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Trello makes it easy for your team to get work done. No matter the project, workflow, or type of team, Trello can help keep things organized. It’s simple – sign-up, create a board, and you’re off! Productivity awaits.

Take a page out of these pre-built Trello playbooks designed for all teams

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Use case: Task management

Track progress of tasks in one convenient place with a visual layout that adds ‘ta-da’ to your to-do’s.

Use case: Resource hub

Save hours when you give teams a well-designed hub to find information easily and quickly.

Use case: Project management

Keep projects organized, deadlines on track, and teammates aligned with Trello.

For individuals or small teams looking to keep work organized.

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Whether you’re a team of 2 or 2,000, Trello’s flexible pricing model means you only pay for what you need.

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View your team’s projects from every angle.

Automate tasks and workflows with Butler automation.

Power up your teams by linking their favorite tools with Trello plugins.

Give your team a blueprint for success with easy-to-use templates from industry leaders and the Trello community.


Find the apps your team is already using or discover new ways to get work done in Trello.

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Whether launching a new product, campaign, or creating content, Trello helps marketing teams succeed.

Product management

Use Trello’s management boards and roadmap features to simplify complex projects and processes.

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Ship more code, faster, and give your developers the freedom to be more agile with Trello.

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Empower your design teams by using Trello to streamline creative requests and promote more fluid cross-team collaboration.

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Keep your remote team connected and motivated, no matter where they’re located around the world.

Read though our use cases to make the most of Trello on your team.

For teams that need to manage more work and scale collaboration.

Best for teams up to 100 that need to track multiple projects and visualize work in a variety of ways.

Everything your enterprise teams and admins need to manage projects.

Trello guide

Our easy to follow workflow guide will take you from project set-up to Trello expert in no time.

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The complete guide to setting up your team for remote work success.

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The sky's the limit in what you can deliver to Trello users in your Power-Up!

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Discover Trello use cases, productivity tips, best practices for team collaboration, and expert remote work advice.

Trello brings all your tasks, teammates, and tools together

Keep everything in the same place—even if your team isn’t.

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A productivity powerhouse

Simple, flexible, and powerful. All it takes are boards, lists, and cards to get a clear view of who’s doing what and what needs to get done. Learn more in our guide for getting started .

Trello boards keep tasks organized and work moving forward. In a glance, see everything from “things to do” to “aww yeah, we did it!”

The different stages of a task. Start as simple as To Do, Doing or Done—or build a workflow custom fit to your team’s needs. There’s no wrong way to Trello.

Cards represent tasks and ideas and hold all the information to get the job done. As you make progress, move cards across lists to show their status.

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Workflows for any project, big or small

Project management.

Keep tasks in order, deadlines on track, and team members aligned with Trello.

Empower your team meetings to be more productive, empowering, and dare we say—fun.

Onboarding to a new company or project is a snap with Trello’s visual layout of to-do’s, resources, and progress tracking.

Task management

Use Trello to track, manage, complete, and bring tasks together like the pieces of a puzzle, and make your team’s projects a cohesive success every time.


Unleash your team’s creativity and keep ideas visible, collaborative, and actionable.

Resource hub

Save time with a well-designed hub that helps teams find information easily and quickly.

No need to start from scratch. Jump-start your workflow with a proven playbook designed for different teams. Customize it to make it yours.

See work in a whole new way

View your team’s projects from every angle and bring a fresh perspective to the task at hand.

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Hit deadlines every time

From weekly sprints to annual planning, Timeline view keeps all tasks on track. Quickly get a glimpse of what’s coming down the pipeline and identify any gaps that might impede your team’s progress.

Learn more about Timeline view

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Stay on top of tasks

Start each day without any surprises. Whether scheduling an editorial calendar or staying on top of to-dos, Calendar view is like a crystal ball giving you a clear vision of what work lies ahead.

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Powerful ways to grow

Do more with Trello

Trello’s intuitive features give any team the ability to quickly set up and customize workflows for just about anything.

Connect the apps your team already uses into your Trello workflow or add a Power-Up to fine-tune your specific needs.

Butler Automation

No-code automation is built into every Trello board. Focus on the work that matters most and let the robots do the rest.

Trello Enterprise

The productivity tool teams love, paired with the features and security needed for scale.

[Trello is] great for simplifying complex processes. As a manager, I can chunk [processes] down into bite-sized pieces for my team and then delegate that out, but still keep a bird's-eye view.

Joey Rosenberg

Global Leadership Director at Women Who Code

75% of organizations report that Trello delivers value to their business within 30 days.

Whether someone is in the office, working from home, or working on-site with a client, everyone can share context and information through Trello.

Sumeet Moghe

Product Manager at ThoughtWorks

81% of customers chose Trello for its ease of use.

We used Trello to provide clarity on steps, requirements, and procedures. This was exceptional when communicating with teams that had deep cultural and language differences.

Jefferson Scomacao

Development Manager at IKEA/PTC

74% of customers say Trello has improved communication with their co-workers and teams.

Trello priced your way.

Trusted by millions, Trello powers teams all around the world.

Free for your whole team

For individuals or teams looking to organize any project.

Per user/month if billed annually ($6 billed monthly)

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Per user/month if billed annually ($12.50 billed monthly)

For teams that need to track and visualize multiple projects in several ways, including boards, timelines, calendars, etc.

Per user/month - billed annually ($210.00 annual price per user)

For organizations that need to connect work across teams with more security and controls.

Join over 2,000,000 teams worldwide that are using Trello to get more done.

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The best free project management software in 2024

These are the 8 best options for free task management software..

Hero image with the logos of the best free project management software

Everyone has a different way of managing projects. Some people like to use their inbox to keep track of tasks. Others prefer to visualize work on a Kanban board or in a calendar view, while some even prefer the old pen and paper system.

That's fine on an individual level, but when you collaborate on projects as a team, you need a flexible and capable project management tool that works for everyone. And with so many teams still working remotely, there's an even more pressing need for a task management app that can help track projects, collaborate, and keep everyone in the loop.

As a freelance writer, I've worked inside tons of different project management setups across my clients—I've seen how each app approaches the standard features, the potential of great, streamlined collaboration, and the consequences of poor project management.

The 8 best free project management tools

Trello for visually managing projects

Asana for teams

ClickUp for customized task views

Wrike for spreadsheet-like features

ActiveCollab for freelancers and small agency teams

Airtable for building a customized project management app

Jira for developers

Height for AI features

What makes the best free project management tool?

How we evaluate and test apps.

All of our best apps roundups are written by humans who've spent much of their careers using, testing, and writing about software. We spend dozens of hours researching and testing apps, using each app as it's intended to be used and evaluating it against the criteria we set for the category. We're never paid for placement in our articles from any app or for links to any site—we value the trust readers put in us to offer authentic evaluations of the categories and apps we review. For more details on our process, read the full rundown of how we select apps to feature on the Zapier blog .

To narrow down the list of the best free project management online tools, I looked for apps that met the following criteria:

Free for unlimited projects. All the project tracking software I chose lets you manage an unlimited number of projects for free.

Hosted. There are a lot of great, free, self-hosted project management applications, but they take longer to set up and manage. I was looking at task management software that's hosted by the companies that provide the tools. If you're interested in free, self-hosted project management software, I'd recommend checking out Taiga , Lavagna , and Redmine .

Collaboration and sharing features. The free project management apps included here make it quick and easy to add team members to your project management setup and control user types and permissions.

Flexibility. The best project managers are flexible enough to handle multiple teams, project types, and organization styles, so I looked for apps that support a number of different views and project management methodologies .

Integrations. A great project tracker should fit seamlessly into the rest of your stack, so I've only included apps that integrate with other popular software like email and Slack, calendars, document storage, and more.

After filtering for those criteria, I ran each remaining contender through a similar testing protocol that included:

Going through the signup process and any onboarding provided

Creating a new project and choosing a primary methodology (Kanban, Scrum, Gantt, etc.) or view (list, table, calendar, etc.) for it

Creating a number of new tasks and adding various details, like due dates, links and attachments, user assignments, and more

Toggling between view options and testing out any additional methodologies offered

Inviting new users and setting permissions

Toggling between team-wide and individual views

Testing out any unique features like time tracking, client views, or AI

After running each app through that workflow, I landed on the top eight free online project manager tools you see below.

Note: I selected tools that offer web apps (though many offer synchronized web, mobile, and desktop apps). If it's not important to you that your project planner is accessible online, you may also want to consider ProjectLibre and GanttProject in addition to the apps listed below. Both of these tools are powerful desktop-only apps that are designed to be alternatives to Microsoft Project.

Need more features and have a bit more flexibility in your budget? Check out our recommendations for the best project management software for small business .

The best free project management software at a glance

Best free project management software for visually managing projects, trello (web, macos, windows, ios, android).

Trello, our pick for the best free project management software for visually managing projects

Trello pros:

Super customizable boards with unlimited Power-Ups

Most visual UI of any of the apps I tested

Tons of templates to get you started

Trello cons:

Free users are limited to Kanban

User/team management features require an upgrade

Trello is simple project management software that gives you a way to organize your projects with Kanban boards. And with a generous free plan that allows for 10 boards per workspace and unlimited users, it's a tool that anyone can use. Freelancers can use Trello to plan their assignments on a personal board, and teams can use Trello to build a complete project workflow with visibility at every stage.

Start by creating a new board from scratch or choosing a template from dozens of options across marketing, sales, design, team management, and more. Add a handful of lists for your tasks (each list is a column), and customize those lists with the steps in your workflow (e.g., to-do, doing, and done) or as separate parts of your project (e.g., development, design, and distribution). Next, add your tasks as visual cards in each column—with labels, due dates, members, checklists, images, attachments, and comments to keep everything in one place.

As you start completing tasks, simply drag the cards to the appropriate list. You can keep track of all comments and tasks that mention you—or that you're watching—from the activity menu.

For more features, Trello's Power-Up options (now unlimited even on the free plan) let you view tasks on a calendar, add voting options on tasks, fade away old tasks automatically, and much more. And you can make Trello boards for everything —personal and work tasks alike—to get your work done in a way that best fits your needs.

For even more flexibility, use Trello's Zapier integrations to connect Trello with your favorite apps, like Gmail and Slack. Or check out these 6 ways to automate Trello .

Create Trello cards from new Typeform responses

Typeform logo

Create new Trello cards from new Google Calendar events

Google Calendar logo

Trello price: The free plan includes unlimited cards and members, 10 boards per workspace, unlimited Power-Ups, and 250 automated commands each month; upgrade for $5/user/month (billed annually) to the Standard plan that includes unlimited boards, custom fields, advanced checklists, up to 1,000 automated commands per month, and more.

Want to use Trello as a team? Learn how Trello uses Trello for its own project management needs. Want to use it as a personal to-do list? Here's how to use Trello for GTD .

Best free project management software for teams

Asana (web, ios, android).

Asana, our pick for the best free project management software for teams

Asana pros:

Flexible with project management methodologies between projects and users

Great, focused My Tasks view

To-do list style made better with team features

Asana cons:

Expensive upgrade

Your to-do list isn't bad—you just need a few more features to manage your team projects. Asana offers just that. It's a project management tool that lets you break projects down into sections and sub-lists, along with dashboards to see how much of the project has been completed already. You'll add, rearrange, and complete tasks the same way you would in a to-do list app, but with the collaboration and organization features you need to work as a team.

For your personal tasks—or the things at work that don't fit into a precise project—you can make extra lists in Asana that are only shared with specific people. Your own assigned tasks will also show up in your My Tasks view for a quick way to see the things you need to take care of.

Whether you're working solo or with a team, you can automate Asana with Asana's Zapier integrations , letting you connect project information to other apps. Try one of the workflows below, or get inspiration from these automations from real users .

Create Google Calendar events from new Asana tasks

Asana logo

Create Asana tasks from new Google Forms responses

Google Forms logo

Asana price: The free Basic plan includes unlimited projects, tasks, and storage; up to 15 users; and list, board, and calendar views. Upgrade for $10.99/user/month (billed annually) to the Premium plan that adds Gantt and timeline views, extensive reports, and Asana's "coming soon" AI feature.

Learn more about how to use Asana for GTD and how to take advantage of Asana's hidden features . Or see how ClickUp and Asana stack up in our comparison of ClickUp vs. Asana .

Best free project management software for customized task views

Clickup (web, ios, android).

ClickUp, our pick for the best free project management software for customized task views

ClickUp pros:

11 different task views and 4 page views to choose from

Super generous free plan

ClickUp cons:

More involved set-up process

Potential for some lag during testing

Most project management apps let you choose from only a handful of task views, like a list, calendar, or Kanban view. Additional views, especially Gantt charts, are usually a premium feature. ClickUp is different.

It's a simple and free project management app that lets you choose from 11 different task views, including Gantt charts and mind maps. There are also four different page views: Chat (which displays conversations alongside your tasks), Doc (which lets you create docs, wikis, and knowledge bases), and Embed (to add apps and websites next to your tasks).

ClickUp's dashboards are just as customizable, letting you choose from more than 20 different widgets, so you can only highlight the most important project information. Plus, with a newly revamped task details screen, you can view details, create subtasks, and add attachments more easily than you could before—you can even track time right inside the task.

There's a lot to parse when you're first getting started with ClickUp. The onboarding process won't be as simple as Trello, for example, but the extra customization is worth it—especially when it's completely free. Plus, the company has done a great job with guided in-app onboarding to get you started.

With ClickUp's Zapier integrations , you can connect ClickUp with your favorite apps. Try one of the automations below, or read about why ClickUp users love Zapier .

Create Google Calendar events from new ClickUp tasks

ClickUp logo

Add starred Gmail emails as tasks in ClickUp [Business Gmail Accounts Only]

Gmail logo

ClickUp price: The free plan includes unlimited tasks and users, up to 100MB of storage, and up to 60 uses of Gantt charts, mind maps, dashboards, and timeline views. Upgrade to the Unlimited plan for $7/user/month for unlimited list, board, calendar, and Gantt views, unlimited dashboards, and guests and permissions.

Tip: If you're a HubSpot user, you can create new tickets from ClickUp, and then use contact or customer information to launch personalized marketing campaigns.

Best free project management software for spreadsheet-like features

Wrike (web, windows, mac, ios, android).

Wrike, our pick for the best free project management software for spreadsheet-like features

Wrike pros:

Spreadsheet-esque UI

Best-in-class project tracking features

Wrike cons:

More limited free plan than most

Less customizable

If it were up to you, would you manage your projects in a spreadsheet? If so, you might like Wrike. Wrike offers the same flexibility of a spreadsheet—with columns for every bit of info you want to track about tasks. (If you like spreadsheets but need even more customization, head down to our review of Airtable .)

Wrike lets your team update the status of tasks at various intervals—in-progress, on hold, canceled, or completed. Additionally, you can set the status of projects to green, yellow, red, on hold, or canceled, making it easy to create your weekly project status reports.

While you can do a lot with Wrike's free plan, its best features—including time tracking, Gantt charts, and custom dashboards—do require a premium plan. If you're running a small operation now but planning to scale in the future, Wrike grows alongside you, giving you all of the tools you need to run both a single small project and many concurrent large ones.

If you're interested in the free plan, Wrike's Zapier integrations can help you do more with the project management app, like automatically creating tasks in Wrike from other tools.

Share tasks in Wrike via Slack messages

Wrike logo

Create Wrike tasks from Trello cards

Wrike price: The free plan includes unlimited projects for unlimited users; upgrade for $9.80/user/month (billed annually) to the Team plan that includes Gantt charts, shareable dashboards, and more.

Best free project management software for freelancers and small agency teams

Activecollab (web, windows, macos, ios, android).

ActiveCollab, our pick for the best free project management software for freelancers and small agency teams

ActiveCollab pros:

Built-in features for time tracking, billing, and expenses

Capable user permissions

ActiveCollab cons:

Less flexible for use cases beyond client management

Free plan and Plus plans limited to 3 users

If you're looking to manage client projects and other details like invoicing and time tracking in one place, ActiveCollab is a great option.

Built for agencies and freelancers, the app includes thoughtful details to streamline client management. You can estimate and track time for each task, set the task as billable (or not), and manage expenses right from the task details screen.

Even the free plan includes capable user permissions that make it easy to let clients into your process without exposing anything you don't want to. Simply check the Hidden from clients box to hide any task from client users, or add the Client+ add-on to enable a more collaborative user role for more hands-on clients. Select Workload from the left-hand menu to manage assignments and team bandwidth, and click on Reports to get a pulse on client invoices and payments, projects and tasks across the team, and track time and expenses.

With ActiveCollab, you can quickly create and send professional-looking estimates and invoices and integrate with your payment processing or accounting software to streamline billing. You can also connect ActiveCollab with Zapier to automate task creation, notifications and updates, and more.

Create tasks in Active Collab from new labeled Gmail emails [Business Gmail Accounts Only]

Active Collab logo

Post new comments from Active Collab to Slack

ActiveCollab price: The free plan includes unlimited projects and tasks for up to 3 members, with task dependencies, and list and Kanban views. Upgrade to the Plus plan for $9.50/month (for 3 members) to add Gantt and calendar views, project templates and recurring tasks, and more.

While ActiveCollab has a more generous free plan, Paymo is another great option built for managing a client-centric workflow. I didn't include it here because the free plan is limited to one user and three clients. But if you have a smaller operation, Paymo is a user-friendly alternative with strong client and billing management features, including unlimited time tracking and invoices.

Best free project management software for building a customized app

Airtable (web, ios, android).

Airtable, our pick for the best free project management software for building a customized app

Airtable pros:

The most customizable app on this list

Lots of templates to help with initial setup

Airtable cons:

More involved setup process

Less familiar interface than most

Most expensive upgrade on this list

If you've tried other project management software and haven't found the one , Airtable will let you build it. The app is ready out-of-the-box with a default view similar to a spreadsheet, and it suggests a handful of templated projects based on your team within the company. You can start from one of the suggested templates, browse the rest, or build your own project (called a "base") from scratch.

But the real power of Airtable happens when you customize it . It will take some upfront effort to tailor Airtable to be exactly what you need—but if you're willing to spend the time, the sky's the limit. You can customize everything from the methodology and view type to column headers, field types, data validation, and more.

Head over to the Marketplace to choose from over 80 apps that help you integrate, analyze, and enrich your projects, or build your own custom apps. Airtable also integrates with Zapier , so you can do things like automatically track important information in Airtable, get notifications for activity in your Airtable base, and more .

Create detailed events in Google Calendar from new Airtable records in views

Airtable logo

Add new Typeform entries to Airtable as records

Airtable price: The free plan includes unlimited bases, up to 5 users, 1,000 records per base, and 6 view options, including grid, calendar, and Kanban; upgrade for $20/user/month to the Team plan for 50,000 records per base, 20GB of attachments, Gantt and timeline view, and more.

Best free project management software for Agile software development teams

Jira (web, ios, android).

Jira, our pick for the best free project management software for Agile software development teams

Purpose-built for developers and engineers

Prominent issue tracker

Over 1,000 integrations

Limited free plan

Not flexible for use across diverse teams

While the app also offers a Kanban view, Jira is built for Scrum and Agile workflows. When you first sign up, the onboarding flow asks a few questions about your team's projects, level of experience with different methodologies, and deadlines—then it recommends a methodology and project template for you.

For Scrum projects, you'll add epics to the Roadmap page. Then you can add issues to your backlog individually, filling in details and assigning them to sprints. Project tracking happens on a Scrum board, the homepage for each project—you can customize column headers and edit task details and status.

Jira's catering to developers and engineering teams doesn't stop there: the app also integrates with other development tools like GitHub, GitLab, Sentry, and Jenkins to make quick work of updating and tracking your backlog. And while you can't control user access on the free plan, it does include up to 10 users, so it's ideal for self-contained or smaller dev teams.

You can get more out of the free plan by using Jira's Zapier integrations to automatically create new issues in Jira based on Slack messages or GitHub issues. Try these Zaps and check out more ways to automate Jira .

Create Jira Software Cloud issues from new messages posted to a Slack channel

Jira Software Cloud logo

Generate Jira Software issues from new GitHub issues

GitHub logo

Jira price: The free plan includes unlimited projects on one site, up to 10 users, and both Scrum and Kanban boards; upgrade to the Standard plan for $7.75/user/month for more granular user permissions, 250 GB of file storage, and more.

See how Trello and Jira stack up in our app comparison, or take a look at Asana vs. Jira .

Best free AI project management software

Height (web, mac).

