9 Best Project Management Software for 2025: My Favorites

Keeping projects on track didn't always seem difficult to me. I still remember my first big project, back in university, when I helped organize an event with multiple teams managing everything from logistics to marketing. At first, it felt simple: divide the tasks, set deadlines, and make sure everyone kept things moving. But soon enough, things spiralled out of control.

Missed deadlines, lost updates, and constant confusion made it clear how quickly things can fall apart without proper systems. That experience left me wondering how professionals manage large-scale projects without losing control.

Fast-forward to today, and I finally have the answer. The difference between chaos and success lies in the tools we use, and discovering the best project management software has transformed how I view teamwork. These tools are designed to handle the complexities of modern workflows, keep tasks on track, and ensure teams stay aligned.

At first, I thought these tools were just for managers, but I soon realized they play a critical role for everyone on the team. In my current role, I don't directly manage projects but rely on project management tools daily. They ensure I know what's expected of me, keep deadlines visible, and create clarity around team priorities. For someone in a supporting role, these tools are invaluable for understanding how my tasks fit the team's broader goals.

As I became more familiar with these tools, I started noticing patterns. Some tools made collaboration effortless, while others felt clunky or unintuitive. That got me thinking: Are we using the best tool for our needs? Or is there a better option that could enhance how we work together?

Driven by curiosity, I decided to dig deeper. I analyzed our tools, spoke with teammates to understand their experiences, and explored alternatives to see what the market offered. Along the way, I uncovered what makes a project management tool truly effective—and, just as importantly, what doesn't.

In this article, I'll share what I learned from my hands-on experience with various project management tools—the good, the bad, and the ones worth your time. Whether you're new to managing projects or simply looking for a tool that reduces headaches and boosts productivity, this guide is for you. Let's explore which tools can transform how your team manages projects.

9 best project management software I personally recommend for 2025

In my view, project management software is like a well-oiled machine that keeps everything moving in sync—tasks, deadlines, teams, and progress all working together seamlessly. It's designed to bring order to what can often feel like chaos, especially when dealing with complex projects or multiple moving parts.

When I first started exploring project management software, I didn't realize how many options there were. There's something for everyone—whether you're managing personal to-do lists or large-scale collaborative projects with tight deadlines. Some tools focus on simplicity, while others pack powerful features for advanced planning and reporting.

What I noticed was that each tool seemed to have its strengths. A few were great for breaking down tasks into manageable steps, others shined when tracking timelines, and some specialized in team collaboration. But for me, the tools that stood out offered a good balance—simple enough to use daily but powerful enough to handle big projects without missing important details.

Behind the hype: How I found project management software that actually deliver

Choosing the right project management software can make or break a team's productivity. Here's what I focused on when evaluating these tools:

• Ease of use: No matter how powerful a tool is, if it's difficult to navigate, it won't help much. I evaluated how quickly tasks like project setup, task assignment, and view switching could be executed without requiring extensive training. Tools that offered built-in guides, contextual tooltips, or interactive onboarding earned extra points for reducing friction during the adoption phase.
• Customization: Every project is different, so I needed tools that could bend, not break, under different workflows. I prioritized platforms that allowed deep customization— Whether it was creating custom task fields, setting up unique workflows, or building dashboards tailored to specific team roles, I wanted flexibility. The platforms that stood out gave me the freedom to design processes that fit our needs—without forcing us into rigid, pre-defined structures. Customizable templates were also a big win, especially when setting up recurring projects, because they saved time and effort.
• Collaboration: For me, project management isn't just about tasks—it's about how well the team works together. I looked for tools that made it easy to communicate—whether through real-time comments, task mentions, or built-in file sharing. Platforms that offered live updates and instant notifications kept everyone in the loop without constant back-and-forth emails. Some tools even integrated directly with Slack, which I loved because it kept communication flowing naturally. The best ones didn't just track tasks—they helped the entire team stay connected and on the same page.
• Work Breakdown Structure (WBS): Managing complex projects requires breaking them into smaller, manageable components. I appreciated tools that supported WBS, allowing me to create task hierarchies and easily visualize dependencies. This feature made it simple to assign responsibilities and ensure every aspect of the project was accounted for.
• Gantt Charts and Timelines: I found it really helpful when a tool offered Gantt charts or project timelines. These features made it easy to see how tasks connected, track progress and spot any bottlenecks. Visualizing the entire project's flow, from start to finish, allowed me to adjust schedules and reallocate resources when needed. It gave me a better handle on the big picture without losing sight of the details.
• Automation capabilities:  I wanted tools that could handle repetitive tasks automatically, like setting up recurring tasks, sending reminders, or updating task statuses based on triggers. Tools that allowed me to create custom rules (e.g., "move task to 'Done' when completed") really stood out. This automation saved me a lot of time and made sure nothing slipped through the cracks. The less manual input required, the more time I could spend on actual work.
• Integration options: A project management tool doesn't exist in a vacuum. Since we already rely on apps like Google Workspace and Slack, I needed tools that integrated seamlessly with our existing setup. The ones I liked the most offered native integrations with these platforms, making it easy to sync tasks, share files, and manage calendars. I also checked for API access and Zapier compatibility, which allowed for even deeper customization when needed. The goal was to avoid unnecessary app-hopping and keep everything flowing smoothly in one ecosystem.
• Scalability: I always think about whether the tool can grow with us. I didn't just look at how the tool performed for small projects and tested whether it could handle more complex workflows and larger teams without lagging. Features like role-based access control, permission settings, and workload management were key for scaling up. I also appreciated platforms that offered flexible pricing tiers so we wouldn't have to jump into an expensive plan too soon.

