)
)
No matter which methodology project managers subscribe to, I've found we need to organize and execute tasks proactively and efficiently. In my experience, you don’t just wake up one day with all facets of a project ready to roll. It takes planning, planning, and more planning.
As I've managed increasingly complex projects, I've seen how project management tools make a manager’s job easier and more productive, and a project’s planning stage gets a major boost from project planning tools. Benefiting from automation, I can more thoroughly and accurately lay out the roadmap that guides my project’s success.
I've learned that choosing the best project planning tools puts project managers ahead of the game in creating a project management plan that works. However, finding the best tools can be intimidating: I've encountered dozens of choices and they all do different things, so it can be tough to know where to dive in.
Before shopping for project planning tools, check out the must-have features to look for below — I’ve also included my shortlist of the best project planning tools on the market today based on my hands-on experience!
How project planning tools solve common challenges
In my experience, project planning isn't just about scheduling tasks—it's about solving the everyday hurdles that can derail your projects. I've found that the right tools tackle these pain points head-on, turning potential roadblocks into smooth pathways.
Improving cross-team visibility and collaboration
I've seen firsthand how projects suffer when teams work in silos. When I implemented project planning tools, I created a central hub where all project information lives, making cross-team dependencies clear and collaboration natural. Now my team members instantly see who's working on what, how their work impacts others, and where collaboration opportunities exist—all without the endless email chains or status meetings we used to rely on.
Optimizing resource allocation and preventing bottlenecks
Nothing killed my team's momentum like bottlenecks. I love how project planning tools offer workload visualization that shows me exactly who has capacity and who's overloaded. This visibility helps me redistribute tasks before deadlines slip, balance workloads across my team, and make smarter decisions about resource needs—all based on real data, not the guesswork I used to depend on.
Streamlining client communication and reporting
I've learned that client satisfaction depends on clear communication. The project planning tools I use simplify this with client-facing dashboards, automated status reports, and centralized feedback systems. When my clients can see progress in real-time and provide feedback directly in our workflow, I've found it eliminates confusion and speeds up approval cycles dramatically.
Standardizing project processes for consistent delivery
I often wondered why some of my projects flowed smoothly while others stumbled. The difference, I discovered, is standardized processes. With my current project planning tools, I create templates for successful project structures, build automated workflows, and document best practices. This consistency has meant fewer mistakes, faster onboarding for new team members, and reliably excellent results for our clients.
Before diving into the specific tools I've tested, let me share what I look for in an effective project planning tool.
What makes a project planning tool great?
Before you implement new project management software, you need to consider your options. It may seem daunting to wade through them all at first: Choose wrong, and you’re stuck with a tool that doesn’t provide value, users won’t adopt, or doesn't do what you need.
No pressure, right?
I’ve scoped out several project management tools, weighing their features and best use cases. From my research, I've determined four points that separate decent tools from great ones:
)
Enables seamless team collaboration (in person or remote)
From project scheduling to task management to meeting milestones, keeping projects on track takes enthusiastic collaboration. The current work-from-home trend has pushed for tools to be increasingly inclusive of both on-site and remote team members. There's been a recent shift to virtual project management, and remote-friendly tools are even more necessary. Complex projects, in particular, benefit from tools such as remote team management that allow team members to message, chat, brainstorm, and solve problems — in real time and asynchronously.
Project planning tools with robust team collaboration features cut down on bottlenecks, decrease response time, and increase everyone’s efficiency. When you’re looking to add project planning software to your toolbox, substantial team collaboration should top your list of priorities.
Integrates with other essential apps
Your team most likely needs multiple tools to assist with the different aspects of project delivery: They need collaboration tools (like I mentioned above), organizational tools, and task management tools, just to name a few.
Every time you have to click out of one app into another, you waste a few seconds. I've found that if this happens dozens of times a day to every member of your team, the result is a lot of wasted time that could have been used to forge project progress.