Height, our pick for the best AI project management software

Height pros:

Generous free plan

Genuinely useful AI features

Height cons:

Less flexible Kanban view

Height is a great option if you're looking for genuinely useful AI features. While some of the apps I tested offer AI-powered features, most either require a paid plan or just aren't that intelligent. Height is different.

The app doesn't overpromise on AI, but it definitely delivers. The feature (called Copilot) is still in beta and likely to be revamped in a major way when the company launches Height 2.0 (which I haven't tested). Even still, today's version can already generate a catch-up summary of a task's chat history, create subtasks from chat messages, auto-detect duplicate tasks, suggest task improvements, and more. (You can see auto-generated subtasks in the screenshot I took above.)

By this time next year, many of the other project management apps on this list may well offer these same features, but for now, they're a big stand-out for Height.

And with four clean view options (spreadsheet, calendar, Kanban, and Gantt) all available for free—plus unlimited users, 100 automation runs per month, and full access to Copilot—Height also offers a competitively generous free plan.

You can do even more with Height by connecting it to Zapier to automate task creation, notifications, and more. Here are some examples.

Create new Height tasks from Slack mentions

Height logo

Create detailed Google Calendar events for new Height tasks assigned to users

Create height tasks for new or updated airtable records.

Height price: The free plan includes unlimited tasks and users, spreadsheet, Kanban, Gantt, and Calendar views, 100 automation runs, and AI task management features. Upgrade to the Team plan for $6.99/user/month to get unlimited lists and custom attributes, full search history, 100 MB file uploads, and more.

What's the best free project planning software?

Honestly, online project management tools are a dime a dozen. And a lot of them will advertise "free" plans that aren't really free—meaning you can't actually manage all your projects without upgrading. The best free task management software will let you do what you need to do without spending a dime. And, as your needs change, they'll support you with more robust features at higher tiers.

The good news: free project planning software is...free. So you can test your options, see what you like (and what you don't), and then decide. Here are more tips on how to choose online project management software .

Related reading:

RACI: A map for team structure (with template)

ClickUp vs. monday: Which should you use?

Asana vs. Jira: Which is best?

The best Jira alternatives

Originally published in May 2017 by Matthew Guay, this post has had contributions from Jessica Greene, Maria Myre, and Emily Esposito. The most recent update was in October 2023.

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Kiera Abbamonte

Kiera’s a content writer who helps SaaS and eCommerce companies connect with customers and reach new audiences. Located in Boston, MA, she loves cinnamon coffee and a good baseball game. Catch up with her on Twitter @Kieraabbamonte.

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Stay organized, focused, and in charge. Tackle anything from small projects to large initiatives. You may or may not be a project manager, but now you can be the boss of any project with a powerful, easy-to-use app.

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Easy to start, simple to use, and vice versa

Work confidently with a powerful project management tool that makes getting started and managing projects both simple and easy.

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Take the pain out of painstaking projects

Even complex projects are easier to manage when you can choose methods and tools that best suit your needs.

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For projects that require vigorous planning, forecasting, cost analysis, resource allocation, task management and reporting, ProjectManager outperforms the competition.

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Scott Lilly

Kaiser Aluminum

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Manufacturing project management

Deliver quality products to your customers, faster. Plan jobs, evaluate performance and adapt to last minute changes as a team with the powerful flexibility of our desktop and mobile apps.

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"The software helps us deliver to our customers’ objectives on time, budget and to the requisite quality."

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Construction projects

Keep schedules on time and under budget. Plan with dependencies, then track baselines and filter for the critical path. When it’s time to execute, field teams can update tasks on site with the mobile app.

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"We could start tracking our projects to make more accurate quotes. It was fantastic."

Justin Smith

Construc Pty Ltd

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IT project management

Plan ahead while managing today’s IT needs. Tackle everything from onboarding to request management to complex waterfall projects with our unique, hybrid offering of Gantt, kanban and advanced reports.

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"I get central information to schedule our people, share those schedules, comment and update them."

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Professional services

Ensure client satisfaction without sacrificing ROI. Adjust resource schedules in real time across projects, track time on tasks, monitor costs and give your client visibility into progress with a free guest license.

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"We could never tackle the amount of projects we have if we didn’t have ProjectManager."

Stacy Kerns

Texas Health and Human Services

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Plan in the office. Execute in the field.

Build detailed plans that provide everything your team needs to get it right the first time. And with our mobile app, tasks can be updated immediately from the worksite or shop floor.

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Collaborate on projects without compromising sensitive information thanks to versatile custom roles, user permissions, approval workflows, project restrictions and enterprise-level technical security with SOC 2 compliance.

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Single source of truth

Store project documents and collaborate in one secure location. No more digging through emails or messages.

Peace of mind

Set guardrails that limit a user’s ability to adjust plans, bypass approval workflows or view confidential files.

Eliminate busy work

Save hours by automating administrative work such as priority changes and approval requests.

Access from anywhere

Manage your projects no matter where your work takes you. Our desktop and mobile apps are always in sync.

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Master manufacturing processes, resource planning, production scheduling and more.

Advanced resource management

Get advanced resource management at a fraction of the cost. Schedule resources, manage workloads, submit timesheets and track it all in real time, across projects.

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Real-time availability

Get live insights into your team’s workload. Reassign work with a simple drag and drop to eliminate resource bottlenecks.

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Stress-free time tracking

Team members can log hours as they work, then use those hours to automatically populate timesheets at the end of the week.

Impactful portfolio management and reporting

Do more than just group your projects. Design custom portfolio dashboards, allocate resources, balance budgets, run in-depth reports and align everything on a roadmap.

Effortless scalability

Copy projects and make custom templates to quickly make a portfolio and ramp up in days, not weeks.

ROI insights

Pinpoint which projects yield the best results for your team by leveraging our out-of-the-box dashboards and reports.

Stakeholder management

Print or share dashboards, Gantt charts or project reports with stakeholders—or simply give them a free guest license.

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When you manage teams, projects and portfolios in one software, it’s easy to align everyone to the same goals.

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Integrate with over 1,000 business & project management apps

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Manage tasks right in your Gmail app. Plus, sync to Google Drive & your Google Calendars.

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Seamless importing and round-tripping of Microsoft Project plans, Excel files and CSV files.

Keep the data flowing when you connect with Salesforce via our Zapier integration.

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Share all your project conversations in your favorite Slack channels.

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View and update all your ProjectManager tasks in Jira for maximum efficiency.

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For more advanced integrations, take advantage of our custom API.

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Powerful for managers. Flexible for teams.

Trusted by 35,000+ users worldwide.

ProjectManager review from G2 for Project Management Software Leader in 2023

“The reporting feature is outstanding – lets you personalize the reporting, and export it.”

ProjectManager review from SourceForge for Top Performer in the project management software category in 2023

“It has an excellent price if we think about all the functions that ProjectManager has.”

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Efficient classic, agile or hybrid project management in a secure environment., successful companies trust openproject.

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We offer the highest level of security and protection of your data with a variety of security features, such as https encryption of your data, password security, two-factor authentication, definition of session runtime and much more.

Free and open source software gives you, the user, the freedom to run, share, study and modify OpenProject without limitations. OpenProject is licensed under GNU GPL v3.

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Your base for classic, agile or hybrid project management.

Make your teams' working lives easier, more productive, and more enjoyable. Whether it is traditional, agile or hybrid project management, OpenProject is the fastest and safest way for teams to connect, structure their work and achieve results. Everyone knows the goals and works together to achieve them. Organize your own tasks and assign tasks to a teammate. With OpenProject you have all the information in one place.

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Deliver your projects on time.

With shared timelines you can activate the experience and creativity of your entire team to collaboratively create and visualize your project plan. Analyze the required activities and create a detailed plan that shows how and when the project will provide the deliverables defined in the project scope.

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Better and faster iterations.

Agile teams deliver better and faster. They build, measure and learn with each iteration. OpenProject provides the perfect tool to support agile project management and methodologies such as Scrum and Kanban.

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What our customers say

The students use OpenProject for their work to network. The theoretical project management techniques are directly put into practice. By using OpenProject, the productivity of the project members was increased significantly.

Prof. Dr. Eduard Gerhardt

Coburg University Faculty of Economic Sciences

Coburg University

By using OpenProject in our research group we are much better organized and structured, especially for the organization of the laboratory. We have all tasks in the lab transparent and clearly arranged at a glance. Orders are initiated in time and less is forgotten.

Dr. Michael Bernicke

Technical University Berlin, Faculty II Institute for Chemistry, Postdoc

Technical University Berlin

OpenProject enables us to plan and structure projects quickly and comprehensibly, and thus to maintain an overview and stick to deadlines. At the same time, OpenProject allows us to have an efficient and sustainable exchange with customers.

Florian Rogge

go∼mus Sales Director


OpenProject helped me to visualise my project's timeline and have a better overview. Also, all my team members were able to have access to all project information at any time which reduced the coordination for me.

Jana Schilling

District Office Enzkreis Department Modern Administration, Personnel and organizational development

District Office Enzkreis

I value the flexibility and versatility of OpenProject, we were able to make it fit our own needs. Moreover, the on-premises installation provides us with the required data security.

Janne Louhikari

Greenpeace Nordic IT Operations Manager

Greenpeace Nordic

OpenProject gives us the opportunity to have a lot of important data in one place. Work package distribution, task scheduling, meeting protocols and additional information are clearly arranged. Therefore no assigned job gets lost in endless lists. It greatly simplifies the organization of our project and thus helps us to work more efficiently together on our CubeSat SOURCE.


KSat e.V. Stuttgart


Last year, we introduced OpenProject in our non-profit project "fLotte Berlin" to organize all the tasks related to the operation of 250 cargo bikes that can be borrowed free of charge. Since then, the communication effort in our team has decreased significantly, our response times have improved noticeably and the processes have become more structured and transparent. During the introductory phase, OpenProject provided us with amazing support. Thank you again!

fLotte Freie Lastenräder für Berlin


#1 Open Source Project Management Software

Try OpenProject now with your team and get convinced!

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  • Project management |
  • Project management software and tools: ...

Project management software and tools: Your best picks for 2023

Alicia Raeburn contributor headshot

Project management software connects teams, enabling everyone in the organization to prioritize the work that matters most. Software that fosters this type of high-level collaboration is essential for most companies. But at a glance, many of the tools organizations use have seemingly similar features. Use our guide to narrow down your choices and understand which tools are best for different types of companies.

If you manage work, you’re a project manager. But that wasn’t always the case. For many years, the only people responsible for managing projects were (unsurprisingly) project managers. These highly specialized roles used legacy tools that required extensive training and knowledge to use. 

Now, almost everyone is expected to manage their own projects, and these outdated tools are no longer practical. And while project manager roles and legacy softwares still exist, modern project management software has adapted to fill the needs of a more dynamic, collaborative workforce.

Whether you’re a brand new business owner who just needs help with invoicing or you're operating a multi-national company, there’s a project management software that’s right for you. Read on to see which project management software fits your company's needs.

What is project management software?

Project management software is a tool that helps teams to organize, track, and execute work. In its simplest form, you can think of project management software as an interactive workspace, where you coordinate the way you work, collaborate, and communicate with others. But the best project management software goes far beyond that—connecting your most advanced workflows across the company and helping you achieve your biggest, boldest goals. 

It’s a broad category, and can be as simple as digital checklists or as advanced as a full work management platform. The type of project management software you choose—and the way you use it—will depend on the size, needs, and overarching goals of your organization.

Why use project management software?

These days, everyone manages projects, but they don’t always have the tools they need to manage projects effectively. This often leads to teams using a spreadsheet, which is great for organizing work but doesn't show real-time updates. Spreadsheets are extremely manual, and can actually impede cross-functional collaboration. In short, they lack the capabilities of project management software. 

That’s why project management software is so crucial to today’s working environment. Among its many benefits, project management software serves as the connector for work, teams, stakeholders, goals, and everything in between.

The benefits of project management software

Focus your work. You’ll get more done—but more importantly, you’ll get the right work done. With project management software, you’re less likely to duplicate work or waste time searching for materials.

Reduce busywork. With project management software, you can connect every single task to goals that support the company’s biggest, broadest vision—so everyone knows how they’re driving the success of the company with every project. When employees understand how their day-to-day tasks impact the company, they’re even more motivated to produce their best possible work.

Create a system of record. Project management software serves as a system of record for all your projects and their related tasks. As a result, you can simultaneously store information while also making it easier for stakeholders and teams to access and use that information.

Increase cross-functional collaboration . Project management software is, at its core, a team collaboration tool. By bringing together work, goals, and people across projects, teams, and departments, project management software helps you build an interconnected, thriving cross-functional organization.

Store work safely. Ever delete a cell by accident in your spreadsheet? Or forget where you saved your latest to-do list ? Keeping everything cloud-based both helps you stay organized and reduces the chance of you losing work—all while maintaining your privacy. 

The 11 best project management software & tools in 2023 

There’s a wide range of project management software available in today’s market—choosing just one can feel overwhelming. That’s why we compiled this list of the best products in the industry today, and the types of businesses they’re most likely to help. See how each one compares, and the different ways project management software can streamline and enhance your work.

[Product UI] Campaign management project example (Timeline)

1. Asana: Best for enterprise companies

Asana goes beyond traditional project management software to provide a full work management solution that supports the dynamic, changing needs of enterprise companies. Asana doesn't just help you manage your tasks (although you can do that too)—it connects all the work your company is doing to your highest-level goals and business strategy. With Asana, you get so much more than project management software, including:

Integrations to all your favorite tools and systems, so you can keep your work organized in one platform.

Goals that connect to everyone and every task across your company, so you can ensure the work that gets done is always the most important.

Automations for tasks, scheduling, assigning work, and much more—all designed to reduce the amount of time you spend on low-priority busywork.

Ready-made project templates so you can get to work on your most important tasks right away.

Reporting dashboards that automatically update stakeholders and eliminate status update meetings.

Security, privacy, and compliance features that keep your data safe.

Discover even more of what Asana can do.

2. Trello: Best for simple project management

Trello is a Kanban-board style project management software , owned by Atlassian. In Trello, you nest project tasks under boards labeled with an overarching theme. For example, you might have a board for “Not started,” “In Progress,” and “Complete.” The setup makes it easy to track project progress from board to board, which is helpful when you need a simple tool for small projects.

3. Smartsheet: Best for spreadsheet lovers

Think of Smartsheet as an advanced version of a spreadsheet, with more capabilities. This system can be intuitive for companies who traditionally used spreadsheets for project management, such as time tracking with timesheets. 

4. Jira: Best for Agile-specific project management

Designed specifically for software development, Jira comes ready to launch for teams that use the Agile methodology to do their work. Owned by parent company Atlassian, Jira is often used for common development projects like bug tracking, as well as projects that use the Scrum process .

5. Monday: Best for small businesses

Monday offers a broad spectrum of apps that make it easy to implement and get started right away. This works for small businesses who are new to project management software, though once you rev up your work, company size, or collaboration across teams, you might hit a threshold for what’s possible.

6. Clickup: Best for small teams or startups

Clickup’s intuitive and colorful interface makes it easy to understand and adopt. Clickup is a popular choice for startups with limited resources and smaller teams that may not need as many capabilities. 

7. Notion: Best for notetakers

Notion is an elevated system to create and store dynamic documents, sheets, and note taking. This works best for companies or individuals who just need a more organized space for thoughts and ideas, though Notion can feel limited in how you can work with others in the tool itself.

8. Airtable: Best for those who want to build it themselves

Airtable provides a flexible no- and low-code database you can use to build your own bespoke project management system (or other custom application). For those who prefer to oversee the backend development of their project management software, Airtable offers that option.

9. Wrike: Best for client management

Wrike offers stackable storage and security in an easy-to-use format, so both clients and internal teams can safely access information. This can be helpful when you’re working with external partners, such as clients, in addition to managing work as a company.

10. Workfront: Best for marketing-only teams

Workfront (owned by Adobe) is a project management software that was initially developed for marketers. They’ve built out their platform to be a tool for all teams, but because it’s so targeted, users may struggle to coordinate with other teams outside of the marketing department. 

11. Microsoft: Best for personal tools

Microsoft Office is often labeled as a project management tool, but that’s mostly because their products are a staple at any company. Because we already know and understand how to use them, Microsoft Office products are often the first tool managers turn to when they start experimenting with project management. But the reality is, Excel spreadsheets and docs weren’t built for collaboration, so you’re better off using them in conjunction with full-fledged project management software. 

Features to look for in your project management tool

[Product UI] Sprint plans project in Asana (Boards)

Ready to buy? Each project management system will have different features and functionality, but we recommend you prioritize a platform with these features at a minimum:

Collaboration features that enable work between team members, departments, and across the company—including file sharing, project tracking, and resource management.

A platform that provides portfolio management capabilities and the ability to connect goals to actionable tasks, so the entire company can see how all work is connected.

A mobile app so you can send off approvals, receive timely notifications, and manage projects on the go.

Project and reporting dashboards that are easy to access and view.

Varying project view styles that support all your project types and operations, including Gantt charts , Kanban boards, Lists, and Calendars (so as your company grows, you know your software has the capability to grow with it).

Enhanced project scheduling to set due dates, create important milestones, and easily track time so everything stays on schedule.

Project management app integrations that fit your custom business needs.

Automations and dependencies that update you and stakeholders in real-time.

The best project management software is the one that grows with you

A lot of project management software claims similar features, and at a basic level, many of them are the same. But when you choose a project management solution, it shouldn’t just be another tool. It should be a full-fledged project management platform that enables you and your team to get their best work done, with less effort. 

This means you need a platform that continues to grow, expand, and adapt as your company does. The last thing you need is to hit a ceiling just when you’re getting into your ideal workflow. Asana is built for enterprise teams, which means it can support your project management work from the beginning—when you’re a one-person team with an idea—all the way through your Fortune 100 growth. In fact, more than 80% of Fortune 100 companies use Asana*.

With Asana, it’s not just about putting out more deliverables. Instead, Asana focuses on how you can connect and leverage every aspect of your company’s work, goals, and resources to produce the right work. 

Project management software FAQ 

Which software is best for project management.

The best project management software is the one with the features you need. Look for a tool like Asana , a full work management platform where you can integrate the apps you already use, connect goals to work tasks, break down silos between teams, and automate time-consuming busywork.

What type of software is project management software?

Project management software is a type of software used for every aspect of project management. Often, this includes everything from the project planning stages (resource allocation, setting due dates, and building and assigning work task lists) to project scheduling, tracking, and reporting. The best project management software will help you coordinate and automate work not just across projects, but also across portfolios, teams, and departments.

What’s the difference between project management software and task management software?

Task management software is used strictly to manage tasks and is focused on production. Often, this looks like a digital to-do list with more capabilities. Project management software goes beyond task management to the actual planning, coordination, and goals of a project. This incorporates the bigger-picture, high-impact work and the actionable tasks you need to get there. Good project management software will also have task management capabilities, but the reverse isn’t always true.

How does project management software work?

Project management software is a tool to help you coordinate everything you need for project management. Often, this includes capabilities to create and assign tasks, scheduling all aspects of a project, and coordinating with others in your project team. The best project management software will also enable you to work cross-functionally across all teams, departments, and projects within your organization.

Is project management software worth it?

The short answer: yes! Project management software has an almost endless list of benefits. Most people immediately think of productivity as the reason to purchase project management software, but the right project management software can do more than increase your output. If you invest in the best project management software, you can break down silos and connect your entire company to your largest visions and goals. This enables everyone to work better on the projects that matter most.

*Accurate as of September 7, 2022 . Asana makes no representations about updating this number.

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8 time-saving Asana tips to get more done, faster

  • Project management Track your team’s tasks and projects in Hive
  • Time tracking Automatically track time spent on Hive actions
  • Goals Set and visualize your most important milestones
  • Collaboration & messaging Connect with your team from anywhere
  • Notes Leverage AI to create content for you in seconds
  • Proofing & Approvals Streamline design and feedback workflows in Hive
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  • Analytics Gain visibility and gather insights into your projects
  • Automations Save time by automating everyday tasks
  • Hive Apps Connect dozens of apps to streamline work from anywhere
  • Integrations Sync Hive with your most-used external apps
  • AI Assist Use AI to kick off tasks and projects automatically
  • Download Hive Access your workspace on desktop or mobile
  • Project management Streamline initiatives of any size & customize your workflow by project
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  • Project planning Track and plan all upcoming projects in one central location
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The 60+ Best Project Management Software To Work Faster In 2023

  • Michaela Rollings
  • November 13, 2023

The year is 2023. You’re organized, crossing items off your to-do list regularly with the help of a project management software, and leaving the office (or closing your laptop in your living room) before 5:00 PM. Not your reality yet? No problem.

