Choosing the right project management software

Ira Mataić / 24 May 2024
  • Industrija


Choosing the right project management software is crucial for efficient task handling.

With so many options available, it can be challenging to determine which one best suit your needs.

Pros and Cons of Project Management Software

Understanding the pros and cons of PM software allows you to identify features that are crucial for your business.

Basic advantages that every PM software should have:

  1. Improved collaboration – better communication and real-time updates enable quality collaboration, especially for hybrid and global teams.
  2. Effective task management – ​​a clear project plan with task overview and order helps align all participants.
  3. Distribution of resources – a more optimal use of resources is made possible with better distribution, monitoring, and management.
  4. Centralized document storage – easy document storage, tracking, and sharing helps find needed information and reduces the risk of data loss.
  5. Responsibilities overview – clearly defined roles and responsibilities reduce the possibility of neglected tasks.

While keeping focus on the positives, it is always important to consider possible cons:

  1. Learning curve - mastering new software can take varying amounts of time for individuals and can be time-consuming.
  2. Cost - some advanced tools can be expensive and have hidden costs.
  3. Customization challenges – certain software may not meet very specific project requirements or have high technical expertise requirements.
  4. Resistance to change – individuals may resist change and have difficulty transitioning to a new work process.
  5. Data security concerns - storing sensitive information in the cloud can raise security concerns due to the potential risk of data theft or unauthorized access.
  6. Integration issues – certain software may have integration issues or lack compatibility with existing tools or systems.

Types of Project Management Software

The types of PM software vary according to the different company sizes and industry requirements.

Often the search for the ideal software is based on the question 'Which project management software is the easiest to use?', but more importantly, PM software should be compatible with business processes and needs.

More traditional PM software includes products like Wrike or Smartsheet, but there are also collaborative PM products that support team collaboration and communication, like Asana, Trello, and Slack. Agile methodologies are often used in IT, which has led to the rise of agile platforms such as Jira or Rally.

There are other types of software, from complete solutions to tools that enable businesses of all sizes to organize, track, and manage all their projects.

The list of project management software is extensive, making it difficult to compare them and decide which one is right for your business.

To narrow your search, first determine what type of PM software fits your processes, or opt for a modular solution that can be adjusted to your needs.

Project Management Software Key Features

There are a few key features of project management software.

Facilitating communication and teamwork, PM software helps minimize misunderstandings and enables a smoother workflow.

Managing tasks, documents, and resources is vital, especially tracking budgets and costs paired with real-time reporting and data analysis for informed decision making.

Also, having the option to track time and manage employees more transparently can be beneficial to companies.

Beyond the basic features, a mobile app can be useful for any company that does field work or has hybrid and remote work. That allows employees to easily access all business data they need.

Tool customization and integration are also beneficial features of digital project management platforms, especially if the business needs to keep existing systems.

Examples of Project Management Software

According to Forbes Advisor, the leading PM software solutions are well-known platforms such as ClickUp,, Asana, Zoho Projects, Wrike and Jira.

The listed platforms are best suited for specific industries and business sizes.

ClikUp's features are not easy for new users and the best functionality can be very expensive while has a steep learning curve and their cheap plans are quite limited.

Asana is slightly better with a free plan available, but the paid packages are more expensive than the industry standard.

On the other hand, Zoho has problems with limited storage space.

With Wrike, the problem of locking key features behind the most expensive packages has been noticed, while Jira provides limited support with high complexity and a steep learning curve.

No PM software is perfect and all have issues that can limit their applicability in business.

This line of thinking led Gauss to develop an internal tool that will perfectly suit our needs and work processes, while being easy to use.

After many years of relying on our own platform, developing and perfecting it, we launched it as our main product - Gauss Box.


Project Management Software Cost

Cost is one of the key factors when choosing project management software, especially for small businesses that have a limited budget.

Such businesses need to find affordable options that offer basic functionalities, including free tiers with enough features for small teams.

On the other hand, the cost is higher for large companies but they need a greater range of capabilities, scalability, and enhanced security measures, including advanced analytics, extensive integration options and robust collaboration tools.

So, whether it's a small business looking for a cost-effective solution or an enterprise that requires a comprehensive platform, everyone can find a PM solution with various functionalities and pricing depending on their needs.

Finding the Right Fit for your Business Needs

Through this overview of pros and cons, different types of platforms, key features, and costs, we can conclude that there is no one-size-fits-all solution.

The right choice mostly depends on the specific needs and size of your business.

If you're looking for a versatile, scalable, and cost-effective project management tool, explore Gauss Box and discover how it can adapt and grow with your business, providing a customized experience that aligns with your unique business requirements.