IT Project Management Software Buyers Guide
Last updated: September 26, 2023
IT departments are vital to the success of modern businesses, providing essential technological solutions that streamline operations and drive growth. However, managing complex IT projects with multiple stakeholders, tight deadlines, and intricate technical details can be daunting.
To tackle these challenges, many businesses turn to IT project management software solutions that help them stay organized and on top of their project timelines.
But with so many options available, choosing the right IT project management tool can be overwhelming. That's why we've put together this buyer's guide, which provides key considerations to help you select the software that can support your information technology projects from start to finish.
What is IT Project Management Software?
IT project management software is a specialized type of project management solution designed to help IT professionals plan, execute, and control their projects effectively. The program provides a centralized platform where IT project managers and team members can collaborate on tasks, share resources, and communicate project status updates.
It typically supports functionalities, such as project planning, resource management, risk management, deadline alerts, backlog management, budget tracking, and reporting. These features enable IT teams to deliver projects on time and within budget.
Moreover, IT project management apps help keep project teams on track and well-informed throughout the project's lifecycle. Project developers can easily visualize the roles and responsibilities of each team member, track progress in real time, and manage project timelines.
Is IT Project Management Software Different from Generic Project Management Software?
IT project management solutions and generic project management programs are two distinct types of tools. IT project management tools are specifically tailored to the needs of information technology projects, while traditional PM products are designed to manage a range of different types of projects.
The key difference between the two is that IT project management apps cater to the unique needs of software development and information systems teams, providing features, such as bug tracking, code repository management, and collaboration tools. Generic project management software solutions, on the other hand, offer a broader range of features that cater to a variety of industries and project types.
In our Features section below, we will dive into the specific functionalities of IT management software and how they can help project managers deliver successful projects.
Why Do IT Teams Need Project Management Software?
Managing information technology projects can be a daunting task, especially as they grow in complexity. IT project management solutions offer a comprehensive set of tools that can streamline workflows, improve collaboration among team members, and monitor project performance. Therefore, using project management apps can be a smart move for any IT team looking to optimize their project management processes.
Here are some compelling reasons why IT teams should consider using them:
1. Improved Planning and Scheduling
Project management software provides IT teams with the necessary tools for planning and scheduling their projects effectively. With features like Gantt charts and task management, project managers can easily visualize work progress and set deadlines to ensure that the project is delivered on time.
2. Better Collaboration
Information technology projects often require team members to collaborate from different departments or even different locations. Project management solutions provide a centralized platform where teams can work together seamlessly, communicate effectively, and share files and documents in real time.
3. Effective Risk Mitigation
IT projects are inherently risky, and PM tools can help teams identify and mitigate these risks before they become bigger problems. With features like risk management and issue tracking, users can quickly identify and address potential issues before they impact the project's timeline or budget.
4. Enhanced Productivity
IT management software solutions can enhance team productivity by automating repetitive tasks, providing real-time status updates, and streamlining communication. This empowers team members to focus on their work and deliver high-quality results quickly and efficiently.
5. Scalability
Project management tools are designed to be scalable, allowing project managers to add new team members, resources, and tasks as the project evolves.
6. Informed Decision Making
IT project management software provides real-time insights into project progress, resource allocation, and budgeting. By using this data, project managers can make informed decisions, identify potential risks and opportunities, and adjust project plans accordingly.
7. Increased Transparency
Teams can get an overhead view of project progress, tasks, and dependencies. They can also use IT project management tools to maintain transparency throughout the project lifecycle, ensuring project success and customer satisfaction.
Common Features Needed in IT Project Management Tools
While IT project management software is crucial for project success, it's important to remember that not all tools are created equal. The specific features and capabilities of each product can vary and choosing the right tool for your project can have a significant impact on its success.
Let’s take a closer look at the key features that are needed in IT project management tools to ensure successful project completion.
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Charts and Timelines
Reporting and Analytics
Task Management
Collaboration Tools
Time and Expense Tracking
Risk Management
Project Templates
Access Control
File Management
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How to Decide Which IT Project Management Tool is Best for You?
We have devised five-point criteria to help you decide which software is best suited for you.
What you need to do:
- Put a tick against each of these basic IT management software design benchmarks.
- Shortlist your top five contenders; test them individually or collectively.
We have also compiled a list of the top-five IT project management tools a few sections down; they can serve as a good starting point for your analyses.
See the checklist below and remember that the software with the most checks wins (our recommendation for you to go ahead with to the next stage; with the steps listed below the following list).