Avoid tedious, time-consuming clicking by choosing apps that integrate with your existing tech stack. This way, your team can access all the tools they need in a single, simple framework. In my experience, be sure to look at a tool’s integration page before deciding to add it to your stack.
Offers a variety of tools to stay organized
The path to project completion is fraught with a hundred ways for you and your team to veer of course. When weighing the pros and cons of project planning tools, look at how well they do (or don’t) at helping everyone stay organized.
Gantt charts offer a visual of upcoming tasks (which you can break into subtasks) and deadlines. Great tools typically include Gantt templates that prevent you from starting from scratch, and dashboards that let you measure progress. Judge a potential tool by its ability to keep your project on track and moving forward.
See how Teamwork helps PMO teams deliver better projects in less time.
Is as customizable as your team needs
Yes, projects may run similarly, but there are unique components to every project and team: A cookie-cutter approach rarely works well for anybody.
Think about the specific areas that your team needs the most help. Do they struggle with repetitive tasks that may benefit from task automation? If so, you’re not alone: Fifty-four percent of respondents to a recent survey say that they feel that they could save five hours a week with task automation tools.
Maybe your team needs more help managing project files or timelines instead. Or, perhaps there are certain aspects of team members’ performance that need improvement, like staying organized and finishing their work. You may need a tool that performs more than one function.
Don’t invest in a tool with the expectation that you and your team will adapt to it: The tool needs to be customizable and intuitive enough to serve your needs from the jump.
10 powerful project planning tools to boost workflows
You may be a seasoned project manager who sees some holes in your current processes that you think new tools can fill. Or, you may be a new project manager (or one managing a small team), and have decided to build a suite of solutions that help you complete your projects faster and more efficiently.
Whichever category you’re in, these seven project planning tools can help you create smooth, productive workflows from the beginning of your planning to the end. To help you make the most informed choice, I’ve outlined my favorite features, the pros and cons, and the pricing structure for each tool.
1) Teamwork.com
)
Teamwork is an ideal project planning software tool that is trusted by more than 20,000 companies (including over 6,000 agencies) to better track and manage projects from start to finish.
As one of the only project management platforms designed specifically for agencies and client work, this intuitive software provides everything I need to manage the full lifecycle of client work in one place.
Key features
Powerful integrations covering numerous business elements, including Gmail, Chrome, Office 365, Slack, and many more.
Advanced features like time tracking, budgeting and profitability, resource allocation and management.
Modular platform that grows with you, adding new capabilities when you need them.
Customizable project templates to get your team up and running faster (no need to recreate the wheel with each new project!)
Multiple project views including Gantt and Kanban.
Advanced reports to give you detailed real-time insights into project health, account profitability, resource utilization, and beyond.
)
Pros
I love how it lets me visualize timelines
I've saved hours using templates to manage my team’s work, track progress, and deliver on time
Allows me to identify and respond to risks easily
Intuitive mobile app that I can use while on the go
Cons
I've found it can be difficult for new users to get up to speed with its more advanced features
Pricing options
Free Forever: $0
Deliver: $10.99 per user per month (three-user minimum)
Grow: $19.99 per user per month (five-user minimum)
Scale: $54.99 per user per month (five-user minimum)
Enterprise: Contact sales for a custom quote
G2 rating & reviews
Teamwork.com is rated 4.4 stars out of 5 on G2 with 1,164 reviews
“With a holistic view of each project, including milestones, project planning, budgeting, and time tracking, you can efficiently manage every aspect of your work and streamline productivity to new heights.” ~ Jamie J (G2 User)
2) Runn
)
With this handy app, project managers can stay in the loop on the project’s progress and their team members’ contributions. Chock full of helpful features, Runn boasts forecasting and time tracking capabilities along with easy ways to schedule and track tasks. Catch the gaps in your projects early to help know how to assign work and set priorities.
