Given the number of “modern” project management tools out there, it is easy to get utterly frustrated and end up with the wrong fit.
And this frustration often stems from not knowing where to start. The main goal behind knowing how to choose a project management software is that you do not want a tool that adds a new set of challenges.
Should you prioritize collaboration features or advanced reporting? Do you need a robust platform or a lean tool will do the job? And what about scalability? Will today’s solution still work when your team grows, or your project scope expands?
In this article, we will discuss all of this and more. From questions you should ask, to features you should look for, we end with a list of 5 solid tools you can consider for your project management journey.
How to choose a project management software?
The first step in selecting project management software is to identify your needs. Every project needs different features in various depths depending on the type of project it is.
Some common factors to consider often when it comes to choosing the right project management tool are:
1. Define project scope and requirements
Start with defining your project’s scope and what are the end requirements they have. Ask questions like:
- Assess the number of project milestones and deliverables. Are you managing a single project or multiple concurrent projects?
- Determine the level of complexity. Is it a straightforward project with few dependencies or a complex one involving multiple teams and cross-functional collaboration?
- Is it an internal project that requires more focus on collaboration and resource management?
- Or a client-facing project that needs robust reporting, time tracking, or client onboarding to view project progress?
2. Budget constraints and cost analysis
Understand the value vs price parity of the product, and how scalable it will be when your team eventually grows:
- Understand whether the software charges per user or has a flat fee.
- Consider hidden costs, such as integrations, data storage, feature per use, or additional modules.
- Does it allow for upgrading to more advanced plans as the project volume or team size increases?
3. Team structure and collaboration needs
Here are some things to consider about your team structure:
- Is the team remote-first, hybrid, or fully on-site? Based on that, are there communication tools like built-in chat or integration with existing platforms like Slack and MS Teams
- Can the software handle role-based permissions to control access to sensitive information?
- Does it provide visibility control for different stakeholders, such as clients and external vendors?
This checklist will help you clearly identify your project needs rather than getting swayed by unnecessary “all-in-one” tools.
Features to look for in a project management software
Now there are plenty of features available in plenty of project management tools based on your needs. In this section, we are going to discuss which features are used frequently in most projects.
Collaboration and communication
Teamwork can get messy. Important updates slip out, and before you know it, people are working in silos.
A good project management tool should bring everything together in one place; tasks, files, conversations, and updates. Conversations should happen right where the work is happening (inside tasks and projects) so that everyone stays on the same page.
Additionally, having a built-in file sharing system works great when you want to share important project related documents.
In a project management software like 5day.io, you can add files from OneDrive, Google Drive and your computer right on relevant projects and tasks. This makes information flow easy and removes information silos.
Task and workflow management
Tasks are at the center of every project. And if those tasks aren’t managed well, deadlines start slipping and priorities get mixed up. That’s why a good project management tool makes it super easy to assign, prioritize, and track tasks.
Here’s what really matters when it comes to managing tasks effectively:
- Clear task assignments and priorities – Everyone should know who’s doing what and by when.
- Task dependencies – Some tasks just can’t start until others are finished (e.g., you can’t design a webpage before the wireframe is ready). Your tool should let you set these relationships, so work flows smoothly.
- Recurring tasks and templates – Templates make it easier to get started on repetitive campaign activities or client projects.
Without a structured way to manage tasks, teams can get stuck in a cycle of missed deadlines. A well-organized task management system keeps everyone aligned and projects on track.
Progress tracking and reporting
No one likes last-minute surprises, especially when it comes to project deadlines.
Tracking progress in real time helps teams spot bottlenecks early and keep everything on track for on-time delivery. A good project management tool gives you a clear picture of where things stand at any moment.
Here’s are features that make progress tracking effective:
- Gantt chart – See your entire project timeline at a glance, including task dependencies, so you know what’s on track and what’s at risk
- Kanban boards – Perfect for managing work-in-progress. Get a high level view of tasks across statuses, priorities, people and more to keep workflows smooth and transparent with Kanban
- Milestone tracking – Keep an eye on major deliverables so you know exactly how far along a project is and what’s left to accomplish
- Automated alerts and risk detection – Get notified before things go off course, whether it’s scope creep or missed deadlines so you can take informed decisions before it’s too late
Easy customization and scalability
No two teams work the same way, so why should your project management tool force you into a rigid system?
Whether you’re a small startup or a growing enterprise, it is important to choose a project management tool that scales with you and stays flexible as your needs evolve.
Some project and task management features that make tools flexible and scalable are:
- Custom Fields – Track the information that actually matters to you by adding specific data points tailored to your projects
- Custom Status Workflows – Automate repetitive tasks and set up approval processes that match your team’s way of working. No more unnecessary manual steps
- Role-Based Permissions – Not everyone needs access to everything. Assign permissions based on roles like manager, admin, members, and client to provide controlled access to all project members.
