According to Gartner, 80% of organizations now operate in a hybrid model, which makes choosing the right project management software more important than ever.
The problem?
There are way too many tools out there promising to be the "best project management software" — and if you've ever Googled it, you know how overwhelming those endless lists can feel.
Here's the thing: you don't just need a tool that tracks tasks. You need something that actually helps your people work together, whether they're sitting in the office, logging in from home, or out in the field.
And if you're running a small business, the stakes are even higher — you need project management software for small business that's simple to set up, affordable, and flexible enough to grow with your team.
Now, I know what you might be thinking: "But what about free options? Is there decent project management software free that actually works?" Absolutely — and I'll cover that too.
I've reviewed hundreds of PM tools and worked in remote-first companies myself, so I know what really helps teams thrive (and what just adds more clutter).
In this post, I'm breaking it all down into a simple shortlist of the best project management software for remote and hybrid teams in 2025.
And spoiler alert: I'll also show you why all-in-one platforms like AgilityPortal aren't just about managing tasks — they're about making teamwork effortless.
💡 Did You Know?
Remote work boosts productivity – A Stanford study found that employees working remotely were 13% more productive compared to their in-office counterparts. Read more Successful Project Management: 10 Tips to Managing Projects Successfully in 2025What Are Project Management Tools for Remote Teams?
Put simply, project management tools for remote teams are digital platforms designed to help teams plan, organize, and deliver work when they're not sitting in the same office.
Instead of juggling endless email threads or chasing updates across chat apps, these tools give you one central hub where everyone can see project details, track progress, and collaborate in real time.
Most platforms come with handy features like built-in chat, video calls, file sharing, and task boards, so your team can brainstorm, share updates, and keep projects moving forward no matter where they're working from.
The best part?
Everything is transparent.
Everyone gets visibility into deadlines, responsibilities, and project status — which helps remote teams feel more connected and aligned, even if they're spread across time zones.
Project management tools for remote teams are no longer just a convenience — they're the backbone of collaboration. They transform scattered individuals into a coordinated unit by giving everyone access to the same information, tasks, and timelines. In a hybrid world, these platforms ensure that distance doesn't turn into disconnect.
Lee Godwin, Project Management Professional (PMP)
Why Remote & Hybrid Teams Need Project Management Software in 2025
If you've ever worked across different time zones, you know how tricky it can be to keep everyone on the same page. Deadlines slip, updates get lost in endless email chains, and team members often feel disconnected.
Add in the constant juggling of multiple apps — one for chat, one for tasks, another for file sharing — and you've got a recipe for burnout and missed goals.
That's exactly why project management software for remote teams is no longer a "nice-to-have," it's essential.
These platforms give your people one central hub where everything happens: planning, communication, and tracking progress. Instead of chasing updates or digging through Slack messages, your team can log into a single workspace and instantly see what's going on.
For small companies, the right project management software for small business can be a game changer. It keeps projects organized without overwhelming your team, and it scales as your business grows.
And yes — if you're not ready to invest just yet, there are solid options for project management software free that help you get started without breaking the bank.
At the end of the day, the best project management software isn't just about ticking tasks off a list.
It's about breaking down barriers in remote and hybrid environments, giving your team the tools to collaborate as if they were in the same room — no matter where they are.
The Challenges of Finding a Suitable Project Management Tool for Remote Teams
In a world where hybrid and fully remote work have become the norm, choosing the right project management tool is no longer optional — it's critical.
However, finding software that truly meets the needs of distributed teams comes with several challenges. Remote teams operate differently, and what works in a traditional office environment often breaks down when people are scattered across cities, countries, and time zones.
One of the biggest obstacles is maintaining clear communication without overwhelming employees. Many tools still rely heavily on chat or email, which quickly leads to information overload.
Remote teams need solutions that balance structured communication with async collaboration — where people can respond in their own time without missing key updates.
- Tools must support both real-time chat and asynchronous messaging to reduce burnout and miscommunication - Another key challenge is task visibility and accountability. Without face-to-face check-ins, it's easy for deadlines to slip or responsibilities to become unclear. The best tools provide task tracking for remote employees, allowing managers and team members to see what's being worked on, what's delayed, and where support is needed.
