What are project management tools, how do they benefit businesses, and what can they do? Project management tools have emerged as a valuable resource for countless brands in recent years.
Offering companies all of the solutions they need to facilitate collaboration, productivity, and knowledge sharing, these tools align all kinds of teams.
Project management tools have become extremely popular as the workplace continues to evolve, adapting to new generations and remote or hybrid working styles. Some studies suggest the market for project management software will be worth a massive $15.06 billion by 2030.
If you’re not sure what project management tools are, how they work, or whether you need one for your team, we’re here to help. Here’s your complete guide to project management solutions.
What are Project Management Tools? The Basics
So, what are project management tools?
Project management tools, sometimes called project management software solutions, are designed to help teams and individuals manage projects effectively. Project management, or “PM” tools, come in various forms and sizes.
Some solutions are highly advanced and charge users a monthly fee. Others are more simplistic and offer free cloud-based services to smaller companies. The core focus of project management tools’ is aligning, empowering, and supporting employees and teams.
Most solutions include resources for planning, organizing, and managing projects. However, they can also include advanced solutions for workflow automation and AI. Usually, project management tools are segmented into a few different types:
- Task management tools: Solutions that help users monitor, assign, and plan tasks, with deadlines.
- Collaboration tools: Technology that helps teams communicate and work together on projects with chat, file sharing, and conferencing features.
- Planning tools: Project planning tools help managers plan and manage projects with task lists, budget tracking, calendars, and assignments.
- Resource management tools: Solutions that help resource managers manage and allocate resources, with features like team directories and time tracking.
The Evolution of Project Management Tools
The question “What are project management tools?” might seem relatively new. However, the history of PM solutions dates back further than you’d think. In 1896, Karol Adamiecki introduced the “Harmonogram” for project management in the world. This design was then replaced by Henry Gantt in 1922, with the introduction of the Gantt chart, still used today.
The term “Project Management” was introduced later, in 1954, by the US Air Force. However, project management gained more relevance in the business world over time. Businesses started exploring new ways to manage projects, using Kanban boards and collaborative applications.
Today, these tools are often essential to business success. They empower companies to align employees, streamline workflows, and minimize wasted time. Studies show that employees can waste up to 13.7 hours a week without project management tools.
This translates to $16.5k of lost productivity for each worker a year and 89 working days wasted. Project management tools save every business time and money.
What are Project Management Tools? Common Features
If you’re asking, “What are project management tools?” you’re probably wondering what they can do.
Project management tools, just like many forms of business software, have evolved over the years. Today’s solutions don’t just help companies organize and empower their teams. They can also feature extensive tools for AI-boosted productivity and automation.
While the features of these tools can vary, standard capabilities include:
- Task management: The ability to create specific tasks with directions and supporting content, assign projects to team members, add due dates, and monitor progress. Usually, this involves using a Kanban board or timeline view.
- Resource allocation: Tools for overseeing team member availability, resources, and budget to help distribute crucial assets.
- Collaboration tools: Solutions for real-time and asynchronous collaboration, such as chat, video conferencing, calling, and live editing. Tools may include file sharing and management features, whiteboarding, and more.
- Project planning: Solutions that help companies plan the various states of a project, with milestones and task dependencies. Planning often involves using Gantt charts to help visualize the process of a project.
- Reporting and analytics: Some project management tools include features for generating reports and insights. This helps to ensure visibility across the project lifecycle.
- Integration and customization: Customization options and integrations allow companies to align their technical resources and enhance employee user experience. Some solutions even allow for task automation across apps.
- Automation: Automated tools can help businesses minimize repetitive tasks like proofing and approvals, sending request forms, or notifying teams of an upcoming deadline.
Other features can include collaborative workspaces, time-tracking tools, and industry-specific features (such as scheduling for service-based companies).
What are Project Management Tools Used For?
The most common question after “What are project management tools?” is “Why are they important?” PM tools benefit businesses of all sizes. Any organization that needs to manage and track projects and support team productivity can benefit from this software.
Used correctly, project management tools:
- Enhance efficiency: Leading project management tools help companies avoid roadblocks, automate tedious tasks, and achieve results faster. They help enhance planning and scheduling and establish clear team goals and targets.
