As effective project management is crucial for achieving organizational goals, project managers often rely on project management tools to reduce risks, ensure success, and increase productivity.
However, with the advent of the AI era in 2023, project managers must carefully evaluate the integration and user-friendliness of AI in their chosen project management software.
When choosing a project management tool, project managers should consider the different capabilities and focuses of each tool, as the right tool can make planning, executing, and monitoring project progress a breeze.
Nevertheless, each project management tool has its own focus. If you are confused about which project management tool in 2023 is better for you, here is a three-step guide to help you decide.
👉Start managing your projects with free templates
3 Steps to clarify which project management tool you need in 2023
Step 1: Define Your Project Management Needs
The first step is to define your project management needs by identifying which problems need to be solved. This involves prioritizing the issues based on their urgency and importance.
Generally, a project management tool can help project managers manage tasks, timelines, resources, and budgets more effectively. It can also facilitate communication and collaboration among team members and stakeholders, track project progress, and provide insights and analytics to help project managers make data-driven decisions.
Artificial intelligence (such as ChatGPT) cannot be ignored. AI can help project managers automate repetitive tasks, analyze data more efficiently, and improve decision-making. Are you in need of an AI-powered project management tool? Consider that.
👉Start managing your projects with AI-Powered
Step 2: Product research
The second step is product research, where you should gather recommendations from your colleagues, talk to other project managers in your industry, and check out industry or software review websites (producthunt.com, G2. etc).
The final round will include 3-5 tools after you finish your initial research. Based on flexibility and scalability, here are 10 of the best project management tools in 2023 for you to consider.
1. APITable – the best project management tool in 2023
What sets APITable apart from other project management tools is its user-friendly interface and intuitive design. You’ll be able to get started in just one second, without any complicated setup or training required. And once you’re up and running, you’ll find that APITable is the coolest project management tool you’ve ever used, making work organization a breeze.
APITable is an incredibly simple and powerful work management tool that makes onboarding a breeze. With APITable, you can easily manage your projects and tasks, streamline your workflow, and stay on top of your deadlines.
APITable has taken a proactive step in integrating AI by partnering with ChatGPT, a leading AI language model. This integration utilizes AI to help users generate data more efficiently, create a personalized AI warehouse, and improve their entire workflow.
Whether you’re a solo entrepreneur, a small business owner, or part of a large team, APITable can help you stay on top of your workload and achieve your goals. Try it out today and see how APITable can transform the way you work.
Key Features of APITable:
- Multiple project views: Gantt, Kanban, Calendar, Grid, Gallery, Form, Architecture
- ChatGPT integration for smarter projects
- Tailor project goals, steps, and progress states
- Set due dates, auto-notifications (email, Slack, API)
- Add comments, attachments, members, emails to records
- Seamless API access; 5,000+ tool integrations (Zapier), including Slack, Gmail, Zoom, Salesforce, etc.
- Unlimited cross-table connections
- Real-time analytics with BI dashboard
- Customizable automation and widgets
- Assign team member roles
- Duplicate/share projects easily
- Pre-built & custom project templates
- Collaborate in real-time
- Cloud & Free Open Source editions
- User-friendly, visually appealing Database-Spreadsheet UI
Check out the full features of APITable.com here, or explore the open-source and free edition.
This emerging project management tool is not only as powerful as well-known project management tools currently available on the market, but also, with its irresistible price, it is undoubtedly the best recommendation for 2023.
Learn more about APITable’s pricing.
Airtable is a highly customizable project management tool that combines the features of spreadsheets and databases.
Key Features of Airtable:
It offers various views such as kanban, gallery, list, and calendar, and automations that allow notifications and task creation. It has over 50 pre-built apps that can help automate workflows.
Airtable has a free plan and paid plans starting at $10/user/month, with advanced features such as custom branded forms and domain-restricted sharing on the Pro plan.
Asana is a cloud-based project management tool that focuses on collaboration and productivity.
Key Features of Asana:
It offers a range of features, such as customizable workflows, automation of recurring tasks, and real-time analytics to help teams track progress. Asana also allows unlimited guest users and offers the ability to build custom rules and approval workflows.
While Asana is well-suited for businesses of all sizes, some users may find its interface overly simple and the system too rigid. Additionally, some core project management functionalities are handled through integrations, which may not be ideal for all users. However, if your project organization style matches well with Asana, you will likely appreciate its strong task management and collaboration features.
As for pricing, Asana offers a free plan for up to 15 users, with options to manage tasks through lists, calendars, and Kanban boards. Its premium plan, which costs $10.99/month/user, includes features such as timelines, reporting, custom fields, and automation rules. The business plan, priced at $24.99/user/month when paid annually, offers advanced features such as approvals, portfolios, workload tracking, and advanced integrations.