Key features
Birds-eye view dashboard
Helpful business insights
Forecasting and projections tools
Robust reporting
Pros
Helps track and prioritize tasks and efficiently perform resource allocation
Real-time visibility into granular project details, including remote team members’ contributions
Allows you to manage profitability per project
Streamlines scheduling and changing tasks to stay in line with milestones and deadlines
Cons
Needs better integrations
Permission levels need to be upgraded
Pricing options
14-day free trial with no credit card
Free: $0, with up to five people managed
Pro: $10 per managed person per month
Enterprise: Get a custom quote
G2 rating & reviews
Runn is rated 4.5 stars out of 5 on G2, with 1 review
“Runn works well for our organization because it's inexpensive, cloudbased, and meets our scheduling needs as project managers.” ~ David B. (G2 User)
3) Kintone
Projects that need custom workflows can greatly benefit from using Kintone. The flexible app offers broad functionality that empowers project managers with advanced features like building apps from the ground up. Alternatively, you can save time by taking advantage of its fully stocked library of templates.
Key features
All-encompassing project tracking capabilities
Customizable apps option, or use pre-built templates
Built-in project management tools
Robust reporting tool with unlimited custom views
Pros
Lets managers track individual tasks, project data, and collaboration efforts
Structured workflows to track both granular task-based actions and broad project milestones
Turns data and analytics into easily digestible graphs
Automated follow-ups and notifications to keep team members on schedule
Cons
Settings menu needs to be more intuitive
Needs more search capabilities
Pricing options
30-day free trial-no credit card required
$24 per user per month with a minimum of five users
G2 rating & reviews
Kintone is rated 4.6 stars out of 5 on G2, with 242 reviews
“Kintone is incredibly flexible and useful. As a small / nonprofit business consultant, I always recommend Kintone for accomplishing specific tasks for the organization.” ~ Jay M. (G2 User)
4) GanttPro
)
If you love using Gantt charts (and who doesn’t?) for project planning, this tool is another one to shortlist for your project planning initiatives. Its central workspace gives project managers and their teams a single location to manage project progress, assign tasks, and collaborate. The result is a more agilework management process where everyone focuses on the most important tasks.
Key features
Gantt charts
Drag-and-drop option
Resource planning and management
Time tracking
Pros
Easy way to manage projects; assigning tasks, setting milestones, checking progress, and receiving notifications
Allows users to add and change due dates and milestones quickly
Connects resources to specific tasks and adds cost per hour
Tracks time spent on tasks, measures and reallocates resources for greater efficiency
Cons
Mobile version needs to be improved
Doesn’t have enough color-coded options
Pricing options
14-day free trial
Basic: $7.99 per user per month (billed annually)
Pro: $12.99 per user per month
Business: $19.99 per user per month
Enterprise: Get a custom quote
G2 rating & reviews
Ganttpro is rated 4.8 stars out of 5 on G2, with 519 reviews
“GanttPRO allowed me to actively review and track progress from different projects with different team members with its cloud built in feature.” ~ Juan Pablo G. (G2 User)
5) Kissflow
This tool is a no-code, low-code project management app. Its package of features is perfect for both on-site, remote, and hybrid teams. Highly customizable features let project managers drive their own experience. It’s easy for project teams to share information, stay informed of progress, and measure project analytics via multiple visually appealing options.
Key features
Multiple ways to visualize projects, such as Kanban and matrix views
Custom fields
Customizable and pre-built templates
Data-driven custom reporting
Pros
Lets users quickly create subtasks and then segment them as needed
Increases team collaboration with built-in chat and team channels for asynchronous communication
Allows managers to assign roles easily
Real-time visualization into data and workflows
Cons
Support can be slow in responding to issues
Assigning tasks needs greater functionality
Pricing options
Small Business: $18 per month per user, if paid monthly (20 user minimum) $10 per month per user, if paid annually (50 user minimum)
Corporate: $20 per month per user, billed annually (100 user minimum)
Enterprise: Get a custom quote
G2 rating & reviews
Kissflow is rated 4.3 stars out of 5 on G2, with 586 reviews
"Its superior user interface is a key factor in improving administrative performance. For me, it is an excellent value. I look forward to reaping many benefits from this program in the near future.” ~ Frank J. (G2 User)
6) ProofHub
)
If you need a centralized location for your team’s task lists, workflows, collaborations, and calendars, ProofHub may just be what you’ve been looking for in a project planning tool. The tool offers a simple solution, giving its clients everything they need and nothing they don’t. Proactively plan, stay on top of project tasks, and keep everyone organized with their helpful, customizable features.