- Improve resource management: Project management tools can help managers assign resources such as equipment and personnel to specific tasks. They can even help track budgets and ensure resources aren’t left idle.
- Increase visibility: In today’s remote and hybrid work age, real-time project management tools help businesses monitor work and projects. This increased visibility makes identifying and mitigating risks and potential issues easier.
- Transform productivity: Advanced project management tools with AI features and automation can eliminate repetitive tasks and improve productivity. They also help to keep teams aligned for more collaborative work.
- Provide valuable insights: Project management tools can offer helpful insights into the productivity and performance of your team. This can reduce wasted efforts and errors and transform the outcomes of your company.
Moreover, many project management tools can align with other resources in the business technology stack, from collaboration tools to ERP and Workforce Management software. This boosts their value and potential for business leaders.
What are Project Management Tools? Popular Examples
Often, the best way to answer the question: “What are project management tools?” is to look at some common examples. There are dozens of different apps out there to choose from. However, some of the most popular solutions include:
1. Wrike
Wrike is a comprehensive and award-winning work and project management platform. It features a suite of tools for different types of teams, including time-tracking and budgeting capabilities, resource planning, and automation tools. Wrike’s easy-to-use interface is ideal for beginners.
Plus, there are many advanced tools for growing companies, from Kanban boards and Gantt charts for collaborative work to real-time analytics. The solution also integrates with more than 400 different business apps, such as Google Drive, Slack, and Adobe. There’s a free plan for beginners, with paid plans starting at $9.80 per month per user.
2. Asana
Asana is a multifaceted platform, one of the most popular PM options for distributed teams. It supports file storage, project roadmaps, and dashboards in a convenient interface. When answering “What are project management tools,” most companies reference Asana.
The all-in-one offering is great for resource management and building automated workflows. It also includes strategic goal-setting and monitoring tools, Gantt charts, and AI solutions. Plus, Asana integrates with over 200 business apps, offering a free version for beginners. Paid plans start at $13.49 per month per user.
3. Monday.com
One of our favorite project management platforms and a tool we regularly use, Monday.com includes various features. It has custom and configurable dashboards for multiple projects, intuitive automation capabilities, and dozens of prebuilt templates for beginners.
Monday.com features an easy-to-use interface and a vast range of unique marketing and budget management solutions. It integrates with dozens of leading platforms like Google Workspace, Slack, and Salesforce. Like many top workforce management platforms, it has a free plan, with paid options starting at $30 monthly.
4. Microsoft Planner
In 2023, Microsoft merged its To-Do, Planner, and Project tools into a single solution for modern teams. The new Planner solution features AI capabilities to help users quickly find and focus on time-critical tasks. Users can produce comprehensive project plans with scheduling and resourcing tools and even access Copilot within their ecosystem.
Planner’s integrated project management tools include interactive dashboards, Gantt timeline views, Kanban boards, and collaboration features via Teams. It also offers valuable insights into team performance with in-depth reporting tools. The Planner is included in Microsoft’s 365 packages, with pricing options for individuals, teams, and enterprises.
5. Trello
Ready to integrate with various solutions, including Microsoft Teams, Trello is a simple but valuable Kanban-based tool. Trello supports project visualization, drag-and-drop task management, and collaboration in an intuitive interface. It has attractive boards, custom cards, and solutions for workflow automation to help streamline tasks.
With Trello, you can connect to over 200 business tools and align your team in one helpful landscape. Plus, there’s a free plan for beginners, with paid plans starting at as little as $6 per month per user for budget-conscious companies.
6. ClickUp
Another popular choice for companies asking, “What are project management tools?” ClickUp is a versatile solution for teams of all sizes. It has all the core features necessary to align your teams, including Gantt charts, resource management, and workflow automation tools. ClickUp even has a robust knowledge and document hub for centralizing your files.
With ClickUp, companies can create and share mind maps, build checklists for comprehensive projects, and access valuable insights. ClickUp also integrates with the most popular business tools, including HubSpot, Slack, Google Calendar, and more. There’s a free plan for new companies and robust premium plans starting at $9 per month per user.
