Project Management Software: Tools
to Build a Universal Workplace

With so many options to choose from, picking the right work management tools can be a challenge.
Here's an extensive guide to help you find the perfect solution for you and your team.

Project Management Software: Tools to Build a Universal Workplace
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What is project management software?

A brief history of project management

Project management as we know it today began in the 20th century with the development of planning techniques by Henry Gantt (of Gantt chart fame).

In the 1940s, project management developed into a distinct discipline, with processes such as the Critical Path Method (CPM) to manage projects for industrial giants like Du Pont and Lockheed. Meanwhile, in Japan, auto manufacturer Toyota began implementing the now-famous Kanban system for lean manufacturing.

Since then, systems such as Lean, Kanban, and CPM have been adapted to virtually every industry and every imaginable use case, especially over the last couple of decades.

The benefits of using project management software

Project management software is not only commonplace in most industries, it's downright essential. As teams become globalized and projects become more technical, it's crucial to be able to track, store, and analyze every task and workflow.

Whether you rely on an all-in-one work management solution or a suite of tools for your project management, it's important to ensure the tools you use provide these major benefits:

Planning and scheduling

Project managers spend a ton of time making sure projects are well planned and tightly scheduled, and for good reason.

Making sure a project has a good foundation greatly increases the likelihood that it will remain within scope, budget, and time, leading to happier stakeholders all around.

Organization and work management

A good project management tool will allow you to clearly and easily organize and locate resources, either through native database capabilities or robust cloud storage integrations.

Project managers must manage workflow features such as timelines and Gantt charts in addition to database and search functionalities, which are equally important to providing transparency and making work accessible.

Communication and collaboration

Ensuring transparency has become a necessity, and with the rise of remote teams, it's become harder than ever to keep teams and clients aligned without an effective yet easy-to-use tool.

Who uses project management software?

A common question in the world of project management software is, "Do I have to be trained in project management to use this platform?"

In the case of no-code easy-to-use tools, the answer is a resounding "No!" While an understanding of basic project management will help you manage larger, more complex projects, most no-code work management solutions offer a gentle learning curve. This means anyone can plan, organize, and collaborate on tasks, projects, and workflows, regardless of their level of tech or operational sophistication.

There are many popular tools out there such as Todoist, Asana, and Trello. The downside of many of these work management solutions is they tend to be too simple for larger cross-functional projects.

Conversely, there are project management tools that are considerably more complex. Often, these tools are industry-specific. For example, while Jira is great for managing Agile teams, it tends to be difficult to learn and implement for non-development teams.

The 10 best project management software in 2022

Teams today are finding that no single tool or method always works for every project in a company. And since project management is not one size fits all, your project management software shouldn't be either.

Fortunately, there are a select few solutions that feature a variety of robust, flexible features and can easily integrate with the supplemental tools whose functionality they can't yet replace outright. Depending on your team's needs, the following project management tools can serve as the centerpiece in your team's productivity solution. Let's take a look at each.

ClickUp

ClickUp was founded in 2018, making it a relative newcomer to the project management software scene. In a short time, it's managed to become one of the most comprehensive, customizable, user-friendly work management solutions with new features and updates released weekly.

Simply put, ClickUp provides users with an all-in-one free project management software. It includes every tool you need to plan, organize, and collaborate on projects, with an easy-to-use interface. And with over 1,000 native and third-party integrations, you can sync virtually any app with ClickUp to truly "bring all your work into one place."

ClickUp Pros
Highly customizable task management

Whether you're creating to-do lists or cross-functional projects, ClickUp's customizability means you'll be able to build tasks to suit your specific work needs.

ClickApps, for example, allow you to completely customize your team's Workspace by enabling or disabling specific features such as time tracking and estimates, tags, priorities, multiple assignees, and more. This means you can create a ClickUp Workspace for any kind of team or use case.

Excellent communication and collaboration tools

Communication is crucial to successful project management. As more and more organizations take the remote or hybrid work approach, communication and collaboration is increasingly conducted via apps such as Slack and Zoom.

ClickUp not only integrates seamlessly with these collaboration tools, but it also offers a suite of native tools to ensure transparency, communication, and privacy when it's needed:

  • Email in ClickUp
  • Chat views
  • Comments and assigned comments
  • Clip for screen recording
Project views to visualize any kind of work any way

Different projects require different ways to visualize them: an event planner might need a timeline to plan and organize an upcoming gala whereas an industrial project manager might need a Gantt chart to visualize dependencies and critical path.

With this in mind, ClickUp has over a dozen ways to organize and visualize tasks and other work. That means any kind of team can manage projects and tasks in a way that works for them.

Robust hierarchy that scales with your work needs

ClickUp's intuitive UI and scalable hierarchy makes it easy to see the big picture without missing the details. Multiple customizable levels of organization allow you to arrange work by department, customer, project, and more, giving you the flexibility and control to organize everything from small teams to enterprise companies.

