Raymond Althof
Editor, Project Management Software
Raymond Althof owns a network website for experienced, senior project managers and he is a project manager for ASML, the world’s leading provider of lithography systems for the semiconductor industry. He has more than 15 years of project management experience.
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Project Management Software
Finding the best project management software is challenging because there are hundreds of options and three common types of project management software. There are more than 100 features worth considering when analyzing project management software. Without taking the time to try each product, the only way for someone to find the best solution is to match the most important features with their project management needs.
Buying Guide
1. Reviews
2. Features
3. Consumer
Profiles
Profiles
4. Types
Chapter 2: Features
What Project Management Software Features Matter and Why?
Task Management
Task Management is made up of every feature that enables a project manager to create and manage tasks or action items. For most, task management is the cornerstone of project management. Just about everything revolves around a group of tasks. A project management software that offers task dependencies, subtasks, recurring tasks, and multi-user assigning is going to score well in this category. It helps to be able to import tasks via Excel or CSV.
Comment on Tasks
You can comment on individual tasks.
Custom Task Fields
You can customize the fields related to a task, like the status, to fit within your workflow.
Dependencies
You can set dependencies (finish to start, finish to finish, start to start, start to finish) to indicate that a task relies on the status of a separate task to be performed.
Import Tasks
You can import tasks in bulk to avoid manually creating individual tasks.
Multi-User Assigning
You can assign multiple users to one task.
Recurring Tasks
You can set a task to repeat at a specific time or date, if it occurs on a regular basis.
Sub Tasks/Hierarchy
You can create sub-tasks and a task hierarchy to manage the smaller tasks that make up a larger task.
Task Duration
You can set the length of time it will take to complete a task, from start to finish.
Task Notifications
You can receive notifications about the status and progress of a task.
Task Templates
You can save time by creating templates for common tasks for later use.
Task Work Hours
You can set the amount of hours it will take to complete a task.
Team Collaboration
Team Collaboration measures the features that allow a team to work together online within the project management software. As technology advances, more teams are being managed virtually. This is where team collaboration features become important. Discussions, activity stream, sharable notes, and wikis are all features from a project management software that is leading the way in terms of Team Collaboration.
Activity Stream
The software has a stream of recent activities, usually located in the dashboard.
Discussions
You can collaborate with other team members using a designated discussion area.
Notifications
Notifications for important updates are automatically sent to resources, like being assigned a new task or removed from a task.
Private Messages
You can send private messages to other users through the software.
Sharable Notes
Team members can create and share notes within a project.
White Boards/Wikis
You can create a document within the software used for brainstorming and collaborating in real time.
Learning Materials
Learning Materials covers every feature that helps someone learn how to use a project management software. The more that a company provides to get a user started with the software, the better. More than that though, anything that speeds up the learning process is important. Project management software can be tricky -- not only does a manager have to learn how to use it, but so does an entire team. The bigger the team, the more important it is that the learning curve is not too steep. Features that help with the initial learning curve are help articles, user guides, video tutorials, and webinars.
Help Articles
A set of detailed articles are available to help learn and understand the software.
User Guide
A user guide is available to help learn and understand the software.
Video Tutorials
Video tutorials are available to help learn and understand the software.
Webinar
Webinars are available to help learn and understand the software.
Email Integration
Email Integration is the ability to use the project management software with email. For many, email is a way of life. Most are comfortable with email, and have grown accustomed to it. For that reason alone, Email Integration has the potential to be a make-or-break category of features. The most important feature to email integration is integrated discussions that can be replied to via the project management software and via email alike. When everything syncs nicely and users can collaborate via email and inside of the project management software, that is when a project management solution is truly integrated with email.
Automated Reporting
You can choose to receive automated email reports to track the progress of projects.
Comments and Discussions
Comments and discussions can integrate with email, either by default or as directed.
Create Tasks
You can create new tasks from your email.
Provide Progress Updates
A resource can provide progress updates on tasks through email.
Receive Progress Updates
You can receive progress updates from resources via email.
