What are project management tools?

In today's fast-paced business world, project management is crucial for success. It embraces processes like planning, organizing, and allocating resources and helps to achieve specific goals within a specific timeframe. However, manually overseeing projects can be difficult, inefficient, and prone to errors. To address these challenges, companies use project management software that provides many features to simplify these processes.

In this article we’ll explore different project management tools, their types, advantages, and how to choose the right one for your business. Additionally, you will find some advice on improving project results.

1. Microsoft Project

Microsoft Project, an integral part of the widely used Microsoft suite, combines project management features from other Microsoft applications into one platform. It's praised for its effectiveness with single projects, but isn't as popular for handling multiple projects simultaneously. If you manage many projects, you might explore alternatives to Microsoft Project in a comprehensive list here.

Advantages and Disadvantages

Microsoft Project is equipped with a comprehensive toolkit designed for efficiency-oriented teams. You will find features like Gantt charts, boards, and various resource management tools essential for working with tasks within the team.

This software works best alongside other Microsoft products such as Outlook, Teams, and SharePoint for smooth collaboration and cross-functional work. However, users looking for a standalone project management solution may not prefer this reliance on the broader Microsoft ecosystem.

Principal Features

• Microsoft Project’sintegration with Power BI enhances its value by offering quick access to both overall and individual project progress through interactive dashboards.
• The Gantt view facilitates an overview of impending deadlines, potential obstacles, and progress.
• Budget tracking features aid in monitoring expenses to ensure projects stay within budget and on schedule.

Integration Strengths

Microsoft Project perfectly integrates with other apps within the Microsoft family. However, when it comes to third-party applications, you will not find many options: Slack, Google Calendar, HubSpot and little more.

Pricing Options

• Project Plan 1: $10 per user/month
• Project Plan 3: $30 per user/month
• Project Plan 5: $55 per user/month
• On-premises solutions: Differently priced

User Feedback and Evaluations

Users find Microsoft Project useful for handling complex projects but criticize its high cost, particularly the need for extra licenses for other Microsoft tools.

Its Capterra rating stands at 4.4 out of 5, based on over 1,700 reviews.

Support Resources

Getting started with Microsoft Project might take a lot of time at first. Good news is that there’s plenty of help available. You can access training materials, FAQs, and a community hub for support. For additional assistance, users can submit tickets via the Microsoft Admin Center. Paying a bit more, you can also get premium support services.

2. GanttPRO

GanttPRO is a project management tool known for its detailed Gantt chart features, which help in planning and visualizing projects. It's suitable for various project management tasks, from basic organization to intricate scheduling. This makes it an ideal choice for project managers seeking precision and clarity in their planning processes.

Advantages and Disadvantages

GanttPRO offers a structured and visual way to manage projects. How does it do this? By taking as a basis easy-to-use Gantt charts for scheduling tasks, tracking dependencies, and monitoring progress. It's truly great for meeting deadlines and managing resources efficiently.

However, if you prefer a super flexible Kanban system or need to set up many integrations, you may find better suited options. GanttPRO's emphasis on Gantt charts may not be suitable for all projects or teams used to a less structured approach.

Principal Features

• GanttPRO offers powerful Gantt chart capabilities that are crucial for planning and visualizing projects in detail.
• Its resource allocation and workload management possibilities ensure that projects are implemented as planned and without overburdening those in charge.
• Features like task dependencies, milestones, and critical path analysis help in meticulous project planning and execution.
• The app includes collaboration tools for team communication, file sharing, and feedback collection.

Integration Strengths

GanttPRO offers integration with popular tools such as Google Drive, Slack, and more. Though its selection may not be as extensive as for some other competitors.

Pricing Options

• Individual - price from $9.99 per month, if you pay for the year at once
• Team - starting from $7.99 per user/month (billed annually)
• Enterprise - custom pricing for advanced needs and larger teams

User Feedback and Evaluations

Users frequently praise GanttPRO for its detailed project planning and tracking features. You will find opinions particularly valuing the clarity and control it provides in project management.

GanttPRO receives positive reviews across platforms for its effectiveness in scheduling projects and managing resources.

Support Resources

GanttPRO offers customer support via email, live chat, and a detailed knowledge base. This ensures you receive guidance and assistance whenever you need help navigating its features. The platform strives to provide a seamless user experience, with resources available to help you make the most of its project management capabilities.

3. Asana

Asana is a highly popular project management platform, suitable for businesses of any size. It combines project planning, file storage, visualization tools, and other valuable features.

