The best project management software of 2026: Expert tested

Juggling several projects while keeping everyone aligned feels like a constant balancing act. Your team members are scattered across platforms, deadlines slip through the cracks, deliverables keep getting mixed up in email threads, and you're spending hours trying to figure out who's working on what.

Productivity takes a nosedive when essential project details live in random email threads, spreadsheets, cloud drives, and chat messages. Hybrid work schedules, shifting project scopes, and the constant pressure to deliver faster with fewer resources keep the pressure high. But the right project management software can transform this chaos into some form of organization, giving you visibility and keeping everyone accountable. 

Get more in-depth ZDNET tech coverage: Add us as a preferred Google source on Chrome and Chromium browsers.

Best personal data removal service deals of the week

What is the best project management software right now?

I've worked with tons of project management systems across different agencies, but Asana is the one I keep coming back to. It strikes that perfect balance between powerful features and good user flow design. New team members can jump in and start contributing without almost any training. Multiple project views (list, board, timeline, calendar) let teams visualize work in whatever format makes sense for them.

The best project management software of 2026

Asana continues to dominate my testing because it genuinely solves the chaos that kills most projects. The platform excels at turning abstract project goals into concrete, trackable tasks that teams can actually execute. It also adapts flawlessly to different team workflows, whether you prefer Kanban boards, Gantt charts, or simple task lists.

I've watched teams cut their project planning time in half using Asana's AI-powered workflow builder. The system learns from your project patterns and suggests automation rules that eliminate repetitive tasks. During my testing, I found the 250 automation actions on the Starter plan ($10.99/month) handled most small team needs, while larger organizations benefit from the Advanced plan's 25,000 monthly automations.

Also: Meet Asana's new 'AI Teammates,' designed to collaborate with you

The real magic happens in Asana's project portfolio view, where managers get a bird's-eye view across multiple initiatives. You can instantly spot resource conflicts, track progress against deadlines, and identify bottlenecks before they derail entire projects. While the free plan works for basic task management, teams serious about scaling need the paid features that unlock timeline views, custom fields, and advanced reporting capabilities.

Asana features: Timeline and Gantt charts | AI-powered workflows | Team workload management | Custom project dashboards | Advanced reporting | Portfolio management | 1000+ integrations

• User-friendly interface
• Multiple project views
• Robust automation features

• Limited time tracking
• Expensive advanced plans
• Steep learning curve

Asana continues to dominate my testing because it genuinely solves the chaos that kills most projects. The platform excels at turning abstract project goals into concrete, trackable tasks that teams can actually execute. It also adapts flawlessly to different team workflows, whether you prefer Kanban boards, Gantt charts, or simple task lists.

I've watched teams cut their project planning time in half using Asana's AI-powered workflow builder. The system learns from your project patterns and suggests automation rules that eliminate repetitive tasks. During my testing, I found the 250 automation actions on the Starter plan ($10.99/month) handled most small team needs, while larger organizations benefit from the Advanced plan's 25,000 monthly automations.

Also: Meet Asana's new 'AI Teammates,' designed to collaborate with you

The real magic happens in Asana's project portfolio view, where managers get a bird's-eye view across multiple initiatives. You can instantly spot resource conflicts, track progress against deadlines, and identify bottlenecks before they derail entire projects. While the free plan works for basic task management, teams serious about scaling need the paid features that unlock timeline views, custom fields, and advanced reporting capabilities.

Asana features: Timeline and Gantt charts | AI-powered workflows | Team workload management | Custom project dashboards | Advanced reporting | Portfolio management | 1000+ integrations

Trello remains my go-to recommendation for teams that need visual project organization without overwhelming complexity. The platform's strength lies in its simplicity – every project becomes a board, every task becomes a card, and progress flows naturally from left to right. I've seen non-technical teams adopt Trello within minutes because it mirrors how people naturally think about workflow stages.

The magic of Trello's approach became clear during my testing with creative agencies and small marketing teams. Cards can hold detailed checklists, due dates, file attachments, and team discussions - essentially becoming mini project hubs. The Butler automation feature surprised me by handling routine card movements and notifications without requiring technical setup. However, teams managing complex projects with dependencies quickly hit the limitations around reporting and resource management.

Trello's Power-ups ecosystem extends functionality significantly, but this creates a cost trap I've seen teams fall into. While the base platform starts affordably, essential features like time tracking, advanced reporting, and integrations require paid add-ons that can multiply costs. For straightforward project visualization and team coordination, Trello works great, but teams eventually outgrow its capabilities.

