Editorial Note: In adherence to one of ROSEMET’s core values, truth, it is important to note that we earn a commission from our affiliate program partner links. That said, the commissions do not affect our opinions or evaluations of the product or service.

5 Top Project Management Software – Advantages and Disadvantages in 2024 (Plus Alternatives)

By: Hajime Estanislao, PMP, CSM; Editor: Geram Lompon

Are you struggling to keep your projects on track when everyone is in a hybrid and remote work environment? As teams become distributed and deadlines tighter, traditional methods of managing tasks and resources may not be enough.

But what if there was a way to streamline your projects, reduce inefficiencies, and enhance team collaboration?

With the right project management software, you can transform chaos into order. Having a central hub to track tasks, resources, and timelines makes collaboration between team members seamless—no matter where they are. These tools have completely changed how teams work. They automate workflows and track progress in real time and eliminate inefficiencies and disorganization.

What if your team could deliver projects faster with fewer bottlenecks and improved communication? Integrating AI-powered tools, real-time collaboration features, and resource management solutions helps you and your team perform. Teams become more agile in meeting deadlines and delivering project requirements on time with fewer headaches!

Don’t let outdated processes hold your team back. This article provides the initial steps toward efficient project management. Explore various project management software solutions designed to meet the demands of modern teams, whether managing projects for a small team or an enterprise-wide initiative.

What is a Project Management Software?

Project management software assists project managers and teams plan, execute, and track project progress. It enables the efficient management of tasks, resources, timelines, and collaboration, all from a centralized platform.

Whether teams are in-office or remotely, many project management software programs help keep projects on track, on budget, and within scope by providing tools to schedule tasks, allocate resources, communicate effectively, and generate progress reports.

Project Management Tools and Body of Knowledge

Project management software enhances and supports the Project Management Body of Knowledge (PMBOK), a set of standard practices, guidelines, and terminologies in project management.

PMI Process Groups outlines five main process groups: Initiating, Planning, Executing, Monitoring and Controlling, and Closing. Project management tools streamline these processes by providing:

• Task Management supports Initiating and Planning
• Resource Allocation and Time Management helps in Planning and Monitoring
• Collaboration and Communication Features facilitate the Executing
• Progress Tracking and Reporting assists in Monitoring and Controlling
• Data Storage and Retrieval Aids in Closing

Microsoft Project, Asana, Monday.com, and Jira are examples of software that align with PMBOK. These offer features to improve task assignment, resource tracking, and stakeholder communication.

A Brief History of Project Management and Software

Project management software development began in the 1950s with the Critical Path Method (CPM) and Program Evaluation Review Technique (PERT), primarily used for military and aerospace projects. These early systems were analog and required significant manual input.

In the 1980s, personal computers revolutionized project management with the release of Primavera and Microsoft Project. These programs gave project managers tools to organize tasks, allocate resources, and monitor progress digitally.

These tools became more accessible with the introduction of GUIs in the 1990s, allowing project managers to create more user-friendly visual project plans.

In the 2000s, tools like Basecamp and Trello started being used. They allowed teams to work together in real time from different locations.

Newer tools such as ClickUp, Monday.com, and Asana have AI-powered features, predictive analytics, and the ability to work with other business tools. This makes project management more flexible and adaptable to different team structures and methods.

The evolution has transformed project management from a complex, manual process to an intuitive, automated experience.

Reasons You Need to Take Advantage of Project Management Software

Technological advancement accelerates at unimaginable speeds, and project management software has become indispensable for organizations. Managing tasks manually is no longer sufficient, especially in hybrid and virtual work setups.

Project management software offers a range of tools that streamline processes, enhance collaboration, and ensure projects remain on schedule and within budget. By integrating features like automation, real-time communication, and data analysis, these tools allow teams to focus on delivering results rather than just managing tasks.

Enhanced Collaboration

With teams now working across various locations and time zones, project management software enables seamless communication and collaboration between remote teams.

Slack is a communication app that integrates with project management tools like Asana and Trello. Teams can chat, share files, and stay aligned across locations.

