8 Best Project Management Software Tested by Real Teams (2025)

Looking for the best project management software feels like hunting for a needle in a digital haystack. Your team handles multiple projects as deadlines loom closer, and spreadsheets just don't do the job anymore.

Project management software helps teams stay on track. We tested and ranked 8 powerful project planning software options that teams use in 2025. Our list ranges from visual mind map tools like Xmind that turn brainstorming sessions into practical project templates, to detailed platforms that manage everything from task assignment to resource allocation.

Want to improve how your team works together? Start with Xmind for an accessible project visualization that converts complex ideas into clear action plans.

What Makes a Good Project Management Software

The right project management software reshapes how teams cooperate and deliver results. Smart teams assess tools based on specific features and workflow compatibility rather than just price.

Key Features of Project Management Software That Works

Good project management tools need core functions that work. Teams have found these features make the difference between struggling with tasks and getting projects done naturally:

Task Management - Your software should excel at creating, assigning, and tracking tasks with clear deadlines and dependencies. Team members need to understand what work others must complete before they can start their tasks. Tools that let you break projects into manageable pieces with hierarchical task structures work best.

Collaboration Features - Teams need centralized communication to avoid context switching. Good collaboration tools replace email with in-app messaging. They provide comment threads tied to specific tasks and allow file sharing with version control. This creates a space where ideas and information flow freely.

Resource Management - The best project management software gives detailed insights into resource availability and allocation. This helps you balance workloads well. Features should show who's overloaded, who has capacity, and who can't take on more work.

Visual Project Planning - Tools like Xmind excel at visual planning through mind maps. They make complex project organization easier. Gantt charts and Kanban boards show clear timelines, dependencies, and progress.

Time Tracking - Project planning becomes hard without accurate time tracking. You can't balance workloads or control labor costs. Good software gives multiple ways to log hours and helps deliver projects on schedule.

Reporting Capabilities - Detailed dashboards show project status and performance instantly. Look for visual metrics that display real-time updates on KPIs with timelines, charts, and graphs.

What to Think Over When Picking Project Management Software

Ease of Use - The interface should be drag-and-drop and accessible. Your team should use it without special training. Good design anticipates user needs and makes action simple. Complex software can slow work instead of helping.

Scalability - Your software should grow with your team. It needs to handle more projects, users, and data without slowing down. This saves you from switching platforms as you expand.

Integration Capabilities - Project management tools should work naturally with your team's existing tools like Google Drive, Dropbox, Slack, or Salesforce. These connections create one source of truth and reduce app-switching.

Customization Options - Pick tools that fit your project's specific needs. Custom dashboards let users see the KPIs, tasks, and goals that matter to their role.

Cost Structure - Look at value, not just price. Check upfront costs, regular fees, and possible hidden charges. The best tools show clear pricing and good ROI.

Security Features - Good admin controls let you add, manage, and remove employees and guests. Strong passwords, 2-factor authentication, or SAML keep data safe.

Xmind

Image Source: xmind.com

Xmind brings a visual approach to project management that turns complex project information into user-friendly mind maps. Teams can understand and act on these maps naturally. This leading mind mapping tool combines powerful project management features with a clean, minimalist design.

Rich structures & multi‑structure maps: turn complexity into clarity

For project teams, the ability to view the same initiative from multiple angles—WBS, RACI, roadmap, risks—is gold. Xmind supports far more than a classic radial mind map: Matrix, Tree Table, Timeline, Org Chart, Logic Chart and more. Crucially, multiple structures can coexist in a single map, and you can switch a branch’s structure with a click. That means a single artifact can combine a Tree Table for backlog, a Matrix for RACI, a Timeline for milestones, and a Fishbone for root‑cause—all kept in sync as one “source of truth.”

Where this shines for PMs

• Backlog / WBS → Tree Table for hierarchical scope that’s easy to review in stand‑ups.

• RACI / resource planning → Matrix to make ownership visible and resolve gaps fast.

• Roadmap / milestones → Timeline to communicate phases and key dates.

• Risk & RCA → Fishbone to move from issues to causes to countermeasures.

From brainstorming to the boardroom: Pitch Mode in one click

When it’s time to present, Pitch Mode turns your map into a slide deck—auto‑layout, smooth transitions, and a presenter view—so the narrative you developed while mapping is the narrative you deliver on stage. For stakeholder updates or milestone reviews, this removes the “rebuild in PowerPoint” tax; if you do need a deck, you can export Pitch to PowerPoint directly.

