Updated on 19 November 2023

Best Project Management Tools

Choosing the right project management software can be quite a hassle. So, narrow down your search by taking a look at my “Best Project Management Tools” list.

The Logician

Trademark of a Living Legend

Updated on 19 November 2023

Introduction to Modern Project Management Tools

Management marketing is a pretty challenging business process. You need to organize your whole team, assign them tasks, leave comments, and be always in touch with them. But do you ever feel like your project management skills aren’t enough, and your project gets out of control?

Thanks to the project management tools, your management marketing will become more streamlined. Today, 35% of the sales in management marketing happen because of project management software. In other words, these tools will become the core of your team operations.

So, if you want to learn how to select the right project management software, you’re in the right place!

In my project management tools article, I’ll explain what project management tools are, how to choose the best one, what features they should include, what types of software are there, and why you should use them.

So, let’s not waste more time and get down to business!

What Are Project Management Tools?

Project management tools, or project management software, refers to a digital set of tools whose main job is to help freelancers and other business people manage their projects, organize them, manage their project resources, and deliver the project in the most effective way.

Important

Project management tools come with a central hub and source of truth for project managers, the project team, as well as stakeholders.

In other words, you receive project planning, task management, resource allocation, communication, and time tracking into one tool. Therefore, you gain more control over your team’s work and your project.

Furthermore, these tools offer status updates in real-time, which assists project managers in quickly deciding and adjusting their projects so they can stay on track, no matter whether you’re running a web hosting company, email marketing campaign, or just maintaining blogs.

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Project management software also helps you to centralize planning. This is because it includes a centralized platform to collaborate, track progress, and manage tasks effortlessly and without any issues. In other words, project management tools transform chaos into clarity and help you easily reach your business goals and enjoy amazing outcomes.

Note

They are crucial for your project management strategy so you can be sure that your projects will be completed on time and within your predetermined budget.

By leveraging the benefits of project management tools, you will enhance your business productivity and project quality, as well as streamline the communication within your team and minimize the overall costs of the project.

Important

Project management software drives toward technological advancement, which contributes to the overall market growth.

But project management tools go a step further and enable you to choose the most suitable one for your business even easier. More precisely, they are divided into a few groups:

Task Management Tools
Collaboration Tools
Project Planning Tools
Resource Management Tools

However, we’ll return to the project types a bit later.

How to Choose the Best Project Management Tool?

As I am aware that there are many project management software on the market and choosing the right one can be tough, I decided to help you. But before we dive into the short guide about selecting a tool, keep in mind that you may face the challenge of finding the best option and proceeding with the purchase.

However, I am not the person who should tell you which tool to choose, as this depends on many factors, such as your business, budget, and project. I can only advise you to pick the project management tool that you’ll get most of it.

Warning

This short guide is established only to help you get a better idea about what you should consider when making a decision. If you’ve already implemented some of the steps below, feel free to skip them and only find what you’re missing.

Features: Project management tools include various features. However, you must ensure that your chosen software has all the features that will cover your pain points. Some of the most vital elements are reporting and analytics, project management, task management, collaboration, resource allocation, customization, budgeting, automation, time tracking, request forms, and proofing and approvals. By searching for these features, you’ll have the most effective project management tool.
Ease of Use: Your chosen project management tool needs to be easy to implement so that your team can use it without facing challenges. The ease of use is also essential for expanding easily, as your team won’t need to adapt to complex features. Keep in mind that your chosen tool must be suitable for both beginners and tech-savvy users. Therefore, look for software with a neat interface that your team members can easily navigate through.
Customer Support: Sometimes, even the best project management software may show up some issues. That’s why you need a platform with a reliable and knowledgeable team that you can reach 24/7/365. Also, it’s very important for it to come with a few support channels, like live chat, email, phone, knowledge base, video guides, how-to tutorials, or forums.
Scalability: Maybe your team is small in the beginning, but you must consider the future. If you experience rapid growth, will your project management tool be able to keep up with your project’s needs? This is one crucial question you must take into consideration when searching for the best tool. Due to this, always look for tools that have enough resources and allow you to upgrade to a more advanced plan.
Third-Party Integrations: Multiple app integrations mean you can finish all of your tasks and work from one platform. Because of this, I advise you to always look at whether you can integrate essential apps into your project management tool, such as CRMs and communication apps. This is important for achieving your project goals in no time.
Pricing: The cost of the project management software is among the most critical factors you check before deciding. Luckily, you can go for free project management tools or ones that have free versions and free trials. However, there are also premium tools that are cost-efficient and still have all the necessary features you need. So, always find out what value you get for the money you pay and whether the platform utilizes different payment methods.

