced customization and configuration.
Pricing:
No free plan available
Pricing only available upon request
Workamajig – Best for creative and marketing agencies
Image source: workamajig.com
Workamajig targets creative agencies and marketing teams by combining project management with resource allocation and financial tools. It focuses on streamlining workflows specifically for industries where creative output and financial tracking are critical.
Key features:
Agency-specific workflows: Tailored for creative and marketing environments with specialized tools.
Resource and financial management: Offers integrated solutions for tracking project costs and resources.
Collaboration tools: Facilitates cross-team communication and project transparency.
Customization: Provides options to tailor workflows to agency-specific needs.
Pros:
Excellent for creative agencies that require detailed budgeting alongside project management.
Comprehensive in scope, combining resource allocation with financial tracking.
Enhances collaboration among creative and design teams with industry-specific tools.
Cons:
May be overly complex and expensive for smaller teams or projects unrelated to creative industries.
The specialized focus might limit its applicability to broader, non-agency environments.
Pricing:
No free plan available
Paid plans start at $37/user/month (billed annually)
ProofHub – Best for teams needing a predictable pricing model
Image source: proofhub.com
ProofHub offers an all-in-one platform that centralizes project management and team collaboration into a single, cohesive space. Unlike most other project management tools, if offers flat-rate pricing for unlimited users, making it a predictable and budget-friendly choice for growing teams that want to avoid per-user costs.
Key features:
Flat-rate pricing: A single monthly fee for unlimited users, removing financial penalties for team growth.
Integrated toolset: Combines task management, Gantt charts, discussions, and online proofing tools.
Custom roles: Provides granular control over user permissions and access levels.
Centralized collaboration: Keeps all communications, files, and approvals in one place to maintain clarity.
Pros:
Highly cost-effective for large or scaling teams due to the unlimited user model.
All-in-one nature reduces the need for multiple software subscriptions.
Intuitive interface requires minimal training for team onboarding.
Cons:
Lacks some of the deep, specialized features found in dedicated Agile or enterprise-grade platforms.
Fewer third-party integrations compared to more established competitors.
Pricing:
No free plan available, but a 14-day free trial is offered.
Paid plans start at $45/month (billed annually) for unlimited users.
Wrike – Best for large teams with structured workflows
Image source: wrike.com
Wrike is a robust and highly scalable project management platform designed for enterprise-level needs. It excels at managing complex projects and providing deep visibility into resource allocation and team workloads, making it a powerful choice for large organizations that depend on structured planning and detailed oversight.
Key features:
Enterprise-grade resource management: Offers advanced workload views and effort-planning tools.
Customizable workflows: Allows teams to build custom request forms, dashboards, and automated workflows.
Multiple work views: Supports Gantt charts, Kanban boards, tables, and calendars to suit different needs.
Powerful analytics: Provides advanced analytics and reporting for in-depth performance tracking.
Pros:
Excellent for managing resources and capacity across multiple complex projects.
Highly versatile and customizable to adapt to specific enterprise workflows.
Provides enterprise-level security features and robust integrations.
Cons:
The extensive feature set can create a steep learning curve for new users.
Pricing can become costly, especially for smaller teams or those needing advanced features.
Pricing:
Free plan available for small teams.
Paid plans start at $10/user/month (billed annually).
Best for: Wrike is best for large teams and enterprises that require a secure platform for managing multiple projects and resources at scale.
Basecamp – Best for SMBs favoring low administrative overhead
Image source: basecamp.com
Basecamp is designed around simplicity and clear communication, consolidating to-do lists, messages, scheduling, and file storage into one place. Its minimalist, non-technical approach is perfect for teams that want to reduce complexity and administrative overhead, focusing on collaboration rather than intricate project tracking features.
Key features:
Centralized project spaces: Each project has a single page with all its to-dos, schedules, documents, and discussions.
Message boards & pings: Replaces scattered email chains and chats with organized, topic-based conversations.
Hill charts: A unique visual tool to track the progress of to-do lists without relying on percentages or estimates.
Simple flat-rate pricing: Offers an all-inclusive plan with unlimited projects and users for a single monthly fee.
Pros:
Exceptionally easy to learn and use, facilitating quick team adoption.
Promotes clear communication and organizational transparency.
Affordable flat-rate pricing is great for growing businesses.
Cons:
Lacks advanced project management features like Gantt charts, dependencies, and detailed reporting.
