5 Types of Project Management Software: With Examples & Key Features

There are various ways to categorize different types of project management software.

We’ve created a straightforward list that will help you simplify your research into popular project management software options.

Keep reading to find explanations, key features, and examples of popular project management tools.

In this article, we’ve categorized project management software into five main types. Here’s a visual overview with a longer explanation below:

By clicking on the links below, you can skip to each individual section to find exactly what you’re looking for:

Researching software by its use case ensures that your solution can address business needs and project goals. Keep in mind that most project management solutions will provide a combination of these features.

While specialized solutions are usually available for each category, they’re not always designed with project planning in mind—for example, Slack, Tableau, Excel, and various accounting software.

Here are some key features of that can help you achieve project success:

Collaboration project management software provide a range of features that facilitate communication between teams. They help manage project progress, as well as ensure that information is easy to track down.

Examples of software

Customization software allows businesses to tailor workflows, dashboards, and features to meet their business needs, but also meet preferences of project managers and the entire team.

Examples of software

Budgeting software adds a financial component to your project and task management software. These features help businesses create project plans and manage their budgets effectively, which supports growth and achieving strategic goals.

Examples of software

Reporting software simplifies the process of collecting, analyzing, and presenting data. Reporting software can vary in how robust it is. Some tools may provide data on task progress, while others go more into core business concerns (for ex. finances).

Examples of software

Time tracking software enables teams to log hours accurately. Ideally, it should also try to make this process as hassle-free as possible for employees, while also supporting reliable and timely data (for example, with reminders).

Examples of software

Resource management software goes a step further from planning projects on the task level. It ensures that your resources are efficiently allocated, and that workloads are fairly balanced—without over or underutilized employees.

Examples of software

Knowledge management software function as your internal wikipedia. Benefits include centralizing, organizing, and linking knowledge to allow employees to access crucial information quickly.

Examples of software

There are various specialized customer relationship management solutions, such as HubSpot or Salesforce. The benefits of project management software with CRM features is that it integrates multiple parts of your workflows into one platform.

Examples of software

AI in project management is an up-and-coming feature, and has been for a while. Tools have increasingly started to implement it in various shapes and forms. This can include basic implementations, such as generating text, rephrasing, localisation, etc. within documents and pages.

Other forms can include AI-supported search or task summaries (for example, Productive provides these features).

AI is also often used for customer support, as it can provide a quick response at all times of the day.

Examples of software

Some examples of software with AI for content, search, and analysis include Productive, Notion, and ClickUp.

All-in-one types of software are specific types of solutions because they’re designed specifically to combine several features into one platform. The benefits of this type of tool is being able to replace separate software with a single solution.

The only downside is migrating your data and adjusting pre-existing workflows, if you’re already using multiple tools to cover some of these features.

However, the cost savings and efficiency of using one platform is usually worth it.

Examples of software

Productive is mentioned under every feature category in this list, specifically because it’s designed as a complete solution for professional services processes.

From essential features of project management, to advanced budgeting and billing, Productive covers all your business needs.

When categorizing software by industry, we’ve referenced both how specific project management apps position themselves, and the way in which they support the business processes of different types of professional services companies.

There are other industries which can benefit from using software which aren’t considered project management tools. We’ve included a short summary of these and some of the most popular solutions for reference.

Creative agency workflows are often heavy on collaboration and iteration. The ideal software should support customizable dashboards, real-time communication, client feedback and user permissions.

Online proofing features and surveys can also be useful, especially for smaller businesses that want to manage everything through one platform.

Some examples of software for creative project management include Productive and Hello Bonsai.

Consulting agencies usually need a good system to manage their client data and gather knowledge.

Like with creative agencies, a workspace where consultants can break milestones into manageable tasks and manage real-time collaboration is important.

Again, some key features include customization, CRM capabilities, and a way to generate and create reports.

Examples of popular consulting software include Productive and BigTime.

Software and IT companies may differ in their workflows, but some a feature includes support for the agile methodology with Kanban and Scrum boards. Another useful feature includes integration with development software, such as GitHub.

Jira is the most well-known solution for software development teams, but Productive can be better for advanced features.

Software for architecture studios and engineering firms usually require the same as creative agecies, such as collaboration and project management. However, some specific features include integration with engineering tools like AutoCAD.

There are specialized engineering software solutions such as Monograph, but you can also consider Productive for its PSA features.

Categorizing software by size can sometimes be difficult, as there are many solutions which offer different pricing tiers of their services. Others are specialized for teams of specific sizes. We’ll cover both types here, and their basic features, to help you find the right project management tools for your needs.

Categorization by OECD is used to define the size of businesses.

Tools for freelancers and startups often combine features that cover the end-to-end process of finding a client, delivering a project, and gathering insights.