- Choose platforms with shared dashboards, progress tracking, and automated reminders - Document management is another common pain point. Remote teams often juggle multiple file-sharing systems, resulting in version conflicts and lost documents. A strong collaboration software for virtual teams should include centralized file storage with permission controls, so everyone works from the same source of truth.
- Look for tools that integrate with Google Drive, OneDrive, or built-in document libraries - Meetings also present unique challenges in remote work. Scheduling across time zones, managing virtual fatigue, and keeping discussions productive require software that integrates video conferencing, scheduling, and meeting notes into the same ecosystem.
- Platforms with built-in video calls or seamless integrations with Zoom, Teams, or Meet improve meeting flow - Finally, the biggest issue is adoption and engagement. Even the most powerful system fails if the team doesn't use it consistently. Remote workers value simplicity — software should be intuitive, quick to learn, and mobile-friendly.
- Prioritize user-friendly tools with clean interfaces, mobile apps, and onboarding tutorials - Selecting the right solution means finding balance — a tool that connects people, tracks progress, and simplifies workflows without adding unnecessary noise. When chosen wisely, the right project management platform becomes the digital heartbeat of your remote organization, driving collaboration, accountability, and performance across every location.
Find tips for successful project management. Learn how clear communication channels, project goals, and other features impacts project management.
Best Project Management Software for Small Business & Hybrid Teams (2025)
| Platform | Best For | Tasks | Messages / Chat | Docs / Files | Meetings / Video |
| Lark | Hybrid collaboration & all-in-one suite | ✅ Kanban, Gantt, and recurring tasks | ✅ Integrated chat threads + @mentions | ✅ Real-time docs, sheets & cloud drive | ✅ Built-in HD meetings & calendar sync |
| AgilityPortal | Employee engagement + project management | ✅ Task boards, workflows, and milestones | ✅ Internal chat, newsfeed, and recognition posts | ✅ Secure document library with versioning | ✅ Team calls & event scheduling |
| Basecamp | Fast onboarding & simplicity | ✅ Visual boards and lists | ⚙️ Basic comments & notifications | ⚙️ Attachments only | ❌ External tools required |
| Notion | All-in-one work hub | ✅ Advanced automation & dependencies | ✅ Team chat, comments | ✅ Rich docs + whiteboards | ⚙️ Meeting links via integrations |
| Jira | Structured dev & IT teams | ✅ Agile boards, sprints, and issue tracking | ⚙️ Limited chat | ⚙️ Attachments & Confluence integration | ⚙️ Integrates with Zoom / Teams |
| Airtable | Spreadsheet power users | ✅ Task grids + formulas | ⚙️ Comments per row | ✅ Embedded file storage | ❌ No native video |
| Teamwork | Resource & time planning | ✅ Gantt, time tracking, budgets | ⚙️ Team updates | ✅ File sharing | ⚙️ Zoom/Meet integrations |
| Microsoft Planner + Project + Teams | MS ecosystem users | ✅ Planner tasks, MS Project scheduling | ✅ Teams chat integration | ✅ SharePoint / OneDrive files | ✅ Teams meetings |
🥈 #1. Lark - Cuts Through Workplace Slowdowns
Small and mid-size hybrid teams that need an all-in-one work suite combining messaging, meetings, documents, and task management.
In 2025, Lark has emerged as one of the most comprehensive business process management software, options for organizations looking to streamline communication, workflow automation, and project visibility — all within a single, cloud-based ecosystem.
Tasks:
Lark's task management module is intuitive yet powerful.
Teams can use Kanban boards, recurring tasks, and timeline views to manage everything from daily checklists to complex projects.
Tasks can be created directly from messages, ensuring that no action item slips through the cracks.
As a business process management tool, Lark helps standardize workflows and connect every stage of a project, from planning to execution.
Messages / Chat:
Lark's integrated messaging system rivals Slack, offering threaded conversations, mentions, and smart notifications.
Slowdowns often begin in messaging platforms when key updates are lost in long threads. Decisions are repeated because they are not documented, and action items vanish in the scroll.