ClickUp Cons
  • Learning curve due to the number of available features and level of customizability
  • No Table view in the mobile app
ClickUp Pricing
  • Free Forever (free... forever!)
    • Unlimited projects, users, and tasks
    • 100MB of cloud storage space
  • Unlimited ($5/month per user, billed annually)
    • Unlimited number of integrations
    • Advanced reporting
  • Business ($9/month per user, billed annually)
    • Two-factor authentication
    • Google SSO

Additional plans are available. Contact sales for more information.

Customer Ratings
G2Crowd: 4.7/5 (3,700+ reviews)
Capterra: 4.7/5 (2,300+ reviews)

Monday.com

Monday.com project management software

Monday.com is a popular project management software that helps teams manage complex projects, streamline workflows, and collaborate together. It offers a variety of project views to visualize work, and it offers powerful features for planning and tracking everyday work processes.

Monday.com Pros
Robust native time tracking

Along with ClickUp, Monday.com is one of only a few project management solutions that offers native time tracking, which is a major plus for many teams looking to track and optimize productivity without adding another time tool.

Many and varied integrations

While integration tools such as Zapier and Integrately allow virtually any two (or three or more) pieces of software to talk to each other, native integrations are often easier and more powerful.

Customizable templates

Monday.com provides its community of users with dozens of free templates for everything from personal to-do lists and event planning to support ticket tracking and product roadmaps.

Monday.com Cons
  • Some of the most useful features are paywalled. For example, Gantt charts and timelines aren't available on the entry-level plan
  • Slow support response times, especially for live chat, despite it ostensibly being available 24/7
Monday.com Pricing
  • Individual (free)
    • Unlimited boards & docs
    • Up to 2 team members
  • Basic ($8/month per user, billed annually)
    • 5 GB file storage
    • Unlimited free viewers
  • Standard ($10/month per user, billed annually)
    • Timeline and Gantt views
    • 250 automation actions per month
  • Pro ($16/month per user, billed annually)
    • Private boards and docs
    • Increased automation limits

Customer Ratings
G2Crowd: 4.7/5 (3,100+ reviews)
Capterra: 4.6/5 (2,400+ reviews)

Atlassian

Atlassian's Jira project management software

Atlassian, which is comprised of Jira, Trello, and Confluence, has been around for over two decades, making it among the largest players in the project management software industry.

Jira is built for product and engineering teams; Trello is a simple yet effective project management tool for non-engineering teams; and Confluence is a comprehensive doc and wiki tool.

While these tools can come together to form a comprehensive project management solution, it's worth noting that each comes with its own price tag and learning curve. So be warned—choosing such a segmented approach to productivity is not for the faint of heart (or wallet, for that matter) and essentially requires you to set up, maintain, and pay for three or more tools.

Atlassian Pros, Cons, Pricing, and Reviews

Jira Pros
Built for Agile and Scrum management

Jira Software primarily focuses on Agile project management, offering features that are geared towards Scrum and Kanban methodologies.

Great for issue management

Jira was originally intended to be a bug tracking software, and that’s where it excels.

It helps your software teams find, track, and record bugs in their software, and gives your team a view of all the items in your backlog, including bugs and project tasks.

Highly customizable

Jira integrates with tons of popular third-party software, including Slack, Toggl, and cloud storage tools, and you can choose from a whopping 3,000+ apps in the Atlassian Marketplace.

Jira Cons
  • Hard to set up and get used to
  • No collaboration or idea management features
  • Known for being slow with long query load times
Jira Pricing
  • Free
    • Up to 10 users
    • Scrum and Kanban boards, as well as Agile reporting
  • Standard (avg. $6.25/month per user, billed annually)
    • Up to 20,000 users
    • Project roles and advanced permissions
  • Premium (avg. $12.08/month per user, billed annually)
    • 99.9% guaranteed uptime SLA
    • 24/7 premium support

Customer Ratings
G2Crowd: 4.2/5 (4,200+ reviews)
Capterra: 4.4/5 (11,000+ reviews)

Trello Pros
Ideal for Agile workflows

Trello’s Kanban board style makes it well-suited for agile methods and a place to build your scrum board.

Your Agile team can easily employ the Kanban method and use a Trello board to see tasks, bottlenecks, and more.

Effective communication with Trello cards

You can have conversations within cards and keep everything relevant to a specific task in the same place.

Useful power-ups for additional functionality

Each project task can be assigned a power-up depending on what’s needed. Most of these power-ups are free and have paid upgrades for more functionality (similar to most freemium games.)

Trello Cons
  • No reporting features
  • Cannot manage complicated projects
  • Relies on external integrations for functionality
Trello Pricing
  • Free
    • Unlimited users and Power-Ups
    • Unlimited cards and up to 10 boards per Workspace
  • Standard ($5/month per user, billed annually)
    • Unlimited boards
    • Custom fields and advanced checklists
  • Premium ($10/month per user, billed annually)
    • Dashboard, Timeline, and Calendar view
    • Priority support
  • Enterprise ($17.50/month per user, billed annually)
    • Organization-wide permissions and visible boards
    • Public board management

Customer Ratings
G2Crowd: 4.4/5 (12,200+ reviews)
Capterra: 4.5/5 (20,200+ reviews)

Confluence Pros
Excellent collaboration tools

Confluence features granular permissions, allowing admins to control who can view, edit, and create what, and collaborators get notified any time updates are made.

