The Best Project Management Software for It December, 2024
Did you know that over 70% of IT projects miss their deadlines or go over budget? With the shift to remote work and the increasing demand for efficient IT solutions, managing IT projects has gotten a whole lot trickier.
It’s no longer just about setting up networks or maintaining systems; it’s become much more complex, balancing multiple priorities while delivering IT solutions that meet a wide range of needs.
Luckily, there’s IT project management software that can help you navigate this dynamic landscape. I’ve selected and reviewed numerous PM tools to find those that make IT project management more straightforward and effective.
7 Best IT Project Management Software Shortlist
Here’s my shortlist of the best IT project management software solutions I’ve found, tested, and used:
- Jira — Best for agile software development and bug tracking
- Asana — Best for managing software and IT projects with ease
- monday.com — Best for visualizing IT workflows and progress
- Trello — Best for simple project boards and task tracking
- Wrike — Best for detailed task management and collaboration
- Smartsheet — Best for flexible, low-code project automation
- Microsoft Project — Best for comprehensive IT project scheduling and management
These software solutions are suited to help you overcome the challenges of IT project management and stay ahead in this ever-evolving industry.
What IT Project Management Software Is (and How It Helps)
If you think IT project management software is just for scheduling tasks, think again. This software is like a master conductor, orchestrating everything from timelines and budgets to resources and risk assessments.
It’s designed to handle the unique challenges of IT projects, which are often like wild rollercoasters with unexpected twists and turns.
IT projects typically go through six phases: initiation, planning, design, execution, monitoring, and closure. And guess what? A good IT project management tool will be with you every step of the way:
- Initiation: In this phase, you’re setting goals, defining objectives, and ensuring everyone understands the project’s purpose. The right software will help you lay down the groundwork.
- Planning: Here, you’re mapping out the project’s roadmap. A reliable tool will help you plan tasks, estimate timelines, and allocate resources.
- Design: In this phase, it’s all about designing the technical solution. The software aids in coordinating between architects, developers, and stakeholders to ensure everything aligns with the plan.
- Execution: The project is now in full swing. The software tracks progress, keeps everyone aligned, and ensures tasks stay on course.
- Monitoring: Keeping an eye on project progress, risks, and issues is critical. Your software will keep you updated on timelines, budgets, and potential roadblocks.
- Closure: Finally, you wrap things up. The software helps with documentation, delivering reports, and capturing lessons learned for future projects.
It might sound cliche, but without IT project management software, you risk missing deadlines and going over budget. So, if you want to navigate these six phases smoothly, finding the right software is a must!
Why IT Project Management Software is Your Secret Superpower: The Benefits
It doesn’t really matter which IT project management software you choose, as long as it makes your life easier. It’s all about streamlining those chaotic project schedules and connecting the dots between teams and stakeholders.
Here are some key benefits of using IT project management software:
- Centralized Planning: Keep all your project plans, resources, and schedules in one place.
- Real-Time Collaboration: Ensure seamless communication among team members and stakeholders.
- Accurate Tracking: Monitor task progress, budgets, and timelines with ease.
- Data-Driven Insights: Generate insightful reports to make informed decisions.
- Customizable Workflows: Adapt your project workflows to fit different methodologies.
- Improved Resource Allocation: Allocate resources effectively to ensure teams have what they need.
- Enhanced Risk Management: Identify potential risks early and plan mitigation strategies.
Choosing IT Project Management Software Without Losing Your Mind
Finding the right IT project management software can feel like choosing the perfect pair of shoes—it needs to fit just right. Here’s a short guide to help you make a wise choice without the blisters:
Understand Your Needs
The first step is understanding what you need. Are you managing a team of developers handling complex projects, or are you overseeing multiple IT initiatives? I once made the mistake of picking a tool that was too basic for our needs, only to realize later that it couldn’t handle our growing number of projects. Trust me, you don’t want to make the same mistake.
