Project management tools are a dime a dozen these days, have you noticed?
If you search for them online, you’ll get bombarded with lists of 30, 40, 50+ “best” tools! It’s a lot like the search engine results you can see as you type “help me write my essay” in it.
Overwhelming, isn’t it?
This list won’t be that long. It’ll contain only the apps that have already stood the test of time – and won over users’ hearts.
So, if you’re dead set to find a tool to increase your personal or professional productivity, there are four project management apps worth checking out.
First Things First: How to Choose the Right Tool
There’s no one-size-fits-all solution out there. You can’t just google “perfect project management tool” and expect to find a magic tool that fits every purpose (unfortunately).
Instead, you’ll have to go through the tedious process of assessing your needs first. Here are 8 essential questions worth asking:
- What are you going to use it for?
- Are there any specific methodologies you’re going to implement?
- What platform(s) do you need the tool to be available at?
- What are your “need-to-have” and “would-be-good-to-have” feature requirements?
- Are there any integrations with third-party apps that you need or want to have?
- How many people are going to use it?
- What are their preferences in terms of the platform and features?
- What’s your budget?
Once you’ve made up your mind, the sad truth, you can’t expect the first tool you try to turn out 100% great for you. You may be lucky enough to experience this, but it’s an exception, not the rule.
Instead, take your potential right fit for a test drive. Set aside a week or two to learn your way around the app itself and see how it works out for you. It’s a good idea to keep track of its pros and cons in a doc somewhere.
Before jumping right into the list of tools, here’s a word of caution. Becoming more productive isn’t really about which tool you use – it’s about your everyday habits outside of productivity apps. Those apps are meant to help only!
Project Management Tools
Trello
- Cost: free, paid plans are available (upward of $10 per user per month)
- Platforms: web, iOS, Android, Windows, and macOS
Yes, Trello is on every list of this kind. But it’s for a good reason: it’s the de-facto go-to option for most small teams and personal project management.
It’s for you if:
- You don’t have large projects with hundreds of cards and dozens of lists in mind.
- You prefer the Kanban view (or you don’t mind it, at least).
- You’re going to use it for personal productivity purposes.
- Your team is relatively small (up to 20 people).
Asana
- Cost: free, paid plans start at $10.99 per user per month
- Platforms: web, iOS, Android, Windows, and macOS
Asana is beloved in the IT world and beyond, all thanks to its plethora of well-executed features. The catch is, most of what makes Asana so special in the world of project management isn’t available for free.
Asana’s free version is for you if:
- Your team is up to 15 people.
- All you need is basic task management and third-party app integrations.
Asana’s paid version is for you if:
- You have a team of more than 15 people.
- You work on complex projects that involve tedious planning.
- You’d like to enjoy the extra features that make Asana stand out.
Monday.com
- Cost: free, paid plans start at $8 per user per month
- Platforms: web, iOS, Android, Windows, and macOS
This project management tool is praised by reviewers and teams alike for its simple learning curve. Of course, you might be skeptical about this: every app claims to be intuitive. But Monday.com indeed does have the simplest learning curve among the listed tools.
Monday.com’s free version is for you if:
- You need a place to manage your personal tasks for studies or work.
- You want a simple management tool that you’ll pick up quickly.
- You know you won’t need to bring any teammates onboard.
Monday.com’s paid version is for you if:
- You’re going to manage a team on a project that involves more than 2 people.
- You want access to its full range of features that allow for easy collaboration and project management.
- You can afford the (quite high) price tag.
Notion
- Cost: free, paid plans start at $4 per month for personal use and $8 for teams
- Platforms: web, iOS, Android, Windows, and macOS
While most other project management tools focus on serving businesses of all sizes, Notion was created with individuals and small teams in mind. That’s why it’s a pleasure to use it when all you need is to keep track of your personal tasks.
Notion’s free version is for you if:
- You need a tool to manage your daily tasks only, including studies and work.
- You’re going to be the only person editing the dashboard.
- You know you won’t need more than 3 timelines.
Notion’s paid version is for you if:
- You want to add version history and unlimited file storage and guests to the free version.
- Or you want to collaborate as a team on a project in a simple yet robust workspace.
In Conclusion: Remember to Make the Most Out of Your Choice
Whichever tool you choose, that’s all it is: a tool. Whether it works for you or not depends on how well it matches your needs – and how well you use it. The latter is a skill, so here are a few tips on how you can improve it.
If you try one tool and it doesn’t work out for you, switch to another one. That’s what a test drive is for; don’t make yourself suffer.
And remember: make it a habit to use the tool you’ve chosen. Otherwise, it just won’t work out.
My last tip – as well as these tools, you might want to try some project management courses, as well.
Good luck!
