Do you know that only 2.5% of companies worldwide – every sector and vertical – manage to complete their projects one hundred percent? To full satisfaction.

A shocking revelation, right?

We unearthed this stat from the PWC’s 2014 ‘Project Management: Improving Performance, Reducing Risk’ report, recently. And based on our internal projections, the situation’s only improved by modest standards since its publishing (though we’re still waiting on an outside numerical confirmation on this).

Still, the figure is unsettling, especially considering how much lost efficiency – in terms of wasted resource costs and productivity – could have been saved had project planning software been used. After all, project management software has been popular since the late 90s.

As a business or non-profit organization, we’re quite certain you don’t want to suffer or explain less-than-optimal project management to your key stakeholders. Particularly if there are a lot of money and market share calculations on the line (generally the case).

Well, the right project planning tools are the easy fix to this problem. 77% of the highest-performing teams use them daily, in fact, to streamline their workflows.

But how do you pick the best option from the deluge: the needle in the haystack for your operational needs and budget?

Read on as we elaborate on the case – give you actionable pointers for a perfect project management tool search and subscription run!

Let’s go.

5 Things to Consider When Exploring Project Planning Software for Your Business
Our Top 10 Planning Project Management Software Tool Recommendations
Expert Tips on Getting Started/Onboarded
We’re Here to Resolve any Hiccups along the Way!

Five Project Planning Software Evaluation Cues

Project Manager Evaluating Software DALL E

When you load up any online software review platform to scout project management tools (‘PM Tools’ for shorthand), you’re going to discover a handful (read: a mountain). So, you need certain criteria – vouched by the experts – to sift the wheat from the chaff.

Here’s what you need to consider.

Before Jumping In

Start with documenting (not imagining) a clear picture of your organization’s strategic and operational contexts. Things like:

What do you do (product/service dispensation, competitive industry landscape, USP, etc.)?
How do you do it (a high-level and micro rundown of your operational processes, senior management strategy, GTM tactics, etc.)?
Your current state of project management (how your project managers handle workflows/existing project planning tools usage, project success rates, opportunity gaps, losses, etc.)?
Your anticipated ideal (how you would like to operate)?

This context is crucial for getting into the selection process right.

We’ve found that even with the most experienced enterprise project managers, complacency in this stage is gutting for forward progress.

The 5 Commandments of Project Management Tool Checking

Now, with your current and anticipated state of business PM clearly mapped/project complexity analysis done, you’re ready to start evaluating your project planning software picks.

And if you don’t have any clue about the scores of options on offer, don’t worry.

Simply skip to the next section, where we’ve listed our expert-curated, best project planning tools top-ten list.

Coming back, see if the software meets the following criteria:

The Tool Should Be Easy to Use

A tool with a complex user interface can be difficult to use and may impede productivity. Therefore, it's essential to choose user-friendly and easy-to-navigate project planning software. Before making a commitment, you should check if the system provides a demo or trial period to get a feel of its usability.

The Tool Should Integrate Well

The project planning tool should be able to integrate seamlessly with the other platforms that your team uses. This can include email apps, file-sharing services, communication tools, and more. Integration can significantly streamline workflow and improve efficiency.

The Tool Should Provide Reliable Customer Support

Good customer support is important for any software subscription. Check if the provider offers timely and effective support in case you run into any issues. This can include live chat support, email support, or phone support.

The Tool Should Fit Your Budget/Be Cost-Effective

Understand the pricing structure of the tool. Some project management apps have a flat fee, while others charge per user. Check if there are any hidden costs involved. Also, consider the tool's return on investment. A more expensive option might offer more features and save time, thereby justifying the cost.

The Tool Should Offer Data Privacy and Security

Ensure the vendor has adequate measures to ensure your data is safe and secure. Check for any encryption protocols or authentication requirements.

If your shortlisted project planning software is good on these fronts, you likely have a winner on your radar.

Go ahead and apply for the subscription.