Microsoft Teams provides real-time collaboration through messaging, video conferencing, and integration with Microsoft services.

Centralized Task Management

These tools provide a single platform for managing all project tasks, including tracking progress and deadlines easily.

Asana offers a centralized platform for managing tasks, setting priorities, and tracking deadlines; moreover, it allows teams to visualize task dependencies.

Trello uses a simple, Kanban-style board to track tasks and progress, ideal for managing and organizing workloads across different projects.

Improved Resource Allocation

Software solutions offer resource management features that help optimize workload distribution and prevent team members from being overburdened.

Wrike provides resource management features that help project managers optimize workloads and balance resources effectively, especially across large or complex projects.

Monday.com helps project managers plan, track, and allocate resources, ensuring team members are not overburdened and tasks are even.

Automated Workflows

Automation reduces manual tasks, streamlining repetitive processes such as approvals, task assignments, and reporting.

ClickUp offers automation features to streamline repetitive tasks such as task assignments, notifications, and reporting. This helps teams focus on high-priority tasks.

Jira is for software development teams and helps them automate processes like bug tracking and sprint planning, reducing manual oversight.

Real-Time Tracking and Reporting

With live data updates, project managers can monitor project status and performance in real-time and adjust strategies as needed.

Zoho Projects includes real-time progress tracking, allowing managers to monitor task completion, team performance, and overall project status in one dashboard.

Smartsheet offers robust reporting features that give real-time insights into project status, enabling data-driven decision-making.

Support for Hybrid and Remote Teams

Project management software is critical for virtual and hybrid teams, ensuring that employees on remote teams can collaborate just as efficiently as those in the office.

Basecamp is a cloud-based project management tool for remote workers and hybrid teams. It provides message boards, task lists, and real-time collaboration features.

Miro is an online whiteboard platform that allows hybrid teams to brainstorm, collaborate, and map out projects regardless of location.

Scalability

These tools can grow with the organization, supporting more complex projects and cross-functional teams as the business expands.

Microsoft Project is scalable for enterprises of any size and allows for extensive project management with portfolio management capabilities, resource pooling, and scalability to handle multiple large projects.

Wrike is known for its flexibility and scalability, its support for small teams and enterprise-level projects, and its ability to adapt to an organization’s changing needs.

Compliance and Documentation

Many project management solutions include features for storing documents, tracking changes, and ensuring compliance with industry regulations.

Confluence provides robust documentation features, ensuring all project-related documents are stored, organized, and accessible. It integrates with Jira for issue tracking and compliance management.

Airtable is a flexible, spreadsheet-like project management tool that allows for document and file sharing, version tracking, and compliance with industry standards.

Project management software has become a cornerstone of the Project Management Office (PMO) and enterprise environments because it offers a unified platform for integrating multiple teams, departments, and stakeholders.

It is essential for maintaining alignment between strategic goals and day-to-day project activities, ensuring better visibility, resource utilization, and data-driven decision-making across the enterprise.

Top Five Software Picks for Project Managers

When managing projects in complex environments with remote or hybrid teams, it’s important to choose the right project management software. These tools help project managers and teams stay organized, meet deadlines, allocate resources efficiently, and keep stakeholders informed.

Below are the top five software picks for project managers, each offering unique features to suit different methodologies and team dynamics.

Asana

Asana is a popular project management tool known for its user-friendly interface and powerful task management features. It supports Agile and traditional project management, making it versatile for various teams.

Positives of Asana

Intuitive User Interface – Easy to navigate and suitable for users of all levels.

Comprehensive task management allows the creation of tasks, subtasks, and dependencies to streamline workflows.

Excellent Integration – Connects seamlessly with tools like Slack, Google Drive, and Microsoft Teams.

Negatives of Asana

Limited customization compared to some competitors; Asana has fewer customization options for views.

Some users have a steep learning curve as they find advanced features challenging to master.

No In-Built Time Tracking – Requires third-party integration for time-tracking functionalities.

