Top 20+ Project Management Software for Creative Teams
Laurențiu Bancu
21 min
October 28, 2024
Traditional project management tools often fall short in the vibrant world of creative disciplines.
From design to video production and marketing campaigns to web development, the intricacies of creative endeavors demand specialized resources. These unique projects thrive on flexibility, real-time collaboration, and a deep understanding of the artistic process.
As more organizations recognize this distinction, there’s a growing need for software tailored to meet these specific challenges.
Dive into our curated list of the top 20+ creative project management software designed to empower and streamline your artistic projects and foster inspired collaboration among teams.
Check this case study to see how project management software can really help a creative agency.
Whether you’re looking to visualize your next campaign, gather feedback on a design, or manage the ebb and flow of creative resources, we’ve got you covered.
Here are the best creative project management software:
best for small businesses, stellar time tracking & invoicing
Pricing: Low
91
of 100
Pros
advanced time-tracking features
one-click invoicing based on timesheets
strong task management features
reliable support team
Cons
lacks native communication features
fewer integrations than other competitors
I choose Paymo as the best project management software for creative teams due to its extensive features, particularly its focus on time tracking and invoicing. These two features distinguish it from other project management tools, making it essential for creative teams.
Consider the primary objective of such a team – to complete the design project and receive payment.
Learn how to manage a creative project in Paymo
From a team manager’s standpoint, if every member diligently tracks their time, they can simply press a button by the end of the project and invoice the client. Of course, other tools, such as Monday, offer greater customizability, or Basecamp, which boasts superior communication features.
However, these benefits pale in comparison to the time saved through efficient time tracking and invoicing, especially for a creative team that churns out projects rapidly, akin to hot bread fresh from the oven.
Paymo’s pricing is reasonable for small and medium-sized creative enterprises, unlike some competitors such as Monday, which can be prohibitively expensive, especially for smaller teams.
While it might not be the most affordable option on the market, the value derived from its robust features ensures that it’s a cost-effective choice for those seeking a comprehensive solution.
One of the standout features of Paymo is its automatic time-tracking capability, combined with its adept timesheet management. All timestamps can effortlessly be converted into task entries, displayed on a streamlined timeline as timesheets.
Manual time tracking is just as user-friendly, whether entering time in bulk or simply dragging and dropping time entries onto a timesheet, which is especially beneficial for team members who prefer to invest minimal effort into time tracking, allowing them to focus on their primary tasks while ensuring their work hours are accurately recorded.
Automatic time tracking is particularly advantageous for creative teams, where you often encounter the non-conformist designer reluctant to log hours and the programmer eager to automate every task. It lets them prioritize their primary responsibilities, ensuring work hours are captured without hassle.
However, it’s worth noting that Paymo has its limitations. Its most notable shortfall is in its communication features. While it lacks an internal chat system, it can add comments to tasks and customize user notification settings. This deficiency can be mitigated if your team is accustomed to platforms like Slack.
Thanks to Paymo’s integrations, you can receive task notifications directly in your Slack channels, maintaining a cohesive workflow despite these limitations. If communication sits at the core of your business operations, and you believe that open dialogue is essential for success, then Basecamp might be a more fitting choice.
Even though Paymo might be one of the best project management software for creatives, it has some drawbacks. It has many useful features when it comes to creative project tracking, but it does not take the lead when it comes to user intuitiveness. Some users have commended its usability, while others say that it doesn’t consistently stand out as prominently as other platforms, such as Asana or Smartsheet.
For creative teams prioritizing an effortlessly intuitive interface, considering options like Asana and Smartsheet might be more appealing. However, it compensates with a robust support team and many resources to assist users. Also, Paymo is the more affordable option in its league and is currently running an attractive autumn promotion: up to 60% off on any annual plan. Snag the discount here before the offer expires.
customizable platform tailored for niche creative team needs
Pricing: Average
89
of 100
Pros
bright colors & clean design; the interface is aesthetically pleasing for many
more intuitive compared to other apps, though not the easiest to use
high customization options cater to specific needs
features automations, which most tools lack
Cons
the high price point may be a concern for individuals and small businesses
live chat functionality is not very reliable
the mobile app tends to be slow and clunky
the notification system can be confusing
Monday.com presents a gentle splash of color for creative minds. Imagine other tools as straightforward notepads, while Monday.com resembles a designer’s curated mood board.
Its subtle bright colors and streamlined design turn task navigation into a visually appealing experience. Where some tools might bury tasks in nested submenus — think rummaging through an overstuffed drawer — Monday.com keeps it simple and accessible, like a well-organized artist’s table.