Our Top Planning Project Management Software Picks

Whether you’re a field newbie or a pro project management software user, it’s always best to take stock of what the vets say.

Our software analysts are always on the prowl for the ‘best project management tool’ lists that crop up every now and then. And they take pains – though not a lot; it’s all they do, frankly – to check if the claims stand up to reality.

They also evaluate these offers on the five usage benchmarks already discussed, so you (our reader) can get reliable intel.

Even if you already have a decent project planning tool subscription or are fed up with one, these could be better.

Software Finder’s Best 10 for 2024

Without any further ado…in no order of preference and mentioning the competitive advantage (by industry type) offered by each:

Let’s explore each.

Basecamp

Basecamp is a popular project planning software and team collaboration tool that helps businesses stay organized, communicate effectively, and keep track of their work. It is known for its simple, intuitive interface and a wide range of features designed to streamline workflow and enhance productivity.

The software offers several key features, including to-do lists, message boards, schedules, document/file storage, and real-time group chat. These are designed to centralize all the tasks, discussions, documents, and timelines related to a project in one place, making it easy for teams to stay on the same page.

To-do lists in Basecamp allow you to assign tasks to team members, set due dates, and track progress. The message board is a space for announcements, updates, or any long-form communication that doesn't get lost in the shuffle of emails. The schedule feature keeps track of important dates and deadlines, while the automatic check-ins help to keep everyone accountable.

One of the standout attributes of Basecamp is the ‘Campfire’, a real-time group chat where teams can have informal discussions and quick check-ins. This feature promotes spontaneous communication and fosters a sense of community within the organization.

Despite its robust features, Basecamp maintains a user-friendly approach, making it accessible even for non-technical users. It's an ideal tool for small to medium-sized businesses looking for an efficient way to manage projects and foster team collaboration.

However, it might not be the best fit for larger organizations or those with more complex project management needs due to its limited task management functionalities.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: To-do lists, file sharing, message boards, schedules, automatic check-ins, and real-time group chat. It also provides a search feature to find past discussions and files.
Best Industry Fit: Small to medium-sized businesses across various industries.
Pros: User-friendly interface, promotes team collaboration.
Cons: Limited task management features, robust time tracking requires integrations, unsuitable for larger organizations/complex workflows.

PRICING

Please head to our Basecamp Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Monday.com

Monday.com is a versatile project management software designed to streamline workflows, enhance efficiency, and improve transparency within teams. Its colorful, intuitive interface and customizable features make it a popular choice among businesses of all sizes across a range of industries.

One of the platform's key strengths lies in its flexibility. It offers a variety of templates for different types of workflows, such as project tracking, task management, and even CRM and software development. However, these templates are just starting points — you can fully customize your boards to fit your team's specific needs and processes.

In addition to task management, Monday also offers visual project timelines, progress tracking, and time tracking. The visual project timelines, or Gantt charts, help you see the bigger picture of the project and understand how different tasks are interconnected. The progress and time tracking features help ensure that all team members are on track and that deadlines are met.

Another standout feature of Monday.com is its automation capabilities. You can automate routine tasks, such as moving a task to 'done' when all its subtasks are completed or sending a notification when a task is overdue. This not only saves time but also reduces the chance of human error.

Integration with popular tools is another area where Monday.com shines. It can integrate with a wide range of tools, including Google Calendar, Slack, Zoom, and more, making it easier for teams to collaborate and communicate.

The system maintains a user-friendly approach and provides robust customer support, including a comprehensive knowledge base and responsive customer service. However, it can be overwhelming for new users due to its wide array of features and customization options.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Customizable workflows, time tracking, automation, integration with popular tools, and visual project timelines.
Best Industry Fit: Marketing, IT, and operations teams in medium to large businesses.
Pros: Highly customizable, integrates with many tools.
Cons: Can be overwhelming for new users, relatively expensive.

