The 15 Top Project Management Software Features 

• What does task management do? Task management allows you to create, assign, organize and track the tasks that make up your project. 
• Why is task management important? It keeps team members on the same page about what needs to be done, reducing confusion.

Task management features are fundamental to project management software. They break down projects into smaller, more manageable tasks to assign to specific people. You can set deadlines and track progress in real time, making it easier to navigate the bigger picture while also paying attention to smaller details.

For example, a marketing team planning a product launch can create tasks for writing content, designing graphics and organizing events. As work progresses, the team can see which tasks have been completed and which ones are pending, ensuring nothing slips through the cracks and the launch runs smoothly.

• What does project planning and scheduling do? Project planning and scheduling lets teams define goals, set timelines and map out the steps needed to achieve success.
• Why is project planning and scheduling important? Teams can better understand how their work contributes to the overall project objectives. 

Project planning and scheduling features let you define specific goals and milestones that simplify large or complex projects. This helps you take a phased approach, focusing on smaller chunks of work that lead to larger objectives. With these tools, you can more easily prioritize work and visualize timelines and budgets.

For instance, a team working on a rebranding project can set the goal of launching a new website. They can schedule milestones within the goal, such as finalizing the web copy and images, completing design mockups and testing the site. By mapping these tasks against deadlines, the team can stay aligned to achieve the project objectives.

• What are project views? Project views are different ways to visualize or organize tasks and project progress, such as lists, kanban boards, Gantt charts and timelines.
• Why are project views important? They help contextualize information in the best way possible for different use cases, stakeholders and teams. 

The best project management tools let you switch between project views like task lists, kanban boards, calendars and timelines so you can see the same information in different formats. This flexibility caters to diverse working styles — everyone can stay on the same page without needing a one-size-fits-all system.

Imagine a sales team managing their pipeline. Sales reps might prefer a kanban board to track leads as they move from “prospect” to “negotiation” to “closed deal.” The manager can use the list view to monitor individual responsibilities, while executives can use the project timeline and calendar views for effective monitoring and oversight.

• What are collaboration tools? Collaboration tools allow team members to communicate and share files directly within the project management platform.
• Why are collaboration tools important? They reduce reliance on other tools like email, centralizing all project-related information.

Effective project management software needs team collaboration features like @mentions, comment threads and file storage systems. These features make it easy to discuss tasks, clarify requirements and resolve issues while keeping all relevant people in the loop, which helps avoid confusion, save time and ensure clarity for stakeholders.

For example, an IT team upgrading a system can use collaboration tools so developers, testers and admins can share code, documents and feedback in one place. This helps the upgrade stay on track even if the team is not physically together.

• What does resource management do? Resource management helps teams allocate and monitor people, equipment, time and budgets to keep projects running optimally. 
• Why is resource management important? It maximizes efficiency, prevents burnout and ensures the optimization of available resources.

Resource management gives managers a clear view of how resources are utilized so adjustments can be made as needed. It involves tracking availability, workloads and costs to prevent bottlenecks, avoid duplicate efforts and make data-driven decisions about how to allocate people and tools.

Take the case of a construction company managing several building projects simultaneously. Resource management features can help assign workers, machinery and materials based on project needs and deadlines. If one team is overbooked or a key piece of equipment is already in use, adjustments can be made promptly. 

• What does file storage do? File storage lets you upload, store and access documents, images or other files directly in the project management software.
• Why is file storage important? It keeps all project-related materials in one place, making it easier to collaborate and stay organized. 

File sharing ensures that everyone has access to the right documents when they need them. The amount of storage you get depends on your subscription plan. Some free software includes a limited amount of storage. 

For example, in a digital marketing agency, copywriters can upload ad content, designers can share graphics, and account managers can attach client feedback to each task. With everything updated centrally, the team can avoid miscommunication, ensure they’re working with the latest assets and successfully deliver campaigns to clients. 

• What do reporting and dashboards do? These features provide quantitative visualinsights into project progress, performance metrics and potential bottlenecks. 
• Why are reporting and dashboards important? They offer a clear overview of how the project is progressing, equipping stakeholders to make data-driven decisions.

Reporting and dashboards turn complex project data into easy-to-understand visuals. They let project managers access real-time metrics on project status, task completion, resource usage, budget tracking, deadlines and key performance indicators (KPIs).

For example, a mobile app development team might use a dashboard showing completed features, unresolved bugs and project deadlines. Developers can focus on outstanding tasks, while managers can see progress towards milestones and spot potential delays early.

• What does workflow automation do? Workflow automation lets you set up rules to automatically handle repetitive tasks such as sending reminders, updating task statuses or assigning new work.
• Why is workflow automation important? It saves time, reduces human error and ensures that processes run smoothly without manual intervention.

Automations streamline workflows and let teams focus on important tasks instead of repetitive administrative tasks. By using workflow automations to handle routine actions, teams can maintain consistency, reduce delays and prevent tasks from slipping through the cracks.