This clutter-free, visual approach might be a breath of fresh air for those in the creative realm, like graphic designers and videographers because it allows them to focus more on their creative work rather than getting bogged down by complex tools.
The intuitive interface reduces the learning curve and streamlines collaboration, which is critical in fast-paced design projects. Because of this, it might be one of the best project management software for design agencies looking for a tool that supports creativity without overwhelming their teams with unnecessary features.
One standout feature of Monday.com, especially for creative teams, is its exceptional customization capabilities. This platform can be molded like clay to fit the unique needs of creative projects.
Imagine working on a design campaign or a video production; you can craft columns tailored to your workflow, such as Design Stage, Review, or Feedback. Beyond that, you can view tasks in a format that resonates with your creative process, be it a list reminiscent of storyboards or a calendar plotting creative milestones. Monday.com acts as your digital studio, arranged just as you envision it.
However, while Monday.com shines in customization, it casts a shadow in the pricing department for many users.
A recurring concern is its escalating cost as you integrate more team members. For smaller creative studios or freelance collectives, the difference between spending $300 and $1,200 can significantly impact budgets.
The bills add up, especially when you delve into its features and accommodate more users. So, for those who count every penny and find such a price jump concerning, it might be worth exploring an alternative like Clickup. Like Monday.com, it boasts robust customization options.
However, ClickUp’s emphasis on packing in a plethora of features means there’s a steeper learning curve.
ideal for creative teams who automate their work using AI templates
Pricing: High
87
of 100
Pros
intuitive design and easy-to-use drag-and-drop functionality
allows assigning tasks to multiple team members, ensuring seamless teamwork
provides up-to-date status on tasks, helping to keep the team aligned
syncs with popular tools like Google Drive and Slack, maintaining a smooth workflow
adaptable to different project types and team needs
Cons
might take some time for new users to fully explore and utilize all features
may lack some advanced features found in other, more complex project management tools
cluttered interface for large projects
advanced features require a premium subscription
Navigating through project management tools can often feel like being a kid in a candy store—overwhelming yet exciting. The Simplified Project Management tool stands out, especially for creatives like myself. After trying various platforms, Simplified feels refreshing, combining essential features with a user-friendly design.
From the moment I started using it, I was impressed by its intuitive interface. It’s like having a personal assistant that knows what you need. Setting up projects is easy, and the drag-and-drop functionality for tasks feels natural. For someone who handles multiple projects and teams, being able to see everything in one place is extremely helpful.
The collaborative features are where Simplified truly stands out. Imagine working on a campaign where you need input from a graphic designer, a copywriter, and a social media strategist. With Simplified, assigning tasks to multiple team members and tracking their progress in real time is very smooth. This level of collaboration ensures everyone stays on the same page, reducing the chances of miscommunication and errors, and makes Simplified one of the best project management software for creative teams.
However, it’s not just about the collaboration; it’s about how Simplified works with other tools. Whether it’s syncing with Google Drive for file sharing or integrating with Slack for team communication, Simplified keeps your workflow steady. This integration capability saves time and keeps the team focused on what’s important—delivering quality work.
In my experience, Simplified Project Management tool strikes the right balance between being feature-rich and user-friendly. Unlike other platforms that may feel overwhelming with their many options, Simplified keeps it straightforward without compromising on functionality. For creatives who want both organization and flexibility, this tool is a perfect fit. It’s clear that Simplified is designed with users in mind, making project management not just manageable, but enjoyable.
lots of features, best for tech-friendly creative teams
Pricing: Average
86
of 100
Pros
easy to use, intuitive
aesthetically pleasing
many customization features
unicorn graphic that appears when you complete a task
many integrations with other tools
Cons
expensive when compared to other tools
the notification system is confusing
one assignee per task
Asana is akin to an overflowing toolbox for creative teams, brimming with features. While many, such as graphic designers or video makers, find it easy to use. Yet, for those taking a fresh dive into tech-heavy waters, like a traditional sketch artist exploring digital designs or a novelist used to pen and paper, the experience can be a tad overwhelming.
With its myriad features, the platform seems best tailored for those with a technical mindset. So, while it’s a boon for tech-savvy members, others might find themselves navigating a learning curve before fully harnessing its potential.
Based on many user reviews, Asana stands out with its intuitive design despite a wide range of features, making it a go-to for many. In comparison, while ClickUp is equally feature-packed, it doesn’t consistently earn high marks for user-friendliness.
