As the sun rises on a new project, the journey begins with a single step. The project manager sets up a team, all coming together to shape ideas into reality, turning visions into tangible results. But we all know, there’s tons more needed than just passion alone! It's the strategic planning, seamless collaboration, and thorough execution that drive a project towards the finish line.  

Enter project management (PM) software - the guiding compass in this fast-moving landscape, coordinating tasks, resources, and timelines with flair! Like a conductor directing a symphony, project management software harmonises the efforts of diverse teams to create a masterpiece. 

So how exactly does PM software do all this amazing stuff and how do you get started? Allow us to explain how it reshapes the way your business handles projects and explore the options best suited to each type of business.

What is project management software? 

We’ve said it before and we’ll say it again, project management software is a game-changer! PM tools transform project planning, task management, team collaboration and much more. It offers real-time updates, empowering quick decision-making and project control for businesses of all sizes. Plus, it provides valuable insights into individual and team workload, upping the overall efficiency at an organisational level. 

While including the essentials of task management software, project management tools go above and beyond in terms of scale and scope. Think of it as a central hub, bringing together all project-related information, fostering collaboration and communication. 

This software offers so many advantages, especially when dealing with projects involving multiple stakeholders. When there’s too many cooks in the kitchen, things tend to become a bit messy, and it’s the same with multiple stakeholders on a project. But with PM software, you’ll benefit from smooth coordination, data sharing, and real-time updates for different departments and individuals. With its complete coverage of the entire project lifecycle, project management software supports the five phases of project management: 

1. Initiation: Set project objectives, scope, and purpose, and identify key stakeholders and requirements. 

2. Planning: Create a detailed project plan, including tasks, timelines, resources, and budget allocation. 

3. Execution: Implement the project plan by assigning tasks, coordinating activities, and managing resources. 

4. Monitoring and controlling: Continuously track project progress, identify deviations, and make necessary adjustments to ensure on-track delivery. 

5. Project closure: Complete the project, conduct post-project evaluations, and document lessons learned for future endeavours. 

If your organisation has a large portfolio with similar programs and projects, Project Portfolio Management (PPM) software is the better option. It allows organisations to prioritise projects, allocate resources, and analyse data across the entire project portfolio. By using the power of project management software or PPM software, teams can streamline project workflows, improve collaboration, and achieve successful project outcomes.  

These tools provide exactly what you need for projects from start to finish, regardless of project complexity or stakeholders.  

Why you need project management software 

Project management software is a must-have for organisations that run projects, regardless of size and industry. With the shift to remote and hybrid, teams without project management software have struggled with project updates and collaboration. In 2023 and beyond, having the right project management software in place and used well is fundamental. Here are a few of the key benefits of using project management software: 

• 🔧 Enhanced resource management 

This software lets you assign and manage your resources with ease. With all the info on team members availability and workload in one place, you can optimise resources boost productivity. 

• 💰 Accurate cost tracking 

PM software should provide a clear view of project financials. Staying on budget with confidence is easier with real-time expense tracking, budget monitoring, and cost variance analysis.  

• 📊 Comprehensive reporting 

Creating eye-catching visuals that make project progress and performance crystal clear should be made easier with project management software. Gantt charts, status reports, and more will help you spot bottlenecks, track milestones, and tackle challenges head-on. 

• 🤝 Seamless collaboration 

Access a centralised communication hub, document sharing, and task assignment features to support teamwork. Smoother feedback processes help to make sure everyone's on the same page and working towards project goals. 

• ✨ Streamlined task management 

Useful task creation, assignment, and tracking features should definitely be included with your chosen PM software. Team members can access their to-do lists, update statuses, and receive timely notifications.  

• ⚠️ Enhanced risk management 

Identify potential risks early, create contingency plans, and keep your project timelines intact. Robust risk management features help you tackle challenges through a project. 

• 📂 Centralised document management 

With a centralised repository, you can avoid digging through emails to find a document. Everyone should have access to the latest project-related documents.  

• ⏰ Increased accountability 

Assign tasks, set deadlines, and create a culture of responsibility. Team members know what's expected and when, leading to timely achievement of milestones. 

What are the types of project management software? 

Project management software comes in various shapes and sizes, each designed to cater to specific project management requirements.   

1. PPM software (Project Portfolio Management Software) 

PPM software – the ultimate project maestro capable, bringing together the ins and outs of multiple projects in perfect harmony. It gives you a bird’s eye view of your project portfolio, helping you assess project health, allocate resources and improve overall performance. With PPM software, you can prioritise projects, optimise resource usage, and align projects with strategic business goals. It’s your secret weapon for making smart decisions and ensuring your projects contribute to the organisation's success. 