Where this shines for PMs

• Weekly reviews → Play the map as slides: goals → outcomes → risks → next steps.

• Gate/milestone reviews → Keep decisions tied to the actual source map, not a copy.

Collaboration that fits real teams: live editing, comments & secure sharing

Xmind’s web experience supports real‑time collaboration (Team plans) so teammates can co‑edit maps live. You can share a public link, toggle Allow Editing, add an optional password, and even embed an interactive map in your wiki or Notion pages. Plan tiers reflect typical governance needs: Free limits (e.g., 5 slides in Pitch, limited collaborative files), while Premium/Business raise limits (e.g., unlimited collaborative files); Enterprise adds SAML SSO.

Where this shines for PMs

• Cross‑functional reviews → Share a password‑protected link for read‑only stakeholders; enable editing only for the core team.

• Project hubs → Embed the live map in Confluence/Notion to make it the canonical project page.

AI that accelerates planning: from docs, webpages & videos to execution

Xmind’s Create with AI converts documents (PDF/Word/PPT/Markdown/Text), web pages, or even YouTube links into a structured mind map in seconds, with options to generate to‑do lists and reorganize content. As of August 2025, these capabilities run in Xmind AI (web); the native apps note AI features are rolling out. For PMs, that means faster lift‑off from PRDs, RFPs, discovery notes or training videos to a first‑pass WBS plus action items.

Where this shines for PMs

• Project charter / WBS first draft → Feed the PRD/RFP/web brief; get a structured map to refine with the team.

• Meeting/video digestion → Paste a YouTube link or long notes; AI surfaces key points and next actions.

Exports that slide into your workflow

Whether you’re handing off to leadership or integrating with other tools, Xmind covers the major formats: PNG, PDF, SVG, Word, Excel, Markdown, OPML, Textbundle, plus export Pitch to PowerPoint. You can also use Embed share links for living documentation when a static export isn’t enough.

Where this shines for PMs

• Executive comms → Send a PDF or PPT deck without rebuilding content.

• Ops integration → Move structure into spreadsheets/Markdown for downstream systems or archives.

Notion

Image Source: Notion

Notion has become a flexible option in the productivity space as project management needs change. Teams looking to combine their project solutions will find this all-in-one workspace appealing. It brings together note-taking, task management, and shared tools under one digital roof.

Notion's all-in-one workspace features

Notion works as a workspace you can customize to fit your needs. You can create anything from simple task lists to complete project dashboards with its building-block design.

The sidebar navigation works as your command center. It contains nested pages that create endless levels of structure. These pages come with:

• Database functionality to organize project information, meeting notes, tasks, and timelines

• Timeline views to see project scope and change deadlines

• Customizable workflows that let teams design their perfect process

• Task and subtask structures to break projects into smaller pieces

Engineering teams can keep their project work, deadlines, and updates in one place. This eliminates the need to switch between different tools. Marketing teams can bring their projects, documents, and knowledge bases into one smooth hub.

Notion AI helps improve productivity. It creates summaries, pulls action items from meetings, and gives project updates. This can save hours of manual documentation work.

Pros and cons of Notion

Pros:

• Highly flexible with many customization options

• Strong database features with multiple views (kanban, timeline, calendar)

• Great shared features with real-time editing

• Built-in AI assistant for writing and summaries

• Large template library (over 20,000 free templates)

• Strong cross-linking between pages and databases

Cons:

• Takes longer to learn than simpler tools

• Limited offline features

• Gets complex as workspaces grow

• Extra cost for custom domains

• Cannot password-protect individual pages

Notion pricing

Notion comes with four pricing tiers:

Free Plan: You get a shared workspace, simple page analytics, databases, and can invite up to 10 guests. It works well for personal use with a 5MB file upload limit.

Plus Plan: Costs 10 per user monthly (billed yearly) or 12 monthly (billed monthly). You get unlimited file uploads, shared blocks, custom sites and forms, simple automation, plus charts and dashboards.

Business Plan: Sets you back 15 per user monthly (billed yearly) or 18 monthly (billed monthly). Adds private team spaces, bulk PDF export, advanced page analytics, 90-day page history, and up to 250 guest invites.