Asana’s one-assignee-per-task limitation can be a hurdle for creative teams.
Consider a branding project needing input from a graphic designer, copywriter, and strategist. In Asana, only one can officially ‘own’ the task, leading to fragmented collaboration. Teams might divide the project or rely on external tools, potentially causing miscommunication and oversights.
Unlike Asana’s one-assignee limitation, Paymo allows a task to be assigned to multiple users, facilitating smoother teamwork and ensuring everyone involved is aligned and accountable.
This limitation in Asana is particularly significant for creative teams where collaboration is paramount. Because of these constraints, Asana may not be the best project management software for a creative agency, despite its array of other features. However, it still gets a decent spot on this list due to its overall versatility and strong task management capabilities, which can still be valuable for many types of projects.
it can be overwhelming due to its many features, posing a steep learning curve
less intuitive and user-friendly, leading to potential confusion
occasionally sluggish performance with occasional server downtimes
some reported bugs, UI challenges, and automation hiccups
pricing can be deceptive; initial costs seem affordable, but expenses can accumulate swiftly
This project management software can be handy for creative teams often encountering specific and varied requests. ClickUp is equipped with a broad range of features and continuously adds new ones to cater to emerging needs.
So, if today’s task is designing a unique logo and tomorrow there’s a request for a niche digital animation, the tool is adaptive enough to manage these diverse demands. It’s especially beneficial for teams where client or project needs constantly evolve and become more specialized.
ClickUp boasts numerous features, but due to its extensive array, it has a few drawbacks. Creative teams handling complex campaigns might appreciate ClickUp’s vast features, providing adaptability for multifaceted projects like multimedia campaigns or brand redesign.
However, smaller creative groups or solo artists seeking simplicity for tasks like photo edits or graphic designs might find its extensive options and occasional bugs burdensome, potentially complicating rather than aiding their workflow.
In contrast, it’s more aligned with the needs of larger teams, making it more like a creative agency project management software. This focus on broader functionality and collaboration tools suits agencies that handle complex, multi-layered projects, where managing numerous tasks and team members efficiently is critical.
While tech-savvy users often find it intuitive and user-friendly, many encounter a steep learning curve, feeling overwhelmed by its abundance of options. It’s most suitable for individuals comfortable with intricate tools.
On the other hand, those seeking simpler alternatives may find Paymo or Basecamp to be more appealing choices.
Trello excels at managing tiny projects and personal tasks
ideal for Kanban enthusiasts, offering a visual flow of creative tasks
intuitive drag-and-drop interface perfect for designers, writers, and creatives
Cons
limited advanced features such as Gantt charts, time tracking, and documentation
it can become restrictive and cluttered for larger teams or those managing hundreds of projects.
while appealing to beginners, its simplicity may lead to an overwhelming number of boards and projects
Trello shines brightest for small or personal projects and fans of Kanban boards.
At its core, a Kanban board is like the whiteboard in your kitchen, where you stick colorful Post-it notes detailing tasks for the week. But instead of dinner plans or grocery lists, imagine using them to streamline work processes. Picture a graphic designer tracking their illustrations from Concept to Review to Final Edits, or a copywriter moving their articles from Drafting to Editing to Published.
For teams juggling multiple creative tasks, the Kanban board becomes an indispensable tool to visualize the flow of ideas, ensuring nothing gets lost in the creative shuffle and all projects receive the attention they deserve.
If you want project management software for creative agencies with less focus on the intricacies of project management methodology and more emphasis on boards, cards, and straightforward to-dos, this might be the right tool for your creative agency.
The simplicity of dragging and dropping cards across boards makes it intuitive for designers, writers, and other creative agencies.
While Trello offers an accessible board-centric approach ideal for simple projects, it has its constraints:
Trello’s design leans heavily on simplicity, which may fall short for teams needing advanced features like Gantt charts, time tracking, or documentation pages. If these are important for your creative team, then Paymo might be a better choice.
For larger teams or those handling a vast number of projects annually, like an office juggling 500-600 tasks, Trello’s structure can feel restrictive. It becomes incredibly challenging when team members, unfamiliar with its nuances, inadvertently create a maze of projects and boards. This often results in a cluttered workspace, making it arduous to track progress. In this case, Clickup might be a better option.