ClickUp

ClickUp is a highly customizable project management tool that promotes Agile methodologies. It offers task management, goal setting, and real-time collaboration features.

Positives of ClickUp

Flexible customization, in which the users can adapt the interface to suit their workflow preferences.

Built-in time tracking allows teams to track time spent on tasks without third-party mobile apps.

Automation – Automates repetitive tasks, saving time on routine processes.

Negatives of ClickUp

Overwhelming for New Users – The sheer number of features to navigate.

Occasional lag reported by users with occasional slow loading times with large data sets.

Mobile app limitations related to some of the functionality of the desktop app.

Monday.com

Monday.com is a versatile project management tool that supports Agile and traditional project management. It stands out for its visually appealing, customizable dashboards.

Positives of Monday.com

Visual Interface – Offers customizable dashboards for tracking tasks and progress.

Collaboration tools make coordinating with remote team members easier.

Scalable – Suitable for small teams as well as large enterprises.

Negatives of Monday.com

Limited advanced reporting options could be more robust for enterprise-level tracking.

Expensive for Small Teams – Costs can quickly add up for smaller teams due to per-user pricing.

The learning curve of some advanced features requires a period of adaptation.

Jira

Jira is one of the software development teams’ most widely used project management tools. It’s built specifically for Agile project management and offers tools for sprint planning, issue tracking, and backlog management.

Positives of Jira

Tailored for Software Development – Perfect for Agile teams, with features like Kanban boards and sprint tracking.

Robust Issue Tracking – Excellent at managing and tracking bugs, tasks, and project backlogs.

Custom workflows – Users can create custom workflows to suit different project needs.

Negatives of Jira

Jira’s complex interface is not user-friendly for non-technical teams or new users.

Expensive for Larger Teams – Costs can escalate quickly with more users added.

A steep learning curve of features can be overwhelming for beginners.

Wrike

Wrike is a comprehensive project management tool that offers advanced features for task tracking, resource management, and collaboration. It is ideal for larger organizations and teams that need to manage complex projects.

Positives of Wrike

Robust Reporting Features – Provides detailed reports for performance tracking and decision-making.

Excellent task and resource management Helps teams allocate resources efficiently across multiple projects.

Real-Time Collaboration – Facilitates teamwork with features like real-time editing and live notifications.

Negatives of Wrike

Not Ideal for Small Teams – Wrike’s pricing and feature set are better suited to large teams.

The complicated interface can make it challenging for less experienced users to navigate.

Expensive Premium Plans related to advanced features require higher-tier pricing plans.

These five project management tools offer diverse capabilities, from real-time collaboration and resource management to customizable dashboards and Agile methodology support. Depending on the team size, project complexity, and preferred methodology, each software can cater to specific project management needs.

Step-by-Step Instructions for Integrating Project Management Software in Your Practice

Project management software has the potential to revolutionize how teams work together, manage tasks, and deliver projects on time. Whether you are working in a small team or a large enterprise, knowing how to leverage the software’s full potential to achieve success.

Here’s a step-by-step guide to help you maximize its effectiveness.

Kick-Off with Clear Goals and Scope

Before diving into any project, it’s important to align on the definition of the project’s goals, deliverables, and scope. This step lays the foundation for everything that follows.

In tools like Asana or ClickUp, create a new project and list the objectives in the overview section. Set up milestones for major deliverables to help track progress over time. It will give your team a clear understanding of the expected objectives.

Map the Route with Task Planning

Once the project goals are aligned and set, break them into smaller, manageable tasks. Project management software excels at this by organizing tasks visually and allowing easy assignments. Use the Gantt Chart view in software like Wrike or Monday.com to map project tasks over time.

Create task dependencies to ensure that one task starts after another is delivered, helping to maintain the project’s timeline.

Assemble the Team for Collaboration

When tasks are identified, assign them to the right team members. Collaboration is essential for managing remote or hybrid teams, while project management tools help facilitate this.

Remember to use tools like Trello or Jira to assign tasks to team members and set deadlines for each task. The built-in communication features keep task-related conversations in one place, which helps prevent misunderstandings and lost emails.