Advantages and Disadvantages

Asana positions itself as a comprehensive project management solution. It offers a suite of tools for managing work and resources. Nonetheless, it falls short in providing advanced proofing features and streamlined governance setup across accounts. This may pose challenges for users managing complex projects.

Principal Features

• Workflow builder feature that enables users to design custom workflows.
• Working with strategic goals, setting directions and establishing performance metrics for teams.
• The app offers an aesthetically pleasing method to track resources, deadlines, and project progress.

Integration Strengths

Asana has a list of over 200 app integrations.

Pricing Options

• Basic: Free
• Premium: $13.49 per user/month
• Business: $30.49 per user/month
• Enterprise: Custom pricing

User Feedback and Evaluations

Customers generally highlight Asana’s effectiveness in keeping teams aligned and informed. However, some feedback indicates the interface may occasionally be difficult to navigate or interpret.

Asana’s ranking on Capterra is 4.5 out of 5, based on feedback from over 12,000 users.

Support Resources

Asana provides various support channels. Though, it lacks immediate contact options like phone support or live chat, which can delay prompt assistance. Training is available, yet some users find it lacks depth

4. Monday.com

Monday.com stands out as a widely chosen option in the project management realm. It offers various templates and tools to help teams work more efficiently. While it provides clear visibility into project activities, it can sometimes be difficult to find important details within long lists of events.

Advantages and Disadvantages

Monday.com is renowned for its user-friendly interface and comprehensive project management. Its capabilities include features such as automation, customizable dashboards, and a vast template library.

The main drawback lies in its spreadsheet-like interface which can become cluttered and potentially lead to oversight of critical information. Additionally, the lack of native proofing tools and sufficiently advanced analytics may not meet the needs of more complex organizations.

Principal Features

• Custom dashboards which provide project managers and team leaders with the ability to quickly assess progress through real-time data on timelines and budgeting.
• Facilitates workflow efficiency with automation features that can trigger reminders as deadlines approach and implement 'if this, then that' scenarios to accelerate project execution.
• Offers access to over 100 templates for a quick project initiation.

Integration Strengths

Though not as extensive in integrations as some rivals, Monday.com supports essential applications like Google, Slack, Salesforce, and others.

Pricing Options

• Individual: Free
• Basic: $30 per month
• Standard: $36 per month
• Pro: $60 per month
• Enterprise: Custom pricing

User Feedback and Evaluations

The majority of reviews for Monday.com are positive. Users highlight its intuitive navigation and the ease of team communication and collaboration. However, some still note that platform's layouts can be overwhelming for tracking information across various projects or tasks.

Capterra rating is 4.6 out of 5 from over 3,800 customers.

Support Resources

Support is available to all Monday.com users. Although, it lacks direct human assistance.

5. Adobe Workfront

Adobe Workfront is highly regarded among marketing teams for its project management capabilities. It offers a broad range of features that often justify its higher price point. This is especially true for large, enterprise organizations in need of advanced functionalities.

Advantages and Disadvantages

Adobe Workfront is equipped with essential project management tools. You will get different interface visualization options, reporting functions, advanced dashboards, and the robust proofing and asset management features.

Some negative aspects concerning user interface is that it may fall short in terms of ease of use and promoting collaboration. Additionally, potential users should explore its Digital Asset Management (DAM) feature, before subscribing. It doesn't always receive positive feedback.

Principal Features

• Scenario planner that enables planning for various future scenarios with tools to create and assess possible outcomes and prepare appropriate responses.
• Features that facilitate the establishment of clear, measurable objectives and ensure team alignment throughout the project lifecycle.
• Detailed dashboard that provide comprehensive oversight of all the workflows and simplify tracking of broad organizational goals or specific project metrics.

Integration Strengths

Being a part of the Adobe ecosystem, Workfront presents easy integration with many Adobe platforms, including Creative Cloud. Options for other third-party integrations are somewhat limited.

Pricing Options

• Select: Custom quote
• Prime: Custom quote
• Ultimate: Custom quote

User Feedback and Evaluations

Many users praise Workfront for its sophisticated analytics and collaborative functionalities.Within the complaints, you can find a lack of additional tools for more intricate project management needs.

The platform holds a Capterra rating of 4.4 out of 5, based on reviews from over 1,300 customers.

Support Resources

Adobe Workfront provides a standard support service accessible five days a week. The absence of a free trial period is a significant inconvenience, since prospective users cannot explore the platform firsthand before committing.

6. Smartsheet

Smartsheet stands out as a project management tool that leverages cloud-based spreadsheet technology and automated processes to enhance project and task management.