While Trello is a gem for Kanban enthusiasts and smaller tasks, it might not be the go-to choice for intricate projects or teams seeking comprehensive customization and advanced functionalities.
for creative teams who need improved automation in management
Pricing: Average
81
of 100
Pros
suited for creative teams handling multiple projects
streamlines processes with its automation capabilities
Cons
pricing starts higher than some other comparable tools
costs can rise quickly due to the add-on system
it may work slowly sometimes.
For creative teams, which often juggle multiple projects simultaneously, automation in project management is a tremendous asset, and Hive might be one of the best choices.
Hive’s ability to craft rules and workflows is invaluable. It streamlines processes by automating notifications or actions based on specific conditions. Imagine a scenario where, once a designer finishes a draft, Hive immediately notifies a copywriter to begin their contribution.
Or, when feedback on a concept hits a certain threshold, it prompts the commencement of the next creative phase. This seamless flow ensures the creative momentum is consistently maintained, which is a hallmark of effective agency project management software.
However, this convenience is not without its downsides. A primary concern for many is the cost. Hive’s pricing starts higher than comparable tools, and expenses can escalate rapidly because of its add-on system.
Users may pay extra for features like proofing, timesheets, and analytics. Interestingly, these features are included in the basic plans of alternatives such as Paymo or Wrike, which makes the cost factor even more noticeable when considering Hive.
many features, good customization, high focus on task manipulation
Pricing: High
79
of 100
Pros
many customization options & high flexibility
extensive features
dependent tasks and advanced task functions
project templates
Cons
setup complexity
steep learning curve
notifications overload
customer service issues
generic support responses
What truly distinguishes this project management software for creative teams is its capability to set up dependent tasks, establishing clear interdependencies.
This visual connection within tasks proves valuable for creative teams, especially those with a more technical inclination. While it might not resonate with every typical creative group, for the technically adept, it’s a boon.
The platform also boasts project templates, simplifying task initiation. Such templates are ideal for repetitive projects or tasks with consistent structures, enabling quick generation of tasks, conserving time, and maintaining uniformity.
Wrike‘s standout features are its vast functionalities and robust customization options. However, this flexibility can be a double-edged sword. Proper setup is crucial; without it, there’s potential for inefficiency, especially for those unfamiliar with its extensive capabilities.
Given its intricate design, it’s best suited for power or technical users who can harness its full potential. On the flip side, if your team comprises members less tech-savvy, they might face challenges. In such scenarios, alternatives like Asana, known for its beginner-friendly interface, or Basecamp, with its minimalist design, could be more appropriate, providing a more straightforward user experience than more intricate systems.
The customer service aspect also needs to do more to alleviate the problem. For instance, ClickUp, despite being a feature-rich platform with high customization options, is frequently lauded for its stellar customer support.
Users of ClickUp often commend its support team’s responsive and helpful nature. This highlights the importance of having a comprehensive tool and ensuring users can easily navigate and understand its intricacies with the help of a reliable support system.
Strong customer support can distinguish between users feeling empowered or overwhelmed by a platform’s capabilities. While ClickUp is often praised for its customer support, it’s worth noting that the platform is not necessarily easy to use for everyone, especially those unfamiliar with comprehensive project management tools.
However, if your organization’s needs require many features and high customization, ClickUp might be more suitable.
ideal for creative teams who need a forum-like workspace
Pricing: High
78
of 100
Pros
centralized platform to share files, chat, and assign tasks
clean UI; the dashboard looks and feels like a forum
visualization features like ‘Lineup’ (Timeline) or ‘Card Table’ (Kanban)
‘Focus mode’ that mutes notifications
Cons
limited project management features
lack of robust customization options for workflows; Kanban cannot be customized
prices make sense only for large creative teams (over 30 users)
Basecamp stands out in the realm of project management software for creatives with its strong emphasis on communication and collaboration.
If your project hinges on clear communication and you haven’t yet anchored yourself to platforms like Slack, Basecamp might be right up your alley. The platform makes it remarkably easy to connect, collaborate, and quickly touch base with anyone in your organization.
Moreover, with its integrated chat feature, there’s no need to juggle between external communication apps. This feature simplifies team interactions and brings all project dialogues under one roof, ensuring you always keep track of essential discussions or decisions.
However, it’s not all rosy. Basecamp leans towards a minimalist design, which might not appeal to everyone. You might feel a bit adrift here if you find solace in detailed, structured information displays. The tool is crafted for those who flourish in a clutter-free, focused workspace.
One significant limitation is its restricted customization options. When placed side-by-side with tools like ClickUp or Asana, which champion adaptability, Basecamp seems rigid.