Project management tools and software are essential for businesses, offering features like task tracking, resource allocation, and collaboration. It streamlines project processes , enhances productivity, and fosters effective communication. By utilizing project management tools, businesses can stay organized, meet deadlines, and deliver projects successfully. Explore our top recommendations to find the perfect solution for your needs.

What does it help teams accomplish?

It may seem hard to maximize productivity with so many people working remotely or shifting to a hybrid work model, but it’s actually more attainable than ever before. With the help of a great tool, you can revolutionize the way your team works together and manages their workload. 

A good project management software is important for several reasons. Firstly, it helps in organizing and managing projects efficiently. With features like task management, scheduling, and resource allocation, it allows teams to collaborate and streamline their work processes.

This software also helps in setting and tracking project goals, deadlines, and milestones, ensuring everyone stays on track. Additionally, project management tools provide valuable insights and analytics, enabling project managers to make informed decisions and gain a comprehensive overview of the project’s progress.

It facilitates effective communication and document sharing, reducing the chances of miscommunication and enhancing teamwork. Overall, project management tools increase productivity, improves project outcomes, and ensures project success.

It’s also helpful to compare project management softwares as you explore your options. Specific tools might have one functionality you like, but there could be an even better option out there.

The Benefits of Project Management Software

Overall, project management software and tools are beneficial for businesses who want assistance tracking the progress of projects, campaigns, resource allocation, and tasks across an organization. With a project management solution, project managers and team leads can better understand how organizations and teams are pacing, and help keep teams on the same page.

Alongside the recent shift to remote and hybrid work, teams without a collaboration tool have struggled to keep tabs on all remote work and project updates, as we can no longer rely on in-person meetings to relay information.

That’s why project management is more important in 2023 (and beyond) than ever before, whether you’re just starting a business or looking for ways to adapt your well-established organization.

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Here are some key benefits of using project management software:

  • Enhances communication and builds teamwork across an organization
  • Allows leadership to have a macro-level view of project progress
  • Helps teams keep tasks in perspective and understand priorities
  • Assists in controlling costs and managing budget
  • Helps with resource allocation and prevents team-wide burnout
  • Facilitates remote collaboration for teams that are distributed or follow a hybrid work model

What software should project managers use?

There are countless project management tools and productivity apps to help you hone in on tasks and projects like a pro. Deciding which project management tool to use can be a daunting task, but considering a few key factors can help make the decision easier. Firstly, it is crucial to identify the specific needs and requirements of the project and team.

Understanding the scope, complexity, and nature of the project will help to narrow down the choices. Secondly, considering the team’s preferences and technological comfort is important. Some team members may be accustomed to certain tools or interfaces, making the transition smoother.

What are the three types of project management software?

When thinking about project management tools, it’s important to understand that there are a few different categories.

  • Individual – Tools built for a single user
  • Collaborative – Tools built for teams or entire companies
  • Integrated – Tools that are built into existing or new systems and integrate with other programs

Each business will have distinct needs for a tool that could fall into one of the above categories, which is important to assess before purchasing a tool.

Budgeting for Project Management tools

Additionally, having an assessment of the budget and available resources is necessary, as some tools may come with additional costs or require specific hardware or software. Finally, seeking recommendations and reading reviews from professionals or peers can provide valuable insights into the effectiveness of different project management tools.

To help you make sense of it all, we’ve rounded up the best tools to get you and your team just a little bit closer to total productivity paradise.

Read on to learn about these top project management platforms — and many more:

Hive project management software

Hive is a comprehensive, intuitive, all-in-one project management software – the only tool you need to open in the morning to get your work done. Hive is unlike other tools on the market because it’s the world’s first democratic productivity platform. But what exactly does that mean?

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Here’s everything to know about Hive basics.

At Hive, new features are constantly being developed based on user feedback on the Hive Forum. You know what you need in a tool to work better and faster, and Hive is committed to creating a project management tool that does just that. 

How to use Hive

The building blocks of Hive are Action cards , which exist inside of projects. Within an Action card, teams can upload files, provide feedback with proofing and approvals, tag each other, and leave provide comments with @mentions. Teams at all-star companies like Comcast, Toyota, and Starbucks work in Hive – just another reason why it tops every list of best project management tools. Learn more about all of Hive’s features here.

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Request a demo for your team above.

In addition to task management, time-tracking and resourcing, Hive takes workplace productivity and project management to the next level with:

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  • 1,000 integrations with top work tools including Zoom, Gmail, Slack, Dropbox, and more
  • 6 different flexible project layouts (Gantt, Kanban, Calendar, Portfolio, Table & Label view s)
  • Workflow automation functionality with Hive Automate
  • AI-powered writing tool, HiveMind for creating content like blog posts, press releases & more
  • Goal-tracking application, Hive Goals to monitor KPIs, OKRs, and other key business metrics
  • Time tracking and timesheets

Overall, Hive is a versatile and intuitive project management tool that simplifies collaboration and enhances productivity. With a user-friendly interface and comprehensive features, it provides a seamless experience for teams of all sizes. Hive offers various project views, including Gantt charts and Kanban boards, allowing users to visualize their workflow and track progress easily.

With its extensive integration options and mobile app accessibility, Hive empowers teams to stay connected and manage their projects effectively.

Cost : Hive offers a free 14-day trial with Hive Teams plans starting at $12 per user, per month. Hive Solo is free forever for individuals and teams of two. Request a demo of Hive here.

Trello project management software

If you’re wondering “What is the best project management tool for a small business?” Trello is a great option. Trello is primarily a Kanban board tool, which is a project management methodology started by an industrial engineer in the 1940s.

Trello is a popular project management tool that helps individuals and teams organize and prioritize tasks. It utilizes a simple and intuitive interface in the form of boards, lists, and cards. The boards represent projects or categories, whereas lists within boards can represent stages or phases of the project. Users can create and customize cards within lists to represent individual tasks.

Cost : Free for basic, making it one of our best free project management software, or $9.99 per user for Business Class monthly

Asana project management software

Asana is a user-friendly tool that can easily manage small and larger projects, which is why it’s part of our list of best project management solutions. The software is designed around tasks and subtasks arranged into different sections that can be assigned to either an individual or teams. 

This is a popular project management tool that helps teams stay organized, collaborate effectively, and achieve their goals. With its intuitive interface and powerful features, Asana allows teams to create and manage tasks, assign responsibilities, set deadlines, and track progress all in one place.

For each task, the project manager and the rest of the team can communicate and provide feedback in the same place, keeping collaboration for each project at a central, easy to access location.

Cost : Free for basic, premium for $13.49 per user per month, $30.49 per user for the business plan . Learn more about other solutions like Asana here .

4. Basecamp

Basecamp Project Management Software

Basecamp is a cloud-based tool with lots of features for individuals, project managers or even marketing teams that enables collaboration on tasks. Some of the features include to-do lists for tasks, which can be assigned to different users, and tasks that the system will automatically follow up on when the due date lapses. 

With Basecamp, teams can easily collaborate, communicate, and coordinate their tasks and projects in one central location. The platform allows users to create projects, assign tasks, set deadlines, and track progress in real-time. It also provides a space for team discussions, document sharing, and file storage.

It also has a real-time group chat feature and a tool that enables the client to view the progress of the project. As with the majority of services on this list, Basecamp can also be integrated with other products for reporting, analysis, and time tracking, among other features. Aside from its cloud-based solution, Basecamp can be integrated with iOS, Android, Mac, and PC.

Cost : Basecamp’s personal package is free for personal use. Business plans start at $99 monthly for unlimited users and projects.

Nifty gantt dashboard

Nifty is a good project management tool if you’re in the market for an intuitive, easy-to-use tool for individual or team work. Within the app, you can modernize and centralize work operations to help minimize the internal tools that your team has to juggle. Nifty lets you manage full projects, campaigns and individual tasks in views like Kanban or Gantt, which can be organized by milestone.

Cost: Pricing starts at $39 per month for a team of 10.

6. Proofhub

Proofhub project management software

ProofHub lets teams collaborate, organize and deliver on projects across an organization. Users can assign specific tasks to individuals, which can have a breakdown of deadlines and recur at a determined frequency. ProofHub has several views including Gantt, Kanban and calendar view, and is also a central place to store files related to all of your projects.

They also have a proofing capability, timesheets and reporting to better equip teams with all of the tools they need to collaborate.

Cost : ProofHub starts at $89 per month billed annually or 100MB of storage.

7. Smartsheet

Smartsheet project management software

Smartsheet is a project management tool that is based on a table view, which looks similar to an Excel spreadsheet . This tool is cloud-based, and also allows users to switch between a few other data visualization views. With its user-friendly interface and customizable features, it streamlines project planning, tracking, and reporting. Users can create sheets and templates to organize tasks, set deadlines, and assign responsibilities.

Smartsheet offers robust integrations with popular software like Microsoft Office and G Suite, enabling seamless data transfer and enhancing productivity. In addition, it provides real-time updates, allowing teams to stay on top of progress and make informed decisions.

Smartsheet also has work automation flows that help you reduce manual tasks and automate recurring actions, which helps take over some of the more mundane day-to-day work. Overall, Smartsheet simplifies project management and improves communication, leading to increased efficiency and successful project outcomes.

Cost : Contact saless for pricing information on Enterprise plans.

Wrike Project management software

Wrike is a powerful project management app that is best for creating custom team workflows. From there, you can easily set a timeline, create interactive charts like Gantt view, and easily visualize tasks and next steps. Wrike also allows you to analyze performance with their real-time report building feature.

With its user-friendly interface and customizable workflow templates, teams can streamline their project management processes. Features like task tracking, real-time communication, and file sharing make it an ideal tool for businesses of all sizes.

Cost : Wrike offers a free plan for unlimited users with restrictions. For all features, paid plans start at $9.80 per user per month.

xebrio project management software

Xebrio is a complete project management ecosystem in itself and is designed for small teams to large enterprises. Managing different phases of the project becomes easy with Xebrio as it has in-built features like task management, milestone tracking, requirements traceability, test management, bug tracking and release management.

These integrated features reduce the dependency on third-party integrations or plugins and the entire project lifecycle data stays under one roof. With Xebrio, teams can collaborate easily, regardless of location. Users can add contributors, reviewers, and other stakeholders to their projects to ensure nothing falls through the cracks when working together as a team.

Cost: Xebrio’s basic plan starts from $1 per user per month.

Jira Project management software

Jira is a bug-tracking and agile project management app that started as a platform primarily used by engineering and remote dedicated development teams. It’s currently used by a variety of teams all over the world, but it’s an especially useful tool for a software development company, as it has roots remain in issue/bug tracking, agile and test case management spaces.

Some of the features of Jira include customizable scrum boards, roadmaps to sketch out plans and individual team actions, as well as flexible Kanban boards that help visually manage issues.

Cost : Pricing for Jira starts at $10 per user per month.

Other great project management alternatives

11. monday.com.

monday.com - notion alternative

Monday is a simple online project management software that helps teams visually organize tasks and projects. Projects are managed via one central board, which serves as the hub for each project and reflects changes made on a task-by-task basis. Boards are also customizable — you can add new columns to see data on hours spent, status, and location.

This project management tool also has views including workload view, where you can see pending tasks by individual, timeline, where you can plan work out by due date, and charts, where you can review team efforts and outcomes.

Cost : Pricing starts at $39/month for the first five users billed annually.

Plaky project management software

Plaky is an online project management tool ideal for task, product, and workflow management. Its customizable features allows the flexibility needed in a B2B oriented platform, making Plaky a great option of project management for any industries. Some of its major features include Kanban and Table view, ready-made templates, a time-tracking integration with Clockify, @mentions, activity log, and guest access.

Users can easily filter and sort their tasks, assign due dates, and attach relevant documents. Plaky also allows unlimited users, workspaces, and projects. It offers first-rate 24/7 customer support, and it is ISO certified and GDPR compliant. 

Cost: The basic version is free forever, and paid plans are coming soon.

Zoho project management software

While it’s not a traditional PMS, Zoho is a web-based CRM suite that is best used to manage leads, purchases and pipelines. Among the tools in this CRM platform are automated tasks like account management, lead tracking, prospect tracking and other sales tasks. Zoho also has a native chatroom that can either be private or public, and the ability to track the time spent on projects.

The tool also has features outside of the project management and marketing scope, including HR and finance management. In addition, you can utilize a Zoho CRM Integration to connect the platform with other common work tools that you already use. 

Cost : Zoho has basic plans that start at $10 per user per month.

14. LiquidPlanner


LiquidPlanner project management tool is a fusion of traditional PM and time-tracking. One of its most unique features is that it updates and shifts due dates and projects when resources per project change. This helps you manage expectations around when a project can be completed or when milestones can be hit based on workload.

LiquidPlanner also has a great resourcing feature that clearly shows how many available hours an employee has per week, as well as a helpful budgeting feature for controlling costs and keeping expenses on track.

Cost : Starts at $39 per user per month, billed annually.

15. ClickUp

ClickUp project management

ClickUp is a tool with customizable views, including list view, board view (similar to Kanban view), box view (which breaks out individual workload), and calendar view (sorts actions by due date). With ClickUp, users can work towards goals, which are the users “mission control center.” Other features include a 2-way calendar sync and time-tracking integrations with Toggl, which is why we picked it for this list.

Cost : ClickUp is free up to 100MB of data. After that, pricing starts at $5 per user per month billed annually.

Comparison: Learn about the top ClickUp alternatives on the market.

16. Airtable

project management websites

Learn more about Airtable above.

Airtable is a high-powered spreadsheet in which you can list tasks, projects, and store files. Within the spreadsheet, you can attach a variety of items, including images, links to other tasks, and assignees. Airtable also has other views aside from the spreadsheet/table view, which include calendar view, Kanban view, and gallery view. This tool is one of the best tools if you’re primarily used to working in Excel or Google Sheets.

For project management on-the-go, Airtable also has a great mobile app available on iOS and Android app stores.

Cost : There is a free version of Airtable, and paid plans start at $10 per user per month billed annually.

Comparison: Learn about the top Airtable alternatives on the market.

17. Mavenlink

Mavenlink project management software

Mavenlink was built specifically for the operational and financial sides of service businesses. This management software serves as the “Operational Service of Record” for service businesses and connects whole organizations with ease. Whether you’re creating a business plan or streamlining operations of a long-established organization, Mavenlink benefits businesses by helping them manage finances and stay on track. 

Within the tool, there are several different functions including traditional project management, resource management, and business accounting, which help unite multiple people working on a specific project.  Mavenlink’s resourcing and budgeting tools are particularly useful, as they help increase overall financial visibility within an organization.

Cost : Pricing starts at $19 per month for a group of five users.

18. MeisterTask

MeisterTask Project management software

MeisterTask is another Kanban-based tool (like Trello) that helps you sort projects and tasks within a larger team. Compared to other project management tools on the market, MeisterTask’s offerings are much more streamlined and tailored. 

This tool also has pre-made workflows that can help you make the most of the tool. Alternatively, you can design your own custom workflow for your team.

Cost : MeisterTask has a free version, but the paid version starts at $8.25 per user per month.

19. ProjectManager

project management websites

ProjectManager helps people plan projects, build workflows and manage resources with powerful features your whole team can use. This project management tool has five project views — Gantt charts, kanban boards, task lists, calendars and sheet views — so teams can work how they want to. The powerful Gantt links all four types of task dependencies, filters for the critical path and sets a baseline to capture project variance and help keep you on track. 

Real-time dashboards give you a high-level overview of your project or projects, without the time-consuming setup required with lightweight alternatives. Customizable reports go deeper into the data and can be shared across multiple formats to keep stakeholders updated. This is a highly collaborative tool that lets users share files and comment at the task level, also has automated workflow, task approvals and risk, resource and task management features.

Cost: $13 for the Team Edition, $24 for the Business Edition and contact sales for Enterprise

20. Adobe Workfront

Adobe workfront project management software

Adobe Workfront is a highly customizable tool that helps users to manage their projects, which is why it’s one of our picks for best project management tool. Features include setting up priorities for tasks, assigning them to specific team members, managing an entire project, and reviewing its progress. Besides automating the whole workflow, this top project management software also provides a centralized platform for digital collaboration and integration with various other services.

Adobe Workfront also delivers powerful tool integrations to help your team take their tech stack to the next level.

Cost : Adobe Workfront has four pricing plans — you must request a quote for each plan.

The best of the rest: More PM software to consider

21. GanttPro

As the name suggests, GanttPro is one of the leading tools that functions based on Gantt charts. With GanttPro, users can plan projects with interactive Gantt charts, split projects out into tasks, milestones and subtasks, and set a specific timeline with resources allocated. GanttPro also allows users to measure out team resources, availability, and estimate project costs.

Cost : Pricing starts at $15 per user per month for one user.

Scoro is a complex project management tool built to help teams manage tasks and reporting. Tasks can be tracked and divided into subtasks, assigned to individuals, and have deadlines and milestones attributed to them. Scoro is also great if you send invoices — the tool lets you send sales quotes and bills with ease via the app itself. 

This tool also contains thorough reporting functionalities that let you view project status reports, unscheduled time, and projects by accounts. 

Cost : Pricing starts at $26 per user per month.

Timely is an automated time-tracking tool that also lets you track projects, monitor budgets, and view team performance all in one software. With Timely, you can examine past costs, tasks and turnarounds to set competitive rates and improve future project profitability and efficiency. Timely prioritizes privacy in its functionality, giving each team member their own private work timeline so they can control what information is displayed publicly. And with automatic time-tracking and timesheet drafts, your team can focus less on daily admin tasks — and more on the work itself.

Cost: Starter plan is $8 per user per month, scaling up to the unlimited plan at $20 per user per month.

24. Proggio

Proggio is a collaborative portfolio and project management app that has a range of features including high-level portfolio monitoring, Kanban and list views, a mobile app, and a robust Jira integration. The Jira integration helps teams connect with their coworkers in the development and software space, which is great for teams across many organizations. In Proggio, you can also sort tasks by “My Tasks,” “Assigned by Me,” “By Projects,” and “My Team,” which helps sort and filter to-dos.

Cost : Proggio costs $19 per user per month for 5-20 users.

25. FunctionFox

FunctionFox project management is rooted in tasks, timesheets and budgeting functionalities that make it easy to view the full scope of a project via the app. FunctionFox caters specifically to creative professionals, and those who work in a project-based space. The tool also allows for detailed reporting and has a view called CEO Desktop, which provides a graphical representation of projects alongside estimated hours they will take.

Cost : FunctionFox Classic starts at $5 per month per user.

26. Timecamp

If you’re in the market for a time tracking tool that also connects with your project planning tool, Timecamp is a great tool as it offers automatic time tracking that works in the background and logs time for projects seamlessly. The tool’s unique project structure allows you to create or import as many projects as you need, track time for them, and then analyze the reports to figure out how the team is performing.

Cost : Timecamp offers a free plan for single users and paid plans that start at $5.25

27. Workzone

Workzone is a customizable project management tool that helps bring all relevant information together for teams to collaborate at macro and micro levels. Within Workzone, you can access things like “Project Dashboard,” pictured above, which is a big picture view of where all projects stand across an organization. You can also drill down into “To-Do Lists” which are created for each individual user and emailed to them.

This tool also offers features like templates, Gantt charts, dependencies, and request forms.

Cost : Enterprise costs $43/user per month.

Paymo is a tool built to help teams work together and stay on task. One of the main selling points of Paymo, and what makes it a leading project management app, is that it lets you manage tasks, create team schedules, and track work time in one cohesive platform. This tool will primarily be useful if you’re doing project-based work, say at an agency or creative organization, and want to track time spent across specific tasks and projects.

Paymo also allows you to create invoices from the app, and has tons of integrations with software like Google, Slack and Quickbooks.

Cost : Paymo’s business plan starts at $14.25 per user per month.

Chanty is a great team collaboration and project management tool that is easy-to-use and straightforward. Within Chanty, you can chat with teammates, organize team activity in Teambook, share screens and files, and bring all of your most-loved apps into Chanty itself. Additionally, Chanty has a dark mode.

Cost : Chanty is free for their basic version.

30. Forecast

More than just a project management tool, Forecast is an intelligent automation platform that helps teams run project from start to finish. They use AI to help plan out project duration and scope, allocating resources and teammates to each project with a few clicks. Forecast also has a great resource utilization functionality, which can help teams understand where individuals are over or underutilized across the team.

