Choosing the Best Project Management Software: A Guide

Choosing the Best Project Management Software: A Guide

Project management software is a system with tools that help both individuals and teams plan, organize, and manage projects efficiently. The best project management software provides a centralized platform where users can collaborate, communicate, and track project progress all in one spot.

Project management software is popular across many various business types and sizes, and most solutions can be customized to fit your unique project planning and tracking goals. Using project management software can improve productivity, reduce errors, and enhance communication among team members, which are essential factors in successfully delivering projects on time and within budget.

However, with all the project management software choices available on the market, it can be challenging to know which one will work best for your business. This article explores the top project management features you should be looking for, gives insight into what job roles benefit most from project management software, and provides tips to help you choose and implement the best project management software.

Top Project Management Software Features

Features are an important aspect of what project management systems do for teams and companies, and choosing the best tools for your business begins with understanding what features are most valuable to your projects. Some of the most popular project management software features include the following.

Task Management

This feature allows project managers to create, assign, and track tasks for team members. It helps keep everyone on the same page and ensures tasks are completed on time.


Collaboration features allow team members to work together on projects in real-time. This helps improve communication and allows for quick resolution of any issues, making it an important element of project management.

Time Tracking

Time tracking helps to monitor the amount of time team members spend on each task, providing insight into productivity levels and potential areas for improvement.

Budget Tracking

Budget tracking features help monitor project expenses and ensure the project stays within its allocated budget. This helps to prevent overspending and ensures that the project is financially viable.


Reporting features provide a visual overview of project progress, allowing project managers to identify potential issues early and make adjustments as needed. Data driven decision making is a growing trend in project management, and in-depth reporting and analytics tools not only keep projects on track, but help find areas of improvement in your processes as well. 

Resource Management

Resource management features help project managers allocate resources effectively, ensuring that team members are working on the right tasks at the right time.


Customization features allow project managers to tailor the software to their specific needs and preferences. This helps to ensure that the software is a good fit for the organization and makes it easier for team members to use.

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Who Uses Project Management Software?

Project management software is widely used across many industries and job roles to help manage projects more efficiently. Here are some standard job titles or roles that use project management software and how they use its features:

Project Managers

Project managers are responsible for overseeing the entire project from start to finish. They use project management software to track the project’s progress, assign tasks to team members, set deadlines, and monitor the budget. They may also use the software to create Gantt charts and other visual aids to help communicate project status to stakeholders.

Team Leaders

Team leaders are responsible for managing a specific team within a project. They use project management software to assign tasks to team members, set deadlines, and track progress. They may also use the software to monitor team workload and adjust assignments as needed as they lead the team with project management.


Engineers use project management software to manage technical projects, including software development, product design, and construction. They use the software to track the progress of their work, manage dependencies between tasks, and ensure that deadlines are met.

Marketing Managers

Marketing managers use project management software to manage marketing campaigns, including social media, email, and advertising campaigns. They use the software to track the campaign’s progress, set deadlines, and assign tasks to team members.


Consultants use project management software to manage client projects, including developing project plans, tracking progress, and communicating with clients. They use the software to create detailed project reports and analyze project data to identify areas for improvement.

Overall, project management software is valuable for anyone involved in managing projects, regardless of their job title or industry. Its features can be customized to fit the user’s specific needs, allowing for more efficient and effective project management.

How to Choose the Best Project Management Software

Choosing the best project management software doesn’t need to left up to guesswork or instinct. You can use the following tips to choose a project management system that aligns with your goals and budget.

Identify Your Project Management Software Needs

Before choosing any project management software, you should identify your needs and requirements for the tool. Consider the size of your team, the complexity of your projects, and the features you need to make your work more efficient. This helps ensure that you choose software that meets your specific needs.

Factor in Ease of Use

You should choose software that is easy to use and doesn't require much training to get started. Look for software with a user-friendly interface and straightforward navigation. This helps ensure that your team can quickly adapt to the software and start using it effectively.

Focus on Collaboration Features

Collaboration features are essential for team management, primarily if your team works remotely. Look for software that allows team members to communicate and collaborate easily. This includes features such as messaging, file sharing, and task delegation. There are various types of collaborative project management tools, so understanding what your team needs most will help you narrow your choices. 

Consider Necessary Integrations

Project management software should be compatible with your existing tools and applications. Look for software that integrates with your existing workflow, including email, calendar, and other productivity tools. This helps ensure that your team can continue to work seamlessly. Project management software like MS Project or MS Planner that are part of a larger suite of tools available from the vendor can have in-built integrations as well as other options to sync your systems as required. 

Plan Customizations

Every team has unique needs, so choosing software that can be customized to meet your specific requirements is important. Look for software that allows you to customize workflows, task lists, and other features to match your team's work style.

Implement Security Features

Protecting your team's data should be a top priority. Look for software with robust security features, such as data encryption, two-factor authentication, and access control. This helps ensure that your team's data remains secure.

Consider Scalability Needs

As your team grows, your project management needs will change. Choose software that can scale to meet your future needs. Look for software that can handle larger teams and more complex projects without compromising performance.

Plan Your Budget

Project management software can be expensive, so it's essential to consider the cost when choosing software. Look for software that offers a pricing model that matches your budget. Consider both the upfront and ongoing costs, such as licensing and support fees. Budgeting for IT management on projects and team-led projects both should be factored in if you have various use cases for project management software across your teams. 

Understand Support Available

A good customer service team ensures your team can use the software effectively. Look for software with a responsive support team that can help you quickly resolve any issues. This includes access to documentation, tutorials, and other resources.

Research Needed Analytics Features

Analytics and reporting features help you track your team's progress and identify areas for improvement. Look for software that offers robust analytics and reporting features, including real-time data, dashboards, and custom reporting. This helps ensure your team can make data-driven decisions and continuously improve performance.

Project Management software reviews often highlight the best  tools and features to help streamline projects, expedite timelines, and reduce costs. By considering factors such as ease of use, collaboration features, integrations, customization, security, scalability, cost, customer support, and analytics, you can choose the best software to help your team work more efficiently and effectively.

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