While some might feel bogged down by Asana’s feature-packed interface, others might cherish Basecamp’s streamlined approach, which prioritizes minimalism and a distraction-free project management experience.
best for small creative teams in need of milestone automation
Pricing: Average
77
of 100
Pros
Dynamic Milestone Automation
intuitive design
worth its cost
frequent updates
responsive customer support
Cons
It could use more (advanced) features
limited integration options compared to major competitors
occasional performance issues with larger projects
Nifty‘s Dynamic Milestone Automation is a game-changer for creative teams. Flexibility is key in the fast-paced world of creative projects, where concepts evolve, client feedback reshapes deliverables, and creative direction can pivot unexpectedly.
With Nifty, the associated milestones update automatically when creative tasks need adjustment or timelines shift. The tool intelligently recalibrates project timelines if your team needs to extend a brainstorming session, add another round of revisions, or accommodate last-minute client requests.
This automatic recalibration eliminates the tedious task of manually updating milestones, giving creative directors and team leads a real-time view of their project’s progress. This feature is particularly valuable for creative agencies managing multiple campaigns simultaneously or teams working on complex, multi-phase creative projects where adaptability is essential.
Overall, Nifty’s user-friendly interface resonates well with creative professionals. Though it’s a relatively recent addition to the project management landscape (launched in early 2018), its few limitations are mainly due to its newness in the market.
Nifty stands out for its comprehensive feature set at a relatively competitive price compared to competitors. While Asana and Monday.com might offer more sophisticated workflow customization, and Slack provides more robust communication features, Nifty’s strength lies in offering a well-rounded package that eliminates the need for multiple subscriptions.
Most user feedback focuses on requests for additional creative-specific integrations and features. Surely, there are minor bugs and room for improvement, but the Nifty development team consistently updates and enhances the product to better serve creative workflows.
affordable and suitable for teams with limited budgets
Pricing: Low
76
of 100
Pros
cost-effective for entry-level project management
responsive and efficient support team
Cons
occasional lag or slow responsiveness
mobile app receives mixed reviews from users
limited features
enhancements are needed, especially for Gantt charts
steep learning curve
hard to customize
From an affordability standpoint, I examined various alternatives and found that nTask Manager offers good value for those on a tighter budget. Among project management tools for creative agencies, its entry-level pricing is notably affordable, though it does come with limited features.
Nonetheless, it could serve as a practical starting point for teams that are just beginning and might not have significant resources to allocate to a project management tool.
Indeed, while there might be more cost-effective options tailored for individual or personal use, what sets nTask Manager apart is its ability to offer this affordability at a team level. Admittedly, the functionalities might seem limited at first glance. However, with ingenuity and adaptability, teams often discover workarounds or alternative methods to circumvent some limitations.
In essence, it provides a foundation for teams, especially those on a tight budget, to build upon and adapt to meet their unique requirements. However, if your team’s requirements gravitate towards extensive features and high customizability, you should look beyond nTask Manager’s basics.
While it is a robust starting point for those new to project management tools, the demands of more intricate projects or dynamic teams might necessitate a platform with broader capabilities and adaptability like Asana or Monday.
for creative teams that need good time tracking and task management
Pricing: Average
75
of 100
Pros
it offers a vast array of features
a comprehensive suite of functionalities for project management
excellent for dynamic task management
the time tracking feature is highly praised
dashboards provide a clear overview of projects, workload, and team capacity
Cons
it might be slower than other apps
can become unresponsive at times
steeper learning curve for new users
some users find the system disjointed
Teamwork stands out with its rich features for creative teams juggling a myriad of tasks. It offers a wide range of functionalities, making task management more intuitive. If you often shift tasks and need a platform that adapts to your dynamic needs, Teamwork is what your creative process needs.
For creative teams, Teamwork’s extensive features can be a double-edged sword. On one hand, its capabilities are vast, but on the other, it might be slower than some alternatives, occasionally becoming sluggish.
Plus, there’s a learning curve that can be steeper for newcomers. Feedback from some users suggests they find it fragmented for their creative processes, with remarks like, ‘The system feels disjointed, and it just doesn’t click with me,’ and ‘Its wide range of features doesn’t necessarily make it superior. For our team, it felt overwhelming, leading to underutilization and inefficiencies.’
So, considering other options like Paymo or Basecamp might be more fitting if your creative crew values simplicity and intuitive design.
ideal for those with an Excel background, capitalizing on their existing skills
the transition from Excel to SmartSheet is intuitive for many due to its familiar features
it offers enhanced functionalities beyond Excel.
