Managing a project is like orchestrating a symphony—and project management software is the conductor ensuring every note aligns.
A project management tool gives you visibility into each task, monitors progress and timelines, and facilitates collaboration. However, not every tool suits every team, so evaluating project management software carefully is essential before making a choice.
Project management software evaluation is more than weighing features and capabilities. It is a cross-functional assessment of the software solution’s usability, applicability, and long-term value.
On that note, we look at 10+ key parameters to make this assessment easier.
60-Second Summary ⏰
Selecting the right project management software requires evaluating tools based on key criteria, such as:
Pricing: Cost-effectiveness for your budget
Ease of Use: User-friendly interfaces and mobile apps
Collaboration: Features for seamless communication and teamwork
Capabilities: Automation, real-time tracking, resource management, and analytics
Compatibility: Integration with other tools and scalability for future growth
Support: Security measures, onboarding, and responsive customer service
Top Project Management Tools:
, Asana, Monday.com, Wrike, and Trello stand out for meeting these standards.
Evaluation Process:
- Define your needs
- List and categorize essential features
- Explore and shortlist tools
- Try platforms and collect team feedback
- Analyze findings to choose the best fit
A Practical Approach to Project Management Software Evaluation
Understanding Project Management Software
Think of project management software as your team’s virtual HQ. It is where you plan, organize, and execute projects. It is a hub for centralizing tasks, timelines, and interactions, allowing team members to work smarter rather than harder.
Any project management tool’s core functionalities include task management, resource management, progress tracking, and reporting.
Modern project management tools offer automation, real-time collaboration, AI capabilities, and seamless integrations for flexible digital workspaces.
Criteria for Evaluating Project Management Software
Selecting the right project management tool is more than checking boxes in your list. It’s about ensuring your project team has the means and medium to solve real-world problems and implement plans at scale.
Here are the must-consider criteria:
Pricing and cost-effectiveness
Project managers should focus on the software’s cost-effectiveness, not just its expense. They should assess whether its features align with current and future team needs.
Next, compare the tiered pricing and value each option offers. Finally, consider any hidden or recurring costs, such as premium integrations, training, and implementation, to stay within budget.
Example: Imagine your team is currently small, but you plan to double its size in two years. Opt for a tool offering scalability in pricing tiers so you can upgrade seamlessly without incurring unnecessary costs upfront.
Usability and user-friendliness
The usability of your project management software features impacts your project team’s performance and productivity.
Look for project management tools that feature user-friendly elements. Think of drag-and-drop functionalities, customizable workflows, project data visualization through Gantt charts and Kanban boards, and more.
User-friendly tools deliver value from day one, making it the best project management software in all situations, from basic to complex projects!
Example: Imagine your team is preparing for an urgent client project kickoff. A tool with pre-built templates for workflows and task assignments allows you to set up the entire project plan in minutes, enabling the team to dive into execution immediately without wasting time on manual setup.
Mobile app compatibility
Your tools should match the demands of complex projects like construction, real estate, insurance, and healthcare, enabling productivity beyond the desk.
Look for a full-featured project management app for iOS and Android devices. This app should offer real-time updates, project progress reviews, and team communication anytime and anywhere.
Such features and offline functionality make a winning combination, especially when your project involves fieldwork in low-to-no-connectivity areas.
Example: Imagine you’re managing a construction project with workers on-site. A mobile app offering real-time updates and offline functionality ensures progress tracking, even in areas with limited connectivity.
Communication channels
Effective communication aligns project teams. Top software connects members through various channels, such as real-time chat, video conferencing, screen recording, message boards, and comments.
Centralized communication reduces reliance on external apps, keeps discussions focused, and fosters transparency, accountability, and teamwork, strengthening project management.
Example: Suppose a design team shares updates via email while the development team relies on Slack. A centralized platform like eliminates silos, allowing every team member to view contextual updates within tasks.
Email integration
While project management tools support multi-channel communication, they should also integrate email functionality.
Project management tools with native email integration let teams convert emails into tasks, share updates without switching platforms, and link conversation threads to a specific task or project.
Doing so drives efficiency and prevents instances of miscommunication. Plus, sorting through a singular email trail is far easier. Such consolidation lends context to key decisions and ensures no critical detail is lost.
Example: Imagine you receive an email update about delayed shipments from a vendor. With email integration, you tag the update directly to the project’s logistics task, ensuring the change is instantly visible to all relevant stakeholders.
🔍 Did You Know? 31% of people communicate with their colleagues primarily over email.