Comprehensive integrations

As with other Atlassian products, Confluence features a third-party integration marketplace filled with apps that work seamlessly with Confluence.

Thorough analytics tools

While understanding how your team uses Confluence might require some extra plugins and APIs, the analytics tools compatible with Confluence can give you some excellent insights into when, for how long, and what people within your organization are viewing.

Confluence Cons
  • The search feature often fails to bring up relevant results
  • As hinted in the "Pros" section, it is heavily dependent on integrations and plugins
  • It can prove costly to pay for a separate wiki/knowledge base software when many all-in-one tools have one built in
Confluence Pricing
  • Free
    • Up to 10 users
    • Unlimited spaces and pages
  • Standard (avg. $4.58/month per user, billed annually)
    • Page and space permissions and insights
    • Archive and unarchive pages
  • Premium (avg. $8.75/month per user, billed annually)
    • Analytics
    • Bulk archive pages

Customer Ratings
G2Crowd: 4.1/5 (3,200+ reviews)
Capterra: 4.4/5 (1,900+ reviews)

Asana

Asana project management software

Founded by two Facebook alumni in 2008, Asana's success is due in part to its user-friendly interface and its broad applicability for most teams and use cases. Due to its ease of use, Asana is especially popular for teams looking to manage simple step-by-step processes and projects.

So if you're looking for project management software with a gentle learning curve, Asana should definitely be on your radar.

Asana Pros
User Interface

One of the best things about Asana is its intuitive user interface. It’s simple and easy to use. You get tons of flexibility over how it looks and can move your task list around very easily.

Visual Project Timeline

Asana’s visual project timeline feature is a Gantt chart of sorts. It highlights your task due dates, assignees, and progress over time. However, if you’re looking for a true Gantt chart, you’ll need separate Gantt chart software.

Loads of Integrations

Asana can integrate with loads of applications to become a hub for all your business activities.

Asana Cons
  • Limited features on the free version
  • Project team members will find it hard to collaborate over a plan
  • Not meant for heavy project management
Asana Pricing
  • Basic (free)
    • Unlimited tasks and projects
    • Collaborate with up to 15 team members
  • Premium ($10.99/month per user, billed annually)
    • Custom fields
    • Unlimited Dashboards
  • Business ($24.99/month per user, billed annually)
    • Advanced integrations
    • Portfolios and Goals

Customer Ratings
G2Crowd: 4.3/5 (7,800+ reviews)
Capterra: 4.4/5 (10,100+ reviews)

Smartsheet

Smartsheet project management software

Smartsheet is a spreadsheet-based project management software that lets you manage, track, and plan multiple projects in real-time.

Its real-time view of tasks across entire projects provides excellent transparency, making it a popular work management tool among spreadsheet enthusiasts and project managers alike.

Smartsheet Pros
Control and security to give peace of mind

Enterprise project management requires secure data. Smartsheet goes through annual security audits and assessment by third party contractors and protects data via transport layer security (TLS) technology from the most trusted providers.

Mobile apps to take your spreadsheets with you

Since spreadsheets aren’t the easiest to work with on a mobile phone, Smartsheet has optimized the mobile apps for the best user experience. However, the mobile app only works well for proofing files or having a conversation with your team, not necessarily for creating a project schedule.

Simple, spreadsheet-based UI

Smartsheet's intuitive spreadsheet interface makes it easy to import files from Microsoft Excel, Microsoft Project, Google Sheets, and Trello.

Smartsheet Cons
  • Limited calendar view and scheduling tools
  • Limited team reporting and high-level dashboards
  • Lack of granular, native, automated time tracking
Smartsheet Pricing
  • Pro ($7/month per user, billed annually)
    • Unlimited sheets, reports, and dashboards
    • Grid, Gantt, Card, and Calendar views
  • Business ($25/month per user, billed anually)
    • Unlimited automations
    • Forms with conditional logic

Customer Ratings
G2Crowd: 4.4/5 (5,000+ reviews)
Capterra: 4.5/5 (4,500+ reviews)

Zoho

Zoho Projects management software

Zoho Projects is a popular cloud-based project management software tool for team collaboration, connecting with stakeholders, tracking tasks, and creating workflows.

This tool can also manage project issues and handle basic bug tracking requests, and the affordable pricing options make Zoho Project management a good fit for both large and small teams.

Zoho Pros
Project planning

Zoho Projects provides a suite of tools for managing both simple and complex projects, including flexible tasks and subtasks, assignee management, and task dependencies.

This tool also caters to Agile teams with its Gantt chart and Kanban board features.

Team collaboration

Zoho Projects supports team communication and collaboration with its Chat, Feed, and Forum features.

Project and task reports

The Zoho reporting tool allows you to view the status of your project, how resources are allocated, and hours spent by team members. Unfortunately, the free plan only has basic reports, and the advanced reports are limited to the paid plan.

