The main purpose of project management software is to plan, organize, execute, and track projects. However, different projects have different workflows and operational requirements, making project managers look for specialized tools.
If you’re in a similar position, we suggest you start by understanding the different types of project management tools available on the market.
To help with your research, we looked at the search patterns and thousands of reviews from project managers to identify the top five types of project management software most viewed on Capterra. We’ve also included two top-rated tools for each category to further simplify your search for the right project management tool.
1. Agile project management software
Agile project management software helps adopt and implement the Agile project management methodology, which focuses on adaptability, collaboration, and continuous improvement in project processes. This software breaks down a complex project into smaller, manageable tasks that can be completed in short, iterative cycles known as sprints. It includes task boards, sprint planning tools, and progress tracking to keep team members aligned and projects on track.
Core features of Agile project management software
Agile methodology: Facilitate iterative development through features such as Scrum boards, sprint planning, and real-time collaboration. This framework supports quick adaptations, enhances team communication, and promotes transparency, allowing for faster delivery of value in dynamic project environments.
Collaboration tools: Enhance team interaction and coordination with shared task boards, real-time chat, and document sharing capabilities. These tools enable continuous communication, simplify decision-making, and ensure all team members are aligned on project objectives and progress.
Task management: Organize work into clear, manageable tasks. This feature supports task assignment, prioritization, and tracking through visual tools, including Kanban boards and to-do lists. It facilitates daily standups and sprint reviews, ensuring tasks align with project goals and deadlines.
Who should consider Agile project management software?
Agile project management software focuses on flexibility and adaptability. It allows project teams to incorporate stakeholder feedback and adjust the project scope throughout the project lifecycle, making these tools suitable for teams with fast-changing deliverables, such as software development teams. Agile project management tools also enhance productivity with features such as backlog management and sprint planning that support dynamic projects and continuous improvement. These capabilities make the software ideal for teams that don’t have a clear scope or defined requirements at the beginning of a project.
Highest-scoring Agile project management products from Capterra Shortlist
Capterra Shortist for Agile project management software identifies the highest-rated and most popular products based on a proprietary blend of user ratings and popularity scores. The two highest-scoring products are listed below.
We selected products for this article based on their average ratings between July 2022 - July 2024, which may differ from their current overall average ratings.
2. Kanban tools
A Kanban tool supports the Kanban methodology, which focuses on visualizing project workloads, limiting bottlenecks, and streamlining the flow of tasks. Its central feature is Kanban boards, where tasks are displayed in the form of cards that move across columns indicating the various stages of project progress, such as “To Do,” “In Progress,” and “Done.” This visualization helps project teams view the status of each task at a glance, manage workflows more efficiently, and identify bottlenecks in real time.
Core features of Kanban tools
Prioritization: Manage workflows by categorizing tasks on a Kanban board based on urgency and priority. Visually organizing tasks from highest to lowest priority allows project teams to focus on what needs immediate attention.
Visual workflow management: Use boards and cards to represent tasks and visually track their progress across different project stages. This feature allows teams to see the entire project workflow at a glance—from initiation to completion. It helps identify bottlenecks, manage workloads, and ensure a smooth flow of tasks.
Task management: Organize tasks visually on a Kanban board, divided into columns that represent different stages of progress. Each task is a card that moves from left to right as it advances. This setup helps teams track deadlines, prioritize work, and adjust workloads as needed.
Who should consider Kanban tools?
Kanban tools are suitable for teams that need to visualize workloads to ensure a smooth flow of tasks, such as software development, marketing, and support teams. They are ideal in environments where priorities shift frequently and tasks need constant reevaluation. A project manager can leverage Kanban cards and boards to represent tasks moving through various stages of completion, allowing team members to see the work status at a glance. These tools also benefit projects without fixed deadlines, requiring ongoing maintenance or incremental improvements.
Highest-scoring Kanban tools from Capterra Shortlist
Capterra Shortist for Kanban tools identifies the highest-rated and most popular products based on a proprietary blend of user ratings and popularity scores. The two highest-scoring products are listed below.
We selected products for this article based on their average ratings between July 2022 - July 2024, which may differ from their current overall average ratings.
3. Product management software
Product management software oversees and supports a product's entire lifecycle—from conception to launch. In other words, it’s project management software dedicated to product offerings. It helps product managers organize, prioritize, and track product development tasks, ensuring alignment with market needs and organizational goals. Its key features include task and workflow management, collaboration tools, and progress tracking. It also provides roadmap planning functionality to define and visualize long-term product goals and milestones. Additionally, the software facilitates feature prioritization to help product teams decide which feature to develop and release first, so they can focus on work that delivers the most value.
Core features of product management software
Collaboration tools: Facilitate communication across teams with tools such as real-time chat, document sharing, and integrated feedback mechanisms. Centralizing communication and documentation ensures all stakeholders stay aligned on project goals, changes, and deadlines.
Product lifecycle management: Track development progress, manage revisions, and integrate feedback, ensuring products evolve in response to market demands. This facilitates compliance and quality control, helping maintain standards throughout the product's lifecycle.
Product road mapping: Visualize the strategic direction and development timeline of products. This feature allows for the creation and sharing of dynamic roadmaps that outline key milestones, feature releases, project deadlines, and project performance.
Who should consider product management software?
