Key takeaways
Pick tools based on how your team works today, and how it needs to work tomorrow.
- Match core features to your workflow, including tasks, scheduling, resource allocation, reporting, and budgeting.
- Choose cloud or on-premise based on security, compliance, cost, and the need for offline access.Copied!
- Prioritise usability and integrations so the tool fits your existing stack and gets adopted quickly.Key takeaways
- Plan implementation with a pilot, clean data migration, role-based training, and phased rollout for scale.Pick tools based on how your team works today, and how it needs to work tomorrow.
- Track ROI using adoption, time saved, on-time delivery, resource utilisation, and client satisfaction.Match core features to your workflow, including tasks, scheduling, resource allocation, reporting, and budgeting.
- Expect more AI, automation, analytics, and remote-first collaboration features in 2025 tools.Choose cloud or on-premise based on security, compliance, cost, and the need for offline access.
- SchedulingProject management software refers to a suite of digital tools and applications that enable teams to plan, execute, and monitor projects in an efficient and organised manner. These software solutions provide a centralised platform for collaboration, task management, resource allocation, and tracking project progress. Some key features commonly found in project management software include:: Enables users to set deadlines, create timelines, and manage project milestones and dependencies.Task management
- Resource allocation: Allows users to create, assign, and track tasks or activities throughout the project lifecycle.: Helps teams assign team members or resources to specific tasks and monitor their workloads.Scheduling
- Collaboration tools: Enables users to set deadlines, create timelines, and manage project milestones and dependencies.: Facilitates communication, file sharing, and document collaboration among team members.Resource allocation
- Reporting and analytics: Helps teams assign team members or resources to specific tasks and monitor their workloads.: Offers reporting capabilities and analytics to generate insights on project performance, progress, and resource utilisation.Collaboration tools
- Benefits of using project management tools: Project management tools help streamline workflows, automate tasks, and eliminate inefficiencies, leading to increased productivity.Project management tools offer numerous benefits for organisations, teams, and individual project managers. Some of the key advantages include:
- Improved communicationEnhanced productivity: These tools facilitate seamless communication and information sharing among team members, reducing misunderstandings and delays.: Project management tools help streamline workflows, automate tasks, and eliminate inefficiencies, leading to increased productivity.
- : Access to analytics and reporting capabilities allows teams to make informed decisions based on data and insights.Real-time visibility
- Standardised processes: Project management tools provide real-time visibility into project progress, enabling teams to track milestones, identify bottlenecks, and address issues proactively.: Project management tools help establish standardised methodologies and processes across projects, improving consistency and efficiency.Data-driven decision making
- Remote work support: Access to analytics and reporting capabilities allows teams to make informed decisions based on data and insights.: These tools enable effective collaboration and project management, even for distributed teams or remote workers.Standardised processes
Types of project management software: Project management tools help establish standardised methodologies and processes across projects, improving consistency and efficiency.
Cloud-based vs on-premise solutionsRemote work support
Project management software can be classified into two main categories based on their deployment models:: These tools enable effective collaboration and project management, even for distributed teams or remote workers.
- Cloud-based solutionsTypes of project management software
- Hosted on remote servers and accessed through web browsers.Cloud-based vs on-premise solutions
- Advantages: Low initial costs, automatic updates and maintenance, accessibility from any device with an internet connection.Project management software can be classified into two main categories based on their deployment models:
- Disadvantages: Dependence on internet connectivity, potential security and privacy concerns.Cloud-based solutions
Top project management tools for 2025
Here, we’ve researched dozens of project management tools and put together lists that can fit virtually any team size, budget, or industry. These tools are organised in terms of price points from free to enterprise to give you a good idea of what features and benefits you can expect from each tool. Let’s dive in and find the right project management tool for your team!See all dates
Free toolsTop project management tools for 2025
TrelloHere, we’ve researched dozens of project management tools and put together lists that can fit virtually any team size, budget, or industry. These tools are organised in terms of price points from free to enterprise to give you a good idea of what features and benefits you can expect from each tool. Let’s dive in and find the right project management tool for your team!