Zoho Cons
  • No recurring reminders
  • No PDF annotation or image markup
  • No offline access
  • Limited integrations with non-Zoho apps
Zoho Projects Pricing
  • Free (free for up to 3 users)
    • 2 projects
    • Simple task tracking
  • Premium ($4/month per user, billed annually)
    • Unlimited projects
    • 20 Project Templates
  • Enterprise ($9/month per user, billed annually)
    • Custom Fields
    • Custom Roles and Profiles

Customer Ratings
G2Crowd: 4.3/5 (200+ reviews)
Capterra: 4.2/5 (200+ reviews)

Wrike

Wrike project management software

Wrike is a web-based application for project management. It's especially popular among agencies and marketing teams.

It first appeared on the scene in 2003, making it one of the older tools on this list. And like its contemporaries (namely, Atlassian), it's developed a feature-rich platform that appeals to larger teams and corporations.

Wrike Pros
Good high-level visibility

Wrike has a three-paned interface geared towards accessibility and productivity. You can easily monitor every task dependency, team communication, and project progress report.

Comprehensive analytics

Wrike has powerful analytics to give project managers detailed insights about their project and team. Let's take a look at two of their most popular analytics reports:

  • Global report: Analyzes project data from your tasks for over eight different categories. It’s useful for expense tracking and calculating future resource management
  • Performance chart: Graphical representation of your project’s progress over time

Forms and Requests

With their forms and requests feature, you can assign tasks and communicate useful information easily. This can cut down on client back-and-forth since everything you need to know is on the form itself.

Wrike Cons
  • Mobile apps lack functionality
  • Not user-friendly, especially for beginners
  • Lacks advanced features like Docs and Mind Maps
Wrike Pricing
  • Basic (free)
    • Unlimited users
    • Task and subtask management
  • Professional ($9.80/month per user, billed annually)
    • Sharable dashboards
    • Interactive Gantt charts
  • Business ($24.80/month per user, billed annually)
    • Custom fields
    • 200 automation actions per user per month

Customer Ratings
G2Crowd: 4.2/5 (2,300+ reviews)
Capterra: 4.2/5 (1,600+ reviews)

Basecamp

Basecamp project management software

Basecamp is a team communication and project management software that can help you track project and task progress, store and share relevant documents, communicate with your project team, and facilitate project collaboration.

Basecamp is a basic project management tool that’s best suited to small businesses that need features like simple task management, a message board for team discussions, and file storage and sharing.

Basecamp Pros
To-do lists to create tasks and assign them

Like other project management apps such as Asana and Trello, Basecamp lets you create to-do lists for your work.

Turn to-do lists into tasks or sub-tasks, set deadlines, and then assign them to team members. Once you finish a task, click on the checkbox next to it to mark it complete.

Chat platform for real-time communication (Campfires and Pings)

Basecamp supports group communication and private messaging. Its real-time group chat (Campfires) is perfect for casual discussions, quick queries, and basic file sharing.

Hill Charts to help track project progress

Basecamp’s Hill Charts help you track project progress in real time. You can use them to track large projects and eliminate the need for daily meetings.

Basecamp Cons
  • A heavy reliance on to-do lists makes it unsuitable for complex project management
  • Lack of advanced features means that many people use additional project tools alongside Basecamp
Basecamp Pricing
  • Free
    • 3 projects and 20 users
    • 1 GB storage space
  • Basecamp Business ($99/month for unlimited users, billed monthly)
    • Unlimited projects and users
    • 500 GB storage space

Customer Ratings
G2Crowd: 4.1/5 (4,900+ reviews)
Capterra: 4.3/5 (13,200+ reviews)

Microsoft Project

Microsoft Project management software

Microsoft Project is a project management software with both cloud-based (Microsoft Project Online) and on-premise solutions.

Microsoft Project excels at project planning and scheduling. You can create summary tasks, subtasks, assign resources, balance workloads, and use its project portfolio management (Microsoft PPM) features to keep things on track.

Microsoft Project Pros
Connects to other Microsoft tools

If your company already uses a number of Microsoft tools (Word, Excel, PowerPoint, etc.) and you're looking to add a project management tool to the fold, then MS Project is a solid choice, as it will integrate seamlessly with any other Microsoft solutions.

Plenty of customizable templates

Microsoft Project offers users plenty of pre-installed templates, and each of these can be customized to fit your particular use case. This makes getting started on a new project much easier.

Excellent desktop and mobile accessibility

As one would expect from a Microsoft tool, Project provides a comprehensive desktop experience, but as an added bonus, it also features a robust mobile app, so you can view and update projects wherever you are.