Product management software is worth considering for businesses that handle projects focused on product development, particularly in industries such as technology, consumer goods, and software. This software helps coordinate complex product strategies that require alignment of market research, design, development, and launch phases. It facilitates these processes through features such as road mapping, feature prioritization, and customer feedback integration, ensuring products meet market demands and business objectives.
Highest-scoring product management software from Capterra Shortlist
Capterra Shortlist for product management software identifies the highest-rated and most popular products based on a proprietary blend of user ratings and popularity scores. The two highest-scoring products are listed below.
We selected products for this article based on their average ratings between July 2022 - July 2024, which may differ from their current overall average ratings.
4. Project portfolio management software
Project portfolio management software helps handle multiple projects by overseeing and analyzing an entire portfolio of projects simultaneously. This software helps prioritize tasks, allocate resources efficiently, and align projects with overall business strategy. It provides an overarching view of all projects, enabling managers to identify risks, track progress, and ensure consistent implementation of project standards across the board.
Core features of project portfolio management software
Portfolio management: View and manage multiple projects under a unified portfolio. This feature enables strategic alignment of projects with business objectives, optimizing resource allocation and prioritizing initiatives based on their potential impact and risk.
Resource management: Ensure optimal allocation and utilization of business resources across multiple projects. This feature tracks the availability, skills, and performance of resources, helping managers assign the right personnel and tools to projects.
Risk management: Identify, analyze, and mitigate risks across project portfolios. This feature enables proactive risk assessment by highlighting potential issues before they impact project outcomes. It supports the development of risk mitigation strategies and maintains a database of risk history for future reference.
Who should consider project portfolio management software?
Project portfolio management software is ideal for businesses that need to align projects with strategic business objectives, allocate resources efficiently, and balance risks across a portfolio. It’s especially beneficial for large enterprises, program managers, and project management offices that oversee numerous projects. These PM software tools offer portfolio tracking, performance metrics, resource management, and scenario planning, enabling better decision-making and prioritization across project portfolios.
Highest-scoring project portfolio management software from Capterra Shortlist
Capterra Shortlist for project portfolio management software identifies the highest-rated and most popular products based on a proprietary blend of user ratings and popularity scores. The two highest-scoring products are listed below.
We selected products for this article based on their average ratings between July 2022 - July 2024, which may differ from their current overall average ratings.
5. Resource management software
While basic project management tools help with processes such as scheduling, task tracking, and project communication, resource management software focuses on optimizing the use of project resources, including personnel, equipment, and other assets. The software ensures resources are allocated efficiently to maximize productivity and avoid bottlenecks or resource shortages. This type of project management software typically includes features for scheduling resources for tasks based on their availability and skills.
Core features of resource management software
Capacity management: Plan and optimize the use of resources across projects by assessing the capacity of teams and predicting potential bottlenecks and resource underutilization. This functionality enables managers to adjust resource allocation proactively, ensuring every project has the necessary personnel and assets without overloading any project team member.
Resource scheduling: Assign tasks to resources based on availability, skills, and project needs. This feature helps prevent conflicts and overallocation, maintains balanced workloads, and ensures timely project execution.
Skills tracking: Catalog and monitor the skills and competencies of project team members. This feature facilitates the strategic assignment of individuals to tasks and projects that match their skill sets, enhancing efficiency and productivity. It also aids in identifying skill gaps and training needs.
Who should consider resource management software?
Resource management software is ideal for businesses that manage multiple projects and need detailed oversight of resources, such as personnel, equipment, and budget. It benefits project managers, HR departments, and operations teams by offering features such as resource scheduling, capacity planning, and real-time utilization tracking. It helps identify over- or underutilized resources, optimize workload distribution, and improve overall efficiency. It’s particularly useful for industries such as construction, IT services, and consulting, where precise resource management is crucial for project success.
Highest-scoring resource management products from Capterra Shortlist
Capterra Shortlist for resource management software identifies the highest-rated and most popular products based on a proprietary blend of user ratings and popularity scores. The two highest-scoring products are listed below.
We selected products for this article based on their average ratings between July 2022 - July 2024, which may differ from their current overall average ratings.
Which type of project management software should you choose?
Choosing the right type of project management tool depends largely on your business's specific needs, the nature of your projects, and your management style. Here are some factors to consider while making a decision.
Assess your project management needs. Project managers working in different departments of the same business can have different needs. Therefore, it’s crucial to thoroughly assess your project management needs before picking a tool. For instance, if your focus is on flexibility and rapid iterations, an Agile project management tool would be the right choice. On the other hand, if you manage multiple projects at the same time, project portfolio management software could be your best bet. A requirements-based assessment will prevent unnecessary expenditure on unsuitable tools.
Consider your project workflows. The type of project management software you choose should complement and enhance your existing workflows. For instance, Agile software suits teams with iterative cycles, while Kanban is suitable for those prioritizing visual task management. Assessing workflows will help you identify software that supports your project team's way of task organization, collaboration, and execution, avoiding disruptions and inefficiencies. Proper alignment between workflows and software maximizes productivity, simplifies project planning and communication, and enhances overall project success.
Evaluate your team size. Some PM software tools are better suited for small teams due to their simplicity, while others are designed to handle large-scale projects with multiple users. For example, if you’re a startup, you’ll benefit from the simplicity Kanban tools offer to visualize your projects. However, if you’re a midsize to large business working on complex projects simultaneously, Agile project management software or project portfolio management software will serve your needs better.
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