Enterprise Plan: Custom pricing that includes a dedicated success manager, workspace analytics, unlimited page history, better security, and over 250 guest invitations.

The company announced its first price increase since it started. Plus plans will cost $2 more per month starting October 2024 for current customers.

While Notion offers great flexibility, teams that need specialized visual project planning might prefer Xmind's simple mind mapping approach for their original project visualization.

Basecamp

Image Source: basecamp.com

Basecamp stands out as a simplified project management tool that puts communication at its heart. The platform pioneered online productivity software and takes a straightforward approach to project management without unnecessary complexity.

Basecamp's communication-first approach

Most competitors build their tools around task management, but Basecamp takes a different path by putting team conversation first. The platform gives teams several ways to stay connected:

• Message Boards keep discussions organized by topic so teams can find conversations easily

• Campfire lets teams chat casually in immediate group conversations

• Automatic Check-ins get updates from team members regularly so you need fewer meetings

• Pings help team members ask quick questions privately without filling up shared spaces

Teams can work smoothly with clients by adding them to specific projects or giving them their own spaces. This works great for agencies and consultants who want to keep clients in the loop without showing internal team discussions.

Basecamp pricing

Basecamp keeps its pricing simple with three main options:

Basecamp Per User Plan: $15 per user monthly with all core features, 500GB storage, and unlimited projects. You only pay for team members, not clients or guests.

Pro Unlimited Plan: 299 per month (yearly billing) or 349 (monthly billing) for unlimited users. You get 5TB storage, priority support, the Timesheet add-on, and Admin Pro Pack.

Free Plan: Run one project at a time with 1GB storage - perfect to try out the platform.

Schools and non-profits get special rates (non-profits save 10%, K-12 schools and universities use it free in classrooms).

Basecamp pros and cons

Pros:

• The accessible interface needs little training

• Tasks, schedules, and documents each get their own pages

• Projects show up on one page no matter how big they get

• Full-featured mobile apps with chat

• Handles big files with no trouble

Cons:

• You need other tools to track time

• Limited options on its coverage

• No tags or labels to sort or prioritize tasks

• Notifications can get messy without proper setup

• Basic analytics with no forecasting tools

Teams looking for more visual project planning might want to check out Xmind's mind mapping features alongside Basecamp's communication tools, especially when starting new projects.

Zoho Projects

Image Source: Zoho

Zoho Projects is a cloud-based tool that gives teams powerful automation capabilities at an affordable price. More than 200,000 businesses worldwide use this complete project management solution to make their complex workflows efficient.

Zoho Projects automation and task tracking

Automation capabilities form the core of Zoho Projects. The accessible blueprint editor lets you design custom workflows for tasks and projects. You can establish proper processes and reduce delays. The workflow rules with specific triggers and conditions help you assign tasks, update fields, and send notifications automatically.

Task tracking in Zoho Projects is flexible and offers multiple ways to view your work:

• Gantt charts for mapping dependencies and identifying critical paths

• Kanban boards for tracking task status at a glance

• Calendar views for scheduling and deadline management

• Workload charts for optimizing resource allocation

Zoho Projects helps break down complex projects into manageable pieces. You can organize work into a hierarchy of milestones, task lists, tasks, and subtasks. The platform has both manual timesheets and automatic timers that track billable and non-billable hours with precision.

Zoho Projects pricing

Zoho Projects offers three straightforward pricing tiers:

Free Plan: Up to 3 users can work on 3 projects with 5GB storage and simple features. This plan works well for small teams or individuals who want to try the platform.

Premium Plan: 4/user/month (billed annually) or 5/user/month (billed monthly). You get unlimited projects, 100GB storage, timesheet approval, task dependencies, and project templates.

Enterprise Plan: 9/user/month (billed annually) or 10/user/month (billed monthly). This plan has everything in Premium plus custom fields, global Gantt charts, custom roles, and better security features.

Zoho Projects pros and cons

Pros:

• Great value with competitive pricing compared to alternatives

• Complete time tracking with billable hours management

• Works perfectly with other Zoho applications (CRM, Books, Invoice)

• Resilient automation capabilities through blueprints and workflow rules

• Strong collaboration features including chat, forums, and feeds

Cons:

• Takes time to learn during setup and configuration

• Search capabilities across projects need improvement

• Interface could be more accessible compared to newer alternatives

• Enterprise plan locks some advanced features

ClickUp

Image Source: ClickUp

ClickUp stands out as a highly adaptable project management platform that helps teams save "one day every week" with its complete feature set. Teams of all sizes can benefit from this cloud-based solution that combines task management with collaboration tools.