Advantages and Disadvantages

Smartsheet offers advanced technical features, making it great for big organizations and complicated projects. But if you're not used to complex spreadsheets, it might take time to learn. Also, the cost of add-ons can add up and affect your budget.

Principal Features

• Smartsheet facilitates efficient, precise, and swift task completion by equipping users with the automation possibilities through customizable templates.
• The platform includes content management features like progress tracking dashboards, automatic notifications, and tools for managing resources effectively.
• It also offers comprehensive visualization of project data, team activities, and organizational objectives through detailed dashboards.

Integration Strengths

Apart from offering over 100 integrations, Smartsheet extends users' through connecting platforms such as Zapier and Automate.io,.

Pricing Options

• Free
• Pro: $9 per user/month (limited to 10 users)
• Business: $32 per user/month (requires a minimum of 3 users)
• Enterprise: Customized pricing

User Feedback and Evaluations

Smartsheet is usually acknowledged by users for its possibilities to swiftly set up forms and workflows. Yet, you can read many concerns about similar limitations to those found in Excel or Google Sheets, but with additional costs.

The platform has earned a Capterra rating of 4.5 out of 5, based on over 2,900 reviews.

Support Resources

Smartsheet provides comprehensive training materials and in-depth guides for navigating its complex features. However, you won’t find instant support options like phone or live chat.

7. Jira

Jira, now a cornerstone of the Atlassian Group, began as a tool designed for software development. Over time, it has evolved into a comprehensive platform, comprising Jira Software, Jira Core, and Jira Work Management. Together, these segments provide work management solutions for teams of varying sizes.

Advantages and Disadvantages

Jira is a generally user-friendly platform. You will benefit from straightforward data import and export processes. Its customizability allows teams to modify workspaces and align them with specific business workflows.

On the downside, Jira is tailored for Agile methodologies. This makes the app unsuitable for Waterfall approaches. The absence of built-in resource planning, proofing, and project reporting functionalities may also restrict some teams. Additionally, its pricing model places it on the higher end of the market options.

Principal Features

• Jira’s dashboards offer a concise overview of project planning, progress tracking, and due dates, and they can be shared to keep colleagues informed.
• The unique search functionality with Jira Query Language and targeted filters streamlines the search process for tasks and projects.
• It helps teams to customize intake forms to simplify the process and reduces back-and-forth communication and expediting outcomes.

Integration Strengths

Jira offers seamless integration with other Atlassian Group components

Pricing Options

• Free: $0 per user/month
• Standard: $7.75 per user/month (average, billed monthly)
• Premium: $15.25 per user/month (average, billed monthly)
• Enterprise: Custom pricing

User Feedback and Evaluations

Jira is lauded for its extensive integration options and effectiveness in issue management. Nonetheless, the platform’s complexity may pose challenges for users outside of IT or those new to such advanced tools.

Its Capterra rating is 4.4 out of 5 as seen from over 13,200 reviews.

Support Resources

Jira excels in providing ticket-based assistance. It further offers comprehensive training and resources to help users navigate its difficult features.

8. ClickUp

ClickUp is recognized as a robust project management tool suitable for teams of varying sizes. In particular, those working remotely. It encompasses all essential management features needed for task planning, organization, and oversight.

Advantages and Disadvantages

ClickUp offers a comprehensive project management toolset at an affordable price. It includes key functionalities such as workflow automation, Gantt charts, and resource allocation tools.

Sometimes the software experiences notable bugs and downtime. Additionally, its proofing and approval processes are somewhat lacking in comparison to other platforms.

Principal Features

• The app serves as a centralized repository for all internal documents, wikis, and FAQs, facilitating quicker and smoother onboarding processes.
• It facilitates the breakdown of tasks into manageable actions, the identification of obstacles, and enhances progress monitoring.
• It allows for the visual mapping of projects and tasks, and everyone's roles in achieving objectives.

Integration Strengths

ClickUp can be connected with major third-party applications such as Slack, Google Calendar, Outlook, HubSpot, and others.

Pricing Options

• Free Forever: $0
• Unlimited: $9 per user/month
• Business: $19 per user/month
• Business Plus: $29 per user/month
• Enterprise: Custom pricing

User Feedback and Evaluations

Users value ClickUp for its ability to streamline client feedback gathering and task/project tracking. However, an often mentioned drawback is the potential overload of notifications on dashboards and in emails.

The platform has a Capterra rating of 4.7 out of 5, based on reviews from over 3,600 customers.

Support Resources

ClickUp lacks phone support, but it provides email support and various other resources. There’s no community forum, which can be an invaluable learning and support resource for some users.