Security measures
Security is crucial, especially when dealing with sensitive or confidential data.
The project management solution should have powerful security features like data encryption, two-factor authentication, Single Sign-On, customizable user permissions, and account-based access.
In addition, to uphold and safeguard data integrity, a cloud-based project management platform should comply with industry standards like the GDPR or SOC 2.
Most importantly, project management software vendors should release regular software updates and security patches to reinforce the safety of your project data.
Example: Think of managing a healthcare project where patient data is stored. A tool with robust encryption and role-based access ensures sensitive information is secure and only accessible to authorized personnel.
Real-time progress tracking
Tracking project progress in real time helps managers allocate resources, update stakeholders, intervene when needed, and improve outcomes.
Here’s where the real-time progress tracking capabilities will come in handy.
Apart from granting real-time visibility into project status, it encourages accountability and proactive problem-solving to convert milestones into sustained success.
Example: Imagine a marketing campaign nearing its launch. Real-time tracking identifies delays in asset delivery, allowing you to reallocate resources and avoid missing deadlines.
Resource management
Effective resource management is key to avoiding bottlenecks and maximizing productivity. Project managers need granular control over resource management, whether they are personnel, time, software, or material.
Choose resource management tools to manage calendars, distribute workloads, visualize availability, and optimize assignments in real time. This approach prevents over- and under-utilization of resources and burnouts, especially across multiple projects.
Example: Picture managing an event planning company with multiple simultaneous events. A tool that visualizes resource allocation lets you spot an overbooked photographer and reassign them to ensure smooth execution.
🔍 Did You Know? About 60% of project managers handle two to five projects simultaneously!
Training and onboarding
The training and onboarding experience governs how quickly your team adopts to the project management tool.
Look for onboarding support, such as how-to guides, video tutorials, in-app product tours, live training sessions, community support, and user guides.
Some tools offer customer success teams and interactive learning modules to help your team quickly adapt to the project management software. Such hands-on training during onboarding reduces resistance and empowers your team to maximize the tool’s potential.
Example: Suppose your team includes freelancers unfamiliar with your processes. A tool with step-by-step interactive guides helps them onboard quickly, reducing delays in starting their assignments.
Customer support
Dependable customer support can save you hours of trouble, especially when dealing with critical issues. Look out for a project management software vendor that offers 24/7 customer support across multiple channels—live chat, email, and phone, to name a few.
Additionally, explore the tool’s community forum and knowledge base to assess its self-service and troubleshooting capabilities, ensuring support at every stage.
Example: Suppose a bug disrupts task assignments during a project launch. Immediate access to a live chat agent minimizes downtime and keeps the project on track.
Automation capabilities
Automation takes the hassle out of repetitive tasks, freeing your team to focus on what really matters.
Look for project management software that supports the creation of automation workflows. Whether task prioritization and scheduling or timely notifications, it ensures that your project team stays on track.
Some advanced project management software with AI assistants suggests tasks for automation to enhance efficiency and decision-making.
Another way to automate project management is through project management templates. These pre-built frameworks allow your team to jumpstart a project without building a structure from scratch. All you need to do is configure some values, and the project is ready!
Example: Imagine automating a recurring task like sending status updates. Setting up an automation to notify stakeholders weekly saves hours of repetitive work.
Collaboration features
Collaboration is communication in action.
For team efficiency, project management software should include collaboration tools like shared workspaces, file sharing, real-time editing, task comments, version control, threaded conversations, and @mentions.
Plus, use software that offers advanced features like task assignments, notifications, tracking, and shared calendars, which promote accountability, transparency, and team alignment toward shared goals.
Example: Imagine coordinating with a design agency for a rebranding project. A shared workspace with live-editing for design files eliminates back-and-forth emails, accelerating approval timelines.
🔍 Did You Know? Almost 40% of project teams comprise six to ten people!
Reporting and analytics
Good project management software has powerful reporting and analytics to fuel data-driven decisions. It offers customizable dashboards, real-time and actionable insights, and detailed reports on project performance.
This puts the project manager in the driver’s seat and allows them to make smarter, more strategic decisions about the project.
You also consider project management features like Gantt charts, burndown charts, performance trends, etc., which allow project managers to evaluate progress, predict potential delays, and keep the project on track.
Example: Picture your team trying to improve sprint velocity. Customizable dashboards let you compare past sprint data, identify patterns in delays, and implement strategies to enhance performance.
Scaling capacity
Long-term value is key when choosing project management software. So, opt for a solution that adapts to your business’s evolving needs.
