9 best project planning software tools compared

Project planning is important for any business, whether you’re working on a small team project or a large company-wide program. Without a good plan, employees can get confused about their roles and deadlines, timelines can fall behind, and projects can become unmanageable.

Project planning software can make things much easier. The right tool helps teams manage work from start to finish, even when many people and departments are involved. In this guide, you’ll find reviews of the nine best project planning tools, tips for choosing one, and ways to boost your team’s efficiency with helpful integrations.

What is project planning software?

Project planning software is a tool that helps teams organize, coordinate, and deliver projects by centralizing tasks, timelines, and responsibilities in one place. The best solutions go beyond single-project organization to bridge the gap between teams, making it easier for cross-functional stakeholders to collaborate on business-critical initiatives.

Most tools also support planning at different levels, from day-to-day task tracking to high-level roadmaps and resource allocation. Teams can set priorities, track progress in real time, and adjust plans as work evolves without losing visibility across projects.

3 benefits of project planning software

The right project planning software can help businesses improve operational efficiency and get more done, faster. Here's how:

1. Create a single system of record

Project planning apps help everyone stay informed from the start. By keeping all project details in one place, every team member can easily find what they need. The best tools offer features that make things clear, such as:

• Clear goals that link each project back to overarching business goals.

• Integrations that connect information across different apps so team members can access project information in one place.

• Tasks with owners and due dates, so everyone knows what they're responsible for and by when.

• Dependencies that link related tasks together, so teams can complete work in the right order.

• Different ways to visualize projects and organize information, like Kanban boards, Gantt charts, calendars, or task lists.

2. Streamline processes

Project planning software helps teams spend less time on repetitive admin tasks and back-and-forth communication. The best options save time with features like:

• Automations that automatically assign, schedule, and prioritize work.

• Project templates to help your teams get started quickly and standardize processes across your organization.

• Easy task approvals and proofing functionality, so stakeholders can quickly view, sign off, and provide feedback on work.

3. Pivot in real-time

Projects don’t always go as expected. Good project planning software includes features that help teams spot problems early and adjust their plans as needed. For example:

• Dashboards that track project progress in real-time, so you can see when an initiative is off track and course-correct as needed.

• Resource management tools to help managers visualize and adjust team bandwidth.

• Project milestones to identify key targets over the course of your project timeline.

• Status update functionality, so teams can easily communicate project changes.

Best project planning software comparison chart

Before we get into the details, here’s a quick look at how the top nine project planning tools compare:

Keep reading to see what makes each tool unique and where it might not meet your needs.

9 best project planning software

Ready to get started? We’ve picked out the nine best project planning platforms for you and your team.

1. Asana: Best for enterprise companies

Cross-team collaboration is essential for modern businesses, especially if leaders want to solve problems quickly and effectively. In fact, according to Deloitte, 83% of companies are leveraging cross-functional teams.

Cross-functional project planning is especially tricky at larger organizations, where teams tend to get siloed across departments. That's why enterprise companies need software that facilitates collaboration across teams, regardless of the number of stakeholders involved.

With a suite of enterprise offerings, Asana helps large organizations (and small ones) deliver mission-critical work. From complex projects to company-wide initiatives, Asana can cut project completion time by up to 60% and reduce project errors by up to 90%.

Key capabilities include:

• Goals that connect daily tasks to company-wide priorities.

• Automations and workflows that reduce busywork and keep teams focused.

• Enterprise-grade security, privacy, and compliance features to keep your data safe.

2. Monday: Best for small businesses

Small businesses may not need advanced collaboration or security features. Many like Monday.com because it’s easy to use and quick to set up. However, as your team grows, you might find some limitations.

3. ClickUp: Best for startups

ClickUp is popular with small teams and startups on a budget. Its colorful design is easy to use, but as teams grow and need to work together more, some users find it less effective.

4. Basecamp: Best for traditional project management

Basecamp, launched in 1999, was one of the first online project planning tools. Project managers like its strong messaging features, but it may feel limited if you need a tool that can adapt to many needs.

