Project Management

8 Best Project Management Tools For Professionals

By | 13 min read | Published

Project management tools allow users to plan and execute projects.

Project managers play a crucial role in planning, monitoring, and directing projects—from start to finish. They are accountable for maintaining the budget of the project, looking after the utilization of resources, and the success or failure of the project. While carrying out their responsibilities, they often find themselves swamped with issues related to inaccurate time management, unavailability of resources, cost overruns, and ineffective communication. Are you facing similar challenges while trying to meet project deadlines?

If you are looking for a solution to these challenges, you need to find the right project management software that can assist with project planning, resource allocation, time management, and task management. Along with this, the software also facilitates document sharing and collaboration with team members.

This article highlights eight of the best project management tools for professionals (sorted alphabetically) based on user ratings and reviews from the project management industry. (Read the complete methodology here.)

8 best project management tools
1

Asana: Offers advanced search tool for filtering results

Asana is an online project and task management software that allows teams to manage, organize, and track their work. Users can break complex projects into tasks and sub-tasks, assign tasks to specific people in the team, group similar tasks into sections to organize them, and set deadlines for these tasks.

The software features an advanced search tool where you can specify additional requirements for a search. You can use the tool to locate tasks and projects based on several parameters, such as unassigned tasks, completion date, and specific due dates. You can even save your searches for future references or tag them as favorites to keep them in close sight.

As a project manager, you can use Asana to organize your work on boards, which is similar to a sticky note. These boards provide you with an overview of all the projects. You can add items to your board, categorize your work based on their stages (ready-to-do, in progress, and done), and track the progress of tasks. You can also create recurring tasks, assign copies of a task to multiple stakeholders, track task dependencies, and create custom fields to provide additional information for tasks. This information could be anything that is important for your teams, such as task priority and associated costs.

With Asana, you can collaborate with team members via its messaging feature and share files across teams. The software features a project dashboard that displays key performance metrics related to projects. It also helps to identify efficiencies or bottlenecks in your team’s workflow.

Asana offers email and chat support to customers.

*Analysis accurate as of May 2022
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Key Features:

  • Access controls/permissions
  • Agile methodologies
  • Backlog management
  • Bug tracking
  • Collaboration tools
  • Recurring tasks
Trial/Free Version:
Free Trial
Free Version
Starting price:

$10.99 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Creating task lists in </span><a href="https://www.capterra.com/p/120550/Asana"><span style="font-weight: 400;">Asana </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/120550/Asana"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
2

Evernote Teams: Features template gallery for note creation

Evernote Teams is a project and document management tool that offers collaboration, scheduling, and task management functionalities to users. The software enables you to create, manage, and locate written or audio notes. You can add videos and images to these notes, merge similar notes into one, and share the notes via a URL. Additionally, you can create and assign tasks inside your notes, track progress, and schedule reminders for note-related tasks.

The software features a template gallery that offers customizable templates to facilitate note creation. As an Evernote user, you can organize all project-related documents, notes, and to-do lists into notebooks, which can further be organized or grouped on the basis of different criteria or themes.

With Evernote, team members with the right access permissions can create, edit, and share project notes. The tool allows users to encrypt or password-protect their notes for safety reasons. You can also share images and videos with other members of the team via email.

Evernote integrates with several third-party applications, such as Google Drive, Microsoft Outlook, Microsoft Teams, and Slack. In case of assistance, you can reach out to the vendor via email or an online forum.

*Analysis accurate as of May 2022
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Key Features:

  • Brainstorming
  • Content management
  • Document management
  • Project management
  • Task management
  • Version control
Trial/Free Version:
Free Trial
Free Version
Starting price:

$5.83 per month, billed annually

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Viewing notes in</span><a href="https://www.capterra.com/p/154969/Evernote-Business/"><span style="font-weight: 400;"> Evernote Teams</span></a><span style="font-weight: 400;"> (</span><a href="https://www.capterra.com/p/154969/Evernote-Business/"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
3

Hive: Offers multiple project views

Hive is a process and project management app that enables users to assign tasks, share files, and collaborate on projects. The software offers customizable templates that can be used to manage tasks, teams, and projects. These include templates for marketing plans, content calendars, strategic planning, and onboarding.