TrelloFree tools is a visual project management software that employs a Kanban-style board view with cards that you can move as you work on a project. It is an extremely easy-to-use and simple app that is great for small teams and individuals.Trello
FeaturesTrello
- Customisable boards and cards is a visual project management software that employs a Kanban-style board view with cards that you can move as you work on a project. It is an extremely easy-to-use and simple app that is great for small teams and individuals.
- Drag and drop cardsFeatures
- Basic automation rules with ButlerCustomisable boards and cards
- File attachments and commentsDrag and drop cards
- Integrations with popular apps and services.Basic automation rules with Butler
ConsFeatures
- Reporting is not very robustMultiple views for projects (list, board, and timeline)
- Can get messy with more complex projects
- Plans start at $7 per user per month (annual billing)Familiar interface for users already comfortable with spreadsheets
- Scalable for complex, enterprise-level projectsCeloxis
- Strong data analysis and reporting capabilities.Celoxis
Cons is a project management platform that is designed for mid-sized to large businesses. It offers a comprehensive set of features for project and portfolio management and can be deployed either as a cloud-based or on-premises solution.
- Steeper learning curve for users who are not familiar with spreadsheetsKey features
- Can be overwhelming due to its many featuresResource management and capacity planning
- Higher price point compared to some competitors.Financial management and budgeting
PricingCustom fields and workflows
- Plans start at $7 per user per month (annual billing)Interactive Gantt charts
CeloxisClient portal for stakeholder collaboration.
CeloxisPros is a project management platform that is designed for mid-sized to large businesses. It offers a comprehensive set of features for project and portfolio management and can be deployed either as a cloud-based or on-premises solution.All-in-one solution for project and
Key featuresportfolio management
- Resource management and capacity planningStrong financial tracking and forecasting features
- Financial management and budgetingCustomisable to fit a variety of industries.
- Custom fields and workflowsCons
- Interactive Gantt chartsInterface may feel dated compared to more modern platforms
- Client portal for stakeholder collaboration.Can be complex and overwhelming for small teams or simple projects
ProsHigher price point than some competitors.
- All-in-one solution for project and Pricingportfolio managementPlans start at $22.50 per user per month (annual billing).
- Strong financial tracking and forecasting featuresZoho projects
- Customisable to fit a variety of industries.Zoho Projects
Cons is a project management platform that is part of the larger Zoho suite of business tools. It is a cost-effective solution for small to medium-sized teams and offers a good balance of features and affordability.
- Interface may feel dated compared to more modern platformsKey features
- Can be complex and overwhelming for small teams or simple projectsGantt charts and critical path analysis
- Higher price point than some competitors.Time tracking and invoicing integration
PricingIssue and bug tracking
- Plans start at $22.50 per user per month (annual billing).Document management and collaboration
Zoho projectsIntegration with other Zoho apps.
Zoho ProjectsPros is a project management platform that is part of the larger Zoho suite of business tools. It is a cost-effective solution for small to medium-sized teams and offers a good balance of features and affordability.Competitive pricing for the features offered
Key featuresStrong integration with other Zoho products
- Gantt charts and critical path analysisUser-friendly interface with customisable dashboards.
- Time tracking and invoicing integrationCons
- Issue and bug trackingLimited third-party integrations compared to some competitors
- Document management and collaborationSome advanced features only available in higher-tier plans
- Integration with other Zoho apps.May feel limited for large, complex projects.
ProsPricing
- Competitive pricing for the features offeredPlans start at $4 per user per month (annual billing)
- Strong integration with other Zoho products
- User-friendly interface with customisable dashboards.Enterprise-level project management software
ConsMicrosoft Project
- Limited third-party integrations compared to some competitorsMicrosoft Project
- Some advanced features only available in higher-tier plans is a robust project management software, built for use on large and complex projects. It’s a solid choice for organisations that are already entrenched in the Microsoft ecosystem.