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IT Project Management Software Evaluation List
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Next, you need to narrow your choice to one IT project management app. Visit its product profile page – use our search bar above – to book a demo or get pricing (accurate, updated, custom plan figures for your workplace) so you can get subscribed quickly.
IT Project Management Software Pricing
IT management software pricing typically varies based on features, scalability, and vendor support. Some vendors offer free or limited functionality versions, while others charge a one-time or subscription fee for more advanced features. Pricing can also depend on user count, organization size, and customization needs. Evaluating pricing options and considering long-term costs, such as training or support fees, is essential.
| On average, pricing falls between $5 to $25 per user per month but can go up for more advanced or enterprise-level software. |
For more pricing information, download our comprehensive project management software pricing guide 2023.
Best IT Project Management Tools
IT departments have a range of project management software options to choose from, making it challenging to identify the best one to meet their needs. To simplify your search, we have curated a list of the top five products that can help improve your project management processes. In this section, we will dive into their features, pricing, and benefits, helping you make an informed decision that caters to your business requirements.
Aha Software
Aha! is a feature-packed IT project management software designed to help teams create, prioritize, and manage their product roadmaps. The cloud-based solution combines customizable dashboards, strategic planning, and comprehensive reporting features within a shared workspace.
From ideation to launch, Aha software streamlines the entire product development process, enabling teams to deliver high-quality products faster and more efficiently.
Pricing
- Aha! Create: $0/user/mo
- Aha! Develop: $9/user/mo
- Aha! Ideas: $39/user/mo
- Aha! Roadmaps: $59/user/mo
Key Features
- Visual Roadmaps: Plan and prioritize IT projects with clear visual roadmaps that help address core infrastructure, manage technical debt, and drive growth-oriented innovation.
- Resource Management: Manage workload and allocate resources effectively with robust capabilities that provide visibility into team capacity and availability.
- Reporting and Analytics: Track project progress and performance using Aha!'s reporting and analytics features. Gain insights to make data-driven decisions and optimize project management processes.
Pros and Cons
| Pros | Cons |
| User-friendly interface | Steep learning curve |
| Robust reporting capabilities | Expensive pricing plans compared to other options |
| Customizable workflows |
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Jira Software
Jira Software is an all-in-one IT project management app designed to help teams plan, manage, and release their software development projects. The program is specifically built to streamline the entire software development lifecycle, from ideation to deployment, by enabling teams to create and prioritize tasks, track progress, and report on project status in real time.
Overall, it is one of the best project management software that supports various agile methodologies to help IT teams complete projects on time and within budget.
Pricing
- Free: $0/user/mo (for up to 10 users)
- Standard: $7.75/user/mo
- Premium: $15.25/user/mo
- Enterprise: Custom pricing
Key Features
- Agile Project Management: Manage sprints, plan releases, and track progress using Scrum or Kanban methodologies.
- Issue Tracking: Assign and manage issues, bugs, and feature requests, while setting deadlines for resolution.
- Integrations: Connect with a wide range of IT tools and platforms, including software development, project management, and collaboration tools.
- Collaboration and Communication: Keep IT teams connected and informed throughout the project lifecycle with tools, such as boards, real-time updates, and team calendars.
Pros and Cons
| Pros | Cons |
| Versatile platform for different agile methodologies | Complex interface |
| Ability to manage multiple projects | Requires regular maintenance and updates |
| Customizable workflow fields |
Asana Software
Asana is a cloud-based IT management software solution that offers a range of powerful tools to help teams manage workloads, prioritize tasks, and meet project requirements. It enables real-time collaboration, streamlines communication, and tracks progress toward project goals.
Users can manage the entire project process, from planning to monitoring, making Asana software ideal for IT deployments. It also helps IT Helpdesk teams manage support tickets, prioritize issues, and create a knowledge base for providing high-quality support to end-users.
Pricing
- Basic: $0/user/mo
- Premium: $10.99/user/mo
- Business: $24.99/user/mo
Key Features
- Timeline: Use timelines and build Gantt charts to map out project plans, identify dependency conflicts, and track progress with ease.
- Goals: Set and track strategic goals in one place, ensuring team alignment and progress tracking.
- Boards: Use digital Kanban boards to visualize project progress, track task movement from "to-do" to "done," and keep everyone on the same page.
- Mobile Apps: Manage tasks, share ideas, and collaborate with your team from anywhere.
