Top Project Management Softwares you need to know about

Introduction

Have you ever worked on a school project with friends? Maybe you had to share tasks, keep track of what everyone was doing, and make sure the final project was finished on time. That’s exactly what project management is all about—organizing tasks and people to reach a goal.

Project management software is a tool that helps groups of people (like teams at school or in businesses) do their work better. It keeps everything in one place: tasks, deadlines, files, messages, and charts. Instead of using messy to-do lists and notes, everyone uses this software to stay organized. (The Digital Project Manager)

In this article, you’ll learn:

1. What project management software is
2. Important features to look for
3. Popular tools today
4. How to pick the right one

What Is Project Management Software?

Project management software is an online app (or sometimes a downloadable program) that helps people:

• Plan work and set deadlines
• Assign tasks to different people
• Track progress and see who’s doing what
• Keep all project files and messages in one place (Planview)

Imagine a big shared notebook where everyone writes down their job, when it’s due, and any messages or files they need to share. A computer program sorts it all neatly and shows it in calendars, charts, or colorful boards. Teams use it to stay on track and finish projects faster and better.

Why Do We Use It?

Here are some reasons why project management tools are helpful:

1. Stay Organized: No more messy paper lists or lost homework—everything is in one place. (Business News Daily)
2. Cover All Tasks: Break big tasks into smaller ones and give them to your teammates. (The Digital Project Manager)
3. Meet Deadlines: See due dates and schedules so no one misses a deadline. (Scoro)
4. Work with Others: Chat, comment, and share files right inside the tool. (Wikipedia)
5. Manage Resources: See who’s busy, who’s free, and avoid giving too much work to one person. (The Digital Project Manager, Kantata)
6. Track Time & Money: Some tools record how much time was spent, which helps with budgeting and reports. (The Digital Project Manager)
7. See Big Picture: Dashboards and charts show what’s finished, what’s late, and what’s coming up. (The Digital Project Manager, Kantata)
8. Speed Things Up with Automation: It can send reminders, do repeated tasks, and update status automatically. (G2)

Thanks to these features, teams have fewer mistakes, better communication, and clearer progress.

Top Features to Look For

Every project management tool has its own strengths, but these are the key features to consider:

1. Task Management

Break big projects into smaller steps—called tasks. Assign each task to a person, add a due date, and check off when it’s done. This is the core feature. (The Digital Project Manager)

2. Planning Tools

Use calendars or Gantt charts (bar charts that show when tasks start and end). They help you see the whole timeline and who works on what. (Scoro, Kantata)

3. Communication & Collaboration

Comment on tasks, tag teammates, chat, and share files—all in one place. Keeps details together. (The Digital Project Manager)

4. Resource Management

Know who’s busy and when. Put the right people on the right tasks without overloading anyone. (The Digital Project Manager, Kantata)

5. Time & Budget Tracking

Record how long tasks take and how much things cost. Helps you stay on budget and know which tasks take the most time. (Scoro, The Digital Project Manager)

6. Dashboards & Reports

Visual charts and summary screens show project health—what’s on time, what’s late, who’s behind. (The Digital Project Manager, Kantata)

7. Multiple Views

See your work as lists, boards, timelines, or calendars. Choose whichever view helps you most. (TechRadar)

8. File Storage & Sharing

Upload documents, images, and other files where everyone can find them—no more lost papers. (The Digital Project Manager, BCS ProSoft)

9. Integrations

Link with tools like Google Drive, Slack, Excel, or email so everything connects. (The Digital Project Manager, The Guardian)

10. Automation

Set rules like “when a task is done, send an email” to reduce repetitive work. (The Digital Project Manager, The Guardian)

Examples of Popular Tools

These are some of the top project management tools in 2025:

Asana

• Great for teams of all sizes
• Offers tasks, deadlines, dashboards, and automation
• Scalable and full of advanced features (project-management.com, Efficient App, The Guardian, Asana)

monday.com

• Easy to use and colorful interface
• Known for automations and smooth workflows
• Frequently awarded top tool (The Digital Project Manager, G2)