With Hive, you can create action cards for assigning tasks to team members, setting task dependencies, creating sub-actions, and viewing the status of these tasks. The software features a time tracking tool that allows you to record the hours spent by the team on a particular task.

The project management tool allows you to select from six different layouts to view a project and its status, and you can toggle between views at any time. Team members working on the same project can access details in a different layout. Project views include status view, Gantt view, table view, label view, team view, and calendar view.

Hive comes with an instant messaging feature that allows for one-on-one conversations or group chats with other team members. It also offers a built-in reporting tool that allows you to monitor individual performance, and track productivity and resources. Hive offers customer support via phone, chat, and email.

*Analysis accurate as of May 2022
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Key Features:

  • Agile methodologies
  • Budget management
  • Collaboration tools
  • Commenting/notes
  • Customizable dashboard
  • Project planning
Trial/Free Version:
Free Trial
Free Version
Starting price:

$12 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Gantt view to monitor project progress in </span><a href="https://www.capterra.com/p/150991/Hive"><span style="font-weight: 400;">Hive </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/150991/Hive"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>

Gantt view to monitor project progress in Hive (Source)

4

Jira: Creates project roadmaps for agile teams

Jira is an agile project management software that allows users to manage unlimited projects, organize issues, and monitor task statuses. You can create project roadmaps that can be used to plan and track work across multiple teams and multiple projects. While basic roadmaps are part of all Jira plans, advanced roadmaps are limited to Jira’s paid plan. Advanced roadmaps in Jira allow users to review team capacity on a sprint-by-sprint basis.

There are two types of Jira boards—one for each of the Kanban and Scrum agile methodologies. These boards allow users to visualize work and monitor project progress. Jira also offers different types of reports that can assist in analyzing the progress, issues, and timelines related to a project.

Jira reports can be classified into four major categories-agile, issue analysis, forecast, and others. Report formats include sprint charts, burn-down charts, cumulative flow diagrams, and pie charts.

Jira is also used as a bug tracking tool that enables teams to find, record, and prioritize bugs in a software solution and track all the aspects of the software development cycle. The software allows teams to collaborate and comment on issues. Jira offers customer support via phone, email, and chat.

*Analysis accurate as of May 2022
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Key Features:

  • Agile methodolgies
  • Bug tracking
  • Calendar management
  • Collaboration tools
  • Milestone tracking
  • Progress tracking
Trial/Free Version:
Free Trial
Free Version
Starting price:

$7.50 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Roadmaps in </span><a href="https://www.capterra.com/p/19319/JIRA"><span style="font-weight: 400;">Jira </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/19319/JIRA"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
5

Miro: Provides over 20 workflow integrations

Miro is an online collaboration tool with a digital whiteboard that enables users to discuss ideas, develop customer journey maps, layout strategies, wireframe a new concept, and carry out other such collaboration activities.

Miro allows you to share boards with team members and invite them to collaborate on important project-related issues. The software features built-in project planning templates that can be used to define project goals, outline task schedules, update feedback, and measure the success of a project. Some of the examples of Miro templates include the Kanban framework template, Gantt chart template, workflow template, timeline workflow, action plan template, and corrective action plan template.

As a Miro user, you can conduct remote meetings for cross-functional members and boost engagement via digital sticky notes, voting, and live cursor tracking. You can also conduct video chat sessions with up to 25 users in Miro.

Miro integrates with over 20 applications, including Jira, Slack, and Google Drive, which can help to streamline your project workflows. You can contact Miro’s customer support team via email and chat.

*Analysis accurate as of May 2022
best functionality
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Key Features:

  • Activity/news feed
  • Agile methodologies
  • Assignment management
  • Collaboration tools
  • Customizable templates
  • Milestone tracking
Trial/Free Version:
Free Trial
Free Version
Starting price:

$8 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Organizing projects in </span><a href="https://www.capterra.com/p/128955/Miro"><span style="font-weight: 400;">Miro </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/128955/Miro"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
6

Smartsheet: Offers allocation heatmap to forecast hiring

Smartsheet is an online work management and collaboration tool that allows project managers to automate repetitive project management tasks, such as processing approvals, monitoring status updates, and setting reminders. Smartsheet’s resource management feature helps users visualize team member’s capacity utilization, their availability, and make adjustments to balance the workload.