Trello features: Kanban board interface | Power-ups ecosystem | Calendar integration | Team collaboration tools | Mobile optimization | Automation via Butler | Template library

• Extremely intuitive design
• Excellent mobile app
• Flexible card system

• Limited reporting features
• No built-in time tracking
• Lacks advanced project tools

Trello remains my go-to recommendation for teams that need visual project organization without overwhelming complexity. The platform's strength lies in its simplicity – every project becomes a board, every task becomes a card, and progress flows naturally from left to right. I've seen non-technical teams adopt Trello within minutes because it mirrors how people naturally think about workflow stages.

The magic of Trello's approach became clear during my testing with creative agencies and small marketing teams. Cards can hold detailed checklists, due dates, file attachments, and team discussions - essentially becoming mini project hubs. The Butler automation feature surprised me by handling routine card movements and notifications without requiring technical setup. However, teams managing complex projects with dependencies quickly hit the limitations around reporting and resource management.

Trello's Power-ups ecosystem extends functionality significantly, but this creates a cost trap I've seen teams fall into. While the base platform starts affordably, essential features like time tracking, advanced reporting, and integrations require paid add-ons that can multiply costs. For straightforward project visualization and team coordination, Trello works great, but teams eventually outgrow its capabilities.

Trello features: Kanban board interface | Power-ups ecosystem | Calendar integration | Team collaboration tools | Mobile optimization | Automation via Butler | Template library

ClickUp positions itself as the "everything app" for productivity, and after extensive testing, I understand why teams either love it or don't. The platform packs an impressive array of features into competitive pricing packages. Their Unlimited plan at $10/month includes capabilities that other tools charge premium rates for. What impressed me most was the depth of customization available, letting teams mold the interface to match virtually any workflow.

But its real brilliance becomes apparent when managing complex projects that span multiple departments. ClickUp's Goals feature links day-to-day tasks to strategic objectives, while the workload view prevents team burnout by visualizing capacity. During testing, I found the built-in docs, whiteboards, and mind mapping tools fully eliminated the need for separate collaboration platforms. However, the learning curve is steep. Teams need dedicated time to configure ClickUp properly and train users on its feature set.

ClickUp's pricing advantage comes with important caveats that caught me off guard, too. While the base features are generous, essential AI capabilities require an additional $7/user/month subscription. The free plan offers unlimited users but the 100MB storage limit becomes restrictive quickly. Teams committed to mastering ClickUp's complexity will find it powerful, but those seeking simplicity should look elsewhere.

ClickUp features: Multiple project views | Built-in time tracking | Goal setting and OKRs | Document collaboration | Whiteboarding tools | Advanced automation | Custom dashboards

• Feature-rich platform
• Competitive pricing tiers
• Excellent customization options

• Overwhelming learning curve
• AI features cost extra
• Interface can feel cluttered

ClickUp positions itself as the "everything app" for productivity, and after extensive testing, I understand why teams either love it or don't. The platform packs an impressive array of features into competitive pricing packages. Their Unlimited plan at $10/month includes capabilities that other tools charge premium rates for. What impressed me most was the depth of customization available, letting teams mold the interface to match virtually any workflow.

But its real brilliance becomes apparent when managing complex projects that span multiple departments. ClickUp's Goals feature links day-to-day tasks to strategic objectives, while the workload view prevents team burnout by visualizing capacity. During testing, I found the built-in docs, whiteboards, and mind mapping tools fully eliminated the need for separate collaboration platforms. However, the learning curve is steep. Teams need dedicated time to configure ClickUp properly and train users on its feature set.

ClickUp's pricing advantage comes with important caveats that caught me off guard, too. While the base features are generous, essential AI capabilities require an additional $7/user/month subscription. The free plan offers unlimited users but the 100MB storage limit becomes restrictive quickly. Teams committed to mastering ClickUp's complexity will find it powerful, but those seeking simplicity should look elsewhere.

ClickUp features: Multiple project views | Built-in time tracking | Goal setting and OKRs | Document collaboration | Whiteboarding tools | Advanced automation | Custom dashboards

Monday.com became my favorite visual project management tool because it makes work feel less like spreadsheet drudgery and more like organized creativity. The platform's signature colored boards and status columns instantly communicate project health without diving into detailed reports. During my testing, I watched teams adopt Monday faster than any other tool because the learning curve feels more like playing with digital building blocks than mastering complex software.

