The next project is on the horizon. The goals are ambitious and the enthusiasm is still high. However, we all know that a little organizational talent and motivation are no longer enough in modern project management. Project structures often become so complex that it is difficult to maintain an overview. However, nothing is more important for the success of a project than this.
It is now impossible to imagine teams with large projects without project management software as a central link. After all, with the right tool, even projects in a mess can be steered in the right direction. However, some feel overwhelmed by the variety of products available.
To help you in your search for a suitable tool, you will find an overview of the five most popular project management tools below.
What is important when choosing suitable project management software?
Project management tools are easy to find – or to be more precise, they are a dime a dozen. And they are all packed with a whole heap of features. Now find that one grain of sand. Some of you might feel like you're buried in that very sand when you're choosing. In scorching heat. Fortunately, there are a few factors that can make the decision much easier.
These features are important for project management software:
Adaptability:
Projects are like a human fingerprint – they are all unique. And because the challenges are so individual and numerous, you need user-friendly project management software that adapts to the wishes and requirements of your team. If the software adapts to your workflows and not the other way around, this not only saves time and effort, but also nerves.
User-friendliness:
It may sound trivial, but a high level of user-friendliness is extremely important for the course of the project. If the application causes problems, this also sets the team back in terms of the schedule. New project participants must also be able to find their way around quickly, as it is not unusual for new employees or only temporary participants to join mid-way in projects that are scheduled to last several weeks or months.
Support:
The fact that it can be problematic to decide on a project management software is (as already mentioned) due to the wide range of functions. That's why the above-mentioned user-friendliness and good support are essential. After all, every project management software regularly receives new features in the course of numerous updates. Where should I go if I have problems using the software? Where should I go if I can't find my way around the platform? Who will answer all my questions? If you have a provider who can help you quickly and competently with all these questions, that's definitely a plus.
Data protection:
Since the introduction of the GDPR in 2018, data protection in Europe has changed fundamentally. It is more important than ever for companies to protect personal data and it is just as important as ever to keep company internals safe. And last but not least, customers expect their data to be handled with the utmost care. Some providers of project management software therefore set higher security standards than others. This is a criterion that can eliminate all others.
Manage projects:
Of course, the range of functions is also extremely important. After all, what good is data protection-compliant and user-friendly software – even if these factors are essential – if the team can't do anything with it? Comprehensive software alone is not enough if you cannot use it for your specific requirements – after all, the working structures in project management are different depending on the team (size), preferred workflow and internal company regulations. It is important that the range of functions is tailored to the specific needs of your team.
Ultimately, the way you work should determine how the software is best used. The following areas are particularly important:
- Task management: Task management is essential for planning and controlling projects. It should be possible to clarify responsibilities, structure and schedule tasks and link them to the associated documents and files. Different views are often offered depending on the software.
- Communication: Communication is key! Whether in exchanging information in real time or tracking all project communication.
- Document and file management: Working together on documents is at least as important as transparent file sharing. A central repository for all project-related data ensures that your team can access the necessary information at any time.
Project management software 2025: comparing the Top 5
What are we taking a closer look at? Five providers of cloud-based project management software that are offered as SaaS solutions (Software as a Service).
Stackfield
The project management software with a German server location combines communication and task workflows in one tool and is GDPR-compliant and ISO-certified. Stackfield is available to users as a cloud-based solution and as an on-premise version.
User-friendliness and function: User-friendliness is reflected in the clear design. Separate project rooms are created for different work areas – and because work structures can be very different in different project teams, these can be designed flexibly: Each room includes various modules (e. g. group chat, discussion module, task management, time recording, calendar or document and file management), the composition of which can be easily adapted to the needs of the users. For example, the Kanban board in the task module can be converted into an editorial plan. Modules that are not required can be switched off.
In addition to the existing integrations (e. g. Dropbox), the Stackfield API offers an interface for integrating other systems, such as links to a CRM module. Gantt charts or project portfolios, for example, which provide an overview of individual or all projects together, are helpful for resource planning.
In order to maintain connections, all elements (tasks, files, comments, etc.) can be linked together in a meaningful way. In this way, Stackfield also keeps project management with more complex workflows clear and structured.
During development, care was taken to create an intuitive user interface that is easy to navigate. To make it even easier to get started, project managers and all project team members are guided through the first steps.
Support: Stackfield offers you various options to ensure optimal support. The comprehensive and detailed Learning Center answers the most frequently asked questions. For special requests, you can contact the Stackfield support team at any time via email or live chat. Enterprise customers also have access to personal priority support on the phone, and webinars and training courses can also be arranged.
Data protection: Stackfield's high data protection standards guarantee GDPR compliance. Customers' sensitive data is encrypted end-to-end directly during upload on the client side and also transmitted in encrypted form, which is why even the platform operators have no access to users' data. In addition, Stackfield's servers are located in Germany, which means that the use of the project management software complies with European data protection law.