File Management
File Management hits on all of the features related to managing files and documents within the project management software. File management can easily be handled with a third-party document management solution like Dropbox or Google Drive. For many, though, the ability to manage files directly within the project management software they are using is important. The features that we cover when it comes to the File Management category range from whether or not there is a central file storage system to how well the project management software integrates with those third-party solutions mentioned above. While using a third-party solution, it's still important that file management is solid within the project management software. Linking to and sharing files is an action that most groups use on a daily basis.
3rd Party File Storage
You can store files by integrating with a 3rd party application.
Attach Files to Tasks
You can attach files directly to a task.
Central File Storage
You can access all files in a central location.
File Comments
You can comment directly on an uploaded file.
File Organization
You can organize files within a central file storage location.
Multi File Upload
You can upload multiple files to the software at the same time.
Storage Space
You receive storage space as part of your package.
Version Control
Multiple users may edit files simultaneously, with each version being tracked and saved.
Mobile
Mobile is a straightforward category that digs into how well a project management software works for mobile devices. A project management software that has an Android App, iPhone App, iPad App, and also has a mobile website version would score high in the Mobile category. For simple project management software, we consider Mobile to be fairly important, because a solid, simple project management solution should be used on the go. That is one of the benefits of utilizing such a product.
Android App
You can download a native Android application of the software.
iPad App
You can download a native iPad application of the software.
iPhone App
You can download a native iPhone application of the software.
Mobile Website
You can access a dedicated mobile version of the website on your smartphone.
3rd Party Integration
3rd Party Integration covers features that enable the user to integrate the project management software with third-party services. We focus more on the commonly used tools that would go hand-in-hand with working on projects, such as Google Apps, Salesforce, and some of the popular document management products. 3rd Party Integration may be important for some, but as a whole, this category is less important because the integrations that matter are very different from person to person.
Box
The software can integrate with integrate with Box.
Dropbox
The software can integrate with Dropbox.
Google Apps
The software can integrate with Google Apps.
iCal
The software can integrate with iCal.
MS Outlook
The software can integrate with Microsoft Outlook.
Salesforce
The software can integrate with Salesforce.
Customizations
Customizations allow someone to control the look and feel of work areas within the project management software. For some, this is trivial; for others, this makes a big difference. This could mean anything from being able to upload a custom logo all the way to completely customizing the structure and foundation of the workspace. At the end of the day, this probably is not something that will make or break a decision to use a project management software.
Custom Branding
You can customize the look and feel by changing colors and/or adding a company logo.
Customizable Workspace
You can customize the display and layout of your work areas.
Reporting
Reporting is everything to do with running reports related to the work being done in a project management software. There are a variety of different approaches to reporting that are used. The bottom line is that each individual will want to report on all sorts of different things. The more options a project management software offers, the better. Reporting is extremely important to project management as it is what allows high-level individuals to see what they need to see. In many cases, reports drive the process of managing projects. It is less important, however, for simple project management software. Reports wouldn't be as necessary in cases where simple project management software would be used.
Budget Reports
You can create reports to view budgets on different elements of projects.
Client Reports
You can create reports exclusively for clients.
Custom Reports
You can generate customized reports based on the data within your projects.
Email Reports
After running a report, you can email the results.
Executive Reports
You can create reports exclusively for executives.
Expense Reports
You can create reports to view expenses.
Report Exporting
You can export/download reports into various file formats.
Resource Reports
You can create reports to view current resources and resource allocation.
Task Reports
You can create and customize reports around tasks.
Time Reports
You can create reports to show the time allocated and/or spent on certain tasks or projects.
User Reports
You can create and view reports on each user within your projects.
Scheduling
Scheduling covers all of the features that allow project managers to schedule out tasks, timelines, and roadmaps. For simple project management software, scheduling may or may not be important. For traditional project management, Scheduling is one of the most important categories of all for comprehensive project management software. Without these features, it's very difficult to forecast and estimate. It's also hard to manage the time of resources (employees). The purpose of using simple project management software would often be to cut out the headache of scheduling and granular timelines, making these features less important for that type of project management software.
Deadlines
You can set deadlines on overall projects, sub-projects and tasks.