2. Task management software 

Task management software - your personal task whisperer. It keeps you on top of deadlines, task assignments, and progress, so you can conquer your to-do list with ease. From creating to-do lists to receiving real-time updates, this software simplifies task prioritisation and ensures you achieve project milestones. These tools are usually on the simpler side of functionality and lack certain capabilities needed to manage projects effectively. 

3. Work management software 

Work management software – the day-to-day hero. Perfectly bringing together planning, execution and collaboration. With a centralised platform for planning, executing, and tracking work, your team can collaborate effortlessly. From task management to document sharing, communication tools to reporting capabilities, PM software ensures your projects are a well-coordinated masterpiece. 

Each type of project management software has its own flair, so choose one that suits your organisation's needs. PPM software is for the project portfolio experts, task management software for the task-slaying heroes, and work management software for the all-rounders. 

When it comes to project management software, let your goals, project requirements, and team dynamics lead the way. Find the software that matches your processes and supports your team's workflow, and watch your projects shine like never before. 

Who uses project management software?  

Project management software is a versatile tool that caters to various individuals and roles involved in the project lifecycle. 

• Project managers  

The masterminds behind project planning, execution, and oversight. They use project management software to wrangle project scope, create schedules, allocate resources, and track progress. Armed with real-time data and snazzy visualisations, project managers make informed decisions, spot risks, and deliver projects like a boss! 

• Team members 

The dynamic doers who make things happen. They rely on project management software to access tasks, collaborate with teammates, and update task statuses. By using the software, team members communicate progress, raise flags, and create a collaborative and transparent work environment. 

• Executives  

The big shots who steer the ship. CEOs and department heads use project management software to get a bird's-eye view of the organisation's project portfolio. By diving into high-level metrics and reports, executives assess project performance, resource allocation, and strategic alignment. With this insight, they make data-driven decisions to drive the organisation's success. 

• Partners 

The ones who join forces with organisations on specific projects. Project management software provides a centralised platform where partners access project info, deliverables, and timelines. This streamlined collaboration ensures project goals are met and deliveries are on point! 

• Stakeholders  

The interested parties who have a stake in project outcomes. Clients, customers, or regulatory bodies use project management software to monitor progress, review deliverables, and provide feedback. It bridges the gap between project teams and stakeholders, ensuring everyone's on the same page and happy with the results. 

18 project management software features you need 

A robust solution is a superhero in project execution – streamlining, optimising, and empowering teams to conquer project challenges. But it's important to make sure your chosen solution has all the right features. Here's a list of must-haves that will make your project management journey truly epic: 

1. Project definition functionality: 

Unleash the power of a top-notch PM software solution that lets you clearly define project objectives, scope, and deliverables. It's like drawing the blueprint for your project's success – outlining outcomes, requirements, and key milestones. 

2. Project planning templates and tools: 

No need to start from scratch! A good tool provides pre-built templates and tools that help you create detailed project plans faster than a speeding bullet. Tasks, deadlines, dependencies – all neatly organised for your heroic project execution.  

3. Scheduling/Gantt Charts: 

Gantt charts are your sidekick in visualising project schedules and timelines. A reliable solution should offer Gantt chart capabilities, helping you schedule tasks, set dependencies, and monitor progress with ease.  

4. Visualisations for enhanced understanding: 

In addition to Gantt charts, your software should provide other visual aids that pack a punch! Timelines, progress charts, and dashboards help stakeholders grasp project status quickly for effortless decision-making. 

5. Custom workflows for streamlined execution: 

Command your project processes like a boss with custom workflows. Automate repetitive tasks, ensure efficient collaboration, and let your team soar to new heights of productivity. 

6. Efficient task management: 

Divide and conquer! Efficient task management features are essential for assigning, tracking, and conquering project tasks. Prioritise tasks, get real-time updates, and save the day with notifications that keep everyone on track. 

7. Optimal resource management: 

Never underestimate the power of resource management! Software should help allocate and manage resources efficiently, ensuring the right skills and capacities are always readily available. 

8. Accurate time and expense tracking: 

Keep your project financials in check with accurate time and expense tracking. It's your secret weapon for budget control and tracking project profitability – making sure your project stays financially invincible. 

9. Comprehensive budget planning and financial management: 

Equip yourself with comprehensive financial management tools that help you set project budgets, track expenses, and control costs. Real-time financial insights and alerts will be your trusty sidekicks in avoiding budget overruns.  

10. Robust project tracking and reporting: 

Stay one step ahead with robust tracking and reporting capabilities. Monitor project progress, identify bottlenecks, and generate insightful reports that impress even the toughest stakeholders! 

11. Project prioritisation based on business objectives: 

Let your project management software be your guiding star in prioritising projects based on business objectives. Ensure high-impact projects receive the attention they deserve, saving the world one project at a time. 