7. Basecamp
Ideal for small businesses, Basecamp is an intuitive project management platform that supports extensive collaboration, scheduling, and project monitoring. It’s easy to use and navigate, with customizable table views, Kanban boards, and Gantt charts. Plus, it includes messaging boards to help users share information in a unified space.
Basecamp allows businesses to visualize comprehensive workflows with to-do lists and notes. It also has excellent project scheduling capabilities, with task tracking and deadlines. The system also integrates with many third-party project management and software development apps. Pricing starts at around $15 per user per month for teams.
8. Zoho Projects
Part of the extensive Zoho suite of business management tools, Zoho Projects is a fantastic project management platform. It aligns with the Zoho CRM, recruitment system, sales platform, and collaboration tools. Plus, it can integrate with a range of third-party solutions.
Zoho Projects specializes in task automation and management, allowing companies to create comprehensive blueprints for complex tasks. There are built-in issue management tools and fantastic Gantt charts for project visualization. Zoho Projects is free for up to 3 users, and premium plans start from a low price of only $5 per month per user.
9. Teamwork
As an all-in-one project management platform, Teamwork is ideal for agencies and customer-facing companies. It helps companies track their available resources and assign tasks to different staff members. Plus, it includes robust solutions for tracking client assets and project timelines.
Teamwork is highly customizable, allowing companies to prioritize the most critical tasks for their teams. It also includes features for time tracking, profit tracking, and reporting. You can even access innovative suggestions on how to scale and optimize your business. The free version is ideal for up to 5 users, while paid plans start at around $5.99 per month per user.
10. Jira
Part of the Atlassian Group product portfolio, Jira is a software development and PM tool. The solution helps companies plan comprehensive projects and assign tasks to team members based on their skills and availability. There are tracking tools to monitor performance, time spent on different tasks, and excellent reporting capabilities.
Jira also makes it easy to automate everyday tasks and maintain comprehensive visibility of your team’s work. The platform is also highly customizable, with different view options, and integrates various third-party tools. Once again, there’s a free plan for beginners, with paid plans starting at $7.75 per month per user.
Choosing Your Project Management Tools
Now you know the answer to “What are project management tools?” you might wonder how to select the right one. There are dozens of options, and the right choice for you will depend on numerous factors. You’ll need a clear understanding of your company’s needs and processes and the functionality you need from a PM platform.
We recommend thinking carefully about the following:
- Feature sets: What features do you need from your PM tools? Do you want to be able to track and assign tasks? Do you need time-tracking capabilities, integrated reports, and innovative workflow automation tools?
- Simplicity: The best project management solutions should always be user-friendly. Look for a solution that requires minimal training. If you have complex requirements, check your software comes with resources and documentation for beginners.
- Scalability: An innovative project management platform should scale to suit the needs of your business. It should have a clear pricing structure that makes adding new users and leveraging the functionality you need easy without paying for unnecessary features.
- Flexibility: Ideally, your PM software should integrate with and work alongside the tools you already use. Consider the existing software in your technology stack and where connections between apps will be the most valuable.
- Security: Ensure your project management tool can store, share, and manage data compliantly. Your solution should adhere to your policies for data management and access controls, reducing unnecessary risk.
Understanding Project Management Tools
Hopefully, we’ve answered the question: “What are project management tools?” for you and your team. Ultimately, these tools are crucial resources that help you manage and plan projects more effectively while ensuring you maximize your resources.
A project management tool could be a crucial investment if you’re looking for a solution that will help align your teams, improve productivity and efficiency, and save your company time.
FAQ:
What is a project management tool?
A project management tool is a solution that helps individuals or teams manage projects. They can help plan and organize projects, assign resources, and offer visibility into team performance. They can also assist with automating repetitive tasks.
What is the most popular project management tool?
There are various popular project management tools available today. Standard options include ClickUp, Wrike, Asana, Trello, and Microsoft Planner. However, the right solution for you will depend on your feature requirements and business size.
Why are project management tools used?
Project management tools increase productivity and workplace efficiency. They provide the structure, guidance, and support companies need to manage projects. Features like task assignment and scheduling, notifications, and progress tracking help align teams.
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