Overall, Asana is a visually appealing project management tool created by one of Facebook’s co-founders that is popular among teams and creatives worldwide. Its dynamic format and design keep users engaged and active, while its focus on accountability and communication helps teams stay on track and deliver quality results.
Monday.com is a project management tool with a visually appealing interface and a variety of project visualization tools. This makes it simple and intuitive to use.
Key Features of Monday.com:
It’s flexible and allows for transparent work organization, with project templates that can be customized to suit your needs. The platform offers a variety of display options, such as map view and calendar view.
However, some customers have expressed dissatisfaction with the lack of recurring task functionality and clunky navigation in the mobile app. On the other hand, Monday.com boasts robust security features and easy customization.
In terms of pricing, the system can be a bit complicated, with no freemium plan and a range of plans that vary based on the number of users, automation, and integration actions required. Paid plans start at $39/month for five users.
Trello is a lightweight and simple project management tool that uses boards, lists, and cards to create tasks and stay organized. It has built-in collaboration tools and allows users to leave comments and share files.
Key Features of Trello:
Its features include Kanban and calendar style boards, comments, due dates, attachments, workflow automation, custom fields, backgrounds, and stickers.
The basic plan is free, but paid plans offer automation, integrations, and priority support.
Smartsheet is a spreadsheet-based project management tool that offers workflow automation, Gantt, calendar, and card views, and customizable branding.
Key Features of Smartsheet:
It also has features like critical path highlighting, real-time notifications, and reporting. The platform offers various integrations with Microsoft and Google apps, Jira, Salesforce, ServiceNow, Slack, Box, and Tableau.
Smartsheet pricing starts at $14/user/month.
ProjectManager.com is a project planning tool that helps teams collaborate on tasks, track progress and resources, and plan project timelines using Gantt charts, Kanban boards, and other features. Its intuitive interface and support for Agile and Waterfall planning make it a flexible option for teams of all sizes.
Key Features of projectmanager.com:
- Gantt chart, task list, and Kanban board views
- Chat functions and daily view of resource allocation
- Time and expense tracking
Pricing starts at $15.00/user/month and varies depending on required features and team size.
ClickUp is an all-in-one cloud-based project management tool that offers comprehensive features, including add-ons for customization. Its modularity is one of its strengths, allowing users to tailor it to their needs through Click Apps.
Key Features of ClickUp:
It offers customizable views, including list, board, box, and calendar views, as well as the ability to add docs and wikis, and time-tracking.
ClickUp offers four pricing plans, with the free plan including 100 MB storage and unlimited tasks and members, while the enterprise plan includes white labeling and custom pricing.
Notion is a project management tool that combines a team wiki, project and task management, and note-taking into one centralized platform. It offers flexible Kanban boards and list-views for project and task management, as well as the ability to assign individual team members and prioritize tasks.
Key Features of Notion:
- A centralized platform for team Wiki, project and task management, and note-taking
- Kanban boards and list views for project and task management
- Ability to assign team members and prioritize tasks
- Free plan available with limited features
- Paid plans start from $8 per user per month
- More advanced features and customizations are available with the Business plan, which starts at $20 per user per month
Wrike is a cloud-based project management tool that offers advanced features such as Gantt charts, task management, and real-time newsfeed, making it ideal for marketing, software development, and professional services teams. It can be overwhelming for new users due to its complex interface but offers custom team workflows, in-depth work intake forms, and flexible project management templates.
Key Features of Wrike:
Wrike features include multiple project and task views, custom workflow statuses, and real-time report building. It also allows synchronization of tasks and milestones with Google, iCalendar, and Outlook calendars, and provides accurate and up-to-date information to clients.
Pricing for Wrike starts with a freemium version for up to five users, while paid plans start at $9.80/user/month for the Professional package (billed annually). The business plan, priced at $24.80/user/month, includes features such as subtasks, time-tracking, and workflows.
Step3: Test it out and get feedback from your team
As a project manager, it’s important to make sure the project management tools you select are the best fit for your team’s needs. Once you’ve narrowed down your options, the final step is to select 1-2 tools for your team to try out. Most project management tools offer free trials, but if not, you can contact them to request one.
To ensure that the tools are tested thoroughly, organize a group to try them out together. If you need to collaborate across departments, include members from different functions.
If you need to focus on customer collaboration, include members of the testing team in the role of customers. You can also consult with the sales team of the project management tool to simulate problems you might encounter in customer service. You can ask them for demos and answers.
After the test is complete, gather feedback from the team to make a final decision. Ask them questions like:
- Will the tool improve project efficiency?
- Do you need to spend some extra time learning and implementing the tool?
- What do you like and dislike most about the tool?
- What problems does the tool solve for you?
- Is it difficult to get started with the tool?
- How likely would you be to recommend this tool to others?
Considering the answers to these questions will help you make an informed decision about which project management tool to invest in.