The software tool features a strategic dashboard that provides an overview of multiple projects. The project management app also offers a robust library that gives you access to customizable templates to manage tasks, resources, and time. You can create and monitor budgets by categorizing them into three different types-time, currency, and expense-related budgets. You can also make your own category to track specific expenses.

Smartsheet helps forecast resource hiring requirements with the help of an allocation heat map, which shows the availability of team members, two months into the past and one year into the future.

In addition to project management tools, Smartsheet also has collaboration features to help teams collaborate on content, collect feedback through forms, and share an entire workspace with the team. You can contact customer support via email and chat.

*Analysis accurate as of May 2022
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Key Features:

  • Activity dashboard
  • Activity planning
  • Approval workflow
  • Billing and invoicing
  • Budget management
  • File sharing
Trial/Free Version:
Free Trial
Free Version
Starting price:

$7 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Real-time dashboards in </span><a href="https://www.capterra.com/p/79104/Smartsheet/"><span style="font-weight: 400;">Smartsheet </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/79104/Smartsheet/"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
7

Teamwork: Offers built-in time tracking tool

Teamwork is a project and team management software tool that provides the essential needs for project tracking and scheduling. These include task management, file storage, time tracking, and reporting functionalities. The software allows users to visualize projects from start to finish, in different layouts, including table view, Kanban board, task list, and Gantt chart. Using these views, you can monitor the progress of a task, identify bottlenecks in completion, and view the overall project timeline.

The tool features a built-in time tracker that allows you to measure the time spent on client projects. When tracking time, you can either choose to view individual tasks on a project or the entire project across multiple tasks. The software provides multiple logging options, such as manual logging, timers and email logging, to team members while working on projects.

The system lets users, teams and clients create personalized dashboards. You can customize the project dashboard by filtering metrics that are important to you and your team. These metrics could be task counts, upcoming milestones, project updates, and billable time.

Teamwork offers reporting capabilities, such as CRM reports, desk reports, and productivity reports are some examples of teamwork project reports. Teamwork offers support options via phone, email, and chat.

*Analysis accurate as of May 2022
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Key Features:

  • Access controls/Permissions
  • Calendar management
  • Client portal
  • Collaboration tools
  • Customizable templates
  • Percent complete tracking
Trial/Free Version:
Free Trial
Free Version
Starting price:

$10 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Project overview in </span><a href="https://www.capterra.com/p/120390/Teamwork-Projects/"><span style="font-weight: 400;">Teamwork </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/120390/Teamwork-Projects/"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>
8

Trello: Organizes projects into boards

Trello is a Kanban-based tool for collaboration and work management that allows users to ideate, plan, and manage unlimited projects. You can organize all your projects on boards and have an overview of who is working on what project. You can check the status of the projects and track different stages of a task and mark them as to-do, doing, and done. You can even prioritize your boards by starring them.

The software offers built-in templates that allow you to manage workflows, brainstorm projects, track time, and organize tasks. The software also allows you to collaborate with team members using the discussion feature. You can also send email links to external stakeholders and invite them to collaborate on boards.

As a Trello user, you can attach files and notes to Trello cards, which represent tasks and ideas. You can create to-do lists and add all your lists as individual cards. The software allows you to add comments to these cards. You can also embed videos in your cards by adding a URL as a separate comment in the card.

The project and task management tool integrates with popular day-to-day applications that help extend its functionality. These include Slack, Outlook, Dropbox, Gmail, and Jira. Trello offers customer support via email and chat.