PRICING

Please head to our Monday.com Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Wrike

Wrike is a powerful project management platform designed to optimize workflow, foster collaboration, and increase overall productivity. Used by businesses of all sizes across various industries, it offers a comprehensive suite of tools to manage every facet of project planning and execution.

The software provides robust task management features, enabling users to create tasks, set priorities, and assign them to team members. Tasks can be organized into folders or projects, and deadlines can be tracked using the built-in Gantt chart feature.

One of Wrike's standout features is its flexibility. It allows for full customization of dashboards, workflows, and reports to fit the unique needs of your team or project. You can easily configure your workspace to display only the most relevant information, helping to streamline operations and reduce clutter.

Wrike also excels in the area of collaboration. It provides a centralized space for team communication, file sharing, and document version control. The software integrates with popular third-party applications like Google Drive, Dropbox, and Microsoft Office, allowing you to seamlessly share and collaborate on documents within the Wrike platform.

Moreover, Wrike's automation capabilities can help save time and reduce manual effort. You can automate routine processes such as task assignment, status updates, and report generation, allowing your team to focus on higher-value activities.

The tool's only peeve is this: New users might have a learning curve due to its extensive capabilities and customization options.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Task management, project planning, collaborative document editing, project progress tracking, and custom dashboards.
Best Industry Fit: Marketing, creative, and product teams in medium to large businesses.
Pros: Powerful project management features, good for complex projects.
Cons: Steep learning curve, the user interface can be improved

PRICING

Please head to our Wrike Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Asana

Asana is a robust and flexible project management platform designed to help teams organize, track, and manage their work effectively. The software simplifies project planning and fosters collaboration among team members, and is suitable for businesses of all sizes across various industries.

At its core, Asana provides comprehensive task management features. You can create tasks, set deadlines, delegate them to team members, and categorize them into different projects. Each task can be broken down into subtasks to make large projects more manageable. Tasks can also be viewed in multiple formats, such as lists, boards, calendars, and Gantt charts, providing flexibility and catering to different working styles.

One of Asana's standout features is its customizability. It allows you to tailor workflows to fit your project planning needs. You can create custom fields to track specific information, build custom rules to automate repetitive tasks and generate turnkey reports to analyze project performance/track project progress.

Collaboration is another area where Asana shines. It offers a centralized space for team communication, reducing the need for back-and-forth emails. Each task has a comment section where team members can discuss details, ask questions, and provide updates. Asana also integrates with popular apps like Slack, Google Drive, and Microsoft Teams, allowing for seamless collaboration and file sharing.

Like Wrike, however, Asana can also have a steep learning curve (particularly for first-time project management software users).

In terms of support, Asana provides a wealth of resources, including a detailed help center, an active community forum, and a variety of training materials to help users get the most out of the platform.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Task and project tracking, team collaboration, reporting, and workflow management.
Best Industry Fit: Small to large businesses across various industries.
Pros: Intuitive interface, strong task management features.
Cons: Limited features in the free version, can get expensive for larger teams.

PRICING

Please head to our Asana Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Notion

Notion is a comprehensive project management and productivity tool that combines note-taking, database management, task management, and collaboration functionality into one integrated platform. It's designed to serve as an all-in-one workspace where you can write, plan, collaborate, and organize - essentially, it's intended to replace a plethora of other apps, making your workflow more streamlined and efficient.

At its heart, Notion provides powerful note-taking capabilities. You can create simple to-do lists, write detailed notes with rich text formatting, and even build complex databases. Each note or 'block' in the interface can be moved and manipulated to suit your needs.

When it comes to project planning, Notion offers a great deal of flexibility. You can use pre-made templates or create your own from scratch according to the unique requirements of your project. Tasks can be displayed in various formats like lists, tables, Kanban boards, calendars, or Gantt charts. This ensures that every team member can work in a way that suits their individual style.

