Top 25 Project Management Tools That Everyone Must Know

It's every Project Manager's dream to run a project where deadlines never sneak up on you, tasks promptly fall into place, and teams collaborate like a fine-tuned machine. Project Management Tools make this dream a reality!
 

These tools are basically digital lifesavers that transform messy workflows into clean operations and ensure every task, resource, and deadline is handled effortlessly. This blog brings you a list of the best tools for your Project Management needs, including Jira, Trello, Wrike and Basecamp. So read on and choose your best option to revolutionise your and your team's productivity!
 

Table of Contents
 

1) What are Project Management Tools?
 

2) Best Project Management Tools
 

3) Additional Project Management tools and Techniques
 

4) Top Features Needed for Choosing a Project Management Tool 
 

5) Benefits of a Project Management Tool
 

6) Conclusion
 

What are Project Management Tools?
 

Project Management tools are software programs that help teams plan, organise, and track the various tasks and resources pertaining to a project. They provide a central platform for assigning tasks, monitoring progress, and working together. Common features among these tools include Gantt charts, Kanban boards, and Resource Management.
 

Best Project Management Tools
 

Project Managers can use free tools for simple projects or advanced software for complex tasks. These tools help with time tracking, project planning, and more. Many options are available, and the following are some of the best.
 

1) Wrike
 

Wrike is an excellent Project Management Tool, for client as well as team management. It is useful especially for clients who have no budget allocation to create a paid accounts to manage vendors and external projects. Wrike can be used to create the ultimate dashboard, with custom reports and project views. Here are some best features why Wrike is a standout for a lot of small-sized and medium sized teams:
 

a) You can get your work done faster and smoother with Wrike's Work Intelligence, an AI Tool for Project Management.

b) You can create tasks or projects with a request form.

c) You can organise your projects into dedicated spaces and catalogue data.

d) Visualise using tools like Calendar, Kanban, Table View, Gnatt Charts and Workload Charts.

e) Cross-tagging, live document editing, proofing, adding external collaborators are some features for simplified Stakeholder Management.
 

2) Asana
 

What users love about Asana the most is its user interface. Instead of clunky and bulky looking dashboards which obviously get in your way, Asana split its UI between Sidebar, Header, Top Bar, Main Screen and Task Details Pain. With this you can easily manage tasks, track progress and due dates. Here are some other best features that make Asana its own boss:

a) Gain a cohesive insight of the project with Boards, Lists, Timelines, Calendars and Gnatt Charts.

b) You can automate workflows with Forms, Rules, Bundles, and Templates.

c) AI Tools that can be leveraged to create smart fields, summaries, statuses, answers and digests.

d) Centralise your project by integrating more than 200+ tools.
 

3) Monday
 

Whether you’re a traditional organisation or a high-growth, immense potential firm, you can rest in ease with letting your teams use Monday.com. Monday.com can easily adapt to dynamic changes to your projects. The software's UI is intuitive, allowing your teams to perform a range of tasks. Here are some of Monday.com's best features:

a) Monday AI Assistant can help you automate work and generate content.

b) Customisable dashboard with 35+ widgets.

c) You can view your projects in Gnatt Charts, Kanban Board modes.

d) It offers easy no-code workflow automation.

e) It also offers seamless collaboration tools like whiteboard, embedded documents, section updates etc.
 

4) Adobe Workfront
 

Adobe Workfront is one tool every creative team should go for. With the ability to integrate Adobe's Creative suit tools like Illustrator, Photoshop and Experience Cloud, Workfront is an all-in-one Project Management Tool. Among its best features are the following:

a) You can plan, assign and deliver projects from anywhere in the world with dynamic task management.

b) Its easy-to-use automation can help you prioritise tasks and assign them to teams quickly.

c) You can track project progress and identify bottlenecks with real-time dashboard.

d) You can connect your in-house teams with your remote teams with centralised communication.

e) IT offers integrations with Adobe Experience Cloud, Adobe Creative Cloud, Marketo Engage, etc.
 

5) Smartsheet
 

Is your team comfortable working on spreadsheet environments? Then you can use Smartsheet. This highly intuitive and dynamic spreadsheet can be easily integrated into your workflow without changing your working style. Some of Smartsheet's best features are:

a) It offers project Visualisation with Grids, Gnatt Charts, Cards, Calendar, etc.

b) It provides Generative AI tools for formulas, texts, and summaries.

c) You can collaborate easily with document sharing, proofing, notifications and conversation threads. 

d) You can leverage pre-existing templates for budget and resource management

e) You can build and track critical paths while managing task dependencies and workloads.
 

