Free project management software offer multiple functionalities from managing tasks and assigning document reviews, to building Kanban boards, Gantt charts and setting alerts and reminders. While free project management tools have limited functionality compared to paid versions, they can be an accessible starting point for project managers of all experience levels to digitize processes and maximize efficiency without investment.
The Geekflare team has listed out some of the best free project management software that offer genuine no-cost plans. Whether you’re a solopreneur, freelancer or lead small teams, these tools provide basic features to help organize tasks, track progress, communicate with stakeholders and develop comprehensive project plans without the hefty subscription fees.
- nTask – Best for Task Management
- ClickUp – Best for Personal Use
- Miro – Best for Visual Collaboration
- Trello – Best for Kanban Board Lovers
- MeisterTask – Best for Workflow Integration
- Notion – Best for All-in-One
- Monday.com – Best for Team Collaboration
- Todoist – Best for Personal Task Management
- Any.do – Best for Daily Planning
- OpenProject – Best for Open Source Enthusiasts
- Asana – Best for Workflow Flexibility
- Wrike – Best for Scalable Project Planning
- Atlassian Jira – Best for Agile Software Development Teams
- Airtable – Best for Database-Driven Project Management
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nTask
Best for Task Management
- Collaboration ToolsMeeting Scheduler, Real-time updates
- Customization OptionsHigh
- Customer SupportChat, Knowledge base
About nTask
nTask is a web-based project management software designed to streamline work processes, boost productivity and improve risk management for teams of all shapes and sizes. Founded in 2016 and headquartered in Texas, nTask provides users with a comprehensive suite of features focused on task organization, delegation, and collaboration.
The free version of nTask is a great option for basic task management, especially for small teams or individuals because it offers all the core functionalities you need to organize your workload without any clutter. You’ll be able to create unlimited tasks and to-do lists with due dates, assign them to one or more team members, and easily track the progress of each.
Customizing your workflow to suit you is easy thanks to multiple views, and mobile apps for both Android and iOS. Once you add in file sharing, easy commenting and real-time notifications that streamline collaboration and keep your whole team on track — it’s easy to see why nTask is the go-to task management solution for over 200,000 people and growing fast.
nTask Features
Unlimited workspaces and tasks: Create as many workspaces as you need to keep all your tasks separated across different projects and departments.
Task management: Create unlimited tasks, assign them to team members (up to 5 in the free plan), set due dates, and priorities. Descriptions and checklists add clarity and simplify multi-step tasks.
Basic time tracking: Track how much time is spent working on each task and use the insights to boost your productivity and improve workflows in the future.
Real-Time Collaboration: Discuss tasks and keep everyone informed of the latest updates through comments and file sharing within tasks.
Multiple view formats: Organize tasks according to your preference with lists that provide a simple overview, grids that allow for a more detailed breakdown, and calendars that make it easier to visualize deadlines.
Free integrations: Connect nTask with popular tools like Google Calendar, Outlook Calendar, Slack, Zapier and more to streamline your workflow and centralize your work.
Basic meeting management: Keep your team aligned and make sure everyone is aware of upcoming meetings by tracking and scheduling them directly within nTask.
Issue tracking: Make timely resolution simple and keep projects moving forward by identifying and tracking any issues or roadblocks that come up while working on a task.
Mobile apps: Free iOS and Android apps add flexibility and help you stay on top of your work even when you’re away from your desk, or if your team works remotely.
Additional Paid Features of nTask
Kanban boards and Gantt charts: Visualize your workflow with Kanban boards and plan your projects with interactive Gantt chart software for better project oversight and scheduling.
Subtasks and dependencies: Make workflows more logical by establishing dependencies between tasks and breaking complex ones down into smaller, manageable subtasks.
Risk tracking and advanced reporting: Identify and manage potential project risks to mitigate their impact, and generate comprehensive reports to analyze project performance.
nTask Pros/Cons
No complicated setup or onboarding process required to get started.
Ideal for individual use or small teams with straightforward needs.
Enables basic teamwork through comments, file sharing, and @mentions.
Track the time spent on tasks to gain insights into individual task durations.
Lacks advanced project management features.
Only offers 100 MB of storage, which might be insufficient for projects with many files.
Only allows up to 5 team members.
ClickUp
Best for Personal Use
- Collaboration ToolsDocs & wikis, Real-time chat
- Customization OptionsHigh
- Customer SupportKnowledge base, Community forum
About ClickUp
ClickUp is a project management software developed by ClickUp Technologies, Inc. based in San Diego. Their mission is to replace the need for multiple, disconnected productivity tools with a single unified platform. Known for its versatility and ability to adapt to a wide range of workflows and use cases, ClickUp’s features help users organize all aspects of their personal and professional lives.
ClickUp’s free forever plan is ideal for personal use as it provides unlimited customization of tasks and projects regardless of complexity. Its variety of customizable views, including Kanban boards, let you visually organize tasks in whichever structure best suits your needs and work style.
Whiteboards, in-app collaboration and communication tools keep all your information centralized in one hub for efficient personal productivity. And basic customizable fields make it possible to tailor ClickUp even further so it suits your personal needs and custom schemas.