Microsoft Project Cons
  • It requires multiple additional Microsoft apps to handle full project management
    • Team communication requires Microsoft Teams
    • Note-taking requires Microsoft OneNote
    • Scheduling and organization tools require Microsoft Planner
    • Email management requires Microsoft Outlook
  • It's expensive, especially considering it requires additional apps to function as an effective project management software
  • No native time tracking
Microsoft Project Pricing (Cloud-Based Solution)
  • Project Plan 1 ($10/month per user, billed annually)
    • Grid, Board, and Timeline view
    • Project planning and scheduling
  • Project Plan 3 ($30/month per user, billed annually)
    • Resource management
    • Desktop client (up to 5 PCs)
  • Project Plan 5 ($55/month per user, billed annually)
    • Portfolio selection and optimization
    • Demand management

Customer Ratings
G2Crowd: 4.0/5 (1,500+ reviews)
Capterra: 4.4/5 (1,200+ reviews)

Airtable

Airtable project management software

Airtable is an easy-to-use database and spreadsheet software. It lets you add “records,” or cells of data, to a comprehensive data table. This grid view serves as your default Airtable workspace.

Its spreadsheets are especially well-suited to managing inventory data, tracking lists of reference items, managing projects, and functioning as a no-code relational database.

Airtable Pros
Adaptable to all kinds of businesses

Airtable’s user interface follows a basic spreadsheet format that can fit almost any business. Airtable users can choose between the Airtable views that work best for them and even customize data values into several formats, including currency, dates, long text, and preset values.

A variety of useful integrations

Airtable allows you to integrate third-party app plugins via Blocks into your Airtable database to streamline your existing workflows. Alternatively, its Zapier integration can also be used to connect to many other apps.

Easy to share files and Airtable data

To make up for the lack of team collaboration features, Airtable lets users share files and data with ease. This feature is even offered in the free Airtable plan.

With desktop apps and a mobile app on iOS and Android devices, you can access your files from anywhere.

Airtable Cons
  • No organized commenting or communication features
  • Lack of high-level views make it difficult to see the big picture
  • A spreadsheet-like interface makes task and subtask project management difficult
Airtable Pricing
  • Free
    • Unlimited bases and 1,200 Airtable records per base.
    • 2GB storage per base
  • Plus plan ($10/month per user, billed annually)
    • 5,000 Airtable records and 5GB per base
    • Automatic table syncing
  • Pro ($20/month per user, billed annually)
    • 50,000 Airtable records and 20GB per base
    • Personal and locked views

Customer Ratings
G2Crowd: 4.6/5 (1,200+ reviews)
Capterra: 4.7/5 (1,200+ reviews)

Choosing the best project management tool for the job

Evolution of project management tools

With so many options to choose from, you might be asking, "How am I supposed to figure out the best project management software for my particular needs?"

Here are some questions that will help inform your decision-making for the right project management software:

  • Is this software primarily for professional use, personal use, or a blend of the two?
  • How many people will need access to the software, and what kinds of access will they need (guest, member, owner, etc)?
  • What specific features and tools, if any, will I need to effectively complete my work?
  • What other tools will need to sync, integrate, or otherwise work with this project management software?
  • How will this solution need to grow and change over time? (In other words, do you need a scalable solution?)

You'll want to make sure the project management system you select will still meet your work needs months or even years from now. After all, you don't want to be part of the "42% [of workers who] also feel their company is stuck in the dark ages when it comes to adopting new technology tools or apps."

We can't exactly peer into the future, but we can make some educated guesses about the future of project management software based on its evolution over the past couple of decades.

The future of project management software

Today's leading project management software brands are beginning to position themselves as all-in-one work management solutions.

This trend is not exactly new but it is becoming the norm, and it's easy to see why: "43% [of knowledge workers] have been frustrated by the number of technology tools or apps they have to use for work."

Because many of the solutions we discussed above position themselves as "all-in-one project management," it can be challenging to distinguish the impersonators from the real deal (and the best deal).

Ultimately, you want a solution that's:

  • affordable
  • easy to implement
  • highly customizable
  • scalable

Of the solutions we've discussed, the option that best ticks all these boxes is ClickUp.

Project Management Software: Tools to Build a Universal Workplace

While ClickUp's learning curve is a bit steeper than Basecamp's, for example, it remains easier to learn than other management software like Wrike and Atlassian. Every feature and tool is customizable, so multiple teams within an organization can configure ClickUp for their specific project management needs and use cases.

However, no matter how comprehensive, it's unlikely for a single project management software to replace every tool in your tech stack. Fortunately, ClickUp offers 50+ native integrations, including Gmail and a 2-way Google Calendar sync, as well as over 1,000 integrations available through software such as Zapier and Integrately.

And unless your entire team consists of experienced developers, it's also good to look for a no-code project management software. ClickUp is a completely no-code platform, so anyone from developers to account executives can create and set automations, build databases and CRMs, and sync other tools with ClickUp without writing a line of code.

With all these benefits, it's easy to see why 88% of those surveyed felt that "having all of our solutions in one place saves time."

With this in mind, we've outlined some key project management software features to give you a better understanding of their utility.

Tasks in project management

Task management view inside ClickUp

At first glance, project and task management might seem the same. But they're actually quite different.

Put simply, tasks are the building blocks of a project, and a project is an overarching goal that consists of many tasks. While completing a project can be a solo effort, most projects are executed by teams, with each member being assigned certain tasks that contribute to the project's completion.

