A good project management tool can be the difference between a business that runs and a business that runs exceptionally.
No matter what size business you operate, a project management tool can increase your efficiency, save you time, and help you generate more revenue.
In this post, I’ve done a rundown of the best project management tools out there. So whether you have an online business, an offline business, or both, you’ll find something here that works for you and your business.
Best Project Management Tools
1. Notion: Best for small businesses and blogs
Notion is a life-changing productivity and note-taking tool. You can use Notion as a second brain to build a repository of all of your business’ information, documentation, and processes.
Even though you start out with a blank slate, you can create whatever you and your business needs inside Notion and continue to build on it as you go along.
There are also ready templates that you can use to get started quicker.
Notion’s databases are incredibly advanced and you can use the Kanban feature to easily keep track of the progress of your tasks and projects.
You can create as many databases as you need, and you can even create databases within databases, giving you a really impressive level of control.
Every database can have its own custom fields. Here’s an example of a database with custom fields from my Notion workflow for this blog:
Using Notion, you can also collaborate with team members, assign projects, create deadlines, and track progress of your tasks.
You can also create templates for pages within Notion. So if you have a checklist of items to complete for a given type of task, you can create the checklist, save it as a templated, and replicate it on any other page.
Notion also has an extensive template library:
Best of all, you can link one database to another, making it very easy to share and link information between the various parts of your business.
Notion is what I personally use to manage my business and organize my life. Ever since I started using it, my life and my work has become exponentially more organized.
- Infinitely customizable
- Doubles as note-taking/knowledge base and task management
- Good collaboration features
- Steeper learning curve
- Can seem overwhelming at first
2. Asana: Best for larger companies
Unlike Notion, Asana is much more concentrated on task management. I’ve used Asana myself and I’ve also worked with organizations that have used Asana.
The only reason I stick to Notion for my own blog is that it doubles as a knowledge base, whereas Asana is more for task management and delegation.
Using Asana is pretty straightforward. You can create tasks, subtasks within tasks, and subtasks within subtasks, nesting as much as you need.
Each task or subtask can have its own description, dependencies, file attachments, and comments, letting you keep track of everything in a really simple way.
Asana is excellent for breaking down complex tasks into simpler ones.
For example, if you were managing a team of writers using Asana, you could have a “Blog post” task, and within that task, you’d have sub-tasks such as “Find keyword”, “Write draft”, “Proofread”, “Upload”, “Add images”, and “Publish”.
You can also create templates and duplicate tasks so you don’t need to create a new task every single time.
Asana lets you visualize tasks using a multitude of different views, such as a list, a timeline, a calendar, and more.
The free version is good enough for small businesses, but if you need more users or the ability to add custom fields, you’ll have to sign up for the paid version.
- Excellent task management
- Great customization
- Great for working with large teams
Slack is more of a communications app than a task management tool, but it’s a great way to get lots of people together in groups and discuss, share files, and have breakout discussions.
If you’re using the paid version of Slack, you can also keep archives of discussions and files over a long period of time.
Many businesses choose to use Slack for discussions and another app like Asana or Notion for the actual task management.
- Excellent for communication
- Create channels to keep conversations organized
- Not specifically for managing tasks
If you’re looking for a tool that can rival Asana and Notion, you should consider Trello. Trello is one of the most well-established project management tools out there.
Trello is based on a system of “cards”, where each card can be a project or a task within a project.
You can collaborate on projects, set deadlines, view progress, and even build workflows to automate certain tasks.
Like Asana and Notion, Trello has many compatible integrations and apps.
- Card system is very intuitive
- Automations can speed up workflows
- Lacks the advanced features of Asana
ClickUp is a powerful management tool that’s fantastic at creating rich text docs for your strategies, presentations, and group projects. The philosophy behind the software is that “you shouldn’t have to perform two clicks in places where you could just perform one” – efficiency and speed are available in spades here.
You’ll be able to edit documents alone or in real-time with the rest of your team. Task management is one feature that we love in ClickUp. You can assign jobs to anyone in your team and even attach tasks to existing documents for a more efficient workflow.
- Great task management
- Edit documents in real-time with others
- Super efficient once you’re up to speed
- Takes a little getting used to
KissFlow is used by huge corporations around the world. In fact, more than 10,000 brands trust it every single day. It’s built from the ground up to make project management and collaboration simple. Users can create low or no-code apps, caseboards, and so much more.