Over the past few weeks, I tested 25 project management tools and quickly realized that flashy features and complex designs don't always lead to better project outcomes. My goal was simple: to find tools that effectively support project planning, resource management, and task execution. After a thorough evaluation and extensive testing, I narrowed it down to 9 standout tools that truly delivered.

To be included in the project management software category, a product must have:

• Create project plans and work breakdown structure (WBS) based on the scope
• Define, manage, and allocate resources based on demand and availability
• Create project budgets and compare them with actual costs and expenses
• Support multiple project management methodologies such as waterfall and agile
• Provide project templates that can be modified or combined to create new projects
• Manage interdependencies between tasks and their impact on deadlines
• Automatically generate a critical path and update it when the project changes
• Allow users to mass update tasks without changing interdependencies
• Include multiple project views such as calendar view or customer (or partner) view
• Monitor project progress, resource utilization, and user productivity

*This data has been pulled from G2 in 2025. Some reviews have been edited for clarity.

1. monday Work Management

Monday Work Management has quickly become my reliable tool for organizing personal and team-related tasks. What makes it different from other tools I've tried is how visually clear and customizable it is. I can design my boards exactly how I want, whether it's for tracking daily tasks, managing deliverables, or keeping a personal to-do list. Plus, the colour-coded statuses and progress bars give me an instant overview of my projects, helping me stay on top of everything.

Another highlight is the available product integrations. I use monday.com alongside other apps like Slack and Google Drive, and the way it syncs data between them saves me from jumping back and forth. It even lets me create custom automation across tools, which has been a breakthrough when coordinating tasks across different platforms.

Another feature I found unexpectedly useful is the time-tracking column. I initially didn't think I would need it, but it helped me track how long certain tasks take. This has improved my planning and productivity by giving me a clearer idea of where my time is going. I use it regularly to track progress and identify areas where I can be more efficient.

Additionally, one notable aspect is its templates. Whether setting up a content calendar or a product roadmap, the ready-made templates give me a great starting point. I can then tweak them based on my project needs, which speeds up the setup process.

But I had to figure out a couple of things along the way. While the platform is intuitive, I initially found some of the reporting features a bit tricky. Once I explored the help section and played around with custom dashboards, it became easier, but it wasn't something I mastered right away. I also encountered occasional syncing issues with integrated apps. For example, when the email integration stopped syncing, I had to manually reconnect it, which disrupted my workflow.

Also, if you like detailed task histories, monday.com might not be perfect out of the box. I had to enable and customize certain views to get the level of detail I wanted.

The pricing was also a bit high initially, especially for startups or small teams. Even though it offers a wide range of features, I still find the cost to be a bit of a drawback, and I constantly have to weigh it against my budget.

What I dislike about monday Work Management:

• The pricing can feel restrictive, especially for small teams or individual users. While the free plan covers basic features, more advanced options like detailed reports, time tracking, and automation require a paid plan. I needed to upgrade sooner than expected to access the features I truly needed.
• The reporting features weren't as intuitive as I'd hoped. It took me a while to figure out how to create the custom dashboards I needed. Once I got the hang of it, it became a powerful tool, but there was a learning curve.