Test Drive the Features
Always test the features thoroughly. I’ve been burned before by falling for flashy marketing without really digging into the features. Make sure the software offers the core capabilities you need, like Gantt charts, resource management, or real-time collaboration.
Evaluate Ease of Use
How useful is a tool if it’s too complex to use? Even if a project management software has a ton of features, it won’t help if your team struggles with it. The best software is intuitive, enabling your team to quickly get up to speed and be productive.
Integration Capabilities
Did you know that a lack of integration can cost teams precious time and lead to confusion? Your project management software should seamlessly connect with the tools your team already uses. Make sure the software you pick integrates well with existing platforms to prevent workflow disruptions.
Budget and Pricing
Budget matters, but don’t cut corners by choosing the cheapest option. Going for a bargain often leads to spending more on extra features and customizations. Aim for software that offers the best value without sacrificing essential features.
Scalability
Ensure your software can grow alongside your organization. Outgrowing your project management software within a year is a headache no one wants. Choose a tool that can handle your expanding team and project needs to avoid stumbling over roadblocks.
How I Manage IT Projects Using Project Management Software
Firstly, here’s a handy table to make it easier for you to follow these steps:
| Step | Description | Tools/Features to Use |
| 1. Plan the Project | Map out the project timeline and priorities using visual tools like Gantt charts or Kanban boards. | Gantt chart, Kanban board, color-coding, tags |
| 2. Set Up Workflows | Break down the project into manageable chunks and make sure everyone knows what they’re doing. | Custom workflows, task assignment |
| 3. Monitor Progress | Keep an eye on everything using real-time dashboards, and get reminders so nothing falls through the cracks. | Dashboards, automated alerts |
| 4. Facilitate Collaboration | Keep everyone talking by using built-in chat features, file sharing, and version control. | In-app chat, file sharing, version control |
| 5. Track Project Health | Check the budget and risks to stay on top of the project’s health, and use reports to adjust your strategy. | Reporting tools, risk assessments, budget tracking |
When managing an IT project, where do I start? The answer is always software. The first step is to organize tasks, assign responsibilities, and set deadlines using a detailed project plan. Do I use a Gantt chart or a Kanban board? Both help me visually map out the project timeline and show what’s on the agenda and when. Using tags to highlight critical tasks and color-coding for priority levels makes it easy for everyone to see what’s most urgent.
Once the project plan is in place, the next step is setting up workflows that align with our chosen methodology, usually a blend of agile and waterfall. With customizable workflows, I can break down complex projects into manageable phases, ensuring each phase gets the attention it deserves. How do I ensure everyone is on the same page? Assigning tasks based on expertise and availability helps everyone understand their role in the grand scheme of things.
But how do I keep track of progress? Real-time dashboards make it a breeze to see where each task stands and to adjust timelines if needed. Automated alerts keep everyone on their toes, reminding them of upcoming tasks and highlighting overdue ones. This helps avoid bottlenecks and keeps the team on track.
And let’s not forget collaboration! In IT projects, communication is key, and project management software is a must. I use built-in chat features to keep discussions organized and tied to specific tasks. Comments, file sharing, and version control are crucial for staying updated on changes, ensuring everyone has the latest information.
Lastly, I use the reporting features to track the project’s health. Whether it’s budget burn-downs or risk assessments, the insights provided by the software help me make informed decisions and adjust strategies when needed.
With project management software as my trusty sidekick, managing IT projects feels more like a calculated dance and less like a guessing game gone wrong.
The Unique Challenges That IT Project Managers Face
The challenges involved with Information Technology Project Management are unique and, sometimes, relentless. Staying on top of technological changes requires constant learning, while managing your teams demands the ability to bridge communication gaps between people who speak different technical languages.
There’s always the risk of scope creep creeping up on you, stretching deadlines and budgets. Security is a major concern, and let alone integrating new systems with existing ones.
With tight budgets and high expectations, delivering successful projects on time means finding the right balance between technical and communication skills.
