Updated November 14, 2024 at 3:16 AM
Written by Olivia Montgomery, PMP
Associate Principal Analyst
Edited by Kathryn Todd
Senior Editor
Reviewed by Richard Ramsey
Software Advisor
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Project management (PM) software is a system designed for project planning, scheduling, and task management, helping project managers and teams plan, track, and report on projects. We analyzed data from the 2,017 PM software buyers who spoke with our advisors in the last year and the 16,000 recent, verified PM software reviews to identify products rated highest for usability, value, functionality, and customer support. Our advisors can help match your needs with the right product, drawing from over 1,000 PM software vendors available on our site.
Our independent and objective research is based on market demand signals along with analysis of our proprietary data, including product information, verified user reviews, and advisor conversations with buyers. We did not consider client status when selecting products in this list. Talk to our project management software advisor team to receive a free, customized list of solutions matching your specific needs in 15 minutes or less.
: Highest Rated
: Best for Small Businesses (0 to 50 users)
: Best for Enterprises (50 plus users)
: Best for Construction
: Best for Healthcare
: Best Free
: Best Value For Money
: Best Ease of Use
: Best Customer Service
: Best Functionality
Based on our analysis of the most popular project management software, Notion is the highest-rated on Software Advice.
Notion is a project management tool that provides a streamlined interface for managing tasks, notes, meetings, records, and other facets of team projects. Users can view tasks and provide updates in Notion’s web interface or its iOS and Android apps, making it easy to collaborate on projects from anywhere.
“Being able to organize pages into databases and tables means I can manage my work load as a type of list with all the notes on each piece of work contained in a page tied to that list.”
Jason Hansen
Consultant
Used for 1-2 years
We analyzed verified 2370 user reviews for Notion to find out what actual users really think.
Team collaboration Users find Notion to be useful for team collaboration, praising its real-time document editing and integration with other tools. They appreciate the platform's ability to help them manage projects effectively, allowing for the creation of “'living documents” that can be shared and edited by all team members. Additionally, they find the customizable interface makes it easy for teams to adapt Notion to their specific needs, whether for internal documentation, project management, or brainstorming sessions.
Organizational tools Reviewers highlight Notion's organizational tools, which allow them to categorize content, take detailed notes, and manage tasks all in one place. They find the platform's flexibility particularly useful for creating and organizing various types of content, from simple notes to complex databases and wikis. Users also appreciate the availability of templates and content blocks, which simplify the process of organizing information and make it easier to stay on top of both personal and professional tasks.
Page creation Users appreciate Notion's customizable pages, which allow them to create tailored workflows and link different content types. They find the ability to create sub-pages and embed links particularly useful for organizing information and building comprehensive project pages. However, some users report issues with page linking and navigation, finding it sometimes unintuitive and cumbersome to manage multiple pages and content blocks. Additionally, the process of creating and editing pages can be time-consuming and challenging for newcomers, according to reviewers.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
In our analysis of popular project management software, monday.com is the most requested by small businesses.
monday.com is a good option for small businesses with collaborative workflows. The platform offers project templates for use cases such as sales, marketing, IT, and HR, making it simple to map cross-team projects. monday.com’s no-code automation features help eliminate repetitive tasks and are easy for users of all skill levels to manage.
“Monday makes team collaboration easy with features like task comments, mentions, file sharing, and real-time notifications, allowing each member to stay up to date.”
Laura Lepinay
Communication and Events Manager
Used for 6-12 months
We analyzed verified 5253 user reviews for monday.com to find out what actual users really think.
Project management Users appreciate monday.com for its project management capabilities, which include features such as task comments, mentions, file sharing, and real-time notifications that improve team collaboration. They find the platform's centralized repository valuable for managing tasks, timelines, and communications. Additionally, the level of customization available allows teams to tailor workflows and dashboards to their specific project needs, improving efficiency and organization.
Task management Reviewers find monday.com highly effective for task management, praising its advanced tools for time optimization, task prioritization, and assignments. They highlight the platform's ability to consolidate tasks, set deadlines, and manage workloads efficiently, making it easier to stay on top of daily operations. The flexibility to create sub-items, assign tasks to multiple users, and receive notifications ensures that every task is completed on time and according to plan.
Email notifications Users appreciate the email notifications in monday.com for keeping them updated on task progress and ensuring timely completion of assignments. They find the integration with email and other communication tools helpful for reducing long email chains and maintaining clear communication. However, some users experience challenges with notification overload, spam emails, and occasional delays, which can make it difficult to manage and prioritize updates effectively. Despite these issues, the automated notifications and reminders are generally seen as valuable for staying organized and on track.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
Among popular project management software, Adobe Workfront is the most requested by large businesses with over 50 users.