- Scalability – As your team grows and projects become more complex, the tool should handle the load without slowing down or breaking.
A rigid system can slow you down, forcing you to switch tools as your business grows. A flexible, customizable platform ensures you don’t outgrow your software and save time, money, and frustration in the long run.
Analytical dashboard & reporting
By prioritizing data-centric features in your project management software, you can transition from reactive management to proactive project execution.
Features like customizable dashboards based on what data you want to see. In 5day.io you can switch between high-level project progress for stakeholder/clients to everyday task progress for execution easily.
Benefits of integrating a project management software in your project workflow
Easy collaboration
With everything centralized in one place there are no information silos. Everyone can work based on the latest information available to them. All updates are tracked with accuracy right where the work happens. This also improves focus by reducing time spent on meetings and file searches and improves productivity.
Clearly defined roles and responsibilities
When tasks are assigned with clear ownership a lot of confusion gets eliminated. Once clear ownership sets in, a culture of high accountability starts brooding.
Automated administrative tasks
Time-consuming administrative work, such as tracking project status, sending follow-ups, setting review triggers, and updating reports can be automated in a project management tool. This frees up valuable time and allows teams to focus on strategic work.
Types of Project Management Software
Project management software comes in various types, each tailored to different methodologies and business needs. Let’s see some popular types of project management software and what kind of project it would be ideal for.
Gantt chart software
Gantt chart software is ideal for teams that need a clear visualization of project schedules and task dependencies. It presents project timelines through horizontal bars, making it easier to track deadlines and resource allocation.
Best suited for: Projects with strict schedules and multiple stakeholders.
Agile project management software
Agile project management software is designed to support Agile methodologies like Scrum and Kanban. It focuses on keeping work iterative, and helps teams adapt to change quickly. Popular features in agile style projects are backlog management, sprint management, burndown, burn up, and velocity charts.
Best suited for: Software development teams that require frequent rollouts and changing priorities.
Portfolio management software
Portfolio management software provides a high-level overview of all initiatives. Teams can handle resource allocation, budget tracking, project prioritization and much more with a portfolio management software.
Best suited for: Companies that handle multiple projects and want to make sure each project aligns with strategic business goals.
5 popular project management software
Let’s take a look at some popular project management tools list that suits every project ranging from simple to complex without friction.
5day.io
5day.io is a project management software that brings everything like tasks, time tracking, and team collaboration into one simple, easy-to-use platform.
Some prominent features 5day.io provides are:
- Project management – Custom roles and permissions, custom templates, custom project dashboards, and multiple views.
- Task management: Priority settings, custom status workflows, task recurrence, automation, and reminders.
- Time tracking: Auto timer and bulk entries. Billable and non-billable categorization. Multiple timesheet views, submission and approvals.
- Team collaboration: Built-in task/project-level discussions, file sharing, and work schedules. Plus, a client management system where you can onboard clients for higher transparency.
- Write with AI to provide detailed context to your team about the project/task quickly so everyone can be on the same page.
Asana
Image source: Asana
Asana is work management software designed for enterprise teams. It is a visually simple tool that offers teams structure and collaboration. Asana provides great projects and automation templates which help teams get started without friction.
Top Asana features:
- Automation templates
- Project views
- Milestones
- Goals
Trello
Image source: Trello
Trello is a simple, visually intuitive tool that uses a Kanban-style board for task management. It is perfect for teams looking for a lightweight and easy-to-use project management solution.
Top Trello features:
- Drag and drop cards
- Boards
- Butler automation
- Checklists
- Powerups
monday.com
Image source: monday.com
monday.com is a highly customizable project management platform that suits businesses across industries. It offers visual workflows, automation, and integrations with third-party tools like Slack and Zoom. With its user-friendly interface, teams can manage projects, and track progress easily.
Top monday.com features:
- Automation
- Customizable dashboards
- Project views
- Workload management
- Project templates
ClickUp
Image source: ClickUp
ClickUp is an all-in-one project management solution. With its highly customizable interface and various project views, ClickUp is suitable for teams looking to streamline workflows and improve productivity.
Top Clickup features:
- Multiple views
- Whiteboards
- Everything view
- ClickUp brain
Wrapping Up
How to choose a project management software is undoubtedly influenced by the nature of your project. However, it does not mean you need to reinvent the wheel every time.
Every project has common criteria: time, budget, scope. And if you are a new project manager, the criteria for selecting a project management software we discussed above should be a good starting point for you.
All features in 5day.io are built with a central purpose of making your project execution as frictionless as possible. Unlike many all-in-one tools, 5day.io only has the most important features that will move your work forward without getting in your way.
It is completely free for 3 months, no credit card needed.