If your team has a deficit of coding knowledge, this kind of solution can be really appealing. The built-in templates available with KissFlow are great – they make it trivial to hit the ground running without having to agonize over how you’re going to format your strategies.
- Surprisingly powerful with no coding knowledge required
- Tons of built-in templates
- Easy to use
- Not the cheapest option out there
7. Zoho Projects
PCMag award-winner, Zoho Projects, is a cloud-based project management solution that makes it effortless to collaborate from any corner of the globe. As with many of the options listed on this page, the UI is bright, easy to navigate, and more powerful than you might expect.
You’ll be able to schedule deadlines, delegate tasks, and smash your targets in just a few clicks. The software’s “Gantt chart” feature is a great way to stay on top of the bigger picture. It gives you quick insights into your progress and development as a team.
- Simple and effective UI
- Won a PCMag award
- Powerful collaborative tools
- The free option is pretty limited
Versatility and reliability are at the core of the Wrike brand. This powerful work management tool comes with everything you’ll need to start exceeding your goals. The configuration on offer with this software stood out to us in particular.
Everything from your dashboard to your workflows can be tweaked to your heart’s desire. Wrike works around you, not the other way around. The real-time editing and dynamic reports features were two other points worth of praise.
- More customizable than other options
- Satisfying to use
- Great progress reports
- Can take a bit of getting used to
If you’re an individual looking to track your own work, the free version of Monday.com will be right up your street. It’s available for $0 forever and is more generous than you might expect with things like unlimited docs and up to three planning boards at a time.
For managers of larger teams, the paid versions of “WorkOS” will be well worth a look. Monday.com has put a lot of time and effort into its management software and it certainly shows. Tasks, planning, and reports are all a breeze with this multi-platform solution.
- Free version is surprisingly good for individuals
- Great task delegation features
- Simple UI
- UI might be a touch too simple for some
Depending on the size of your team, the price plans on offer with Proofhub could be right up your alley. This company has done away with per user fees and instead has opted for transparent, easy-to-understand fixed pricing. Managers of huge offices stand to save a lot of money here.
In terms of features, you’ll find everything you’d expect from a premium project management suite. Planning, collaborating, and organizing your company’s direction become much easier with this kind of software.
- No per-user fees
- Transparent, fixed-price plans
- Great suite of tools
- Can be a little slow if your connection isn’t great
11. Planview (Formerly Clarizen)
Built for enterprise-level management, Planview is on another level when it comes to scale and futureproofing. The UI is a little utilitarian when compared to some other options on this page, but the depth and power of some of the features on offer is really quite something.
“Work demands” are a huge part of Planview’s marketing – the idea is that, at a glance, you’ll be brought immediately up to speed on what’s happening, what needs to happen, and what’s already been completed. If the scope of your work calls for it, we recommend giving Planview a try.
- Fantastic overview of your “work demands”
- Excellent for planning
- Powerful enterprise tools
- The UI isn’t the prettiest
Want apps that integrate your workflows with your teams and data? Don’t have the requisite coding skills in your team to build them? Airtable is one solution to this problem that’s definitely worth a look. We were stunned by how well this option manages all your data.
Everything from your Google Drive info to your GitHub resources can all be pooled in one convenient location. The deadline prompts are also a great way to make sure that none of your projects enter the “at risk” stage.
- Pools all your data in one place
- Fantastic no or low-code solution
- Convenient deadline management
- Animations can sometimes lag a bit
13. Kanban Tool
With the Kanban Tool, the goal is to help you better visualize your workflow and goals as a company. Your tasks, goals, team members, and projects are all laid out in a way that is super easy to parse and restructure to your heart’s content. With over 12 award wins/nominations, we’re not the only ones who think it’s worth a look.
The analytics features of Kanban can be super useful for identifying bottlenecks in your process. You’ll be able to see where you’re slowing down and turn the tide.
- Used by tens of thousands of businesses around the world
- 10+ award nominations/ wins
- Great analytics features
- Not as in-depth as some of the other options on this page
If you choose the right payment plan, the Zenkit suite offers a comprehensive overhaul of your company’s approach to project management, customer service, and strategy. There’s so much to cover here that goes beyond the scope of this article. Suffice it to say that for the right team, Zenkit can be a huge gamechanger.
We particularly love the “Zenchat” feature. Your team can collaborate on and develop task lists from within a group message. These todo lists and plans are then automatically added to your Zensuite comments for easy viewing later.
- Comprehensive overhaul of your management approach
- Tons of features that will genuinely boost productivity
- Fantastic chat management
- Per user pricing
As you may have guessed from the name alone, this German-built software places a huge emphasis on task management. Everything about MeisterTask is designed to make delegating, managing, and completing tasks that much simpler.