Adobe Workfront is a work management solution that addresses the challenges of larger enterprises, such as disconnected teams and siloed data. Workfront helps large teams prioritize the right tasks while identifying bottlenecks to productivity. It offers advanced features that enterprise users will appreciate, such as approval workflows and centralized resource management.
“It's intuitive in design, robust in the scope of work it can manage and organize, and allows for teams, such as national ones, to increase their productivity, clarity and understanding of work's purpose.”
Adam Messano
eCommerce Project Manager
Used for 2+ years
We analyzed verified 1470 user reviews for Adobe Workfront to find out what actual users really think.
Project management Users appreciate Adobe Workfront's ability to centralize project management, making collaboration efficient across teams. They find the platform's comprehensive feature set, including project planning tools, task management, and integration with Adobe Creative Cloud, valuable for streamlining workflows and enhancing productivity. Reviewers also highlight the ease of use and the platform's capability to foster better teamwork and communication, ultimately improving project execution and outcomes.
Reporting Reviewers are impressed by Adobe Workfront's robust reporting capabilities, which include customizable dashboards, custom reports, and executive-level reporting. They find the reporting tools particularly useful for generating insightful metrics and monitoring team performance, allowing for quick identification of areas needing improvement. Users also appreciate the flexibility to create tailored reports and dashboards that meet their specific business needs, making it easier to communicate project status and progress to stakeholders.
Task management Users find Adobe Workfront effective for task assignment and organization. They value the ease of creating, modifying, and duplicating tasks, as well as the platform's support for task customization and collaboration. However, some reviewers note challenges with task editing complexity, confusion in task lists, and occasional workflow breakdowns, which can hinder overall efficiency and user experience.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
Out of the most popular products, Microsoft Project is the most requested by users in the construction sector.
Microsoft Project is a highly requested project management tool in the construction industry. Thanks to its integration with other business apps, organizations that already use other Microsoft products, like Office 365 or Azure Cloud, might also be interested in Microsoft Project. It offers portfolio management for businesses with complex project management needs.
We analyzed verified 1971 user reviews for Microsoft Project to find out what actual users really think.
Project management Users appreciate Microsoft Project for its project management capabilities, which include comprehensive tools for project planning, task management, and customizable reports. They find the user-friendly interface and project dashboards particularly helpful for organizing tasks, tracking progress, and managing resources efficiently. Additionally, the software's ability to integrate seamlessly with other Microsoft products enhances its utility, making it a versatile tool for managing both small- and large-scale projects across various industries.
Project tracking Reviewers highlight Microsoft Project's effectiveness in tracking various aspects of projects, such as tasks, time, and overall progress. They find features such as Gantt charts and project portfolio management particularly useful for visualizing project timelines and ensuring that all activities are on track.
Project collaboration Users find Microsoft Project's integration with other Microsoft products such as Excel, SharePoint, and Teams enhances collaboration and data sharing. They appreciate the collaborative project management features that allow multiple users to work on the same project simultaneously. However, some reviewers note challenges with collaboration, particularly when working with non-Microsoft software, and mention that the tool could benefit from improved compatibility and more advanced collaborative features.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
Our analysis of popular project management products shows that Lucidchart is the most requested by those working in the healthcare industry.
Doctor’s offices, hospitals, and long-term care facilities are among the many healthcare organizations that use Lucidchart for project management. With its document management features, Lucidchart is well-suited for businesses that rely on cross-functional collaboration. Lucidchart allows users to create custom project templates for their unique healthcare setting needs.
“Lucidchart allows us to use intelligent tools to create diagrams and charts which has been a key game changer.”
Joe Fore
Professor
Used for 2+ years
We analyzed verified 2124 user reviews for Lucidchart to find out what actual users really think.
Diagramming Users appreciate Lucidchart's AI diagramming tools, which help them create visually appealing and productive diagrams. They find the extensive library of templates and shapes, along with the intuitive interface, to be beneficial for various types of diagrams, including UML, MCD, and MLD.
Flowchart creation Reviewers find Lucidchart to be an excellent tool for creating flowcharts, highlighting its ease of use and intuitive drag-and-drop interface. They appreciate the variety of flowchart options available, which cater to different needs, from simple flowcharts to complex network diagrams.
Free version limitations Users express frustration with the limitations of Lucidchart's free version. They find the restricted number of diagrams and limited features in the free version to be a significant drawback, particularly for more complex projects. Additionally, the absence of a desktop version and the dependency on internet connectivity are noted as inconveniences that hinder the overall user experience.