Track the Journey with Real-Time Updates

One of the main advantages of project management software is the ability to monitor project progress in real time, ensuring that everything is moving according to plan. To monitor task status, use the Dashboard or Kanban view in software like ClickUp or Zoho Projects.  

Enable notifications or set up custom alerts to receive updates when tasks are delivered, delayed, or updated. This allows you to stay on top of the project without micromanaging.

Reflect and Refine with Reporting and Review

As the project progresses, it’s essential to analyze how well each team member performs and make adjustments. Most project management software provides built-in reporting tools to generate performance insights.

Generate reports on task completion, resource usage, and time spent on activities in Wrike or Smartsheet. Use these reports in team review meetings to identify bottlenecks, adjust resources, and refine processes for future projects.

Considerations For Successfully Integrating Software, Technology, and New Methodologies

Integrating new software, technology, and methodologies into project management requires careful planning and alignment with organizational goals. A common challenge is ensuring that teams are trained and equipped to use these tools effectively.

Introducing new project management software should follow a well-structured onboarding process that includes training and resources to support team members during the transition.

The software must align with the project’s specific needs and the methodologies in place, whether Agile or traditional.

When incorporating AI-powered tools into project management, it is relevant to recognize the value they bring in terms of automation and predictive analytics. AI can automate routine tasks like scheduling, resource allocation, and risk management, allowing project managers to focus on higher-level decision-making.

For example, AI tools can analyze historical data to predict potential risks or delays, providing project managers with actionable insights to mitigate issues before they escalate.

AI also facilitates real-time data analysis, offering valuable insights into team performance and project progress.

Project management tools must be flexible enough to adapt to emerging methodologies. As organizations embrace Agile, hybrid, and iterative approaches, the software must evolve with these methodologies to support dynamic workflows and promote continuous improvement.

Taking it to the Next Level: Tailor-fitting

Elevating project management practices beyond standard implementations must consider tailor-fitting software and methodologies to your needs. It means customizing the best project management tools to reflect specific workflows, priorities, and organizational goals.

For example, leveraging the flexibility of tools like Monday.com or ClickUp, you can create custom dashboards, workflows, and task dependencies that align with the operational structure. Tailoring also involves integrating software with other platforms your team already uses, ensuring a seamless digital environment that reduces friction and increases productivity.

Agile methodologies are enhanced by adopting specific tools like Jira, which supports sprint planning, backlog management, and continuous improvement cycles. Tailor-fitting Agile processes with the right-fit project planning and management software allows teams to iterate faster, respond to changes more effectively, and deliver value more consistently.

As methodologies evolve, customizing your software to accommodate hybrid approaches (combining Agile with traditional methods) will help you keep your project management processes adaptable and aligned with organizational growth.

Tailor-Fitting Project Management Software

Customization for Team Structure

The flexibility of project management tools like ClickUp, Asana, or Monday.com allows teams to customize dashboards, workflows, and task views to reflect their specific project stages. For instance, if your team focuses on resource-heavy projects, software with built-in resource management features like Wrike can be configured to prioritize workload balancing and resource allocation.

Integration with Existing Tools

Tailor-fitting also involves integrating project management software with tools already used by your team. For example, tools like Trello and Jira offer integrations with communication platforms like Slack, while Microsoft Project integrates seamlessly with Office 365 applications like Outlook and Teams. These integrations streamline workflows by reducing duplication of work and making it easier for team members to switch between different platforms.

Automation and Reporting

Automation features, such as task dependencies, notifications, and workflow automation, can be customized to reduce manual work and help project managers focus on more strategic activities. Tools like Smartsheet and Zoho Projects offer robust reporting features, allowing teams to configure personalized reports that show real-time progress, bottlenecks, and other key performance indicators relevant to their specific goals.

Tailor-Fitting Methodologies

Agile Methodologies

Agile is inherently adaptable, making it perfect for a customized approach. Teams can use frameworks like Scrum, Kanban, or ScrumBan based on their specific needs. For instance, Kanban is for teams that need to visualize workflow and optimize continuous delivery, while Scrum is ideal for teams working in short, iterative cycles. Tailoring Agile to your organization involves adjusting sprint lengths, backlog management, and daily stand-ups to suit your pace and the project’s complexity.