Gantt Charts
The software offers a Gantt chart to illustrate start and finish dates as well as the summary elements of projects.
Virtual Assigning
You can assign a task to a temporary resource as a placeholder to help determine resource needs for upcoming tasks.
Integration
Integration features help maximize a project management software's functions. Other tools or products may integrate into a project management software at a more customizable level. A basic level of integration is importing and exporting data, while a more advanced, yet important, feature for many would be an application programming interface (API). This would allow the project manager to integrate into just about any tool out there.
API
The software has an application programming interface.
Backups
You can backup all of your stored data.
Export CSV/Excel
You can export CSV and Microsoft Excel files.
Import CSV/Excel
You can import CSV and Microsoft Excel files.
Microsoft Project
You can import and/or export files by integrating with Microsoft Project.
Project Management
Project Management is the category of features related specifically to managing projects. Project hierarchy for example, is a feature that is relevant to Projects. In one way or another, every feature in project management is somehow indirectly related to Projects. However, these are the features that directly impact the category. Project Templates, Project Roadmaps, and Milestones are among some of the other features in this category that would be considered important.
Calendars
A calendar is available to help you manage important dates and events.
Critical Path
The software calculates the earliest and latest that each activity can start and finish to show the longest path to the end of the project.
Cross-Project Dependencies
You can set dependencies that span across multiple projects.
Issue Management
You can track issues, submit bugs and view fixes in real-time.
Milestones
You are able to set up alerts for events that require special attention.
Portfolio Management
You can analyze, prioritize and manage a list of projects in order to achieve specific business objectives.
Project Hierarchy
You can organize a project by creating multiple levels of sub-projects for better organization.
Project Templates
You can create a template from a current project for future use.
Project Timeline/Roadmap
You can view the high level plan of a project, including key milestones, in chronological order.
Time Management
Time Management features allows a manager to track time on tasks and projects. Some of the features offered by most project management software in terms of time management would be time tracking tools, a time clock, and time approvals. For basic, simple management software, time management may not be critical. For comprehensive project management software, however, time management would be very important.
Time Approvals
A manager can approve tracked time submitted by a resource.
Time Clock
You can start and stop a built-in clock to accurately track your time on a task.
Time Tracking
Users are able to track and log time on a given task.
Chapter 3: Consumer Profiles
Who Uses Project Management Software?
Tech Manager
The tech manager will have specific requirements for project management needs, particularly when dealing with 'bug' reports. Tech managers will covet dedicated issue management features that are tailored to their needs.
Service Provider
A service provider will generally need a special set of features to help execute client support. Service providers will appreciate the ability to give clients insight into projects without offering too much information.
Recommended Products:
Startup Company
A startup company looking for a project management solution knows that flexibility is key. With so many changes each day, the startup company needs to be built around the concept of directional change and adaptability.
Aspiring Project Manager
The aspiring project manager is a beginner who wants to dig in and manage projects efficiently. This person appreciates powerful features, but doesn't quite understand a feature's capabilities. At the same time, the aspiring project manager is ready and willing to invest time into learning.
Experienced Project Manager
An experienced project manager will appreciate flexibility and customizations within a project management software. Each project manager has a special way of managing projects, and the last thing an experienced project manager wants is to be limited by the tool intended to save time.
On-The-Go Manager
For managers that are constantly on the go, mobile features will be a top priority. A manager on the go will want a solution that has a nice and efficient mobile experience as well as strong email integration with the project management software.
Heavy Email User
A heavy email user will value a project management solution that is built around the concept of working in email. Sometimes emails can get in the way of building a workflow when a project management software is incorporated. The heavy email user will be able to continue his or her normal email activities by sending and receiving messages, comments, or updates that integrate with the software.
Enterprise
A large enterprise will most likely have professional project managers and dedicated resources for managing projects. A comprehensive PM software with a full feature set, including resource management and financial reporting, is a must for any enterprise.
Recommended Products:
One-Person Show
The one-person show is someone who may not have a team, but wants to get organized with a project management solution. The one-person show will not need a solution that allows for much collaboration or sharing, but task management and reporting will be significantly important to this person.