Task Management
Avg. 4.58
Of the most popular project management software, Hive is the highest-rated application that also offers a free plan.
Small businesses with ten or fewer employees can use Hive for free. This makes it a good choice for smaller organizations with a limited software budget. However, Hive is also a solid choice for highly collaborative teams. Its flexible project layouts, group messaging, file sharing, and integrated email capabilities provide a centralized location for project teams to solicit feedback.
“It offers great features which allow us to assign tasks, set deadlines, and track progress all in one place has made our workflow much more efficient.”
Mitali Andhariya
Digital Marketing Executive
Used for less than 6 months
We analyzed verified 206 user reviews for Hive to find out what actual users really think.
Project management Users find Hive to be an effective project management tool that meets their needs and simplifies the process of managing projects. They appreciate its project planning capabilities, which make remote work easier and more organized. Additionally, users value Hive as an affordable solution for small businesses, offering a range of features that help manage deadlines and provide deeper insights into project progress.
Task management Reviewers highlight Hive's task management functionality, praising its ability to streamline workflows and automate task generation. They find it easy to create, assign, and track tasks, which improves productivity and collaboration within teams. Users also appreciate the user-friendly interface, which makes organizing and managing daily tasks straightforward and efficient.
Integration options Users appreciate Hive's integration with tools such as Google Drive, which provides seamless access to necessary resources. However, some reviewers express dissatisfaction with the limited integration options and issues with specific integrations such as Jira.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
Based on our analysis of the most popular project management systems, Nifty has the highest value-for-money rating.
Organizations with smaller budgets for software investments will appreciate Nifty’s balance of price and features. Among its features are the ability to manage tasks through Kanban or list views, a dedicated project calendar to reinforce project milestone dates, and document sharing. Nifty has received a rating of 4.6 out of 5 stars for value for money by verified reviewers on Software Advice.
“Nifty offers users many added features for project management, including but not limited to team collaboration, scheduling across multiple projects simultaneously and financial reporting for budgeting purposes.”
Asha Viradiya
Beauty Specialist
Used for 1-2 years
We analyzed verified 430 user reviews for Nifty to find out what actual users really think.
Project management Users find Nifty to be a comprehensive project management tool. They appreciate its user-friendly interface, which makes it easy to navigate and manage projects, tasks, and deadlines. Additionally, the platform's integration options and customizable features are highly valued for streamlining workflows and improving overall productivity.
Interface design Reviewers are impressed with Nifty's intuitive design and user experience, which make the platform easy to use and visually appealing. They highlight the roadmap feature as particularly useful for planning and reflecting on project progress.
Customer support Users have mixed feelings about Nifty's customer support. They appreciate the friendly, attentive, and fast support provided by the team. However, some users report issues with poor support, unclear help documentation, and a lack of proper assistance, which has led to frustration and dissatisfaction.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
In our analysis of the most popular project management software, Trello has received the highest rating for ease of use on Software Advice.
If your teams are new to project management, Trello’s visual approach to project management makes it easy to get started. Trello’s interface is like a digital board for creating and organizing project steps. Trello’s flexible web interface is also popular with Agile software development teams, thanks to its integration with third-party cloud systems like GitHub and Slack.
“This software is a great project management tool to manage multiple projects or a parent project with sub-projects/tasks within the main domain being managed at once that too with great eased and visibility power.”
Aniruddha Tapkire
Operations Support
Used for 1-2 years
We analyzed verified 23,274 user reviews for Trello to find out what actual users really think.
Team collaboration Users appreciate Trello for its user-friendly interface, which makes it easy for teams to collaborate and manage tasks effectively. They find the customizable boards and real-time collaboration features particularly useful for remote work, allowing them to share updates, set deadlines, and track progress. Additionally, the platform's ability to facilitate team communication has enhanced productivity and streamlined project workflows for many reviewers.
Project management Reviewers find Trello to be a helpful tool for managing multiple projects, thanks to its visual project tracking and task scheduling capabilities. They appreciate the flexibility to customize projects and the availability of templates, which help streamline project planning and execution.
Card management Users like the extensive card features in Trello, such as the ability to add members, set due dates, and customize cards with labels and checklists. They find the card-based system intuitive for organizing tasks and projects, allowing for easy creation and movement of cards. However, some users experience issues with card clutter and limitations, such as difficulties in deleting cards, managing numerous cards, and navigating the card interface, which can become overwhelming in larger projects.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
Out of our most popular project management products, ClickUp is the solution with the highest rating on Software Advice for customer service.