May be too simplistic for managing complex projects with intricate workflows.
Pricing:
Free plan for up to 20 users and 3 projects.
Paid plan is $15/user/month (billed annually). A Pro Unlimited plan is also available for a flat $299/month.
Zoho Projects – Best for organizations with simple project management needs
Image source: zoho.com
Zoho Projects strikes a balance between comprehensive functionality and affordability, offering a rich set of project management tools that are both powerful and accessible. As part of the wider Zoho ecosystem, it is an excellent choice for businesses looking for a well-rounded solution that integrates seamlessly with other business applications.
Key features:
Comprehensive task management: Includes milestones, task lists, dependencies, and recurring tasks.
Time and issue tracking: Offers built-in timesheets, billing, and an issue tracker to manage bugs and problems.
Gantt and kanban views: Provides flexible project visualization with drag-and-drop Gantt charts and Kanban boards.
Zoho ecosystem integration: Connects seamlessly with other Zoho apps like Zoho CRM, Books, and Desk.
Pros:
Excellent value for money with a robust feature set at a competitive price point.
Deep integration within the Zoho suite creates a unified business operating system.
User-friendly interface with a moderate learning curve.
Cons:
The user interface, while functional, can feel less modern than some competitors.
The free plan is quite limited, making it suitable only for very small teams.
Pricing:
Free plan for up to 3 users and 2 projects.
Paid plans start at $4/user/month (billed annually).
Scoro – Best for managing project performance and financial outcomes
Image source: scoro.com
Scoro is an end-to-end work management platform that combines project management with CRM, billing, and financial reporting. It is specifically designed for professional services firms, agencies, and consultancies that need a single source of truth to manage the entire client work lifecycle, from the initial quote to the final invoice.
Key features:
Integrated business hub: Unifies project management, sales, billing, and reporting in one system.
Financial management: Tracks project profitability, budgets, and labor costs in real-time.
Detailed time tracking & billing: Offers advanced timesheet management and automated billing workflows.
Real-time dashboards: Provides a 360-degree view of business performance and project health.
Pros:
Provides a holistic view of the business by connecting projects to financial performance.
Excellent for agencies and consulting firms that need to manage profitability closely.
Streamlines the entire workflow from sales to project delivery.
Cons:
Can be expensive, with a higher starting price and a minimum user requirement.
The comprehensive nature of the platform can make it complex to set up and learn.
Pricing:
No free plan available.
Paid plans start at $19.90/user/month (billed annually).
Teamhood – Best for combining detailed scheduling with Agile responsiveness
Image source: teamhood.com
Teamhood is a visual project management tool that supports hybrid methodologies by seamlessly integrating detailed Gantt chart scheduling with flexible Kanban boards. This approach makes it ideal for teams, particularly in engineering and manufacturing, that need to manage long-term plans while maintaining day-to-day agility.
Key features:
Hybrid PM support: Natively combines interactive Gantt charts and Kanban boards in one view.
Visual workload management: Provides clear views of team member capacity and workload distribution.
Advanced Kanban boards: Features swimlanes for managing multiple projects or teams on a single board.
Time tracking: Includes built-in time tracking with estimates and reporting on individual tasks.
Pros:
Highly visual and intuitive interface makes complex planning accessible.
Excellent flexibility to support waterfall, Agile, or hybrid project management styles.
Strong feature set for resource and workload management.
Cons:
As a newer platform, it has a smaller library of third-party integrations than established tools.
The mobile application may not be as feature-rich as the desktop version.
Pricing:
Free plan available for unlimited users.
Paid plans start at $9.50/user/month (billed annually).
Notion – Best for integration of documentation with task management
Image source: notion.com
Notion is an all-in-one workspace that combines notes, documents, wikis, and project management into a single, highly customizable platform. Its modular, building-block approach allows teams to create their own tools and workflows, making it perfect for those who want to unify their knowledge base with their task management system.
Key features:
Modular workspace: Uses "blocks" to build custom pages with text, databases, calendars, and more.
Powerful databases: Create flexible databases with multiple views (boards, lists, galleries, timelines) to track anything.
Integrated docs & tasks: Seamlessly link documents and meeting notes directly to project tasks and timelines. Assign tasks to team members in docs.
Collaborative environment: Supports real-time editing, comments, and mentions to keep teams in sync.