Everything can be fully synced across Windows, MacOS, iOS, and Android for a cross-platform, truly collaborative experience. Fans of MeisterTask rave about the way that workflows are presented in the UI. The approach here is super intuitive and can really help boost your approach to work.
- Incredible task management
- Fully multi-platform
- Syncs seamlessly
- Strategy management is okay but not amazing
One area where project management tools can sometimes fall short is client and freelancer-focused tools. Not so with Teamwork. This platform self-describes as the “only platform that’s actually built for” this kind of workflow. While we can’t speak to the accuracy of this claim, the suite does offer a number of features that make collaborating with clients a breeze.
Anyone can be added as a collaborator and can make comments, proposals, and even make tweaks in real-time. This can massively improve your client’s sense of input and agency of the project that they’re funding.
- Perhaps the best option for freelancers
- Great for client management
- Simple yet effective UI
- Not cheap and it’s per user pricing
Scoro takes the term time management a little more literally than the other solutions listed on this page. Not only will you be able to track what your team is spending time on, but you’ll also be shown “what that time is worth”. A slew of insights will be at your fingertips that are all designed to help you better optimize your team’s time.
Knowing the cash value of your time can make it much easier to “cut the fat” and find ways to work more effectively as a company.
- Unique time-focused features
- Excellent task delegation tools
- You’re up and running very quickly
- Aspects of the UI are a touch idiosyncratic
One thing that can really frustrate a project’s process is your ability to track your team’s progress effectively. Options like Workzone are a great way to make sure everyone is moving in the direction they should be. Once you’ve set everyone up with their various workloads, you’ll be able to follow their progress in real-time as they update their profiles.
Delegating tasks and editing existing workflows are two areas where Workzone really excels. No wonder it’s trusted by the likes of Wells Fargo, Boston University, and Allianz!
- Convenient progress tracking
- It’s easy to edit existing workflows
- Strong task delegation
- We’re not huge fans of the UI
Proprofs comes with everything you’d expect of a decent project management solution. What really stood out to us, though, is the extra features that really help the software stand out. The forms, questionnaire, and training tools in particular deserve a fair bit of praise in our opinion.
Onboarding new staff members can be a hassle if they’re not brought up to speed quickly. ProProfs makes this kind of thing seamless.
- Options for staff training
- Great forms functionality
- Also has everything else you’d expect
- Slightly opaque pricing plans
In case you’re not already aware, a “Gantt chart” is a super useful way to visualize a project or team’s schedule. Bars extend horizontally across a timeline that help you immediately grasp how much time has been allocated to each task and when it will need to be completed by.
GanttPRO makes it effortless to set up Gantt charts for anything you can imagine. Delegating tasks and logging your completed work is also very convenient with this solution.
- If you care about Gantt charts, this is the option for you
- Runs very smoothly
- Used by 800,000+ project managers around the world
- Per user pricing and unclear enterprise pricing
Sometimes the task at hand feels too overwhelming to plan for effectively. Those who can relate to this phenomenon might like to check out nTask. It helps users break down their bigger goals into smaller, far more manageable tasks. You’ll be turning mountains that once seemed insurmountable into a series of simple stepping stones.
The drag-and-drop, no-nonsense UI is one of the things that makes this solution so easy to get into. You’ll be up and running in a matter of minutes and should have no problem at all navigating around.
- Helps you tackle those “impossible” tasks
- The UI is a breath of fresh air
- Interactive Gantt charts
- The Android app isn’t great
Some people would describe Chanty as “Slack, but on steroids”. You’ll be able to message, collaborate, and connect with anyone on your team in seconds. What’s more, you’ll also benefit from a whole host of other productivity-focused tools that can lend a welcome boost to your progress.
What stands out here is the quality of the reviews Chanty has received online. Whether you’re collaborating from Android, iOS, Windows, or MacOS, you’ll probably love the app and how it works.
- Works well across basically all platforms
- “Slack, but on steroids”
- Handy messaging and call features
- Third-party integration could be better
Planning for the next year is good, but what about the next 20? How about the next 50? Finding a project management solution that can scale with you as you grow is important. Luckily, the versatility and custom approach of RedBooth means that what fits like a glove now will feel just a snug down the line.
With RedBooth, your teams can be effortlessly tweaked, expanded, or downsized on the fly. Group tasks are synced immediately across all platforms and it couldn’t be easier to delegate as you see fit.