Let’s dive into the unique challenges that IT project managers grapple with:
| Challenge | Description |
| 🚀 Rapid Technological Changes | IT evolves at lightning speed, requiring constant learning and adaptability. |
| 🤝 Cross-Functional Teams | Bridging the gap between diverse teams speaking different technical languages. |
| 📈 Scope Creep | Unplanned feature requests and last-minute changes derail projects, leading to delays and budget issues. |
| 🔒 Security Concerns | Ensuring the right security measures protect data and systems from breaches. |
| 🔗 Integrations and Compatibility | New systems need to mesh with existing infrastructure to avoid downtime and data loss. |
| 💸 Budget and Time Constraints | Cutting-edge tech can be costly; staying on budget while meeting deadlines requires careful balancing. |
| 🗣️ Communication Gaps | Explaining complex technical details to non-technical stakeholders requires clear communication skills. |
The Best IT Project Management Software Reviews
We’ve covered the unique challenges IT project managers face, from handling rapid technological changes to managing cross-functional teams and meeting tight deadlines and budgets.
We’ve also discussed how to choose the right IT project management software, stressing the importance of ease of use, integrations, budget, and scalability. Understanding what IT project management software is and the benefits it offers—like centralized planning, real-time collaboration, and accurate tracking—are critical for managing projects successfully.
With all that in mind, it’s time to dive into the best tools specifically tailored for IT project managers.
In these reviews, I’ll share my personal experiences with these tools in IT project management, providing insights into the features and benefits of each platform. Whether you’re leading a software development team or managing a network upgrade, you’ll find a solution here that fits your workflow.
Let’s explore the tools that will take your IT projects to the next level!
Why I Like Jira
Jira is a game-changer for IT project management. The first time I used it, I was managing a software development team struggling to keep track of tasks and deadlines. Jira’s agile boards brought a new level of clarity. Suddenly, it was easy to see what was done, what was in progress, and what was stuck in limbo. This software made collaboration seamless; our team’s communication improved dramatically, and projects moved more efficiently.
We were handling a particularly chaotic project involving multiple sprints and shifting requirements. Jira’s built-in reporting tools allowed us to stay on top of progress with real-time insights.
The customizable workflows were also a huge help. We tailored them to our processes, which made everything run like clockwork. In a matter of weeks, we noticed a significant improvement in team productivity and alignment.
Top Features for IT Project Management
- Agile Boards: Easily visualize and manage work in progress.
- Custom Workflows: Adapt workflows to fit your team’s processes.
- Reporting: Gain real-time insights into project progress.
- Issue Tracking: Quickly capture and address bugs and issues.
- Collaboration: Share updates, comments, and files to streamline communication.
Pricing and Integrations
Jira offers a free plan for up to 10 users, with paid plans starting at $7.16 per user per month. Their marketplace boasts over 1,000 integrations, from GitHub to Slack, making it a flexible option for diverse IT setups.
Pros
- Robust agile tools for development teams
- Extensive customization options for workflows
- Comprehensive integration marketplace
Cons
- Can be overwhelming for beginners
- Pricing can increase significantly for larger teams
Why I Like Asana
Asana is the go-to tool for anyone who loves simplicity. I started using it when our IT team expanded rapidly, and we needed to get everyone on the same page. Asana’s clean interface made it easy to track tasks and deadlines. I recall using its task dependencies feature to organize a complex server migration.
This feature made it clear which tasks had to be completed before others could begin, preventing bottlenecks in our process.
During one of our website overhauls, Asana’s project templates came in handy. We were able to map out the entire project in no time, assigning tasks and setting deadlines.
The platform’s flexibility meant we could adjust plans on the fly, and its automation saved us from repetitive, manual work. The tool’s mobile app ensured we never missed a beat, even while on the go.
Top Features for IT Project Management
- Task Dependencies: Ensure projects flow smoothly by understanding what needs to be done first.