9. Basecamp

Basecamp is an intuitive platform, particularly suited for smaller teams looking for project management tools with scheduling, collaboration, and tracking functionalities.

Advantages and Disadvantages

Basecamp’s first peculiarity is a pricing model. Users are charged based on features rather than the number of seats. This approach is particularly appealing to small or expanding businesses. It’s also quite simple which will ensure a minimal learning curve.

However, as organizations scale, Basecamp may fall short in providing the complex features needed for complex cross-functional teamwork. Also, although it includes a "Line-Up" feature for organizing tasks, it lacks the diverse work views offered by competitors.

Principal Features

• The platform clearly visualizes tasks, breaks down projects into structured lists with space for notes and attachments for each task.
• It facilitates uninterrupted communication within teams through dedicated message boards.
• Its deadline management features allows you to set due dates, monitor progress, identify obstacles, and integrate with calendars for comprehensive scheduling.

Integration Strengths

Basecamp might not boast as extensive an integration list as some platforms, but it connects with a variety of third-party applications.

Pricing Options

• Basecamp: $15 per user/month
• Basecamp Pro Unlimited: $349 per month (unlimited users)

User Feedback and Evaluations

Users appreciate Basecamp for its capability to centralize project work and advance team collaboration. However, some feedback indicates challenges with the interface, particularly with communication channels within the team.

Basecamp is rated 4.3 out of 5 on Capterra, based on over 14,100 customer reviews.

Support Resources

Basecamp commits to responding to inquiries submitted via its form within four minutes. The platform also offers additional help through tutorials and guides.

10. Trello

Trello stands out as a pioneering tool for Kanban-based project management. Apart from straightforward project visualization, you will get an intuitive and simple drag-and-drop functionality for task management. Its user-friendly nature promotes easy sharing and collaboration, even with external stakeholders.

Advantages and Disadvantages

Trello transforms task management into a more engaging experience with its visually appealing boards and user-friendly interface, making it a great tool for enhancing team productivity.

However, it falls short in providing comprehensive features for organization-wide project and portfolio management. Users requiring strategic planning and high-level project oversight might benefit from more feature-rich project management software.

Principal Features

• Trello offers a visually pleasing and straightforward drag-and-drop interface with widely-known Kanban boards.
• The platform allows for task customization with due dates, comments, and other necessary details.
• Users can create automated processes among cards to streamline task intake and accelerate project completion.

Integration Strengths

Trello supports over 200 integrations with leading work management tools like Google and Slack, and other useful options.

Pricing Options

• Free
• Standard: $6 per user/month
• Premium: $12.50 per user/month
• Enterprise: $17.50 per user/month (billed annually)

User Feedback and Evaluations

Trello’s users frequently denote its simple Kanban task management system and ease of use. Nevertheless, some find it less convenient compared to other project management platforms.

The platform is rated 4.5 out of 5 on Capterra, from over 22,500 reviews.

Support Resources

Trello offers email support during standard business hours (Monday through Friday). Additionally, a community forum is available. So, new users may discover solutions and share best practices there.

How to choose a PM tool: process breakdown

Selecting the ideal project management (PM) tool from the myriad of options available can be a daunting task. Especially when you're responsible for not only choosing the most suitable software but also convincing stakeholders of its value.

Breaking down the selection process into a series of actionable steps can greatly simplify this task:

1. Understand Your Organization's Needs

Begin with a thorough assessment of your company's operational needs and processes to determine what you require from a PM tool.

2. Identify Required Features

Clearly outline the specific features and functionalities your team needs to be effective.

3. Form a Selection Committee

Assemble a group of individuals who will be directly involved in the buying decision to ensure all perspectives are considered.

4. Conduct Thorough Research

Dive into the various PM tools and platforms available. Paying special attention to user success stories, the level of customer support provided, and security measures.

5. Sign Up for Free Trials

Utilize any available free trials to first-hand test the PM tools. This step is crucial for going through user experience and functionality and understanding if it aligns with your needs and processes.

6. Consult Leadership

Present your research and trial experiences to the leadership team to secure their approval and support for the purchase.

7. Implement the Selected Tool

Once a decision has been made, proceed with purchasing and implementing the chosen PM software. Make sure, everyone gets the required onboarding and understands how to use the tool correctly. If necessary, arrange training sessions or workshops for all the involved users.

8. Schedule Regular Reviews

Establish a timeline for reviewing the PM tool's performance, focusing on identifying any challenges faced or opportunities for better utilization.

Approaching the selection of a PM tool methodically is vital, as the decision encompasses more than just financial considerations; it's about enhancing your team's productivity and project outcomes.