Lark Messenger addresses this by making conversations directly actionable. A task can be created from a message in the chat, ensuring that important points do not fade away.
Threads help preserve context by grouping related ideas, while pinned posts keep critical information easy to access. Links to tasks or documents can be shared inside Messenger, so team members know exactly where to go for the source of truth.
Instead of generating delays, Messenger becomes the entry point for faster action, reducing the wasted time that comes from repeating or rehashing conversations.
We replaced Slack, Zoom, and Google Docs with Lark — it streamlined every process from daily stand-ups to document sharing
TrustRadius review, March 2025
Docs / Files:
The built-in Lark Docs function provides real-time co-editing, commenting, and secure file management.
With full version history and team-based permissions, it doubles as a lightweight document management system.
When combined with its automation and task tools, Lark becomes more than a communication hub — it's a modern business process management software that helps teams work smarter.
Meetings / Video:
Lark's meetings feature is fast, reliable, and fully native.
Users can launch video calls directly from chats or tasks, share live documents, and automatically generate AI-powered meeting summarie
G2 user feedback, 2025Lark's meetings feel effortless — no juggling multiple tabs or add-ons,
True "super app" for modern hybrid teams — it merges collaboration, process management, and communication into one unified platform.
Inefficient meetings can be one of the largest sources of workplace slowdown.
They often consume time without producing outcomes, leaving teams unclear about next steps. Lark Meetings changes this by tying discussions directly to documentation and action.
Scheduling happens through Lark Calendar, video calls take place within the same platform, and outcomes are captured automatically.AI-generated notes are stored in Lark Docs, making decisions searchable and accessible long after the meeting ends.
Recordings can be shared in Messenger, so absent team members do not create delays.
Action items can be assigned as tasks during the meeting itself, capturing ownership before the call is finished. Instead of adding friction, meetings in Lark accelerate progress by producing documented results.
Ideal for businesses seeking to replace multiple disconnected apps with a single business process management software solution that scales seamlessly.
🥈 2. AgilityPortal – Best for Employee Engagement + Project Management
We had to incldue our project management module as number 2 on the list of The Best Project Management Software for Small Business.
Companies that want more than just a project management tool — AgilityPortal functions as a digital workplace, employee engagement hub, and modern business process management software designed for hybrid organizations, nonprofits, and professional service teams.
It centralizes tasks, communication, documents, and collaboration tools into one secure, intuitive platform.
Tasks:
AgilityPortal's task boards and workflows make it easy to organize projects, assign responsibilities, and monitor progress in real time.
Each task can include subtasks, due dates, reminders, and priority levels, ensuring nothing gets missed.
You can also attach files, add Google Map locations for on-site tasks or client visits, and leave threaded comments to keep communication contextual.
Managers can automate recurring workflows, create task dependencies, and generate visual Gantt charts or timeline views — turning AgilityPortal into a scalable business process management solution that adapts to each department.
Whether it's tracking a marketing campaign, managing field operations, or coordinating HR activities, every task stays visible, accountable, and connected.
We can tag teammates, attach documents, and comment directly under each task — it keeps everything transparent
G2 user feedback, 2025
Chat
The integrated chat system in AgilityPortal keeps communication seamless across teams and departments.
It supports private chats, group discussions, and company-wide announcements, ensuring transparency and collaboration without switching tools.
Employees can share shoutouts, recognition posts, and polls directly within the same workspace where they manage projects — something most project tools lack.
For richer communication, AgilityPortal integrates VidConnect, a built-in video calling and screen sharing tool that allows teams to jump from chat to live discussion instantly.
Whether it's a quick one-on-one, a project walkthrough, or a remote training session, users can collaborate in real time without leaving the platform.
Docment:
The Document Library is purpose-built for version control and compliance.
Teams can securely upload, tag, and share files, while integrations with Google Drive and OneDrive make collaboration effortless.
With built-in file expiration and access-level permissions, AgilityPortal doubles as a lightweight document management system for regulated industries.
Meetings / Video:
AgilityPortal integrates seamlessly with Zoom, Google Meet, and Microsoft Teams.