ClickUp is suitable for both small and large businesses, thanks to its modular nature. Project teams can choose the features they need in their task toolbar, such as task assignments and status updates. All plans, including the Free plan, include 24/7 customer support and paid plans also include live chat, workshops, and other premium support services.
“With ClickUp, I can collaborate on projects, create groups and subgroups, provide updates, upload documents, set deadlines, and integrate with other software such as, Slack.”
Mario Anderson
Senior Recruiter
Used for 1-2 years
We analyzed verified 4324 user reviews for ClickUp to find out what actual users really think.
Task management Users appreciate ClickUp's customization options, which allow them to tailor task views, priority levels, and workflows to their specific needs. They find the platform's flexibility in organizing tasks through lists, Kanban boards, and Gantt charts particularly beneficial for adapting to various project requirements. Additionally, the ability to create, assign, and track tasks with ease, along with embedding links and videos for training purposes, enhances their overall task management experience.
Team collaboration Reviewers find ClickUp invaluable for team collaboration, offering a robust digital workspace that facilitates seamless communication and project management. They highlight the platform's ability to integrate with other tools, manage workflows, and provide real-time updates, which significantly improves team efficiency and cohesion. The user-friendly interface and comprehensive collaboration features, such as commenting and real-time editing, make it easier for teams to stay organized and productive.
Email notifications Users appreciate ClickUp's reminder and notification systems, which keep them updated on tasks and deadlines through real-time alerts and customizable notifications. They find the ability to create tasks directly from emails and receive daily summary emails particularly useful for staying organized. However, some users report issues with notification flooding, email overload, and occasional bugs in the notification system, which can lead to frustration and missing important updates.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
In our analysis of the most popular project management software, Asana has the highest rating for functionality on Software Advice.
Asana can streamline complex workflows and help manage large task workloads. It offers many features including activity logging, board views, workflow builders, project dashboards, custom fields, advanced search, time tracking through integrations, and many more, making it a good choice for businesses with extensive feature requirements.
“It’s been a dream tool in project management across teams with the ability to establish a project visually to all with individual tasks and the ability to assign tasks to others AND see when tasks assigned to others are completed.”
Meghan French
Director of Development
Used for 1-2 years
We analyzed verified 13,140 user reviews for Asana to find out what actual users really think.
Project management Users appreciate Asana's ability to bring order to their workloads, making it a valuable tool for project management. They note that the user-friendly interface and real-time updates make task management simple and efficient, allowing teams to stay organized and focused on their goals.
Team collaboration Reviewers highlight Asana's collaboration features, enabling real-time teamwork and communication. They value integrations with communication tools, such as Slack and Microsoft Teams, for centralizing project-related activities and information. The platform's intuitive interface and file-sharing capabilities further enhance team productivity, making it easier to coordinate efforts.
Task assignment Users find Asana's task creation and assignment features helpful for organizing and managing their work. They appreciate the ability to create subtasks, set due dates, and automate recurring tasks, which streamlines their workflow. However, many users express frustration with the inability to assign tasks to multiple users, finding it cumbersome to duplicate tasks and manage them across different team members.
Task Management
Avg. 4.58
Project Planning/Scheduling
Avg. 4.52
Multiple Projects
Avg. 4.57
NetSuite OpenAir offers buyers a collection of applications designed to support every stage of the professional services delivery lifecycle. Offered as Software-as-a-Service, the platform includes applications to manage projects, resources, expenses, and t...Read more about NetSuite OpenAir
recommendations
monday.com is an award-winning work and project management platform that helps teams of all sizes plan, prioritize, manage, and execute their work more effectively. The platform offers solutions for a wide range of use-cases such as marketing, sales, oper...Read more about monday.com
recommendations
Smartsheet is a work execution platform and collaboration tool with a familiar spreadsheet-like interface that helps teams plan, track, and manage projects in real-time. Smartsheet features include a range of project management tools, such as document and ...Read more about Smartsheet
recommendations
Wrike is a cloud-based project management platform for teams of 20+ that is suitable for both large enterprises and SMBs. It supports remote work for various teams. This solution comes with Gantt charts, calendars, workload view for resource management, cu...Read more about Wrike
recommendations
Kintone is a cloud-based, customizable workflow management platform suitable for businesses of all sizes. The key features of the solution include compliance management, approval process control, forms management, event monitoring and application-library a...Read more about kintone
recommendations
This detailed guide will help you find and buy the right project management software for you and your business.