ClickUp Features
Free Features of ClickUp
Unlimited tasks and collaborators: Keep friends, family and team members in the loop by inviting as many people as needed to collaborate on unlimited projects with any number of tasks.
Real-time chat: Communicate and collaborate with yourself (think setting reminders or leaving notes for future reference) and others using the built-in chat feature.
Multiple list views: A variety of list views (Everything, List, Board, Calendar, Kanban) let you organize your tasks in a way that works best for you.
Collaborative docs and whiteboards: Draft documents, brainstorm ideas, make comments, and take notes without needing to switch between multiple tools.
Simplify complex tasks: Divide large projects into manageable tasks with subtasks and checklists, and set reminders and due dates to stay on top of deadlines.
Basic custom fields: Tailor ClickUp to your specific needs by creating custom fields to categorize and manage your tasks with all the information that’s important to you.
24/7 Support: Get help whenever you need it with ClickUp’s free 24/7 support resources.
In-app video recording: Record quick video clips to explain tasks or document ideas visually.
Sprint management: Plan and manage sprints for iterative projects (helpful if you’re following an Agile workflow).
Paid Features of ClickUp
Advanced reporting: Identify bottlenecks, optimize resource allocation, and make data-driven decisions with deeper insights into project progress and team performance.
Time tracking and management: Improve team accountability, project budgeting, and workload distribution with time tracking functionalities including timesheets, workload management, and advanced time estimates.
Access to custom AI: Automatically generate subtasks based on descriptions, summarize comment threads, write updates autonomously, and more with your custom AI project manager.
ClickUp Pros/Cons
Access tasks and projects even when offline with Android and iOS mobile apps.
Wide range of project views to personalize your workspace and fit your workflow.
Central hub to streamline task management and collaboration and improve efficiency.
Basic integrations with popular tools like Slack and Google Drive allow for simple workflow automation.
Extensive features can be overwhelming for new users.
Limited storage for files and attachments.
Advanced privacy and security features, time tracking and Gantt charts only available in paid plans.
Miro
Best for Visual Collaboration
- Collaboration ToolsShared Workspace, Video Walkthroughs
- Customization OptionsLimited
- Customer SupportHelp center – Knowledge Base
About Miro
Miro is a collaborative online whiteboard platform that allows teams to brainstorm, design, and manage projects visually. It offers a flexible workspace with tools like sticky notes, mind maps, Kanban boards, and flowcharts. Miro was founded in 2011 and is now one of the leading visual collaboration platforms.
Miro excels at core visual collaboration needs like unlimited canvases and real-time co-editing. Its diverse library of templates also provides focused workspaces for various project stages, from ideation to execution. These features make synchronous and asynchronous collaboration seamless.
Miro Features
Free Features of Miro
Visual tools: Use a wide range of visual elements like sticky notes, whiteboards, mind maps, Kanban boards, and flowcharts to represent ideas and workflows.
Pre-built templates: Get started quickly with a wide range of project templates for various project phases, including mind maps, flowcharts, Kanban boards, and user journey maps.
Real-time collaboration: Work simultaneously with your team on projects, see edits and updates instantly, fostering better communication and brainstorming.
Infinite canvas: Unlimited creative space without constraints.
Basic integrations: Connect Miro with popular tools like Slack, Google Docs, Google Sheets, and Figma to streamline your workflow
Basic card features: Create cards, assign ownership, and add due dates to manage simple tasks within your visual workspace.
Mobile apps: Access and edit your boards on the go with the Miro mobile app for iOS and Android devices.
Additional Paid Features of Miro
Private boards: Create private boards for confidential information or project proposals.
Advanced card features: Add labels, priorities, and custom fields to cards for more sophisticated task management.
Analytics and reporting: Get insights into team activity and project progress with detailed analytics and reporting features.
Miro Pros/Cons
Thousands of free templates make it easy to get started with visual collaboration.
More engaging than traditional text-based tools.
Comments and chat tools make direct feedback and discussion easy.
Scalability makes it suitable for even the largest teams.
Limited integrations offered in the free plan may hinder easy workflows.
Guest editing is not allowed, which complicates collaboration with external stakeholders.
Basic card functionality is less suitable for complex project management needs.
Trello
Best for Kanban Board Lovers
- Collaboration ToolsKanban Boards, Activity logs
- Customization OptionsLimited
- Customer SupportCommunity Support
About Trello
Trello is a visual project tracking software that uses Kanban board tools to organize tasks and manage workflows. Founded in 2011, Trello was acquired by Atlassian in 2017. Its core functionality focuses on customizable digital cards that move across labeled lists representing the different stages of a project.
Trello excels at Kanban-based project management through customizable digital boards, lists, and cards. Users can easily customize cards with checklists, attachments, due dates and move them across lists by simple drag-and-drop as tasks are completed. This visual workflow structure is ideal for teams that prefer the Kanban approach.
Trello Features
Free Features of Trello
Unlimited checklists: Break down tasks into smaller, manageable steps using checklists within each card.
Labels: Organize cards by assigning different colored labels to categorize tasks.
File attachments: Attach relevant documents, images, or videos to cards for easy reference.