Meeting notes and recordings can be automatically linked to projects or tasks, ensuring every discussion turns into action.
HR and team leaders can also use the platform to schedule town halls, training sessions, and employee recognition events.
What makes AgilityPortal stand out is its fusion of intranet, project management, communication, and process automation—all within a single unified super app.
Designed specifically for enterprises and small to medium-sized organizations, it helps teams centralize their operations, automate repetitive workflows, and keep employees engaged across departments and time zones.
AgilityPortal isn't just about managing tasks — it's about controlling the entire workflow lifecycle, from idea to execution.
With built-in analytics that track productivity, engagement, and adoption trends, organizations gain real-time visibility into how work happens.
Whether you're running HR processes, IT projects, or company-wide initiatives, AgilityPortal acts as the intelligent backbone that connects people, data, and processes across your digital workplace.
🥉 3. Basecamp – Best for Simple Team Collaboration & Client Projects
Basecamp is best suited for small and medium-sized businesses, agencies, and remote teams looking for simple project management software that doesn't require technical setup or steep learning curves.
Known for its clean interface and "less is more" approach, Basecamp helps teams stay focused on deliverables instead of juggling multiple tools.
While not a full business process management software, it's ideal for organizations that value clarity and accountability over complexity.
Tasks:
Basecamp's task management system (called To-Dos) is intuitive and easy to use. Teams can create task lists, assign owners, set due dates, and attach related documents.
Subtasks, comments, and file attachments keep every project self-contained. Managers can set automated reminders to nudge progress and visualize what's overdue or upcoming.
It's not as advanced as tools like ClickUp or Asana, but it's designed for teams who want to keep things simple.
We love that Basecamp doesn't overcomplicate project management — it keeps everyone aligned without drowning in features
G2 review, 2025
Messages / Chat:
Basecamp includes a built-in messaging tool called Campfire, offering real-time team chat for quick questions and status updates.
For project-specific communication, Message Boards let teams post updates, share announcements, or brainstorm ideas without cluttering email inboxes.
It's an effective communication hub for small hybrid teams who need lightweight collaboration.
TrustRadius reviewerCampfire replaced our Slack workspace. Fewer distractions, more focus
Docs & Files:
The Docs & Files section allows teams to store documents, notes, and uploads directly in each project.
Files can be attached to To-Dos or messages, keeping resources central and accessible.
While Basecamp lacks full version control or advanced permissions, it integrates easily with Google Drive, Dropbox, and OneDrive — giving it flexibility for growing businesses.
Meetings / Video:
Basecamp doesn't have native video calling or screen sharing, but it integrates seamlessly with tools like Zoom, Google Meet, or Microsoft Teams.
Many teams simply paste meeting links into project message boards or schedules.
The Automatic Check-ins feature is also useful — it replaces repetitive meetings by asking team members structured questions like "What did you work on today?" or "Any blockers?"
Basecamp's strength lies in its simplicity, affordability, and transparency. It's the perfect entry point for small teams seeking the best project management software without enterprise-level complexity.
Its minimalist structure promotes focus and accountability, and the flat pricing model makes it appealing to small businesses and startups managing multiple client projects.
💡 4. Notion – Best for Building Intelligent Knowledge Systems & Connected Workspaces
Notion is the perfect choice for teams that think visually — startups, agencies, and remote companies that need a custom productivity platform to unify planning, documentation, and execution.
In 2025, Notion continues to evolve beyond a notes app into a full-fledged AI-powered planning tool, offering dynamic pages, smart templates, and collaborative dashboards that adapt to any workflow.
Tasks:
Notion transforms basic task tracking into a customizable, data-driven experience.
Teams can design their own task databases with nested subtasks, reminders, and linked properties to keep projects structured.
Tasks can reference documents, timelines, or goal pages — creating a seamless chain of accountability.
The AI assistant can automatically prioritize workloads, generate task summaries, and suggest deadlines based on project context, making it one of the most flexible AI project planners available today.
Messages / Chat:
Notion keeps communication close to the work.
Every page supports inline comments, threaded discussions, and real-time editing, letting teams collaborate asynchronously without relying on constant chat noise.
