Project management tools in 2025

has become an integral part of any modern business setting. These tools offer a centralised platform for teams to plan, organise, and track their work more effectively. The landscape of project management is constantly evolving, especially as workforces continue to grow more complex and remote teams become increasingly prevalent.19 Feb 2026

Efficient project management tools offer the following benefits:

• Streamlined collaboration and communicationUnlock the potential of Senge’s system thinking model to improve change management. Scroll down to discover how this approach can transform your organisational processes.
• Better task tracking and deadline management
• Resource allocation
• Real-time progress tracking
• Improved productivity and efficiency.

Project management tools help organisations optimise their workflows, eliminate bottlenecks, and complete projects on time and on budget. This guide is designed to provide you with the necessary information to help you select the right project management tools in 2025. In the following guide, we will cover the following topics:

• The basics of project management tools
• The best tools to use depending on your business needs and budget
• Key considerations to help you make an informed decision

• Sevcan YasaBetter resource utilisation: Project management software assists in optimising the allocation of personnel, budgets, and other resources, leading to more efficient use of resources.
• Increased accountability19 Feb 2026: Clearly defining roles, responsibilities, and tasks within projects helps increase accountability among team members.
• Real-time visibilityWatch this insightful webinar with Luz Flores Lee to master Agile strategies for navigating change in your career. Scroll down to enhance your skills and advance your professional journey.: Project management tools provide real-time visibility into project progress, enabling teams to track milestones, identify bottlenecks, and address issues proactively.
• Data-driven decision making : Access to analytics and reporting capabilities allows teams to make informed decisions based on data and insights.
• Standardised processes : Project management tools help establish standardised methodologies and processes across projects, improving consistency and efficiency.
• Remote work support : These tools enable effective collaboration and project management, even for distributed teams or remote workers.

Types of project management softwareThe essentials of Lewin’s change model for successful change management

Cloud-based vs on-premise solutions

Project management software can be classified into two main categories based on their deployment models:Simon Buehring

• Cloud-based solutions19 Feb 2026
  • Hosted on remote servers and accessed through web browsers.
  • Advantages: Low initial costs, automatic updates and maintenance, accessibility from any device with an internet connection.Learn how Lewin's change model can guide your organisation through change. Uncover practical strategies and insights to facilitate smooth transitions. Scroll down for more information.
  • Disadvantages: Dependence on internet connectivity, potential security and privacy concerns.

• On-premise solutions
  • Installed and maintained on local servers within an organisation’s own infrastructure.
  • Advantages: Greater control over data security and customisation, offline access and usage, compliance with specific industry requirements.
  • Disadvantages: Higher upfront costs, in-house IT support and maintenance required, limited scalability.

Industry-specific vs general-purpose tools

Project management software can also be categorised based on its intended target audience and industry:

• Industry-specific tools:
  • Tailored to the unique needs and requirements of specific industries such as construction, software development, marketing, healthcare, etc.
  • Advantages: Specialised features and functionalities, compliance with industry-specific regulations and standards.
  • Disadvantages: Limited flexibility and adaptability outside the specific industry, potentially higher costs.

• General-purpose tools:
  • Designed to cater to project management needs across various industries and sectors.
  • Advantages: Flexibility, broader adoption and user base, often more cost-effective.
  • Disadvantages: May lack certain industry-specific functionalities or customisation options.

The choice between different types of project management software depends on factors like organisational requirements, budget constraints, industry regulations, and specific project needs. By considering these factors, teams can select the most suitable solution to effectively manage their projects and optimise efficiency.

to boost your career. is a highly versatile task and project management tool that provides features useful to teams of all sizes and skill levels. The free version offers many of the main features to help PRINCE2track projects® and tasks., MSP

Features®

• Multiple views for projects (list, board, and timeline), ITIL
• Dependencies and subtasks for advanced task management®
• Basic reporting and dashboards, P3O
• Team collaboration and communication tools®
• Mobile apps for iOS and Android., PRINCE2

Pros®

• Easy-to-use interface with customisable workflows Agile, RESILIA
• Robust free plan for up to 15 team members®
• Extensive integration options with other tools and services., and the Swirl logo are registered trademarks of the PeopleCert group. Used under licence from PeopleCert. All rights reserved. AgilePM

Cons®

• Advanced features have a learning curve and AgileBA
• Some features not available in the free version®
• Some users may find the interface busy or cluttered. are registered trademarks of Agile Business Consortium Limited. All rights reserved. The APMG International AgilePM and Swirl Device logo, APMG International AgileBA and Swirl Device Logo, APMG International Change Management and APMG International Better Business Cases and Swirl Device logo are trademarks of The APM Group Limited, used under permission of The APM Group Limited. All rights reserved. Better Business Cases™ is a trademark of Her Majesty’s Treasury. All rights reserved. DevOps Foundation