Small Business Owner
A small business owner will have a handful of employees with fairly well-defined work. The small business owner should place a high value on time tracking, client billing, and task management. Most small business owners are seeking a cost effective solution that comes with a low learning curve.
Chapter 4: Product Types
What are the Different Types of Project Management Software?
There is a variety of different types of project management software. The most popular type is simple project management software (also often referred to as collaboration tools). The more traditional project management software is what we refer to as comprehensive project management software. Lastly, there is specialized project management software, which is built for specific groups.
Before determining the best project management software fit, it's important to understand the different types of project management software.
Online Project Management Software Vs. On-Premise
Online Project Management Software Vs. On-Premise
There are two main categories of project management software: online project management software and on-premise project management software. The main focus on Reviews.com is online project management products. That's why Microsoft Project is absent from our top list; that would fall under the category of on-premise project management software.
The difference is simple: one is online and one is not.
Online Project Management Software:This is typically a SaaS (Software as a Service) product. It is always going to be based online. It makes sense that today, online project management software is the most popular option. It's also the most cost-effective for smaller to medium-size groups and requires few setup requirements.
On-Premise Project Management Software:This is typically software that needs to be downloaded. Often, it will need to be installed onto a local server. While on-premise options are more powerful and faster, the setup is significant. It will require IT and upkeep. It also requires the necessary equipment to run the software. This is a good option for large organizations and enterprises.
Understanding that our main focus at Reviews.com is within online project management software, there are three main types, which are clearly outlined below.
The confusing part about project management software is that, in recent years, plenty of team collaboration tools have been popping up. Many of these team collaboration products are branding themselves as project management software. A product like Basecamp, for example, is nothing like Microsoft Project. However, both products consider themselves to be a project management software. In an attempt to make this more clear to our users, we have broken project management software down into different types.
Simple Project Management Software
The most commonly searched-for solution, is for a simple project management software. Most consumers are not fully aware that this is what they’re looking for.
Project management can be fairly complex. That is why it's a career in itself. Large organizations have many project managers. If someone is just looking to get organized and keep all of their work in one central location, then a simple project management software is the way to go. In most cases, small businesses, startups, and many others looking for project management software are looking for the simple types of products.
The most important categories of features for simple project management software are:
- Learning Curve
- Task Management
- Team Collaboration
- Email Integration
- File Management
Comprehensive Project Management Software
Comprehensive project management software is the traditional product, such as Microsoft Project. This is for anyone looking for a true project management solution. In most cases, it's a full-time job to effectively use a comprehensive project management software with a team of any size. It's a lot of work to build and manage a comprehensive project management software. The payoff is that the manager will have accurate time and budget estimates, and will always have an understanding of where everything related to a project is located. There is a reason why large organizations use enterprise solutions for project management and hire hundreds of project managers.
On a smaller scale, it's very possible to accomplish a lot with a comprehensive project management software without a full-time project manager. However, no matter what, there is a huge time investment and a lot of work to keep everything up to date.
The cost associated with using a comprehensive project management software is also significantly higher than that of a simple project management software. The average cost per user may be under $5 per month for a simple software, while comprehensive project management software will almost always cost $18+ per month per user.
A comprehensive project management software will have a lot more features, and focus more on core project management and less on team collaboration.
Key features that make comprehensive project management software are:
- Advanced Task Management
- Resource Management
- Scheduling
- Financials Management
Specialized Project Management Software
Specialized project management software is a solution that was built specifically for a niche group. Some of the common specialty solutions out there are for construction and developers. These solutions should be treated differently, as the features offered will be built around the needs of those specific industries.
About the Editor
Raymond Althof
Project Management Software Editor
Raymond specializes in project and program management as well as advising people on strategy execution. He also has experience with governance design, performance management, finance transformation, post-merger integration, shared service implementation, and change management. Raymond runs the website, called Project Management Expert, which is a network group of senior project managers and program managers. The goal of his group is to support customers with interim project management, proactive project assessment, process improvement, project management organization, and project management training.