For teams that need direct messaging, integrations with Slack or MS Teams handle the instant communication side, while Notion holds the source of truth.
Docs / Files:
Documentation is where Notion truly excels.
Pages can include embedded databases, multimedia, and code blocks, making it a strong alternative to traditional team documentation software.
Users can co-author pages, manage permissions, and use AI summarization to turn dense text into clear action items. It's perfect for SOPs, design systems, wikis, and project retrospectives.
Meetings / Video:
While Notion doesn't include native calling, it easily integrates with Google Meet, Zoom, and Loom.
Teams can embed meeting links, record summaries, or attach recap videos directly inside project pages.
Some organizations even use AI meeting templates that auto-fill agendas, notes, and next steps — turning Notion into a meeting intelligence layer.
Notion's standout capability lies in its blend of flexibility and intelligence. It adapts to the way teams work rather than forcing a predefined structure.
From planning sprints to documenting research, Notion becomes the single connected workspace for remote teams, centralizing knowledge and execution.
The integration of Notion AI means that teams can now query pages conversationally, draft content automatically, and transform static documentation into living, intelligent systems.
🚀 5. Jira – Best for Agile Software Development & Technical Project Management
Jira is purpose-built for software development teams, IT departments, and engineering managers who need a robust agile sprint management tool.
It's ideal for organizations that follow Scrum, Kanban, or hybrid methodologies and require structured workflows, automation, and visibility into their software delivery pipeline.
In 2025, Jira remains the industry standard for technical project tracking and release management.
Tasks:
Jira's strength lies in its issue-based task management system.
Every task, bug, or feature request becomes a "ticket" that can be prioritized, assigned, and tracked across sprints.
Teams can create subtasks, epics, and custom workflows with condition-based triggers.
Built-in automation allows managers to auto-assign tasks, send reminders, and transition issues when criteria are met — reducing manual follow-up and maintaining workflow integrity.
Messages / Chat:
Jira integrates deeply with Slack, Microsoft Teams, and Opsgenie, enabling instant notifications and contextual chat.
Users can comment directly on tickets, tag teammates, and reference code commits or pull requests from GitHub or Bitbucket.
This tight integration between communication and development ensures no detail gets lost during sprint planning or code review.
Docs / Files:
Through Confluence integration, Jira offers full documentation support.
Teams can link product specs, test cases, and sprint reports directly to projects, maintaining traceability across the software delivery workflow system.
Attachments, screenshots, and log files can be uploaded per issue, creating a comprehensive audit trail that benefits QA and compliance reviews.
Meetings / Video:
While Jira doesn't host meetings natively, it seamlessly integrates with Zoom, Meet, and Teams. Many Agile teams embed meeting links in sprint boards or backlog grooming sessions.
The Jira Work Management extension adds visual timelines and collaborative views for stand-ups, retrospectives, and sprint planning, connecting planning discussions directly to actionable items.
Jira's unique advantage is its depth and adaptability for technical teams. It offers advanced permission structures, automation rules, and AI-powered insights that detect workload imbalances and forecast sprint velocity.
Combined with Atlassian Intelligence, users can generate natural-language summaries, detect blockers, and auto-draft sprint retrospectives — making Jira not just a tracker but a true AI project reporting dashboard.
⚙️ 6. Airtable – Best for Data-Driven Project Tracking & Team Automation
Airtable is the go-to platform for teams that need both project management flexibility and data control in one interface.
Perfect for operations, marketing, and product teams, it combines the simplicity of a spreadsheet with the power of a low-code project management platform.
In 2025, Airtable continues to shine for organizations that rely heavily on structured data, visual dashboards, and cross-department workflows.
Task features:
Airtable organizes work through bases (databases) that can be customized for any process — from content calendars to product pipelines. Teams can add subtasks, reminders, attachments, and status automations directly within rows.
Each project can be viewed as a grid, Kanban, Gantt chart, or calendar, giving full visibility into dependencies and deadlines.
Automation rules can trigger Slack messages, update task statuses, or send email notifications when milestones are reached, turning Airtable into a team automation system that saves hours of manual tracking.