Collaboration is another key strength of Notion. Team members can work together in real-time, comment on any block, and assign tasks to each other. The software also supports integrating various media types, including images, web bookmarks, videos, and code snippets, making it a versatile tool for content creation and sharing.

Notion's interface stands out for its minimalist aesthetic and intuitive design. However, its extensive capabilities and flexibility can be difficult for new users to comprehend.

In terms of support, Notion provides helpful resources such as a vast library of templates, detailed guides, and an active community where users can ask questions and share tips.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Combines notes, tasks, wikis, and databases to create a unified workspace.
Best Industry Fit: Small teams and personal use.
Pros: Very flexible, good for note-taking and knowledge management.
Cons: Can be complex to set up, limited integration options.

PRICING

Please head to our Notion Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

ClickUp

ClickUp is a holistic project management and productivity platform that streamlines workflows and enhances team collaboration. Suitable for businesses of all sizes and across industries, the platform aims to be the 'one app to replace them all' by providing a wide range of features that cater to virtually every aspect of project planning and execution.

The software empowers you to effortlessly create tasks, assign them to team members, establish priorities, and monitor their progress. Even intricate projects become manageable as tasks can be further divided into subtasks and checklists. ClickUp offers a unique feature that allows you to view tasks in multiple formats - such as a list, board, box, or Gantt chart - catering to diverse work styles and project requirements.

One of the standout features of ClickUp is its customizability. It allows you to tailor the platform to fit your team's unique workflow. You can create custom statuses, fields, and views and build automation to handle repetitive tasks. This level of flexibility means the interface can be adapted to manage any type of project or process.

Collaboration features are also central to ClickUp. The platform provides a unified space for team communication, with the ability to comment on tasks, share documents, and send direct messages. ClickUp also integrates with a wide range of third-party apps like Slack, Google Drive, and Dropbox, further enhancing its collaborative capabilities.

The platform is visually appealing and intuitive to navigate, though new users may face some onboarding difficulty owing to the program's breadth of functionality.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Task and time management, goal setting, and document collaboration.
Best Industry Fit: Small to large businesses across various industries.
Pros: Comprehensive features, good value for money.
Cons: Interface can be cluttered, steep learning curve.

PRICING

Please head to our ClickUp Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Evernote

Evernote is a versatile project planning and organization tool that caters to individuals and teams looking to streamline their workflow and enhance productivity. It is widely recognized for its robust note-taking capabilities, but it offers much more than that, providing a comprehensive platform for managing tasks, capturing ideas, and fostering collaboration.

The software, a bit like Notion, excels in the realm of note-taking. It allows users to create notes in various formats - text, sketches, photos, audio, video, PDFs, and web clippings. All these different forms of notes can be organized into notebooks, which can further be grouped into stacks to facilitate easy navigation and retrieval.

Regarding project planning, Evernote's flexibility is a major advantage. You can create to-do lists, assign tasks, set reminders, and track progress, all within the app. Its ability to sync across multiple devices ensures your projects and tasks are accessible wherever you go.

The program also offers features that facilitate collaboration. Shared notebooks allow team members to work together on projects, while the chat feature provides a platform for real-time communication.

One of Evernote's most prominent features is its powerful search function. This data scrapper searches text within notes and inside attached images, documents, and PDFs, making it incredibly easy to locate information.

Despite its extensive capabilities, Evernote is known for its clean, user-friendly interface. It's designed to be intuitive and easy to navigate, although new users may need time to fully explore and understand all its features.

In terms of support, Evernote offers a dedicated Help & Learning center, community forums, and direct support (for premium users), ensuring users have the resources they need to get the most out of the platform.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Rich text notes, checklists, and attachments.
Best Industry Fit: Personal use, small teams.
Pros: Good for note-taking, easy to use.
Cons: Limited collaboration features, can get expensive with scaled workflows.

PRICING

Please head to our Evernote Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Smartsheet

Smartsheet is a dynamic project management and collaboration tool designed to increase team efficiency and effectiveness. It provides an intuitive, spreadsheet-like interface with advanced features like Gantt charts, automation, and extensive integration capabilities, making it a powerful choice for businesses of all sizes across industry verticals.

