15 Best Project Management Tools That Help To Optimize Work

When it comes to project management, the right tools can go a long way in helping you get from good to great. Optimizing your work process for both yourself and your team is the difference between mismanagement and efficiency. And project management tools can help improve the collaboration process – not just with your team but also with your clients.

The most significant benefit of these tools is that they’re built to automate your work systems. They provide users with the best features for design, review, and coherent virtual communication. And many of them are free!

optimize work

So, below we’ve compiled a list of 15 of the best project management tools for you that you can use to optimize your work.

The Importance of Project Management Tools

Handling projects is very tricky if you tend to handle them traditionally. In this digital marketing era, almost every organization assigns tasks that need to be done at a specific time in a particular manner. In this sense, you cannot tackle these kinds of projects by writing them down on a piece of paper and making a thick journal of due dates and requirements.

Hence, project management tools work as a catalyst in managing any project and are favorably developed to provide you ease with all those hassles. There are several project management tools and techniques available on online platforms and also in the shape of softwares. These tools assist you in setting a list of priorities and due dates so that the projects are completed effectively.

This kind of project tool also allows you to track progress to see and manage the progress of the tasks accordingly. However, some particular project management tools have distinctive features, even though some provide free services through online project management tools but only for a specific period. In short, project management tools are essential for businesses to meet their goals effectively by optimizing the work.

Moreover, there are several reasons why it is needed to boost up the project progress. Here’s why:

1. Effective Project Management

One of the main reasons why project management tools are essential is that it allows project managers to get done with their tasks effectively. Suppose you are juggling several projects simultaneously and finding yourself bewildered as to what project needs to be done primarily. Through these tools, you will figure out which one has the significant priority and which one is close to overdue.

Thus, project management tools save up your time and help you complete your goals effectively to be laser-focused on your following tasks. However, many free project management tools have valuable packages for beginners. Even if you are freelancing and cannot pay up for the premium packages, there are plenty of Google project management tools offering free packages where you can avail yourself of exclusive features.

2. Share Project Details with Coworkers

Another reason why utilizing project management tools is helpful is that it allows you to share details of the project you are working on with your coworkers. There are features available in almost every project management tool, enabling you to share specific information such as: documents, calendars, contact, etc.. Thus, you will get an idea if you are on the same page as your coworkers.

Moreover, this way, project management tools enable project managers to work collectively as well. So, having access to such features while working on a tiresome project tends to help you finish it effectively.

3. Tracking Projects

Team members that are lagging can sloth your effective working process. It’s crucial to keep track of how much time you spend on each project. It helps you to gather information about members of the team and determine their work speed. This way, you can maintain transparency throughout the entire working process.

So, to mitigate these setbacks, project management tools enable you to keep track of every task so that you can give a follow-up to your team members to boost up their performance.

4. Smooth Teamwork

It can be complex sometimes to get all the team members working on a single platform. Several hefty tasks require collaborative efforts in which team members are assigned to work collaboratively. Although these kinds of approaches need to be taken seriously, all the team members are on the same page. Project management tools allow you to divide the tasks among team members accordingly, even though you can include more people if the project isn’t progressing to smooth up the process.

5. Resource Management

Experienced project managers understand that to execute practical projects, they will need a good resource management plan. Proper resource planning is required to maintain the staff in peak shape without overloading them with work. Hence, The necessity of resource management is considered a priority since it promotes higher work quality.

The features of project and resource management in the project management tools serve a valuable deal. It enables the most advanced capabilities for spotting resource limitations and determining whether to add extra workers to the team, demonstrating the workloads of the spectrum of resources.

Project Management Tools Key Features

Here are the core features that any project management tool should have:

Task management: That means the ability to create, assign, and monitor tasks as they progress. Can you set due dates, group tasks, and subtasks and create checklists?

Project scheduling: The tool should allow users to set timelines and deadlines. Can you map out timelines on multiple views such as calendars, Gantt charts, and more?

File sharing: This includes the ability to upload and share files. Can you upload, organize, and share files amongst team members?

Communication: Users should be able to have project-specific conversations and discussions. Can you tag team members with @ mentions, create threaded discussions, and keep conversations organized?

Reporting: The tool should allow users to generate reports on project progress, budget usage, and resource usage. Can users quickly create and share information using data from the software?

Top 15 Project Management Tools

So, without further ado, let’s get right into it. These are some of the best project management tools in the market right now.

1. Proof Hub

Proof Hub is one of the most adaptable project management software. It has various features which help businesses manage their day-to-day projects efficiently. Proof Hub’s easy-to-use user interface allows smooth communication between teams and efficient task management.

Features include:

  • Time-tracking;
  • Online team discussions;
  • Reporting and tracking project history;
  • Secure file storage.

Such features make the software versatile. Companies like NASA and Disney also opt to use it because of its ease in running and managing your organization.

proof hub

Proof Hub allows you to have seamless collaborations. Teams can work on similar documents when it comes to planning tools such as Gantt charts and timeline calendars, which gives you ease in tracking and keeping records of projects. Proof Hub is one of the best project management softwares out there, allowing seamless and efficient management of your tasks.