Messages / Chat:
While Airtable doesn't include a built-in chat feature, its comment system keeps communication tied to specific records.
Users can mention teammates, leave feedback, and track conversations around data entries.
Integration with Slack or Microsoft Teams ensures updates reach the right people in real time, bridging the gap between data and discussion.
Docs / Files:
Airtable supports robust file attachments, allowing users to upload assets, link cloud files, and manage documentation directly in the workflow.
Each record acts as a digital folder containing everything related to a task or deliverable.
For teams that manage creative assets or compliance documents, this makes Airtable a functional workflow database software as well as a tracker.
Meetings / Video:
Airtable integrates with tools like Zoom, Google Meet, and Loom, allowing users to embed video links, meeting summaries, or recordings into project dashboards.
Many teams use these integrations to tie weekly meetings to specific campaigns or initiatives — connecting planning with execution in one space.
Airtable's biggest advantage lies in its fusion of database power and project visibility. It's both a data-driven project tracker and a visual collaboration tool, adaptable enough for marketing agencies, HR teams, or engineering departments.
The platform's AI and automation extensions now help teams analyze data trends, auto-tag records, and predict workflow bottlenecks — turning it into a smart project command center.
⏱️ 7. Teamwork – Best for Client Projects, Time Tracking & Resource Planning
Teamwork is built for agencies, professional services firms, and project-based businesses that need full visibility into client deliverables, budgets, and profitability.
Unlike most project management tools, Teamwork combines task management, time tracking, and billing features into one unified client project management software.
In 2025, it's become a favorite among operations teams that juggle multiple clients and want to track both productivity and profit in real time.
Tasks:
Teamwork's task management engine supports task lists, subtasks, dependencies, and milestones, letting teams plan complex client projects with precision.
You can set recurring tasks, attach files, and add comments or Google Map locations for on-site work.
Built-in reminders and project templates ensure consistent delivery standards across multiple clients or campaigns.
Messages / Chat:
Teamwork includes real-time messaging within each project, enabling transparent collaboration between internal staff and external clients.
Its integrated chat feature supports file sharing, mentions, and threaded discussions, keeping feedback organized and easy to reference.
For deeper collaboration, Teamwork integrates with tools like Slack, Gmail, and HubSpot, ensuring updates flow between departments seamlessly.
Docs / Files:
File management in Teamwork is intuitive — teams can upload, categorize, and version-control key documents per project.
Integrations with Google Drive, Dropbox, and OneDrive make it a flexible hub for creative assets, contracts, or deliverables.
Clients and stakeholders can safely access shared folders with permission-based control, maintaining confidentiality while improving transparency.
Meetings / Video:
Teamwork doesn't have built-in video conferencing, but it connects easily with Zoom and Google Meet for project reviews, client calls, and retrospectives.
Its Calendar View lets managers coordinate schedules, link events to milestones, and ensure no meeting conflicts with delivery timelines. Teams can also use Teamwork Desk and CRM integrations to tie support tickets or leads directly into meeting discussions.
What sets Teamwork apart is its end-to-end visibility across workload, budget, and time. The platform provides a resource utilization dashboard to monitor team capacity and avoid burnout.
Built-in billable hours tracking connects directly to invoicing, so businesses can convert logged time into revenue effortlessly.
Together, these make Teamwork a complete service delivery management system for agencies and consultancies that measure success in both productivity and profitability.
🧭 9. Microsoft Planner – Best for Microsoft 365 Users & Enterprise Collaboration
Microsoft Planner is the natural choice for organizations already using Microsoft 365.
It's ideal for corporate teams, hybrid organizations, and enterprises that want a straightforward, visual way to manage projects within their existing ecosystem.
As part of the Office 365 productivity suite, Planner syncs seamlessly with Teams, Outlook, and SharePoint, creating a unified enterprise collaboration software experience.
Tasks:
Planner's Kanban-style boards make it easy to organize projects into buckets, tasks, and checklists. Each task can include attachments, subtasks, due dates, and labels for quick filtering.
You can also add comments, set reminders, and assign multiple owners.