Mobile apps: Manage projects and collaborate with your team from anywhere using Trello’s free iOS and Android apps.
Collaboration features: Mentions, commenting, and assigning cards to team members allows teams to work effectively together on projects.
Drag-and-drop functionality: Clear visual representations of workflows thanks to the ability to drag cards easily from one list to another.
Activity log: Keep track of who made what changes to a board and when so you can stay up-to-date on project progress at all times.
Basic automation: Automate repetitive tasks like moving cards between lists when a checklist is completed or due date is reached with the Butler automation tool
Additional Paid Features of Trello
Power-Ups: Power-Ups are Trello’s app integrations that allow you to connect various third-party tools and services to enhance Trello’s functionality.
Multiple board views: Paid plans offer additional board views like Calendar, Timeline, and Table for a more comprehensive view of your projects.
Enterprise-grade security features: Advanced security features suitable for larger organizations.
Trello Pros/Cons
A clear visual overview of project tasks and progress
Unlimited cards make it easy to manage large projects
Customizations provide flexibility to fit any project or workflow needs
Limited storage for the files attached to cards
Free plan only offers Kanban view
Simplicity may not be suitable for complex projects
MeisterTask
Best for Workflow Integration
- Collaboration ToolsOn-Note Discussions, Presentation Mode
- Customization OptionsHigh
- Customer SupportCommunity Forum
About MeisterTask
MeisterTask is a task management tool designed to help teams collaborate and manage projects effectively. It offers a user-friendly interface with a focus on visual task management through Kanban boards. MeisterTask was created by Meister, a company founded in 2006 that also offers MindMeister and MeisterNote.
MeisterTask’s free plan excels at workflow integration through the Kanban boards, task dependencies, and basic automation capabilities that it includes. It’s this functionality that allows users to connect tasks visually and streamline workflows by automating repetitive tasks. The free version of this project scheduling software provides strong baseline functionality for managing core processes through three designated projects.
MeisterTask Features
Free Features of MeisterTask
Unlimited tasks: Create as many tasks as you need within your three allowed projects.
Checklists and file attachments: Split complex tasks into smaller, manageable steps and attach relevant files up to 20MB for reference.
Mobile apps: iOS and Android apps make it easy to access your tasks and projects on the go.
Task assignment and due dates: Ensure accountability by assigning tasks to specific team members and keep everyone on track by setting deadlines.
Basic search: Search for tasks by keyword to quickly find what you need within your workflows.
Additional Paid Features of MeisterTask
Guest access: Give external collaborators access to specific projects.
Priority support: Get faster response times and dedicated support from MeisterTask.
Reports and analytics: Get insights into workflow performance with detailed reports and analytics.
Advanced automations: Create more complex automations with conditional triggers and actions.
MeisterTask Pros/Cons
Connects tasks and automates processes to streamline workflows.
Drag-and-drop interface makes it easy for teams to learn and adopt MeisterTask.
Seamless integration with various popular productivity tools.
It is not the best tool for teams with many ongoing projects.
Basic automations may not support highly complex workflows.
Limited customer support for free users.
Notion
Best for All-in-One
- Collaboration ToolsShared Workspaces, Guest Invites
- Customization OptionsHigh
- Customer SupportKnowledge Base, Community Forum
About Notion
Notion is a powerful digital workspace created by Notion Labs in 2013. Notion integrates the functionality of wikis, documents, calendars, Kanban boards, databases and more into a single, flexible platform. With this powerful combination of features, users can write, plan and organize their work in various formats according to what they need and want.
Notion is well-suited for the all-in-one use case for two main reasons. First, it combines the functionality of multiple project management tools into a single platform. Second, users can view and structure content in various formats — combining things like pages, calendars, databases, and more based on their unique needs.
This flexibility as well as its limitless block and page functionality provides plenty of space to organize complex projects while maintaining a clean interface. Additionally, Notion offers collaboration tools and templates in the free version, further cementing it as a versatile option for individuals and small teams.
Notion Features
Free Features of Notion
Unlimited pages and blocks: Create an unlimited number of pages and blocks to organize projects.
Multiple content views: View content as pages, calendars, databases, Kanban boards and more.
Basic collaboration: Share your workspace and collaborate with up to 10 guests.
Task management: Assign tasks and subtasks to team members, establish dependencies, set deadlines and track progress within your project pages.
Basic integrations: Connect Notion to tools like Google Drive and Slack.
Mobile apps: Access your Notion workspace on iOS and Android devices.
7 day history: Track changes made to your workspace over time and revert to previous versions if necessary.
Customizable templates: A variety of free templates to help you get started with common project management tasks, such as meeting agendas and project roadmaps.
Basic page analytics: This includes a list of page viewers and a chart that shows views over time.
Powerful search: Use custom properties and comprehensive filtering to quickly find any information within your workspace.
Additional Paid Features of Notion
Advanced team management: Use permission groups, granular admin roles, team spaces, user provisioning, and advanced permission controls to easily control access for team members and 100+ guests.
Notion AI: Take advantage of Notion’s AI assistant to generate meeting summaries, automate tasks, improve writing, and more (paid add-on).