Some of the best project management software delivers scalability, which allows teams to adapt to increasing project complexity, larger teams, and higher workloads. If necessary, they can even handle multiple projects across different industries.
Select an option that offers flexible plans and features with modular add-ons to accommodate current requirements and future expansion. This saves you the hassle of switching tools and platforms at a later stage.
Example: Suppose your startup starts managing projects for international clients. A tool offering multilingual interfaces and global support scales seamlessly as your operations expand.
Integration capabilities
Disconnected or incompatible tools result in inefficiencies, knowledge gaps, and errors, which are some of the severe project management challenges.
You need software that seamlessly integrates with popular tools, platforms, and systems. Seamless integration promotes unrestricted data movement and establishes a single source of truth throughout your organization.
Whether you use Google Drive, OneDrive, Gmail, Outlook, Slack, Zoom, Zendesk, Calendly, or more, integration unites your digital workspace and centralizes all resources and data.
Plus, it allows project managers to select and add specific tools and functionalities to the project environment.
Example: Imagine running a campaign that relies on data from Salesforce and HubSpot. A project management tool like that integrates with both platforms pulls in leads, task updates, and analytics, creating a unified workflow.
Based on the above criteria, we’ve shortlisted some of the best project management software. Here is a quick comparison of their features:
| Criteria | Asana | Monday.com | Wrike | Trello | |
|---|---|---|---|---|---|
| Ease of Use | Flexible, drag-and-drop; customizable | Minimalist, user-friendly | Highly visual and intuitive | Customizable workflows | Simple Kanban interface |
| Mobile App | Full-featured, real-time updates | Functional, less robust | Task management on the go | Updates and tracking | Basic functionality |
| Communication | Built-in Chat, Slack/Zoom integration | Comments, file sharing | Real-time updates and tagging | Live editing | Comments within tasks |
| Automation | Advanced workflows, AI suggestions | Automates recurring tasks | Configurable templates | Workflow and resource automation | Basic task automation (Butler) |
| Analytics & Reporting | Comprehensive dashboards, time tracking | Limited to premium plans | Custom dashboards | Robust, detailed insights | Basic reporting via power-ups |
| Integrations | Extensive (Slack, Zoom, Drive, etc.) | Popular tools supported | Seamless with many apps | 400+ third-party integrations | Limited without paid power-ups |
| Scalability | Highly flexible for all team sizes | Great for simple to mid-level tasks | Versatile across industries | Excellent for IT/creative projects | Best for small teams or simple projects |
| Unique Strength | AI-powered features, rich templates | Intuitive and minimalist design | Vibrant visuals, strong automation | Detailed tracking and reporting | Perfect for visual task management |
| Key Limitation | Steep learning curve, mobile lag | No time tracking, limited reporting | Limited storage in lower tiers | Restrictive free plan, onboarding | Advanced features need paid plans |
Whether you’re looking for free project management software or premium solutions, here’s a closer look at some of the top picks:
1.
is a powerful project management tool for ultimate flexibility across project planning and execution.
This tool enhances project management by combining task management, goal tracking, resource management, workflow automation, and integrations. It also adapts to teams of all sizes, industries, and applications.
It boasts Brain, the next-generation AI module for project management. Brain can create knowledge repositories and manage autonomous tasks.
Plus, you get access to an expansive library of project management templates that get you started from the word go!
For starters, ’s Project Management Template simplifies organizing, tracking, and managing projects—regardless of size. It allows you to easily break down tasks, set priorities, and monitor progress. This template features built-in views for timelines, workflows, and goals and keeps the project team aligned and productive.
Key features
- Visualize your projects and tasks across multiple views—Kanban boards, Gantt charts, lists, calendars, etc.
- Monitor team and individual productivity in real time with time-tracking features and interactive Dashboards
- Create and organize comprehensive documentation and project information wikis using Docs and collaborate on them
- Automate routine and repetitive workflows with powerful automation
- Convert abstract ideas into flowcharts or brainstorm with your team using Whiteboards
- Communicate meaningfully with internal and external stakeholders using Chat
- Integrate with other productivity apps and platforms like Google Drive, Microsoft Outlook, Slack, Zoom, etc.
Case Study: QubicaAMF Streamlines Operations Using
QubicaAMF, a global leader in bowling and entertainment solutions, struggled with managing distributed teams spread across 10,000 bowling centers throughout 90 countries. They used for system consolidation, team coordination and collaboration, and effective workload management.