Last Updated on November 14, 2024Here's what we'll cover:
Project management software is a system designed for project planning, scheduling, and task management, allowing project managers and teams to easily track progress and meet deadlines. Features such as project tracking, resource management, and collaboration tools help identify and resolve issues quickly for smoother project execution. In the past year, we've spoken to over 2,000 software buyers to help them find the right tool to support their project teams, leading to more successful project outcomes. [1]
To give you an idea of the market, we have over 1,025 different project management software vendors on our site, and we’ve published more than 22,400 reviews for PM products in the past year alone. For businesses running projects, it’s not a question of whether or not you should have a PM tool, the question is which system is best for you.
Most project management products on the market are priced on a “per-month” basis, and their entry-level pricing plans average $231 per month for up to 50 users. Of the over 1,900 PM software buyers who’ve contacted us in the past year, the vast majority (90%) are budgeting $60 or less. Premium and advanced system subscriptions with more than 101 users can cost north of $1,500 per month. [2]
First-time buyers should begin evaluating with a budget, number of users, number of projects, and necessary integrations in mind. Consult with key stakeholders to develop a list of important questions to help you evaluate systems based on your needs, such as:
Does the software offer workflow automations to support our processes?
Can the project templates and forms be easily customized?
Can your business perform the data migrations we require?
Does the system integrate with the specific tools we’re using now?
Because there are so many different vendors, choosing the right option can be a daunting process. In this guide, you’ll learn about the features and benefits of PM software and get step-by-step guidance on choosing the right solution for your business. You’ll also get analyst tips and advice, including insights from experienced PM software advisor Richard Ramsey. Reach out to schedule a consultation with him or any of our advisors.
Project management software is a system designed to track the lifecycle of projects that take weeks, months, or years to complete, providing project managers and team members a single platform for real-time updates on the project's status. Most PM solutions available on the market include, but are not limited to, project planning/scheduling, budget management, resource management, task management (including to-do lists, task lists, subtasks), and activity dashboards.
The primary goal of PM software is to increase efficiency by making the entire project lifecycle visible to all team members and leadership. Team members are each given a unique login, allowing them to customize their view, report progress, track time, and monitor the progress of others.
Our analysis of reviews, buyer conversations, and research studies finds that an intuitive and user-friendly user interface (UX) is crucial for easy software navigation, reducing the learning curve and improving adoption rates. It helps users quickly identify issues, view due dates, and track task statuses. A well-designed UX ensures these features are accessible and easy to use, enhancing team communication and collaboration for more successful project outcomes.
Task scheduling in Adobe Workfront
Industries that commonly use project management software include construction, manufacturing, software development, information technology (IT) and services, marketing, research, and consulting or professional services. Help desk, quality control, and time tracking are additional uses for certain types of project management software.
When comparing PM software systems to choose the best system for your business, it's important to know what features you can expect to see. Some functionality, like project planning/scheduling and task management, are core features that will be available in every PM system. Other features, such as document management, budget management, and customized templates, are commonly offered. We analyzed thousands of reviews and spoke to thousands of project managers to determine what we believe are core features of PM software. [3]
Task management | Create, organize, prioritize, and assign tasks, making it easier to stay on schedule, optimize resource use, and support accountability. 92% of our reviewers rate this feature as critical or highly important. |
Project planning/scheduling | Helps visualize timelines and dependencies, ensuring tasks are completed on time and resources are efficiently allocated. 91% of our reviewers rate this feature as critical or highly important. |
Collaboration tools | Facilitate centralized communication and information sharing among team members, enhancing teamwork and project coordination. 86% of reviewers on our site rate this feature as critical or highly important. |
Reporting/project tracking | Provides real-time insights and progress updates, enabling better decision-making and helping keep projects on track. 85% of our reviewers rate this feature as critical or highly important. |
Commenting/Notes | Allows team members to leave feedback and document important details, improving communication and handoffs throughout the project. 90% of our reviewers rate this feature as critical or highly important. |
Multiple projects | Provides oversight and coordination across various initiatives, optimizing resource allocation and ensuring consistent execution. 90% of our reviewers rate this feature as critical or highly important. |
Customizable templates | Speeds up project setup and standardize processes, saving time and ensuring consistency across projects. 85% of our reviewers rate this feature as critical or highly important. |
Activity dashboard | Provides a real-time overview of project progress and task activities, enhancing visibility and enabling quick, informed decisions. 84% of our reviewers rate this feature as critical or highly important. |
Artificial intelligence (AI) is also quickly becoming a key feature in PM systems. As Ramsey notes, “Many project management systems are adopting AI to streamline task management, prioritize workflows, and even handle content management. It's cool to see the system can analyze and prioritize tasks or content on its own, saving time and improving project flow.”
If you’d like to know more about PM features and get recommendations for your practice, reach out to Richard Ramsey, or one of our other PM software advisors.