However, they don’t usually provide more robust resource planning and analytics features, as projects are simpler and usually don’t require advanced oversight to manage.

There are various types of freelancer tools according to their features, but some useful examples include HoneyBook, Clockify, and Notion. Productive’s Essential plan is also a solid pick.

For small businesses, project management tools need to balance simplicity with scalability. These businesses often require software that supports collaboration, task management, and tracking, without being too robust or costly.

While their needs are typically more complex than those of freelancers, project managers in small businesses usually don’t need advanced features like resource management or deep analytics (though they might still benefit from them).

Some popular options include Productive for growing teams, and Asana and Trello for collaborative project management software.

As businesses grow in employees, organizing work also becomes more complicated. There’s multiple projects, budgets, and clients to keep track of.

This introduces the need for more advanced features, real-time budget tracking, and customizable reporting. These businesses may also require integrations with other tools, such as CRM systems and accounting software.

Good options for medium-sized teams include Productive, Teamwork and Kantata.

Large businesses and enterprises require enterprise project management tools that not only provide real-time data, but also handle strategic planning, larger teams, and also provide predictive scheduling and forecasting.

Other features include stricter user permissions and security features. This software can be more complex and difficult to use, but this is not always the case.

Some popular tools for project portfolio management include Productive, Microsoft Project, and Adobe Workfront.

Finally, when we analyze software by supported methodology, we consider whether they have the right features, customization, and set-up to support various styles of project management. The three main ones to consider include Waterfall, Agile, and Kanban.

Teams using the Waterfall methodology typically need project management tools that support linear, sequential project workflows with a strong emphasis on detailed planning and documentation.

These tools should enable task lists with clear dependencies, milestone tracking, and comprehensive reporting, so that teams can follow a structured path from initiation through to project completion.

Waterfall-focused tools often include features like Gantt charts.

A popular solution includes Microsoft Project. Some tools with Gantt chart features include Productive and TeamGantt.

Agile teams require tools that emphasize flexibility, iterative progress, and collaboration. These tools should support sprint planning, task prioritization, and continuous feedback, allowing teams to adapt quickly to changing project requirements.

Agile project management tools typically include features like backlog management, task boards, and real-time reporting for tracking sprint progress.

A popular platform for agile teams is Jira. Productive also has various features that enable flexible management and an iterative approach to project management.

Kanban teams focus on visualizing work processes, optimizing flow, and managing continuous delivery. Tools for Kanban need to provide simple, visual task boards that allow teams to move tasks through columns (with customizable names, but usually something along the lines of “To Do,” “In Progress,” “Done”, etc.). Tasks are usually organized as cards, with different information fields, such as assignee, date updated, and status.

A popular example of a Kanban-based software is Trello, but Productive also offers Kanban as one of its many project views.

Here are some additional factors that you can consider alongside features, methodology, size, and other criteria covered above:

Project management software is a digital tool designed to help individuals and teams plan, execute, and manage projects efficiently.

It provides a centralized platform for organizing tasks, tracking progress, managing resources, and ensuring that projects are completed on time and within budget. These tools cater to a variety of industries and project methodologies, from construction and IT to marketing and agile workflows.

Project management software helps streamline communication, reduce manual effort, and improve collaboration among team members. It enables teams to assign tasks, set deadlines, monitor dependencies, and generate reports, offering real-time insights into a project’s status.

Choosing the right kind of project management software requires assessing your team’s needs, workflow complexity, and long-term goals.

Start by identifying your primary use cases—whether it’s task management, time tracking, resource allocation, or advanced analytics. Which features does your business need most to succeed?

Maybe it’s a combination of a couple, or you need to focus on a specific part of your workflows, such as budgeting or collaboration.

Once you’ve clearly identified your main goals and pain points, consider additional factors.

These include infrastructure, pricing, data security, and scalability. You can find all you need to know in our article on how to choose project management software.

Finally, during the implementation process, consider data migration (if switching from one tool to another), as well as integration capabilities. This will ensure that you can get the most out of your chosen solution.

At the core of project management software is the ability to keep projects on time and within budgets.

Though these may vary depending on industry (ex. professional services management vs manufacturing), there are some basics that they should cover.

For managing timelines, this is usually some form of time tracking on tasks, whether based on billable hours or fixed billing. There’s also resource planning for scheduling time across multiple projects, with additional insights such as finances and availability.

Collaborative features are also important.

For managing budgets, there are varied approaches, since businesses have different needs. Usually, this includes managing rate cards, the ability to bill for hours tracked, and profitability and budget burn tracking.

Finally, for delivering projects, successfully, these types of tools should offer a way to provide updates to clients and share progress. For example, a way to build and export reports, and a collaborative workspace for tasks.