- May feel limited for large, complex projects.Key features
PricingAdvanced scheduling and resource management
- Plans start at $4 per user per month (annual billing)Portfolio management capabilities
Enterprise-level project management softwareComprehensive reporting and analytics
Microsoft ProjectIntegration with other Microsoft products and tools
Microsoft ProjectOn-premise and cloud-based deployment options. is a robust project management software, built for use on large and complex projects. It’s a solid choice for organisations that are already entrenched in the Microsoft ecosystem.Pros
Key featuresExtensive and robust features for complex project planning
- Advanced scheduling and resource managementSeamless integration with Microsoft 365 suite
- Portfolio management capabilitiesHighly scalable, suitable for large enterprises.
- Comprehensive reporting and analyticsCons
- Integration with other Microsoft products and toolsSteep learning curve for new users
- On-premise and cloud-based deployment options.Comparatively high cost versus other solutions
ProsCan be overly complex for smaller, less intricate projects.
- Extensive and robust features for complex project planningPricing
- Seamless integration with Microsoft 365 suitePricing starts at $10 per user per month (cloud-based version).
- Highly scalable, suitable for large enterprises.Jira
ConsJira
- Steep learning curve for new users is an Atlassian-built project management tool that, while primarily targeted at software development teams, can be customised for a variety of other project types. It has a particular strength in supporting
- Comparatively high cost versus other solutionsAgile methodologies
- Can be overly complex for smaller, less intricate projects..
PricingKey features
- Pricing starts at $10 per user per month (cloud-based version).Customisable
JiraScrum
Jira and Kanban boards is an Atlassian-built project management tool that, while primarily targeted at software development teams, can be customised for a variety of other project types. It has a particular strength in supporting Advanced issue tracking and bug management featuresAgile methodologiesAgile reporting features and burndown charts
- Might feel overwhelming due to its flexibility and options
- Automation and integration featuresSome advanced features require higher-tier plans.
- API access for custom development.Pricing
ProsFree plan available; paid plans start at $10 per user per month.
- Highly flexible and customisable to suit unique needsHeight for AI-powered project management
- User-friendly with an intuitive interfaceHeight
- Adaptable for a variety of use cases beyond traditional project management. is a new project management app that uses AI to help you boost your productivity and manage your workflow.
ConsFeatures
- Can be time-consuming to set up for complex projects
- Additional charges for add-ons or premium features.Experience the tool’s user interface on various devices (desktop, mobile, tablet).
A trial period will allow you to explore a tool’s capabilities first-hand.
Considering budget and pricing modelsBudget for both your current needs and potential future growth. Refer to this table for a general pricing guide:
- Low adoption ratesUser adoption rate
- Identify and address specific pain points: Track the percentage of team members actively using the software
- Highlight early wins and success storiesTime savings
- Consider gamification to encourage usage.: Measure the reduction in time spent on administrative tasks
- Data migration complexitiesProject completion rates
- Clean and organise data before migration: Compare the rate of on-time project delivery before and after implementation
- Use automated tools where possibleResource utilisation
- Verify data integrity after migration.: Evaluate improvements in resource allocation and workload balancing
- Overwhelmed usersCollaboration metrics
- Implement the software in phases: Monitor increases in team communication and file sharing
- Prioritise essential features firstClient satisfaction
- Provide easily accessible support resources.: Assess changes in client feedback and project outcomes
- SolutionCreated standardised project templates and workflows that aligned with the company’s project management best practices.
- Conducted comprehensive training sessions for employees at all levels and offered ongoing support during the transition.
- Integrated the project management system with existing ERP and CRM systems for a unified IT infrastructure.Sarah chose to use
ResultsAsana
- 20% increase in project profitability through improved planning and resource allocation. for its simplicity and ability to manage projects and client collaboration effectively. Its user-friendly interface and flexible task management features allow her to visualise project workflows easily.
- 40% reduction in the time spent on administrative and manual tasks by project teams.Implementation process
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