What G2 users dislike about monday Work Management:

"Docs are very helpful, but some of the functionality around them could be improved. The main two issues I've had with docs are the formatting of text inside docs, which can get messed up easily and is hard to fix when pasting content. And secondly, if a doc is in an item and the item is moved or deleted, it is not stored in a trash section where it could be recovered in case that was done in error."

- monday Work Management Review, Jeremy S.

2. Smartsheet

When I started using Smartsheet, I expected just another spreadsheet tool with perhaps a few added features. Given my background in working extensively with Excel, I thought it would be a minor upgrade, primarily useful for organizing data in a familiar grid format. However, I quickly discovered that Smartsheet goes far beyond basic spreadsheets. It's a fully-fledged project management solution with capabilities that can support everything from simple task lists to large-scale collaborative projects.

What I love most about Smartsheet is its perfect balance between familiarity and functionality. The interface feels similar to a traditional spreadsheet, which makes the initial learning curve much less intimidating.

At the same time, it offers powerful project management features like Gantt charts, which are invaluable for visualizing timelines and tracking project milestones. Another standout feature is the Kanban board view, which made managing workflows and prioritizing tasks much more intuitive. This combination of spreadsheet-like simplicity and advanced project management tools made it easy for someone like me, with a primarily analytical background, to transition into handling more complex projects without feeling overwhelmed.

Smartsheet's versatility is impressive. I can manage tasks, track timelines, and even collect data from different teams, all within the same platform. Setting up forms and sheets is straightforward, and I don't need any technical skills to get things working exactly the way I want.

One experience that made a real difference was discovering its automation feature. Instead of wasting time on repetitive tasks, I set up rules that automatically triggered reminders or updated task statuses. It wasn't just convenient—it saved me a lot of manual effort.

Another feature that deserves a shout-out is cell linking. I had situations where I needed to keep data consistent across multiple sheets, and linking cells allowed me to do just that without constant manual updates. It's a seamless way to ensure that changes made in one place are instantly reflected elsewhere, effortlessly keeping everything accurate and up-to-date.

As much as I appreciate Smartsheet, there are a few areas where it could be better. For instance, setting up complex dependencies, like linking tasks with specific dates, felt confusing at first. It took me several attempts before I figured out how everything worked.

Another area that could be improved is integration. While Smartsheet does integrate with popular tools like Google Workspace and Slack, the process isn't always as smooth as I'd hope. Sometimes, syncing data feels clunky, and I've had to manually update certain fields when the integration didn't quite work as expected.

Also, while the dashboards are helpful for getting a quick overview, their customization options are somewhat limited. I found myself wanting more control over how graphs and charts are displayed to better suit my needs.

What I dislike about Smartsheet:

• One thing I found tricky was setting up task dependencies. It wasn't very clear at first how to link tasks, especially when dealing with different dates. I had to try a few times before I got it right.
• The integrations could be smoother. I've had moments when syncing data with other tools didn't go as planned, and I ended up doing a lot of manual updates.

What G2 users dislike about Smartsheet:

"I wish there were a wider variety of graph types available to plug right into dashboards. While the current graphs cover all the primary use types (and do it very well), the complexity of data in a lot of my sheets (that's in there because Smartsheet handles all the complex data so well) is often hard to represent with the current dashboard graph offerings."

- Smartsheet Review, Shelbie H.

3. Asana

Asana has genuinely transformed how I manage my work—it's not just about task management anymore; it's a powerhouse that brings ideas to life, streamlines tasks, and makes teamwork feel almost effortless. From the moment I started using it, I noticed how much smoother my workflow became. It's like having a personal assistant keeping everything on track.

What stood out to me was how effectively it supports collaborative brainstorming. I can create shared project notes, attach files directly to tasks, and add rich-text descriptions, which means that Asana isn't just a checklist for me anymore—it's become a creative workspace.

I also love Asana's task prioritization. Instead of juggling countless to-dos, I can set clear priorities for each task, which helps me focus on what truly matters. It's simple but effective, and it's made a noticeable difference in my daily productivity.

Another underrated feature is the personal tasks section. Most people think of Asana as a team tool, but I've found it incredibly useful for managing my personal goals and deadlines. It's like having my life organized in one place—I can plan everything from work deadlines to personal projects, and it all just works seamlessly.