2. Scoro

Scoro is a robust solution that integrates all of the project management software elements you need. Starting from just $26/month for each user, Scoro helps streamline your entire work progress, eliminating the need to use many different tools for every task.


Scoro comes with an umbrella of comprehensive features such as:

  • All your essential information is stored in one central place;
  • Enables teams to share their calendar;
  • Allows you to sync your tasks with your team members;
  • includes projects with sub-tasks and deadlines;
  • A real-time KPI dashboard;
  • A shared team calendar & meeting scheduling.

Moreover, Scoro’s allows you to get a complete overview of the profitability of a project, and keep track of billable and non-billable work, so you know the areas where more effort is required. Overall, Scoro is one of the most comprehensive softwares when it comes to project management.

3. Filestage

Filestage is a marketing project management software. Marketing teams and media companies mostly use it as it allows them to review their content, collaborate, proofread, and get feedback. Filestage has a simple user interface and has also made the process of receiving feedback easy, with no requirement to sign-up for reviewers.


Reviews can easily be managed and recorded in one place, making Filestage a convenient software to use.

Filestage allows users to:

  • Build a coherent review and approval process;
  • Give remarks and comments on images, documents, and videos;
  • And provide users with a project dashboard that enables teams to review all deliverables.

Filestage allows its users to have a smooth collaborative and organized experience with its versatile tools.

4. nTask

 nTask is a project management assistant that allows efficient organization of project management. Although new, nTask has attracted many startups and organizations because of its advantageous organizational features and multifaceted software.


nTask allows users to manage and streamline projects easily, organize workflows, keep important work in focus while also allowing coherent and collaborative teamwork.

Some benefits of using nTask are: 

  • Simplified project planning by allowing users to allocate resources and set milestones;
  • Organizes projects with the help of Kanban boards, pre-built templates, checklists, etc.;
  • Managerial tasks are made easy as it allows users to set times, add assignees, check task status;
  • Track team progress with Gantt charts, budget tracking, feature to create subtasks;
  • Collaborative experience with team chats, dedicated workspaces, and team comments;

nTask is an affordable and viable solution to project management that ensures smooth a smooth and organized workflow.

5. Chanty

Chanty is a team collaboration and task management platform. Chanty allows you to create tasks out of a message, assign tasks, and set due dates to keep track of time. Chanty has an inbuilt audio and video call feature, which makes it convenient for collaborative teamwork.


Chanty has features for software collaboration and allows users to integrate a third-party app such as Trello, Asana, Google Drive, DropBox, etc..

Some features for Chanty are:

  • Time management with features to set due-dates;
  • Task Priority;
  • In-built audio and video calls;
  • Incorporating third-party softwares.

6. Celoxis

Cleoxis is one of the most versatile all-in-one project management tools. It is used by small-medium to large-scale businesses because of its extensive organizational and collaborative features. Cleoxis allows its users to track their portfolios, time tracking sheets, risks, etc., all in one place.

Cleoxis has various collaborative features, including a customizable free client portal, its highly customizable features easily make it one of the best softwares of its kind in the market.


  • Easy allocation of resources;
  • Customizable;
  • Collaborative;
  • Time insights;
  • Central space for project management.

Cleoxis is also considered to be an excellent alternative to Microsoft Project.

7. Forecast

The Forecast app allows efficient project management by giving you the space to organize projects, finances, and projects in one software. The Forecast is one of the most popular projects management softwares, used globally in over forty countries by various organizations and enterprises.


Project managers can easily control workflows and assign tasks; everything related to a specific job is available in one space. Time management and other organizational tasks are also made easy with Forecast.

The Forecast allows users to:

  • Make smart schedules;
  • Estimate time;
  • Estimate budget;
  • Flag important tasks;
  • Calculated time tracking;
  • Integrate third-party applications.

8. Wrike

Wrike is an award-winning project management software used by relatively more minor businesses with teams of five or more. Users can easily track and organize their workflow with Wrike and work in collaborative projects.


Wrike allows time tracking, will enable users to integrate other softwares such as Microsoft, and comes with various customizable features for different teams and businesses.

Wrike allows users to organize workflows with:

  • Kanban Boards
  • Gantt Charts
  • Subtasks
  • File sharing
  • Real-time communication

Along with organizational help, it also has traditional workload views and performance reporting tools for users to understand where and how their work is going.

9. Asana

Asana is for organizations and enterprises which prefer working with and noting down specific details. Asana is a cloud-based software and enables users to customize work following their requirements.


Prominent features are:

  • Lists and project boards of group tasks;
  • Personalized boxes to directly message employees;
  • Asana Calendar;
  • General report of workflow.

Asana is a flexible project management software and comes with various useful features.