12. Effective risk management: 

Every superhero needs a plan for the unexpected! Your software should include risk management tools to identify, assess, and mitigate potential risks. Stay ahead of the game, minimise disruptions, and keep your project execution super smooth. 

13. Seamless collaboration and communication: 

Unleash the power of seamless collaboration among your team members. Your software should provide communication tools, document sharing, and threaded discussions – fostering teamwork that's as powerful as any superhero alliance. 

14. Program management for interconnected projects: 

For those handling multiple interconnected projects, your software should have program management features. Be the superhero of project coordination, overseeing and managing related projects as a cohesive program. 

15. Critical path analysis: 

Unravel the mysteries of project duration with critical path analysis. Your software should include features to calculate and visualise critical paths, guiding you to prioritise tasks and precision. 

16. Task dependencies for smooth execution: 

Set task dependencies like a master strategist! Your software should allow you to ensure that tasks are completed in the right order, avoiding bottlenecks in project execution. 

17. Simplified mass updates: 

Save time with the power of simplified mass updates! Your software should enable you to apply changes across multiple tasks simultaneously, making project management a breeze. 

18. Robust document management: 

Secure your project-related documents like a fortress! Your software should have robust document management capabilities, ensuring storage, sharing, and version control are solid. 

Which companies should invest in project management software? 

Companies from various industries can level up their game by investing in project management software. Essentially, any company that wants to boost efficiency, collaboration, and project success will want to get in on the action. Let's talk about the types of companies that can't survive without this essential tool: 

1. Professional services companies: 

Think marketing agencies, consulting firms, and architectural studios. They juggle unique projects with different timelines, deliverables, and resource needs. Project management software is their secret weapon to plan tasks, allocate resources, and deliver top-notch services, on time and within budget.  

With this software, they can track milestones, manage client expectations, and optimise resource allocation. Talk about satisfying clients and growing the business! 

2. Project-based manufacturers: 

These folks are the masters of custom products tailored to customer requirements. From conveyor systems to drilling equipment, they do it all. Project management is their bread and butter for designing, manufacturing, and maintaining complex products. With project management software, they streamline workflows, manage resources, and track progress across multiple projects.  

But hey, project management software isn't just for these two types of companies. Any organisation that takes on projects can benefit from it. It's the secret to boosting project management practices, taking control of project execution, and achieving sky-high levels of productivity and success.

Choosing the perfect project management software 

In the huge realm of software options, finding the one that orchestrates success amidst the chaos is no small feat. Here are some steps to help you conquer the software quest and choose the perfect project management companion.  

1. Creating a list of all your requirements 

Prepare yourself by comprehensively understanding your project's lifecycle. From scoping and planning to reporting and closing, each phase plays a crucial role. So, craft a detailed list of requirements to light your path and evaluate potential software solutions. 

2. Creating a must-have capabilities list 

Every project is unique, with its own quirks and demands so your software should tailor to match. Outline the must-have features that align with your project, be it task management, collaboration, or resource allocation. Focus on what truly matters and set the bar high. 

3. Demos: putting theory into practice 

Engage in demos with software providers that align with your needs. Explore their interface, interact with their features, and see if they harmonise with your project's workflow. This hands-on experience reveals the truth beyond marketing brochures. 

4. Evaluating customisation and scalability 

Ensure your chosen software can scale alongside your ventures without causing disruptions. Seek customisation that aligns with your unique project processes. Avoid the perils of future migrations! 

5. Gauging user-friendliness and learning curve 

The team's acceptance is the key factor for victory. Embrace a user-friendly interface that minimises the learning curve, seamlessly integrating into your team's routines. Choose software that dances to the beat of your team's workflows, earning their devotion.  

In the intricate realm of project management, the right software holds the key to triumph. Follow these steps with wit and wisdom, empowering your team to conquer the complexities of modern projects.  

What to look for in project management software 

Choosing the right project management software is like assembling a toolbox for your project journey. Each tool serves a purpose, and project management software offers features to streamline your project's flow. But how can you identify the features that truly matter for your project needs? Let's explore the factors that influence the choice of project management software and the features that ensure project management success.  

1. Scalability 

The right software should be your growth buddy. Scalability ensures that as your projects expand, the software can effortlessly level up too. Handling increased complexities, additional team members, and the evolution of your project management processes. 

2. Price 

Budget considerations play a vital role. Look for software that fits your financial groove while delivering the features and functionalities that will supercharge your project management efforts. It's all about striking the perfect balance between cost and value. 

3. Personalisation/Customisability 

Your projects are one-of-a-kind, and your software should match that vibe. Seek software that allows personalised and custom workflows, dashboards, and reports to align with your project's intricacies and the way your team rolls. 

4. Security 

Data security is a must. Choose software that offers rock-solid security measures, including data encryption, secure authentication, and compliance with industry standards. This protects your project's top-secret information. 