’s customizable tools and versatility empowered QuibcaAMF to stay agile, align teams globally, accelerate project delivery timelines, and manage data overload. This had a transformative effect on their processes, which resulted in:
- 35% increase in on-time project delivery
- 40% time saving that would otherwise go into creating reports and charts
- 60% increase in team collaboration across the organization
- System consolidation with seamless integrations
Read more about how QubicaAMF used to organize its world of work and scale operations in our detailed case study.
Advantages
- Sports an intuitive and clutter-free interface with easy-to-use drag-and-drop functionality
- Supports a generous free plan with substantial features, making it ideal for individuals, freelancers, and small teams
- Offers immense flexibility and scalability that allows the tool to grow with your team
- Generates actionable reports backed with data-driven analytics to power effective decision-making
Limitations
- The extensive project management features may make the learning curve steep
- The project management app may lag slightly on mobile when dealing with large datasets
2. Asana
Asana is a popular project management software known for its intuitive and minimalist interface. Designed to facilitate collaboration, Asana brings project teams on the same page with excellent features for visualizing project timelines and task dependencies.
The clutter-free interface and focus on task clarity make Asana suitable for projects demanding focus and clear communication.
Key features
- Manage projects, tasks, milestones, and dependencies in the timeline view
- Automate recurring tasks and workflows with project automation tools
- Prioritize and organize tasks with custom tags
- Gain actionable insights with advanced reporting dashboards
Advantages
- User-friendly interface makes it easier for even beginners to use the project management tool
- Facilitates team collaboration through features like file sharing, task comments, etc.
- Offers detailed project templates for common workflows
Limitations
- Lacks a native time-tacking functionality
- Reporting dashboards are only available in premium plans
- Feels overly simplistic for highly complex projects
3. Monday.com
Monday.com is a versatile work operating system that marries visual project management with powerful automation to save time and drive efficiency.
This tool features a highly visual and vibrant interface, making task management easy. From offering information at a glance to supporting team collaboration, it is a structured virtual workspace for teams to get work done.
Key features
- View project and task contents in a highly visual board with customizable columns
- Configure project templates to match specific industry or team function requirements
- Monitor productivity and generate accurate invoices with time-tracking widgets
- Set up automation to simplify repetitive and recurring tasks
Advantages
- Highly versatile, catering to diverse businesses and teams across different industries
- Supports team collaboration with real-time updates and tagging
- Powers data-driven decisions through customizable dashboards and reports
Limitations
- The highly visual nature of Monday.com boards makes the project management environment overly simplistic
- Storage options are limited in lower-tier plans
- Does not offer offline support
4. Wrike
Wrike is a project management tool for detailed project tracking and reporting. It emphasizes productivity and customization, making it ideal for IT, marketing, and creativity projects.
The tool packs powerful work management features, such as resource allocation and time tracking, which allow teams to stay organized and efficient.
Key features
- Map out tasks based on priorities, dependencies, and milestones
- Collaborate with other team members in real time with features like live document editing
- Customize workflows and manage resources depending on team requirements
- Make smarter decisions with data-driven and visual dashboards and reports
Advantages
- The project management workflows and reporting tools are highly customizable according to project requirements
- Offers a secure environment with robust access and role-based controls and permissions
- Facilitates intuitive file management and approval processes
Limitations
- The pricing structure is restrictive for small teams
- Demands significant onboarding for new users
- Project management functionality in the free plan is restrictive, especially when compared to competitors
5. Trello
Trello’s visually focused task management capabilities make it a popular project management software among visual learners. It is entirely based on Kanban Boards and is suitable for small projects with basic task management requirements.
The power-ups available on Trello enhance the platform’s flexibility and integration capabilities. This allows project managers to customize their workflows and include advanced features as needed.
Key features
- Organize tasks into intuitive boards, lists, and cards for effective task management
- Map out deadlines in calendar view for strategic planning and implementation against a timeline
- Use Butler to automate and streamline project workflows
- Add power-ups for integration with Slack, Google Drive, GitHub, etc.
Advantages
- Simple and easy to use with a drag-and-drop functionality
- The free version supports unlimited boards and team members
- Suitable for managing personal and professional projects
Limitations
- Does not support advanced features for reporting and analytics
- Poses limitations when managing complex projects
- Power-ups are only available in paid plans for full functionality
Project Management Software Evaluation Process: A Step-by-Step Guide
Selecting the best project management platform is an exhaustive process. Here’s a step-by-step guide to choosing the right project management software:
Step 1: Define your needs
Before diving into the many project management tools, document your needs—types of projects, team size and structure, business objectives, and baseline expectations to define your requirements.
