Choosing the best PM software isn’t just about picking a tool with lots of features. It’s about finding a solution that fits how your team works, communicates, and grows. In today’s fast-paced world, project management tools have come a long way. They’ve evolved from paper charts and desktop programs to flexible, cloud-based platforms. These platforms now support everything from Agile planning to CRM integration. In this blog, we explore the world of project management — from its history to modern tools designed for different team sizes, workflows, and budgets.
The World of Project Management Tool
Project management as a structured discipline has its roots in the early 20th century, long before digital tools existed. In the 1900s, large-scale engineering and manufacturing projects were managed using paper-based methods, Gantt charts drawn by hand, and meticulous logbooks. Communication was slow and hierarchical, often limited to memos and face-to-face meetings. Work management relied heavily on centralized control and manual coordination — an approach that left little room for flexibility or real-time updates.
Everything began to shift with the rise of computers in the late 20th century. In 1984, Microsoft Project was released, becoming one of the first widely-used software tools that brought digital project planning to the masses. It introduced features like task dependencies, timelines, resource allocation, and critical path tracking — all in a visual format. Suddenly, managers could model complex projects and update schedules with ease. Over time, project management software moved from the desktops of technical managers to the cloud-based, collaborative platforms we know today.
Today’s project management systems are more than just planning aids — they’re all-in-one platforms for task management, team collaboration, file sharing, and automation. From rigid Waterfall models to flexible Agile and hybrid systems, teams now have the freedom to manage work the way that suits them best, using tools designed to scale across industries and team sizes.
Task Management: More Than Just To-Do Lists
Modern teams need more than simple to-do lists — they need task management software that helps them plan, collaborate, and build stronger relationships with customers. That’s why many teams are turning to platforms that combine task management, work management, and built-in CRM tools. In the search of the best PM Software, these all-in-one solutions help teams centralize their work, reduce tool switching, and effectively track projects from start to finish.
The Best PM Software for Everyone: Cubicl
Cubicl is a practical and user-friendly task management tool designed for teams that want to stay organized and productive. It supports detailed task tracking with deadlines, priorities, and file attachments. Teams can also collaborate in real time using comments, announcements, and internal messaging. In addition to managing internal tasks, Cubicl includes integrated CRM tools. These help teams track leads, manage customer data, and follow up on client requests through the Client Portal — all in one place. Whether you're running internal projects or managing client work, Cubicl provides everything you need to track projects and collaborate efficiently.
Work Management with Monday
Monday.com is a visual work management platform that brings together management of task, collaboration, and CRM in a single interface. Teams can easily create boards, assign tasks, automate repetitive processes, and monitor progress using timelines, calendars, or Kanban views. Its CRM features allow you to manage sales pipelines, track customer interactions, and stay on top of follow-ups. With its dynamic interface and flexibility, Monday.com makes it easy for teams to adapt the platform to their workflow and consistently deliver results — whether you're managing internal projects or client-facing work.
Project Planning in PM Software
When selecting the best PM software, it’s important to consider whether the tool supports your team’s preferred planning methodology. The most common approaches used today are Agile, Scrum, and Waterfall. Agile is a flexible, iterative method where projects evolve through collaboration and frequent feedback. Scrum is a subset of Agile that breaks work into sprints, allowing teams to deliver small, functional parts of a project at regular intervals. On the other hand, Waterfall is a more traditional and linear approach, where each phase of a project must be completed before the next begins.
Modern project management tools often support one or more of these planning methods, giving teams the flexibility to work the way they want. Below are two tools that are widely used by Agile and Scrum teams:
Jira for Software Development
Jira is a project management tool developed by Atlassian and is especially popular among software development teams. It's built with Agile principles at its core, offering features that support both Scrum and Kanban frameworks. Project managers can plan sprints, manage backlogs, and track progress with burndown charts and velocity reports. Jira also integrates with code repositories and other tools in the developer ecosystem, making it a go-to option for teams practicing Agile and Scrum. Its high level of customization and robust reporting features make it ideal for complex, fast-moving projects.