5. Integrations 

Projects often involve a web of interconnected tools. Go for software that effortlessly integrates with your existing software ecosystem. From communication tools to document management systems, integrations ensure a smooth data flow between platforms. 

6. Ease of use 

A user-friendly interface reduces the learning curve for your team, making adoption a walk in the park. Intuitive software enhances collaboration and minimises the time required for training and onboarding. Let's keep it easy breezy! 

7. Feature maturity 

While an abundance of features may seem tempting, focus on the maturity and relevance of these features. Prioritise software that offers the functionalities critical to your project's success, without getting blinded by unnecessary bells and whistles. 

8. All-in-One Solution 

Decide whether you want a single software that does it all or if you're willing to juggle multiple tools. An all-in-one solution can streamline workflows, eliminate data fragmentation, and promote cohesive project management. Your ultimate workflow wizard! 

9. Onboarding 

A smooth onboarding process is key for a successful software transition. Choose software that offers comprehensive onboarding resources, training materials, and support to ensure your team sets sail swiftly. 

10. Ongoing support and customer success 

A responsive support system is crucial for addressing technical hiccups and queries with lightning speed. Pick software providers that offer ongoing customer support, ensuring you have a trusty wingman by your side whenever you need assistance. 

As you’re on the journey of choosing project management software, remember, it's not about a one-size-fits-all solution. It's about uncovering the features that align with your project, empowering you to manage tasks, collaborate and deliver exceptional results. 

Top 5 free project management software  

When it comes to project management, the allure of "free" can be undeniable, especially for small teams and start-ups looking to manage their projects without breaking the bank. Free project management software might not offer the extensive features of their paid counterparts, but they still provide a solid entry point. Let's take a closer look at the top 5 free project management software options:  

1. Trello 

Trello is a widely recognised visual project management tool that uses a board-based approach. It allows users to create lists, cards, and boards to organise tasks and projects. 

Pros: User-friendly interface, intuitive visual organisation, basic task management. 

Cons: Limited reporting and analytics, lacks advanced project planning features, may not be suitable for complex projects. 

2. ClickUp 

ClickUp is an all-in-one project management platform that offers a free plan with basic features for task management, goal tracking, and collaboration. 

Pros: Versatile interface, customisable features, various views (list, board, Gantt chart), integration options. 

Cons: Limited features in the free plan, learning curve for complex features, scalability limitations. 

3. ActiveCollab  

ActiveCollab is a project management and collaboration tool that offers a free plan for small teams. It provides features like task management, time tracking, and communication tools. 

Pros: Task prioritisation, time tracking, communication tools, basic project management functionalities. 

Cons: Limited number of users and projects in the free plan, absence of advanced features, limited integrations. 

4. Airtable 

Airtable is a unique combination of spreadsheet and database that can be adapted for project management purposes. Its free plan offers basic features for task tracking and collaboration. 

Pros: Customisable fields, spreadsheet-like interface, adaptable to various use cases. 

Cons: Limited storage and advanced features in the free plan, learning curve for more complex setups, not suitable for large-scale projects. 

5. GoodDay 

GoodDay is a task and project management tool with a free plan that covers essential features like task management, time tracking, and collaboration. 

Pros: Intuitive interface, multiple task views (list, board, timeline), basic project tracking functionalities. 

Cons: Limited advanced features, scalability limitations for larger teams, lacks comprehensive reporting. 

While free project management software options can be a great starting point, it's important to remember their features and capabilities may have limitations. They might lack some advanced project planning functionalities, scalability for growing teams, or comprehensive reporting and analytics. However, they can still serve as valuable tools for organising tasks, collaborating, and getting a taste of project management without any financial commitment. 

As you explore these options, keep in mind that many software providers offer free trials of their paid plans. This can provide a more comprehensive experience with additional features. 

Top 5 project management software in 2023 

Let's explore the top 5 project management software solutions that are capturing the attention of professionals and teams worldwide. Each software comes with its unique strengths and capabilities, empowering teams to streamline workflows, enhance collaboration, and drive success. Here's a comprehensive look at these five contenders: 

1. Fluid

Fluid is a comprehensive project management software designed to cater to businesses of all sizes. It offers an intuitive interface, robust features, and scalability to support growing teams. 

Pros: Advanced project planning tools, seamless collaboration, real-time progress tracking, customisable workflows, resource management. 

2. Monday.com 

Monday.com provides a user-friendly platform for project and task management. It offers flexibility and customisation options. 

Pros: Intuitive visual interface, automation possibilities, Gantt charts for timeline visualisation, customisable to various team needs. 

Cons: Some features may require plan upgrades, complexity for larger projects, potential learning curve.  

3. Asana 

Asana is a popular project management software that emphasises collaboration, task tracking, and project planning. It's favoured by teams across different industries. 

Pros: Intuitive design, robust task and project management features, customisable templates, integration with other tools. 