Our analysis of 6,595 user reviews from the past year shows that team collaboration, workflow automation, project tracking, and organization are the top-rated benefits of project management software. These features directly address the core needs of project management, including communication and coordination across teams, optimal use of time and resources, and visibility into progress in an organized system.
Team collaboration: Centralizes communication, including comments, approvals, and document sharing, making it easier for teams to stay aligned and access the latest updates.
Workflow automation: Reduces manual effort of repetitive tasks, like assigning tasks or sending reminders, keeping projects on track and freeing up teams to focus on higher-value work.
Project tracking: Provides PMs and managers with real-time insights into project progress, timelines, and resources, helping to spot bottlenecks earlier and provide more accurate forecasting.
Organization: Centralized tasks, deadlines, resource allocations, and progress updates help teams coordinate efforts and avoid common pitfalls like missed deadlines or resource conflicts.
Along with these, Ramsey shares time tracking, budgeting, and resource allocation as common benefits buyers of project management software see. These benefits directly support the PM to better manage the major constraints of time, money, and people. All together, these features streamline processes and ensure that teams can deliver projects efficiently.
Before selecting a PM system, it’s important to start by defining your specific needs, such as which PM methodologies you use and how many projects you run concurrently. These requirements will guide you toward the system that aligns with your current PM processes and supports your long-term goals.
Requirements include the functionality of the software, but also your budget, training assistance, data migrations, and integrations you need.
One sometimes overlooked cost of implementation can be the migration of data from other systems, such as your CRM and accounting systems. Ramsey shares that, “data pertaining to your projects, clients, leads, etc. is often spread across at least a half dozen systems. And those systems don't always talk to each other.” The data migration and integrations can typically be managed by the vendor for a fee so be sure to discuss these steps during the evaluation.
The price of PM software is difficult to generalize because it depends on factors that vary by buyer, such as the number of users, required features, and number of projects you run. However, our analysis of 1,951 calls with PM software buyers in the past year finds that the majority (59%) budget $20 - $40 per user, per month for their new system.
For a comprehensive guide on PM software pricing, check out, A Guide to Project Management Software Pricing Models.
Ramsey says, “most people are wanting project management software to work with their CRM system so they can keep track of clients but also pull the client data into individual projects and share the info back and forth.”
Analyst tip: Check the integration capabilities for the exact system(s) you currently use. The version of software you are running can impact integration capabilities and sometimes updating an existing system is required. But it’s usually wise to stay up-to-date on your systems as a best practice.
PM tools are often integrated with collaboration and document management systems, particularly in teams where cross-team communication and file sharing are critical. For instance, a project manager can use an instant messenger to keep a dispersed team in sync with project updates, while a document management tool ensures that all documents are centrally stored and accessible. These integrations simplify collaboration, reduce miscommunication, and ensure that all stakeholders are working from the latest version of key documents.
The industry you’re in will likely have an impact on your requirements for PM software, especially when it comes to integrations.
Construction and supply chain operations benefit from integrating their PM system with their enterprise resource planning (ERP) systems, giving project managers real-time visibility into inventory levels and production schedules, helping them allocate resources efficiently and stay within budget.
Marketing and consulting teams, where client interaction is closely tied to project execution, can benefit from integrating PM software with their customer relationship management (CRM) system to allow teams to track the progress of client-facing projects, ensuring timely delivery of services and keeping the client informed throughout.
While there are many benefits of implementing PM software, there are also potential pitfalls you may encounter while using the new system. The good news is, they’re avoidable. Here are some of the most important ones to be aware of:
Complexity: While PM software offers powerful tools, some systems come with a steep learning curve as the array of features and interface can overwhelm new users, especially in smaller businesses without dedicated IT or project management expertise. This complexity often leads to confusion, underutilization of key functions, and wasted time during the implementation process. Teams may end up spending more time learning how to use the software than actually managing projects, reducing overall productivity.
Over-reliance: Relying too heavily on PM software can lead to a loss of flexibility and adaptability within a team. When teams depend entirely on automated processes, task assignments, or status tracking, they may struggle to address issues that fall outside the software's structured workflows. This over-reliance can also lead to decreased problem-solving skills, where team members expect the software to handle all project challenges, making it difficult to adapt quickly when unexpected situations arise.
Time tracking limitations: While PM software often includes time tracking features for projects, these tools are frequently not robust enough for payroll purposes. It can be challenging to track project and non-project work together, leading to discrepancies in employee hours or billable time. This can result in errors in payroll, complicating compensation processes, and potentially requiring manual intervention, which undermines the efficiency the software is meant to provide.