ClickUp®

ClickUp is a registered mark of the DevOps Institute. “PMI”, “PMBOK is a full-featured project management software that is not lacking in its free plan. It offers a lot of functionality and works with various ®project management methodologies Guide”, “PMP” and “CAPM” are registered marks of Project Management Institute, Inc. Knowledge Train Scrum Essentials™, Business Learning Library (BLL)™, Business Analysis Learning Library (BALL)™, Agile Learning Library (ALL)™, IT Learning Library (ITLL)™, and Compliance Learning Library (CLL)™ are trademarks of Knowledge Train Limited. All rights reserved..Knowledge Train Ltd is an Introducer Appointed Representative of NewDay Cards Ltd for the Newpay finance product provided by NewDay Ltd. NewDay Cards Ltd acts as a credit broker, not a lender. We will introduce you exclusively to Newpay finance products provided by NewDay Limited under this Introducer Appointed Representative arrangement. Finance available from other lenders is not covered by this arrangement. NewDay Ltd and Newday Cards Ltd are authorised and regulated by the Financial Conduct Authority (ref nos 690292 and 682417 respectively).

Features

• Multiple view options (list, board, Gantt, calendar, and more)
• Time tracking and workload management
• Docs and wikis for knowledge sharingSearch
• Advanced automation capabilities.

Pros

• Very feature-rich for the free version

• Task and subtask management
• File sharing and team collaboration tools
• Basic reporting features.Manage Consent

Pros

• Clean and intuitive user interfaceTo provide the best experiences, we use technologies like cookies to store and/or access device information. Consenting to these technologies will allow us to process data such as browsing behavior or unique IDs on this site. Not consenting or withdrawing consent, may adversely affect certain features and functions.
• Scalable from small teams to enterprise-level
• Strong security features and measures in place.

Cons

• Limited storage space in the free plan
• Some advanced features locked behind higher-tier plansFunctional
• Steeper learning curve for new users.

ActiveCollab

ActiveCollab is a project management software that is catered to freelancers and small teams that need basic project tracking functionality. The free plan offers many basic features useful for smaller projects.

FeaturesFunctional

• Task management and team collaboration
• Time tracking and workload management Always active
• Basic invoicing capabilities
• File sharing and storage
• Email integration.

Pros

• Simple, no-frills, user interface
• Built-in time tracking and invoicing tools
• Good for client-based projects.The technical storage or access is strictly necessary for the legitimate purpose of enabling the use of a specific service explicitly requested by the subscriber or user, or for the sole purpose of carrying out the transmission of a communication over an electronic communications network.

Cons

Height is a new project management app that uses AI to help you boost your productivity and manage your workflow.

Features

• Create and manage tasks with the help of AI
• View your tasks in a list, on a board, or in a calendar
• Communicate with team members in built-in chat
• Design your own workflows and automations
• Integrates with popular tools such as Slack, GitHub, etc.

Pros

• Offers AI to make things more efficient
• Clean and intuitive UI
• Versatile and can accommodate different workflows.

Cons

• New platform, therefore, lacks many integrations
• AI tools might need some fine-tuning to work optimally
• Might not have some of the more advanced features that competitors offer.

Pricing

• Free tier available. Paid plans start at $8.50/user/month.

Bonsai for freelancers and agencies

Bonsai is a project management app designed for freelancers and small agencies. It combines project management, invoicing, and client management in one platform.

Features

• Project and task management
• Time tracking and invoicing
• Proposal and contract templates
• Expense tracking and tax management
• Client CRM functionality.

Pros

• All-in-one solution for freelance business management
• Easy to use, specifically designed for solo entrepreneurs
• Focus on project-related financials.

Cons

• Fewer features for team collaboration on a larger scale
• Might not scale well with agency growth
• Lacks some of the advanced features for project management .

Pricing

• Starts at $17 per month for individual users.

In summary, there are many project management software options available to choose from, with a range of features, team sizes, and price points to meet different needs and requirements. Whether you are a freelancer, small business, or large enterprise, there is a project management tool out there that can help you to streamline your processes, improve collaboration, and deliver successful projects. Consider your organisation’s unique needs, team structure, and long-term goals when selecting the right software solution for your business.

Choosing the right project management tool

Choosing the right project management software for your team can be a daunting task. With so many options available, it’s important to carefully evaluate your team’s needs before deciding. The right tool can make a huge difference in productivity and team morale, while the wrong one can led to frustration and wasted time. In this blog post, we’ll cover some of the key considerations when choosing a project management tool and provide some tips for making the best decision for your team.