Security and compliance integrations: Integrate with SEIM and DLP tools to comply with regulatory requirements and centralize audit logs.
Notion Pros/Cons
All-in-one functionality reduces the need for multiple tools, platforms, or software.
High degree of flexibility in how you organize and manage your projects.
Search function is one of the best available.
Steeper learning curve compared to simpler project management tools.
Overwhelming variety of options can be distracting for some.
Customer support limited to knowledge base and a community forum.
monday.com
Best for Team Collaboration
- Collaboration ToolsWhiteboards, Embedded Documents
- Customization OptionsHigh
- Customer SupportKnowledge Base
About monday.com
monday.com is a visual work operating system (Work OS) designed to help teams of all sizes easily manage all their projects and collaborate from any location. It offers a central hub with boards, docs, timelines, automations and integrations to help teams stay organized, track progress and meet deadlines. Founded in 2012, the company is a leading cloud-software provider based in Israel.
monday.com facilitates team collaboration in two key ways. First, its interface revolves around customizable boards that serve as digital workspaces where teams can collaborate on projects in real-time. Different views like Kanban boards and calendars empower team members to visualize work in a way that makes the most sense.
Second, monday.com allows for centralized, real-time communication within projects. Team members can comment on tasks, share files, and mention each other directly in boards to stay informed of all updates and progress in one central location. Changes are instantly visible to the entire team, keeping workflows streamlined as everyone remains on the same page in real time. This centralized communication streamlines collaboration in this Agency Project Management Software and eliminates the need for separate channels that could cause delays or confusion in coordination.
monday.com Features
Free Features of Monday.com
Kanban boards: More effective collaboration with a clear and easy-to-understand overview of projects, tasks, and deadlines.
200+ templates: Pre-built templates for common workflows, such as project management, marketing campaigns, and software development help you get started quickly.
Activity stream: Stay up-to-date on project progress with updates and notifications in one easy to review feed.
iOS and Android apps: Keep your team connected and on track with mobile apps for iPhone and iPad, as well as Android devices.
Collaborative documents: Team members can create and edit documents and forms, and work together on content in real-time.
Additional Paid Features of Monday.com
Guest access: Collaborate with external users on specific projects by granting them guest access to your boards.
Priority support: Paid plans include 24/7 support via live chat, email, or phone.
Advanced features: Take advantage of additional features like time tracking, unlimited free viewers, formulas, task dependencies, and milestones, as well as integration and automation actions.
monday.com Pros/Cons
Visualize key project data and gain valuable insights with dashboards.
Mobile accessibility ensures you and your team can stay connected and access project information on the go.
Speed up setup and jump right into managing your projects using industry-standard workflows thanks to templates.
Not ideal for teams dealing with large files or extensive documentation due to limited storage.
Single dashboard restricts the ability to visualize data and gain insights from multiple projects simultaneously.
Free plan only allows 2 users.
Todoist
Best for Personal Task Management
- Collaboration ToolsTask Assignment, Project Notes
- Customization OptionsModerate
- Customer SupportEmail, Community Forum
About Todoist
Todoist is a task management app designed to help you capture, organize, and prioritize tasks. It features a user-friendly interface and powerful features to help you stay on top of your personal to-do list. Doist, the remote first company behind Todoist, was founded in 2007 and is focused on building simple and efficient productivity tools.
Todoist excels at helping users manage their individual to-do lists through features like natural language recognition and powerful organizational capabilities. Tasks can be quickly added through natural descriptions and then structured according to your preferences using projects, labels, priorities, and due dates for clear focus. Its clean and simple interface makes it ideal for personal use without becoming overwhelming.
Todoist Features
Free Features of Todoist
Projects and labels: Organize tasks into 5 projects (e.g. Work, Personal) and batch similar tasks within each project together using descriptive labels(e.g. @email, @birthday).
Smart task adds: Easily add tasks with natural descriptions that include details like day and time, end dates, recurring instances, and priorities.
Recurring tasks: Set tasks to automatically repeat according to your needs, such as every Monday, every three days or every day at a set time.
Subtasks: Manage large tasks by breaking them into individual steps or subtasks, and even break subtasks down into smaller steps.
Collaboration tools: Collaborate with and assign tasks to up to five people, and discuss tasks in-app with commenting functionality.
90+ integrations: Connect Todoist to other tools that you use regularly, including calendars, team management tools, and automation tools.
Prioritize tasks: Assign one of four colored priority levels to help you quickly see and focus on important tasks first.
Up to 3 filters: Create custom board or list layouts based on different filters such as labels, project, and due date.
Additional Paid Features of Todoist
AI assistance: Leverage the AI assistant extension to help you plan projects and tasks more effectively, get tips on how to complete a task, and rephrase a task as an action.
Automatic backups: All tasks are automatically backed up, so you can easily restore any that you might accidentally delete or want to duplicate in another project.
Time tracking: Manage your day and time more effectively be setting a start time and duration for each of your tasks.
Todoist Pros/Cons
Natural language recognition makes adding tasks quick and easy.
Cross-platform availability makes it accessible from anywhere.
Specifically designed to help you manage your individual to-do list.
Fewer integrations compared to some other project management tools.
No file attachments, reminders, or time tracking in the free plan.