Manage Projects with ClickUp Agile
ClickUp is a versatile all-in-one platform that supports a wide variety of workflows, including Agile and Scrum. It allows teams to organize work into sprints, assign story points, and project tracking through customizable dashboards. The platform offers flexible task views such as list, board, and Gantt chart, making it easy to adapt to different planning styles. Whether your team follows Scrum ceremonies or prefers a hybrid Agile approach, ClickUp provides the tools to manage tasks, visualize workloads, and stay on track for project progress. It’s especially suited for teams looking for an intuitive interface combined with powerful customization options.
Best PM Software for Free
If you're looking for free and open-source alternatives to commercial tools, Redmine and Taiga are two of the most well-known options among the best PM software in this category. They offer a surprising amount of flexibility, especially for development and Agile teams, without any licensing fees. But before you commit, it's important to know that while these tools are powerful, there may be technical considerations and limitations that come with them.
Redmine for Project Managers
Redmine is a feature-rich, open-source project management platform that has been widely used by software and IT teams for years. It includes essential management traits such as task tracking, time logging, role-based access control, and even resource management through plugins. Redmine is also highly customizable and supports multiple projects with shared users, making it a capable solution for managing large workloads.
However, compared to a modern tool like Cubicl or ClickUp, Redmine has some drawbacks. The user interface feels outdated, and using the tool effectively often requires technical setup and self-hosting. It lacks real-time collaboration features and third-party integrations, which can limit its usefulness for non-technical or cross-functional teams. Still, for teams that want complete control and flexibility, Redmine remains a solid option.
Taiga PM Software
Taiga is another open-source platform, built specifically for Agile teams using Scrum or Kanban. It offers a clean, modern interface and simple sprint and backlog planning tools. Out of the box, it supports user stories, epics, and issues. For teams seeking management features that follow Agile principles, Taiga stands out as one of the best pm software in the open-source space.
That said, Taiga has its own set of challenges. The free cloud version has user and project limitations, and the open-source version requires self-hosting, just like Redmine. It also lacks some broader resource management capabilities and integrations that come standard in a paid tool like Jira or Monday. While it’s a great starting point for Agile development teams, businesses that need broader collaboration and automation may eventually outgrow it.
Project Management Software for Small Teams
When we talk about project management software for small crew, it’s important to clarify what “small” really means. Just because your team has only a few people doesn’t mean your operations are small in scope. In fact, the opposite is often true.
A customer representative today might manage hundreds of accounts using a client portal and a VoIP system. Marketer can reach thousands with outbound email campaigns or LinkedIn prospecting tools. A solo developer might build and deploy entire applications thanks to modern AI-assisted development platforms.
So, while your team size may be small, your impact — and your workload — might be massive. That’s why it’s important to choose the right tool for your real needs. The project management tool listed below is best suited for truly small teams handling simpler workflows. If your team is small but your operations are large or complex, you may want to look under other categories in this blog for tools with broader management features and integrations.
Trello Task Management Software
Trello is one of the simplest and most visual project management tools available. Built around the Kanban method, it allows users to create boards, lists, and cards to organize work intuitively. Trello is great for to-do lists, editorial calendars, basic task delegation, or managing lightweight team projects.
It doesn’t offer complex features like resource management, time tracking, or advanced reporting — but that’s the point. It’s a clean, flexible tool that small teams can start using in minutes, with a free plan that covers most core needs.
Collaboration Tool: Todoist
Todoist is another lightweight yet powerful tool that blends personal productivity with team task tracking. While it started as a personal to-do list app, it now includes collaborative features like shared projects, task comments, and notifications. For small crew managing straightforward workflows — content planning, daily operations, or personal assignments — Todoist is a solid choice.
It integrates with calendar tools, email, and productivity platforms, but like Trello, it’s not meant for large-scale project tracking. That said, its simplicity and speed make it an excellent option for focused teams that value clarity over complexity.
Find The Best PM Software for You
Whether you’re part of a small crew using lightweight sofware like Trello, or managing complex sprints with Jira, the best PM software can make a real difference in how you plan, execute, and deliver. Not sure which tool fits your needs best? Reach out to the software providers, ask your questions, or take advantage of free trials and demo versions. Most platforms are happy to guide you through setup and help you understand how their solution can support your goals. Don’t hesitate — explore, experiment, and find the project management platform that works best for your team.