Die Einhaltung der Compliance-Regeln von Stackfields Nutzern garantieren weitreichende Möglichkeiten bei der Rollen- und Rechtevergabe. So lassen sich durch die entsprechende Rolle beispielsweise auch externe Nutzer wie Freelancer bedenkenlos in Deine Arbeitsprozesse integrieren.
Stackfield also gives its users the option of an on-premise version in which they retain full control over their data.
Monday
We continue with Monday. The tool offers teams of different sizes a centralized platform for project management and task management.
User-friendliness and function: The intuitive structure means that getting started is possible without much of an introduction. Customizable Kanban dashboards provide an overview of tasks and project status.
In addition to ready-to-use templates and personalization options, the system also offers automations that users can create themselves. For example, the entire team can be notified when certain tasks have been completed. Other features include: a calendar view, time recording, an advanced search function and file storage.
Support: If users have any questions, they can contact Monday's chat bot via live chat. However, there is no telephone support. However, there is also a help center with tutorials, guides and live webinars as well as a community forum.
Data protection: Monday is an Israeli company based in Tel Aviv and is therefore not subject to EU law. User data is hosted on American servers, among others, and there is no end-to-end encryption.
ClickUp
ClickUp is a comprehensive tool that is characterized by its versatility and provides a wide range of functions. This is exactly what the company focuses on.
User-friendliness and function: ClickUp provides many different functions from a single source – such as task management, mind maps or time management – and also allows a high degree of customization. Users can customize both their working environment and their workflows.
This free, personalized way of working is particularly popular in creative industries with smaller, tech-savvy teams, but the many options do not make it easy for new users to find their way around quickly. With ClickUp, it takes quite a while to find your way around without losing track. However, once you have learned the ropes, the tool offers a wide range of functions. But it takes a lot of perseverance to get there.
Support: ClickUp offers support via live chat, but only with a chatbot. There is no telephone support. However, users can also find a help center with instructions.
Data protection: As a US company, ClickUp is subject to the CLOUD Act (see info box). Users should be aware that their data is being hosted on US servers.
What is the CLOUD Act? From a European perspective, US providers are classified as critical in terms of data protection law as they are subject to the CLOUD Act. This law not only creates legal uncertainty for US providers with a US server location, but also for US providers with an EU server location, as the company's registered office is the decisive factor. US authorities can thus oblige companies headquartered in the US (and also their subsidiaries based in Germany, for example) to hand over data.
Trello
Trello is basically the Michelangelo of PM tools – the focus here is clearly on the colorful and open presentation. The task manager is known for its card view and is mainly suitable for agile project management in small teams or for individual projects.
User-friendliness and function: There is no doubt that Trello can be described as user-friendly. However, the software is largely limited to its simple task boards. In principle, everything ends up there: tasks, appointments and other content, which can then be provided with file attachments and detailed information. These can be easily moved using drag and drop.
However, Trello is only suitable for large projects to a limited extent. Time tracking is only possible via a power-up. There are also no global overviews or a central dashboard, as can be found in Stackfield. One advantage is the fairly broad selection of integrations (e. g. Slack or Dropbox). Trello's advantages are primarily beneficial to very small teams in an agile environment.
Support: Trello's support is also very limited. It is confined to a help forum (mainly in English) and video tutorials as well as help texts, some of which are also integrated directly into the project management software. Trello does not offer the option of contacting a support team by phone or live chat.
Data protection: Trello belongs to the Australian company Atlassian. According to the EU adequacy decision, Australia does not offer comparable legal certainty to the EU in terms of data protection.
MS Project
Finally we have the veteran among project management tools: MS Project – a complex tool for complex and extensive projects. MS Project is available as a cloud or on-premise version.
User-friendliness and function: The reason why the software is used almost exclusively by experienced project managers can be seen in its very complex handling. MS Project involves a great deal of learning, especially for newcomers. Experts appreciate the very detailed options that are possible when mapping processes – whether in a task, when assigning user roles or other content within project planning.
The high-priced product is really only designed for those who invest a lot of know-how and time in order to be able to use the software optimally due to extremely complex projects.
Support: Considering the detailed design of the project management software and the resulting lack of user-friendliness, it can be extremely problematic that Microsoft does not provide a personal contact at this point. Answers to various questions can be found in the Help Center.
Data protection: As a US provider, MS Project is also subject to the CLOUD Act. The Microsoft tool is also offered as an on-premise version. If you host the software on your own server, you are also responsible for data protection. Nevertheless, on-premise involves permanent additional work, which is why this solution is not ideal for everyone.
Conclusion: Project workflows can be individual, but not the security factor
As already mentioned, project management software is a dime a dozen. However, if you think in advance about which task workflows are to be included and which functions are relevant for team collaboration, the selection process will be much easier.
In particular, no compromises should be made when it comes to data protection if sensitive data is involved. The risk of this data being leaked is just too great. Reputational damage, sanctions due to data protection violations or loss of competition would be the consequences.
All other factors must be assessed individually and in consideration of internal company processes during project planning. How important is it to have a personal contact person who is available to help with usage problems? How detailed should the task processes be? Which software does your own team get on best with? If in doubt, it still helps to get an overview yourself and take advantage of a free trial phase.