How to Choose the Right Project Management and Planning Tool
Published: 2023-12-20 10:31:40

Looking for the right project management tool can be overwhelming, with so many options.

According to a recent report by [Zion Market Research](https://www.globenewswire.com/en/news-release/2023/02/15/2609119/0/en/Global-Project-Management-Software-Market-Size-to-Exceed-USD-15-08-Billion-by-2030-with-10-68-CAGR-By-Software-Services.html), the global project management software market is growing FAST, driven by the increasing demand for more effective and efficient project management solutions. 

**The market is estimated to reach $15.08 billion by 2030 (that makes for a compound annual growth rate (CAGR) of 10.68% from 2022).**

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/ex8vahoz6hxxvi3rkms3.png)

Image source: [monday.com](http://monday.co?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_1) 

There are already many PM tool options available, and with that kind of market growth, we will only see more! But many do not and will not fit your needs. S**electing a PM tool that aligns with your team's requirements, has room for expansion, and fits within your budget is crucial**. 

Personally, I have tried a few project management tools before settling on [monday dev](https://monday.com/dev?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_2) (a spin-off or addition to the core [monday.com](http://monday.com/?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_3) product that is specifically designed for development teams).

It’s versatile, user-friendly, and scalable. **We landed on it because all teams can use it** (devs (of course), product managers, marketing teams, etc.) – **not all feature-packed dev tools are also easy enough for non-tech teams to use**. 

Below, I will share a few important things to remember when choosing a project management tool for your organization. I will also compare some of the most popular PM tools available. 

## Embrace Simplicity in Technology

Embracing simplicity is key to streamlining your workflow and increasing productivity. The first step is to **eliminate tech clutter by investing in a project management tool that meets most of your needs out of the box** (no need for complex workarounds, lots of integrations, or the kind of things that make a solution get harder and harder to use as project sizes and needs scale).

**Avoid the trap of subscribing to multiple services that can complicate your workflow and create unnecessary complexity.**

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/40nbntj2rm8o2keqrn7a.png)

Image source: [monday.com](http://monday.com/?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_4) 

Instead, look for a platform with robust features while maintaining a user-friendly interface and intuitive navigation. If you try to force your team to use something they just don’t understand, you will have a bad time. **Features won’t get used, processes won’t get followed, and projects will fall apart** in one way or another – and project managers and leadership will need to pick up the pieces around confused and burnt-out team members.

By simplifying your tech stack, you'll be able to focus on what matters most – delivering high-quality work and exceeding client expectations.

## Essential Features of a Project Management Tool

Your chosen tool should be a central hub for all project-related activities, streamlining communication and collaboration among team members. Below are some essential features to look for:

- **Centralized Communication:** The tool should allow team members to assign tasks, share updates, and attach files in one place. This eliminates the need for lengthy email threads and improves cross-functional collaboration.
- **Visual Workflow:** If your work follows Agile methodologies (Scrum, Kanban, Lean, Scrumban, etc.), look for a tool that provides visual tracking, such as Kanban boards. It’s a handy visual overview that makes project management easy.
- **Effective Bug Tracking:** The tool should help you log new bugs, track the status of fixes, and document when issues are resolved, ensuring the quality of your projects and providing historical reference.
- **Analytical Insight:** Dashboards that offer a snapshot of your project's health can be a game-changer. They provide an immediate understanding of where your project stands and help identify areas that require attention.

Considering these essential features, you can choose a project management tool that streamlines your work processes, improves communication, and helps you efficiently deliver high-quality projects.

### The Role of Automation and Integration

Once you've selected a tool that best suits your needs, **you can maximize its potential by automating tasks and integrating it with other systems.** This might include automating status updates or integrating with your email system. 

By taking these steps, you can create a streamlined experience that saves time and increases productivity.

## Top Project Management Tools to Consider

Each tool has unique features tailored to meet various team needs, from development to marketing and beyond. 

Let’s briefly look at six prominent project management tools: monday dev, Asana, Trello, Smartsheet, Jira, and Wrike.

### 1. monday dev (monday.com)

[monday dev](https://monday.com/dev/?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_5) offers a comprehensive work management system with a range of features to help teams streamline their workflows and collaborate more effectively. 

Its **versatility makes monday dev stand out from other PM tools** (such as Jira and Wrike). It suits various teams, such as marketing, development, human resources, and sales. In contrast, Jira is specifically tailored for development teams and is typically used for software project management and issue tracking.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/yd5ckq0127p3og265hdm.png)

monday dev is designed to support the entire product development lifecycle, from planning to launch, in one intuitive workspace.