If you decide that a task-management-centric tool is the best fit for you or your team, some excellent task management solutions include nTask, Proofhub, and Todoist. Each of these tools is affordable, easy to use, and includes the basic views, tasks, and checklist features you need to manage simple projects.

If you need a platform that can handle both task management and project management, ClickUp includes everything a team needs to manage simple to-do lists, tasks, complex projects, and everything in between.

Let's look at a few of the key features you'll need (that ClickUp has) to manage both tasks and projects in one place:

  • A customizable hierarchy to organize your tasks, projects, and workflows so you can see where projects stand at a glance, as well as granular project management tools like subtasks and checklists to manage all the details
  • The ability to put routine work on autopilot with dynamic recurring tasks, and to connect tasks with relationships and dependencies
  • The ability to attach files, ClickUp Docs, and cloud storage apps to tasks to access outside work from within ClickUp
  • Over a dozen totally customizable views that give you 360-degree visibility into your work and allow you to visualize tasks from multiple perspectives

Time tracking in project management

Time tracking and resource allocation in ClickUp

Tracking time for work and projects has applications beyond calculating billable hours for contractors, accountants, and legal teams. And while requiring your team (or yourself) to track time might at first seem like extra work—after all, the act of tracking time takes a bit of time itself—it's very much worth the investment.

What's more, implementing time tracking software in your organization can help you and your team:

  • Accurately bill clients or pay contractors
  • Ensure projects stay within time and budgetary constraints
  • Better manage bandwidth and avoid burnout
  • Create accurate records of finished work and work in progress

Fortunately, if you're looking to implement time management software, you have a ton of options, including a variety of point solutions, such as Toggl, Timedoctor, Harvest, and Timecamp.

All of these tools automatically track time as you work, and some include basic to-do list functions to allow you to track work from within the app. Some of these tools, such as Harvest, include features to facilitate revenue tracking, invoicing, and billing.

Some project management software and productivity solutions, including Monday.com and ClickUp, include built-in automatic time tracking. For teams looking to centralize time tracking without relying on integrations, these all-in-one solutions present the best option.

Scheduling in project management

Scheduling multiple projects in ClickUp’s Calendar View

Scheduling tools are among the most commonplace and indispensable types of management software available today. Not only are they instrumental in managing part-time work schedules in retail and service jobs, but they have also permeated virtually every other industry, from real estate to event planning to tech.

The bottom line is if you have internal meetings or customer-facing interactions, either virtually or in person, you rely on a scheduling tool like Calendly, ScheduleOnce, or Google Calendar.

Picking the right scheduling tool can be tricky because:

  • there are many options on the market
  • you may need more than one tool to effectively manage your schedule

Thus, it's crucial to understand what you and your team need out of a scheduling tool or tools before implementation. It's also ideal if your project management software includes a scheduling tool that plays well with any other scheduling tools you might use.

Take ClickUp's Calendar view, for example, which features a two-way integration with Google Calendar, meaning you can pull all your Google Calendar information into ClickUp and see it alongside tasks, and vice versa. What's more, ClickUp's Zoom integration allows you to launch meetings and store recordings in ClickUp, effectively housing your schedule management alongside your other projects and workflows.

Collaborative docs in project management

While document management represents just one facet of collaboration in the workplace, it's an increasingly important one, especially as more and more businesses embrace remote workforces. What's more, being able to collaborate on meeting notes and ideation in real time is an important complement to other forms of virtual collaboration such as video conferencing.

Another benefit of real-time collaborative documentation is the creation and maintenance of knowledge bases, SOPs, and wikis that can be shared among an entire team or organization. This allows for iterative processes and encourages greater participation and investment from all levels of an organization.

Considering its importance in the workplace, it's no surprise that there are a number of doc-centric management software to choose from. Some of the leaders in this field include Notion, Google Docs, Roam Research, and Confluence, and each of these tools has broad application but also specific use cases and audiences:

  • Notion takes a doc-centric approach to work management, focusing on collaborative note-taking and documentation features while still including some task and project management tools
  • Google Docs is great for individual users who need to track notes and papers, but it lacks the organizational structure to support larger organizations
  • Roam Research allows users to turn their docs into a relational database
  • Confluence allows companies to manage work documentation from the same hub as other Atlassian tools like Jira and Trello

If you're looking for a tool that features powerful collaborative docs as well as work, schedule, time, and project management tools, then an all-in-one productivity tool will fit your needs better than the tools listed above. ClickUp, for example, includes robust and customizable docs that live alongside your other work tools.

Here are a few ClickUp Docs features that can help you improve collaboration, documentation, and organization:

  • An unlimited number of pages, as well as nested subpages, allow you to keep all your documented work in ClickUp
  • Relationships link related tasks and pages, making it easy to locate and access work from anywhere and create relational databases within your docs
  • Adding descriptive tags to your ClickUp Docs makes it easy to categorize and search for all your written work
  • Collapsible sidebars and a pin-able toolbar allow you to view and edit document details such as authors, fonts, and rich text formatting options
  • Cover images and descriptions allow you to customize your docs for any purpose

What's more, Docs can be added anywhere in ClickUp: as task attachments, as distinct views, as List items. And you never have to worry about losing track of them because they're always accessible and searchable from their own section of ClickUp.

