How to Choose the Right Project Management Software

5 Jun, 2023 | Read in 3 minutes

Discover the key criteria to consider when selecting the right project management software for your team.


Project management tools can help your team to streamline the workflow. 

On the other hand, we know that every business has its own unique set of challenges regarding project management whether it's low productivity, difficulty managing deadlines, or a general need for better collaboration.

So, what is the formula for high-performing teams' success? 

According to a PWC survey, 77% of high-performing teams use reliable project management tools with a wide range of built-in features. 

By using a single platform and these functionalities, users may handle different elements of their work without jumping between different applications.

Now the question is, how to choose the right project management software? Check out the overview and benefits of project management software below.

An Overview of Project Management Software

According to Techopedia, project management software refers to software for project planning, scheduling, resource allocation, and change management. 

It enables cost control, budget management, quality management, and documentation management for project managers (PMs), stakeholders, and users. It can also be used as an administration system.

Benefits of Project Management Software

The 2020 Wellingtone survey reported that 25% of project teams from 111 organisations within 29 countries are not having the right management tools. 

While 36% of respondents need to collate the project status information manually which may take up to 5 hours a day, which will cause under-performance and many unwanted problems within a project. 

Project management software can significantly increase productivity and streamline project workflows through the following actions:

  • Centralising Communication: With robust communication features, team members can work together more efficiently, clarify roles and responsibilities, and gain a better understanding of the project process.
  • Organising Task Management: Project management tools can help organise tasks, set priorities, and track deadlines, making it easier to stay on top of deliverables and milestones.
  • Improving Collaboration and Productivity: By providing greater transparency into project progress, project management software can help facilitate better collaboration and increase productivity throughout your team.
  • Resource Allocation: By assigning the right resources to the right tasks more efficiently, project management tools can help ensure that your team has the resources they need to complete projects on time.

Factors to Consider When Choosing Project Management Software

When selecting the best project management software, you should consider the following factors:

 1. Assessing Your Needs

Before deciding on a project management software, you should evaluate your team's requirements. Look at project objectives, deadlines, timelines, the team members involved, the nature of tasks, and the type of communication tools needed. 

Identify your most significant project management challenges and how the chosen software can improve workflow.

2. Pricing

Pricing is an essential factor when choosing project management software. Depending on the functionalities and features, the cost can range from a few dollars per month to hundreds. 

Be wary of free project management tools that could be more productive and have limitations. Determine your budget before selecting the software.

3. User Friendliness

A user-friendly interface helps team members save time and increases productivity.

The interface should be intuitive and easy to navigate, making it easy for team members to allocate tasks, add new members to the workflows, and easily manage deadlines and checklists.

 4. Integration

Integration capabilities help project managers incorporate other relevant software into the project management software. 

For example, if your business uses collaboration or communication software, integrations allow the team to use the project management software in conjunction with their existing workflows.

VirtualSpace allows you to do integration with your favourite apps such as Dropbox, Google Drive, Github, Asana, and more.  

 5. Security and Privacy

Project management software should ensure data protection and privacy. Team members can share updates and files without fear of security breaches. 

Choose a software application with adequate authentication, data encryption, and access rights.

VirtualSpace for Project Management

VirtualSpace is an all-in-one project management platform that offers unique features to enhance productivity in your team. Some of the essential benefits of using VirtualSpace include:

  • Project Boards: Visualise your project progress with incredible simplicity using VirtualSpace's Kanban-style project boards. Move tasks through customisable columns and easily see where each project stands.
  • Advanced Collaboration: Stay current on team communication and input with group chat, file sharing, and real-time updates.
  • Built-in Time Tracking: Avoid discrepancies and see where your team invests their energy with Virtualspace's built-in time tracking capabilities.
  • Customizable Workflows: Create personalised workflows and adjust them to your team's needs.
  • 24/7 Support: VirtualSpace offers 24/7 support to ensure a seamless experience for users across geographies and time zones.


When selecting a project management tool, consider your team's needs, budget, and priorities. 


You can get started with a project management tool using VirtualSpace. It can revolutionise how you manage projects, and boost productivity as well as collaboration with your team.

Ready to grow your business with VirtualSpace?

One platform to manage and organise your teams, tasks, projects, and more.


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