- Built to scale with you as you grow
- Android and iOS app
- Enterprise options available
- Free version is next to useless
Trying to see the whole wood before you’ve even set your sights on a single tree can make the whole process of project management exhausting. With Celoxis’ workflow automation features, you’ll see suggestions for your strategy populate automatically as you input the tasks and goals that matter to you.
You can then choose to tweak these plans to better suit you or follow along the suggested path. This is just one of the ways that this software takes the heavy lifting out of project management. The resource tracking and accounting tools also work excellently.
- The workflow automation is surprisingly useful
- Stay on top of your available resources
- Risk management insights
- Support is only free for one year in their “premise” plan
The work from home trend got your progress grinding to a halt? ProWorkFlow is designed to transform your remote team’s productivity in just a few clicks. Everything from assigning project leads to invoicing to identifying strategy weak points is an absolute breeze on this platform.
One key strength of ProWorkFlow versus some of the competition is how well it integrates with other platforms. Quickbooks data, Google Drive docs, and so much more can all be accessed seamlessly.
- Fantastic third-party integration
- Great for invoicing and client management
- Speedy reporting tools
- The online storage on offer might be inadequate for larger teams
26. Easy Project
Easy Project offers a lot of what you’ve already seen on this page – Gantt charts, task delegation, and so much more. One area that sets this platform apart, though, are its risk management tools. At a glance, you’ll see an overview of what your team’s working towards and how likely it is you’ll get to where you need to be.
Your own appetite for risk will dictate the paths and strategies you’re able to explore with Easy Project. It’s well worth a look in our opinion.
- Great for risk management and assessments
- Full suite of project management tools
- Generous 30-day free trial
- Some powerful features are reserved for the most expensive enterprise tier
27. Jive (Acquired Producteev)
Once your team has scaled considerably, maintaining good cross-company communication is vital. Jive is a fully integrated intranet software solution that allows employees to search, communicate, and collaborate effectively.
Machine learning is behind a lot of the features on offer here. One example of this are the predictive search results that offer hyper-focused results based on what Jive believes users are most likely to be looking for. Looking for an intranet solution? Try Jive.
- Predictive, machine learning features
- Great cross-platform messaging tools
- Massive measurable impacts for large companies
- Replaced the former Producteev which some people loved
Freedcamp is an excellent option for those working on a tight budget. A huge chunk of the software’s management, organization, and planning features are completely free – forever. If you want access to more advanced things like Gantt charts, you’ll have to opt for a paid plan.
Otherwise, you’ll be able to oversee your company’s progress with more control, for less money. The features on offer here are surprisingly well-polished and are trusted by the likes of Google, Apple, and Deloitte!
- It’s free
- Features are surprisingly fully fledged
- Sleek, attractive UI
- Gantt charts are hidden behind a subscription fee
Hive can be particularly useful for teams dealing with complex or dynamic timelines; the visualization and planning tools are all very versatile. There’s something to be said for the impact that visual clarity like this can have. Once you see everything laid out plainly, it becomes much easier to move towards your goals.
The “steps” functionality of Hive is also interesting. Users are encouraged to break their larger tasks down into more manageable steps that can be handled with relative ease.
- Great for complex timelines
- Simple, easy-to-use steps system
- It’s a very versatile suite of tools
- The free trial could be longer
Like other options listed on this page, Flock is a great alternative to Slack with a whole host of other features thrown in for good measure. Advanced video conferencing tools, simple document sharing, and a mountain of collaboration features are all just a few clicks away.
With Flock’s integration tools, users can get real-time feedback on the products or services they’re offering. This alone could make the $4.50/user a month fee worthwhile!
- Relatively affordable
- Generous free trial
- Free version isn’t too watered down
- Per user pricing
MoneyPenny.me is particularly useful for managers who want to keep track of the time their employees are – or aren’t – using effectively. You’ll be able to track attendance hours, project lengths, and so much more. Time-off requests and sick days can even be handled by the platform.
Already working with another project management suite? MoneyPenny offers seamless integration with platforms like Trello or Jira (explored in more detail elsewhere on this page). This means you can have your cake and eat it too!
- Great for time management
- Integrates with other management solutions very well
- Flexible timesheet approval
- Not great for task delegation
A huge obstacle for project managers everywhere is accurately predicting how well a given strategy is likely to perform. Solutions like Nutcache can take a lot of the headache out of this process. Not only will you be able to plan, delegate, and manage your projects effectively, but you’ll also be given valuable insights into the potential profitability of what you’re doing.