Cons: Complex project setups may require a learning curve, free plan has limitations on features.  

4. Wrike 

Wrike is a cloud-based project management tool that focuses on streamlining workflows and collaboration. It's designed to suit the needs of teams ranging from small businesses to large enterprises. 

Pros: Customisable task management and workflow features, real-time collaboration, time tracking, extensive integration options. 

Cons: Complex features may require training, pricing tiers may not suit all budgets, the learning curve for advanced functionalities. 

5. Smartsheet 

Smartsheet is a collaborative work management platform that combines spreadsheet-like interface with project management capabilities. 

Pros: Familiar spreadsheet-style layout, automation possibilities, versatile use cases, resource management features. 

Cons: Learning curve for more advanced functionalities, might require customisation for specific project types, certain features may be locked behind higher-tier plans. 

Choosing the right project management software depends on your team's specific needs, preferences, and goals. Remember to consider your team's size, project complexity, integration requirements, and budget constraints to find the best fit for your organisation. 

Best for small businesses 

For small businesses, project management plays a crucial role in ensuring efficient operations, streamlined workflows, and successful project delivery. While small businesses don’t have the same project scale and complexity as larger organisations, they do need effective project management solutions. This helps them to stay competitive and achieve their goals. 

When choosing software for a small business, there are several factors to keep in mind: 

• Scalability: It's key to choose software that can grow alongside your business and accommodate your evolving needs. 

• Cost-effectiveness: Opt for software that fits within your small business budget while still offering the necessary features and functionality. 

• Task management: Select software that helps streamline and organise the multiple tasks typically handled by small businesses. 

• Ease of use: It’s tricky to roll out any new software but you need your teams to adopt them quickly. This is made much easier when the solution is easy to use and intuitive.   

By considering these key factors, small businesses can find the right software solution to support their growth and success. When it comes to what software is available, we’ve compiled a list below that we think suit a small business:  

1. Fluid

Fluid makes it radically easy to create, monitor and optimise all projects and programs in your portfolio.  

Features:  

• All-in-one solution with everything needed to manage a project, from inception to close out  
• Robust to scale with your business 
• Customised around your business processes 
• Advanced reporting capabilities  
• Interactive Gantt charts, resource capacity planning and budgeting 

2. FunctionFox 

FunctionFox incorporates timesheets into project management software for a holistic workflow solution. 

Features: 

• Unlimited clients and projects on any plan 
• Retainer tracking to maintain accurate client billing 
• Interactive Gantt charts and resource capacity calendars 

3. Gouti 

Gouti is a project management tool for Agile companies.  

Features: 

• Create a project charter to outline the basic foundation of a project 
• Use Kanban boards to manage tasks and smaller goals within teams 
• Capacity planning outlines team availability and can help you when planning sprints 

4. LiquidPlanner 

LiquidPlanner uses predictive analytics to help teams manage their projects efficiently. It adapts to change and manages uncertainty to help teams plan, predict, and work efficiently. 

Features: 

• Predictive scheduling: The tool uses predictive analytics to provide accurate time estimates for tasks, allowing teams to stay on schedule and within budget. 

• Ranged estimation: Managers need to control uncertainty to deliver predictably and consistently. LiquidPlanner solves this problem with ranged estimation, a system that captures uncertainty at the finest grain of planning. 

5. Orangescrum 

Orangescrum has both simple and agile project management capabilities for teams of any size. 

Features: 

• Contextual collaboration with @mentions, task labels, and reminders 
• Custom role creation to assign specific privileges 
• Kanban, Gantt chart, subtask hierarchy, and task list-style views  

6. Basecamp 

Basecamp is a project management tool that helps teams stay organised, collaborate efficiently, and complete projects on time. Basecamp is a cloud-based project management software that can be accessed through a web browser, desktop, or mobile application. 

Features: 

• Hill charts: Basecamp uses unique hill charts to give you an overview of project progress. 
• Automated check-ins: Create routine reminders for team members to provide project updates. 

7. Brightpod 

Brightpod offers project management and time tracking for digital marketing and creative agencies and teams. 

Features: 

• Kanban-style boards to visualise workflows 

• Color indicators and progress bars to keep you updated on project status 
• Built-in workflows for SEO, email marketing, and other channels 

8. Cloud Coach 

Cloud Coach is a Salesforce project management app, with the ability to choose Agile or Waterfall methodology as the basis for your projects. 

Features: 

• Robust project management from within Salesforce 
• User-based time tracking for all projects and tasks 
• Offers Gantt charts complete with dependencies, timelines, and other views 

9. COR 

COR is a marketing project management tool that helps creative agencies manage each team member. 