The pricing structure caught my attention as both reasonable and restrictive at the same time. The Basic plan at $9/user/month gives you unlimited boards and viewers, but you'll miss essential features like timeline views and automations. What frustrated me during testing was hitting automation limits - even the Standard plan caps you at 250 actions per month, which disappears quickly with active teams. However, the visual appeal and ease of use make Monday compelling for creative teams who need project management that doesn't feel like corporate drudgery.

Monday's strength lies in getting teams to actually use the platform consistently, which solves the biggest project management challenge I see. The comment threads, file attachments, and @mentions create natural collaboration flows that teams embrace rather than avoid. While you'll eventually need integrations for time tracking and advanced reporting, Monday excels at being the central hub where everyone checks project status and communicates about work. For teams prioritizing adoption and visual clarity over complex features, Monday delivers exactly what's needed.

Monday features: Colorful board interface | Multiple project views | Workflow automation | Team collaboration tools | Custom dashboards | Integration marketplace | Mobile optimization

• Highly intuitive interface
• Excellent visual customization
• Strong team collaboration

• Limited advanced reporting
• No native time tracking
• Expensive automation limits

Monday.com became my favorite visual project management tool because it makes work feel less like spreadsheet drudgery and more like organized creativity. The platform's signature colored boards and status columns instantly communicate project health without diving into detailed reports. During my testing, I watched teams adopt Monday faster than any other tool because the learning curve feels more like playing with digital building blocks than mastering complex software.

The pricing structure caught my attention as both reasonable and restrictive at the same time. The Basic plan at $9/user/month gives you unlimited boards and viewers, but you'll miss essential features like timeline views and automations. What frustrated me during testing was hitting automation limits - even the Standard plan caps you at 250 actions per month, which disappears quickly with active teams. However, the visual appeal and ease of use make Monday compelling for creative teams who need project management that doesn't feel like corporate drudgery.

Monday's strength lies in getting teams to actually use the platform consistently, which solves the biggest project management challenge I see. The comment threads, file attachments, and @mentions create natural collaboration flows that teams embrace rather than avoid. While you'll eventually need integrations for time tracking and advanced reporting, Monday excels at being the central hub where everyone checks project status and communicates about work. For teams prioritizing adoption and visual clarity over complex features, Monday delivers exactly what's needed.

Monday features: Colorful board interface | Multiple project views | Workflow automation | Team collaboration tools | Custom dashboards | Integration marketplace | Mobile optimization

Smartsheet bridges the gap between familiar spreadsheet functionality and sophisticated project management, making it my top choice for data-heavy organizations. The platform feels immediately recognizable to Excel users while adding powerful project tracking, automation, and collaboration layers that spreadsheets can't match. It handles complex project dependencies and resource allocation without sacrificing the granular control that finance and operations teams need.

The automation capabilities in Smartsheet run deeper than most competitors, letting teams build sophisticated workflows with conditional logic and multi-step approval processes. While testing different enterprise scenarios, I found the Control Center particularly useful for organizations managing multiple similar projects. It standardizes templates and ensures consistency across departments. AI features are surprisingly useful for formula creation and data insights, unlike the gimmicky AI implementations I've seen elsewhere.

Smartsheet's pricing reflects its enterprise focus, starting at $7/user/month for basic features but requiring the Business plan at $25/user/month for advanced automation and reporting. The learning curve is quite significant, so teams need dedicated training time to maximize Smartsheet's capabilities. However, for organizations that live in spreadsheets but need project management rigor, Smartsheet provides the perfect evolution without forcing teams to abandon familiar workflows. It's perfect for when you need detailed tracking, compliance reporting, and the ability to handle complex multi-project portfolios.

Smartsheet features: Grid-based project tracking | Advanced workflow automation | Resource management tools | Enterprise reporting | Custom dashboards | API integrations | Compliance controls

• Powerful spreadsheet interface
• Advanced automation capabilities
• Enterprise-grade security features

• Steep learning curve
• Complex setup process
• Limited visual appeal

Smartsheet bridges the gap between familiar spreadsheet functionality and sophisticated project management, making it my top choice for data-heavy organizations. The platform feels immediately recognizable to Excel users while adding powerful project tracking, automation, and collaboration layers that spreadsheets can't match. It handles complex project dependencies and resource allocation without sacrificing the granular control that finance and operations teams need.

The automation capabilities in Smartsheet run deeper than most competitors, letting teams build sophisticated workflows with conditional logic and multi-step approval processes. While testing different enterprise scenarios, I found the Control Center particularly useful for organizations managing multiple similar projects. It standardizes templates and ensures consistency across departments. AI features are surprisingly useful for formula creation and data insights, unlike the gimmicky AI implementations I've seen elsewhere.