ClickUp's flexible project views

ClickUp's real power comes from its extensive visualization options. Teams can choose from over 15 different ways to view and manage their projects. Each team member can work with their preferred format:

• List view: A simple way to manage and prioritize tasks

• Board view: Agile teams can visualize workflow through status columns

• Gantt view: Project managers can plan timelines and track dependencies

• Calendar view: Teams can schedule and manage resources easily

• Timeline view: Software teams can create linear roadmaps

The platform shines with its customization through a hierarchy system. Teams can organize work into spaces, folders, lists, and tasks with unlimited levels of structure. This flexibility lets teams create workflows that match their needs without any coding knowledge.

ClickUp pricing

ClickUp's pricing structure is straightforward with four tiers:

Free Forever Plan: Users get unlimited tasks and users with 100MB storage. The plan has simple views and collaboration features.

Unlimited Plan: Users pay 10 monthly (or 7 monthly billed annually). The plan comes with unlimited storage, integrations, and dashboards with simple time tracking.

Business Plan: The cost is 19 per user monthly (or 12 monthly billed annually). Users get advanced time tracking, workload management, and better automation options.

Enterprise Plan: Custom pricing that includes advanced security, white labeling, and dedicated support.

ClickUp pros and cons

Pros:

• Workflows adapt to specific team needs

• Great collaboration tools with comments, mentions, and checklists

• Time tracking features with billable hours management

• Different views for various work styles

• Powerful automation through blueprints and triggers

Cons:

• Users need time to learn the many features and options

• New users might find the interface overwhelming

• Support limited to email and chat

• Desktop version works better than mobile app

• Some users report issues with time tracking

Asana

Image Source: Asana

Asana stands out with its visual approach to project management. Teams can track work progress through accessible interfaces and customizable views. The platform differs from other solutions by focusing on clear visual representations of project schedules that keep everyone in sync.

Asana's visual project timelines

The Timeline view sits at the heart of what makes Asana special. This live Gantt-chart-like visualization shows how project pieces connect. Here's what you can do with it:

• Create detailed project plans that show task dependencies

• Spot and fix scheduling conflicts before they affect deadlines

• See critical paths and milestone progress quickly

• Show stakeholders your plans to prove project viability

The Timeline view lets you drag tasks onto your schedule and reschedule planned tasks together when priorities change. Parent tasks expand to show their subtasks, which gives you a better look at complex project parts.

Teams can work with projects in their preferred format since the platform has many visualization options like list views, boards, and calendars.

Asana pricing

The platform comes in five pricing tiers:

Free Plan: Up to 10 team members can use unlimited tasks, projects, and messages. The plan has simple search filters and calendar views.

Starter Plan: $10.99 per user monthly (billed annually) comes with timeline views, workflow builder, dashboards, and AI features.

Advanced Plan: $24.99 per user monthly (billed annually) adds goals tracking, workload management, forms with branching logic, approvals, and time tracking.

Enterprise Plan: Custom pricing includes extra security features, admin controls, and 24/7 support.

Enterprise+ Plan: Custom pricing suits organizations that need strict compliance features like audit logs, data loss prevention, and enterprise key management.

Asana pros and cons

Pros:

• User-friendly interface that needs minimal training

• Strong collaboration tools keep everyone updated on project changes

• Different visualization options suit various work styles

• Custom workflows and automation options

• More than 260 integrations available

Cons:

• Costs more than other options

• Notifications can flood your inbox without proper setup

• Basic time tracking features

• Tasks need a single assignee

• Small teams might find it too complex

monday work management

Image Source: Monday.com

Monday work management stands out with its all-encompassing approach to workflow management. Teams can customize the platform to match their work style. The user-friendly design turns scattered project data into practical insights.

monday's customizable dashboards

Monday.com shines through its up-to-the-minute dashboards that keep your entire organization in sync. These dashboards give you amazing flexibility with:

• Widgets you can customize to show key details like status and priority

• Performance tracking tools that show team wins and deal progress visually

• More than 30 widgets and apps to create the project views you need

Monday's Chart view scored a perfect 5/5 in recent tests, beating every competitor in data visualization. You can pick and arrange groups from different boards in one place. This gives you a bird's eye view of what matters most.

monday pricing

Monday keeps pricing simple with five clear tiers:

Free Plan: $0/month for up to 2 users, has 3 boards, unlimited docs, and 200+ templates.