Pros:
Extremely flexible and customizable to fit virtually any workflow.
Effectively combines knowledge management and project management, reducing tool sprawl.
Clean, minimalist interface promotes focus and clarity.
Cons:
The "do-it-yourself" nature can be overwhelming and requires an initial time investment to set up.
Lacks some dedicated PM features like advanced reporting or built-in time tracking out of the box.
Pricing:
Free plan available for individuals.
Paid plans start at $10/user/month (billed annually).
Airtable – Best for flexible automated data organization
Image source: airtable.com
Airtable elevates the familiar spreadsheet into a powerful and flexible database, allowing users to organize any type of information, project, or data. Its ability to create relationships between data, build custom views, and automate workflows makes it ideal for teams that need to manage complex information in a collaborative and visual way.
Key features:
Spreadsheet-database hybrid: Combines the simplicity of a spreadsheet with the power of a relational database.
Multiple custom views: Transform data into various views like Kanban, Gantt, Calendar, Gallery, and Form.
Powerful automation: Build custom workflows to streamline repetitive tasks and workflows.
Interface designer: Create custom visual interfaces and dashboards using its drag and drop functionality.
Pros:
Incredibly flexible for managing structured data, inventories, and custom project workflows.
Easy for teams familiar with spreadsheets to get started.
Robust automation and integration capabilities extend its functionality significantly.
Cons:
Can become expensive as usage grows and more advanced features (like Gantt charts) are needed.
Requires initial setup to function as a project management tool; not a ready-made solution.
Pricing:
Free plan available with generous limits.
Paid plans start at $20/user/month (billed annually).
Teamwork – Best for client-facing teams
Image source: teamwork.com
Teamwork is a project management platform built specifically for client work and service-based businesses. It provides a robust set of tools for managing projects, tracking time, and billing clients, while also offering features that allow for seamless client collaboration and communication, all within a single environment.
Key features:
Client collaboration: Allows clients to be invited to projects with specific permissions to view progress and comment.
Integrated time tracking & billing: Track time on tasks and generate invoices directly from projects.
Portfolio management: Get a high-level view of all projects to manage resources and priorities effectively.
Profitability tracking: A built-in feature to track project budgets and ensure profitability.
Pros:
Excellent for managing client projects and improving stakeholder transparency.
Balances project management with essential financial features for service businesses.
Comprehensive feature set offers good value for the price.
Cons:
The interface can feel busy and slightly complex for first-time users.
Some advanced reporting features are limited to the highest-tier plans.
Pricing:
Free plan available for up to 5 users.
Paid plans start at $10.99/user/month (billed annually).
Mach-AI – Best solution covering cost management and capacity planning
Image source: mach-ai.com
Mach-AI is an all-in-one project management platform that uses artificial intelligence to provide predictive insights into project costs, timelines, and team capacity. It distinguishes itself by offering a comprehensive suite of features, including advanced financial and resource planning, within a remarkably generous free version.
Key features:
AI-powered insights: Uses AI to forecast project outcomes and identify potential risks.
Integrated cost & capacity planning: Combines budget tracking, cost management, and resource allocation in one place.
Functional free version: Offers a robust feature set, including unlimited tasks and projects, at no cost.
Automated reporting: Generates reports on team utilization, budget variance, and project progress.
Pros:
The feature-rich free version provides exceptional value for teams on a budget.
Strong focus on financial forecasting and resource planning.
AI-driven suggestions can help teams make more proactive, data-informed decisions.
Cons:
Being a newer platform, its integration ecosystem may be less developed than competitors'.
The AI-centric approach might have a steeper learning curve for users seeking simple task management.
Pricing:
Free plan available with unlimited projects and tasks.
Paid plans start at $10/user/month (billed annually).
Types of project management software
The market offers a diverse range of project management apps, each tailored to different needs, team structures, and project complexities:
Cloud-based (SaaS) solutions
These platforms are hosted by the vendor and accessed via the internet. They offer significant advantages in terms of accessibility (from anywhere with an internet connection), real-time data synchronization for all users, automatic updates, and typically operate on a subscription-based pricing model, which can be cost-effective.
Agile project management tools
Specifically designed to support Agile methodologies like Scrum, Kanban, or Lean, these tools are popular in software development and other fast-paced industries. They often feature sprint planning boards, backlog grooming capabilities, burndown/burnup charts, and facilitate iterative development cycles and continuous feedback.