Any.do
Best for Daily Planning
- Collaboration ToolsNone
- Customization OptionsModerate
- Customer SupportHelp Center
About Any.do
Any.do is a to-do list application designed to help individuals, teams and families stay organized and get things done. It offers a user-friendly interface with various features to prioritize tasks, set reminders, and track progress. Founded in 2011 by Omer Perchik and Omer Zeitoun, Any.do has grown to over 20 million users worldwide.
Any.do’s “My Day” offers a dedicated space to focus only on the most important tasks for each day. Smart suggestions powered by AI help users prioritize tasks and make the most of their time by recommending items based on importance and due dates.
Integrating calendars with this allows users to view scheduled events alongside planned tasks, ensuring their day is optimally structured. These strengths make Any.do a strong project planning software that is particularly effective for organizing daily workflows.
Any.do Features
Free Features of Any.do
Powerful daily planner: Start fresh each day and add your most important tasks from various sources (to-do lists, projects, suggestions), prioritize them, and set reminders.
Smart suggestion engine: Stay focused and avoid getting overwhelmed by your to-do list with recommended tasks that are due today or require immediate attention.
Calendar integrations: Get a holistic view of your day and plan tasks around any appointments or events you may have.
Tasks and lists: Create and manage tasks and to-do lists for different aspects of your life, including home and work.
Reminders and subtasks: Break large tasks into more manageable steps, and set reminders to make sure you stay on track.
Cross-platform access: Manage tasks from any device via the mobile app, web, wearables, and desktop.
Additional Paid Features of Any.do
AI-powered assistant: Utilize Any.do’s AI assistant to automate tasks and receive personalized suggestions.
Multiple Users, Teams: Add team members for collaboration.
Location-based Reminders: Set reminders that trigger based on your location.
Whatsapp reminders: Create tasks and receive reminders directly within WhatsApp.
Any.do Pros/Cons
Seamless access across all major devices and platforms.
Smart suggestions help prioritize tasks and boost productivity.
Calendar integration provides a unified view of the day’s commitments.
Features like recurring tasks and priority levels are missing.
The free version doesn’t include Kanban boards and can only be used by one person.
OpenProject
Best for Open-Source Enthusiasts
- Collaboration ToolsMeetings Management, Documents, Wikis
- Customization OptionsHigh
- Customer SupportCommunity Tickets and Forum
About OpenProject
OpenProject is a web-based, open-source project management software that supports classic, agile, and hybrid project methodologies. It is developed and maintained by OpenProject GmbH, a German company with a global community of developers committed to providing a powerful yet secure project management solution.
OpenProject is ideal for open-source enthusiasts, as the code is publicly available, so anyone has the freedom to modify and contribute to its development. This transparency resonates well with users who value control and customization of their software.
Additionally, OpenProject benefits from a large and active open-source community that provides important support, security and code review, feedback and new capabilities through ongoing contributions.
OpenProject Features
Free Features of OpenProject
Project management and tracking: Create project roadmaps, manage tasks with breakdowns, visualize schedules with Gantt charts, and compare baselines.
Agile methodologies: Utilize Kanban-style boards and manage backlogs and tasks for Scrum projects.
Manage time and costs: Schedule tasks, define workweeks, monitor project costs and track time spent on projects.
Team collaboration: Manage meetings, share a calendar, collaborate on discussions, and utilize forums for communication.
Customization: Personalize your workspace with custom fields and workflows (limited options), and manage user permissions.
Integrations: Integrate with Nextcloud for file storage and utilize the API for building custom integrations (limited functionalities in the free version).
Search and knowledge base: Feature set: Full-text search, help texts. Description: Use full-text search to locate project information and access helpful documentation within OpenProject.
Additional Paid Features of OpenProject
Professional support: Offers priority support through dedicated account managers and faster response times.
Enterprise add-ons: Extended functionalities like team boards, team planners, custom action buttons, and OneDrive and SharePoint integration.
Single sign on and antivirus scanning: Enhanced security features make it easier to protect your most important business information and data.
OpenProject Pros/Cons
Freely available open-source code allows for transparency and customizations.
A large, active community provides excellent support.
Free version offers robust features for basic project management.
Strong focus on data security and privacy protection.
Learning curve may be steeper than simpler alternatives.
Limited customization in free version compared to paid plans.
Free support relies on community versus dedicated support in paid plans.
Asana
Best for Workflow Flexibility
- Collaboration ToolsBoard View Projects, Activity Log
- Customization OptionsHigh
- Customer SupportCommunity Forum, Help Center
About Asana
Asana is a work management platform that helps teams organize, track, and complete their tasks. Founded in 2008 by Dustin Moskovitz and Justin Rosenstein, both former Facebook employees, Asana’s mission is to help teams work together more effectively. The platform offers a variety of features to manage projects, tasks, and workflows with a strong focus on customization and flexibility.
Asana’s free plan offers multiple project views that allow you to see your tasks in different formats like lists, boards, calendars, and timelines. The free plan also allows for highly customizable fields, so tasks can be tailored to specific projects.
Basic rules and automations help streamline repetitive tasks. Combined, these features provide a high level of flexibility that makes Asana well-suited for teams with diverse and changing workflow needs.