- Project Templates: Quickly set up projects using pre-made templates.
- Automation: Save time on repetitive tasks with rule-based automation.
- Mobile App: Stay updated on the go and never miss important updates.
Pricing and Integrations
Asana offers a free plan with essential features, with paid plans starting at $10.99 per user per month. Integrations include Slack, Microsoft Teams, and Google Drive, making it easy to fit into existing workflows.
Pros
- Intuitive and user-friendly interface
- Excellent for visualizing task dependencies
- Robust automation to streamline workflows
Cons
- Limited customization compared to some other tools
- Lacks advanced reporting features
Why I Like Monday.com
monday.com is a fantastic tool for visualizing project workflows, and I’ve relied on it during major IT infrastructure upgrades. One project had multiple teams working on different sections of the system. With monday.com, we set up boards to represent each team’s progress, showing who was handling what, and how everything interconnected. The visual boards provided clarity for everyone involved, and we could quickly see which tasks were stuck or needed extra attention.
We also used the automation features to streamline repetitive tasks like sending reminders for upcoming deadlines and updating task statuses.
The templates saved a lot of time, letting us dive right into the core work rather than spending hours setting up boards from scratch. The flexibility of its views meant the team could switch from Kanban to Gantt chart layouts depending on preference, which improved overall efficiency.
Top Features for IT Project Management
- Visual Boards: Easily visualize and manage project workflows with customizable boards.
- Automation: Automate repetitive tasks and keep everyone on track with automated notifications.
- Templates: Get started quickly with pre-made templates tailored to IT projects.
- Custom Views: Switch between Kanban, Gantt charts, and other views for different workflows.
Pricing and Integrations
Monday.com offers a free trial, with paid plans starting at $9 per user per month. The software integrates with a wide variety of tools like Slack, Microsoft Teams, and Google Workspace to fit seamlessly into your existing workflow.
Pros
- Highly visual and intuitive interface
- Robust automation features to streamline workflows
- Flexible views for different team preferences
Cons
- Pricing can add up for larger teams
- Customization can take time to master
Why I Like Trello
Trello’s simple, card-based system is one of the easiest ways to organize projects. I used it to manage a cloud migration project with many moving parts. The boards made it easy to keep track of tasks and workflows, while labels and checklists kept us on the same page. Each card had detailed descriptions, and the team added comments to share updates very frequently, which was helpful.
One specific feature that made a difference was the ability to link related cards together, providing visibility into dependencies.
We also took advantage of Power-Ups—Trello’s way of adding features like calendar views and time tracking. With the Butler automation, we set up custom rules to move cards automatically and add due dates, which significantly reduced our manual workload.
Top Features for IT Project Management
- Card-Based System: Simple card-based system for managing projects.
- Labels and Checklists: Organize tasks with labels and checklists for clarity.
- Power-Ups: Enhance functionality with add-ons like calendar views and time tracking.
- Butler Automation: Automate tasks and workflows with custom rules.
Pricing and Integrations
Trello offers a free plan with basic features, with paid plans starting at $5 per user per month. The platform integrates with popular tools like Slack, GitHub, and Google Drive, making it easy to connect with your team’s existing tools.
Pros
- Simple, card-based interface
- Power-Ups add advanced functionality
- Butler automation helps streamline workflows
Cons
- Lacks some advanced features of other tools
- Limited reporting capabilities
Why I Like Wrike
What if you had a tool that let you see all your project tasks in one place and manage your resources effectively? Wrike answered this question for me when I was struggling with a software development project with constantly shifting priorities.
The dynamic dashboards allowed me to keep a close eye on tasks and dependencies, while the Gantt chart view was a lifesaver for planning. When priorities changed, it was easy to drag and drop tasks to reschedule them without disrupting the workflow.
Wrike’s real power came through its customization options. We created custom workflows that matched our processes and set up detailed reports to track the progress of each sprint.
The native time-tracking feature was a game-changer for managing billable hours, and with the built-in communication tools, team collaboration was smooth and efficient.