Integrated/all-in-one platforms
These comprehensive solutions aim to provide a holistic suite of functionalities beyond core project management. They often combine project planning with document management, team communication channels (chat/forums), time tracking, invoicing, and sometimes even CRM features, thereby reducing the need for multiple disparate software tools.
Traditional/Waterfall focused software
Some tools are geared more towards traditional project management methodologies like Waterfall, which emphasize linear phases and upfront planning. These often feature robust Gantt chart capabilities, critical path analysis, and detailed dependency management, making them suitable for projects with well-defined scopes and sequential tasks.
Understanding these distinct categories allows organizations to select a solution that best aligns with their established workflows, typical project complexity, and collaborative requirements.
Read more: Waterfall vs. Agile: Which Project Management Methodology Is Right for You in 2025?
Project management software features to look for
While what is considered the best project management software depends on your team's specific needs, truly effective project management software often includes:
Comprehensive task management
The ability to create, assign, prioritize tasks, set deadlines, add subtasks, define dependencies, and track status is fundamental for accountability and progress monitoring.
Effective collaboration tools
Features like real-time commenting on tasks, file sharing with version control, @mentions to notify team members, and shared team calendars facilitate clear communication and a shared understanding of project activities.
Visual planning and scheduling
Gantt charts for timeline visualization and dependency tracking, Kanban boards for workflow management, and project calendars provide clear visual overviews that help project teams understand project structure and status at a glance.
Insightful reporting and analytics
Customizable dashboards and project management reporting tools that provide data-driven insights into project progress, resource utilization, budget tracking, and potential bottlenecks are essential for informed decision-making and performance monitoring.
Resource allocation and planning
Capabilities to manage team members' workloads, track their availability, and allocate them effectively to tasks and projects ensure optimal use of your most valuable assets and help prevent burnout.
Time management and tracking
Integrated time tracking features are crucial for accurately billing clients, processing payroll, analyzing project profitability, and understanding where team effort is being expended.
Customizability and workflow automation
The ability to tailor the platform (e.g., custom fields, statuses, templates) to your organization's specific processes and to automate repetitive tasks (like notifications or task creation based on triggers) significantly enhances efficiency.
Mobile accessibility
Robust mobile applications for iOS and Android allow team members to stay updated, manage tasks, and collaborate while away from their desks, ensuring productivity for remote or field-based project teams.
Robust integration ecosystem
The ability to connect smoothly with a wide range of third-party applications (e.g., CRM, accounting, file storage, communication tools) ensures seamless data flow and a more unified operational environment.
Benefits of project management software
Investing in project management software solutions offer a multitude of advantages that can significantly enhance team performance and project outcomes. These tools go beyond simple task tracking, providing a framework for efficiency and collaboration. Here are some key benefits:
Improved organization and centralized information
Project management software acts as a single source of truth, centralizing all project-related information, including tasks, deadlines, documents, communications, and resources. This reduces confusion, minimizes scattered information, and ensures everyone is working with the most up-to-date details.
Enhanced team collaboration
These platforms facilitate seamless teamwork by providing features for real-time communication, clear task assignments, file sharing, and progress updates. This is especially crucial for remote or distributed teams, ensuring everyone stays connected and aligned.
Visual project timelines
Gain clear oversight of your project's schedule with features like Gantt charts and timelines. These visual project timelines allow teams to easily see task dependencies, critical paths, milestones, and overall project progress at a glance, making it easier to anticipate bottlenecks and manage deadlines effectively.
Streamlined task management
Efficiently create, assign, track, and manage tasks. With features like priority setting, status updates, and notifications, teams can stay on top of their responsibilities, leading to increased accountability and better workload distribution.
Improved resource management
Optimize the allocation and utilization of resources, including personnel, budget, and equipment. Project management tools provide visibility into resource availability and workloads, helping to prevent overallocation and ensure resources are used effectively.
Higher efficiency
By improving planning, tracking, and collaboration, project management software helps teams to complete projects efficiently. Clear visibility into progress and potential roadblocks allows for proactive adjustments, keeping projects on schedule and within budget, ultimately leading to successful delivery of objectives.
Better risk management
Many tools offer features to identify, track, and mitigate potential risks. Early identification of issues allows teams to address them proactively, minimizing their impact on the project's timeline and budget.