Add this to the fact that Nutcache offers a reasonably features fee tier, and you’re looking at a seriously compelling package.
- Profit predictions and strategy insights
- Affordable with a decent free version
- Task automation features
- The UI isn’t the best
The “board” UI of Paymo will feel super familiar to those who have used solutions like Trello before. Your (or your team’s) tasks are laid out in three columns – “To Do,” “In Progress,” and “Complete.” If you’re the manager of a project or company, it’s effortless to assign tasks and subtasks out to whoever you’d like to.
One killer aspect of Paymo are its invoicing and income estimate tools. These alone can save countless hours and even boost your earnings when implemented correctly.
- Simple board UI
- Great invoicing and income tools
- Built for growth
- Some might find the “board” layout a bit restrictive
If you work in a creative industry like animation, graphic design, or editing, Cage can be a great way to help keep your team communicating and collaborating effectively. You’ll be able to leave comments with annotations, share proposed changes, and so much more in just a few clicks.
Individual freelancers can field feedback from clients and handle approvals right from within the Cafe software. This can be a real game changer if you know what you’re doing.
- Great collaboration tools
- Feedback and approvals from within the app
- Archival tools can be useful
- The features list is a little bloated
Much like Trello and Paymo explored earlier in this article, Avaza uses a handy board layout for managing your tasks, projects, and goals. If you know this kind of UI works for you, you’ll find plenty to love here.
Expect killer resource scheduling, Gantt charts, Expense tracking, and a suite of tools that’s trusted by more than 600,000 companies around the world.
- Board UI with easy to use tools
- Handy chat functions
- Great for time tracking
- The customer support chat is a bit unreliable
Those who like looking at the bigger picture just might fall in love with Confluence. The roadmaps feature is shockingly fast at laying out the various steps your project will require. One thing that really stands out with this option are its “knowledge management” tools.
Your team members will be able to pool their collective knowledge into a shared database that can be accessed by anyone with a login for your account. This can significantly speed up onboarding and similar tasks.
- Unique “knowledge management” features
- Great roadmap tools for “bigger picture” thinking
- Great for collaborating
- Limited to one built site per account (unless enterprise)
What Makes A Good Project Management Tool?
That was a HUGE list of project management tools, and there are still others out there. So what makes a good project management tool?
The ability to see your data and tasks in the form of multiple views is one of the most important features to look for in a project management tool.
For example, if you’re currently looking at your tasks as a list, it should be easy to switch to a calendar view, a Kanban view, a timeline view, and the like.
Visualizing your business tasks in different ways can help paint a very fresh picture for you to look at your tasks through.
A timeline view is one of the best ways to see how far along your various tasks and projects are. The timeline helps you visualize where you are now and where you want to be at a point in the future.
Utilizing the timeline will help you meet deadlines better and keep track of everything that’s going on in your business.
Kanban boards are a great way to visualize multiple tasks by what stage of progress they’re currently in. Kanban boards can be thought of as an assembly line for tasks, and they’re especially useful for you if you’re a creator.
A typical Kanban view for a YouTube channel or blog would be columns such as Idea, Write draft, Proofreading, Uploading, Publishing, and Promotion.
Every piece of content you create would start in the Idea column and gradually work its way through to the Publishing and Promotion columns.
Any repeating task that goes through multiple stages en route to completion can and should utilize a Kanban view to make it easier to track and manage.
Who doesn’t love lists, right?
Viewing your tasks as a list can help you get a grip of how many tasks are currently under process in your business.
You can also use the list to sort and filter your tasks by priority or any other metric you choose.
There’s no project management unless there is collaboration, right? Project management tools need to allow you to easily collaborate with your various team members.
As we’re moving more and more into remote teams and freelancers spread out over large distances, good collaboration functionality is more important than ever.
While tools like Notion are almost replacements for every other app you may have ever used, you’ll still have a lot of other information and files in other apps.
Good project management tools integrate easily with other apps so you can seamless switch between one app to another and your work remains synchronized.
Your business tasks will generate lots of files such as documents, audios, and videos. Your project management tool should be able to let you upload the files in your tasks or comments to let everyone else access them and to save a copy of them on record.
Last but not least, reporting is key to keep track of your progress and compare it against how you were doing previously.
Project management tools can be life-changing when used the right way. You can go from disorganized and not knowing where anything is to organized and in control of everything you need to get done.
If you don’t use project management tools yet, you should definitely start today.