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Reputation: Utilizing an all-in-one project management software is crucial, but its reputation is also something you must check. The best way to do this is to read user and expert project management tools reviews. This way, you can find out whether the platform lived up to its users’ expectations and if it has some awards that prove its hard work. Most importantly, always read reviews from people in your field. That way, you’ll get the best information.

Important

Don’t force or rush these steps. Purchasing a project management tool requires much more than just your financial investment. You first need to understand your goals and needs and then get a clear image of the software you desire.

Top Features to Look for In a Project Management Tool – The Logician’s Insights

Teams that manage large company projects need to finish many different tasks, from approving content to providing thorough reports on project performance. In the section below, I just mentioned the most essential features that your chosen project management software must contain.

Now, I’ll go more in-depth and explain each element separately. As a result, you’ll understand how the features work and what they do. So, let’s begin!

Warning

Your project management tool doesn’t need to include all of these features. However, it is favorable to include as many as it can so you can have a better and more straightforward experience.

Task Management: This feature allows you to create and assign task lists, add due dates, and monitor your project’s progress. It also simplifies complex projects by breaking workloads into manageable chunks and offering customized views and processes. Besides this, it gives you access to all project details, decisions, and updates from the same space in real time. Ultimately, it gives business owners full project visibility and detailed, as well as easy-to-understand reports.
Resource Allocation: Thanks to this feature, you get insights into your team member availability, which enables you to assign new tasks to members who have the capacity to finish them. More so, you can ensure everyone is on the same page so you can prioritize goals and streamline. Additionally, you will get the best outcomes because you assign the right people to the right projects. Lastly, resource allocation enables you to align team goals with your business goals by maximizing your team’s abilities.
Project Planning: There’s not much to explain here. Project planning allows you to build and customize your project plan with key milestones and achieve all of your business goals quickly and effortlessly.

Important

Project planning helps you change dates and deadlines, drag and drop tasks, and reschedule tasks in bulk. When you reschedule a task, all tasks that are related to the main one will immediately reschedule.

Collaboration: This refers to merging live editing, real-time communication, and mentions in one feature so you can ensure that your team members work effectively. More precisely, you can organize your tasks in a way that makes sense for your team and assign them new projects based on their performance and capacity. You can even measure effort and always monitor how much work your team finishes and when.
Reporting and Analytics: Most project management tools come with automatic generation of reporting and analytics. Therefore, you get a detailed overview of your project and team’s progress in real time. But that’s not all! You can also visualize key metrics and enable workload overview.
Budgeting: This feature will help you accurately estimate the costs of your business project and always monitor your expenses so you don’t exceed your budget. What’s more, you can tailor your account with preferred currency settings and default hourly rates.
Customization: With this addition to your project management software, you can customize the tool to fit your needs better. In other words, you can tailor your interface, team workflows, and request forms. Moreover, it allows you to easily edit, automate processes more easily, and configure what you want to see on your screen so you avoid unnecessary sections.
Time Tracking: If your chosen platform comes with built-in time tracking tools, you can be assured that you’ll receive accurate planning and trusted billing. More precisely, you’ll gain insights into the time your team spent on projects and will let you compare it to your planned hours. Also, by being aware of how much time your team spends on tasks, you can organize your future job better.