Smartsheet's pricing reflects its enterprise focus, starting at $7/user/month for basic features but requiring the Business plan at $25/user/month for advanced automation and reporting. The learning curve is quite significant, so teams need dedicated training time to maximize Smartsheet's capabilities. However, for organizations that live in spreadsheets but need project management rigor, Smartsheet provides the perfect evolution without forcing teams to abandon familiar workflows. It's perfect for when you need detailed tracking, compliance reporting, and the ability to handle complex multi-project portfolios.

Smartsheet features: Grid-based project tracking | Advanced workflow automation | Resource management tools | Enterprise reporting | Custom dashboards | API integrations | Compliance controls

Factors to consider when choosing a project management software

Selecting the right project management platform is always harder than it sounds. I've seen too many teams get burned by choosing tools that looked great in demos but fell apart under real-world pressure.

• Team adoption and learning curve: The most feature-rich platform becomes useless if your team won't actually use it consistently. Look for intuitive interfaces that minimize training time while still providing the depth you need for complex projects.

• Scalability and growth flexibility: Your chosen platform should handle increased projects, users, and data without performance degradation. Consider both your current team size and where you expect to be in two years, ensuring the tool can grow alongside your organization.

• Integration ecosystem and workflow compatibility: Evaluate how well the platform connects with your existing tech stack, from communication tools like Slack to specialized industry software. Native integrations work better than third-party connectors that can break or require constant maintenance.

• Customization depth versus simplicity balance: Determine whether you need extensive customization options or prefer streamlined, opinionated workflows. Teams managing similar projects benefit from standardized processes, while diverse organizations need flexible customization capabilities.

• Real-time collaboration and communication features: Look for platforms that facilitate natural team communication through comments, @mentions, and shared workspaces. The best tools eliminate the need for separate communication channels by building collaboration directly into project workflows.

• Resource management and workload visibility: Essential for preventing team burnout and optimizing capacity allocation across multiple projects. Advanced platforms provide predictive insights about resource conflicts and bottlenecks before they impact deadlines.

• Reporting capabilities and data insights: Beyond basic progress tracking, evaluate whether the platform provides actionable analytics about team performance, project patterns, and resource utilization. Custom dashboards and automated reporting save management time while improving decision-making.

How did I choose this project management software?

I've spent years reviewing and consulting on business software as a journalist. I don't just click through demo environments. Instead, I set up multi-step projects and assignments with sample data reflecting anywhere from five-person agencies to enterprise corporations. I also look at user reviews, research pricing and support structures, and keep my ear to the ground for industry conversations. 

I usually test each platform with mock-up project scenarios over several weeks. Here, I prioritized tools that solved common pain points like scattered communication, missed deadlines, scaling complexity, and resource conflicts that plague most project teams. Rather than relying on vendor demos, I create test projects with realistic team sizes and deadline pressures to see how each platform handles authentic workflow challenges.

I weighted user adoption heavily because even the most sophisticated platform fails if teams avoid using it. My testing factors in team members with varying technical skill levels to assess learning curves and identify adoption barriers. Moreover, I examine each platform's integration capabilities by connecting them to different tools and evaluating data flow and reliability when working across multiple applications. 

FAQs on project management software

What's the difference between project management software and task management tools?

Project management software provides comprehensive features for planning, tracking, and executing complex initiatives with multiple team members, dependencies, and deadlines. Task management tools focus primarily on individual productivity and simple to-do lists without advanced features like resource allocation, budget tracking, or timeline management.

How much should I expect to pay for project management software?

Most platforms start around $5-10 per user monthly for basic features, with advanced plans ranging from $15-25 per user for enterprise tools like AI assistance and automation. Also factor in hidden costs like integration fees, storage overages, and training time when calculating total cost of ownership.

Can project management software work for remote and hybrid teams?

Modern project management platforms are designed specifically for distributed teams, offering real-time collaboration, mobile access, and communication features that often work better than in-person coordination. Look for platforms with strong mobile apps, offline capability, and async communication features for maximum remote team effectiveness.

How do I migrate existing projects and data to new project management software?

Most established platforms provide migration tools and support for importing data from spreadsheets, competitor platforms, and common file formats. Plan for a transition period where teams run both systems temporarily to ensure data integrity and minimize workflow disruption during the switch.

Other project management software tools

Further ZDNET Tech Coverage

ZDNET Recommends