Cost : Forecast’s pro plan starts at $49 per user per month.

31. Teamwork Projects

Teamwork is on our list of best PMS because it is a tool built specifically for project management offices (PMOs). Teamwork helps with task management, time tracking, resource management and reporting, all of which are crucial for PMOs. Other features in this app include templates, which you can apply at the project level, messaging and chat, which helps teams stay connected, and Gantt view, which helps teams track progress over time.

Cost : Teamwork’s premium plan starts at $18 per user per month.

32. Celoxis

Celoxis is a project management platform built to help teams run smooth workflows and track resources. It’s included in our list of best project management apps because it helps teams with project request tracking, project planning, resource management, accounting, and portfolio management. This tool also has a client portal for anyone working with a client that you want to give partial access to.

Cost : Celoxis starts at $25 per user per month billed monthly.

33. Kintone

If you’re working on multiple projects across a large team, Kintone could be the project management tool for you. In this app, users can automate workflows, view status of in-progress projects, be notified with reminders when things are due, and prioritize or filter tasks. Kintone also has a range of apps and add ons that you can pair with tools like Box, Domo, Dropbox and Eventbrite.

Cost : Kintone’s professional subscription starts at $24 per user per month.

34. TeamGantt

One of TeamGantt’s biggest advantages is that it’s an easy-to-use product that is great for beginners, or those who might not have had extensive experience with PMS in the past. As the name suggests, this tool is Gantt-heavy, which gives teams an easy and straightforward was to manage projects. With TeamGantt’s Gantt charts, you can plan, schedule and manage Gantt charts.

Cost : TeamGantt’s basic plan is free.

35. Hubspot

While HubSpot Task Management Software isn’t a project management tool per-se, this CRM platform has project and task management capabilities, which are also available in the free plan. If you’re a marketer or a salesperson and you’re looking for an integrated tool, then you might consider HubSpot CRM because of the free marketing, sales, lead tracking, and of course, task management tools that are natively integrated.

Once you want to set a task for a contact, simply choose the company, contact or deal in the HubSpot CRM. Click “Create task” and add your details and notes; set a due date; set an email reminder, task type, and task owner (all optional); and then click “Save Task.”

Cost: This is a free functionality within the Hubspot subscription. Hubspot Marketing Hub pricing plans begin at $45/month.

36. Ravetree

Ravetree is your hub for storing all project information, budgeting, files, client information, and more. With this tool, you can manage projects via agile and waterfall methods, as well as create multi-level approval flows for creative assets, track times and expenses, and use Ravetree’s integrated CRM. With Ravetree, you can also give clients access to your project progress and campaigns with the client portal.

Cost : Ravetree’s pricing starts at $39 per user per month when billed monthly.

37. Quickbase

Quickbase is a no-code tool that allows teams to collaborate and tackle projects of all complexity levels. Quickbase helps connect your existing systems to mitigate risk, reduce waste and cut down on unexpected costs. With automated workflows and granular permissions, the right people will have access to the right information every time.

Cost : Quickbase’s standard Teams plans start at $35 per user, per month. The Enterprise plan offers fully customizable packages.

38. Backlog

Backlog is a tool built for all types of teams to help them organize and streamline work. In addition to standard task and project management functionality, Backlog offers code management features, as well as bug and issue tracking. In Backlog, you can organize projects by Gantt and Kanban view, create and assign tasks to teammates from anywhere in the world, and track issues in a way that’s easy for non-technical teams.

Cost : Backlog starts at $35 per month for 30 users and 5 projects.

39. Robohead

Robohead is a project management platform built specifically for creative and marketing teams. This tool allows you to manage creative projects from inception to completion with a variety of features including request forms, conditional logic, approvals, templates, flexible projects views and more. With notes and email alerts, Robohead also helps creative teams stay connected and up-to-date with their coworkers and clients in real-time.

Cost : Robohead pricing is available by request only.

40. Planview

Planview  is an enterprise-level portfolio and project management tool that helps teams all over the world simplify work and accomplish their goals. A few things that Planview can help with include: sharing goals across an organization so people understand macro-level decision-making, merging different work styles into one comprehensive framework, and increasing speed with which teammates can communicate. Planview acquired another popular PPM tool, Clarizen, in 2021.

Cost : Planview pricing is available if you reach out to their team.

nTask is a project management tool that teams rely on to get their work done faster. nTask is a leading Gantt chart software for teams of all sizes, whether its an individual or a group of 50. With dependencies and milestones for task tracking, nTask makes it easy to plan and oversee all projects. They’ve also got some great meeting features, which include the ability to create an agenda, write out discussion points, sync recurring meetings, and slot out follow-up actions.

Cost : nTask premium starts at $2.99 per user per month.

Notion is a great all-in-one software that helps your team collaborate, plan for the future, and stay organized in the present. Notion is broken up into three parts  the team Wiki, where information can be stored and recorded; projects and tasks, where teammates can record individual tasks or assign to teammates; notes and docs, where teams can share meeting notes or relevant documents.

Cost : Notion’s team package costs $8 per user per month.

Yodiz is a popular project management tool among teams who really want to lean into Agile and Scrum methodologies. With Yodiz, teams can track, plan, and garner smart insights throughout their project and campaign lifecycle. A few of this tool’s features include team planning, which helps you get an idea of team capacity and capability, delivery tracking, which lets teams set goals and track them with powerful dashboards, and analytics, which allow teams to track performance metrics.

Cost : Yodiz’ agile tool starts at $5 per user per month.

44. Todoist

Todoist is a leading to-do list app and basic PMS that helps individuals create interactive to-do lists to manage projects and tasks. Part of their mission is to help people free up mental space by getting all of their tasks down in one place — with the added mental capacity, individuals can think bigger and better.

Cost : Todoist has a free version of their software. Their Pro plans begin at $4 per month, per user.

45. Infinity

Infinity is a powerful program that allows teams to sort and store information about projects and tasks in a streamlined way. With tons of unique project views, ranging from table to Gantt, Infinity has a unique view and solution for every team member. Additionally, you can structure data into hierarchies including workflows, items, and tabs.

Cost : Infinity starts at $9 per user per month.

46. MindGenius

MindGenius is a comprehensive project management tool that helps remote teams around the world stay connected and work together. This app has a few different variations, including MindGenius and MindGenius 20. The latter is their desktop app, which helps teams pull together mind-maps and can show tasks in a variety of views including Gantt, solutions, and slide view. MindGenius Online allows teams to collaborate together and assign each other tasks while working remotely .

Cost : MindGenius starts at $160 for your first year subscription.

47. CitrixPodio

Podio is a great project management tool that helps teams improve and better structure their workflows. In Podio, you can set up content, conversations, and processes to help your organization and keep teams on the same page. A few other helpful features of this toolincludes ability to bring freelancers and external parties into the app, high-level admin capabilities, and ability to create custom structure and processes.

Cost : Citrix Podio is free for up to 5 employees and then starts at $7.80 per user for their “basic” subscription.

Rindle is a great process and PMS that teams can use to encourage teams to adopt the correct processes and workflows. With Rindle, you can build processes in a no-code environment by creating “rules” for each step of the process. From there, you can set triggers and actions, which can be organized into boards and assigned to teammates.

Cost : Rindle starts at $9 per month for each user.

With Accelo users can not only plan projects and deliver client work, but also track results and automate processes. If you’re looking for more traditional project management, Accelo has drag-and-drop Gantt charts, or if you’re looking for more team-focused features, they’ve got team scheduling capabilities.

Cost : Accelo starts at $39 per user per month.

50. Process Street

Process Street is a workflow software that helps teams manage recurring checklists and procedures. With this tool, teams can create a process template with tasks and actions, run multiple instances of the checklist, and track progress while collaborating with your teammates. Users can even set up conditional logic inside this tool.

Cost : Basic package starts at $12.50 per user per month.

51. Project.co

Project.co is an ideal tool for teams that are client-facing. Each project has a dashboard, which houses all of the project status, comments, team members, payments, and time tracked. In the discussion section, you can have real-time conversations with internal or external teammates about project progress.

Cost : $10 per user per month.

52. Procore

Procore is a project management software built specifically for construction. With Procore’s software, teams can communicate more seamlessly and have one central source for all project information. The mobile app also makes it easy for teams and individuals to communicate from the field. This is incredibly useful for managing construction projects on-the-go.

Cost : Procore starts at $375 per month

53. Freshservice

Freshservice is built specifically for IT teams to improve efficiency and deliver projects on time. With Freshservice, teams have a single unified platform where they can collaborate and execute flawlessly on all projects and tasks. This tool has a great overall dashboard that helps you understand how projects are tracking, as well as project templates and time tracking capabilities

Cost : Starts with a 21-day free trial or $19 per user per month.

Quire is a great project management tool that helps teams visualize and collaborate on their projects from all angles. Within Quire, teams have Workspaces where they can collaborate, as well as individual task lists which can help contributors stay up-to-date. Additionally, actions can be sorted into a Kanban board, which helps others in the organization understand progress.

Cost : Quire offers a free basic plan, with professional plans beginning at $7.65 per user per month.

55. Google Task

We all know and love Google as our favorite search engine or email provider, but did you know that Google Tasks exists? This app lets you create and organize tasks, add subtasks, view, edit and manage tasks, create tasks from emails, and so much more. This tool would be best suited for someone who needs a simple project management solution and already uses the Google suite.

Cost : Google Tasks is currently free.

Indy is a user-friendly platform for managing your freelance projects. Bring all your workflows into one place with Indy’s tools. Create proposals, contracts, and invoices in minutes with automatic tools. Indy makes managing freelance projects easier because you can use the Forms tool to automate client info requests, the Time Tracking tool to manage hourly billing, and the Tasks tool to connect tasks to Projects and get work done.

Cost: Indy’s Pro Bundle starts at $9 per month. Indy’s Free plan gives you free unlimited access to all the basic tools you need to manage your business.

57. SmartTask

SmartTask is an all-in-one cloud-based work management software. SmartTask is simple, yet powerful enough to manage all of your team’s business operations with features including project management, task management, team collaboration, time-tracking, CRM, custom analytics, and reporting features. Like Hive, SmartTask offers multiple project layouts, including list, Kanban boards, Calendar and Timeline views.

Cost: SmartTask stands out among competitors for its affordable pricing plan, which costs only $5/month per user.

Flow is a project management tool that can help you to work faster when planning, setting priorities and tracking projects cross-team. The tool works as a task and project management platform. Flow offers different layout views, from simple checklists, calendar view to Kanban boards.

The software supports a powerful filter feature that uses tags, making it easier to find and see the status of projects. Flow’s privacy control feature allows set up of public and private projects. With Gantt chart timelines, real-time notifications, notes and ability to comment on tasks, Flow is a solution that helps teams of all sizes to communicate effectively.

Cost : Flow Studio Plan starts at $59 a month and supports up to 10 users.

Plutio is an all-in-one business management app with great project management capabilities. It comes with tools that streamline both solo or collaborative project management, like time-tracking, team chat, task comments, and document collaboration. Plutio is a great solution for service-related industries due to its easy-to-use features, such as invoicing and payment collection, client portals, a chat widget, proposals and contracts are all included with Plutio projects.

Cost: 7-Day Free Trial, Starts at $19/month.

60. DashClicks

A PM software by DashClicks , “Projects” is developed for agencies to work smarter and faster. The tool allows marketing agencies to effortlessly manage multiple projects for each of their clients, all within a single application. Noteworthy features of the software also includes the ability to automate the creation of new projects and the sending of onboarding documents to your clients.

Cost: DashClicks offers a forever free plan and three paid plans. Paid plans start at $97 USD per month.

We often hear the uestion “Is project management software easy to use?” Our response is absolutey YES, but only if you find the right tool for your team.

Is there another tool you love that we didn’t mention here? We want to hear from you! Let us know in the comments below.

And while you’re here, don’t forget to start your free trial of Hive and see why it’s one of the top ranking project management platforms on the market.

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10 Best Project Management Tools in 2023 (Features, Pros, Cons, Pricing)

Faisal Malas

Expansion Account Executive

November 2, 2023

Looking for the best tools for project management? Envision a collaborative environment where every team member and stakeholder works together to produce their best effort. Or even better, consider a central hub that not only allows people to connect, communicate, and collaborate but also makes it enjoyable. This is precisely the kind of experience that project management tools can facilitate.

Finding a tool that suits the exact needs of your team is hard. 

But don’t worry, we’ve done all the hard work for you.

In this article, we’ve created a curated list of the 10 best project management tools along with their best features, pros, and cons. We’ve also suggested steps you should take to find the right tool for your team, as well as important features you need to look for in a project management tool.

5. Workzone

6. proofhub, 7. meistertask, 8. monday.com, 9. teamwork, project management tools faqs.

Let’s get started.

Top 10 Project Management Tools in 2023

In 2021,  38% of employed workers  did some or all of their work at home. This is up from 24% before the pandemic. As teams become globalized and projects become more complex, aligning all tasks into a central work management platform is essential

Modern teams have more projects taking up their work time. From meetings to deep work and informal projects to goal tracking, many things are moving simultaneously in a short amount of time.

Without best-in-class project management tools, we essentially create more tasks, inefficiencies, and fear-based decisions.

Here are the best project management tools in 2023:

ClickUp Docs, Chat, and List view in ClickUp

ClickUp is an all-in-one project management tool to help you consolidate your apps, bring teams together in one centralized place, and, most importantly, simplify your workflow so you can operate with efficiency, manage multiple projects with ease, and deliver successful projects on time.

So what exactly makes ClickUp unique and one of the best project management tools available today?

Whether you’re a small business or an enterprise, ClickUp can help you manage your projects more effectively as it can adapt to any business size or type. With its intuitive user interface, customizable workflows, powerful integrations, and flexible pricing, it’s clear why it has become a go-to option for businesses and the perfect project management solution for any team and businesses of all sizes.

Now, let’s take a deep dive deep dive into what makes ClickUp stand out from the competition, how it can benefit your team, and what makes it the top project management choice for your business:

1. All-in-one solution and fully customizable platform

ClickUp is an all-in-one solution, which means you don’t need to use multiple tools to manage your projects and can access all your work in one centralized place.

Access a range of features for task management , time tracking, team collaboration, and even mind mapping and Whiteboards for brainstorming sessions, strategy planning, and more—all in one app. This not only streamlines your workflow but also saves you money and time compared to when using multiple apps.

And as a cherry on top, ClickUp is fully customizable, which lets project managers, stakeholders, and any team across your organization configure ClickUp to fit their needs and preferences without disrupting anyone’s workflow.

2. User-friendly interface and scalability

Whether you’re a tech-savvy individual or not, ClickUp ensures that you can access the tools you need quickly without getting bogged down in complicated features. 

ClickUp’s user interface is intuitive and user-friendly, with drag-and-drop functionality and a fully customizable platform, making it easy for anyone on your team to navigate and use effectively. 

Another compelling advantage of ClickUp is its scalability. It’s suitable for small businesses, mid-market businesses, and enterprises alike, making it an ideal solution for any team size or budget. Plus, it’s straightforward to adjust as your business grows and evolves. You can easily add or remove users, change workflows, and integrate new tools as needed.

3. Customizable workflows and workflow automation

One of the standout features of ClickUp is its customizable workflows enabling you to configure ClickUp to fit your specific needs, preferences, and any project management methodology—a project manager’s dream. ✨

Whether your team follows the agile methodology or uses a more traditional approach, ClickUp lets you set up workflows that work for you. 

You can create custom statuses, add Custom Fields, and even automate certain aspects of your workflow . The result is a more streamlined, efficient way of working that saves time and reduces errors.

ClickUp Workflow Automation

5. Over 15 custom work view options

View your work your way with over 15 custom views to support your project management approach, unique workflows, and personal preferences. 

Create the perfect Agile workflow with Board view, manage project timeline , milestones, and more in Gantt chart view, allocate your resources effectively with Workload view, and so much more. 

6. Team collaboration

Whether you work with your team in person or remotely, ClickUp’s collaboration features can help you improve team collaboration and stay connected, aligned, and up-to-date at all times. 

Using ClickUp Whiteboards to collaborate and brainstorm ideas with your teams in real-time

With features such as collaborative Whiteboards for project planning, brainstorming, and strategy sessions, Chat view for instant messaging within ClickUp, assigned comments, multiple assignees, and other collaboration features, your teams will have everything they need to work in real-time or asynchronously.

Additionally, you can use the notifications feed and the task watcher feature to stay in the loop on progress, changes, and other updates in ClickUp.

7. Dashboards with real-time reporting

Project visibility is key to successful project management, which is why ClickUp offers a custom Dashboard that gives you the power to build your own dashboard to give you a high-level overview of your work across your Workspace.

There are unlimited ways you can choose to visualize your work. Simply choose your widgets, such as custom charts, project breakdowns, and more, then drag and drop them into your Dashboard to instantly provide data for any activities or information you want to gather, display, or understand.

Get a high-level overview of your project progress in ClickUp Dashboards

8. ClickUp AI

Work faster, write better, and think bigger with ClickUp AI —ClickUp’s native AI writing assistant. ⚡️

This game-changing and research-based feature ensures high-quality content by using prompts tailored to specific roles. You can also use ClickUp AI for everyday tasks like improving your writing, summarizing lengthy content or notes, creating customer emails, and so much more.

ClickUp AI is available on all paid plans for $5 per Workspace member per month. Use this feature to boost your productivity, write engaging and concise copy, and transform the way you work.

9. Powerful integrations

Integration plays a vital role in streamlining tasks, reducing manual data entry, and automating workflows so businesses can save time, reduce errors, and increase efficiency.

Connect ClickUp to your most-used and favorite work tools; it integrates with over 1,000 work apps, including Slack, Trello, Zapier, and Google Drive, among others.

10. Customizable templates

Don’t know where to start, need inspiration on how to get started on a project, or looking to improve your current processes? 

Jumpstart your work with customizable templates for every team and use case. ClickUp offers a library of templates for project management, marketing, engineering, HR, and so much more. Simply add any template to your ClickUp Workspace and customize it to fit your needs.

ClickUp Pros

  • A fully customizable platform that caters to every type of team and businesses of all sizes 
  • Affordable and budget-friendly pricing plans 
  • Hundreds of customizable features, templates, automation, and more 
  • Available across all devices, including mobile devices to let you access your work at any time from anywhere

ClickUp Cons

  • Learning curve due to the number of available features 
  • Not all views are available in the mobile app yet
  • Free Forever Plan : Feature-rich free plan
  • Unlimited Plan: $7 per user per month
  • Business Plan: $12 per user per month
  • Enterprise Plan: Contact ClickUp for custom pricing

Overall, ClickUp is an excellent project management tool that caters to all business sizes. With its powerful task management features, customizable workflows, and project management collaboration tools , ClickUp provides teams with everything they need to manage their projects effectively.

And if you haven’t tried ClickUp yet, we highly recommend you give it a go. It’s free to get started!

ClickUp Project Management CTA

Wrike is an award-winning web-based application for project management. Unlike most project management software on this list, this collaboration tool is especially used in the big leagues. As a result, it’s great for larger teams and huge corporations.

However, like anything meant for the big leagues, it can lose sight of what it means to help the little guys!

Key Features

Here are some of the features that help you hit a home run on all your projects:

A. Three-Pane View

Wrike has a three paned intuitive interface geared towards accessibility and productivity. Here’s what it contains:

  • Left pane : contains the project hierarchy to edit and adjust subtasks
  • Middle pane : contains all your current task lists for a project 
  • Right pane : contains detailed information about your tasks

This interface makes it easy to manage everything from one workspace. You can monitor every task dependency, team communication, and project status reports easily.

B. Analytics

Wrike has powerful analytics to give project managers detailed insights about their project and team. Here are two of their most popular analytics reports:

  • Global report : Analyzes task data from your projects over eight different categories. It’s useful for expense tracking and calculating future resource management
  • Performance chart : Graphical representation of your project’s progress over time

With Wrike, detailed insights are just a click away. It’s visual project management software at it’s finest.

C. Forms and Requests

Overwhelmed with countless email threads and DM ( Direct Messaging) notifications? 

You don’t have to switch them off; Wrike eliminates the need for them altogether. With their forms and requests feature, you can assign tasks and communicate useful information easily.

Everything you need to know is on the form itself. You won’t need any other follow-ups. 