Central to Smartsheet is its grid view, which resembles a traditional spreadsheet but offers much more functionality. You can create tasks, assign them to team members, set due dates, track progress, and add comments, all within this familiar layout. Each row in the grid can represent a task, and associated details can be added in the respective columns.

One of Smartsheet's key features is its flexibility in task visualization. Beyond the grid view, you can switch to card view (Kanban), calendar view, or Gantt chart view depending on your project needs or personal preference. This function makes it easier for teams to manage workflows and track project progress.

Smartsheet also excels in the area of automation. The platform allows you to automate repetitive tasks, such as sending reminders for upcoming deadlines or updating task statuses, freeing up time for more important work.

Additionally, the software supports real-time collaboration, allowing team members to work together seamlessly. Smartsheet integrates with a wide range of other tools, including Google Workspace, Microsoft Office 365, Salesforce, and Slack, further enhancing its collaborative capabilities.

However, some training may be necessary to fully leverage its advanced features.

In terms of support, Smartsheet offers a robust help center complete with guides, video tutorials, webinars, and a community forum where users can share tips and best practices.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Project management, collaboration, and reporting via a spreadsheet-like interface.
Best Industry Fit: Large businesses and enterprises.
Pros: Good for large-scale project management, flexible.
Cons: Interface can be confusing, expensive.

PRICING

Please head to our Smartsheet Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Hive

Hive is a powerful, flexible project management and collaboration platform designed to boost productivity and streamline workflows for teams of all sizes. Its robust features, intuitive interface, and extensive integration capabilities make it a comprehensive solution for managing projects effectively.

Per its fundamental design, Hive operates as a versatile task management system. You can create tasks, assign them to team members, set due dates, attach files, and track progress seamlessly. Tasks can be viewed and managed in multiple ways depending on your preference - as a list, in a Kanban-style board, Gantt chart, calendar, or even in a table format similar to a spreadsheet.

One of Hive's most notable features is its action cards, which serve as the central hub for all task-related information. Each action card contains details about the task, comments from team members, attached files, and a complete history of all activities related to the task. This ensures everyone on the team can access the same information, promoting transparency and efficiency.

Collaboration is at the heart of Hive.

The platform includes built-in chat and video conferencing features, allowing team members to communicate and collaborate in real time without needing to switch between different apps. Additionally, Hive integrates with over 1,000 other tools, including Google Drive, Slack, and Zoom, further enhancing its collaborative capabilities.

Hive also excels in the area of automation. It allows you to automate repetitive tasks using its 'Hive Automations' function. This can save valuable time and ensure consistency in processes across the team.

Despite its extensive functionality, Hive is known for its user-friendly and visually appealing interface. It's easy to navigate and customizable to fit your team's distinct workflow. However, as with any powerful tool, there may be a learning curve for new users to fully understand and utilize all of its features.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Project management, chat, and analytics in one platform.
Best Industry Fit: Marketing and creative teams in medium to large businesses.
Pros: Integrates project management and communication, customizable.
Cons: Can be slow, takes time to set up.

PRICING

Please head to our Hive Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

TeamGantt

TeamGantt is a project planning and management software that focuses on simplicity and ease of use without compromising functionality. It offers an intuitive, visually pleasing interface that allows teams to plan, schedule, and manage projects in real-time using interactive graphics.

At the heart of TeamGantt is its Gantt chart feature, which provides a visual timeline for your project. With this feature, you can effortlessly create tasks, assign them to team members, set start and end dates, and adjust task dependencies. This visual approach provides a comprehensive view of the project timeline, reveals task interconnections, and unveils any possible bottlenecks or scheduling conflicts.

Beyond task management, TeamGantt also offers features that facilitate collaboration and communication within the team. Team members can comment on tasks, upload documents, and track their time, all within the platform. A built-in messaging system also allows for direct communication between team members, keeping all project-related discussions in one place.