Features: 

• Intuitive dashboards to see project status and health at a glance 
• Real-time insight into team member availability through smart Gantt Charts 
• Time tracking and other insights on team member activity and availability 

10. GuideCX

GuideCX focuses on helping your team onboard new clients faster with transparent and streamlined processes for each step. 

Features: 

• Ready-made templates to build your complete funnel 
• Visibility controls for different stakeholders 
• Automated emails for next steps and other communication

  11. ‍Hygger

Hygger is a Kanban-based project management tool for Agile teams. 

Features: 

• Customise the columns of the Kanban board to suit your internal workflows 

• Use the alternative views, timeline, and list to get a better overview of project progress 
• Track Scrum sprint performance with burndown charts, velocity, and sprint release reports 

     12. ProjectCompanion

ProjectCompanion is Sweden's leading entry into the world of web-based project management. 

Features: 

• Portfolio projects and document management 
• Take notes and receive email notifications 
• Manage expense reports, budgets, and invoicing 

     13. Runrun.it 

Runrun.it is a big picture management software with AI-powered widgets and automation features that give you robust business intelligence insights. 

Features: 

• Customised dashboards for real-time data tracking on company performance 
• Integrated time tracking with AI that determines which phases take the longest 

• Business intelligence reports to identify problem areas in your workflows 

     14. Tiemchart 

Tiemchart is a simple online project and schedule management platform. 

Features: 

• Use the interactive Gantt chart to set up projects, tasks, deadlines, and dependencies visually 
• Track expenses, resources, and working hours to keep projects within budget 
• Set up automated invoicing and billing based on hours or flat fees  

     15. OneDesk 

OneDesk offers features for both traditional and agile project management and incorporates ticketing and help desk software. 

Features: 

• Project and budget tracking with Gantt chart or Kanban board views 

• Live time-tracking on desktop or mobile applications 
• Helpdesk integration to add customer tickets to your team's workflow 

     16. Paymo 

Paymo focuses on work management, time tracking, and billing for small to medium-sized businesses. 

Features: 

• Gantt chart and Kanban board views 
• Critical path view that highlights earliest and latest task completion times without extending the project 
• Budgeting tools based on fixed price or hourly rates 

    17. Pie 

Targeted at a broad audience from individuals to enterprises, Pie aims for a simple user interface and a friendly aesthetic. 

Features: 

• Templates show progress toward completion by slowly filling a green bar 
• Divide up a large product roadmap into manageable "pie slices" 
• Stack multiple templates on top of each other to visualise long-term epics 

     18. Sciforma 

Sciforma is an enterprise-level portfolio management software that gives deep insights to top decision-makers. 

Features: 

• Gantt chart view to reveal project critical path 
• Resource allocation and tracking with labour assignments, costs, risks, and more 

• Support for Agile, Waterfall, and other project methodologies 

     19. Scoro 

Scoro is a business management solution for project and billing management. 

Features: 

• Map out projects and tasks in time with the interactive timeline view 
• Customise views to suit your workflows and individual managers 
• Automate routine tasks with smart workflows 

    20. Planisware 

Planisware is a large-scale portfolio project management solution that helps you build efficient project pipelines. 

Features: 

• Executive summary dashboard tracking on-time and on-budget metrics 

• Gantt charts and PERT diagrams for company-wide project planning 
• Information centralisation through social feeds, shared documents, and more 

     21. RationalPlan 

RationalPlan's project management software follows the Project Management Body of Knowledge (PMBOK) guidelines and includes solutions for portfolio and resource management. 

Features: 

• Task lists with options for recurring tasks, milestones, and dependent tasks 
• Gantt chart views for high-level planning and Kanban boards for structured workflows 
• Workload tracking for resource allocation and managing overtime costs 

    22. WorkOtter 

WorkOtter is a cloud-based project portfolio and resource management solution that helps teams manage resources, track progress, and forecast costs.  

Features: 

• Financial forecasting: It uses real-time data to predict project costs, helping teams stay within budget and allocate resources effectively. 
• Customisable dashboard: WorkOtter's customisable dashboard enables users to create a personalised workspace tailored to their specific needs. 
• Resource optimisation: WorkOtter's resource optimisation tool helps businesses optimise resource allocation for maximum project efficiency. 

    23. ActiveCollab 

ActiveCollab is a project management system that integrates time tracking and invoicing. 

Features: 

• Unlimited projects organised by labels and stars to indicate priority 

• Built-in time tracking that easily converts to invoicing 
• Client permission controls to keep internal conversations confidential 

    24. BigTime 

BigTime is a project management solution with robust time, billing, and expense tracking tools. 

Features: 

• Streamlined approval workflows for both time and expenses 
• Adjustable timesheets and time tracking views for accurate billing 
• Built-in billing, invoicing, and even payments with BigTime Wallet 

    25. Aceproject 

Aceproject is a project management tool for small businesses. 