These are some basics of software for client projects, though these features can be more or less emphasized, due to the variety of businesses that use them.

By far, the biggest trend in the project management software market is AI. For example, research by Gartner into project management software buying habits shows that artificial intelligence is among the top three priorities for software investments in 2025.

Another research by Capterra on project management and AI has shown that businesses are planning to increase AI investments by an average of 36% by 2025. Additionally, 90% see benefits from their AI investments, while 63% report increased productivity and efficiency.

Capterra has also identified the main areas in which AI is used most in project management. The two main processess include risk management and task automation:

Software solutions have certainly responded to this trend, and are increasingly offering features that support project managers with AI. We’ve examined some popular software solutions earlier in this article.

Selecting and implementing project management software can be transformative for your business, but it’s important to avoid common pitfalls that could derail its success. Here are key challenges and tips to navigate them effectively:

Many project management tools come with an array of advanced features. Change can be difficult to implement, especially if employees are used to working in specific ways. However, having a specific list of features and not utilizing them means you’re missing out on improving your processes.

Teams may revert to old habits, leaving powerful tools like automation, reporting, or resource management unused. To address this, ensure proper training and create a culture that encourages exploration and adoption of new capabilities.

On the other hand, your tool might be too limited for your needs. Be careful of purchasing a cheaper or less powerful tool just to simplify implementation or usage, since this can complicate your life later. Switching from one tool to another can be a lengthy process. By ensuring that you’ve picked a scalable tool, with a variety of advanced features you can implement later, you’ll be future-proofing your business.

A clunky, unintuitive interface can frustrate users and reduce adoption rates. Look for software that considers ease of use, with straightforward navigation, training resources, and customer support. Free trials can be especially useful, as you can get first-hand experience on how it feels to use a specific tool.

A tool can be incredibly user friendly, but without a designated leader to oversee implementation, you’re opening yourself up to failure. By assigning a person to fully get into a potential software solution and share this knowledge with others, you’ll ensure that everyone knows who to get in touch with. This includes not only your team, but the vendor as well.

A software champion can advocate for the software, lead training, and troubleshoot early challenges. They can also help implement newly developed features to ensure you’re always getting the most out of your software.

Failing to engage with the software provider can lead to missed opportunities for support and updates. By building a strong relationship with your vendor, you can often benefit from participating in feedback loops for future improvements. This can help you further optimize your processes.

We’ve explored various types of potential solutions for project management. As always, your best choice will depend on your specific business needs and goals.

Some basic things to consider include your key features, industry, size, methodology, and other relevant factors (pricing, data hosting, implementation capabilities, etc.).

If you’re looking for a comprehensive software solution for professional services companies of all shapes and sizes, Productive is a great pick.

Productive’s key features include:

One of Productive’s biggest benefits in comparison to other project management platforms is that it has a range of capabilities in one software. So, instead of using multiple disparate solutions, you can save time and money by using just one sotware.

To find out more, book a demo with Productive today.

What software do professional project managers use?

Professional project managers usually use a variety of software, which includes Excel for data management and project management software like Productive or any other tool for collaboration, budgeting, and reporting. Some might use more advanced BI software such as Tableau or Power BI.

Is Gantt chart a project management tool?

A Gantt chart isn’t a project management tool, but instead a type of feature included in most project management solutions. It helps display project timelines and timelines to help manage progress.

What are the 4 types of project management?

The four common types of project management methodologies are Waterfall, Agile, Scrum, and Kanban. Waterfall is a traditional, linear approach where projects progress through predefined stages sequentially. Agile emphasizes iterative development, flexibility, and collaboration. Scrum is a subset of Agile that organizes work into sprints, with daily standups and a focus on continuous improvement. Kanban is another Agile subset that organized work with boards and swimlanes.

What is the most common project management software?

The most common project management software includes Productive for all-in-one management, Trello and Basecamp for simple task tracking, Asana and Jira for agile management, and ClickUp and Monday.com for custom workflows.

What is 5 project management?

5 project management often refers to the five basic stages of the project management process as defined by PMI, which include initiation, planning, execution, monitoring and controlling, and closing.

What are the 4 phases of software project management?

The 4 phases of software project management include initation, planning, execution, and closure. In software management, these phases usually include tasks such as requirement analysis, design, software development, testing, and post-launch support and evaluation.

What are the top 5 project management methodologies?

The top 5 project management methodologies include Waterfall, Agile with its two subsets, Kanban and Scrum, and Lean.

What is Six Sigma project management?

Six Sigma is a methodology focused on improving quality and reducing defects by using data-driven processes. It employs tools like DMAIC (Define, Measure, Analyze, Improve, Control) and aims to achieve near-perfect outcomes. It’s widely used in industries like manufacturing and healthcare.