Top Features for IT Project Management
- Dynamic Dashboards: Monitor tasks, priorities, and dependencies in real-time.
- Gantt Chart View: Easily plan and adjust project timelines.
- Custom Workflows: Adapt workflows to fit your team’s processes.
- Time Tracking: Track billable hours effortlessly.
Pricing and Integrations
Wrike offers a free plan with limited features, with paid plans starting at $9.80 per user per month. It integrates with popular tools like Slack, Google Drive, and Microsoft Teams to keep your workflows connected.
Pros
- Flexible dashboards and views
- Comprehensive time-tracking feature
- Customizable workflows for different processes
Cons
- Can be overwhelming for beginners
- Limited features in the free plan
Why I Like Smartsheet
Nearing the end of our list, we have Smartsheet. Is there a tool that blends the simplicity of spreadsheets with the power of project management software? Smartsheet can! I relied on it during a data migration project where accurate tracking and reporting were critical.
With its familiar, spreadsheet-like interface, my team quickly adapted to its features. The collaborative tools enabled us to assign tasks and set deadlines without switching platforms, making it easier to coordinate between data engineers and business analysts.
The automation features were a lifesaver for repetitive tasks like sending reminders for deadlines and updating task statuses. Smartsheet truly excels in its advanced reporting capabilities, enabling us to generate detailed reports effortlessly.
With a wide range of integrations, connecting Smartsheet to our existing tools was hassle-free.
Top Features for IT Project Management
- Spreadsheet Interface: Familiar spreadsheet-like interface for quick onboarding.
- Automation: Simplify repetitive tasks by automating deadlines and reminders.
- Reporting: Easily generate detailed, advanced reports.
- Collaboration Tools: Assign tasks, set deadlines, and monitor progress.
Pricing and Integrations
Smartsheet offers a 30-day free trial, with paid plans starting at $9 per user per month. The platform integrates seamlessly with Microsoft 365, Slack, and Google Workspace to keep teams connected.
Pros
- Familiar interface makes it easy to use
- Robust automation and reporting features
- Excellent collaboration tools
Cons
- Can be expensive for larger teams
- Limited customization compared to other tools
Why I Like Microsoft Project
Microsoft Project has been around for quite a while, and there’s a reason it’s still trusted by many IT project managers.
I turned to it when handling a massive infrastructure overhaul, with complex dependencies and multiple teams involved. Microsoft Project’s powerful scheduling features helped me map out every detail, making it easy to adjust timelines as the project progressed.
The resource management features ensured we allocated tasks efficiently, preventing overallocation and balancing the workload across teams.
The integration with Microsoft 365 was a blessing in disguise. All our files were stored securely, and sharing project updates was seamless through Teams and SharePoint.
For a project of this magnitude, having advanced reports to track progress and identify potential risks was invaluable. We could easily customize these reports to meet the needs of various stakeholders, providing them with the insights they needed.
Top Features for IT Project Management
- Scheduling: Powerful scheduling features to map out detailed project timelines.
- Resource Management: Efficiently allocate resources to prevent overallocation and balance workload.
- Advanced Reporting: Customizable reports to track progress and identify potential risks.
- Integration with Microsoft 365: Seamless sharing and collaboration through Teams and SharePoint.
Pricing and Integrations
Microsoft Project offers plans starting at $10 per user per month for the cloud-based version. It integrates seamlessly with other Microsoft 365 apps like Teams and SharePoint, making it ideal for organizations that already use Microsoft products.
Pros
- Strong scheduling and resource management features
- Seamless integration with Microsoft 365 apps
- Advanced reporting capabilities
Cons
- Steep learning curve for beginners
- Higher pricing compared to some other tools
Roles in IT Project Management
Now that we’ve finished our reviews, there are a few more helpful things I want to share about the roles in IT project management.
Navigating this field is like coaching an NBA team—each player has a unique role, and success only happens when everyone is in sync.