Features: 

• Use interactive Gantt charts to control dependencies and timelines 
• Use the time clock tool to automatically fill out timesheets, pending manager approval 
• Track expenses and view detailed reports to keep projects within budget 

    26. ionBIZ 

ionBIZ project management software is geared toward project-driven departments in ICT, engineering, and consultancy businesses. 

Features: 

• Subtasks and milestones for managing complex projects 
• Automatic analysis of profits, markup, and other financials 

• Interactive Gantt chart 

    27. TouchBase 

TouchBase promotes itself as scalable, workflow-centred project management created by ProductDossier. 

Features: 

• Can be cloud-hosted or deployed onsite 
• Suitable for both Agile and Waterfall methodologies 
• Project health dashboards alert you if you're getting inadequate returns for any spent resources 

    28. Wiseteam 

WiseTeam is a project management platform that supports multiple Agile frameworks, including Kanban. 

Features: 

• Use the main Kanban board to break down projects into assignable tasks 

• Assign time values to tasks and use a unique workload board to maximise the productivity of your team 
• Also supports project portfolio management and even a basic CRM 

    29. OmniFocus 

OmniFocus's task management tools simplify workflows and are deeply integrated into Apple devices. 

Features: 

• Keyboard shortcuts to add tasks quickly 
• Forecast views to see what's due next and stay on task 
• Customisable Perspective views to see exactly what's important for your workflow 

    30. Project Central 

Project Central is a project management tool for users of Microsoft Office 365. 

Features: 

• Emphasises quick setup, making it simple to create a project, add tasks, and onboard your team 
• Team members can organise their tasks 
• Full set of visualisations, including boards, lists, checklists, and Gantt charts 

    31. InstaGantt 

Instagantt is an online Gantt chart software tool for project management. 

Features: 

• Create and schedule a project on a visual timeline 
• Highlight dependencies and potential bottlenecks with a granular Gantt chart 
• Set baselines and milestones to keep your project on track 

Best project management software for mid-size business 

Mid-size businesses face unique project management challenges, as they typically handle larger and more complex projects compared to small businesses. With a growing team and increased project volume, selecting the right project management software becomes critical.  

There are a few key factors that mid-size businesses should consider when choosing project management software: 

• Team collaboration: With a larger team, effective collaboration becomes essential. The software should provide features for seamless communication, task assignment, and real-time updates to ensure efficient teamwork. 

• Project planning and scheduling: Mid-size businesses deal with multiple projects running concurrently. The software should offer robust project planning and scheduling capabilities. This can include Gantt charts and task dependencies, to optimise project timelines and resource allocation. 

• Reporting and analytics: Mid-size businesses need insightful project data for decision-making. The software should provide comprehensive reporting and analytics features to track project performance and identify areas for improvement. 

• Customisation options: Every mid-size business has unique project management needs. The software should offer customisation options to tailor the platform to specific project requirements. 

By taking these into consideration, mid-size businesses can explore the features of various software options to make an informed decision. Here’s some options that are great for mid-size businesses that can be considered: 

1. Fluid

Fluid is a powerful tool that provides a complete project management for mid-size businesses. It offers advanced collaboration, project planning, and tracking capabilities. 

Features: 

• Intuitive interface and customisable project templates for quick setup 
• Robust Gantt charts with task dependencies and real-time updates 

• Time tracking, resource management, and budget planning tools 

2. Nifty 

Nifty is an all-in-one project management solution with features for task management, team collaboration, and milestone tracking. It is designed to streamline project workflows for mid-size businesses. 

Features: 

• Seamless integration with popular business tools for enhanced productivity 
• Real-time updates and team communication for efficient collaboration 
• Milestone tracking and project analytics for better decision-making 

3. Hive 

Hive is a comprehensive project management platform that includes project planning, team collaboration, and analytics. Its AI-powered features help automate project workflows for mid-size businesses. 

Features: 

• Advanced project planning and scheduling with AI-driven automation 
• Team collaboration tools, including chat and file sharing, to enhance productivity 
• Performance analytics and reporting for project tracking and evaluation  

4. Zenkit‍

Zenkit offers flexible project management tools that can adapt to the evolving needs of mid-size businesses. It provides features for task management, collaboration, and reporting. 

Features: 

• Customisable project boards and task lists for versatile project organisation 
• Collaboration features, including real-time commenting and task assignment 
• Data visualisation and reporting capabilities for data-driven decision-making 

5. Notion 

Notion is a versatile workspace tool that combines project management, note-taking, and database functionalities. It can be customised to create project boards and task lists for mid-size businesses. 

Features: 

• Highly customisable workspace for creating personalised project management solutions 

• Integration of notes, databases, and tasks for seamless organisation 
• Real-time collaboration and document sharing for efficient team communication 

6. FunctionFox 

FunctionFox is a project management and timesheet tool designed for creative teams. It provides time tracking, project budgeting, and invoicing capabilities for mid-size businesses. 