And if you are looking to make the switch to an all-in-one project management software but don't want to transfer over all your Google Docs quite yet, no problem. ClickUp's embed capabilities allow you to embed, access, and edit just about anything from virtually any tool!

Automations in project management

Streamline workflow automation in ClickUp

If you're not already using automation software in your workplace, you're firmly in the minority. According to Zapier, "Nearly two-thirds of knowledge workers (64 percent) currently use automation software at work."

And when you learn that "automation benefits 96% of people who use it at work," it's easy to see why. Leveraging project management software automation in the workplace can impart a number of benefits, including:

  • Reducing operations costs by cutting down on manual repetitive administrative work such as data input and categorization
  • Reducing room for error by eliminating manual handoffs and updates
  • Making it easier to share updates with customers and internal stakeholders in real-time
  • Improving visibility by ensuring that status and priority changes are automatically updated and communicated to relevant parties
  • Leveraging your team members to their fullest by freeing them up to do impactful work

An all-in-one project management app such as ClickUp is ideal for teams looking to manage tasks, projects, and human resources in one place. And ClickUp facilitates all of this with powerful yet accessible no-code automations.

ClickUp allows you to automate processes using standard "if-then" language.

Workflow automation example in ClickUp

It even includes the added functionality of being able to set conditions that must be met for an automation to fire, allowing for "if this and that occur, then trigger automation."

ClickUp also gives you the ability to add an unlimited number of Custom Fields to your tasks, each of which can be incorporated into automations, so there's no limit to the number or type of automations you can incorporate into your workflows.

Ultimately, software automation is not only the way of the future, but very much the way of the present, so if you haven't yet incorporated automations into your daily workflows, we recommend picking a tool and getting started!

Ideation in project management

Whiteboards for ideation in the ClickUp project management tool

Regardless of whether you ideate manually, with something like a whiteboard or a notepad, or use tech solutions, like virtual mind map or whiteboard tools, brainstorming and visualizing relationships is a crucial skill for all teams and verticals.

When managing projects, these tools are as useful to to marketing and media teams as they are to product teams.

And there are plenty of brainstorming and ideation point solutions out there to choose from: Miro, Lucidchart, and BrightIdea to name a few. If all you're doing is brainstorming, either on your own or with a small team, these tools are a great fit.

However, if brainstorming and ideation is just one facet of your team's work, then you're better off looking for a work management solution that has native mind mapping and whiteboard tools. These allow you to brainstorm, collaborate, and then build out your ideas in one place, providing greater visibility and efficiency.

If you're looking for an all-in-one project management software that can accomplish all of the above, then look no further than ClickUp. It includes all the ideation tools you and your team will need to brainstorm and bring ideas to life.

Let's briefly dive into a few key ClickUp ideation features:

  • Build Mind Maps to visualize processes, workflows, databases, and more. When you're ready to stop mapping and start doing, create actionable tasks directly from Mind Map info
  • Explore ClickUp's Whiteboard feature to sketch out virtually anything, from blog brainstorms to product roadmaps. Build your own Whiteboard, or collaborate with your team in real time
  • Create a comprehensive idea bank using ClickUp's Table view to store and label related notes, thoughts, and ideas

Whether you are looking for a simple brainstorming tool or an all-in-one project management software, ideation is a key component of creating, organizing, and managing information. So carefully consider what tool will work best for you and your team.

Communication in project management

ClickUp Chat View for better team collaboration

With 69 percent of people working from home during the COVID-19 pandemic and 16 percent of companies hiring remote workers only worldwide, it's clear that distributed workforces are here to stay.

And when you consider that virtually every project, from quick sprints to multi-phase initiatives, involves multiple stakeholders, it's clear that communication tools are an integral part of any team's project management software tech stack.

Often, the only way to ensure effective communication in a partial or fully remote workplace is to use multiple communication solutions to cover a variety of common use cases.

For example, most organizations will need:

  • A chat tool like Slack for day-to-day communication, as well as for team and organization-wide announcements
  • A screen recording tool like Loom for troubleshooting bugs and walking through complex processes
  • A video conferencing tool like Zoom for daily stand-ups, weekly all-hands, and impromptu syncs

And while each of these tools on their own do wonders for a team's communication, collaboration, and productivity, it should come as no surprise that communication tools work better together. ClickUp's integrations with top communication solutions support this synthesis.

For instance, ClickUp's Slack integration allows you to turn Slack messages into tasks and so much more. And ClickUp's Zoom integration lets you launch meetings in tasks and automatically attaches a recording for future reference.

But what's more, ClickUp includes a host of native features that facilitate workplace collaboration and communication:

  • Clips allow you to record your screen and directly attach the recording to a task or download it
  • ClickUp's Google Chrome extension lets you capture, markup, and edit screenshots
  • Chat view gives your team the ability to create dedicated chats alongside tasks and projects, keeping communication transparent and your team aligned

Goal tracking in project management

Goals in ClickUp to track progress

As an organization gets larger, individual and company goals become harder to track and manage. For this reason, many companies have turned towards goal-tracking apps and tools to manage both high-level initiatives and granular tasks and projects.