  • Tons of in-built features such as time-tracking and quick file sharing
  • Detailed reports and insights to calculate deliverables
  • Mobile apps lack functionality
  • Not user-friendly, especially for beginners

Bonus: Learn about project management with Wrike .

Wrike has multiple variants to choose from.

  • Free version
  • Team:  $9.80 per user per month
  • Business:  $24.80 per user per month
  • Enterprise:  Contact Wrike for details
  • Pinnacle:  Contact Wrike for details

Note: If you have a marketing or creative team, Wrike offers a special creative agencies plan with additional features like a tailor-made workspace and digital asset management tool (price on request).

Customer Ratings

  • G2:  4.2/5 (3,200+ reviews)
  • Capterra:  4.3/5 (2,300+ reviews)

Missing Features

  • Cannot add multiple assignees
  • No independent note-taking feature
  • Gantt charts are a paid feature

Visit Wrike


Despite its laid-back yoga-inspired name, Asana is a dynamic project management tool used by companies all over the globe. However, it does have a few quirks that could stress you out – making you want that quick yoga session!

Check out our list of top Asana alternatives to help you breathe easy.

Here are a few features of this project management tool that give project managers peace of mind: 

A. User Interface

One of the best things about Asana is its intuitive user interface. It’s simple and easy to use.

You get tons of flexibility (pun intended) over how it looks and can move your task list around very easily. You also have access to an activity feed on your dashboard to keep up with what your team members are up to. 

This makes it a great project management solution for simple projects.

B. Visual Project Timeline

Asana’s visual project timeline feature is a Gantt chart of sorts. It highlights your task due dates, assignees, and progress over time. However, if you’re looking for a true Gantt chart, you’ll need separate Gantt chart software .

You can get a detailed view of your project with this visual project timeline and can make scheduling adjustments easily.

C. Loads of Integrations

Asana can become one with everything, literally.

Asana can integrate with loads of applications to become a hub for all your business activities. Here are some popular apps it can integrate with:

  • Slack : for quick team communication
  • Outplanr: to track time and to-do lists
  • Google Calendar : to manage your activity schedules
  • Dropbox: for easy file sharing
  • Unito: integrate with other team collaboration tools like Basecamp, Wrike, and Trello
  • Project timelines for simple workflow management
  • Tons of helpful integrations
  • Drag and drop functionality for task management
  • Limited features on the free version
  • Not ideal for complex projects with multiple workflows
  • No visual collaboration features such as mind maps in its project management platform
  • No multiple assignees feature, so team workspaces are cluttered with task copies


  • Basic: Free version
  • Premium:  $10.99 per user per month, billed annually
  • Business:  $24.99 per user per month, billed annually
  • Enterprise:  Contact Asana for details

User Ratings 

  • G2:  4.3/5 (9,200+ reviews)
  • Capterra:  4.5/5 (11,900+ reviews)
  • Cannot assign work through comments to team members
  • Cannot add multiple assignees to a task
  • Cannot switch between views on the same project
  • No custom statuses
  • No “Me” tab to only view tasks that concern you
  • Does not support native mind mapping
  • No built-in wiki tool

Compare ClickUp and Asana !

Visit Asana


In comparison with the previous tool, Asana , Trello is a simple project management tool. Known for its iconic cards, Trello works like supercharged sticky notes. 

And just like sticky notes, they’re great to look at and handy in a pinch, but if you’re looking for something more comprehensive, you might want to look elsewhere.

Here’s a closer look at its features:

A. Simple Task Management tool

Trello assigns a “Board” to each task. A project manager can access these boards from their dashboard and make any changes they want. They can add tags, custom fields, and priorities, all with one click.

B. Drag and Drop Functionality

Trello lets you drag and drop tasks around your dashboard. This makes rescheduling and editing tasks and projects easy.

It’s Kanban project management at it’s finest. Uncomplicated and effective.

C. Power-Ups

Each project task can be assigned a power-up depending on what’s needed. Most of these power-ups are free and have paid upgrades for more functionality (similar to most freemium games.)

Some of these power-ups include features like calendar views, Google Drive integrations, and quick file sharing. 

Trello’s most popular power-up is its “Butler” feature that lets it automate a preset group of tasks. 

Trello Pros

  • Simple and user friendly interface
  • Easy task management and scheduling
  • Useful power-ups for additional functionality

Trello Cons

  • No views other than Kanban views
  • No reporting features
  • Cannot manage complicated projects
  • Relies on external integrations for functionality
  • No advanced features like native Mind maps, Docs, and Gantt charts

Check out these Trello alternatives !

  • Standard:  $5 per user per month
  • Premium:  $10 per user per month
  • Enterprise:  Starting at $17.50 per user per month and up
  • G2:  4.4/5 (13,000+ reviews)
  • Capterra:  4.5/5 (22,300+ reviews)
  • Relies on external integrations for advanced functionality
  • Cannot add multiple assignees to a project
  • No in-built wiki capabilities
  • Cannot assign comments to team members
  • No native spreadsheets
  • Cannot export projects on the free plan

Visit Trello


Workzone is a tried and tested web-based software that’s been around since 2000. But that doesn’t mean it’s as dead as a dinosaur. Sure, it’s not the best project planner on this list, but I guess everyone needs a throwback now and then.

Here’s why this project management tool is alive and kicking in 2021:

A. Simple Project Management

Since Workzone is old-school, it offers no-nonsense project management.

All your projects are accessible from your project dashboard , where you can easily check their status. Open any project, and you’ll instantly see subtasks, due dates, and the assignees involved. 

You’ll also get helpful notifications whenever deadlines are approaching to stay on top of everything.

Workzone is all about functionality, with none of the fluff.

B. Smooth Team Collaboration

Workzone lets your project team members collaborate easily via the comment section present under every task. 

This ensures that all your conversations are neatly ordered and are situated where they’re most relevant.

C. Reporting Capabilities

Workzone gives you detailed reports over a variety of topics. You get:

  • Reports on individual performances
  • Progress statuses for your projects
  • Time management reports

You can customize each report too. You can view them as a classic bar chart, a pie chart, or as a table. This gives you the information you need in the way you want it .

Workzone Pros 

  • Straightforward project management
  • Powerful to-do lists
  • Good reporting capabilities

Workzone Cons 

  • Mobile applications need work
  • Lacks features like assigned comments and multiple views
  • User interface is dated 

Workzone offers you three variants.

  • Team ($24/month per user): For loads of features and 100GB of cloud storage for uploads
  • Professional ($34/month per user): For all the “Team” features + 150GB of cloud storage for uploads

G2Crowd: 4.3/5 (40+ reviews)

Capterra: 4.7/5 (120+ reviews)

  • No free version
  • No board or box view available
  • Cannot add threaded comments to workspaces

Visit Workzone


ProofHub is another big name in the world of project management. True to its name, it’s a great online proofing tool…but that comes at the expense of it falling short of being the best project tracker out there.

Here are the features that make this web-based software a powerful tool:

ProofHub’s interface isn’t rocket science. You can organize tasks, teams, and projects from your dashboard with ease. ProofHub also lets you set status alerts with the click of a button, making it easy to manage projects.

B. Customization

ProofHub gives you tons of customization options to suit your needs. You have complete control over the color scheme of your tool as well as the layout. You can also white-label it by adding your company name and logo everywhere…just don’t go too crazy with it.

It also offers multilanguage support for French, German, and Spanish.

C. Access Rights

ProofHub lets project managers assign custom roles to employees. These custom roles give employees varying access to your tool. This is a good way to ensure that only certain people can access sensitive projects and useful information.

ProofHub Pros

  • Loads of customizability
  • Good security features like custom access rights
  • Powerful mobile applications for iOS and Android

ProofHub Cons

  • Lacks additional functionality such as budgeting templates
  • Not meant for complex project management
  • Reputation for bugginess

ProofHub gives you two variants

  • Essential Version ($45/month, billed annually): for 40 projects + 15GB of cloud storage space + unlimited number of users
  • Ultimate Control Version ($89/month, billed annually): for loads of additional features + unlimited number of projects + 100GB of cloud storage + unlimited users 

G2Crowd: 4.4/5 (30+ reviews)

Capterra: 4.3/5 (40+ reviews)

  • No free plan
  • Cannot add custom fields
  • Does not support tagging people in comments

Visit Proofhub


MeisterTask is another Kanban-based project management tool that’s really popular. Unlike Trello, it’s great Agile project management. However, like Trello, there are more comprehensive solutions out there.

Here are some of its key features:

A. User-Friendliness

As it’s a Kanban tool, MeisterTask is very user friendly. It’s very simple to use, and the layout is extremely attractive.

Each project is listed as a card on your dashboard that can easily be accessed and moved around. Each card also has an in-built timer to show you how much time you have before it’s deadlines arrive. 

B. Good Collaboration Software

MeisterTask is a good project management collaboration software for your team. Each user has a central place to share files and ideas with the rest of the team. There’s also an activity stream for sharing deadlines, updates, and assignments.

C. Customizability

MeisterTask lets you customize your dashboards to suit your needs. You can change the theme and switch projects around by dragging and dropping them to different places.

Each project can also be customized with features like video thumbnails. This ensures that you’re not stuck with the same rigid interface for each project!

MeisterTask Pros 

  • Team members will find it easy to collaborate over a project proposal
  • Loads of integrations with tools like Slack and GitHub

MeisterTask Cons

  • Can’t handle complex projects
  • Mobile tools lack functionality

MeisterTask offers you four different versions.

  • A free variant : for unlimited users + projects
  • A Pro variant ( $4.19/month per user, billed annually ) : for unlimited users + projects + additional features + unlimited integrations
  • A Business variant ( $10.39/month per user, billed annually ) : for unlimited users + projects + additional security + priority customer support + security features

G2Crowd – 4.4/5 (150+ reviews)

Capterra – 4.7/5 (850+ reviews)

  • Cannot support a box or list view, only supports a Kanban interface
  • No Gantt chart tool for a bird’s eye view of your project progress
  • Cannot customize statuses

Visit Meistertask


Formerly known as dapulse, Monday.com is another good online project management solution available today. However, it is named after everyone’s least favorite day of the week . Is that a sign of things to come? Let’s find out:

Here’s what makes Monday.com special:

A. Third-Party Collaboration

Most project management tools only allow team members to access their workspaces. This makes working with freelancers and third-party agents difficult.

Not for Monday.com, though.

A team leader can add as many third-party agents as they want.

You can customize their access rights to ensure that they only access projects assigned to them. 

Compare Monday.com to ClickUp !

B. Easy Communication

Monday.com is a good project management collaboration software because of its comment sections. Teams can use it to share ideas, project tasks, and files with no difficulty.

Monday.com also lets you follow Twitter and Linkedin threads in the app to stay updated.

C. Loads of Native Integrations

Monday.com can integrate with tons of integrations such as Google Drive, Dropbox Paper , and Zapier to boost its functionality.

As Monday.com is built on an open-source framework, developers can add their own custom integrations as well.

Monday.com Pros 

  • Open API architecture allows you to add custom integrations
  • Detailed reporting capabilities
  • Ability to add freelancers and third-party agents

Monday.com Cons

  • Cannot handle complex projects
  • Mobile apps need work

Monday.com has four plans: 

  • Basic plan ( $8/month per user): Includes unlimited free viewers + mobile apps+  5 GB data storage
  • Standard ($10/month per user) : Includes project timeline view +  5 native integrations + 50 GB data storage 
  • Pro ($16/month per user): Includes time tracking + chart view + 100 GB data storage

G2Crowd : 4.7/5 (7,550+ reviews)

Capterra: 4.6/5 (3,700+ reviews)

  • Cannot toggle between views in the same project
  • Cannot set up recurring tasks
  • Does not support automatic time tracking
  • No mind mapping capabilities
  • Cannot assign comments
  • Cannot monitor task dependencies

Visit Monday.com


Teamwork is a great online project management tool, which helps you with… team work (was that a little too obvious?) 

A. Intuitive Dashboard

Teamwork’s dashboard is unique as it gives you an option to only see your most recent tasks. This way, you’ll never get lost in an ocean of completed tasks. While dealing with loads of projects, this key feature can be useful to identify priority targets and deal with them first.

The dashboard’s interface can also be customized to include your company’s name and logo. 

B. Email Integration

Teamwork lets you reply to comments and notifications via email. This makes responding super convenient, and you can get things sorted out in seconds.

You can add multiple email accounts and signatures to further customize this process.

C. Invoicing Capabilities

Teamwork’s time tracker has an invoicing tab that can be a useful billing feature. It can calculate billable hours in order to generate invoices for your clients.

As the invoices are directly generated from your timesheets, so your clients know that you’re billing them correctly.

Teamwork Pros 

  • Lots of native features such as an invoicing tool for clients using built in  timesheets
  • Good mobile applications

Teamwork Cons

  • Cannot handle complex project management
  • Free plan only useful for very small teams working on two or fewer projects

There are four Teamwork variants available.

  • Free: Up to five users working on a maximum of two projects
  • Pro ($12.50/month per user): Workload view + 300 projects a month 
  • Premium ($22.50/month per user): 50 project templates + 600 projects a month 
  • Enterprise (price varies) : Single sign-on, priority support

Check out these Teamwork alternatives !

G2Crowd: 4.4/5 (1000+ reviews)

Capterra: 4.5/5 (800+ reviews)

  • Lack of Goals feature
  • Very limited reporting
  • Cannot add tasks to multiple lists

Visit Teamwork


Citrix Podio is a good project management tool with tons of app integrations. Just like a chameleon, this project tool is famous for its adaptability and customizability. However, it does run the risk of being a jack-of-all-trades and a master-of-none. 

Here’s a closer look at every key feature it has to offer:

A. App Market

Podio’s claim to fame is its app market. You’ve got hundreds of web-based software add-ons that can add functionality to your app. 

You have… 

  • Expense tracking apps
  • Organization apps
  • Invoicing tools
  • And several more.

B. Simple Interface

Podio opts for a simple and user friendly interface that’s easy to operate. Your dashboard shows you your current projects, activity stream, and calendar. It’s everything you need, stored in a single place. 

This makes workflow management smoother than cream cheese spread on a bagel.

Podio’s interface can also support over 12 languages to make sure everyone’s comfortable using it.

C. Custom API

Podio is almost an open-source tool. Your developers can use the Podio API to add as many custom integrations as they want.

  • User friendly interface
  • Loads of add-ons in the app store
  • Can handle custom integrations
  • Lacks in-house functionality such as assigned comments and reports

There are four Podio versions available:

  • Free Plan: with basic project planning and access to the app store
  • Basic Plan ($9/month): with project planning + unlimited number of projects and users
  • Plus Plan ($14/month): with advanced project planning + automated management of your workflow
  • Premium Plan( $24/month): with visual reports and interactive dashboards

G2Crowd: 4.2/5 (330+ reviews)

Capterra : 4.3/5 (250+ reviews)

  • Cannot customize access rights
  • No Gantt chart tool to manage your projects task dependencies
  • Cannot switch between views in a project
  • Cannot add custom statuses

Visit Podio

6 Steps to Choose the Best Project Management Tool

As mentioned in the beginning, it’s hard to get started. Here are the six steps that you can follow to decide on the best project management tool.

1. Define Your Needs

First, you need to identify current problems in your current workflow.

It’s also important to consider the company as a whole, as the best project management tool should be cross-functional in order to scale up into the organization. After all, it would be a headache to collaborate with different departments all using completely different project management software.

With this in mind, you need to consider the company culture and the project management methodology adopted by your organization. You want your project management tool to fit seamlessly into this organizational fabric.

2. Put together an Evaluation Team

When you move forward to this stage, it’s important to organize a team that can represent several organizational functions for best effect.

For example, the sales team would use the project management software tool in a completely different way from the marketing team. Additionally, managers may be interested in higher-level overviews while specialists need to be able to navigate through granular pieces of a project. Great project management tools need to have this flexibility.

Then, you need to create standards of evaluation. It’s difficult to judge a tool’s effectiveness if everyone’s vocabulary to give feedback differs. Lastly, compile a list of top tools contending for your business. Our top 10 list would be a great starting point.

3. Test the Tool

After settling on which project management tool or tools to test, it’s now time to test.

Commit to a timeframe in which you will use the tool to its fullest capacity. This is the time to pilot a project and see if the project management tool will address your needs in step 1.

Learn the tool by reading help docs, watching webinars, or contacting customer service as well as getting a demo from the sales team. For example, ClickUp has 24/7 customer chat and email support as well as coaches and support staff on standby to demo the platform.

4. Get Management Buy-in

After a successful pilot, it’s time to convince your boss to switch to this project management tool. When addressing the executive team, it’s important to keep these things in mind

  • What potential objections will management have that I can address?
  • What management pain points does this tool help solve?
  • Do we have data to prove the effectiveness of the project management solution?

5. Purchase and Implement the Tool

Congratulations! Management has approved the use of this project management tool. However, your job as a project manager is not over yet. First, commit to a timeline and a plan. When do you want to bring everyone on?

To maximize the impact of this project management tool, how much training will your team members need and who will give it? For example, ClickUp offers professional services to help teams transition into using the platform.

Do you have current software that need to be integrated into the project management workflow?

6. Review and Iterate

After implementation, you should review the impact this tool has had on your organization. Did it truly address the needs you set out to fulfill in step 1?

Get feedback from your team after everyone is past the learning curve. Does anything need improvement?

Additionally, the project management tool may have features that you were previously unaware. Continue to work with client success and attend training workshops that might be relevant for your workflows to further integrate the tool into your organization.

Related: Project Management Software for Mac

Features to Look for in Project Management Tools?

1. team collaboration.

How can you predict your project’s success?

Hint: A magic 8 ball, tarot cards, or an ouija board can’t help you. (And even if they did, the reply wouldn’t be so comforting.)

So how do you do it?

You just need to know how well your team works together.

Team collaboration essentially determines whether your projects meet deadlines or not. Effective teamwork is the core of every project management process: Agile or otherwise. 

Good project management software lets your team communicate easily and effectively. They need to easily share ideas, opinions, resources, or even attach files to get work done quickly. 

What would happen if your project management software doesn’t have any team collaboration features?

2. Innovative Features

Project management is a dynamic process. New process innovations and breakthroughs happen all the time.

But is your project management system keeping up with times, or is it way past its prime?

You should choose a project management app that regularly keeps rolling out cool features. These could be things like an integrated wiki feature, a notes app, a built-in Gantt chart, and the list goes on.

If not, you’ll be stuck with a Stone Age tool while everyone else would be equipped with lightsabers.

3. Customizability

Every company is different. Every workforce is different. Every project has different challenges .

Your project management app must adapt to this reality. It needs to be customizable. You should have customizability over layouts, themes, views, project milestones , and everything.

Your project management tool must be flexible enough for managing entire enterprises or a specific task within an employee’s day-to-day. After all, you should be running the show, right? Not your project management app! 

4. User-Friendliness

If your tool isn’t easy to use, it just isn’t worth it. 

It could have a million different features, but if they’re not user friendly, what’s the point? 

Your team will waste precious work hours figuring how to use it. Imagine that: wasting time on a productivity tool. How ironic is that?

You might as well stick with Microsoft Word to manage projects!

5. Customer-Focused Product Roadmap

Great project management software always let you know what’s in store for its future. 

There has to be a set of ideas and objectives that it’s planned to release in the upcoming months. If there’s no project roadmap, there are two possibilities:

  • These project management apps aren’t looking to achieve much
  • or the software development team has given up on it

Moreover, this roadmap should be based on what the users want. So go for a tool that keeps customer inputs and feedback at the very core of its innovation and product roadmap.

For example: a free project management software like ClickUp has a public roadmap and also allows users to vote for the feature they’ll like to see next.

So choose the best project management software tool that challenges itself to be better and push the boundaries of what’s expected. 

It’s what you expect from your entire team, right? 

Why not hold your software to the same standard?

Still unsure about a few things in project management tools? 

We got you covered. 

Here are some of the answers to your burning questions: 

1. How much do project management tools cost?

Upgrading to high-quality project management software can revolutionize the way teams and businesses operate, offering enhanced efficiency, heightened productivity, and superior project outcomes.

Whether you opt for affordable options like Trello or Asana’s basic plans, or invest in pricier packages like Jira, project management software prices vary from a few hundred to several thousand dollars per year.

project management software cost comparison

However, the pricing model (subscription-based, freemium, perpetual license, pay-as-you-go, and custom pricing) is only one consideration of the purchasing process. Selecting project management software is crucial for organizations embarking on growth and expansion, as it enables the transformation of project data. In various industries, teams are embracing a skills-based hiring approach, reshaping how individuals work and collaborate to achieve business objectives and priorities.