Gain mastery of Project Management standards for improved project success rates in our Project Management Professional (PMP)® Training - Sign up now!
 

6) Jira
 

Jira is the most simple and easy to use Project Management Tool out there. It uses principles of Agile and is commonly used for IT Projects. From tracking issues to bugs, Jira is well setup for collaborative work environment and create sprints. Here are a few of its features:

a) You can create Scrum boards to breakdown large, complex projects into smaller and manageable tasks

b) It helps track your projects with in-built dashboards and reports.

c) Its intuitive drag-and-drop features help set up workflow automation.

d) Developers can focus on Code Development with DevOps visibility and repository access.

e) Open DevOps setup helps integrate Jira with Atlassian and partner tools.

 

7) ClickUp
 

ClickUp is a great tool for remote teams. With its AI Powered Project Management engine, ClickUp has created some great tools like ClickUp Brain, AI Knowledge Manager, AI Project Manager and AI Writer for Work. Some of its best features include:

a) It offers workflow organisation and management with ClickUp Tasks.

b) It helps visualise, track, and manage your tasks with ClickUp's Views tool.

c) You can discuss ideas, share updates and assign actions with ClickUp's chat.

d) You can plan and manage schedules with time tracking.

e) It helps connect and track company, team and individual goals.
 

8) Microsoft Project
 

With a liquid integration environment, Microsoft Project helps you plan, track and manage projects on your fingertips. Designed to consolidate Microsoft's Project Management tools, the software excels at single project tracking management. Some of the best features of Microsoft Project are the following:

a) It can be deployed as on-prem or Cloud-based Project Management software.

b) It offers dynamic Schedule Management for project duration, efforts, team strength etc.

c) You can create dashboards with the help of Power BI to track progress and dependencies

d) It offers smooth integration with Microsoft 365 tools Loop, Outlook, Viva Goals, Teams etc.
 

9) Basecamp
 

Basecamp is a user-friendly and scalable Project Management tool that simplifies project tracking. Due to Basecamp's bandwidth of task management, organisations prefer it more than any other tool as it promotes transparency and efficient communication. Here are its key features:

a) You can organise projects into clear, actionable steps with notes and attachments.

b) You can keep communication centralised with dedicated discussion spaces and message boards.

c) You can set deadlines, track progress, and sync with calendars to stay on schedule.

d) Calamari, ClicData, Clockify, Slack and Trello are some of the common third-party integrations available for Basecamp.

 

10) Trello
 

If you're looking for Kanban-style visualiser, then Trello should be your go to tool. Now part of Atlassian, Trello has an easy plug and play integration with Jira, Confluence, Compass and Rovo. Some of the salient features which you can look out for are:

a) It offers visualisation with views like Boards, Lists and Cards.

b) It offers centralised organisation with project data such as member details, due dates, attachments etc.

c) You can customise Trello cards to meet specific requirements using 'custom fields' function.

d) It facilitates automating rules for various actions to using the AI assistant called Butler.
 

11) Zoho Projects
 

If your team has been using Zoho Environment already, then you can integrate Zoho Projects to manage your workflow. It is affordable and integrates easily with several different third-party tools. Also, if you have large-scale and complex project requirements, Zoho Projects comes in handy. Some of its key features are:

a) It offers hands-on Task Management with work-breakdown structures, universal add, task lists, reminders and recurring tasks.

b) You can customise your layouts, fields, views, statuses, templates, tags etc.

c) It helps automate workflows for your business rules and logic.

d) You can customise and simplify Time Management for invoicing and workload.

e) You can collaborate using various tools like chats, feeds, mentions, forums, emails and documents.
 

Develop leadership skills to guide cross-functional project teams in our PMP® Exam Prep Boot Camp - Sign up now!
 

Additional Project Management Tools and Techniques
 

There are some tried and tested techniques that have been turbocharging Project Management for a while. These can be used offline as well as on any kind of digital environment. Let’s explore them in detail:
 

1) Gantt Charts
 

A Gantt chart is one of the best visual Project Management Tools that displays a project's schedule over time. It represents tasks as horizontal bars along a timeline, illustrating their start and end dates, durations, and dependencies. This format provides a clear overview of the project's timeline, task sequences, and progress. The key features include:

a) Gantt charts illustrate tasks scheduled over the project duration, allowing for easy comprehension of the project plan. 

b) They depict relationships between tasks, showing which tasks depend on others, thus aiding in identifying potential bottlenecks.

c) Significant events or deliverables within the project are marked, helping teams focus on key objectives and deadlines. 

d) Gantt charts help distribute workloads evenly and efficiently among team members by visualising who is responsible for each task. 

e) They allow for monitoring the completion status of tasks, providing insights into whether the project is on schedule.
 