Hybrid Approaches

Combining methodologies, such as Agile with traditional Waterfall, is another way to tailor-fit processes. This hybrid model allows for flexibility in certain phases, such as development (Agile), while maintaining structure in others, like project initiation and close (Waterfall). This approach is often ideal for projects that have clearly defined requirements in certain areas but need flexibility in others, such as software development projects.

Lean and DevOps Customization

Tailoring methodologies like Lean and DevOps enable teams to focus on continuous improvement and quick feedback loops. DevOps thrives on close collaboration between development and operations teams, and using project management software like Azure DevOps or GitLab integrates CI/CD pipelines directly into the project management flow. This customization allows teams to automate testing, deployment, and delivery while maintaining close oversight of progress and potential risks.

Benefits of Tailor-Fitting

By customizing both software and methodologies:

Increased efficiency means workflows are aligned with the specific operations, reducing inefficiencies and ensuring optimization of processes aiming for performance.

Greater team engagement with customized tools to fit how teams prefer to work improves user adoption and satisfaction, enhancing collaboration.

Enhanced flexibility means tailoring for rapid changes in project scope or direction without disrupting the entire system, ensuring continuous improvement.

Tailor-fitting ensures that the tools and methods you use for project management are not a “one-size-fits-all” solution but optimized for your team’s and organization’s unique demands and processes. This personalized approach ultimately leads to more successful project outcomes.

Alternatives: Feeling the Environment – DevOps

As project managers increasingly operate within DevOps environments, some tools and technologies offer alternatives to traditional project management software. DevOps emphasizes collaboration between development and operations teams, promoting continuous delivery, automation, and integration.

Project management tools like Jira and Azure DevOps align well with these principles by enabling real-time task tracking, automated workflows, and enhanced visibility into project pipelines. These platforms allow teams to manage development backlogs, track issues, and maintain a continuous feedback loop – core elements of DevOps methodologies.

For teams heavily invested in CI/CD (Continuous Integration/Continuous Deployment) practices, tools like GitLab or Jenkins are ideal for integrating project management activities directly into the software development lifecycle.

By embedding project tasks into the development pipeline, project managers can monitor code releases, manage risk, and adjust resource allocation more fluidly. This environment fosters a culture of agility and adaptability, where project timelines are constantly optimized based on real-time feedback and automated processes.

Using DevOps-aligned project management tools, project managers can create a more collaborative and adaptive environment that aligns with modern software development needs. These tools manage projects and integrate directly with the operational activities driving the project’s success.

Final Thoughts: Technology and Collaborative Project Management

Project management software has become essential for modern teams working remotely, in hybrid environments, or within traditional office settings. These tools offer the flexibility and efficiency needed to manage complex projects, from enhancing collaboration and automating workflows to tracking real-time progress and resource allocation.

There is no single best project management software. By selecting the right software to fit the unique needs of the project team, project managers can improve project outcomes, streamline processes, and keep teams aligned. With technology continuously evolving, integrating AI and DevOps practices into your project management solution will further enhance agility and productivity.

Now is the time to embrace these innovations and take your project management to the next level.

What are Other Project Management Tools

Here are some additional project management tools for leaders, remote employees, project and program managers, and others.

Smartsheet

Smartsheet is a collaborative work management platform with features like the familiar spreadsheet interface. It is perfect for teams requiring a versatile tool to manage complex projects and extensive datasets.

It provides task tracking, resource management, Gantt charts, automation, and collaboration tools. It’s well-suited for teams that enjoy spreadsheets’ simplicity but require more advanced functionalities.

Basecamp

Basecamp is a favored tool among small to medium-sized teams. It offers a comprehensive platform encompassing project communication, file sharing, task management, and scheduling. It features message boards, to-do lists, document storage, team check-ins, and client access. It is ideal for teams seeking a straightforward, user-friendly project management solution with integrated communication and task-tracking capabilities.