When connected with Microsoft Project, it supports advanced scheduling, workload tracking, and cross-department dependencies — turning it into a scalable Microsoft 365 project planning tool for growing teams.
Messages / Chat:
Planner integrates directly with Microsoft Teams, allowing users to discuss tasks, share updates, or start meetings instantly.
Each plan can be linked to a Teams channel where messages, notifications, and file activity are automatically synchronized.
This tight connection keeps discussions contextual and eliminates the need for external chat platforms.
Docs / Files:
Because Planner runs on the Microsoft 365 backbone, every plan is automatically linked to a SharePoint document library.
Teams can upload project files, collaborate in Word, Excel, or PowerPoint, and track versions in real time.
File permissions inherit from the organization's existing structure, ensuring compliance and security without extra setup.
Meetings / Video:
Planner integrates flawlessly with Microsoft Teams meetings.
Users can turn any task into a meeting topic, attach notes or recordings, and track follow-ups directly from the Planner board. Integration with Outlook Calendar allows automated scheduling reminders, keeping hybrid teams aligned across time zones.
Planner's biggest strength is its deep Microsoft 365 integration. It allows users to jump from chat to task to file without ever leaving the ecosystem.
When paired with Microsoft Project, Loop, or Power BI, it becomes a robust visual planning dashboard with real-time reporting and performance insights.
It's built for companies that prioritize compliance, governance, and a consistent user experience across the organization.
How We Chose the Best Project Management Software
To find the best project management tools for 2025, we focused on how each platform performs where it matters most — getting work done, keeping people connected, and making collaboration effortless.
Every platform was tested hands-on to evaluate its real-world usability across five essential categories:
- Tasks - We assessed how each tool manages day-to-day execution — from task creation, subtasks, due dates, and reminders to automation, dependencies, and workload visibility. Tools that allowed teams to clearly define responsibilities, update progress in real time, and view projects in multiple formats (Kanban, list, or Gantt) scored highest. A strong task module should simplify coordination, not add complexity.
- Messages - Effective communication is the heartbeat of successful project delivery. We reviewed whether each platform includes built-in messaging or chat, how well it supports threaded conversations, mentions, and notifications, and whether it integrates with major communication tools like Slack, Teams, or email. The best systems made collaboration feel natural, keeping context tied to the work itself instead of scattered across apps.
- Documents - We tested how teams can store, share, and collaborate on documents and files within each system. This included evaluating version control, access permissions, and integration with Google Drive, OneDrive, and Dropbox. Platforms that made documentation part of the workflow — rather than an afterthought — were ranked higher for productivity and information management.
- Meetings - Since meetings remain central to planning and alignment, we analyzed how each platform handles video calls, scheduling, and meeting notes. Tools that offered built-in video conferencing or seamless integration with Zoom, Teams, or Google Meet were rated higher. Bonus points went to those with features for linking meetings to projects, attaching recordings, or generating AI-powered summaries.
- Best Fit - Finally, we evaluated who each platform is built for — from startups and small businesses to enterprises managing complex, cross-departmental projects. We looked at scalability, pricing transparency, customization options, and industry-specific use cases. The best tools demonstrated flexibility to adapt to both simple task management and full-scale business process management.
Mistakes to Avoid When Implementing Project Management Tools
Even the best project management software can fall short if it's not implemented correctly.
Many small businesses and hybrid teams make the same avoidable errors that slow down adoption and limit long-term success.
Here's what to watch out for when setting up your system and workflows.
One of the biggest pitfalls is choosing the tool before defining the process. Many teams rush to adopt new software without clearly mapping how they'll use it. This often leads to cluttered boards and inconsistent workflows.
Always start by defining how your projects flow, then find the platform that supports it best.
- Avoid the "tool first, process later" approach — build your workflow first - Another common mistake is adding too many custom fields or complex configurations. While customization is powerful, it can also make dashboards noisy and confusing. Keep your setup lean at first, then expand once your team becomes comfortable.
- Limit unnecessary custom fields — simplicity drives adoption - Every efficient project management setup needs a clear owner. Without someone responsible for templates, automation rules, and user training, systems can quickly fall out of sync. Assign an admin or champion to maintain structure and consistency across departments.