Key features
Kanban boards
Custom role assignments
Group and individual chat options
File sharing and online proofing
Pros
Segments tasks by workflow stage
Gives project managers complete control over which users have access to information
Enhances communication for both in-office and remote team members
Provides the ability to review, collaborate on, and make approvals seamlessly, without time-consuming back and forth
Cons
Needs an easier way to organize files
Interface can seem clunky at times
Pricing options
14-day free trial
Essential: $45 per month billed annually, $50 per month billed monthly
Ultimate Control: $89 per month billed annually, $99 per month billed monthly
G2 rating & reviews
Proofhub is rated 4.6 stars out of 5 on G2, with 101 reviews
“Our company really enjoys the fact that with ProofHub all communication within departments takes place in one information environment! It is also worth noting that it is possible to regulate access to a certain topic to a certain circle of people, i.e. the problem of solving a certain issue may concern certain people, but not others.” - Denys K. (G2 User)
7) Kanban Tool
Aptly named, this kanban board tool gives you streamlined project visuals to let you see your project status and progress at a glance. Get a broad view of your project workflow, manage it from start to finish, and give your team members and clients a convenient, simple way to collaborate and communicate from anywhere.
Key features
Time-tracking
Robust notifications and reporting
Mobile app available for iOS and Android
Kanban analytics and metrics
Pros
Increases team collaboration by sharing tasks and messages
Helps proactively pinpoint and eliminate bottlenecks and other issues
Lets managers monitor key project metrics to improve project performance
Cons
Free version offers limited features
Needs more add-ons available
Pricing options
14-day free trial
Free: $0
Team: $5 per user per month
Enterprise: $9 per user per month
G2 rating & reviews
Kanban Tool is rated 4.7 stars out of 5 on G2, with 36 reviews
“With the ease of use of the tool, we have migrated from a custom-made solution, with hundreds of problems to modify it, to a tool that is easily implemented, which has technical support (although we use a free version).” ~ Martin A. (G2 User)
8) ClickUp
)
When I tested ClickUp, I was impressed by how it positions itself as an all-in-one productivity platform. I found it offers a comprehensive suite of features that go beyond basic project management, including docs, goals, whiteboards, and more. What stood out to me was its extensive customization options that let teams tailor the workspace to their specific needs.
Key features
Customizable views including List, Board, Calendar, Gantt, and more
Powerful automation capabilities to streamline repetitive tasks
Docs and wikis for centralized knowledge management
Goal tracking with measurable targets
Time tracking and reporting
Pros
I appreciated the high level of customization for different workflows and teams
I found the free plan is quite generous with features compared to competitors
I liked how it integrates with over 1,000 other tools through native and Zapier connections
The interface allowed me to keep all project-related activities in one platform
Cons
I noticed the sheer number of features can create a steep learning curve
In my testing, performance occasionally slowed with complex projects and many users
Pricing options
Free Forever: $0
Unlimited: $7 per user per month
Business: $12 per user per month
Enterprise: Get a custom quote
G2 rating & reviews
Clickup is rated 4.7 stars out of 5 on G2, with 10,109 reviews
“The basics are easy to implement, it's the more complicated stuff like integrations and automations that take more time and experience.” ~ Chris C. (G2 User)
9) Jira
)
During my evaluation of Jira, I found it to be the go-to project management tool for software development teams using Agile methodologies. I saw firsthand how it excels at issue tracking, sprint planning, and providing visibility into development progress. What I particularly noticed was its robust workflow engine that can be customized to match nearly any development process.