Basic Plan: $9/user/month has unlimited items, 5GB storage, and dashboards from single boards.

Standard Plan: $12/user/month adds timeline views, automations (250/month), integrations, and dashboards from up to 5 boards.

Pro Plan: $19/user/month gives you time tracking, private boards, dependency columns, and dashboards from up to 20 boards.

Enterprise Plan: Custom pricing with advanced security, analytics, and dashboards from up to 50 boards.

Paid plans come with yearly discounts around 18%.

monday pros and cons

Pros:

• Amazing customization options that fit any team

• Better automation builder than competitors

• Clean, modern interface that's quick to learn

• Great team features with comments and updates

• Quick, helpful customer support team

Cons:

• Desktop version works better than mobile app

• Setting up repeat tasks needs complex automation

• Some users find it tough to learn at first

• Time tracking only comes with pricier plans

• Task filters could be more flexible

Trello

Image Source: Trello

Trello distinguishes itself from other project management tools with its refreshingly minimal approach. This Kanban-style platform turns complex projects into visual boards that anyone can learn to use in minutes.

Trello's simplicity and Power-Ups

The platform shines with its easy-to-use visual interface—boards, lists, and cards show project status at a glance. The platform's real strength comes from its Power-Ups. These integrations (over 200 of them) boost functionality by adding:

• Timeline views to visualize project schedules

• Calendar integration to manage deadlines

• Advanced reporting capabilities

• Automation tools to handle repetitive tasks

Butler automation tool lets teams create custom workflow rules that trigger specific actions and eliminates manual updates.

Trello pricing

Trello's pricing structure spans four transparent tiers:

Free Plan: 10 boards per workspace, unlimited cards, simple automation (250 commands/month)

Standard Plan: $5/user/month (annual billing) has unlimited boards, advanced checklists, custom fields

Premium Plan: $10/user/month adds views (Calendar, Timeline, Dashboard), AI features, admin controls

Enterprise Plan: $17.50/user/month provides enhanced security, unlimited workspaces, priority support

Trello pros and cons

Pros:

• Easy-to-use interface

• Quick setup with minimal training needed

• Flexible Kanban system that adapts to workflows of all types

• Feature-rich free tier perfect for small teams

Cons:

• Limited advanced project management features

• No native Gantt charts or time tracking

• Depends heavily on third-party integrations

• Basic reporting capabilities in lower tiers

Comparison Table

Conclusion

The right project management software greatly affects your team's productivity and success rates. Note that even the best project management tool needs proper setup and team support to work well. Your team needs proper training and clear workflows to make the most of your chosen software.

Want to change how your team sees projects? Use Xmind today and see how intuitive mind mapping turns complex ideas into clear, useful project plans. Your team's productivity starts with the right visual foundation.

FAQs

Q1. What is considered the top project management software in 2025?

While there's no single "best" solution for all teams, popular options include Monday.com, ClickUp, Asana, and Trello. The ideal choice depends on your team's specific needs, with factors like ease of use, customization options, and integration capabilities playing key roles in selection.

Q2. How is the demand for project management skills expected to evolve by 2025?

Project management roles are projected to be in high demand and increasingly critical to business success in 2025. As projects become more complex and technology-driven, skilled project managers will be essential for guiding teams and ensuring successful outcomes across industries.

Q3. What are the core principles of effective project management?

Successful project management often revolves around key principles, including clear communication, comprehensive planning, consistent coordination, effective control measures, and continuous collaboration among team members and stakeholders throughout the project lifecycle.

Q4. How much of a project manager's time is typically spent on communication?

Approximately 90% of a project manager's time is dedicated to communication. This involves keeping team members informed, coordinating with stakeholders, facilitating meetings, and ensuring clear understanding of project goals and progress across all parties involved.

Q5. Which project management software offers the best visual planning tools?

For teams prioritizing visual project planning, Xmind stands out with its intuitive mind mapping capabilities. It allows users to transform complex ideas into clear, actionable project plans through visual representations, making it particularly useful for initial project conceptualization and brainstorming phases.