Trello

• Uses boards, lists, and cards
• Simple and based on Kanban method
• Offers lots of integrations and a free version (Lifewire)

Jira

• Popular for agile teams and software developers
• Tracks bugs, fixes, and sprints
• Made by Atlassian and used worldwide (Wikipedia)

ClickUp

• Combines tasks, docs, chat, and spreadsheets
• “All-in-one” for different styles of work
• Founded in 2017 and growing fast (Wikipedia, Reddit)

Smartsheet

• Feels like working in a spreadsheet with extra project features
• Offers dashboards, automation, and Gantt charts
• Ideal for beginners and business users (Scoro, Accelo)

ProjectLibre

• Free and open-source alternative to Microsoft Project
• Provides Gantt charts, scheduling, and cross-platform support
• Latest version released April 28, 2025 (Wikipedia)

There are also enterprise tools like Adobe Workfront, Wrike, Planisware, Primavera, and Celoxis that help large companies handle massive project portfolios. (The Digital Project Manager)

Choosing the Right Tool

Here’s how to decide which tool is best for your team:

1. Think about your team size and project type
   • Small or new teams? Try Trello, Asana, ClickUp, or monday.com.
   • Software or technical teams? Jira is a favorite.
   • Budget-conscious or school use? Use free versions like ProjectLibre or Trello.
2. List the must-have features
   • Do you need time tracking? Gantt charts? Automation?
   • Make a checklist, compare each tool against it.
3. Test with small groups
   • Most tools offer free plans or trials. Use them to test tasks, boards, deadlines, and file sharing.
4. Check integration with tools you already use
   • Does it work with Google Drive, Teams, Slack, or email?
5. See how easy it is to learn
   • Smartsheet is easy for spreadsheet users.
   • Trello looks like sticky notes; others may need training.
6. Plan for scaling up
   • If your team grows or projects get complex, switch to tools like Asana, monday.com, Wrike, or enterprise software.
7. Stay within your budget
   • Compare prices: free, $5–$15 per user, or $25+ for premium features.

Remember these common mistakes:

• Choosing a tool just because it’s popular
• Ignoring user-friendly features
• Forgetting to test with the whole team
• Underestimating training setup and time needed

Real‑World Examples

• Smartsheet helped Uber cut planning time in half, saving over 1,000 staff hours (Wikipedia, The Digital Project Manager, The Guardian, TechRadar, The Digital Project Manager)
• GSK, a big pharmaceutical company, uses Smartsheet to improve transparency, reporting, and workflows for their regulatory teams (The Guardian)
• For remote teams, Slack (though not a full project manager) was praised for communication features and integrations—sometimes even outperforming tools like Asana and Teams. (TechRadar)

Final Thoughts

Project management software is like a digital toolbox to help teams do their best work together. Whether for a school project or a big business, these tools make it easier to:

• See who is doing what
• Meet deadlines
• Share files and chat
• Track time and budgets
• Make decisions using dashboards and reports

There’s no one perfect tool for everyone. Choose based on how easy it is, what features you need, how big your team is, and your budget. Start small, test it out, and grow from there.

Summary Table

Next Steps

1. Pick techniques: Decide which tools fit your team’s size and goals.
2. Try some: Use free plans of Trello, Asana, or ProjectLibre.
3. Invite teammates: Start with a few tasks and see how it works.
4. Learn: Check out tutorials and help guides for your chosen tool.
5. Iterate and grow: Update your process based on feedback and needs.

Glossary

• Task: A small piece of work that someone can do.
• Gantt chart: A timeline view of tasks and deadlines.
• Kanban board: A board with cards you move across stages (like To Do → Doing → Done).
• Dashboard: A screen showing a project’s overall progress.
• Automation: Rules that trigger actions automatically (e.g., notify someone when a task is done).

Your Turn

Working on a group assignment or a project? Try one of these tools this week! Set up tasks, assignments, and deadlines. Share files and watch how it makes teamwork smoother.

Good luck—and enjoy organizing your projects! 😊