Note

Depending on your chosen tool, you can track time manually or with a timer and report.

Automation: By automating your workflows and tasks, your whole project management process becomes more streamlined and effective. This also helps reduce errors and scale your business faster. Ultimately, some tools that incorporate automation automatically move your work to the next step based on status, priority, and risk.
Proofing and Approvals: In-house proofing and approval tools assist in better project deliverability by making sure you don’t lose any time waiting for edits or feedback. This feature also enables comparing your project versions side by side, giving you better insight into what you must improve.
Request Forms: With some project management tools, you can custom request forms and make it easier for your team to streamline their request process and avoid delays. Besides this, you’ll benefit from complete customization, creating a form according to your needs, and generating projects in no time.

Note

Automation can enhance the request process by improving its efficiency and boosting your project deliverability.

Types of Project Management Tools

Project management became relevant in the business world because of the importance of calculating monitoring tasks, project duration, and evaluating the project’s quality. Since then, most businesses switched to project management tools that are able to manage complex projects effortlessly and very effectively.

But things are even better because you can choose your project management software according to your business needs. More precisely, there are four groups of project management tools – Task Management, Collaboration, Project Planning, and Resource Management Tools.

Because I only mentioned them in the beginning, I will now briefly explain them so you can have a clear image of what they are about. Let’s have a look!

Task Management Tools

An individual, team, or organization mostly uses a task management tool to help complete projects more efficiently by organizing and prioritizing related tasks. This is because these project management tools allow you to track, assign, and monitor various project tasks.

Note

Task management tools have a central platform for organizing and prioritizing work, which enables you to meet deadlines and deliver successful projects.

Furthermore, task management tools are present in a few forms, such as basic spreadsheets or online project management applications. This helps project managers to fulfill different objectives. For example:

You can work efficiently and minimize waste
It enables you to stay organized
It ensures your teams do the job in the correct way
You can easily meet deadlines

Task management tools can be very straightforward or complex and provide in-depth information depending on your needs.

Note

They all share a core function, organizing work, but they still employ different ways of approaching a task.

Therefore, they are divided into three sub-categories:

Manual Task Management
Electronic Task Management
Online Task Management

Collaboration Tools

Collaboration tools help teams communicate and collaborate on projects. Such tools include communication channels, like chat, video conferencing, and file sharing, which makes it easier for teams to stay in touch no matter their location.

Note

Collaboration tools have various forms that depend on your and your team’s preferences. That’s why you can choose from face-to-face meetings and instant messaging to regular status updates.

Project teams need collaborative project management tools so they can easily be in touch with other project managers, team members, and stakeholders who are part of the project. They even provide features like email, document sharing, group calendars, team collaboration, and real-time collaboration, which contribute to easy goal achievement.

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Here’s what collaboration tools help you achieve:

Completing projects on time
Streamline retrieval of information
Facilitate teamwork and align your business goals with your team’s abilities
Be transparent and keep stakeholders updated on vital decisions
Monitor team and project progress effectively

Project Planning Tools

Project planning tools are platforms that project managers utilize so they can plan and manage projects without any issues. These tools come with some essential features, like calendars, task lists, and budget tracking.

Note

These features help project managers to remain organized and on track with the project and achieve their objectives as soon as possible.

The project planning tools also include risk management and resource and communications management. At the same time, they address the scope, cost and schedule baselines. On top of that, it allows you to make Gantt charts that schedule task dependencies, resource hours, labor costs, milestones, etc.

Resource Management Tools

Resource management tools make it easier for resource managers to manage and allocate their resources. This type of project management tool comes with features such as team directories, task assignments, and time tracking.

Note

Resource management tools help you be sure that the right people and resources complete projects and provide data for improving resource allocation.

Besides this, these tools help you track the use of resources, manage the budget, coordinate the scheduling and availability of resources, and detect any resource shortages. They can also work with suppliers and vendors to ensure that all the needed resources are available in order to support your operations.