Asana Features
Free Features of Asana
Multiple project views: List, board, calendar, and timeline views to customize how you see your work
Task management: Create, assign, schedule tasks and divide big tasks into smaller tasks.
Comments and attachments: Collaborate through commenting and attaching as many files of up to 100mb as you need to any project or task.
100+ free integrations: Connect Asana and extend its functionality by connecting to your favorite apps including WebWork Time Tracker, Zapier, Slack, Google Drive and more.
Mobile apps: Access Asana from iOS and Android devices
Additional Paid Features of Asana
Customizable fields: Add custom fields to track priority, status, assignee, and other details
Portfolios: Group related projects in portfolios for high-level tracking.
Workload management: Ensure balanced workloads for all team members.
Asana Pros/Cons
Highly customizable workflows to meet any team’s unique needs.
Flexible project views keep teams organized in the format of their choice.
Free version accommodates up to 10 users, making it accessible for starters.
Integrates smoothly with various collaboration tools.
Storage, automation, and permission limits in free version.
Self-service support without live options.
Tools for portfolio and workload oversight reserved for paid tiers.
Wrike
Best for Scalable Project Planning
- Collaboration ToolsProject Templates, File Sharing
- Customization OptionsHgh
- Customer SupportHelp Center, Community Forum
About Wrike
Wrike is a cloud-based project management platform and resource management software designed to empower teams of all sizes to collaborate effectively, streamline workflows, and achieve goals. Founded in 2006 and headquartered in Foster City, California, Wrike offers a comprehensive suite of features to plan, manage, and track projects. This makes it a great choice for teams with complex workflows that need a solution that can scale with them.
Wrike’s free plan allows for an unlimited number of collaborators, making it ideal for scaling teams and involving external stakeholders. With 2GB of free storage, all essential project files and documents can be centralized within Wrike to keep everything organized and accessible to distributed team members. And the Kanban-style board view provides a visual way to track workflows and task progress at a glance.
Wrike Features
Free Features of Wrike
Task management: Create, assign, and track up to 200 tasks and subtasks with due dates and assignees.
AI content generation: Brainstorm ideas, and generate briefs or plans with Wrike’s self-learning AI.
Board view: Visualize workflows and task progress using the Kanban-style board view.
Mobile apps: Access projects and tasks using the mobile apps for iOS and Android.
Email integration: Receive alerts for task assignments and deadlines; or create, update and engage with tasks from your emails.
Unlimited collaborators: All team members and clients can be involved in projects without limits.
2GB storage: Essential files and documents can be stored centrally for all to access.
Real-time activity stream: See and comment on all the latest changes to shared tasks, folders and projects.
Additional Paid Features of Wrike
Gantt charts and time tracking: View project timelines with Gantt charts and improve resource management by tracking time spent on tasks.
Advanced reporting: Gain deeper insights into project performance and create custom dashboards with advanced reporting and analytics tools.
AI risk prediction and work creation: Prioritize to-do’s, detect action items and predict risk factors based on frequent issues and historical patterns.
Wrike Pros/Cons
Real-time features and various communication tools keep teams connected and ensure everyone stays informed.
Self learning AI helps make project management and planning more efficient.
Facilitate seamless collaboration with features like shared workspaces and task discussions.
Limitations on features like storage space, automation capabilities, reporting, and security.
Lacks advanced features like resource management, real-time analytics, and robust security options.
Atlassian Jira
Best for Agile Software Development Teams
- Collaboration ToolsProject Boards, Goal Tracking
- Customization OptionsHigh
- Customer SupportCommunity Forum
About Jira
Atlassian Jira is a project management software designed specifically for agile teams developing software projects. Created by Australian company Atlassian, Jira focuses on creating collaborative tools that empower teams to work together effectively. Jira utilizes a system of boards, sprints, and prioritized issues to help teams plan, track progress, and manage their work from ideation to release.
Jira offers visual Kanban boards that allow teams to see the workflow of their software development process. Tasks can be easily moved between stages like “To Do,” “In Progress,” and “Done,” providing a clear view of progress. Jira also supports Scrum boards, another popular project management technique.
Teams can create sprints, assign tasks to specific iterations, and track burndown charts to visualize their progress. Jira links to version control platforms like Git, and excels at issue tracking and bug reporting. Teams can create detailed issues with descriptions, screenshots, and attachments. They can also assign issues to specific developers and track their resolution.
Features
Free Features of Atlassian Jira
Kanban Boards: Visual boards to track tasks through “To Do,” “In Progress,” and “Done” stages.
Agile Scrum boards: View sprints, assign tasks, and track burndown charts.
Issue tracking and bug reporting: Create issues with attachments and assign them to developers.
Unlimited goals: Create goals to align teams and projects to desired outcomes.
Multiple views: Track projects with different views including Backlog, timeline, calendar, summary and more.
Unlimited forms: Create dynamic forms with a user-friendly form builder, so your teams can collect the data they need.
Up to 10 Users: Suitable for small teams.
100 monthly automations and customizable workflows: Automate your most repetitive tasks to save time and create a custom workflow that helps your team work as efficiently as possible.
