Project Management Software Reviews

There are a lot of project management software tools to choose from! I’ve always found it helpful to speak to an expert because there are too many options to choose from — and who’s got time for that much industry research?

Get help finding the right tool for your team

To help you find the right project management software for your business, I’ve teamed up with the team at software comparison portal Crozdesk to save you time researching tools.

They are different from other comparison tools as they call you back and you talk to a real (expert) human who understands what you are looking for and knows the market inside out.

You’ll get a custom product shortlist via phone or email, with no obligation on you. Oh, and it’s free. You’ll get a report at the end comparing the best fit products for your needs, and they’ll look at over 360 tools for you.

The form takes a couple of minutes – why not give it a go and take the stress out of finding the perfect project management tool?

Here is draft content for your Software Reviews hub in US English, including a substantial “How to choose a tool” section and two additional non-comparison sections that strengthen SEO and authority without requiring constant updates.

How to choose a project management tool

Choosing a project management tool is less about features and more about fit. The market is crowded with platforms promising better collaboration, visibility, and control so you are bound to find something that does the job. However, the most sophisticated tool is not always the right one for your team.

Start with your delivery model. Are you working in a predictive, stage-gated environment with formal governance (aka traditional or predictive)? Or do you operate in short iterations with evolving requirements (aka agile, iterative or even hybrid)? Your approach should drive your tool selection. A construction program with strict reporting needs will require very different functionality compared to a small Agile product team.

Next, define your must-have capabilities. These typically include task tracking, scheduling, reporting, permissions, document management, and integration with existing systems. Avoid being distracted by advanced features that sound impressive but will not be used in practice. If in doubt, ask the people who will be using it what they actually need. Complexity increases administration overhead and reduces adoption.

Adoption is often the deciding factor. A tool only delivers value if your team actually uses it consistently. Consider usability, learning curve, and how intuitive it feels. If the interface slows people down or requires extensive training, they will stop using it, compliance will drop and shadow systems will appear.

Integration matters more than most teams expect. No one enjoys double-keying info into the tool and then into spreadsheets or another system because things don’t join up. Check how the tool connects to email, calendar systems, finance platforms, and collaboration software. Seamless data flow reduces duplication and reporting effort — the team will thank you for this!

Finally, evaluate governance and scalability. Can the tool support portfolio-level reporting if your organization grows? Does it allow you to configure workflows without heavy technical support? A tool that works for one team may struggle at enterprise scale. It’s fine to change tool later as you grow, but it’s less hassle if you don’t have to.

Instead of chasing the ‘best’ project management software, aim for the right balance between structure, usability, and reporting capability. Define your requirements first. Then test tools against real scenarios rather than marketing promises.

What to consider beyond features

Many software decisions fail because teams focus exclusively on features. In reality, long-term success depends on broader organizational factors, especially senior level support for your new tool.

Cost is not just subscription price. Consider implementation time, migration effort, configuration work, and ongoing administration. A lower-cost tool with high setup complexity may cost more in staff time than a premium option with strong onboarding support. Plus, trust me when I say you will need a system admin allocated at least half time to managing user accounts, feature requests, tweaks and config settings. You’ll need people who are subject matter experts and power users too.

Governance alignment is critical. If your organization requires structured reporting, audit trails, or formal approval workflows, ensure the tool can support those processes without workarounds. Similarly, if you operate in a lighter-weight environment, avoid tools that force unnecessary bureaucracy.

Security and data protection should also be evaluated early. Review data hosting locations, user permission controls, and compliance standards. These are often overlooked during initial trials but become significant later.

Change management is another hidden factor. Introducing a new project management system changes how people work. Clear communication, training, and leadership support are essential for successful adoption.

When reviewing tools, ask not only “What can it do?” but “How will this change the way we deliver projects?”

When you might not need new software

Before investing in new project management software, it is worth assessing whether a tool change is actually required. Many delivery issues stem from unclear processes, inconsistent governance, or lack of role clarity rather than inadequate software.

If teams are not updating existing systems, a new tool will not solve the problem! You’ll just be replacing one set of non-compliant projects with the same lack of compliance in a different software. Tools don’t replace poor performance or demotivated staff. If reporting requirements are poorly defined, or the tools are too hard to use, dashboards will remain inconsistent regardless of platform.

Sometimes the most effective improvement comes from simplifying workflows, standardizing templates, or clarifying decision rights. Software should enable good practice, not replace it. If it doesn’t help you do your job, get rid of it!

Upgrading tools can be valuable when you are thinking about scaling delivery, improving visibility, or integrating portfolio oversight. However, an upgrade can be a lot of work and should be part of a broader improvement plan rather than a standalone solution. Take the time to plan it out as a project!

Software Reviews

Here is a collection of recent project management software reviews.