The 9 Best Project Management Tools to Start Using Today

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According to a study by Finance Online, 77% of successful projects utilize project management tools, with 40% meeting expected outcomes and 35% of organizations satisfied with their project management proficiency. These tools simplify complex planning, especially when handling multiple tasks and team members, offering many advantages to optimizing your business’ overall operation.

New project management apps are constantly being released, making it difficult to find one that best suits your business’ needs. We’ve heard this issue from many people before, and I wanted to provide some of my own tips and insights when it comes to choosing a tool that will work for you. 

What to Look For in a Project Management Tool

When looking for the right project management tool, consider your company and its needs. We’ve crafted a quick list of some factors to consider before choosing one:

  • User Interface: A good project manager tool shouldn’t be super difficult to use! Instead, look for one that boasts a user-friendly interface.
  • Customization: Check for customizable features to match your workflow.
  • Collaboration Features: Look for capabilities that enhance team collaboration.
  • Scalability: Choose a tool that can grow with your team and projects.
  • Support and Community: Consider the availability of customer support and an active user community.
  • Price: Evaluate the cost against your budget and the features offered.
  • Task Management: Streamline task creation, updates, and tracking along a project timeline.
  • Document Management: Ensure easy access to necessary documents for all teams.
  • Time Tracking: Monitor how team time is allocated and utilized.
  • Project Portfolio Management: Oversee multiple projects and their interrelations.
  • Mobile Apps: Access project updates from any device.
  • Third-Party Integrations/API: Connect the project management system with other essential business tools.

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Trending Project Management Tools

Continue reading to discover the leading project management tools available today and the unique features that distinguish them in the field.

Jira is one of the most popular project management tools on the market today, made popular by many companies and their teams for planning, tracking, and managing large-scale projects. Launched in 2002, the company has already grown to support project types and offers integration with many other popular apps on the market. It specializes in bug tracking, DevOps, and more. 

Some essential features include customizable Scrum and Kanban boards, timelines for planning, and insights for data-driven decision-making, making it a versatile tool for various team sizes and project complexities. 

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ClickUp, which my business uses personally, is a project management platform designed to meet the diverse needs of different teams and industries. It utilizes task management, document storage, goal setting, and real-time chat within a single interface, facilitating collaboration and easy project tracking. Its adaptability suits various workflows, enabling users to customize views, dashboards, and reports to fit their project requirements. Not only is ClickUp affordable but it’s great for organizations of all sizes! stands out for its adaptability and intuitive design, accommodating a broad spectrum of workflows from straightforward task management to more complex project planning. This versatility makes it a great companion for teams across various sectors requiring easy collaboration. Some important features include:

  • The ‘Custom Fields’ feature 
  • Rule-based automation for simple tasks
  • 200+ project templates
  • A free plan is available 
  • Highly responsive live chat feature.

Asana has rapidly grown since it was released in 2008, and has become popular within many large and small organizations. A huge perk is its allowance for access to projects from anywhere, making it an excellent choice for remote companies and teams.  

Broadly put, It is a work management platform that simplifies large projects into actionable tasks, facilitating easy cross-team collaboration. It enables users to monitor progress, share documents and feedback, and adhere to deadlines, streamlining communication and task execution. Asana was designed with the plan to minimize time spent on emails and meetings, allowing teams to focus on achieving significant objectives in less time and with less effort. 

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Trello is a cloud-based project management tool that helps facilitate collaboration through visual boards, cards, and lists. It has been praised for its user-friendly drag-and-drop interface and easy integration with other platforms like Slack. It supports desktop and mobile applications and offers an API for custom integrations. Some other key features offered by the tool include task management, workspaces, flexible organization, and reporting, making it an excellent choice for project planning, deadline tracking, and communication. However, it isn’t without some drawbacks, including a crowded and overly colorful interface from some people’s opinion. 

Notion is the most recent tool to be released on this list but has quickly established itself as a well-done and liked tool. In fact, it is one of my favourite tools to use! 