Cons
transition can be challenging for those unfamiliar with Excel
there are significant differences between Excel and SmartSheet, causing disorientation
not all Excel formulas and features have counterparts in SmartSheet
file uploading from Excel to SmartSheet can cause formatting issues.
SmartSheet may not recognize or interpret specific Excel-specific formulas
SmartSheet lacks some keyboard shortcuts familiar to Excel users
the interface can be less intuitive for complex project management requirements, leading some to prefer simpler platforms
For creative teams that often work with spreadsheets, Smartsheet offers an advanced alternative to traditional Excel.
For those designers and artists who’ve dabbled in Excel for budgets or schedules, adopting Smartsheet can feel like a natural progression, marrying the known with powerful new features. This platform seamlessly integrates with the rhythm of those comfortable with Excel’s mechanics.
Yet, not all creatives are spreadsheet enthusiasts. Some might find the switch challenging, not because of SmartSheet but due to personal hesitations. The leap from traditional design tools to a spreadsheet-focused platform can be steep for those unfamiliar with Excel’s intricacies.
As a creative leader, it’s crucial to gauge your team’s comfort with spreadsheets when considering tools. If a good number of your team have experience with Excel, leveraging Smartsheet could be a game-changer, enhancing their toolkit with elevated features.
While many find a smooth transition between Excel and Smartsheet due to their similarities, notable differences can cause confusion, especially in formulas and file uploading.
Key features and shortcuts familiar to Excel users are only sometimes present or compatible with SmartSheet, making the switch not seamless for everyone.
For complex project management needs, while Smartsheet is powerful, its interface can be tricky for some users. As a result, people might lean towards more straightforward, more user-friendly platforms like Paymo or Asana, even if they have fewer features.
FunctionFox shares similarities with Paymo, boasting features explicitly tailored for time tracking and billing.
These functionalities are crucial for creative teams, ensuring precise time logs and accurate client billing. If, for any reason, Paymo doesn’t resonate with your needs, FunctionFox stands as a commendable alternative worth exploring.
From the perspective of a creative team, Redbooth seems more user-friendly than many other project management tools we’ve explored. Its intuitive design makes it simple to navigate and utilize.
Features like real-time editing and task chats distinguish Redbooth from the crowd.
Additionally, having a straightforward mobile app is a plus when we need to work remotely or while traveling.
When it comes to cost, their pricing doesn’t make things complicated, which is a relief. Comparatively, when we looked into Wrike, there was a bit of a hiccup since you need to commit to a minimum of five licenses. That’s not always ideal, especially for smaller teams or startups that may not require that many seats initially.
On the other hand, ClickUp has a lot going for it, but some features we deemed essential were tucked away in their business or enterprise tiers. This can pose challenges for teams needing those features but not necessarily have the budget or scale to jump into a higher pricing bracket.
ActiveCollab blends simplicity with robust features, offering an intuitive interface that prioritizes ease of use without sacrificing depth. While rich in functionalities comparable to tools like Clickup, it limits customizability to maintain user-friendliness. Its design balances a clean, minimalist appearance and a robust backend.
While its interface is user-friendly, it doesn’t offer extensive personalization. This can be a drawback for those who value tailored aesthetics or need flexibility for complex team workflows and unique operational challenges.
ActiveCollab’s task management can present hurdles for intricate assignments and overlapping team roles in a creative team setting.
A task can only be designated to one individual, even though others can observe as watchers. This limitation is problematic for tasks that demand input from multiple contributors and is further compounded by subtasks needing individual due dates.
Consequently, tasks undergo regular reassignments and due date modifications, which introduces unnecessary manual management in what should be an efficient project management system.
Check this detailed ActiveCollab review to help you form an informed opinion before trying it out.
Notion’s strength lies in its custom databases, allowing teams to store diverse and intricate information tailored to their unique needs. This means creative teams aren’t just limited to simple task lists; they can architect detailed databases to capture every nuance of a project.
For instance, a creative team could design a database to track video projects, embedding columns for stages like “Storyboarding,” “Filming,” or “Post-production,” and further customizing each entry with details like shoot locations, talent involved, and feedback loops.
By customizing their view, teams can ensure they’re looking at what matters most to them, allowing for a more efficient and personalized workflow.
Flow presents a visually appealing interface that promises functionality and an enjoyable experience as you interact with the app. Even stacked against big names like Asana, its user experience shines.