2) Work Breakdown Structure (WBS)
 

A WBS refers a hierarchical decomposition of a project into smaller, more manageable components. It breaks down the project's deliverables and work into distinct sections. Its key features include the following:

a) The WBS breaks project into detailed tasks. It makes complex projects more approachable and manageable.

b) It structures tasks in a top-down approach, from major deliverables to subtasks, for a clear view of task relationships.

c) WBS defines the scope clearly for the stakeholders' clarity.

d) It clarifies accountability and improves team coordination. 

e) The detailed breakdown allows for more accurate estimation of resources, time, and costs.
 

3) Cost Breakdown Structure (CBS)
 

A CBS is a hierarchical representation of a project's costs. It organises and categorises project expenses into manageable sections, detailing expenditures such as labour, materials, equipment, and other cost elements. Its key features include the following:

a) It improves budgeting by providing a detailed view of all cost elements. 

b) It enables monitoring of actual expenditures against planned budgets, aiding in identifying variances. 

c) It supports implementing measures to control costs and optimise resource allocation. 

d) It provides stakeholders with a clear view of the project's financial status
 

4) Resource Breakdown Structure (RBS)
 

A Resource Breakdown Structure is a hierarchical framework that categorises and organises all project resources, including personnel, materials, equipment, and facilities. It key features include the following

a) It identifies all necessary resources and makes sure no critical component is overlooked. 

b) It ensures clarity by structuring resources in a top-down manner, from broad categories to specific items. 

c) It assists in assigning resources to specific tasks or work packages.

d) It helps you monitor resource usage and availability, thus preventing overallocation or shortages. 

e) It supports accurate forecasting of resource needs.

Master the fundamentals of Project Management such as project processes, lifecycles, and best practices in our CAPM® Certification - Register now!
 

5) Project Network Diagrams
 

Project Network Diagrams are graphical representations depicting project activities' sequence and interdependencies. Through nodes that represent tasks and arrows for illustrating relationships, these diagrams clearly visualise the project's workflow. Its key features include the following

a) It clearly displays the order in which tasks should be performed. 

b) It highlights relationships between tasks, showing which activities are prerequisites for others. 

c) It identifies the longest path through the network, determining the shortest possible project duration. 

d) It aids in developing realistic timelines by considering task durations and dependencies. 

e) It improves comprehension of how different tasks interconnect.
 

6) Kanban Boards
 

Kanban Boards are visual Project Management Tools that display work items as cards on a board, representing various stages of a process. Here are its key features:

a) It delivers a clear, visual representation of tasks and their statuses within the process. 

b) It monitors the advancement of tasks through different stages and identifies bottlenecks. 

c) It encourages limiting the number of tasks in progress to maintain focus and efficiency. 

d) It makes task statuses transparent to facilitate communication and coordination among team members. 

e) It supports iterative refinement of processes.
 

7) Risk Register
 

A Risk Register is a comprehensive document used in Project Management to systematically identify, assess, and manage potential risks that could impact a project's objectives. Here are its key features:

a) It catalogues all potential risks that may affect the project.

b) It assesses the potential impact and probability of each identified risk. 

c) It designates specific team members responsible for monitoring and managing each risk. 

d) It outlines planned responses and strategies to minimise or eliminate the impact of risks. 

e) Provides a framework for continuously tracking and updating risk statuses as the project progresses.
 

8) Risk Matrix
 

The Risk Matrix is a visual tool for assessing and prioritising risks based on their likelihood of occurrence. Plotting the risks on a grid lets you quickly identify which risks require immediate attention. Its key features include the following:

a) A risk matrix plots the risks according to their likelihood and impact through a clear visual representation.

b) It helps rank the risks and focus on those that pose the greatest threat to the project.

c) It helps Project Managers in determining where to allocate resources for risk mitigation.

d) It identifies areas within the project most susceptible to significant risks.
 

Learn how to align deliverables with evolving project requirements in our Agile Training - Sign up now!
 