Notion is an all-in-one project management tool, enabling collaboration across devices with features like roadmaps, task lists, Kanban boards, databases, and document storage. While it lacks an offline mode, Notion allows work continuation on opened pages without an internet connection, syncing once online again. Despite its versatility and user-friendly nature, new users may initially find the platform’s block-based content organization overwhelming. Notion’s lack of goal tracking, built-in reporting tools, and direct communication features are notable drawbacks. 

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Zoho Projects is a project management software that offers functionalities like task creation, roadblock tracking, and Gantt charts, while marketing primarily to users already within their ecosystem. 

Despite its user-friendly interface and reasonable pricing, budgeting and invoicing can only happen through integration with other Zoho applications. As a result, unlike some other tools mentioned, Zoho Projects feels more like a supplementary tool than a standalone project management solution. 

Wrike is a project management tool known for its modern interface and capability to handle projects and ongoing work, with features like risk prediction and good proofing tools. With various plans available, including a free tier and more comprehensive paid options, Wrike suits different team sizes and needs. However, it’s considered by many to be on the pricier side.

Founded in 2000, Workzone is a web-based project management software founded that combines traditional functionality with many exciting new features for strong project oversight. It offers straightforward project management through an easy-to-navigate dashboard.

 It facilitates team collaboration with task-specific comment sections and delivers comprehensive reporting on project progress, individual performance, and time management. While it boasts strong project management and reporting capabilities, its mobile app and user interface could use updates, and it lacks some modern features like assigned comments and multiple view options.

Tips for Adopting a New Project Management Tool Into Your Organization

Incorporating new technology into your business can be stressful, especially if you are a growing team. Nonetheless, we put together some tips for getting started and to keep in mind when adopting new technologies into existing practices. 

  • Verifying the technology benefits the entire organization, not just individual needs.
  • Communicate to your team early and frequently about the new technology, its benefits, and its alignment with business goals.
  • Make training engaging and celebratory while catering to your workplace culture.
  • Accommodate diverse learning styles with varied training materials and methods. For example, only some learn visually and might require a more tactile approach to teaching. 
  • Highlight the personal value of the new technology to each employee.
  • Be consistent and open to suggestions or challenges your employees might be facing.
  • Choose software that matches your organization’s complexity and budget.
  • Prioritize mobile optimization for accessibility anywhere.
  • Ensure the tool integrates with other key applications your team uses.
  • Set realistic expectations about what the software can achieve.
  • Leverage built-in tracking for costs and productivity for informed adjustments.

Signs Your Organization Needs a Project Management Tool

Here are some tell-tale signs that your organization might be in desperate need of a project management tool: 

  • Your team lacks unity and clear communication.
  • Team members are often unclear about their colleagues’ tasks.
  • Deadlines and budgets are consistently overrun.
  • Collaborating with external clients and partners is difficult.
  • Decisions are often made without solid data backing.

If you see any of these signs in your business and its process, it may be time to start considering incorporating one of the tools we’ve discussed above. 

Upgrade Your Project Management Flow Today

If you’re looking for a new project manager to optimize your business practices, look no further than CJAM Marketing to help you find the right partners for your business. 

Having vetted over 774+ agencies and worked with 90+ qualified partners who are experts in their field! We are confident in our ability to save you time and money through connecting with the right people for the job. Get started today by booking a call!

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Written By
Picture of Behdad Jamshidi
Behdad Jamshidi
Behdad Jamshidi started CJAM Marketing after realizing that most business owners don’t know how to evaluate the value of a marketing agency or assess their own needs. Since every business is different not only in their needs but where they are at in the growth process, it isn’t a one size fits all. In the past 5 years, Behdad (or Bee) has met with and assessed 800+ marketing agencies and vetted them down to a lean 100 preferred partners across all marketing niches. After pairing hundreds of businesses with the right partners, he’s found his skillset lies in the matchmaking process. Featured in MarketWatch, Bloomberg, National Post and the Financial Post, Bee’s unique background in marketing, engineering, consulting, leadership, sales and strategy, has allowed him to serve as the conduit between business owners and the marketing teams they need.
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