Think of it like a basketball team in the final quarter of a game: the point guard (IT project manager) directs the plays, the forwards (teams) execute their assigned roles, and the coach (stakeholders) keeps an eye on the scoreboard, guiding strategy from the sidelines.
Here’s a breakdown of the different roles that contribute to IT project management:
| Role | Description |
| IT Project Manager | The conductor of the symphony, responsible for planning, procurement, and execution of the project. Balances workloads across teams to keep projects on track. |
| Stakeholders | Audience members who have invested in the performance. Includes clients, upper management, and other parties with a stake in the project’s outcome, influencing its direction. |
| Teams | Musicians in the orchestra. These skilled professionals execute the project plan and deliver the final product, like software developers, network engineers, or data analysts. |
| Traditional Project Teams | Teams that follow a formal project management methodology and aren’t exclusive to IT. Led by IT project managers to ensure projects stay on track. |
| Professional Services Teams | Teams delivering technology to external customers, often involving software implementation or hardware installation. Can be led by a project manager or a VP of services. |
| Internal IT Teams | Internal teams that keep an organization’s technology running smoothly. Handle rolling out new systems, managing devices, and infrastructure under a director or VP of IT. |
Is Certification Necessary for IT Project Management, and What Experience Is Required?
Do you need a certificate on your wall to be an IT project manager? Well, it depends. Certifications like PMP or PRINCE2 can give you a shiny badge to flash around, but it’s not always a must-have.
These certs do offer a solid foundation in project management principles, aligning well with formal methodologies often used by traditional and professional services teams. They can certainly help you feel like a Jedi in the world of IT project management.
However, no amount of paperwork can replace hands-on experience. Navigating the chaotic world of shifting deadlines and dynamic teams, like I shared in the Wrike and Asana reviews, is a skill that grows with experience. It’s the day-to-day grind of managing projects that truly refines your abilities.
Most people start in roles like junior project manager or project coordinator before they earn their battle scars. Working closely with different teams and understanding the nuances of IT systems, software development, and cybersecurity is crucial. Whether you’re leading traditional project teams, professional services teams, or internal IT teams, experience is invaluable.
So, while a certification might add a touch of sparkle to your resume, don’t sweat it if you don’t have one. If you’ve got the experience and can handle the roller coaster ride of IT project management, you’ll be just fine.
Conclusion
In this article, we’ve journeyed through the unique challenges IT project managers face, and we’ve seen firsthand the importance of the right project management software. From the intricate dance of coordinating cross-functional teams to the balancing act of managing tight deadlines and budgets, it’s clear that having the right tools is crucial.
We’ve reviewed the best IT project management software out there—Jira, Asana, monday.com, Trello, Wrike, Smartsheet, and Microsoft Project. Each has its own strengths, tailored to different needs and preferences. Jira’s agile boards, Asana’s intuitive task management, and monday.com’s visual workflows stand out for their unique features.
Trello’s simplicity, Wrike’s flexibility, Smartsheet’s spreadsheet-like interface, and Microsoft Project’s comprehensive scheduling have all proven invaluable in different scenarios.
Certification can certainly help bolster your credentials, but it’s no substitute for hands-on experience. Understanding the nuances of project management, whether it’s through navigating complex infrastructure projects or software development, will always hold more weight.
With the right combination of experience, team collaboration, and the right project management software from our list, you’ll be well-prepared to tackle your next IT project and deliver outstanding results.
Final Take: Why Jira Is the Best Choice
After evaluating all the options, Jira stands out as the top choice for IT project management software. It offers a unique combination of agile boards, customizable workflows, and real-time reporting that make it an excellent tool for managing IT projects of any scale.
If you’re ready to elevate your project management game, give Jira a try. With a free plan available for small teams and robust features that grow with you, it’s time to take the leap and discover what effective project management really looks like. Empower your team, streamline your processes, and let Jira guide your projects to success!