2. What are the four main types of project management tools?

There are several types of project management software available, but here are the four main types:

  • Desktop-based project management software  is installed onto a desktop and is only accessible from the same computer
  • Cloud-based project management software  makes it easy to connect with work and teams on the go as long as the device has an internet connection
  • Open-source project management software  is free to use and backed by a wide range of creators and users that keep it functioning and up-to-date
  • Integrated project management software  combines multiple tools and features to manage projects under one platform

3. What types of tools are used in project management?

There are tons of charts , diagrams, reports, and documents that help with planning and executing successful projects. 

All of these important elements are also known collectively as ‘project management tools.’ 

Let’s take a look at a few of them:

  • Work Breakdown Structure : visualizes project scope by breaking down the project into smaller components
  • Mind maps: helps brainstorm project ideas and tasks
  • Gantt charts: see the project overview in a glance with this horizontal bar chart 
  • Calendar: used to track and manage the project schedule
  • Network diagram: visualizes all the tasks, responsibilities, and project workflows

4. What Is The Best Project Management Tool?

ClickUp is the best project management tool available today. While most project management tools have a few features to offer, ClickUp has everything an on-premise, remote team, or an Agile team needs to plan and track successful projects. 

Get Organized with Project Management Tools

Finding the best project management isn’t easy, especially when you’ve got tons of great options.

While all these tools are great, ClickUp is the best free project management software in 2021. Even its free version has more functionality than the paid versions of most other tools. 

It’s like getting a pair of new Air Jordans…for free!

Sign up for ClickUp today!

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Best Project Management Software of 2023

Table of Contents

  • Best Project Management Software
  • Things To Consider When Buying
  • How We Chose

Whether team capacity planning or delegating tasks remotely, the best project management software fits into your workflows seamlessly. It organizes documents and communications while allowing co-workers to collaborate in real time. Businesses of all sizes, from law firms and creative agencies to software development teams and enterprises, use project management tools to manage resources, portfolios, and more.

In addition to our first-person experiences with each system, we spoke with business users to learn how top-rated project management tools impact their processes. We explored user reviews and ratings while evaluating pricing, software features, capabilities, and integrations. Learn how the following project management apps stack up.

  • Best Overall: Monday.com »
  • Best Budget: Nifty »
  • Best for Small Businesses: Trello »
  • Best for Resource Management: Smartsheet »
  • Best for Enterprise Projects: Microsoft Project »
  • Best for Project Portfolio Management (PPM): ClickUp »
  • Best for Agile Project Management: Jira Software »

Image of Monday.com Logo

Best Overall: Monday.com

Relatively quick deployment with a minimal learning curve

Native integrations with over 200 programs

14-day free trial, no credit card required

Paid plans require a minimum of three seats

Salesforce integration is limited to Enterprise users

Rivals offer more views at lower-priced tiers

Monday.com is a cloud-based work operating system (WorkOS). Its adaptability to different work environments and styles makes it our top pick as the best project management software overall. Businesses of all sizes can use the platform as a standalone project, resource, or portfolio management tool or leverage it to oversee their entire business operations.

Since Monday.com integrates with over 200 applications and has open application programming interfaces (APIs), connecting your existing tools is relatively easy. Like other project management systems, you must play with formatting and functions to configure your spaces. Fortunately, Monday.com has more than 200 ready-made templates to jumpstart your boards. These include industry-specific options like an event management dashboard and customer-centric project management templates.

Most employers and contractors (guest users) can tackle basic tasks with little to no learning curve. For instance, I connected to Google Drive, uploaded files, viewed assignments, and tagged editors on my first time using the software without onboarding or assistance. Additionally, we appreciate Monday.com’s code-free automations and the many options for viewing your boards. Aside from its WorkOS software, the company offers Monday dev, which adds sprint management, bug tracking, and roadmap planning.

  • Price: Free for two users; Monthly pricing starts at $10 per user, with a minimum of three users; Annual pricing starts at $8 monthly per user, with a minimum of three users
  • Views: Table, Gantt, Chart, Calendar, Kanban, Files Gallery, Form, Map, Workload, Timeline, and Blank
  • Features and Tools: 5 GB to 1,000 GB file storage, iOS and Android apps, over 200 templates, activity log, unlimited boards and items, private boards, automations, and dependencies
  • Integrations: Over 200 integrations, including CRMs, Marketing, Project Management, Software Development, Team Management, Productivity and Efficiency, Collaboration, Reporting and Analytics, Design and Creative, HR, and Finance 
  • Collaboration Capabilities: In-document collaboration, whiteboard, and @mention in updates
  • Customer Support: Self-serve knowledge base and 24/7 customer support

Best Budget: Nifty

The free version displays milestone and task dependencies

Built-in direct messaging tools

Free 14-day trial, no credit card required

Limited customer service options

Fewer integrations than other project management tools

With a free forever plan for unlimited team members and tasks, Nifty is the best project management software for businesses on a budget. Its base plan’s per-user price (with annual billing) costs less than most rivals. Plus, Nifty offers a 50% discount to non-profits and educational institutions.

Nifty’s free version includes two active projects, 100 MB of storage space, and all core features. We appreciated its all-in-one workspace, showing task and milestone dependencies. Paid subscriptions provide advanced tools like time tracking, workflow automations, and budget tracking. As a central hub, Nifty supports group and one-on-one chats. Zoom and Webex integrations let teams launch video calls right from direct messages.

Users can create a task or document within project discussions and leverage multiple views to understand a project’s timeline or employee workload. Since your staff can customize their dashboard, every person can put the widgets they need front and center.

The software is flexible, allowing for multiple use cases, from legal case management to agile development. Nifty’s blog explains how to use the platform as a customer relationship management (CRM) program or for issue tracking and bug management.

  • Price: Free for unlimited users; Monthly pricing starts at $9 per user; Annual pricing starts at $5 monthly per user
  • Views: Kanban (Board view), Calendar, Timeline, Gantt Chart (Milestone Overview), Cross-Project, Team Workloads, Swimlane, Master Overview
  • Features and Tools: 100 MB to unlimited storage space, two to unlimited active projects, iOS, Android, Mac, and Windows apps, task and milestone dependencies, workflow automation, task management, time tracking, and file proofing 
  • Integrations: Harvest, Webex, Zoom, Slack, Github, Microsoft Suite, Google Drive and Calendar, Miro, Typeform, and Zapier 
  • Collaboration Capabilities: Real-time chat, discussions, file and document sharing,  Zoom and Webex video meetings 
  • Customer Support: Self-serve help center, priority support for Business users, and a dedicated success manager with Enterprise plans

Trello Logo

Best for Small Businesses: Trello

Unlimited power-ups and integrations on the free plan

Visually appealing and user-friendly

14-day trial of Trello Premium

Lacks advanced reporting tools required for complex projects

Does not show interdependencies

Trello’s cloud-based platform resembles a modern whiteboard with sticky notes, except you can automate repetitive actions to streamline project workflows, attach files, and communicate with co-workers. Trello is our top pick for the best small business project management software due to its intuitive user interface, affordability, and time-saving features.

Its free version supports your entire team with unlimited workspaces (each with 10 boards and unlimited cards) and storage. You can set due dates and assign tasks or create a new card from an email. Paid subscriptions provide more views (dashboard, timeline, and map) and remove board limitations.

Trello connects to over 200 third-party tools like Slack, Salesforce, Zoho CRM, and Miro. These integrations work as power-ups, meaning you can, for example, embed a Miro whiteboard in a Trello card or view contact data from Zoho CRM without leaving Trello. Many of these integrations work with Trello’s no-code automation tools, allowing you to generate a new Jira ticket or post a Slack reminder.

I’ve used Trello for over five years to manage client projects and leads. Its intuitive interface has almost no learning curve. Yet, once you dig into the knowledge base, you’ll discover many ways to increase productivity and project oversight. Trello can serve as a resource hub, onboarding center, or editorial calendar.

  • Price: Free for your whole team; Paid plans start at $6 per user monthly or $5 with annual billing 
  • Views: Dashboard, Timeline, Calendar, Board, Table, Map, Workspace Calendar
  • Features and Tools: Unlimited cards, no-code automation, iOS, Android, and desktop apps, activity logs, templates, task management, and checklists
  • Integrations: Over 200 integrations, including analytics and reporting, automation, communication and collaboration, developer tools, file management, HR and operations, IT and project management, marketing and social media, product and design, sales and support
  • Collaboration Capabilities: File sharing and @mention on cards
  • Customer Support: Varies by plan. Free: Self-help and community support; Standard: Local business hours; Premium: 24/5 Premium support; Enterprise: 24/7 support

Best for Resource Management: Smartsheet

Customizable dashboard and reporting tools

Automated alerts for Slack and Microsoft Teams

Smartsheet Pro plan is limited to 10 users

Steeper learning curve than other PM software

Some resource management tools require a premium add-on

As the name suggests, Smartsheet has a spreadsheet-like interface. However, its dynamic resource planning capabilities help companies manage schedules, forecast availability, and stay on budget. Consequently, we chose Smartsheet as the best project management software for resource management.

Michelle Delker, CFO and CPA at the William Stanley Group, says Smartsheet “supports large scale and multi-faceted projects, providing extensive project management capabilities, including comprehensive Gantt charting.” The Gantt view displays cross-project dependencies, milestones, hierarchy, percentage complete, custom fields, and more. Moreover, Delker mentions, “The software’s robust analytics and real-time reporting capabilities provided invaluable insights that drive critical decision-making.”

With the Resource Management add-on, leaders can spot trends with utilization reports or forecast business growth with monthly or quarterly statements. Real-time analytics show key metrics (incurred hours, fees, or expenses) so project managers can adjust schedules (or expectations) accordingly.

While the spreadsheet is where the main work happens, the dashboards are also critical tools. When team members log in, the dashboard can display metrics, images, and charts. Or you can turn it into an information hub with real-time updates and resources. Additionally, we like that Smartsheet lets all users (even on the free version) log in via Microsoft, Google, or their Apple ID.

  • Price: Free for one user and two editors; Paid plans start at $9 per user monthly or $7 monthly with annual billing
  • Views: Grid, Gantt, Calendar, and Card
  • Features and Tools: Task management, physical, human, and financial resource management, dependencies, file attachments, automations, spreadsheet formulas and functions, and Android and iOS apps 
  • Integrations: More than 100 third-party integrations, including Slack, Google Workspace, Microsoft Teams, and PowerBI
  • Collaboration Capabilities: File sharing and comments
  • Customer Support: Online web and community, except for Enterprise, which has 24/7 phone support

Microsoft Project Logo

Best for Enterprise Projects: Microsoft Project 

Straightforward integration with Microsoft Teams

Cloud and on-premise installation options

One-month free trial

Less affordable at higher tiers

Companies may need additional Microsoft subscriptions for full functionality

Microsoft Project debuted almost 30 years ago and is one of the few project management tools still offering on-premise installation, often preferred by large organizations. Its seamless integration with other Microsoft products means companies can leverage Microsoft Power BI for insights or jump into a Teams meeting without fussing around with APIs or integrations. For these reasons and others, we chose Microsoft Project as the best project management software for enterprise projects.

Indeed, José Moya, outreach manager at Capicua Full Stack Creative Hub, says that Microsoft Project “offers comprehensive project and portfolio management features, making it ideal for managing large-scale and complex projects.” It provides a central hub for portfolio, project, and resource management, supporting agile and waterfall methodologies.

Visual, interactive roadmaps help individuals and project managers understand workstream and summary tasks. In addition, easy-to-edit project planning templates mean you don’t have to start from scratch. We liked how users could link tasks to show dependencies and the advanced tools available for status tracking and costing. With web, on-premise, and desktop versions, enterprises can choose project management solutions based on how and where employees work.

  • Price: Cloud-based solutions start at $10 per user monthly; On-premise software starts at $679.99
  • Views: Grid, Board, and Timeline (Gantt)
  • Features and Tools: Task assignment, templates, task dependencies, pre-built reports, interactive roadmaps, timesheets, resource management, portfolio optimization, demand management, and enterprise planning
  • Integrations: Microsoft 365 
  • Collaboration Capabilities: Microsoft Teams for file sharing, meetings, and chat and Co-authoring
  • Customer Support: Self-help resources; customer service options vary by plan and products

ClickUp logo

Best for Project Portfolio Management (PPM): ClickUp

Customizable views, templates, and automations

Unlimited storage with all paid subscriptions

Analytics and portfolio templates to streamline management

Fewer native integrations than Monday.com

Users say it takes longer to personalize it for their business

ClickUp centralizes your tasks, projects, and goals, giving teams and leaders a unified view of the company’s portfolio. During interviews, experts almost unanimously mentioned ClickUp’s customization as a key reason for using the platform. Riva Jeane May Caburog, PR and Media Coordinator at Nadrich & Cohen personal injury law firm, says, “When it comes to handling projects with a flexible approach, ClickUp lets us set up things the way we like, which helps us stay quick and responsive to our clients.”

At the same time, ClickUP provides nearly all tools required to handle diverse portfolios, including time-tracking functions, portfolio management templates, and sprint burndown charts. Its vast feature set is why we chose ClickUp as the best project management software for project portfolio management.

Indeed, Allie Decker, co-founder of Omniscient Digital, mentions she chose ClickUp for its “ability to handle multiple project portfolios and offer all-encompassing views. We use it to manage dynamic tasks and subtasks, roll out our quarterly and biannual projects, track important client information and resources, capacity-plan for our team, and much, much more.”

  • Price: Free for unlimited users; Paid plans start at $10 per user monthly or $7 with annual billing
  • Views: List, Board, Calendar, Box, Gantt, Activity, Timeline, Workload, Table (spreadsheet), Map, and Mindmap
  • Features and Tools: Unlimited tasks, automations, recurring tasks, dashboards, milestones, time tracking, sprints, templates, dependencies, and portfolios
  • Integrations: Open APIs, Over 50 native integrations, including Slack, HubSpot, Microsoft Teams, Zoom, and Calendly, plus Zapier connections
  • Collaboration Capabilities: Whiteboards, real-time chat, attachment annotation, and email in Click-up
  • Customer Support: 24/7 support, live chat on paid plans, and priority support with Enterprise

Jira Logo

Best for Agile Project Management: Jira Software

Over 3,000 apps and integrations

Free for up to 10 users

A sandbox environment (advanced roadmaps)

The extensive feature set can overwhelm less technical-savvy users

Some capabilities require paid plug-ins

Designed for agile teams, Jira offers a robust free version for 10 users (with unlimited automation rules for a single project) and paid plans suitable for up to 35,000 team members. It shows real-time visual data, and you can configure the software to your team’s workflow, organizational structure, or agile maturity level. Jira’s focus on agile methodologies is why we chose it as the best project management software for agile project management.

Dmitri Graf, a software engineering project leader, calls Jira the “De facto dominating standard tool in the world of software projects.” Abhishek Shah, founder of Testlify, says, “The customizable Kanban and Scrum boards, along with sprint planning and backlog management, enable efficient project execution and continuous improvement.” Users can view dependencies between tasks and see important information (like assigned tasks) on team dashboards.

Aside from agile project management, Jira Software enables leaders to capacity plan and use advanced roadmaps to visualize data or explore possible opportunities. Another standout feature is the Atlassian Marketplace. It features over 3,000 apps and integrations, allowing businesses to connect CRM, helpdesk, and design tools.

  • Price: Free for 10 users; Paid plans start at $7.75 per user monthly or $790 annually
  • Views: Timelines, Scrum, and Kanban
  • Features and Tools: Unlimited automations, dependency management, customizable workflows, capacity management, templates, unlimited project boards, and advanced roadmaps
  • Integrations: Over 3,000 apps and integrations, including GitLab, Microsoft Power BI, Figma, Salesforce, and HubSpot
  • Collaboration Capabilities: @mentions and share buttons
  • Customer Support: Ticketing system

The Bottom Line

Project management software solutions vary greatly in ease of use and functionality. In some cases, vendors lock must-have features behind pricier tiers. We preferred Monday.com because of its low technical barriers and two project management offerings (a general PM tool and an agile software development system). While we wish it had real-time messaging, the multiple views, integrations, and code-free automations won us over.

However, for more complex tasks or enterprise-level portfolios, Monday.com may not be appropriate. Invite your team to take advantage of free trials. Then, have an honest discussion to see which option will be the best project management software going forward.

Things To Consider When Looking for Project Management Software

  • Compatibility with existing workflows and tools: Deploying new project management software is challenging. The last thing you want to do is overall your current processes, from brainstorming ideas to assigning tasks. The best solutions will fit into your workflows and not require your team to change them dramatically. Likewise, you won’t want to switch email, CRM, or video conferencing providers. Consult with your team to see which integrations would reduce task switching and improve productivity. Then, review project management solutions to see if any connect to your must-have programs. 
  • User-friendly interface and ease of adoption: Always consider the technical and non-technical team members who will use the software. For successful deployment and implementation, you truly need everyone on board. Although some software with advanced features will have a steeper learning curve, you can plan for this by developing an onboarding and training program. But if you need simple project planning tools, look for an intuitive system that doesn’t require weeks of training. Most users can complete basic actions in tools like Trello or Monday.com. Gauge employee responses during free trials and demos. Ask for their feedback, follow up, and consider their opinions before making your final decision. 
  • Project management methodology support: Software capabilities differ. Most offer Kanban views and support the basics of waterfall and agile methodologies. But, not all work for teams using scrum or adaptive project frameworks. Check out the vendor’s use cases (typically listed under “Solutions”). These will give you a good idea of what types of companies and teams use the software. Most providers mention features or tools that support these use cases. Also, look at the available templates. Although you can often build your own, starting with a ready-made design and customizing it to suit your process is more straightforward than starting from scratch. Lastly, review the knowledge base. The company should offer method-specific tutorials on how to get the most out of the software for your methodology.
  • Collaboration and communication features: Project management software should unify your teams, and one way it does that is by ensuring seamless communication. However, the available methods differ. Some, like ClickUp and Nifty, offer in-app live chat. This messaging feature means remote teams don’t have to switch to your business phone system to resolve an issue. Others have built-in video integrations, allowing users to start a video call without leaving the application. These tools and others can enhance collaboration and productivity. More common among project management software are comments, where you can mention co-workers, and they receive notifications. Most support co-annotation file and document sharing, and some have whiteboards.
  • Customization and flexibility options: Consider who will use your project management software and how applications support different roles. You want the system to be flexible enough to handle granule details of individual projects, which depends on your methodology and workflows. For instance, PM apps allow for different dependencies, automations, and task assignments. At the same time, project managers need to personalize their dashboards to view workloads and deadlines. Also, automated notifications and real-time metrics help managers monitor progress. At a high level, business owners and executives should be able to customize the software to see an overview of all projects. Look for apps with recurring, automated reports, portfolio options, and forecasting tools. Lastly, the software should facilitate communication and collaboration between on-site, remote, and hybrid teams with desktop and mobile apps.

How We Chose the Best Project Management Software

Our U.S. News 360 Reviews editors spoke with chief financial officers, founders, and software development engineers to develop this rating of the best project management software. Many experts, including our own editors and the author, used several PM tools before settling on their favorite. They often switched apps as their operations grew and their needs became complex. Therefore, the key takeaway is to ensure your software suits today's requirements and can scale to meet short-term growth.

We examined dozens of project management systems and narrowed our options after interviewing software users and reading reviews. Our evaluation considered supported methodologies, views, features, and ease of use. We also assessed templates, automations, and dependency management. 

While prices vary among solutions, we were pleased to find many free and low-cost versions. In addition, several offer free trials, giving companies an excellent opportunity to test out software before committing.


With decades of product testing and research experience, our editors and contributors are familiar with nearly all aspects of software. Jessica Elliott , the author of this article, has relied on project management software as an employee, business owner, and contractor. Like other experts we interviewed, she’s tested multiple applications over the past decade and uses at least two in her current role.

Most project management solutions offer a free trial of paid software versions, ranging from seven to 30 days. Many allow new users to sign up for the trial period without entering credit card information. Alternatively, you can try the free versions. However, these may not provide access to advanced features.

Many project management applications place the most limitations on free versions while allowing unlimited projects with paid subscriptions. Since paid plans incur a per-user fee, you are typically not restricted to a certain number of users. Other limitations may vary by package, including storage space, automations, boards, cards, dashboards, or tasks.