One common misconception about project management software is that it can automatically solve project delays or scope issues. While it offers tools for planning, tracking, and resource management, it can't independently adjust for unforeseen delays, manage team dynamics, or make strategic decisions. Effective project management still requires human oversight, judgment, and intervention to address complex challenges.
With so many PM software options available, selecting the best one for your business can be challenging—but with the right resources and support, it becomes much easier.
At Software Advice, our advisors like Richard Ramsey have experience helping hundreds of project managers identify solutions that match their needs and budgets. If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your practice’s requirements.
To help you after your free consultation, check out After Your Advisor Call: 4 Tips To Keep Your Software Purchase on Track.
If you’re not ready to speak to an advisor just yet, you can also start compiling your shortlist of PM software with our FrontRunners report. Only products that earn top user ratings make this list. Check out our full methodology description for more detail on how the report is compiled.
For more help creating a shortlist and a free, downloadable comparison chart, check out The Ultimate Software Vendor Evaluation Guide. This guide and comparison chart will help you compare software evaluation criteria for each prospective vendor by tracking functionalities, training and support offerings, costs, and deployment options.
After narrowing down your options, vendor demos are the next step. These sessions allow you to explore features and ask questions to help you make an informed investment. Being well prepared is essential to maximize the benefits of these demos.
Once you’ve compiled your shortlist of PM systems, you’ll begin to schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about the features they offer, pricing, technical support, training, and anything else that might be an important factor in choosing the right PM system for your projects.
Here are some questions you should consider asking vendors during demos:
How customizable is your software to fit our specific project needs?
Every business’s project management methodology and processes differ, so it's important to know if the software allows for customization of workflows, templates, dashboards, and reports that match your current processes. Ask if the system can be tailored to suit the specific way your team manages projects, from task assignments to reporting formats, without requiring complex coding or technical expertise.
Analyst tip: Provide the vendor with an example of a previous project ahead of the scheduled demo and ask them to build it out in their tool so you can see exactly what it looks like.
What integrations does your software support?
Understanding the available integrations helps ensure that the PM software can connect with your current tools. This question helps you assess whether the software will enhance productivity by eliminating manual data entry and centralizing information across systems. You also need clarity on whether the integrations you require are out-of-the-box or custom options, and whether or not the vendor will perform and/or maintain the integrations.
How is ongoing support and training provided?
Effective onboarding and ongoing support are critical for smooth adoption and troubleshooting. Employee adoption is a common challenge when adopting a new PM tool and team training is one of the most effective ways to support a successful implementation. Ask about the types of training provided, such as live sessions or tutorials, and the availability of customer support. Knowing what resources and help are available will give you confidence in your team’s ability to fully leverage the software long term.
For more help and additional questions to ask during the demos, check out How To Cut Through the Sales Pitch During Software Demos. This guide is intended to help you prepare for the personalized, real-time software demonstration the vendor is going to show you–not the very initial discussions or video walkthroughs found online.
Once you’ve made your selection and signed the contract on a new PM system, you’ll begin the implementation process. Whether you’re switching from one PM tool to another or switching from an assortment of spreadsheets, there are some important considerations you’ll want to pay attention to during this process:
Establish clear change management communication: Create a communication plan that outlines how the PM tool will be implemented, its benefits, and the changes to workflows. Ensure that all team members are aware of key dates, training sessions, and milestones. Transparent communication helps reduce resistance and prepares the team for a smoother transition.
Analyst tip: Show the system to the team as early and often as possible. Pull up the homepage or reporting dashboard during team meetings and share recordings of the demos you did with the vendor. The more exposure users have to the look and feel of a new tool, the more comfortable they’ll be when the time comes for them to use it.
Provide training and change support: Schedule hands-on training sessions for all users, focusing on both basic functionality and advanced features that improve efficiency. Be specific on how the tool will impact workflows and set clear expectations of the why, when, and how of using the new system. Ongoing support, including Q&A sessions, can ease adoption and prevent resistance to the new tool.
Start with a pilot project: Implement the PM tool on a smaller project or two to test its performance and make necessary adjustments before a full rollout. Use this phase to collect feedback, address any issues, and refine your change management approach. Celebrating successes and showing clear improvements will help ease broader adoption across teams.
For more details on how to ensure a smooth transition, check out our guide, 5 Critical Steps to a Successful Software Implementation Plan.
Depending on which PM software you choose, you may need to supplement some features with related software systems in order to support time tracking, non-project task management, or specialized PM teams and requirements. Some types of software that are closely related to project management software, but may or may not be included in your PM system, include:
Collaboration software: Collaboration software is a type of software tool that lets multiple users communicate, collaborate, and coordinate among themselves in real time.