10. Nutcache

Nutcache is a convenient project management tool that allows users to have an organized and coherent workflow and allows users to alter the workspace on this software according to their requirements. Nutcache also allows third-party software integration, which only adds to the user’s convenience.


Nutcache allows users to:

  • Customize workflows;
  • Prioritize tasks;
  • Track and define budget.

11. Project Insights

Project Insights is a user-friendly software that allows third-party integrations and an easy-to-manage workspace. Users can easily track all their projects and deadlines with this software.

project insight
  • Real-time reports;
  • Tracking expense;
  • Manage resources.

Project insights have all the essential features to run and manage your business smoothly and remotely.

12. Trello

Trello allows teams to collaborate and track their deadlines and tasks on a cardboard-like dashboard. This software is easy to use for simple everyday tasks.


With Trello, users can:

  • Manage small tasks on a cardboard;
  • Create projects without any limit;
  • Give deadlines;
  • Comment and give reviews.

Trello has been used by several startups globally since its advent and gives users a seamless experience managing day-to-day tasks.

13. ProProfs 

ProProfs is a feature-rich project management tool developed to assist organizations of all sizes organize, monitor, and complete projects effectively. It enables you to consolidate all the work on a single platform in a way that can bring your team members to work collectively. Moreover, the team members can share files easily, address bottlenecks, provide input through task remarks, and get legit project updates.


In addition, ProProfs allows you to:

  • Create Gantt charts;
  • Keep track of your time;
  • Get access to insightful reports;
  • The creation of invoices;
  • Drag and drop capability is available;
  • Share calendars with your coworkers.

The project management tool ProProfs can assist you with anything from allocating and implementing projects to monitoring and performing them. In this regard, you can also produce receipts, control paid and unpaid hours, and set schedules for each team member.

14. Monday.com

The project management tool Monday.com has altered standard features available in almost every project management tool and came up with more convenience for handling a project. It has emphasized basic, aesthetically intuitive arrangements that aid in the clarification of a project sequence.


 Monday.com allows access to:

  • Resource management;
  •  Project management;
  •  Prepare timesheets;
  • Team collaboration;
  • Get feedback;
  • Users can add files to boards, remark on them, and tag colleagues.

Moreover, it also has a performance assessment platform that can gather data from various boards, allowing for more accurate monitoring. Monday.com may also be used to keep track of hours, deadlines, and invoicing. There are also a few helpful productivity tools for managing sections of your procedure.

Altogether, it’s a very configurable software that allows you to operate in any technique that works best for your collective or single project.

15. ClickUp

ClickUp is an all-in-one solution for small and large types of projects. It is a robust project management platform for handling and finishing all of your team’s tasks in one place. Through this tool, project managers can use a consolidated working platform to assign tasks, manage processes, resource management, and interact with team members.


ClickUp includes the following features:

  • Create project subprojects checklists;
  • Manage themes;
  • Option to classify, organize, rearrange, and see projects in the most efficient manner;
  • Documents may be created, shared, and edited collaboratively;
  • Users can engage in communication with other team members;
  • Reporting.

Moreover, ClickUp’s free plan is comprehensive and contains all of the essential features.

Tips for Optimizing Workflows

  • Acknowledge your project: There is a deadline and an output for a project. But first, you need to understand what kind of project you are handling. For example, building a website, launching a website, designing, any content creation is considered a project.

Thus, continuous work requires management, for which you need to figure out all the specifications and subscribe to a matcheable project management tool.

  • Identify the scope of the project: After figuring out what kind of project you are handling, the next step is that you must specify the project’s characteristics. This approach is another way of describing the context of your project. The common problem is that if the project manager intends to alter some specifications in the middle of an ongoing project.

As a result, establish the context, and put it as a thumbnail for team members.

  • Organize a startup session: A startup discussion sets a clear vision of the project, establishes the project’s direction. The session’s goal is to develop the framework of the project, workers’ responsibilities, deadlines, and outcomes. Moreover, it becomes an open platform to ask queries regarding the project.
  • Take ownership: Project managers are inclined to accept responsibility for effective management. If you are aroused to take credit for the project’s success, you must also learn to be responsible for any failures.
  • Engage in communication with your coworkers: Communication is vital to solving any arising problems. Allowing your coworkers to engage in communication sets a clear path for the tasks. In this manner, you can mitigate the confusions and setbacks that your coworkers might be facing.

Limited communication tends to lead to unpleasant consequences. Thus keep on with the follow-up once every day. However, please don’t go overboard with it, as it can annoy and distract your coworkers.

Key Takeaway

Overall, with the help of project management tools, you can optimize your workflows and make things a lot easier. Mundane tasks that might be taking up unnecessary time in your daily schedule can be automated instead. Communication can be centralized to one platform instead of several so that everyone is on the same page.

The project management tools work as a boosting measure to your work. In that sense, using the tools we’ve mentioned above can completely change the way you work. In addition, this approach also results in a considerable increase in efficiency, leading to increased profitability in the corporate sector.

So, you can rely on these project management tools to achieve higher quality in a short time.

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