Additional Paid Features of Atlassian Jira
Increased storage: More than 2 GB for attachment-heavy or large projects.
Agile reporting and analytics: Deeper insights into team performance over time.
Improved security and compliance: Advanced features for regulated industries.
Jira Pros/Cons
Powerful features specifically designed for agile development teams.
Integrates with other Atlassian products for a complete project management solution (paid plans)
Efficient issue and bug tracking with clear assignment and resolution tracking.
Offers basic reports to understand team progress and identify areas for improvement.
Can be complex to set up and use for teams new to agile methodologies.
Only offers 100 automation rules per month, which may not be enough for complex workflows.
Lacks advanced reporting features for in-depth project analysis.
Airtable
Best for Database-Driven Project Management
- Collaboration ToolsFile Sharing, Real Time Commenting
- Customization OptionsHigh
- Customer SupportHelp Center, In-Product Support, Community Forum
About Airtable
Airtable is a flexible, cloud-based project management platform that combines the functionality of spreadsheets and databases. Founded in 2012, Airtable allows users to create customizable bases with different tables to organize and manage project information through various views like grids, kanban boards, and calendars.
Why We Chose Airtable as Database-Driven Project Management
Airtable offers a highly customizable data structure through its flexible base and table system. Project managers can tailor the workspace to capture the specific details relevant to their unique project needs. The free plan also allows linking records across tables to show relationships between different elements, giving users a comprehensive overview of how parts of the project interconnect.
Airtable’s relational database functionality is well-suited for complex projects that benefit from interlinked, interactive data visualized through views like kanban boards and calendars. Managing information through a flexible database structure rather than static rows and columns provides more power and control over how to track progress and collaborate on projects with interdependent components.
Airtable Features
Free Features of Airtable
Customizable data structure: Create custom tables, fields, and views to organize project information in the way that makes the most sense for your work.
Linked records: Connect data across tables to show how different parts of your project relate to one another.
Filter and sort views: Find specific records and analyze your data more easily.
Basic Kanban boards: View tasks visually and collaborate with your team on project progress.
Mobile access: Manage projects on the go with Airtable’s free mobile apps.
Basic automations: Streamline common processes to save time.
Additional Paid Features of Airtable
More advanced automation: Create more complex automated workflows.
Custom branding: Remove Airtable branding for professional compatibility.
Advanced security: Protect your data with sophisticated controls and monitoring.
Airtable Pros/Cons
Highly customizable structure for any project type or scale
Flexible database architecture provides full overview of interproject relationships
Free version offers generous core feature set for basic project management
Visualization options help teams track progress in a transparent way
Steeper learning curve than simpler task managers
Limited storage may constrain large or complex projects
Fewer collaboration tools in free plan
Basic automations have constrained flexibility
What is a Free Project Management Software
Free project management software has evolved to elegantly support all types of projects, from solo side-hustles to collaborative initiatives among tightly-knit groups, without breaking the budget. Whether you’re an independent worker with a hectic to-do list or a leader of a small but driven team, keeping projects on track can seem daunting without the right tools.
Project management software makes task management more efficient — breaking projects down into granular action items that can be assigned, tracked and optimized over time. Free programs allow you to digitally “paste” notes onto deadline-driven assignments, maintaining visibility of project progress and responsiveness from any location.
Workflow visualization further streamlines coordination; seeing how individual efforts contribute to overarching objectives helps ensure all tasks remain aligned. While basic compared to paid application alternatives, quality freebies center task management functionality as their strongest suit.
This allows even first-time users to smoothly launch initiatives, routinely review status and make adjustments that deliver projects under budget and ahead of schedule. With communication features also built-in, teams leverage these digital workspaces to ideate, problem-solve and energize one another throughout every milestone.
For solopreneurs or small teams with simple project needs, free project management software provides a lightweight yet sufficiently powerful starting point. Core features that don’t cost a cent let you focus energy where it matters most — on the work itself.
Critical Impact of Ignoring Task and Project Management Tools
Without proper structure or collaborative features, unexpected issues like miscommunications, missed deadlines, or task redundancies may disrupt workflow and productivity over time. While lightweight to-do list apps provide convenient ways to jot down tasks and deadlines on the go, relying solely on a disorganized list can lead to inefficiency down the road. Below are 7 problems that not using dedicated project management software might cause.
- Organization/prioritization: Without categories, due dates, assigning, or sorting capabilities, tasks on a simple list can easily become jumbled and difficult to prioritize. This could result in important deadlines slipping through the cracks.
- Communication barriers: To-do apps rarely allow commenting or @mentions for collaboration. Tasks may not be properly assigned or communicated to teammates, leading to duplication of work or bottlenecks.
- Lack of insights: Basic lists fail to offer reporting features that help understand workload trends over time. This makes it difficult to optimize resources, spot potential issues early, or ensure workload balance across teams.
- Missing dependencies: Related or sequential tasks can’t be logically linked on a simple mobile list. This could cause bottlenecks or mean repeating work if dependencies aren’t clear from the tasks alone.
- Inconsistent processes: Without shared workflows, formatting, or customizable fields, members of larger teams may struggle with inconsistent approaches that cause confusion or extra work.