- Assign an owner for templates, automation, and governance - Finally, don't ignore the mobile experience, especially for frontline or remote employees. If the platform isn't optimized for mobile devices, field workers and on-the-go team members may disengage, creating communication gaps.
- Test the mobile interface to ensure accessibility for all employees - Avoiding these common workflow optimization mistakes will ensure your chosen platform delivers measurable improvements in productivity, communication, and accountability.
20 Best Free Project Management Software Picked For 2025
Here's a list of 20 free (or freemium / open-source) project management tools along with one of their standout features (or what makes them compelling in a free tier).
Note: "free" here generally means there is a usable, no-cost version (with limitations).
You'll have to check current plans, as they change frequently.
| # | Tool | Standout Free-Tier / Open-Source Feature |
| 1 | Trello | Intuitive Kanban boards with unlimited cards and basic automation |
| 2 | Asana | Unlimited tasks, list/board views, basic collaboration in free plan |
| 3 | Wrike | Spreadsheet-like interface + integrations; free plan for simple projects |
| 4 | Freedcamp | Unlimited users/projects, task lists, Kanban, subtasks in free tier |
| 5 | OpenProject | Open-source; supports agile & hybrid project methods, Gantt, boards |
| 6 | Taiga | Free and open-source; supports Scrum, Kanban, backlog, sprints |
| 7 | Plaky | Free forever, unlimited projects and users with visual task management |
| 8 | Redmine | Open-source, supports issue tracking, wikis, forums, multi-project support |
| 9 | GanttPRO | Free plan for beginners; strong Gantt chart UI for timeline planning |
| 10 | nTask | (Mentioned in task-management reviews) – good for risk and issue tracking |
| 11 | Quire | Nested task lists, collaboration even in free version |
| 12 | MeisterTask | Visual project boards + collaboration features |
| 13 | Hive | Supports AI features (in free lists) and flexible project views |
| 14 | Zapier | (Not a full PM tool, but used for automation orchestration across tools) |
| 15 | OpenProj | Open-source, desktop-based alternative to MS Project |
| 16 | Zoho Projects | Free plan (limited projects) with Gantt, task dependencies, and automation |
| 17 | Paymo | Free tools useful for freelancers / small agencies for task + time tracking |
| 18 | Todoist | Task list + reminders; many use it as light PM tool in free mode |
| 19 | TickTick | Recurring tasks, reminders, multiple views — works as light PM app |
| 20 | ClickUp (Free Plan) | Unlimited users with docs, task boards, and basic automations. |
Frequently Asked Questions About AI in Project Management Software
1. How can AI help teams manage tasks more efficiently?
AI helps automate repetitive work such as setting deadlines, tracking progress, and assigning priorities.
With a simple command like "Summarize the top 5 overdue tasks for this week", project managers can instantly see what needs attention without manual checks.
This saves time, improves accountability, and ensures nothing slips through the cracks.
2. What are the best AI prompts for creating project reports?
AI-powered reporting tools make status updates effortless.
A prompt like "Generate a weekly report from completed tasks and milestones" can produce a polished summary ready for leadership review.
These insights help identify delays, measure productivity, and highlight blockers in real time.
3. Can AI automate routine updates and team notifications?
Yes — many modern project management platforms allow you to use prompts such as "Set automatic reminders for overdue tasks" or "Notify team members when deadlines change."
This keeps teams informed and reduces manual follow-up. Automation like this enhances collaboration and ensures everyone stays aligned across projects.
4. How can AI assist with meeting preparation and follow-up?
AI can handle the tedious parts of meeting management.
A prompt like "Summarize today's meeting notes into key action items" automatically captures discussion highlights, next steps, and owners.
Some tools even link summaries directly to tasks, turning conversation into execution.
5. Can AI improve team communication and knowledge sharing?
Absolutely.
With prompts like "Draft a recognition post for the Employee of the Month" or "Summarize this chat thread into a project update", AI bridges the gap between communication and documentation.
It transforms scattered conversations into structured knowledge, helping hybrid and remote teams stay aligned and engaged.