Standardized processes and reporting
Implement consistent project management methodologies across your organization. These tools often come with reporting features that provide valuable insights into project performance, team productivity, and resource allocation, aiding in data-driven decision-making.
Increased accountability
With clearly defined roles, responsibilities, and transparent task tracking, team members are more accountable for their contributions, leading to improved ownership and performance.
By leveraging these benefits, organizations can transform their project execution, leading to higher success rates, reduced stress, and better overall business outcomes.
Tips for successful implementation
Choosing the right software is only half the battle. A successful rollout is critical for getting a good return on your investment. A powerful tool that no one uses is worthless. Here are a few tips to ensure smooth team adoption.
Get leadership buy-in: Implementation should be championed from the top down. When leaders actively use and advocate for the new tool, it signals its importance and encourages the rest of the team to get on board.
Establish clear "Rules of the Road": Don't just give your team a login and wish them luck. Create and share a simple document outlining how the tool should be used. For example: "All task requests must be submitted via the form," or "Project updates will be posted as a comment on the main project card every Friday."
Provide hands-on training: Host a training session (or two) to walk the team through the core workflows they'll be using every day. Record the session so new hires can watch it later.
Celebrate early wins: Once the tool is up and running, highlight a project that was completed more smoothly or a process that was made easier because of the new software. Showing tangible benefits is the best way to win over skeptics and build momentum.
Conclusion
Selecting the right project management software based on your team's needs is a significant step for enhanced efficiency and project success. From project planning to project tracking, teams can collaborate more effectively, stay focused on objectives, and navigate the complexities of modern projects.
Among all the products on the list, Lark's solution stands out from the rest. It is not simply a project management software, but a task management, knowledge management, scheduling, videoconferencing, calendar, messaging, and document tool all rolled into one. This means you can consolidate your operations, like CRM from sales, campaign management for marketing, applicant trackers for HR, and so much more. This not only simplifies team collaboration but also leads to significant savings. For example, if your company with 100 employees is using Slack, Microsoft Teams, and Asana, you can save around $25,200 per year by switching to Lark.
Frequently asked questions
What are the main tools of project management?
Key project management functionalities, often delivered through software tools, include:
Task Management: Creating, assigning, and tracking individual tasks and subtasks.
Scheduling & Planning: Utilizing features like Gantt charts, timelines, and calendars for project roadmaps and milestone tracking.
Collaboration Platforms: Enabling team communication, file sharing, and collective problem-solving.
Reporting & Analytics Tools: Providing insights into project progress, resource utilization, and budget tracking.
Issue & Risk Tracking: Identifying, logging, and managing potential problems or risks that could impact the project.
Resource Management Software: Assisting in effectively allocating and managing personnel, equipment, and budgets.
Modern tools often consolidate these capabilities into all-in-one platforms, though specialized options for specific needs (e.g., Agile methodologies or particular project aspects) also exist.
Are there any free project management software?
Yes, there are project management tools that offer free plans, such as Lark, ClickUp, and Monday. Most project management tools also offer limited time free trials, such as Asana, Trello, and Jira. Unlike other project management software, Lark's free plan is the most generous, giving up to 20 members access to 11 powerful tools and workflow automation. With Lark, teams not only get a free project management tool, but also task management software, knowledge management, team collaboration, and more.
What is a project management tool?
A project management tool is software designed to help plan, organize, execute, monitor, and control projects. It aims to streamline processes, boost efficiency, and help achieve project goals within the defined scope, time, and budget. Core functions typically cover task and schedule management, resource planning and allocation, progress tracking, collaboration features, and reporting.
What are the 5 C's of project management?
The "5 C's" highlight critical elements for successful project management:
Clarity: Clearly defined project goals, scope, deliverables, roles, and responsibilities, ensuring everyone understands what to do and who does it.
Communication: Effective, consistent, and transparent information flow among all stakeholders through regular updates, feedback mechanisms, and clear reporting.
Collaboration: Promoting teamwork and cooperation, with open information sharing and individuals working together towards common project objectives.
Control: Implementing processes to monitor project progress against the plan, manage risks and issues, handle changes effectively, and ensure quality standards are met.
Closure: Formally finalizing all project activities, obtaining stakeholder approval, archiving documents, releasing resources, and conducting a post-project review for lessons learned.
Project management tools directly support these "5 C's" by facilitating clear documentation, centralized communication, shared workspaces, progress tracking, and organized record-keeping for closure.
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