Always review the customer service information for project management software carefully. During our assessment, we found that most vendors do not offer phone support, and only a few have live chat options. Most provide self-help services and email or ticketing support. However, the response time may vary by subscription tier and issue priority.

Some project management applications offer one-click migration services for companies transferring from another system. For example, ClickUp can migrate data from Jira Software, Trello, and Monday.com. Alternatively, you can create a custom import for unsupported software programs.

Although vendors offer software comparisons on their websites, reviewing information from trusted third parties is a good idea. Look for fact-based guides that compare prices, features, and usability. Also, check out user feedback from project managers in similar industries. We suggest asking your professional network for recommendations as well. Colleagues can share insights and answer questions to help guide your decision.

U.S. News 360 Reviews takes an unbiased approach to our recommendations. When you use our links to buy products, we may earn a commission but that in no way affects our editorial independence.


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100 Best Project Management Blogs and Websites

project management websites

  • Rebel's Guide to PM
  • Project Management Institute
  • The Lazy Project Manager
  • The Digital Project Manager
  • SmartSuite Blog
  • Project Manager Blog
  • Scrum.org Blog
  • Mountain Goat Software Blog
  • Association for Project Management
  • PM Today Magazine
  • Roman Pichler Blog
  • Active Collab | Project Management
  • Celoxis Blog
  • Project-Management.com
  • LiquidPlanner Blog
  • Replicon Blog
  • Susanne Madsen Intl. Developing Project Leaders Blog
  • TeamGantt Blog
  • RationalPlan
  • Planview Blog
  • Project Accelerator
  • Simpletivity Blog
  • Ganttic Blog
  • Productivity Land
  • Age of Product
  • Velociteach Blog
  • Lonnie Pacelli
  • GanttPRO Blog
  • Invensis Learning » Project Management Blog
  • Nutcache Blog
  • Musings on Project Management
  • PM Solutions
  • The IIL Blog
  • ProjectCub!cle
  • TaskQue Blog
  • Ricksoft Blog
  • Green Project Management
  • Proggio Blog
  • House of PMO
  • Unichrone | Project Management
  • Full Focus Blog
  • Project Hero Blog
  • Eight to Late
  • Project Management Essentials Blog
  • The Project Lab
  • Beyond the Chao Blog
  • Life, Project Management, and Everything
  • The Tao of PM
  • Brad Egeland
  • Confessions of a ScrumMaster
  • Mind Tools Blog
  • Project Smart
  • Bertrand Duperrin's Notepad

Project Management Bloggers

  • Project Management Newsletter

Project Management Blogs

Here are 100 Best Project Management Blogs you should follow in 2023

1. Rebel's Guide to PM

Rebel's Guide to PM

2. Project Management Institute

Project Management Institute

3. PM Student

PM Student

4. The Lazy Project Manager

The Lazy Project Manager

5. The Digital Project Manager

The Digital Project Manager

6. SmartSuite Blog

SmartSuite Blog

8. Project Manager Blog

Project Manager Blog

9. Scrum.org Blog

 Scrum.org Blog

10. Mountain Goat Software Blog

Mountain Goat Software Blog

11. Association for Project Management

Association for Project Management

12. Wrike Blog

Wrike Blog

13. PM Today Magazine

PM Today Magazine

14. Roman Pichler Blog

Roman Pichler Blog

15. Active Collab | Project Management

Active Collab | Project Management

16. Celoxis Blog

Celoxis Blog

17. Project-Management.com


18. Bob Sutton

Bob Sutton

19. LiquidPlanner Blog

LiquidPlanner Blog

20. Scrum Inc

Scrum Inc

21. PM Times

PM Times

22. The Digital Project Manager

The Digital Project Manager

23. Replicon Blog

Replicon Blog

24. Susanne Madsen Intl. Developing Project Leaders Blog

Susanne Madsen Intl. Developing Project Leaders Blog

25. TeamGantt Blog

TeamGantt Blog

26. RationalPlan


27. Planview Blog

Planview Blog

29. Project Accelerator

Project Accelerator

31. Simpletivity Blog

Simpletivity Blog

32. Ganttic Blog

Ganttic Blog

33. Productivity Land

Productivity Land

34. Age of Product

Age of Product

35. Velociteach Blog

Velociteach Blog

36. nTask Blog

 nTask Blog

37. Lonnie Pacelli

Lonnie Pacelli

38. GanttPRO Blog

GanttPRO Blog

39. Invensis Learning » Project Management Blog

Invensis Learning » Project Management Blog

40. Intervals


41. Nifty Blog

Nifty Blog

42. Nutcache Blog

Nutcache Blog

43. Musings on Project Management

Musings on Project Management

45. PM Solutions

PM Solutions

46. The IIL Blog

The IIL Blog

47. ProjectCub!cle


48. TaskQue Blog

TaskQue Blog

49. Ricksoft Blog

Ricksoft Blog

51. Green Project Management

Green Project Management

52. Proggio Blog

Proggio Blog

53. drunkenpm


55. House of PMO

House of PMO

56. Unichrone | Project Management

Unichrone | Project Management

57. Full Focus Blog

Full Focus Blog

58. PlanStreet


60. Project Hero Blog

Project Hero Blog

61. Eight to Late

Eight to Late

62. Primetric


63. Project Management Essentials Blog

Project Management Essentials Blog

64. The Project Lab

The Project Lab

65. Beyond the Chao Blog

Beyond the Chao Blog

66. KT Project

KT Project

67. Life, Project Management, and Everything

Life, Project Management, and Everything

68. PM Tips

PM Tips

69. The Tao of PM

The Tao of PM

70. Brad Egeland

Brad Egeland

71. Confessions of a ScrumMaster

Confessions of a ScrumMaster

72. Mind Tools Blog

Mind Tools Blog

74. Project Smart

Project Smart

75. Bertrand Duperrin's Notepad

Bertrand Duperrin's Notepad

  • Project Portfolio Management Blogs

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IT Services

The definitive guide to website project management

Alex York - Writer - Author

Website projects can flourish or flounder, depending on how effectively they are managed. 

Proper project management (supported by the right website project management software) can keep things running smoothly. At the same time, an absence of due processes can be a recipe for 404s, buggy designs, unhappy clients, and just about every other type of gremlin imaginable.

This ultimate guide will walk you through how to specifically plan and manage website projects. With step-by-step action processes to better planning, building, optimization, finalization, and launch, this covers just about everything you need to know.

Ready to get started? 

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  • What is website project management? 

Website project management breaks down the various requirements from internal (or external) team members into specific tasks and subtasks, which are then tackled in a collaborative process.

The point of website project management is to establish a more optimized workflow so jobs move along and projects get completed faster – all while supplying teams with further details on tasks.

Whether it's through precise due dates or project milestones , a proper website project management process helps everyone deliver on things like new site builds, landing page redesigns, or site migrations.

These jobs have a ton of moving parts that require work from other teams like design, content, dev ops, or SEO. Website project management is more often than not a collaborative team effort, which is why this group is different from others.

Pro Tip : If you're searching for more general practices, you'll absolutely want to check out our insanely thorough project management guide .

5 effective methodologies for website project management.

To perfect the art of website project management, first, you need to really understand the methodologies that are successfully and commonly used by teams.

A project management methodology is a system of processes that organizes and establishes rules to move various requests into a manageable workflow. Of the several methodologies used, agile project management is perhaps the best known, while others include processes like XP and PRINCE2. 

Here we will go through the five most popular methodologies we think are best suited for website project management:

  • Method 1: Agile

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The Agile methodology is such a popular process because it relies on breaking projects down into cycles or sprints . This allows development leads to plan complex launches by segregating different project life cycle stages while taking on an appropriate amount of new work.

Instead of focusing on the major milestones of a website build, for example, Agile dissects every part of the project into smaller tasks, like research and wireframes . Each of these tasks then makes up the project's milestones so they can be tracked from start to finish. 

The methodology relies on four core values: 

Individuals and interactions over processes and tools

Working software over comprehensive documentation

Customer collaboration over contract negotiation

Responding to change over following a plan

We believe this method works so well for website project management because it allows team members to immediately act on feedback. This allows task owners to make more responsive changes at every sprint stage. 

When to use Agile for website project management 

Your project is likely to change as you go or before total completion

You’re not sure what the solution or end result will look like

You need to work quickly and favor speedy progress over perfect results

Your stakeholders need (or want) to be involved at every stage

  • Method 2: Kanban

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Kanban is another method web project managers can use to plan and develop projects.

The hint is in the name; "Kanban," a Japanese term meaning signboard or billboard. Projects are planned on Kanban boards by separating tasks into separate columns and then moving them forward once they're completed.

The board views also help teams see where bottlenecks are forming so the problem can be dealt with before it puts the entire project in danger.

As tasks are spread across multiple columns, Kanban allows project managers to implement work in progress (WIP) limits to restrict the amount of time and energy put into each project phase. This prevents your team from spending time on too many tasks at once and encourages them to focus on only a couple at a time, which works wonders for productivity. 

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When to use Kanban for website project management 

You’re interested in a visual representation of your project’s progress

You need at-a-glance status and project stage updates

You want to leverage WIP limits so your team stays focused

You’re continuously “pulling” projects into your workflow

Method 3: Waterfall

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One of the more traditional ways to plan and build a website is using the Waterfall methodology. 

This method plots all of a project's tasks out in a linear sequence, so each stage must be completed before the next one begins. If you're using the Waterfall process to manage a project, it'll likely follow a sequence like this: 



Deployment and maintenance

This methodology is often plotted out using a Gantt chart , and as one stage must finish before the next one begins, the progress of a project flows in one direction—like a real waterfall.

The Waterfall methodology is a little less flexible than some of the other processes for website developers, but it's simpler. 

When to use Waterfall for website project management 

You have a clear end goal for your project

Your project isn't going to change as you go

Your client or stakeholder vision is consistent, predictable, and set in stone

Your client or industry requires in-depth project tracking or documentation

  • Method 4: Scrum

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The Scrum methodology is another process that relies heavily on sprints and cycles to plan and complete a website build.

This methodology requires a leader (sometimes known as a "Scrum Master") to manage a project, and tasks are taken from a backlog and organized into short "sprints," lasting no more than two weeks each.

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During each sprint, everyone working on the project checks in daily (called a Daily Scrum) and updates the project manager by telling them: 

What they’ll do today

What they completed yesterday

What – if anything – is blocking their progress

After the team has completed each sprint, the project manager will review progress and make necessary changes – typically in a retro meeting or sprint review–before the next one kicks off. The process then repeats until the project wraps up. 

When to use Scrum for website project management 

Your agency needs to continuously optimize and improve processes

Your team needs set periods to really focus on task completion

Your project is too complex and needs segmented tasks

Your team needs better deadline management for more quick wins

Method 5: Critical path

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Whoever is leading the project will use the Critical Path method to:

Identify all of the project's most essential tasks

Create project estimates to know how much time each task will take

Build the essential path to plot tasks on a project timeline so they get done as quickly as possible

This methodology is called the "Critical Path" because the longest sequence in your project planning will be the most critical and ultimately determine its time frame. 

When to use Critical Path for website project management 

Your project is large and complex

Your project has a lot of task dependencies

You work better with a visual map of sequenced tasks

You need to identify the most important tasks for better resource allocation

Set yourself up for efficient website project management 

Now that you know the ins and outs of website project management methodologies, it's time to start planning your project.  Before you get started on the website project management process, you’ll need to set yourself up to implement it. 

There are two key factors you’ll need to have in place: 

Project manager: This person leads the team and stakeholders through a project by implementing one of the methodologies that best fits.

Project management platform: Website project management – as you could guess – benefits from all-in-one project management software . The right tool provides ways to manage the tasks, track progress, improve team collaboration , and work as a centralized hub for all project deliverables and information.

Beyond this common purpose, these tools vary significantly in features and functionality. And if you want an honest and in-depth opinion to see which of the many tools would work best for you, check out the Teamwork comparisons page to see what folks in the space actually say about each tool.

  • Important phases to kick off the website project management process

Once you've put a project manager and platform in place and chosen the right methodology for your needs, you're ready to begin the website project management process.

  • Phase 1: Planning with the client

The first priority in the planning phase of website project management is defining what the client or project lead wants in the clearest terms possible. 

This could be a third-party client or an inter-department stakeholder within your organization. You can start by getting the client to fill out a questionnaire that asks about important variables of the project. Here are a few examples of questions to include: 

What is the overall goal of the project

Which pages will be most affected?

Is this an implementation, new addition, or a need that doesn't have a clear solution

Are there other examples from competitor sites or those within a similar industry?

What’s the budget? 

When is the preferred deadline?

Getting the client to put points like these in writing should help you to formulate deliverable business goals for the project and define its scope. The more questions you ask at this stage, the better chance to reduce the risk of problematic clients complaining about subjective factors.

We recommend listing at least 10-20 key questions that you can ask at the start of each project. 

Try to cover all your bases here, including even the smallest details, such as where the website will be hosted and who's taking care of setting this up.

For instance, your client might want to use Hubspot's free hosting option, but the CMS you've chosen may need another solution, such as Wordpress-specific hosting.

Use your questionnaire and information gathered through meetings with the client to create a quote and outline for the website need so you can best cover the full project scope .

Once the client has agreed to the quote and entered into a contract with you, keep those details within your project management software to refer to so everyone has a clear view of what's expected.

Creating a realistic estimate

The first step is to create a detailed but doable project estimate . This should detail project cost estimates , the overall timeline of the project, and what you expect will be needed from your team, whether it's headcount, time, or other resources.

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An estimate should (at the bare minimum) include:

How many hours/days the project will take

Hourly rates (if the client will be paying by the hour) or a flat rate (if they will be paying a lump sum)

Additional fees for extra tasks that fall out of the original project scope

Now, no estimate is always going to be 100% accurate. However, there are a couple of techniques you can use to make it as close to the final cost as possible: 

Base the estimate on past projects: Look at similar projects your team has worked on in the past and check what the client was quoted and the final cost of the project. The final project cost should always be used to give a more accurate estimate.

Think about tasks not directly tied to the website build: Building a website takes a lot of time. So make sure your estimation includes the hours your team will spend planning, managing, and deploying the project.

Include a budget buffer: Don't pin your estimate down to the cent. Leave a little breathing room in your budget in case something goes wrong or there is spending you didn't account for once the project kicks off. 

Preparing a solid project scope

A project scope tells your client exactly what your agency is set to deliver, complete, and the total cost.

Don't skip this step. 

In a co-study by Hubspot and Teamwork titled When Projects Go Wrong , agency experts gave horror stories from their experience with scope creep . From spending extra hours working on tasks that weren't agreed upon to burning through spare resources just to get the project done on time, scope creep can impact your resources and profitability. 

The solution to this is never to start a project without a watertight project scope. There are five key elements your project scope should include: 

Budget: What will be the total cost of the project as well as the fee if the client asks for work on tasks that fall outside the original scope.

Timeline: A start and finish date as well as dates for key deliverables and milestones. 

Milestones: Set stages that signify an important step in the project. Milestones can be things like meetings, major deliverables (such as finalized frameworks or the website going live), and deadlines. 

Deliverables: What the client will receive at the end of the project. This will typically include the website's wireframe, mockups, and a final prototype.

Updates: When the client should expect project updates that outline how many milestones have been reached and whether or not it's staying on budget.

Now, all of this may seem like a lot of information. But with the right preparation, it can be contained to a page or two. With the help of a project scope template ( like this one we've created for free ) project managers can simply fill in the blanks and ship it to the client to look over.

The template is broken down into sections like project deliverables: 

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And outlines other key information, like budget estimations, who can sign off on approvals, and how updates will be delivered. We're big fans of the RACI model shown here.

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Once both parties agree on this project scope, it'll act as the "north star" for the entire website build. If there are any disagreements about scope or budget, this document will settle them immediately. 

  • Phase 2: Building 

In the build phase of a website project, your team will likely be focused on creating the site’s layout, content , design, and functionalities.  Meanwhile, the focus of project management tends to be divided between monitoring the team’s progress, ensuring full adoption of the project management process, and removing any blockers the team has flagged.

A blocker can be anything preventing a task from getting completed, from a gap in someone's web design knowledge to a missing piece of content needed to complete a page design. When a team member flags up a blocker, the project manager works with them to find a solution. 

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Monitoring team progress can be done on a granular, task-by-task level, and on a big-picture level. For example, using visual aids such as burn-down charts can represent the percentage of project work completed relative to the available time. 

Ensuring full adoption of the project management process is a job for the project manager. This may involve training team members in how to effectively use the project management platform.

Regular team meetings throughout the build phase can also help your team stay on top of all these considerations. 

  • Phase 3: Optimization 

From optimizing cross-browser performance to compressing image files, this is the phase where your team brings the website up to the highest standards it can. We suggest you incorporate optimization into your project management process by using a website optimization checklist as your basis. 

Once you have your checklist, you can create a new task for each requirement and assign it to a relevant team member. From this point onward, project management of the optimization phase works much the same as it does during building. 

Put your tech to work and automatically optimize website builds

Every website your team builds has a lot of moving parts.

From tracking tasks to managing sprints and budgets, project managers need a way to keep everything on schedule. And that's where a website project management tool can make life a lot easier. With a tool like Teamwork , project managers can: 

Flag milestones and deliverables that are lagging

Automate task and schedule updates to keep everyone on the same page

Track every cent that's being spent using budget and time tracking tools

Just look at how the Planned vs. Actual Milestone Report works. Once a project kicks off, each task needs to be tracked and completed on time.

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The milestone report breaks down how many tasks and milestones your team has actually completed, so it's easier to see whether the overall project will be finished on time. If a task or milestone is nearly due or at risk of being missed, the report will flag it.

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Say hello to the new Planned vs. Actual Tasks report

Want to measure how projects progress against what was orignally planned? The Planned vs. Actual Tasks Report tracks how your tasks progress against the originally planned due date, so you know what's on course or getting lost at sea.

Try Teamwork for free

Think of these automations as a safeguard for every project. Instead of dealing with problems, you can stop them before they even happen and minimize the risk of delivering your project late or over budget. 

  • Phase 4: Finalization 

This phase of website project management is relatively complex. It covers the work involved in the following processes: 

Initial testing: From a project management perspective, this begins with a testing checklist, similar to the one used to identify the tasks for the previous phase. A task should be created for each testing activity, from checking whether on-site transactions work to assessing the website's conformity to accessibility standards.

Go live: During this process, the website and its support systems become operational. Key tasks include uploading the site to its domain and integrating it with applications such as analytics tools and email marketing clients. 

Client/staff training: The people who will manage the website after launch need to be taught how to use it. This can be facilitated through training sessions, which can be planned into the PM platform as events (provided a calendar functionality is included in the platform). 

Foundational marketing/SEO activities: These are the nuts and bolts tasks that need to be done to ensure the site is ready to attract visitors, from submitting the sitemap to Google to setting up links between the site and any relevant social media profiles of the client. Once again, a checklist-based approach to identifying tasks is advised. 

Your team may be working on several of these bullet points at once (or perhaps even all of them). This creates the potential for the project to become difficult to manage, so we suggest paying close attention to how your project management platform is used at this stage.

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If you can, use features such as task lists , which support the complexity of the project while preserving the usability of the project management platform.

Or, using a tool like Teamwork’s health report , project managers can get a real-time snapshot of the most critical parts of a project and how they're being handled during crunch time.

Task progress, milestones, and budgets are all tracked automatically inside the health report and displayed in an easy-to-read dashboard. Using all of this data, project managers can then see what tasks are at risk and divert more resources to them, so the project gets delivered on time. 

  • Phase 5: Launch 

The website launch and the work leading up to it can be exciting for a website development team. Nevertheless, this is the worst phase of all in which to take your eye off the ball. 

The first part of this phase is the final round of testing, covering aspects of the site ranging from SEO to security. In some cases, these tests may involve external stakeholders such as search marketing consultants. 

Any issues raised during testing need to be made into tasks, which can be assigned to team members who can resolve them.  

With all those final issues ironed out, you’ll be ready to transfer control of the website to the client. This, in itself, involves a degree of complexity, so be sure to create dedicated tasks for fine details such as writing the complete report for the project and securely transferring login credentials to the client. 

Ever-improving project management for web development 

Website project management shouldn't stop once the website goes live. The crucial next step is to evaluate the project's outcomes and learn any potentially valuable lessons you can apply to the next website project. 

This could mean anything from analyzing website performance to interviewing team members about what they loved or loathed about the project management process. 