Key features
Comprehensive Agile boards (Scrum and Kanban)
Advanced reporting and roadmaps
Powerful workflow engine with customizable states and transitions
Issue tracking with custom fields and detailed histories
Extensive API for custom integrations
Pros
I found it exceptionally strong for software development teams using Agile methodologies
I appreciated the detailed reporting capabilities for sprint velocity and burndown charts
I was able to create highly customized workflows to match specific team processes
I saw how it integrates seamlessly with other Atlassian products like Confluence and Bitbucket
Cons
In my experience, non-technical teams often find it complex and unintuitive
I noticed customization can require significant setup time and sometimes admin expertise
Pricing options
Free: $0 for up to 10 users
Standard: $7.75 per user per month
Premium: $15.25 per user per month
Enterprise: Get a custom quote
G2 rating & reviews
Jira is rated 4.3 stars out of 5 on G2, with 6,284 reviews
“Their entire UI is very easy to use and visually appealing. They support both, Kanban and SCRUM boards which is a big win as some projects require one while others require the other.” ~ Srivishnu S. (G2 User)
10) Trello
)
During my evaluation, Trello impressed me with its intuitive Kanban-style boards that make visualizing workflows simple and accessible. I found it to be deceptively powerful despite its straightforward interface, offering a visual way to organize tasks and track project progress. What I particularly liked was how quickly new users can understand and start using it effectively.
Key features
Visual Kanban boards with customizable columns
Cards with rich content options including checklists, due dates, and attachments
Butler automation to streamline repetitive actions
Power-Ups that extend functionality (calendar view, time tracking, etc.)
Simple but effective labeling and filtering system
Pros
I found the interface extremely intuitive and user-friendly
I appreciated how easily it scales from personal tasks to team projects
I was able to get new team members up and running in minutes
I liked the visual nature which makes it perfect for tracking task status at a glance
Cons
In my testing, it became less effective for complex projects with many dependencies
I noticed it lacks some advanced reporting features found in more comprehensive tools
Pricing options
Free: $0 with limited features
Standard: $5 per user per month
Premium: $10 per user per month
Enterprise: $17.50 per user per month
G2 rating & reviews
Trello is rated 4.4 stars out of 5 on G2, with 13,679 reviews
“Its really great for handling multiple projects. Its method of arranging tasks with boards, lists, and cards is very user friendly. Being able to see everything at first glance, whether personal or professional, is something I truly appreciate.” ~ Avtar S. (G2 User)
Measuring ROI from project planning tools
When I implemented project planning tools for the first time, I discovered they aren't just an expense—they're an investment with measurable returns. Here's how I quantify their impact on my business.
Key metrics to track for project planning tool success
I've learned to turn abstract benefits into concrete numbers by tracking the right metrics. I monitor on-time delivery rates, resource utilization, budget variance, and client satisfaction scores. These indicators reveal how my tool improves efficiency and directly impacts profitability.
Typical implementation timeline and cost-benefit analysis
In my experience, most teams begin seeing positive results within the first few months after implementation. I found that the initial period covers setup and training, with productivity gains appearing as teams become more comfortable with the system. I've seen significant returns through reduced rework, improved delivery times, and better client retention.
Teamwork is your ultimate project planning tool
Project management is critical to delivering what's expected, and nailing the planning portion of your projects is integral to their success. Project management software tools can help you see the project in its entirety, stay on top of project timelines, and proactively identify bottlenecks. These tools also offer ways for teams to collaborate and stay focused on their assigned tasks.
Our list is a helpful starting point to increase your workflow efficiency and bring deliverables in on time and within budget. However, each team’s needs are unique, so think carefully about which features you need in a tool to help you accomplish your project objectives.
Do you need a robust solution that’s customizable, functional, and easy to use? Learn more about how Teamwork can streamline your processes, increase your profitability, and help scale your business.
)
)
)
)
)
)
)
)