Features: 

• Timesheet tracking and project budgeting to manage project costs effectively 
• Invoice generation and financial reporting for streamlined accounting 

• Collaboration tools tailored to meet the needs of creative teams  

7. Wrike 

Wrike is a robust project management software that offers features like Gantt charts, real-time collaboration, and resource management. It is suitable for mid-size businesses with complex project needs. 

Features: 

• Advanced Gantt charts with task dependencies and critical path capabilities 
• Resource management and workload tracking for optimal resource allocation 
• Customisable dashboards and reporting for data-driven insights  

8. Airtable 

Airtable combines the features of a spreadsheet and database to create a flexible project management solution. It allows mid-size businesses to organise and track projects efficiently.  

Features: 

• Customisable project workflows with multiple views, including grid, calendar, and kanban 
• Collaboration tools for team communication and real-time updates 
• Integration with other business tools for seamless workflow management 

Best project management software for Enterprise 

Project management at the enterprise level involves handling complex and large-scale projects with multiple stakeholders, resources, and teams. Enterprise project management software must be robust and equipped to handle the diverse processes and workflows of a large organisation. 

There are some features that any enterprise should consider when choosing project management software:  

• Integration capabilities: Enterprise project management software should seamlessly integrate with existing enterprise systems, such as financial software. This ensures smooth data flow and real-time updates across various platforms. 

• Security features: Enterprise-grade security measures such as data encryption, user access controls, and compliance with industry standards, are essential. 

• Resource management: Efficient allocation and tracking of resources, including human resources, materials, and equipment, are crucial for enterprise project success. 

• Data security and privacy: Strong data security measures and compliance with data privacy regulations are paramount for enterprises handling sensitive information.  

There are a few project management software options that an enterprise business will want to look at:  

1. Fluid 

Fluid is an all-in-one solution that caters to the diverse project management needs of enterprise businesses. It offers advanced features for collaboration, resource management, and project tracking. 

2. Microsoft Project 

Microsoft Project is a powerful project management solution specifically designed for enterprises. It offers a wide range of tools for project planning, resource management, and reporting. 

3. Oracle Primavera 

Oracle provides a suite of project management solutions tailored for enterprises. It includes features for project planning, financial management, resource allocation, and risk assessment. 

4. Planview

Planview offers a portfolio and resource management platform for enterprises to plan, execute, and track projects effectively. It provides comprehensive project visibility and data-driven insights. 

5. Workfront 

Workfront is an enterprise work management platform that streamlines project workflows and enhances collaboration. It offers advanced reporting and automation features for large-scale projects. 

6. AdaptiveWork (Formerly Clarizen) 

Planview AdaptiveWork is a robust project management software that caters to enterprises with complex project needs. It offers tools for project planning, resource management, and project tracking. 

Agile project management software 

Looking for project management software that's as adaptable as your working style? Look no further!  

Solutions tailored for iterative and adaptive methodologies like Agile and Scrum are gaining momentum. They offer continuous collaboration, flexibility, and incremental value delivery to customers. Here are some key elements to consider: 

At a glance, some key elements of the agile methodology which should be catered to include:  

• Agile framework support 🤝 
• Iterative planning and execution 🔄 
• User story management 📝 
• Sprint backlog and burndown charts 📊 
• Collaboration and communication tools 💬 
• Meeting support (for agile meetings such as a daily standup) 🚀 
• Agile reporting 📈 
• Integration with other agile tools 🔗 

Like all solutions, finding the right agile project management software to suit your business is essential.  

Project management software by industry  

It’s essential to recognise that every industry has its own unique project management needs and requirements. Whether it's the complex world of construction or the detail of architecture, project management software suitable for each industry is invaluable. 

With tailored features designed to address industry-specific challenges, such software ensures that projects are successfully delivered on time and within budget. 

Project management software for Construction 

Construction projects are complex and require careful planning, scheduling, and coordination of various tasks and resources. Construction project management software is specifically designed to address the challenges faced by construction teams.  

Key features that are vital include: 

• Document management for blueprints etc.  
• Budget management and financial planning 
• Resource Allocation 
• Project scheduling 
• Collaboration and Communication 

Popular construction project management software includes Fluid PPM, Monday.com, Wrike, Procore and PlanGrid.  

Project management software for Architects 

Architects manage complex projects that require accurate design, planning, and coordination. Project management software tailored for architects streamlines design processes and facilitates seamless communication with clients and team members.  

The inclusion of some key features that you would need are:  

• Collaboration for real-time collaboration and feedback 
• Document management 
• Stakeholder communication 
• Time tracking 
• Integration with software 

Some great options for project management software for Architects include Fluid PPM, Asana, Smartsheet and Newforma.