- **Methodology Flexibility:** The platform promotes scrum and Kanban methodologies, offering adaptability in managing workflows and problem-solving.
- **Sprint Management:** Features specialized boards allowing detailed sprint planning and management, with customizable columns and data display.
- **Task Dependencies and Workflow:** Enables the identification and management of task dependencies within sprints, ensuring smooth workflow adjustments when tasks shift.
- **Prioritization and Visualization:** Use Kanban View to prioritize sprints and the Roadmap board to visualize epic progress and align tasks with strategic goals.
- **Bug Tracking and Reporting:** Dedicated boards for tracking bugs with categorized statuses, coupled with monday Forms for streamlined reporting.
- **Collaboration and Feedback:** Tools like the Retrospectives board and Updates section foster team collaboration and continuous workflow improvement.
- **Automation and Integrations:** Offers automation for routine tasks, deadline tracking, and seamless integration with 200+ other platforms to consolidate workflow.

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/f19foziyzde5zj7bhkj4.png)

Image source: [monday.com](http://monday.com/?utm_source=devto&utm_medium=organic&utm_campaign=how_to_choose_the_right_project_management_and_planning_tool&utm_term=queueVTA_link_6) 

With a customizable workflow automation system, a native time tracking column, and best-in-class customer support, monday dev is an excellent choice for teams looking to improve their productivity and efficiency.

Additionally, **the platform's mobile app allows for easy access and collaboration**. While some users may find that certain features require an upgrade, the platform's free plan and affordable pricing make it a great option for teams of all sizes.

### 2. Asana

[Asana](https://asana.com/) is a project management tool that is particularly well-suited for agile teams. 

With a calendar view for important deadlines and an agile framework for time-boxed, iterative product development, Asana provides a structured approach to project management. 

**The platform also offers change requests and case management for efficient tracking**, as well as a drag-and-drop interface that makes it easy to manage all project documentation in one place. 

While some users may find that Asana is not suitable for larger teams or those who prefer a non-agile approach, **the platform's real-time communication features make it a good choice for teams that want to work together effectively.**

### 3. Trello

[Trello](https://trello.com/) is a visual project management tool ideal for teams that prefer a Kanban approach to project management. 

With Kanban cards for tracking tasks and project progress, checklists for breaking down cards into smaller tasks, and an activity feed for recent changes and activities, **Trello provides a flexible and collaborative platform for teams to work together.** 

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/jogz5y25vsexegxz1l1u.png)

While some users may find that Trello's customization options are limited, **the platform's real-time communication features and affordable pricing make it a good choice** for teams who want to work visually and efficiently.

### 4. Smartsheet

[Smartsheet](https://www.smartsheet.com/) is a versatile project management platform designed to handle complex projects and large teams. 

With dynamic **Gantt charts for visualizing project timelines** and dependencies, customizable forms for gathering and organizing data, and seamless integrations with third-party tools, Smartsheet provides a powerful platform for teams to collaborate and work effectively.

While some users may find that reporting could be improved, **the platform's real-time collaboration and customizable forms make it a great choice for teams working together efficiently.**

### 5. Jira

[Jira](https://www.atlassian.com/software/jira) is a highly customizable project management tool that is particularly well-suited for development teams.

With granular control over **security, privacy, and workflows**, Jira provides a flexible platform for teams to manage their projects. 

**The platform's timeline view allows for easy mapping of dependencies and plans, and cross-project syncing enables teams to track work between projects.** 

While some users may find that Jira's pre-made templates are limited, the platform's subtasks, due dates, and customizable workflows make it a great choice for development teams who want to work together effectively.

### 6. Wrike

[Wrike](https://www.wrike.com/vag/) is a streamlined project management tool designed to help teams collaborate and work more efficiently. 

With integrations with must-have project management tools, dedicated approvals for smoother project review, and budget and expense management for accurate project reporting, **Wrike provides a comprehensive platform for teams to manage their projects.** 

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/8nod6csuj7fgmyzojrw2.png)

While some users may find that Wrike's automation engine could be improved, the platform's high customization possibilities and mobile app make it a great choice for teams who want to work together effectively.

**In summary, each of these project management tools offers a range of features and benefits that make them ideal for different teams and projects.** 

By considering each platform's key features and benefits, teams can choose the best option for their needs and work more efficiently and effectively together.

## In Conclusion: Finding the Perfect Fit

Selecting the right project management tool is about striking the perfect balance between robust functionality and user-friendliness.

It should seamlessly integrate into your existing workflows, enhancing them without adding unnecessary complexity. **To ensure the best fit, invest time in research, utilize free trials, and don't hesitate to contact customer support for personalized demos and guidance.**

Remember, the ultimate goal is to find a tool that adapts to your work, streamlining your processes and making your life easier. It's not about conforming to the most popular or intricate system, but about discovering the solution that best suits your unique needs.

I hope these insights have been as helpful to you as they have been for our team and me. If you have any further questions, leave a comment below.