Why Should You Use the Best Project Management Tools?

Over the years, there were some pretty tough periods for the whole of humanity, not just for online businesses. However, one of the most recent events that affected the whole world was the Covid-19 pandemic.

Because of this, many people were left without jobs, many businesses needed to close, and most of the work was online. Due to this, you need to have the right project management tool, which will help you overcome all of these obstacles and continue with your business operations as usual.

Here’s what you will receive if you use a reliable project management tool!

Enhanced Efficiency

The best project management tool will help your teams avoid any issues by automating challenging tasks. As a result, they won’t face any problems, and they will be able to deliver their work faster than ever.

Versatility

Every business is different, so your tool should be, too. Luckily, most of the best project management tools come with customization options that allow you to tailor your tasks, interface or even create customized request forms. Due to this, you will be able to adapt to the changing nature of the tech world in no time.

Advanced Technology

As the ever-changing networking world imposes a lot of challenges, project management tools decided to implement some of the latest developments. For example, you can now benefit from AI-based project management tools that significantly ease your workload and streamline your tasks.

Note

AI can generate accurate recommendations or just automate your project management processes.

Detailed Insights

Thanks to the incredible features that your chosen project management tool includes, you can get real-time monitoring of tasks, reports, and accurate analyses. As a result, you’ll always be up-to-date with the work of your team, their effectiveness, and how your project progresses toward your main goal.

Overall Visibility

Being left out of the loop is something you don’t want in today’s rapidly changing world. Fortunately, any reputable project management tool will give you an overview of your work inside-out.

You can check out the internal processes of your project operations, as well as the final look of the project, which is pretty similar to how website builders work when you’re developing a site.

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Conclusion

Project management is a relatively tricky task. It requires a lot of time, patience, knowledge, skills, and understanding of the processes. However, facing difficult challenges is now over. Thanks to the amazing project management tools, you can now finish your project in no time.

Basically, these tools help you organize, monitor, and track your team’s work on your project. You can even manage your budget and assign tasks according to your team members’ abilities. That’s right! These tools allow you to see how fast one team member finished the job.

So, if you’re still doubting how to choose these tools, go to the section where I thoroughly explain the process and see which features you should look for. I hope I helped you!

Frequently Asked Questions

A project management tool is software that should help an individual or team manage and organize their projects and tasks. You can use this software for free or purchase a paid subscription. What’s more, project management tools are usually available as a platform or in-browser applications.

You should use project management tools because they will help you streamline and organize your work while automating most of it. Due to this, you can prioritize work and dedicate more time to other important tasks. Besides this, you will also get more versatility, detailed insights, overall visibility, and enhanced efficiency.

You choose the best project management tool by understanding your project needs first. Then, you need to get a clear idea about what you should consider, such as features, ease of use, pricing, third-party integration, reputation, scalability, and customer support. Finally, you can explore your options and start comparing different tools with your needs.

There are four types of project management software on the market. You can choose from project planning, task management, resource allocation, and collaboration tools. Each of these tools comes with a different use that you can determine according to the needs of your business project.

Some of the most crucial project management tools features are project planning, task management, resource allocation, budgeting, time tracking, reports and analytics, automation, and customization. Thanks to these features, you will streamline your project management process and complete it without any issues.

A project management tool can improve your company because it enhances centralization, coordination, and communication. Besides this, it delivers real and tangible savings to businesses when they need to cut costs and boost their productivity.

Some of the best project management tools are ClickUp, Monday, Asana, and Trello. Each of these tools is available for free, and they are suitable for different business projects and needs.

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Frequently Asked Questions

What is a Project Management Tool?

Why Should I Use Project Management Tools?

How Do I Choose the Best Project Management Tool?

How Many Types of Project Management Software Are on the Market?

What are Some of the Most Crucial Project Management Tools Features?

How Does a Project Management Tool Improve Your Company?

What Are Some of the Best Project Management Tools?

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