Assessing your team’s needs

1. Learn the fundamentals of the P3O project management office.Create an implementation team: Put together a group of people to manage and drive the rollout. Ensure that the group is cross-functional with representation from the different departments.Practitioner
2. Develop a rollout planIncludes Foundation & Practitioner combined option.: Create a detailed timeline that will walk you through the implementation process. Be sure to specify major milestones and due dates and consider a phased rollout for larger organisations.Workshops
3. Configure the softwareIntroduction to Project Management : Tailor the tool to match your existing workflows and processes, including project templates, user roles, and permissions.1-day workshop to learn the basics of project management.
4. Migrate existing dataProject Management Essentials : Move existing data from your current project management system and other applications into your new software. Take this time to audit the information and ensure it is in good shape.2-day workshop to learn how to manage projects without getting certified.
5. Conduct a pilot testWriting Business Cases : Try a trial run with a small group of users to test everything out. Use the opportunity to solicit feedback and make any necessary changes.Half-day workshop to learn to write robust business cases.
6. Communicate with stakeholdersAI in Project Management : Let everyone know what is to come, and why you are making the change. Outline the key benefits and encourage questions.Learn how to use AI tools in everyday project work.
7. Launch and monitorARTIFICIAL INTELLIGENCE (AI): Put the new tool into use with the full team, and watch adoption closely, adjusting as needed.BCS AI

Training and onboarding best practicesFoundation

The process of training will also play a large part in adoption, so follow these best practices for training users on your new software:Learn the fundamentals of artificial intellegence.

• Tailor training to your user groupsAI Project Governance Framework (AIPGF): The right training for one part of your organisation may not work for another. Provide materials that are specific to the needs of the different teams and departments.Foundation
• Utilise multiple learning formatsLearn the fundamentals of the governance framework.

PMITo measure the success of your new project management software, consider the following metrics:

• User adoption rate®: Track the percentage of team members actively using the softwarePMI-ACP
• Time savingsSelf-paced course to prepare you for the exam (exam not included).: Measure the reduction in time spent on administrative tasksKanban
• Project completion ratesEstimating for Agile Foundation: Compare the rate of on-time project delivery before and after implementationAgile Learning Library (ALL)™
• Resource utilisationBUSINESS ANALYSIS: Evaluate improvements in resource allocation and workload balancingBCS Business Analysis
• Collaboration metricsBusiness Analysis Foundation : Monitor increases in team communication and file sharingLearn the fundamentals of business analysis.
• Client satisfactionModelling Business Processes : Assess changes in client feedback and project outcomesGain practitioner certificate in modelling business processes.
• Financial impactBusiness Analysis Practices : Calculate cost savings and potential revenue increases attributed to improved Gain practitioner certificate in business analysis practices.project managementRequirements Engineering .Gain practitioner certificate in requirements engineering.

Consider using the following table to track your KPIs:Business Analysis International Diploma

Monitor these metrics and solicit qualitative feedback from team members regularly to continuously improve your ®project management processesPMI-PBA . By following these implementation steps, anticipating potential obstacles, and measuring success, you can unlock the full potential of your new project management software. Keep in mind that successful adoption is an ongoing journey that demands sustained focus and optimisation.Self-paced course to prepare you for the exam (exam not included).

Future trends in project management softwareBusiness Analysis Learning Library (BALL)™

As the demand for effective project management software increases, developers are working to improve and enhance the tools available to teams and organisations. In this section, we will explore the future trends that are likely to shape the project management software landscape.CHANGE MANAGEMENT

Artificial intelligence and machine learning integrationAPMG Change Management

Artificial IntelligenceFoundation (AI) and Learn the fundamentals of enterprise change management.Machine LearningPractitioner (ML) are rapidly advancing fields that are already being integrated into some project management software solutions. In the future, we can expect to see even more sophisticated AI and ML capabilities built into project management tools. Some potential applications include:Includes Foundation & Practitioner combined option.

• Smart task allocationPROGRAMME MANAGEMENT: AI algorithms can recommend the best person for a task based on their skills and current workload.MSP
• Predictive analytics®: Machine learning models can predict project timelines and potential risks with greater accuracy.Foundation
• Natural language processingLearn the fundamentals of programme management.: AI-powered chatbots can assist in creating tasks, updating statuses, and answering frequently asked questions.Practitioner
• Intelligent schedulingIncludes Foundation & Practitioner combined option.: AI can optimise INFORMATION TECHNOLOGY (IT)project schedulesITIL by considering multiple factors and constraints at once.®

These technologies will empower Foundation project managersLearn the fundamentals of ITIL service management. to make better-informed decisions and spend more time on the strategic aspects of project management.Strategist DPI

Enhanced automation capabilities3-day ITIL Strategist: Direct, Plan & Improve (DPI) course.