5. Zoho Projects: Best for detail-oriented projects

This software focuses on details like budgets, timesheets, and time tracking. It works well for detailed project planning, but bigger organizations may find it less useful as they try to work across more teams.

6. Jira: Best for developers

This tool was designed specifically for software development, with Agile-specific features like epics, user stories, and sprints. While Jira shines for Agile methodologies like Scrum, it may not be flexible enough for teams across your company.

To do their best work, companies need to connect cross-functional development across teams. With the Asana + Jira integration, you can automatically create Asana tasks from Jira issues, and automatically sync issues, tasks, projects, comments, assignees, custom fields, and more.

7. Wrike: Best for client-facing teams

Wrike has simple security features and permissions, making it easy for clients and teams to access information safely. It’s great for teams working with outside partners, but may not be the best for managing work across many internal teams.

8. Trello: Best for Kanban lovers

Trello is known for its unique Kanban boards, which let small teams move tasks easily through different stages. However, as your team grows and needs more ways to view projects, you might find Trello limiting.

9. Smartsheet: Best for spreadsheet lovers

Smartsheet is great for teams that love working with spreadsheets. It offers more features than Excel, like time tracking and collaboration. But since not everyone likes spreadsheets, it may not be the best fit for every team.

How to choose project planning software

With so many choices, picking the right project planning tool can seem overwhelming. Instead of choosing software for just one need, look for something flexible enough for your whole company. Here are some key things to consider:

• Ease of adoption: If software isn't intuitive, teams won't use it. Look for a clean, easy-to-navigate interface across web, desktop, and mobile.

• Return on investment: A new tool should improve your company's bottom line. Research pricing and look to independent reports that quantify time savings, like this report from Nucleus Research.

• Security and compliance: It's critical to ensure company information stays private, even when employees work in different locations and time zones. Make sure the tool meets your IT team's required security standards.

• Cross-team flexibility: Look for options that cover a broad range of use cases, from project planning and work request tracking to strategic planning.

• Centralized information: Choose project planning software that creates a single system of record, so employees can find what they need easily.

• AI capabilities: Look for tools that use AI to automate repetitive tasks, surface insights, and keep projects on track.

Integrations that improve efficiency

Most teams use different apps for things like messaging and file storage. By connecting these tools to your project planning software, you can keep all your information in one place and make it easier for everyone to stay on the same page.

Here are some integrations that pair well with project planning software:

Slack: Stay connected

Instant messaging can help bring teams closer together, especially if you work remotely. Look for a project planning tool that integrates with Slack, so you can capture details and action items from messages. Tools like Zoom and Microsoft Teams can also fuel connection. Choosing project planning software that integrates with these apps can help make meetings actionable, with tasks, action items, and searchable transcripts.

Google Drive: Collaborate on documents

Google Drive allows you to securely store, share, and collaborate on files. To ensure files don't get lost and that you're notified when stakeholders leave comments, look for a project planning app that effectively integrates with Google Drive.

Dropbox: Store large files in the cloud

If you deal with large files, Dropbox can help. The app offers secure cloud storage, so teams can store all their content in one place and easily share files with anyone. Integrating Dropbox with your project planning tool is a must to keep files accessible.

Zapier: Automate repetitive tasks

Zapier helps you automate work without writing any code. This tool allows you to connect your project management platform to other software tools, automating repetitive manual work.

Get started with the right project planning tool

The right project planning software brings your team, goals, and tasks together in one place. Here’s what to think about when making your choice:

• Define your needs: Consider your team size, workflows, and the number of cross-functional stakeholders who need access.

• Prioritize flexibility: Choose a tool that works across your organization, not just one department.

• Look for AI and automation: Features that reduce busywork help your team focus on strategic priorities.

Ready to see what organized, efficient project planning looks like? Get started with Asana today and help your team focus on the work that matters most.

Frequently asked questions about project planning software