Teamwork

A comprehensive project management tool that provides robust features to client and project management teams, including time tracking and billing capabilities, ideal for service-oriented teams. It encompasses time tracking, task management, milestones, Gantt charts, and integration with billing systems.

This tool is for agencies, freelancers, and service-based businesses needing to track billable hours and manage client projects efficiently.

Notion

Notion is a multifaceted platform integrating project management, note-taking, and knowledge dissemination. Its high customizability makes it apt for diverse team requirements. It encompasses databases, wikis, task management, collaborative documents, and app integrations.

It’s ideal for teams seeking a versatile tool to handle projects, documentation, and knowledge repositories within a unified platform.

Airtable

Airtable is a hybrid platform that combines the features of a spreadsheet and a database. It provides a versatile environment for managing projects, monitoring tasks, and organizing data. The platform includes customizable views, collaborative tools, integrations, and automation options.

It is ideal for teams seeking a tailor-made project management tool that accommodates a range of applications, from tracking projects to managing inventories.

Toggl Plan

Toggl Plan is an easy-to-use visual planning tool that assists teams in organizing, monitoring, and completing projects punctually. It is especially beneficial for small teams requiring visual management of tasks and resources.

Features include drag-and-drop scheduling, task timelines, team calendars, and time tracking through Toggl integration. It is ideal for small teams and freelancers seeking a straightforward, visually oriented-project planning tool.

LiquidPlanner

LiquidPlanner is a robust tool for predictive project scheduling. It automatically adapts timelines in response to project changes and real-time data. It offers predictive scheduling, time tracking, resource management, and collaboration capabilities, ideal for teams handling complex, dynamic projects that necessitate regular adjustments to schedules and resources.

Microsoft OneNote

A digital notebook designed for project managers to organize notes, track meeting minutes, and share ideas. It features real-time collaboration, embedded media, cloud syncing through OneDrive, and integrated task lists.

This tool is ideal for teams seeking a solution for brainstorming, documenting meetings, and managing knowledge.

Microsoft Power Automate

This tool streamlines the automation of repetitive tasks and workflows across various Microsoft and third-party applications. It features workflow automation, integration with Microsoft 365, notifications, and approval systems, catering to project managers aiming to minimize manual processes and optimize workflows among different apps and tools.

Microsoft Power BI

A business analytics tool enables project managers to visualize data and produce real-time reports to monitor performance. It features data visualization, customizable dashboards, reporting capabilities, and integration with Excel and other Microsoft products.

This tool is for managers who require tracking of metrics, project progress, and overall business performance.

Microsoft To Do

A task management application designed to assist users in creating, organizing, and monitoring personal and professional to-do lists. It features task creation, setting due dates, reminders, and integration with Outlook, catering to individuals and teams seeking straightforward task management and organization within their daily workflows.

RescueTime

Managers use time management and productivity tracking software to understand how time is allocated across tasks and projects. It features time tracking, productivity analytics, goal setting, and website blocking functionalities.

Project managers aiming to enhance personal and team productivity will benefit from insights into time utilization.

References

Aston, B. (2024, February 5). 25 best project management tools for remote teams in 2024. The Digital Project Manager. https://thedigitalprojectmanager.com/tools/project-management-tools-remote-teams/

Astra. (2024, August). 17 best project management tools for remote teams in 2024. WpAstra. https://wpastra.com/resources/project-management-tools-for-remote-teams/

Day, B. (2024, August). 15 best project management software for 2024. Cloudwards. https://www.cloudwards.net/best-project-management-software/

Onethread. (2024, May). 5 best project management tools for remote teams in 2023. Onethread. https://www.onethreadapp.com/blog/project-management-tools-remote-teams/

PProject Management Institute. (2021). PMI process groups: A practice guide. Project Management Institute.

Yashar, J. (2024, August 7). 27 best project management tools for remote teams in 2024. Project Management Techie. https://www.projectmanagementtechie.com/tools/project-management-tools-remote-teams