Automation Specialist: DSV is already a key feature of many project management tools, but in the future, we can expect to see even more powerful and flexible automation capabilities. Some possibilities include:3-day ITIL Specialist: Drive Stakeholder Value (DSV) course.

• Workflow automationSpecialist: CDS : Multi-step workflows can be automated, minimising manual tasks and errors.3-day ITIL Specialist: Create, Deliver and Support (CDS) course.
• Intelligent notificationsIT Learning Library (ITLL)™: Systems will learn from user behaviour to send timely and relevant alerts and reminders.BUSINESS LEARNING LIBRARY (BLL)™
• Automated reportingAgile Learning Library (ALL)™: Scheduled reports can be generated and distributed automatically.Business Analysis Learning Library (BALL)™
• Smart integrationsCompliance Learning Library (CLL)™: Integrations between different tools in the project ecosystem will be more automated, ensuring seamless data flow.IT Learning Library (ITLL)™

Automation will free up time from administrative tasks, enabling teams to focus on high-value activities.Business solutions

Improved data analytics and reporting_blank

Project management tools are already becoming more Free toolsdata-drivenAbout, and in the future, we can expect to see even more powerful data analytics and reporting capabilities. Some potential features include:_blank

• Real-time dashboardsBlog: Interactive, customisable dashboards could provide users with real-time insights into project status, team performance, and other key metrics.
• Predictive analyticsEXPLORE SUBJECTS: Advanced data analytics could use historical and real-time project data to make predictions and offer recommendations.Select your preferred subject.
• Sentiment analysis : Project management software could analyse team communication to gauge project morale and identify potential issues.PROJECT MANAGEMENT QUALIFICATIONS & WORKSHOPS
• Cross-project analyticsSelect your preferred qualification or workshop.: Organisations could use project management software to analyse performance across multiple projects and use this information to inform strategy and resource allocation.

In conclusion, the future of project management software is likely to be characterised by increased integration with AI and ML, more robust automation features, and enhanced data analytics and reporting capabilities. As technology continues to advance, project management software will become even more powerful and flexible, allowing teams and organisations to work more efficiently and effectively.PRINCE2 COURSES

Select your preferred training course below:

• Set up boards for different stages of projects
• Created cards for each client projectAGILE BUSINESS ANALYSIS COURSES
• Assigned team members to specific tasksSelect your preferred training course below:
• Used labels to denote priority levels and types of projects.

ResultsBUSINESS ANALYSIS QUALIFICATIONS

• 30% improvement in on-time project completionSelect your preferred qualification.
• 25% reduction in overtime hours
• Improved client communication through shared boardsBCS BUSINESS ANALYSIS COURSES
• Enhanced team collaboration and transparency.Select your preferred training course below:

Key takeaway

Simple and cost-effective tools, when used thoughtfully, can make a big difference in small business project management.AGILE BUSINESS ANALYSIS COURSES

Enterprise-level adoptionSelect your preferred training course below:

Case Study: GlobalTech Solutions

GlobalTech SolutionsCHANGE MANAGEMENT QUALIFICATIONS, a multinational IT services company with over 5,000 employees, required a standard project management solution across its various departments and global offices to replace a patchwork of different systems that were in place.Select your preferred qualification.

Challenge

The lack of standardisation and integration across departments and offices resulted in inefficiencies, data silos and difficulties in cross-departmental collaboration.APMG CHANGE MANAGEMENT COURSES

How much does project management software typically cost?

The average price range for project management software is from free to about $30+ per user per month, but the most enterprise solutions can be even more expensive. Most of the tools offer tiered pricing depending on the available features and team size.

Is it worth paying for premium features in project management tools?

Can I use multiple project management tools together?

You can use more than one project management software at the same time. Many project managers use different tools for specific purposes. It is possible but might cause data silos and should be managed effectively.Knowledge Train is a Better Business Cases Accredited Training Organization.

How long does it take to implement new project management software?

The time it takes to implement new project management software usually ranges from 2-8 weeks, depending on the complexity of the chosen tool and the size of your organisation.Knowledge Train is an AgilePM Accredited Training Organization.

What are the benefits of using AI-powered project management tools?

AI-powered project management software often includes features like automation of routine tasks, predictive analytics, and data-driven insights. They can also provide intelligent recommendations for optimal resource allocation and Knowledge Train is a PRINCE2 Agile Accredited Training Organization.risk management .Knowledge Train is a Lean Six Sigma Accredited Training Organization.

How often should I reassess my project management software needs?

It’s a good practice to reassess your needs when introducing a new team member and/or when launching a new project. Otherwise, once per year would be a good review frequency.BCS accredited training partner for Business Analysis.