Timesheets
 

Timesheets are dynamic Project Management Tools used to record how much time individuals spend on various project tasks. They are a fundamental component in tracking work hours and facilitating payroll processing. The key features include the following:

a) It enables precise recording of hours worked by team members.

b) It allows allocation of time entries to specific tasks or projects.

c) It helps differentiate between billable and non-billable hours for accurate client invoicing.

d) It provides insights into time spent on tasks which helps with performance evaluation.

e) Based on logged hours, it facilitates seamless processing of employee compensation.
 

10) Project Dashboards
 

Project dashboards are visual tools that consolidate and display key project metrics and data in real-time. They give stakeholders an overview of project status, performance, and progress. The key features include the following:

a) It presents up-to-date information on project performance through real-time visualisation. 

b) It allows you to customise dashboard components to display relevant metrics. 

c) It monitors task completion rates and milestone achievements. 

d) It displays resource utilisation and availability. 

e) It identifies potential risks and current issues that impact the project.
 

11) Change Log
 

A change log is a document that records all modifications made to a project's scope, schedule, or resources. It serves as a historical record, detailing each change's nature, rationale, and impact. Key features include the following:

a) It documents all the changes, including descriptions and reasons. 

b) It evaluates all the potential effects of changes on project objectives. 

c) It logs whether changes have been approved or rejected. 

d) It notes when and how changes were executed. 

e) It also makes sure that the relevant parties are informed of changes and their implications.
 

Update your knowledge on Agile® methods, Agile project lifecycle and Agile project products in the Agile Project Management Practitioner Upgrade (Agile PM®) Course - Sign up now!
 

12) Project Reports
 

Project reports are formal documents that communicate detailed information about various aspects of a project, such as progress, performance, and outcomes. Key features include the following:

a) It provides an overview of completed and pending tasks. 

b) It contains data on key performance indicators (KPIs) relevant to the project. 

c) It performs risk and issue analysis. 

d) It offers a financial overview through details on budget status, expenditures, and financial forecasts. 

e) It offers insights and suggestions for future actions based on current findings.
 

13) RACI Chart
 

A RACI chart, also known as a Responsibility Assignment Matrix, is a tool for defining and clarifying roles and responsibilities in Project Management for tasks, milestones, or decisions. It accomplishes this by categorising stakeholders into four roles: 

a) Responsible

b) Accountable

c) Consulted

d) Informed

Here are its key features:

a) It clearly delineates the right person for each task or decision.

b) It improves team communication by setting clear expectations for involvement and information flow. 

c) It helps avoid confusion and overlap by assigning specific roles to team members. 

d) It ensures accountability by designating a single person as accountable for each task. 

e) It assists in effectively allocating resources by identifying who is responsible for what.
 

14) RAID Log
 

A RAID log is a potent Project Management tool that systematically records and tracks the following throughout a project's lifecycle:

a) Risks

b) Assumptions

c) Issues

d) Dependencies

This provides a structured framework to identify, assess, and address factors that can impact a project. Here are its key features:

a) RAID log identifies potential risks and outlines mitigation strategies. 

b) It helps in documenting the assumptions made during project planning and execution. 

c) It records current problems and tracks their resolution. 

d) It identifies and monitors dependencies between tasks or external factors. 

e) It provides a comprehensive view of project challenges to inform decision-making.

 

Top Features Needed for Choosing a Project Management Tool 
 

When choosing a Project Management tool, you have to look for the best features to keep your team organised, on track, and efficient. Here's what you must consider:
 

a) Task Management: Keep everything organised with tasks, deadlines, and assignments (e.g., Trello boards).

b) Collaboration: Enable smooth team communication in real time (e.g., Slack integration).

c) Time Tracking: Track hours and improve productivity (e.g., Toggl).

d) Resource Management: Allocate resources and manage workloads (e.g., Monday.com).

e) File Sharing: Easily store and share files (e.g., Google Drive).

f) Customisable Dashboards: Visualise data to stay focused (e.g., Asana dashboards).

g) Reporting: Automatically generate insightful reports (e.g., Jira).
 

Master the various principles, processes, and best practices of Agile Project Management in our Agile Project Management Foundation (Agile PM®) Course - Sign up now!
 

Benefits of a Project Management Tool
 

Here are the exciting benefits of using Project Management tools:
 

Conclusion
 

Picking the right Project Management tool is an essential step in improving the team collaboration process, streamlining the workflows, and ensuring project success. By exploring and utilising the various Project Management Tools outlined in this blog, you can identify the best fit for your team's distinct needs, improving efficiency and productivity.
 

Learn how the various Agile Management principles and practices can be applied in any sector of the organisation with our Agile Project Management Foundation & Practitioner (AgilePM®) Training - Sign up now!