If you’re always learning about your websites and your website project management, both should keep getting better and better.

Try Teamwork today with a free 30-day trial to take your website project management to the next level.

Alex York - Writer - Author

Alex York is a Content Marketing Manager who is passionate about marketing acquisition and content strategy. He has many years of experience in the Project Management space and loves providing expert advice and tips on how to improve team productivity and efficiency.


Website project management breakdown

  • 5 of the best methodologies for website project management
  • Method 3: Waterfal
  • Method 5: Critical Path
  • Set yourself up for website project management

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Best Project Management Software 2023

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Project management software helps project managers and teams complete client requirements and manage time, budget, and scope constraints. The business application of project manager software provides benefits especially if chosen correctly to match an organization’s requirements.

From project scheduling software to project planning apps, we built a list of the best software for project management for different types of industry and business needs to assist you in this crucial selection process.

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Top Project Management Software

We’ve written the ultimate project management software buyers guide which includes a look at some of the top project management systems available.

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Faq: what is project management software.

Project management software is used to plan, schedule, track, collaborate and report on projects. More specifically, these essential tools project managers, teams, and other contributors complete tasks; record and track requirements; streamline resources; and manage time, budget, and scope constraints. Whether used as a stand-alone tool or as a suite of solutions, project management software — often shortened to PM software — is a must for any organization looking to maximize time and money while minimizing human error.

Implementing the Right Project Management Software for Your Business

Companies should carefully plan how they roll out new project management software. The responsible project manager will need to first get the support of major stakeholders—from C-level executives to end users on the project team. From there, project managers should create a schedule that allocates time for learning how to use the software before taking on a major project. That way, each and every project will be set up properly.

Finally, be ready with training materials, support documentation, and (ideally) onboarding teams to ensure individuals don’t have to spend too much time learning about these project management programs and can quickly pivot back to their normal workloads.

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Website Project Management: Your Guide to Success

Wondering how to manage a website project? There are so many moving parts and one wrong move could spell disaster. This guide has everything you need to get started!

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If you’ve been struggling with difficult website projects, or it’s your first time ‌managing one, you might ask yourself, how can I be a good web project manager? Managing website projects can be incredibly complex and overwhelming, particularly when working with a difficult client.

But you’re not alone.

This guide will walk you through the following:

  • How to plan and organize your website projects to avoid costly mistakes.
  • How to leverage different project management methodologies to structure your project from start to finish.
  • How to leverage project management software for effective communication.

What is website project management?

Before we get started, let’s quickly recap what project management is. Project management is the process of overseeing a project from start to finish. It involves planning, coordination, and guiding a team to achieve specific goals within a given timeframe and budget. It’s about keeping things organized, making decisions, and making sure that the project is completed successfully.

Website project management, then, is the process of overseeing and delivering a website build from start to finish. This includes overseeing the project team, setting objectives, assigning tasks, communicating with the client,  resource management , budget allocation, and defining  the project scope .

Website project management, then, is the process of overseeing and delivering a website build from start to finish, including:

  • Overseeing the project team
  • Setting objectives
  • Defining  the project scope
  • Assigning tasks
  • Communicating with the client,
  • Resource management
  • Budget allocation

Top 3 challenges of website project management

Managing many moving parts can become complicated, especially if your agency delivers multiple website projects simultaneously.

If you’ve ever managed a website project, these challenges might sound familiar:

Defining clear project goals and objectives

When your project isn’t well-defined, keeping it within scope is hard. Don’t over-promise. What can be achieved within the project boundaries?

Managing multiple stakeholders and varying priorities

You want to give the client what they want, but you also know the limitations of what you can deliver (within the project budget). As an agency owner, you need to remain profitable, and clients seem to always demand more.

Choosing a project management framework that irons out any doubts will help you define what can be delivered within a given timeframe and budget.

Dealing with frustrating clients

The difference between a good client relationship and a bad one is managing scope changes effectively and balancing client expectations. This is arguably the most challenging part of website project management.

A clear communication plan and a detailed statement of work (SoW) outlining what will be delivered during the project is vital. Both parties should sign this document before work can begin. Your SoW acts as your services agreement and is a legally binding contract. Make sure you can deliver by setting clear boundaries and accurate project timelines.

Three proven methods for managing website projects

When building websites, you already know what needs to be done. After all, this is what you do. But, you need help finding better processes to define project timelines to which you can set your watch.

In this section, we’ll show you three approaches for managing your website projects:  Scrum, Kanban , and  waterfall .

Managing website projects with Scrum

Scrum  is an iterative  Agile framework  for when you are working on multiple website projects at once.

Managing projects with Scrum means defining project goals from the product backlog (all tasks that need to be completed.) To do this, you'll use user stories and focus on features your client wants you to prioritize.

Scrum calls for specific team roles. You'll need a  Scrum  Master, a product owner, and then the remaining team will be the development team.

Note:  The development team differs from website developers. The development team is the name given to all other team members working on the project. These will be your UX and graphic designers, copywriters, and coders or  developers .

Scrum ceremonies  are helpful in keeping your team on track, with regular, recurring meetings. I know. More meetings! How can you fit them in? The goal of these regular meeting rhythms is to save you time.

‎Your ceremonies will kick off with a  sprint planning meeting  to select user stories from the product  backlog  for the upcoming sprint. Then you’ll execute sprints of fixed durations (e.g., two weeks) to develop and deliver website features.

Daily stand-up meetings provide updates, allow time to discuss progress, and address any roadblocks. These meetings are limited to 15 minutes.

With Scrum, you’ll also use artifacts like burndown charts and sprint reviews to track progress and gather feedback. This process helps you continuously refine and prioritize the product backlog based on client input and changing user requirements.

Scrum helps you collaborate closely with clients by involving them in sprint reviews and user acceptance testing (which helps align expectations throughout the project).

You'll also want to:

  • Embrace the iterative nature of Scrum to incorporate feedback and adapt to evolving needs.
  • Leverage Scrum's transparency and communication principles to foster collaboration and trust.
  • Use project management tools that visually outline project tasks and make reporting simple.

Managing website projects with Kanban

Kanban  is also an Agile framework. But where Scrum focuses on pushing work into the sprints, Kanban is about pulling tasks into the workflow based on team capacity.

Kanban visualizes projects (and workflows) in a Kanban board, where you limit the number of work items in progress to maintain focus and optimize flow.

With Kanban, you can:

  • Prioritize website tasks based on their importance and urgency.
  • Continuously track and update the Kanban board to reflect real-time progress.
  • Easily identify bottlenecks.
  • Use project management tools to track tasks, giving you real-time data you can use to adjust on the fly.

Much like Scrum, Kanban focuses on continuous improvement. The difference is that Scrum focuses on improving outcomes. Kanban is focused on service delivery improvement.

Managing website projects with waterfall

Where the Agile methodology is about continuous improvement and constant change, the waterfall method is a more straightforward, sequential way to manage client projects.

With the waterfall methodology, one task (and project phases) are completed sequentially. Waterfall is beneficial for complex projects or when a small team works in multiple roles. For example, your UX designer may also do the graphic design (and can't work on both at the same time).

‎When managing client projects with waterfall, you’ll:

Clearly define project  requirements  and document them in detail. Then you’ll create a comprehensive project plan with sequential phases, including requirements gathering,  design ,  implementation , testing, and deployment.

For example, UX is mapped before any copy is written. Copy is completed before design elements are requested.

The key to the waterfall approach is in emphasizing (and having discreet phases for)  testing  and quality assurance before final  deployment.

Waterfall isn't very flexible. For waterfall to work effectively, you need to minimize changes to initial requirements. Also, if you're dealing with multiple projects, this might not be your best approach.

Once the website is delivered, you'll implement a formal project closure process to evaluate the project where you'll want to document lessons learned for future reference. You'll also want to implement a plan for  website maintenance , including the regular update of plugins, cache clearing, and site performance.

Three key activities for website project management

Working with a client-first approach, you'll want to develop a plan for delivering the key features of a great website. Here are some activities to consider:

User experience (UX) strategy

  • Map the customer journey.
  • Test the baseline speed and stability of the site.
  • Document the (current) performance of the site.
  • Define what features will be added, such as an e-commerce module or blog.

Search engine optimization (SEO)

  • Define your traffic strategies based on customer avatars. How will you attract traffic to the site?
  • Which keywords will you use to increase the site’s visibility in search engine results?
  • How will you measure success, and over what time frame?
  • What needs to be written for the site in terms of SEO and converting copy?
  • What needs to be designed (not just the prototype of the site, but what graphic elements will be needed for landing pages and blog posts?)
  • Who’ll provide these elements, and by when?

You'll also want to map  task dependencies  and communicate these, along with project progress, to your client. This way they'll have a clear understanding of what they are getting, when, and how to address any changes they want once you begin work.

Motion: The essential project management tool for website project management

No matter your chosen methodology, Motion is your partner in delivering successful client projects.

Some of the key features you can find in Motion include:

Automated prioritization of tasks  based on the due date, start date, and availability for your whole team:

‎ Automated task distribution  and prioritization when things change. This is particularly helpful for complex projects with lots of tasks to manage:

‎ A centralized place  to manage work, meetings, and notes to keep your project on track:

‎‎ Productivity focus,  which autoblocks similar tasks together and prioritizes deep work to keep your project on track:

‎ Both Kanban and task list view  for effective project management in the layout that works best for your team:

‎If you’re not sure if intelligent project management software is right for you, check out this decision tree:

‎If the answer is yes, it’s time to try Motion.

Website project management and Motion – made for each other

Don’t let complex website projects overwhelm you. Plan for success, communicate effectively and leverage the power of AI-driven project management software to deliver website projects successfully with Motion.

Grab your 7-day free trial today .

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Microsoft to add Project features to its new unified Planner work management app

The planner app will include premium features that enable more in-depth project management, as microsoft moves to offer a broad range of functionality within one tool..

Matthew Finnegan

Senior Reporter, Computerworld |

Microsoft Planner app

Microsoft plans to integrate the online version of its Project app into Planner next year, creating a single product tool for work management. 

Project has been Microsoft’s primary tool for in-depth work coordination — and a mainstay for enterprise project managers — since its launch nearly four decades ago.

To track more straightforward team and individual work, Microsoft has added more broadly accessible tools to its portfolio in recent years. Planner, which launched in 2016, is a comparatively simple work management app aimed at less complex team projects, while To Do is for personal task tracking.

At its Ignite event Wednesday, Microsoft announced that both “Project for the web” (one of several Project versions) and To Do will both be integrated into the new Planner app coming in 2024.

“The new Planner will easily scale from simple task management to enterprise project management, empowering everyone to manage their work in one place and accelerate business outcomes,” Microsoft said in a blog post . 

There will be three stages to the change.

As of now, the existing ‘Tasks by Planner and To Do’ app that’s currently available in Teams will be rebranded to Planner. Next, the new Planner app in Teams will be made generally available in spring 2024. At that point, the ‘Project for the web’ app will also be rebranded to Planner (with no change to existing Project features).

Finally, the Planner web app will be made generally available in late 2024, with “Project for the web” features also integrated into it.

Microsoft noted that other versions of Project — namely Project desktop, Project Online, and Project Server — will still be available and supported, remaining separate from the Planner app. (Microsoft also noted there’s still no end-of-service date for Project Online, which is due to be phased out in favor of Project for the web at some stage.)

"Unlike 'best of breed' apps targeting users whose role is tied specifically to work management and project management, the Planner app is likely positioned to address the requirements of a broader user base,” said Raúl Castañón, senior research analyst at 451 Research, a part of S&P Global Market Intelligence. “These include team members across the organization that do not require advanced project management features, but can benefit from simple — yet effective — tools including collaborative to-do lists to manage their own and other team members’ work and project deadlines.”

Project for the web pricing will remain the same during the transition, a Microsoft spokesperson said.

Microsoft also promised new features for Planner with the addition of a premium tier. The company’s Copilot generative AI assistant will be added to Planner in spring 2024 and will let users “generate new plans, set goals, track status and react to changes as projects evolve,” Microsoft said in a blog post.

Pricing details for Copilot in Planner will be announced in the “coming months,” a spokesperson said.

Integrations are planned with Microsoft’s Loop collaborative document app, as well as Outlook, Teams and Viva Goals. For example, emails flagged in Outlook and items assigned in Teams will be visible in Planner.

There’s also a focus on frontline teams, with plans to add task management features from the Tasks app in Teams into Planner.

Microsoft also said that new enterprise-grade project management features will be added to Planner, including baselines, portfolios, and lead-lag capability. This is in addition to existing ‘Project for the web’ features such as sprints, people view, goals and advanced scheduling with dependencies available within Planner. Those features will be accessible in the premium Planner software.

Matthew Finnegan covers Microsoft, collaboration and productivity software, AR/VR, and other enterprise IT topics. He joined IDG in January 2013 and is based in Sweden.

Copyright © 2023 IDG Communications, Inc.

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What the Next Generation of Project Management Will Look Like

  • Rachel Longhurst
  • Woojin Choi

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Research identifies 10 skills that will have a disproportionate impact on performance.

Traditional project management skills, such as project governance or project management methodology, aren’t sufficient to meet changing organizational needs.  Gartner recently surveyed 373 project management leaders to identify the “next generation” skills — from organizational awareness to financial acumen — that have a disproportionate impact on performance. They also identified three future-focused project manager roles: the teacher, the fixer, and the orchestrator — all of which highlight the uniquely human aspects of project management that go beyond performing discrete, repetitive tasks.

The future of the project manager role has been hotly debated as a number of trends shift organizational dynamics:

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  • RL Rachel Longhurst is a director within the Gartner IT Leaders and Tech Professionals research practice advising clients on strategic portfolio management, including project and portfolio management and application portfolio management.
  • WC Woojin Choi is a senior principal within the Gartner IT Leaders and Tech Professionals research practice advising clients on strategic portfolio management.

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Guidance on building better digital services in government

Delivering on 21st Century IDEA: A case study from the GSA SmartPay team (Part 1)

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The U.S. General Service Administration (GSA) Center for Charge Card Management (CCCM) administers the GSA SmartPay®️ program, providing services to more than 560 federal agencies, organizations, and Native American tribal governments. Watch this 1-minute video celebrating the program’s 25th anniversary , which will be November 30, 2023. To date, GSA SmartPay has handled $643 billion dollars in total spend and provided $5.6 billion in refunds to agencies to invest in their mission.

Late in fiscal year 2022, the GSA SmartPay program — the largest government charge card and commercial payment solutions program in the world — was experiencing challenges with one of its websites.

Thousands of card and account holders are required to complete training courses on the GSA SmartPay website. Random timeouts and crashes disrupted the user experience, causing frustration and bottlenecks in training certifications. And since most participants needed to complete the training only once every few years, many users forgot their login and password, requiring assistance from program staff.

Working with GSA Service Delivery

The GSA SmartPay team reached out to GSA’s Service Delivery team , a cross-functional team with product management, user-experience design, content strategy, engineering, and acquisition skills.

Through research, we discovered the program’s main website — composed of general program information, resources for agency program coordinators and card and account holders, and important program updates — suffered from design and operational challenges. It was hosted and maintained by the vendor, and didn’t align with many of the requirements of the 21st Century Integrated Digital Experience Act (21st Century IDEA), including the use of the U.S. Web Design System .

The two teams interviewed users to identify their goals and pain points. We also reviewed the websites’ analytics, collected and made available to federal agencies by the government’s Digital Analytics Program .

Getting focused with product framing

After initial user research, the teams developed product framing for the training and program websites. Product framing is the process of creating a narrative to communicate your vision and goals, and collaboratively define the scope with a project team. It includes several components:

  • Problem statement
  • Product vision
  • Product goals
  • Out of scope items

The teams used product framing to articulate and agree upon the problems they were trying to solve, the user needs they intended to meet, and — importantly — what they were not going to try to do.

At this point, there wasn’t a plan to build anything; the teams first wanted to agree on the problems they wanted to solve before jumping to solutions.

Technical discovery

While the teams worked on product framing, the Service Delivery team conducted technical discovery, attempting to determine technical alternatives to mitigate or eliminate program challenges.

One technical aspect of immediate concern was the websites’ hosting. The vendor hosted both websites, making it difficult to move to an alternative technical stack or to even have full visibility into the cause of performance, accessibility, and user-experience challenges.

To solve this problem, the Service Delivery team proposed moving both websites’ hosting to Cloud.gov , a federal cloud-hosting service built for government work. This would offer more flexibility with technical options, vendor choices, and overall maintenance.

At the same time, the Service Delivery engineering team explored options for an approach for the training website without a login. This would eliminate the need for onerous password resets, while still allowing the program to track and authenticate user training completion and certification.

Content auditing

In what would prove to be a crucial step later, the team initiated a content audit — a thorough listing and analysis of all the content on an existing website.

For the GSA SmartPay program website, this meant reviewing 560 pieces of content, including webpages, videos, documents, charts, and other content.

The audit revealed several opportunities to consolidate content; remove redundant, outdated, and trivial (ROT) content; and improve accessibility , search engine optimization (SEO), and consistency.

A new opportunity emerges

With the two teams working toward a path for the training and program websites, a new opportunity emerged. Because GSA SmartPay is widely used for federal procurement, card and account holders must comply with federal laws and regulations that govern purchasing goods and services for government use. This includes the fiscal year 2019 National Defense Authorization Act (NDAA) , and Section 889 , which prohibits the purchase of certain telecommunications equipment and services from vendors who sell products containing spyware.

While it was possible to search for the Section 889 status of a given vendor, the tools were difficult for users to find and use, or required back-and-forth email requests.

The GSA SmartPay team learned of a tool built by NASA that could streamline the search process for Section 889 status, thanks to a query of the SAM.gov application programming interface (API). NASA offered their codebase for GSA to build on – which was production ready and well built – and we were able to quickly deploy the application. The GSA SmartPay team changed the front-end to align the user experience with GSA standards and made minor modifications to optimize the code to run on GSA hosting platforms.

Through cross-agency collaboration, the GSA SmartPay team launched the 889 Representations Search tool in April 2023, reducing search time for 889 status by an estimated 95%, equivalent to 75,000 hours per year saved in burden reduction.

Agile, iterative development

With the launch of the 889 search tool, the two teams were ready to dig into the training and program websites.

The teams set up public repositories for the training codebase and program codebase (both open source), and managed agile development in two-week sprints, starting with the training website. Initially led by the Service Delivery team, product management tasks — including leading agile ceremonies — gradually transitioned to the GSA SmartPay product owners.

Eventually, one of the GSA SmartPay product owners became so comfortable and skilled at prioritizing the work and managing agile sprints, they presented at a webinar on backlog management hosted by Digital.gov .

Meanwhile, based on the content audit, the GSA SmartPay program was working to iteratively consolidate, remove, and rewrite content for the program website. Ultimately, the program would reduce the volume of program website content by 75%, leading to a reassessment of the website’s information architecture, with the program helping to lead card sorting and tree testing sessions with users.

To facilitate ongoing usability testing, the Service Delivery team developed multiple design and coded prototypes, continuously testing assumptions and approaches. Cloud.gov Pages allowed the teams to quickly and easily launch coded, interactive prototypes for usability testing at multiple stages. The teams also ran continuous automated accessibility testing, along with manual accessibility testing by the team and with a user of assistive technology.


With the three websites launched or under development, the Service Delivery team simultaneously worked with the GSA SmartPay program on an agile procurement based on the 18F De-risking Guide to support longer term development and maintenance.

The contract used a Statement of Objectives to describe work to be done, but not prescribe how to achieve program goals, which is suitable for agile development. It includes a strong Quality Assurance Surveillance Plan (QASP) that GSA engineers will use in post-award management to ensure code quality.

Through the use of these methods, the Center for Charge Card Management awarded a contract to a small business based on evaluation criteria that included past project code and user research plan reviews .

In the end, the GSA SmartPay team launched three websites that embody the spirit of and deliver on the 21st Century IDEA. The sites are accessible to all users, leverage the U.S. Web Design System, and were built with and for users.

Many thanks to everyone involved :

  • NASA – Tracy Hall, Benjamin Jensen, Godfrey Sauti, and Emilie Siochi
  • GSA – Andrew Lee, Rebekah Perillo, Erin VanDagna, Tri Thai, David Shea, Rosalind Cherry, Bo Berlas, Arpan Patel, Jessica Marine, Mark Meyer, Wei Wang, Jeff Fredrickson, Ryan Johnson, Kristen Lohman, Jenn Noinaj, Ashley Owens, and Mel Choyce

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