For example, at a publication, automations can move articles from “draft completed” to “editing” once a writer submits them. Editors can be notified immediately, and once the edits are finished, the task can automatically move to the design team for layout. Notifications can also remind proofreaders and the marketing team of upcoming deadlines. 

• What do integration capabilities do? Integrations enable project management software to connect with other tools like customer relationship management (CRM) systems, email platforms or cloud storage.
• Why are integration capabilities important? They facilitate a seamless flow of data between the different platforms that a team uses. 

Many project management systems integrate with other tools to help teams manage different aspects of their work, such as syncing client data, tracking invoices and connecting messaging apps. They help centralize information, automate updates across platforms and improve efficiency. 

For example, an event management company planning a conference can integrate its project management software with email marketing tools, ticketing platforms and vendor databases. When a session is added to the event schedule, the system can automatically update the website, notify speakers and trigger email reminders for attendees. 

• What do time tracking and budget management do? These features allow you to monitor the hours spent on tasks and projects, and track expenses and budgets in real time.
• Why are time tracking and budget management important? They keep projects on schedule and within financial limits, helping managers make informed decisions.

While there are some great independent time-tracking tools, many project management systems include time management features. These allow employees to log time spent on tasks so managers can gain insights into team performance and productivity. They often also include budget-tracking features to monitor costs and manage resources.

To offer a real-world use case, employees at a consulting firm can log hours for different tasks while the project manager monitors total hours against the project financials. If one client project is consuming more resources than planned, adjustments can be made before it impacts overall profitability. This keeps both the clients and the firm satisfied.

• What does issue tracking do? Issue tracking lets you log any problems that arise so they can be dealt with and monitored accordingly. 
• Why is issue tracking important? It ensures that any challenges are addressed quickly, prevents issues from escalating and contributes to project success. 

Issue tracking is particularly useful in certain industries, such as IT or customer service. It involves categorizing issues, assigning responsibility and following progress until resolution. This helps managers spot recurring problems, identify bottlenecks and maintain smooth project execution.

For instance, a software development team can use issue tracking to monitor bugs that come up during testing. Each issue can be logged, prioritized based on severity and assigned to the most suitable developer. This ensures that critical bugs are fixed quickly and the team remains aligned to deliver a high-quality final product.

• What do AI capabilities do? These capabilities leverage artificial intelligence to automate certain tasks, generate deep insights and support varied aspects of project management.
• Why are AI capabilities important? AI features reflect current industry trends and have immense potential to help teams work faster and more strategically.

AI is increasingly being integrated into tools to boost project management functionality. It can help you find answers quickly from the context of your tasks or projects, which saves the effort of having to manually dig for information. Moreover, it can help with tasks like building project briefs, auto-filling repetitive data or summarizing meeting notes.

For example, a social media marketing team can use AI to brainstorm ideas, draft client messages, pull up past campaign reports and build content calendars with optimal posting times — all in just a few clicks. This can save hours of manual work. 

• What does customization do? Customization allows you to set up the project management software to best support your unique workflows and preferences. 
• Why is customization important? Every team or business works differently, so it’s helpful to have flexible software that can support and enhance existing processes

Customization can take many forms, such as creating custom fields, building personalized dashboards, setting unique task statuses or adjusting project templates. This adaptability can help you design workflows that reflect your goals and priorities. As a result, teams get a tool that feels like an extension of their operations rather than a one-size-fits-all solution.

For example, a consulting firm might customize its project management tool by creating fields specific to client deliverables, billing cycles and review stages. This allows consultants to track client needs and internal progress in a way that aligns with their business model, improving efficiency and client satisfaction at the same time.

• What does scalability do? Scalability ensures that project management systems can grow with your business. This means the software can adapt to a larger team, multiple projects and more data without compromising performance.
• Why is scalability important? Ideally, you want your team or business to grow over time, so scalability means you can keep working with the same software even as your needs evolve. 

Scalability encompasses a broad spectrum of features that involve supporting more users and offering advanced options as needs evolve. It can entail using more of the software’s features for managing projects at scale. 

Alternatively, it might mean switching from a free plan to a standard paid or a custom enterprise plan that supports the growing business. Scalable software can adapt to handle the larger scope, keeping all departments aligned under one system.

For example, an e-commerce business may start with free project management software for its marketing team. Over time, it might upgrade to a paid plan to coordinate with product development, logistics and customer service across regions. Or if a company is expanding, the project management software can scale to the number of team members. 

• What does security do? Security protects sensitive project data through features like encryption, access controls and secure authentication.
• Why is security important? Teams often handle confidential client information, financial records or proprietary business data. Security features help protect against breaches to maintain trust and compliance with regulatory standards like the GDPR.

Project management solutions include security controls like role-based permissions, data backups, two-factor authentication and compliance with industry standards such as the GDPR or SOC 2. These measures ensure that only authorized individuals can access certain information while also protecting against data loss or unauthorized access.

For example, a law firm managing case files through project management software needs strong security to safeguard client confidentiality. By setting strict access controls, only authorized attorneys and paralegals can view specific files, while sensitive communications remain encrypted. This maintains both legal compliance and client trust.