TeamGantt also understands the importance of flexibility in project management. That's why it allows you to view your project data in various ways. Aside from the Gantt chart view, you can switch to a list view or a calendar view, depending on your needs.

The interface is intuitive and easy to navigate, even for those who are new to Gantt charts or project management software. This focus on user experience means less time spent learning the tool and more time executing your projects.

KEY TAKEAWAYS FOR PROJECT MANAGERS

Features: Interactive Gantt charts for project scheduling, task management, and team collaboration.
Best Industry Fit: For project managers across industries.
Pros: Easy to use, visually appealing.
Cons: Limited features compared to other tools, can get expensive.

PRICING

Please head to our TeamGantt Project Planning Software profile page for a complete tool overview, updated/custom pricing, demo screening, and accessing authentic user reviews.

Getting Started on Planning Project Management Tools

Ok.

So, by this point, we’re assuming you’ve selected the right project-planning tool for your organization – which is great.

If you’re still unsure which PM software to go for, however, don’t worry.

Just pop over for a quick call with our helpline representatives at (661) 384-7070 they’ll get you signed up for the best subscription for your work needs and budget in no time!

Next is the ‘implementation’ part: installing the project management app across your workflow space(s).

Here are some best practices for getting this right:

Plan Your Implementation

A smooth implementation requires a well-thought-out plan. This includes setting a timeline, assigning responsibilities, and outlining the steps needed to transition from your current system to the new one. A clear plan will help ensure everyone knows what to expect and their role in the process.

Provide Adequate Training

Even the most intuitive software can be challenging to use without proper training. Make sure to provide comprehensive training sessions for all team members who will be using the software. This should cover the basic features of the software, as well as any advanced features that your team will be using regularly.

Migrate Data Carefully

If you're transitioning from an existing system, you'll likely need to migrate data to the new software. This process should be handled carefully to avoid losing any important information. Doing a trial run of the data migration is often helpful in identifying any potential issues before the full migration.

Monitor and Adjust

After the implementation, monitor the usage and effectiveness of the software. Gather feedback from team members about their experiences and any challenges they're facing. Use this feedback to make necessary adjustments, whether that means tweaking the software configuration, providing additional training, or switching to different software if the current one isn't meeting your needs.

Remember, implementing project planning software aims to enhance productivity and efficiency, so ensuring the tool effectively serves its purpose is important.

If you want to go into deeper detail about what a successful project planning software deployment looks like, watch our fun and immersive ‘Implementing Project Management Software: A Roadmap to Win’ webinar episode.

If You Should Hit Any Bumps…Call Us (or Chat)!

If you hit any bump when making your project planning software selection or require other help (including considering other project management software), please feel free to reach out to us at our helpline number.

Alternatively, you can also get in touch via the chat box hovering in the bottom-right corner.

Whatever way you go, we’re here.

Contents

Five Project Planning Software Evaluation Cues

Before Jumping In

The 5 Commandments of Project Management Tool Checking

The Tool Should Be Easy to Use

The Tool Should Integrate Well

The Tool Should Provide Reliable Customer Support

The Tool Should Fit Your Budget/Be Cost-Effective

The Tool Should Offer Data Privacy and Security

Our Top Planning Project Management Software Picks

Software Finder’s Best 10 for 2024

Basecamp

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Monday.com

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Wrike

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Asana

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Notion

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

ClickUp

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Evernote

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Smartsheet

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Hive

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

TeamGantt

KEY TAKEAWAYS FOR PROJECT MANAGERS

PRICING

Getting Started on Planning Project Management Tools

Plan Your Implementation

Provide Adequate Training

Migrate Data Carefully

Monitor and Adjust

If You Should Hit Any Bumps…Call Us (or Chat)!

How To Find the Best Software for Project Planning

Project Management Vendor Selection Template