*Analysis accurate as of May 2022
most affordable
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Key Features:

  • Activity/News feed
  • Agile methodologies
  • Brainstorming
  • Client management
  • Commenting/Notes
  • Communication management
Trial/Free Version:
Free Trial
Free Version
Starting price:

$5 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><span style="font-weight: 400;">Viewing ongoing projects in </span><a href="https://www.capterra.com/p/72069/Trello/"><span style="font-weight: 400;">Trello </span></a><span style="font-weight: 400;">(</span><a href="https://www.capterra.com/p/72069/Trello/"><span style="font-weight: 400;">Source</span></a><span style="font-weight: 400;">)</span></p>

How to choose the best project management tools for professionals

  • Select a tool that offers resource management: A great project management tool allows you to outline scheduled and planned resources for a project. These could be anything required to execute a task or a project, such as materials and supplies, equipment, and labor. It provides you complete visibility into the team member’s workload and availability. Project management tools with resource management features help you assign resources to project tasks, manage task schedules, forecast team member’s commitments, and optimize workflows.
  • Check out project visualization options: While looking for the best project management software for your business, make sure to check the visualization options provided by the platform. Efficient project management apps should be able to provide you with multiple project views, including Gantt charts, calendar views, kanban boards, list views, and timelines.
  • Consider the reporting capabilities: Before you invest in a project management tool, make sure that the software can provide custom reports to analyze project progress. The best project management tool should also be able to provide you with detailed workflow task reports to help you analyze the number of tasks involved in a project and their progress. Select a tool that allows you to view and share important project management reports, such as project status reports, project health reports, risk reports, variance reports, and team availability reports.

Common questions to ask while selecting the best project management software

Does the software offer real-time updates project status?

While considering the best project management tools, make sure to ask the vendor whether the software provides you with real-time strategic project updates, including progress, changes in schedules, sudden bottlenecks, unavailability of resources, and milestones. An efficient project management system should be able to provide you with status updates via desktop, email, and mobile notifications.

What are the collaboration features offered?

Investing in a project management solution with collaboration features will help you manage changes, assign tasks, define priorities, and save time while remaining effective. The tool you select should provide useful collaboration features such as online proofing, document sharing, Kanban boards, discussions, notifications, and group chats to help keep everyone in the loop.

Does the software offer time tracking features?

Time tracking in project management allows you to monitor and control the amount of time that the employees are spending on a particular task or a project. The best project management tool should allow you to track your team’s schedule, log hours, generate timesheet reports, and convert hours into invoices.

How did we choose these products? We didn’t—you did

To find your ideal software match, you need information you can trust—so you can save time, stay on budget, and focus more energy on growing your business. It’s why we vet and verify all our user reviews and recommend only the tools endorsed by people like you.

In other words, our product recommendations are never bought or sold, or based on the opinion of a single individual—they’re chosen by your peers, reflecting the views and experiences of our independent base of software reviewers.

At Capterra, we objectively select and rank products based on a methodology developed by our research team. Some vendors pay us when they receive web traffic, but this has no influence on our methodology.

Methodology

For this article we selected the top 8 products from the ‘Top Performers’ Quadrant’ in Capterra’s Shortlist report for the project management software category as of May 04, 2022. Read more about the Capterra Shortlist methodology here.

The final products selected had to meet the following criteria:

  1. Meet our market definition for project management software category: “Project Management software automates task assignment, resource allocation and milestone tracking for all phases of a project.”
  2. Have these core features as part of the software: collaboration tools and task management.

The “Best functionality” tool is identified based on the highest user ratings for functionality that a vendor received based on publicly available reviews as of May 04, 2022.

The “Most affordable” tool is identified based on the lowest pricing a vendor offered on their website in terms of cost to upgrade on May 04, 2022.

Disclaimer: We conducted this analysis based on reviews and ratings data as of May 04, 2022. In order to present the most up-to-date information, the product cards show real-time ratings. Please note that this means the ratings value in the product card may not reflect the ratings value at the time of analysis.


Looking for Project Management software? Check out Capterra's list of the best Project Management software solutions.

About the Author

Shephalii Kapoor

Shephalii Kapoor

Shephalii Kapoor is a writer at Capterra. She helps small businesses identify the right software for their needs by analyzing user reviews for top-rated software products. Prior to Gartner, she worked as an assistant content manager at InfoEdge India Ltd. She has also worked in company law, aviation, and real estate. She is a published author and has contributed to various magazines and websites. During her free time, she enjoys reading.

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