Let's not forget the core of it all—the task management system. Creating tasks, adding due dates, assigning them to team members, and even breaking them down into subtasks is super straightforward. It makes it easy to see what's on my plate and ensures nothing gets lost in the shuffle.

However, it's not without flaws. Sometimes, I feel a bit overwhelmed—there are so many features that it's easy to get lost, especially when managing multiple projects. I often find myself wishing for a simpler interface or at least a way to hide some of the less-used features.

The pricing also made me think twice. I started with the free version, but I quickly noticed that some important features, like custom fields and advanced reports, are only available with the premium plan. For small teams or individual users, this can feel a bit expensive.

Oh, and exporting task details? It's a bit of a hassle. While it technically works, I often have to spend extra time cleaning up the exported data to create polished reports. It's not a deal-breaker, but it's definitely an area where I think Asana could improve.

What I dislike about Asana:

• Some really useful features, like custom fields and advanced reports, are locked behind the premium plan, which feels limiting. While the basic plan covers most essential functions, there are moments when I find myself needing more advanced capabilities to customize workflows or generate detailed reports.
• Exporting task details isn't as smooth as I'd like. The export process works, but the output often requires a lot of cleanup and formatting before it's ready to share with stakeholders. Whether it's misaligned columns, missing data, or excess information that I need to filter out, I find myself spending extra time polishing the exported reports to make them presentable.

What G2 users dislike about Asana:

"Some of the best features require the paid version. There are a few features that I would use in the paid version, but a lot of the features are not needed. If there were an option for add-ons or a low-tier package that just included a few essentials, that would be better for my budget."

- Asana Review, Daniel S.

4. ClickUp

ClickUp didn't just meet my expectations—it stood out as one of the most versatile tools I've tried in my search for the best project management solution. From the start, I noticed how easily it adapted to different workflows. What stood out most was its sheer flexibility. Whether I wanted a simple to-do list or a fully visual Kanban board, ClickUp had a view for that—List, Board, Calendar, Gantt chart, and even mind maps. Compared to other tools I've tested, the variety of views in ClickUp made it incredibly easy to adapt to different project needs and switch perspectives without feeling boxed in.

The built-in Docs feature was another unexpected gem. I could create detailed project documentation, store meeting notes, and even draft reports right within ClickUp. Compared to other platforms where I had to juggle separate tools for documentation, ClickUp's Docs feature kept everything centralized, making it easy to find and link information quickly.

I also found the task hierarchies and dependencies particularly useful. For bigger projects, I often had to break down tasks into smaller pieces. ClickUp made this easy with subtasks and task dependencies, helping me manage work without getting overwhelmed. I also liked the Gantt chart view, which gave me a clear picture of my project timeline and made it easy to spot potential delays.

Even though I really like ClickUp, a few things did bother me. First, the performance can be a bit sluggish, especially when working on bigger projects with lots of tasks.

While the desktop version is robust, I found the mobile app lacking. It doesn't offer the same smooth experience, and some features are harder to access on the go, which can be frustrating when I need to make quick updates.

What I dislike about ClickUp:

• For me, using the mobile app felt like a downgrade from the desktop experience. Simple things, like updating tasks or switching views, often became tedious. It's fine for quick checks, but anything more felt like extra work. 
• ClickUp has all the tools I could ask for, but figuring out the advanced stuff takes time. It's not exactly "click and go," and that made onboarding more of a chore than I expected.

What G2 users dislike about ClickUp:

"ClickUp can feel congested at times because, personally, I think there are too many things in one place. It can be hard to figure out exactly what I need. They should provide some basic training or resources to help new users understand the platform more easily."

- ClickUp Review, Hardik V.

5. Notion

I wasn't sure what to expect from Notion. I had heard a lot of buzz about it being an all-in-one tool, but I didn't really understand what that meant until I got my hands on it. 

I was looking for something flexible enough to handle both structured task management and scattered ideas. It turns out that Notion does that pretty well and offers even more than I expected.

The first thing that really pulled me in was how customizable it is. I remember spending a whole afternoon setting up my workspace exactly the way I wanted it—a dashboard with tasks, linked databases, and a synced Google Calendar so I could see deadlines at a glance. I love having control over how things look, so I went all out with color coding and tags. 

The ability to embed items like videos, audio files, and external links directly into pages made things so much easier and more streamlined. It kept everything I needed in one place without needing to hop between apps.