Fortunately for any person or organization looking to consolidate and track their goals, there are plenty of solutions out there to facilitate this. Two of the more popular tools for teams and organizations are Weekdone and Goals on Track.

And while these tools are great for goal tracking, their application is fairly limited beyond that. We think it's better to look for a solution that offers goal tracking alongside project management software.

An all-in-one project management software like ClickUp allows you to access and share your goals easily and tie them to actionable and measurable business objectives, all in one place. ClickUp's Goals feature gives you and your team multiple ways to track goals. You can create overarching goals for your team, then populate those goals with smaller, actionable key results called "targets." These targets can be represented and tracked as monetary values, true/false statements, ClickUp tasks, and more.

If you need to incorporate task- or project-specific goals into a project, you can also use ClickUp's formula field and column calculations to tie business objectives to measurable results.

And you can ensure it's all visible in one place with ClickUp Dashboards, which allow you to pull key project and goal details into one convenient view that can be shared internally or with external stakeholders.

Resource management in project management

Managing resources in ClickUp Dashboards

Speaking of Dashboards, resource management is another huge component of ensuring that your organization is maximizing efficiency and scaling effectively.

Generally, resource management tools consolidate related information from different locations across your project management system, giving team members quick overviews of what's done, what needs to be done, and who's doing it.

For example, a good resource management solution will give project managers on-demand, real-time visibility into people and other resources so they can have greater control over delivery. Moreover, it helps maintain team focus towards common goals, preventing boredom and burnout.

If you're looking to access resource allocation and workload project management tools alongside the rest of your tasks and workflows, then you'll want an all-in-one project management software like ClickUp.

ClickUp includes a number of features that allow you to visualize your work as a function of resource management, giving you a fresh perspective on your projects, processes, and human resources.

For example, ClickUp's Box view tells you:

  • What your team is working on
  • What your team has accomplished
  • Who needs more work and who is over capacity

Being able to determine all this in one place means everyone has visibility into everyone else's bandwidth and can prioritize accordingly. And a simple drag-and-drop interface means resource management is instantaneous.

Another great resource management feature is ClickUp's Dashboards. These are completely customizable: Simply decide what information you want to pull into a Dashboard, then add customizable widgets to track and visualize that info in real time. You can create Dashboards for high-level initiatives that affect the whole organization or for specific projects or people.

AI & project management

NLP feature in ClickUp

According to Gartner, "80 percent of the work of today's project management (PM) discipline will be eliminated as AI takes on... functions such as data collection, tracking, and reporting."

When given a bit of thought, it's easy to see some major areas where AI can streamline project management. Within the next few years, AI is likely to:

  • Predict project outcomes and warn when and where things will go off track
  • Provide data-driven task and human resource prioritization
  • Assist in resource distribution and management
  • Streamline critical paths to find the quickest and most effective ways to complete projects
  • Contribute to overall project cost reduction by automating repetitive or routine functions

Some of these roles are already attainable with the right tools! Project management software solutions like ClickUp can facilitate resource management by suggesting the best team member for a particular task via assignees and predicting who a particular comment might pertain to.

Other ClickUp features like Natural Language Processing act as super-smart "autofill" functions, assisting in due date assignment and time tracking by standardizing common phrasings for dates and times.

The future of productivity starts here

ClickUp’s free project management software available for multiple platforms

From single-person businesses to enterprise organizations, project management is not a luxury, it's a necessity. Consequently, project management software has become central to productivity for many: they improve efficiency through better communication, transparency, workflow management, and so much more.

And as organizations become more distributed and more people make their homes into their workplaces, having an easy-to-use, tightly integrated tech stack is an absolute must. In-person meetings have been replaced by virtual conferencing; sharing notes is now done through collaborative docs; brainstorming is a cloud-based affair—the list goes on.

So regardless of whether you're a director, project manager, individual contributor, or anything in between, the question isn't, "Do you use work management software?" Rather, it's "What work management software are you using?"

If your answer is "Well, our product team uses Jira and Confluence, marketing uses Monday.com, I think professional services uses Basecamp, and finance uses MS-everything," then it's time to reassess and find a single platform that can consolidate all these tools and functionalities into one place. Put simply, the future of project management is an all-in-one solution—a platform that can help you plan, organize, manage, and share all your work.

And while ClickUp can't do everything every organization needs on its own (not yet, anyway), it has an incredibly rich native toolkit (communication tools, automations, task management, scheduling tools—the list goes on), and it can supplement these functionalities by integrating with any app you can name. Combine this with ease of use and unparalleled customizability, and you've got the future of productivity right here, right now.

One app to replace them all.

All of your work in one place: Tasks, Docs, Chat, Goals, & more.

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What Is PM Software? The Future of Project Management Task Management Time Tracking Schedule Management Collaborative Docs Automations Ideation Communication Tools Goal Tracking Resource Management AI & Project Management The Future of Productivity

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