Pros and Cons
| Pros | Cons |
| Intuitive and user-friendly interface | Can be overwhelming for small teams |
| Comprehensive resource management features | Limited options for customization |
| Integrates with a variety of third-party tools |
Wrike Software
Wrike software is a top-rated project management software that offers advanced features to help users achieve their information technology project goals efficiently. With customizable templates, intuitive Gantt charts, and robust security measures, it empowers IT teams to plan, execute, and track complex projects within a shared workspace.
It also features a comprehensive suite of resource management solutions that help teams efficiently manage workloads and track individual productivity levels.
Pricing
- Free: $0/user/mo
- Team: $9.80/user/mo
- Business: $24.80/user/mo
- Enterprise: Custom pricing
- Pinnacle: Custom pricing
Key Features
- Gantt Charts: Plan, manage, and communicate project timelines, milestones, and task dependencies in a visual and easy-to-understand way.
- Dynamic Request Forms: Streamline the request process and eliminate delays with customizable forms that automate approval workflows.
- Dashboards: Get a bird's-eye view of project progress, team performance, and key metrics with customizable dashboards.
- Project Resource Planning: Plan and assign tasks based on each team member's availability, skillset, and workload.
Pros and Cons
| Pros | Cons |
| Real-time updates and notifications | Steep learning curve for new users |
| Comprehensive project management features | Customer support can be slow to respond to inquiries |
| Customizable workflows and templates |
Clickup Software
ClickUp software is a versatile project management tool that offers a diverse range of features for IT teams, including agile dashboards, sprints, automations, task priorities, and custom statuses. The software provides a unified suite of solutions to streamline project workflows, improve team collaboration, and increase overall productivity.
Overall, it is a highly affordable solution that empowers teams to manage tasks, deadlines, and resources, all in one centralized location.
Pricing
- Free Forever: $0/user/mo.
- Unlimited: $5/user/mo.
- Business: $12/user/mo.
- Business Plus: $19/user/mo.
- Enterprise: Custom pricing.
Key Features
- Automation: Automate routine work and processes using triggers, conditions, and 50+ actions for efficient IT project management.
- Templates: Save time with hundreds of pre-built templates for tasks, checklists, teams, and use cases that can be customized to fit each project's specific needs.
- Integrations: Connect with over 1000 tools, including messaging apps, calendars, and cloud storage, to streamline communication and keep all project-related information in one place.
- Dashboards: Visualize progress and track performance in real-time with customized dashboards that display the most important metrics for each IT project.
Pros and Cons
| Pros | Cons |
| Highly customizable | Limited mobile app functionality compared to the desktop version |
| Allows for seamless collaboration among teams | Occasional glitches |
| Intuitive and user-friendly interface |
Frequently Asked Questions
What tools do IT project managers use?
IT project managers use a range of tools to manage projects effectively, such as Gantt charts and work breakdown structure for planning, project baseline for tracking progress, team building activities for collaboration, and a communications management plan for effective stakeholder communication.
What are the examples of IT project management projects?
There are numerous examples of IT project management projects, such as software development, network infrastructure upgrades, cloud migration, mobile app development, cybersecurity implementations, database management, website design and development, and system integration.
What are the 5 phases of IT projects?
The five phases of information technology projects include:
- Initiating.
- Planning.
- Execution.
- Monitoring/controlling.
- Closure phase.
Why are IT projects difficult to manage?
IT projects can be difficult to manage due to their complexity, technical nature, changing requirements, and significant resource investments. Effective project management practices and risk management strategies can help mitigate these challenges.
Why do so many IT projects fail?
IT projects can fail for various reasons, such as poor project planning, lack of stakeholder involvement, scope creep, insufficient resources, unrealistic timelines, technical issues, and unexpected events.
Additionally, the lack of communication and collaboration among project team members and stakeholders can lead to misunderstandings and misaligned expectations. To mitigate the risks of project failure, it's essential to implement effective project management practices and establish clear communication channels.
In Conclusion
Selecting the right project management software is critical for ensuring the success of your IT projects. It's important to carefully assess the features and factors that align with your team's needs for efficient resource management and project delivery. Our comprehensive buyer's guide provides you with key insights to make an informed decision and choose the product that delivers measurable results and improves overall efficiency.
By following the information provided in this guide, you can confidently navigate the software market, identify the ideal solution that aligns with your organization's unique needs, and ensure the success of your IT projects.
To learn more about IT management software, schedule a consultation with one of our experts and get personalized recommendations based on your unique needs.