One feature that I found super cool was the infinite nesting of pages. You can create a page, then add another page inside it, and keep going as deep as you want. I once built an entire knowledge base for a project, complete with subpages for every section. Despite its complexity, everything stayed organized, and I could find what I needed without any hassle.

The database linking feature turned out to be more helpful than I initially expected. I set up a system where my tasks linked directly to different projects, making it super easy to track what was tied to what. At first, it felt a bit overwhelming, but after experimenting and figuring out how to link tasks and projects, everything clicked. 

That said, Notion does have a few rough edges.

One major frustration was exporting content. While it offers options to export as PDF or Markdown, the formatting often looks messy. I remember finishing a detailed project report only to have the exported version appear poorly aligned, which meant extra time spent fixing it elsewhere.

While I love how flexible Notion is, I wish it had more built-in automation. Setting up workflows often means using external tools like Zapier, which adds extra steps and isn't as seamless as I'd like.

One unexpected highlight, though, was Notion AI. I didn't think I'd use it much, but it turned out to be pretty handy. I've used it to summarize articles, brainstorm ideas, and even draft quick emails when I was short on time. It's not perfect, but it helped speed things up when I was short on time.

What I dislike about Notion:

• I wish exporting weren't such a hassle. I once spent hours perfecting a detailed report in Notion, only to export it as a PDF and see everything misaligned.
• I find the lack of built-in automation a bit limiting. I love how flexible Notion is, but when it comes to setting up workflows, I end up relying on external tools like Zapier, which adds extra complexity.

What G2 users dislike about Notion:

"That level of control is key for me because it helps me stay on top of everything, whether it's work, personal goals, or anything in between. But sometimes, I can get a little too carried away with the endless possibilities for customization. I have to remind myself not to overcomplicate things because, with my perfectionist tendencies, I can easily find myself overthinking or getting bogged down by decision fatigue."

- Notion Review, Anthony K.

6. Slack

Alright, let’s talk about Slack—the app that everyone swears by for team communication. But as I spent more time with it, I realized that Slack is so much more than a simple communication tool. It’s a well-rounded platform that bridges the gap between messaging and project management. Whether you’re leading a project, collaborating across departments, or just trying to keep your inbox manageable, Slack has something to offer.

Let’s start with channels. Channels in Slack help keep conversations organized.  I’ve got separate channels for different projects, departments, and even casual topics. This setup means I don’t have to dig through endless chat threads to find important updates—everything is neatly sorted.

Another highlight for me is real-time collaboration. Whether it’s discussing ideas, sharing files, or reviewing documents, everything happens instantly. The file-sharing system is super intuitive—just drag and drop—and it supports large files up to 1GB. Plus, with direct messaging, I can quickly reach out to anyone for one-on-one chats or small group discussions.

Slack isn’t just about chatting; it’s incredibly versatile. One feature I found surprisingly useful is the Slackbot. I use it to set up personal reminders and automate repetitive tasks. It’s like having a little assistant that helps me stay on top of things.

Then there’s the threaded conversations. Threads help keep side discussions from cluttering the main channel. I find them especially useful during brainstorming sessions, where people have a lot of ideas flying around. Instead of creating chaos in the main chat, you can start a thread and keep the conversation focused.

Now, onto the stuff that bugs me. One issue I’ve encountered is with integration glitches. While Slack’s integration capabilities are impressive, they’re not always flawless. I’ve had moments where synced tasks didn’t update properly, leading to some confusion.

And then there’s the issue of information overload. If you’re part of multiple active channels, things can get overwhelming quickly. Over time, I learned to mute less critical channels and rely on highlights to stay informed about what really matters. I

Lastly, the search feature could be better. While it works well for finding recent messages, it’s not always reliable for digging up older conversations or files. This can be frustrating when you need to reference something from weeks or months ago.

What I dislike about Slack:

• Even though I like Slack a lot, there are some things that frustrate me. One big issue for me is how easily things can get overwhelming. With so many active conversations going on, it’s easy to feel like I’m drowning in notifications. I’ve had to mute some channels and adjust my alerts to avoid constant interruptions.
• I’ve also run into occasional issues with how apps integrate with Slack. It’s great that you can connect so many third-party tools, but when those connections don’t update correctly or break unexpectedly, it adds unnecessary friction.
• I also find the search feature a bit disappointing. It’s fine to find recent conversations, but when I need to look for something from weeks ago, it’s often hit-or-miss. I’ve had situations where I knew exactly what I was looking for, but the search didn’t bring it up, which was frustrating.