Requirements management software: Requirements management software is a type of project management tool that helps document and share project requirements with multiple stakeholders.
Task management software: Task management software is execution-oriented, centered on organizing and managing non-project-based tasks. It allows users to create to-do lists and manage their daily work tasks.
Workflow management software: Workflow management software helps businesses by automating repetitive processes and provides an overview of all workflows, including metrics on execution to monitor and measure individual and company-wide performance.
IT project management software: IT project management software is a specialized form of PM software, designed to support the tasks, workflows and collaboration methods used by teams that work in IT fields and particularly software development.
Project portfolio management (PPM) software: Project portfolio management (PPM) refers to a collective effort by an organization to centralize and coordinate project efforts across a portfolio of work.
Time tracking software: Time tracking software is used for tracking the time employees spend on specific tasks during a project to help project managers plan accurate project schedules.
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Olivia Montgomery is an associate principal analyst at Software Advice, covering program and project management with a focus on the strategic alignment of IT and operations to optimize digital transformation. Drawing from her experience as a former IT PMO leader and her background in humanities studies, Olivia delivers data-driven insights that empower business leaders to drive business growth through projects. Olivia’s research and analysis is informed by nearly 200,000 authentic user reviews on Software Advice and over 10,000 interactions between Software Advice software advisors and project management software buyers. Olivia also regularly analyzes market sentiment by conducting surveys of project managers and PMO leaders so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services. Her expertise is featured in Forbes, Bloomberg, CIO Dive, and TechRepublic, as well as in podcasts, such as The Digital Project Manager. Recently, she presented her research on emotional intelligence (EQ) and decision-making at PMI's Global Summit conference, shedding light on the crucial role of EQ in driving project success. When she's not analyzing tech trends, you can find Olivia horseback riding or re-watching Jurassic Park.
Kathryn Todd is a senior editor at Software Advice. She specializes in editing data-driven research reports that cover the latest technology trends. She has almost a decade of experience writing and editing content to help small businesses stay ahead of trends and find the best tech solutions for their needs. Kathryn holds a bachelor's degree in English Language and Linguistics from Sheffield Hallam University in the U.K. When not editing content herself, she enjoys reading content other people have edited and can usually be found with her head in a fiction book and a cup of tea in hand.
Richard Ramsey is a software advisor at Software Advice. He/They joined Software Advice advisor team in 2016, and are based in Austin, Texas.
As a software advisor, Richard works directly with small business leaders to connect them with best fit software providers. They assess the technology needs of small businesses seeking to find the right HR, CRM, accounting, project management, and manufacturing software for their business needs each year through one-to-one conversations and provide a short list of potential matches. Their favorite part of being a software advisor is connecting small businesses with software that helps grow their businesses.
They hold a bachelor's degree in criminal justice, and are experienced in retail management and social work.
Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with businesses seeking PM software. For this report, we analyzed phone interactions from October 25, 2023, to October 25, 2024. Read the complete methodology.
Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of December 2023, are included in the pricing analysis. Read the complete methodology.
Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology.
The four types of project management software include task management, project collaboration, project scheduling, and resource management software. Task management software handles creating, assigning, and tracking tasks. Project collaboration software improves communication and teamwork. Project scheduling software helps plan and visualize timelines with tools like Gantt charts. Resource management software tracks and allocates resources such as personnel, budget, and equipment.
Excel is not specifically designed for project management but can handle basic tasks like creating to-do lists, schedules, and budgets. However, it lacks real-time collaboration, advanced automation, and scalability for complex projects. For small projects and teams, Excel can be useful, but for larger efforts, consider dedicated tools like Microsoft Project, Trello, or Asana.
According to our analysis of products with high market demand and reviews, monday.com had the highest overall rating from verified reviewers on Software Advice for small businesses. Our analysis of the 700 reviews for monday.com in the past year finds task management and task scheduling, along with project planning/scheduling, as the most frequently top-rated features.
According to our analysis of products with high market demand and reviews, Microsoft Project had the highest overall rating from verified reviewers on Software Advice for construction management. Our analysis of the Microsoft Project reviews from construction users in the past 2 years finds task management, task progress tracking, and project planning/scheduling are the most-frequently top-rated features.
Project management software is worth the investment if you’re looking to effectively manage tasks, deadlines, and resources to help project teams coordinate efforts and avoid common pitfalls like missed deadlines or resource conflicts. PM tools provide the benefits of streamlined workflows, better communication, and enhanced project visibility that make them a valuable investment.