Ensuring a tool is visually attractive is key when rallying a team around it. Beyond its aesthetic allure, Flow stands out with its clear, user-friendly design that can be adapted to meet specific demands, distinguishing it from the crowded space of project management tools.
While Flow offers many benefits, it has its limitations. One glaring omission is its lack of built-in time-tracking features. This can be a significant hindrance for businesses that rely on monitoring the duration spent on particular tasks or entire projects.
Time tracking ensures that resources are judiciously utilized and billing for client projects is accurate. Taking the example of a graphic design agency, understanding the hours dedicated to a specific design not only aids in billing clients accurately but also helps assess the efficiency of their design team.
Consider alternatives if having time tracking seamlessly integrated into your project management tool is non-negotiable. Paymo, for instance, brings robust time-tracking features to the table, making it a viable alternative to Flow in such scenarios.
Its unique pricing model sets Proprofs Project apart in the crowded landscape of project management tools. Instead of charging per user or feature, it has a single flat fee of 49.97, giving you access to unlimited users and functionalities.
This model benefits large creative teams, as costs can escalate quickly with other pricing structures. It’s an ideal way to experiment with a project management solution without the financial strain.
When contrasted with Wrike, there’s no need to purchase user packs as your team expands. Likewise, you won’t find yourself dipping into your pockets for add-ons, as you might with Hive, or paying extra for features deemed “advanced” or “enterprise-level,” as with ClickUp.
Additionally, the flat fee for the Proprofs Project is surprisingly affordable. The cost is comparable to what many platforms charge for just a handful of users. So, you get the advantage of unlimited users and features at a price equivalent to basic packages on other platforms. It offers remarkable value, especially for larger teams looking to dip their toes into project management.
From a creative team’s viewpoint, its robust quoting feature distinguishes Scoro from other tools. Scoro’s integrated quoting tool streamlines the process of drafting and sending quotes to clients.
With seamless integration with other Scoro features, it’s effortless to incorporate project specifics, monitor time and resources, and transform quotes directly into projects. This proves invaluable for creative teams often juggling numerous quotes and proposals. Moreover, the tool can be tailored to mirror our branding, ensuring each quote looks professional and aligns with our identity.
Some drawbacks of Scoro include its pricing structure, which is on the higher side. The cost escalates to access most of its features, making it potentially prohibitive for smaller companies, especially those primarily interested in time logging. In that case, Paymo is a more suitable and cost-effective alternative, especially for smaller companies or those on a tighter budget.
Planview’s OKR feature offers a roadmap for creative teams, turning abstract ideas into measurable results and aligning projects with overarching objectives.
Planview’s “Objectives & Key Results” (OKR) feature simplifies strategy management. You set big goals (objectives) and then define measurable steps (key results) to achieve them.
Each key result can be linked to specific projects, letting teams see how they progress toward more significant objectives. This means, at any point, you can see how your projects are directly helping achieve the team’s primary goals. If things go off-track, adjustments can be made. Plus, you can measure the real-world impact of your projects.
Several project management tools, like Wrike and Asana, offer features similar to Planview’s OKR for strategy management. While Wrike labels it “Company Goals” and Asana as “Strategic Roadmaps,” they all aim to connect projects with strategic objectives. However, Planview’s OKR is often considered one of the most thorough in the field.
Podio differentiates itself from other project management tools with its strong emphasis on workflow automation. This proves particularly beneficial for creative teams. Take a design project within Podio, for instance:
Once a piece is ready, you can initiate a workflow that instantly forwards the design to multiple stakeholders for their input. Reminders or notifications can be sent out if feedback isn’t received within a set timeframe. Once greenlit, the workflow can generate a new task, signaling the production team to commence. This automation ensures a smooth, uninterrupted creative journey, minimizing manual oversight.
Podio and Hive both help with automation but in different ways. While Hive’s setup for workflows is more straightforward and offers more pre-made options, Podio’s setup is trickier for newcomers.
However, Podio offers more depth, allowing for intricate workflows with advanced data and logic features.
Key decision factors when choosing the best creative project management software
Choosing the right creative project management software can significantly influence your projects’ success and your team’s efficiency. Here are some key decision factors I took into account when considering which tools to recommend:
Time-tracking features are vital for creative teams because they ensure accurate client billing, optimize resource allocation, provide insights into project efficiency, and aid in evaluating team productivity. For instance, a design studio can accurately bill clients for hours spent on the artwork, assess which phases consume the most time, and adjust workflows or resources for future projects.