Additionally, consider integrations, system requirements, and device compatibility.
Step 2: List and categorize features
Once you have your needs, segment the features into ‘must-have,’ ‘nice-to-have,’ and ‘non-essential’ categories.
For example, must-haves should include task management, collaboration tools, reporting and analytics, and integrations. Similarly, advanced features like automation could fall under the “nice-to-have” category.
Fine-tune this list to prioritize what your business, project, or team needs immediately while keeping room for future growth and enhancements.
Step 3: Explore different options
Start with online research or connect with peers or industry groups to get leads. Focus on project management tools that align with your industry and scale of operation.
For instance, a large enterprise may require portfolio management features, while a small business could make do with simple task management. So, list five to ten project management tools that meet your initial criteria.
💡 Pro Tip: Use third-party software review websites like G2, Capterra, TrustPilot, etc., to read reviews and ratings of project management software users to understand the tool’s impact and capabilities at the grassroots level.
Step 4: Evaluate shortlisted options
Compare feature sets, pricing, customer reviews, ratings, and scalability to understand what they offer.
Once you have a smaller list, ask yourself and your team key questions like:
- How does this project management software meet our most critical needs?
- Does this project management solution integrate with our other tools?
- Are there any hidden costs or add-ons that we need for basic functioning?
- Does the total cost of the project management software align with our budget?
- Is the platform intuitive and easy for our team to use?
- Can the platform scale to our future needs?
Such a detailed evaluation will help you refine your options and identify solutions that align with your requirements.
Step 5: Try out the project management platform
Here’s where you conduct a hands-on project management platform evaluation.
Request a free trial or schedule a demo to experience the project management solution. Test its ease of use, responsiveness, and effectiveness with real tasks, and evaluate the interface, business process handling, and team adaptability.
In addition to testing the features and functionality, evaluate the software’s cloud computing capabilities, focusing on scalability, accessibility, and performance.
Check for reliable cloud solutions, uptime guarantees, global server availability, real-time synchronization, cross-device compatibility, and offline access. Ensure compliance with regulations like GDPR/HIPAA and assess disaster recovery protocols.
Finally, bandwidth usage and speed should be reviewed to ensure performance during peak loads, supporting operational continuity and hybrid/remote work.
Step 6: Collect team feedback
The team is the primary user of the project management software, apart from your project manager. As such, their opinions matter.
So, ask team members who participated in the trial to share their honest thoughts and opinions on the product experience. Focus on aspects like ease of use, productivity improvements, and any challenges they faced.
You may involve the IT team to analyze the platform’s cloud capabilities and the cybersecurity team to assess its security features.
Getting such direct feedback ensures that the chosen solution benefits all those involved.
Step 7: Analyze your findings
The final stage of project management software evaluation is consolidating all the feedback and data in a centralized document.
Use a scoring system or develop a weighted matrix to compare the shortlisted tools against your initial requirements and usage experience and assess objectively how well each platform meets your needs.
The project management software evaluation criteria shared above work well as parameters for such comparisons. For a balanced evaluation, consider any long-term benefits and potential drawbacks.
Then, it’s all about making the final decision!
Implementing Project Management Software in Organizations
Project management software implementation requires strategic planning and execution to deliver a smooth transition and long-term success.
Here are some best practices for effective adoption and implementation:
- Secure leadership buy-in by highlighting the benefits of project management software. Their active support influences team acceptance and adoption
- Exemplify how the project management solution simplifies work and drives productivity to neutralize any resistance to change
- Launch a pilot project involving smaller teams for a gradual rollout. After resolving implementation issues and gaining team familiarity, transition to full-scale operations.
- Plan a phased data transfer strategy to prevent losses and minimize disruptions
- Provide comprehensive training and onboarding support through tutorials, how-to guides, training seminars, hands-on workshops, and other resources to address your team’s common challenges
- Define roles, responsibilities, and workflows in the software to ensure transparency, reduce confusion, and improve efficiency
- Encourage active feedback from team members and adjust the workflows depending on such inputs to embrace new ways to work
Become a Pro at Project Management Software Evaluation
Evaluating project management software is crucial for team success and efficiency. Defining clear criteria ensures you choose the right tool and follow a structured assessment process.
Among the different project management platforms available, stands out for its ability to wear many hats.
From its powerful task management features, team collaboration tools, and advanced functionalities, is a one-stop, effective project management solution.
Sign up to now and experience how it outshines other project management tools!
Everything you need to stay organized and get work done.
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