What G2 users dislike about Slack:

“The thing I dislike most about Slack is the large volume of notifications that I receive. It can be overwhelming at times, although I could probably adjust my settings to make that better for me. I also feel like the channels can get messy, and sometimes it is hard to find past conversations because they will become buried in newer ones.”

- Slack Review, Alison S

7. Trello

I needed a tool that didn’t just get the job done but also made organizing tasks feel simple and intuitive. That’s exactly what Trello delivered—a tool that stands out for its ease of use and ability to keep things clear without overwhelming me.

Whether it’s personal projects, team assignments, or your next big idea, Trello makes it super easy to keep everything in order. The setup is so straightforward—just create a board, add a few lists, and start adding tasks. The drag-and-drop feature feels super intuitive. Need to shift a task from “To-Do” to “In Progress”? Just grab the card and drop it in the right column. It’s as simple as rearranging sticky notes on a board—only without the mess.

One feature that I didn’t expect to rely on so much was Butler, Trello’s built-in automation tool. Even with the free version, Butler lets you set up simple rules to automate repetitive tasks. Whether it was automatically moving cards to a “Done” list or setting reminders for due dates, Butler saved me a ton of time.

Another thing I appreciate about Trello is its Power-Ups. While some advanced Power-Ups require a paid plan, the free version gives you access to one Power-Up per board. Need a timeline view? There’s a Power-Up for that. Want to sync with Google Calendar? Easy. Personally, I find the Calendar Power-Up particularly helpful for visualizing tasks and deadlines in a calendar format. The best part is that you can pick and choose only what you need, so your boards don’t get overloaded with unnecessary features.

But as I started adding bigger and more complex projects, a few cracks started to show. One of the first issues I ran into was that managing multiple active boards and teams can become overwhelming due to the constant stream of notifications. Early on, I found myself distracted by every ping until I adjusted the notification settings and muted less critical boards. It’s a necessary workaround, but it took some trial and error to find the right balance.  

Also, while Power-Ups like the Calendar and Timeline views are incredibly useful, I sometimes feel like Trello leans too heavily on them. For example, features like Gantt charts or advanced reporting require third-party integrations or upgrades, which adds complexity and cost. I’d prefer it if these essential tools were integrated directly into the platform.

What I dislike about Trello:

• While I appreciate the platform's flexibility, managing multiple boards and teams can quickly become overwhelming with the constant barrage of notifications. I’ve had to mute less critical boards and tweak settings just to keep interruptions in check.
• Advanced features like Gantt charts and reporting are helpful, but needing Power-Ups to access them can feel like an extra step I don’t always want to deal with, especially when I need those tools regularly.

What G2 users dislike about Trello:

“I wish Trello allowed more text formatting options within card titles, like bold, italic, or underline. It would also be great to have a feature to customize the colour of the cards for better visual organization.”

- Trello Review, Roselle P.

8. Airtable

Airtable quickly became one of my favorite tools because it effortlessly blends the simplicity of a spreadsheet with the capabilities of a powerful database. 

One thing I didn’t expect to love was Airtable’s interface customization. You can design interfaces tailored to different user needs—whether it’s for a project manager tracking milestones or a creative team organizing assets. It goes beyond standard views by letting you control how data is displayed and interacted with.

Another unique feature that caught my attention was Airtable’s Blocks (now referred to as Apps). These mini add-ons enhanced functionality by providing tools like charts, maps, timelines, and even a page designer. I used the Page Designer App to create professional reports directly from my data, which saved me hours of manual formatting.

While it’s great for task tracking, I found that visual workload management—like seeing who’s overloaded at a glance—wasn’t as robust as I would have liked. I had to rely on external tools for that.

Another thing I noticed was the reporting could be better. While Airtable lets me create basic reports and dashboards, I sometimes need more detailed reports for bigger projects. To get exactly what I wanted, I had to export the data and use other tools, which was a bit of a hassle.

What I dislike about Airtable:

• I found visual workload management lacking. When I needed a clear, real-time view of who on the team was overloaded or underutilized, the built-in features didn’t quite provide the clarity I was looking for.
• The reporting features felt a bit too basic for my needs, especially when working on larger, more complex projects. While they worked fine for simple overviews, I often needed deeper insights and more granular data to make informed decisions. As a result, I frequently found myself exporting the data and using other tools to build custom reports.