Invoicing features. Consider a creative agency working on multiple campaigns. After finalizing a video advertisement for a client, the team can immediately generate an invoice within the same PM tool, factoring in the hours logged, any additional expenses incurred, and any pre-agreed rates or discounts. This ensures that billing is timely and reflects the actual work done, and the agency can maintain a steady cash flow without delays.
Visualization options: Kanban, Gantt chart. Kanban boards track task progression for a creative agency, while Gantt charts visualize project timelines and dependencies, ensuring efficient workflow, deadline adherence, and optimal resource allocation. For example, in a creative agency developing a marketing campaign, a Kanban board might be used to track the creation of different campaign elements (like graphics, video content, and copywriting). Each element moves through stages, from ideation to approval. Simultaneously, a Gantt chart could outline the entire campaign timeline, showing when the video shoot needs to be completed to allow time for post-production before the campaign launch. If the video shoot is delayed, the Gantt chart would visually indicate how this delay might affect subsequent tasks and the final launch date.
Collaboration and communication features. For a creative team, collaboration and communication tools streamline interactions and unify visions. For example, during a website redesign, integrated chat and annotation features can allow a graphic artist, developer, and client to align on changes instantly, reducing iterations and ensuring the final output meets expectations.
Customizable dashboards allow for a tailored view of project data, aligning with the unique needs and workflows of the creative process. By personalizing dashboards, teams can prioritize information, quickly access relevant details, and monitor key metrics, ensuring that the team remains focused on essential tasks while fostering creativity. For example, a video production team might prioritize timelines and asset tracking on their dashboard, while a graphic design team may emphasize feedback loops and revision histories.
Task & milestone tracking is essential for creative teams because they provide a structured framework in an often fluid and dynamic creative process. They ensure that projects progress on schedule, help align various creative elements towards a unified goal, and offer clarity about individual responsibilities. For instance, when producing a film, tracking tasks ensures that scriptwriting, casting, filming, and post-production happen sequentially, while milestones like “principal photography completion” give a clear checkpoint, ensuring timely progress and alignment of the entire team.
Ease of use/intuitiveness. When a tool is intuitive, team members can focus on their primary tasks – designing, writing, illustrating, etc. – rather than spending excessive time learning or troubleshooting the tool. In essence, an easy-to-use tool amplifies creativity by reducing unnecessary friction.
Support & customer service. When issues arise, timely and effective support prevents prolonged downtimes and data loss, allowing the creative team to maintain momentum. Given the often tight deadlines and client expectations these teams face, any tool-related delay can have cascading effects.
Feedback from other users is vital in a PM tool for creative teams because it offers real-world insights into the tool’s strengths, weaknesses, and potential issues. Such feedback can guide a team in understanding how the tool fits within various creative workflows, what customization might be necessary, and how to avoid common pitfalls. Additionally, user feedback can highlight beneficial features or practices that the team might have yet to initially consider, optimizing the tool’s usage and the team’s overall productivity.
Budget and Pricing are essential for smaller creative teams or those with fluctuating project demands; excessive costs can strain budgets and divert funds from other essential areas, such as talent acquisition or software upgrades. For example, suppose a small design agency allocates a disproportionate budget to an overly complex PM tool. In that case, it may lack the funds for designing software subscriptions or training sessions, compromising the quality of its output and the development of its team members.
Integrations. The software must be able to connect with external applications, such as a CRM, a social media scheduler, an email marketing tool, and more.
Conclusion
The landscape of project management tools offers a rich array of options tailored to the specific needs of creative teams.
For small businesses, Paymo shines with its top-notch time tracking and invoicing. Monday allows niche customization, while Asana’s vast features cater to tech-savvy creative teams. Clickup addresses diverse project needs, and Trello is a haven for Kanban enthusiasts.
Hive significantly elevates automation capabilities, whereas Wrike emphasizes task manipulation with many features. For those familiar with Excel, Smartsheet offers a comfortable transition. Ntask is a budget-friendly choice, and Teamwork excels in time tracking and task management for creatives.
The best fit ultimately depends on each creative team’s unique requirements and workflow.
Laurențiu Bancu
Author
Laurențiu started his marketing journey over 18 years ago and now leads a marketing team. He has extensive experience in work and project management, and content strategy. When not working, he’s probably playing board games or binge-watching mini-series.
Alexandra Martin
Editor
Drawing from a background in cognitive linguistics and armed with 10+ years of content writing experience, Alexandra Martin combines her expertise with a newfound interest in productivity and project management. In her spare time, she dabbles in all things creative.