What G2 users dislike about Airtable:

“One of the main limitations I’ve encountered is the pricing structure. My agency is small and I rely on a few external contractors to help run my business, and providing them full access would quickly get expensive. Additionally, creating complex automation or integrations seems to be beyond my know-how at the moment, so I feel like I'm not getting everything AirTable has to offer.”

- Airtable Review, Maxwell P.S.

9. Wrike

Ever felt like project management tools promise more than they deliver? I get it.

After trying out Wrike on a couple of major projects, I was happy to find that it strikes the right balance by being robust enough for complex workflows but still intuitive once you get the hang of it.

One feature that really stood out during my experience was the dynamic request forms. I used them to collect project requirements from different teams, and it saved me tons of back-and-forth emails. 

Another great feature was the proofing and approval system. While working on cross-functional team tasks, we used it to review documents, provide feedback, and finalize approvals without switching between multiple tools. 

Another feature I came to rely on was the automation engine. It took care of the tedious stuff, like assigning tasks and sending reminders, without me having to lift a finger. This kept projects moving forward smoothly and made sure nothing got stuck in limbo.

Still, my experience wasn’t without challenges. Initially, the interface was quite intimidating. I found myself pausing often, trying to navigate and make sense of the layout. It was a bit of a learning curve, but after a few days, everything started to click, and I gained confidence in using it.

The notifications could use some fine-tuning too. I occasionally missed critical updates or got too many irrelevant ones. 

What I dislike about Wrike:

• I’ll admit the interface felt a bit intimidating at first. There were so many options, features, and menus that it felt overwhelming. It definitely took me a little time to get comfortable.
• Notifications are hit or miss. Sometimes I get bombarded with updates about things I don’t really need, which can be distracting. Other times, I miss something critical because I didn’t get a timely notification, or it got buried in the flood of less important alerts.

What G2 users dislike about Wrike:

“If you don't proactively explore the tool with an inquisitive mind to understand the ways it can help you, you're going to get bogged down by "I don't know what to do" and "this is annoying" in how you navigate the menus and functions. Be curious!”

- Wrike Review, Briana S.

Frequently asked questions about project management software

1. What is the best project management software?

From my experience, the best project management tools are monday Work Management, Smartsheet, and Asana.

2. What is the best free project management software?

If you’re looking for free options, I’d recommend Trello, Asana, and Notion. Notion’s free plan is great for individuals or small teams who want more than just task management.

3. What project management tool is best for communication?

For communication, Slack is unbeatable. It’s more than a messaging app—it integrates with most major project management tools, including monday Work Management, Asana, and Trello, so you can get real-time updates and stay on top of tasks without constantly switching between apps.

4. What project management tool is the easiest to use?

The easiest project management tools to use are Trello, Asana, and Airtable.

5. What's the best project management software for a small business?

For small businesses, I’d suggest trying out Trello, ClickUp, and Smartsheet.

6. Which project management software can I use for personal projects?

Tools like Trello, Asana, and monday Work Management are great for personal task management. You can use them to plan everything from daily to-dos to larger personal goals.

7. Are there project management tools with unlimited users for free?

Yes, Trello and ClickUp offer free plans with unlimited users. Just keep in mind that some advanced features might be limited.

8. What features should I prioritize in project management software?

Key features to prioritize include task tracking, team collaboration, reporting, integrations with other apps, and automation for recurring tasks and updates.

Manage it, slay it, own it

Here’s the deal: there’s no “perfect” project management tool for everyone—it’s all about finding what works for you. Each tool has its strengths, and the right choice depends on your team’s style and goals.

Looking for something flexible and visually clear? Monday Work Management is a standout. Want a tool that keeps tasks organized while boosting collaboration? Asana is built for teamwork. If you’re all about structure and handling large-scale projects, Smartsheet has the power and precision you need. Trello is perfect for keeping it simple, while Notion and ClickUp let you customize everything to your heart’s content. And if keeping the squad connected is the mission, Slack’s where it’s at.

The best tool is the one that fits your flow, keeps you organized, and makes you wonder how you ever lived without it. So go ahead, test a few, and find the one that clicks. Because when your team’s in sync, hitting goals feels less like work and more like a flex. Let’s make 2025 the year of productivity done right.