- Limited customization: The inflexible and standardized nature of most mobile task apps can make it challenging to customize task attributes or views to suit the specific needs of your work or industry.
- Device/access limitations: Relying solely on a mobile app means tasks are only accessible via a single device or platform. This causes issues when collaborating from desktops or if devices become unavailable or are replaced. Communicating comprehensive task details is difficult as well.
Read about major project management challenges and their solutions in detail.
In summary, not using any online project management tools for work management can introduce inefficiencies that negatively impact productivity and workflow over time for both individuals and teams.
Benefits of Free Project Management Tools
Free project management tools offer 5 major advantages that can empower teams and boost productivity.
1. Cost Savings
Free project management tools eliminate upfront software costs, providing substantial savings for individuals, freelancers, startups, and others with limited budgets. Free project management tools can also reduce operational expenses. They do this by streamlining communication through centralized collaborative platforms.
They also work on optimizing resource allocation and they aim to minimize errors through improved task clarity. To maximize cost savings, leverage features like file sharing that reduce reliance on paid cloud storage and minimize additional software needs.
2. Improved Collaboration
These tools provide a central workspace for shared files, discussions, tasks and updates, fostering transparency and keeping teams aligned. This breaks down communication barriers and facilitates real-time collaboration.
Features like discussion boards and video conferencing integrations within the tool can enhance collaborative work. Actively using commenting and task assignment optimizes collaboration.
3. Efficient Task Delegation
Tools that allow tasks to be assigned, deadlines set, and progress tracked ensure responsibilities are clear and work is distributed efficiently. Priority levels and progress updates promote accountability. Matching tasks to skills through delegation prevents bottlenecks. Workload views and managing capacity helps optimize assignments.
4. Better Time Management
Features such as scheduling, time tracking, and calendar integration aid time planning and provide insights to stay on schedule. Dependencies and reminders incorporated into visual timelines like Gantt and Kanban views streamline collaboration and workflow. Leveraging these tools supports proactive management to avoid delays.
5. Data-Driven Decisions
Reporting and metrics in these solutions inform strategic decisions through data on KPIs, productivity, completion rates and historical insights. Customizable reports focusing on specific project details or teams shine a light on optimization opportunities. Automated updates keep stakeholders informed to align on direction.
Limitations of FREE project management software
While free project management tools offer many advantages, it’s important to acknowledge some limitations that come with using only free plans. These limitations are listed below.
- Restricted features: Compared to paid plans, free versions often have limitations on features like storage space, user collaboration tools, or advanced reporting capabilities.
- Limited customization: Customization options might be limited, making it challenging to tailor the tool to your specific workflow or project needs.
- Security concerns: Free software might have lower security protocols compared to paid plans, potentially impacting sensitive data storage.
- Scalability issues: Free plans may not be suitable for large teams or complex projects that require extensive functionalities.
- Limited support: Free plans typically offer minimal or no customer support, making troubleshooting or technical assistance more challenging.
What Is Difference Between Project Management and Task Management Software
Project management software and task management software are both helpful tools, but they serve different purposes. Here’s a breakdown to understand which one might be a better fit for you:
Project Management Software
Imagine you’re building a house. The best project management software is like your blueprint – it helps you see the big picture, coordinate all the moving parts, and ensure everything gets done on time and within budget.
Key Features
- Planning and scheduling: Break down complex projects into smaller tasks, assign them to team members, and visualize the overall timeline using tools like Gantt charts.
- Resource management: Track team workload, allocate resources effectively, and avoid scheduling conflicts.
- Collaboration tools: Facilitate communication between team members, clients, and stakeholders through features like file sharing, discussion boards, and real-time updates.
- Reporting and analytics: Generate reports on project progress, identify roadblocks, and track key performance indicators (KPIs) to measure project success.
Ideal for: Complex projects with multiple teams, dependencies between tasks, and a need for comprehensive oversight.
Task Management Software
Think of task management software like your daily to-do list. It helps you organize individual tasks, prioritize them, and track your progress.
Key Features
- Task creation and assigning: Create individual tasks, set deadlines, and assign them to specific team members.
- Prioritization: Categorize tasks based on importance and urgency to stay focused.
- Progress tracking: Monitor individual and team progress towards completing tasks.
- Time tracking: Track the time spent on individual tasks to identify areas for improvement.
Ideal for: Individual use, managing smaller projects, or keeping track of ongoing tasks and responsibilities.
Similarities: Both software types can help you:
- Improve organization and productivity
- Meet deadlines more effectively
- Collaborate better with team members
Why Choose One Over the Other?
- Project complexity: If you’re dealing with a complex project with many moving parts, interdependencies, and a need for collaboration, project management software is the way to go.
- Team size: For smaller teams or individual use cases, task management software provides a simpler and more focused solution.
- Project needs: Consider the specific needs of your project. If you need in-depth reporting, resource allocation, or advanced scheduling features, project management software is a better fit.
In essence, project management software is like an orchestra conductor, ensuring all the musicians (team members) play their part at the right time to create a beautiful symphony (achieve project goals). Task management software, on the other hand, is like your sheet music, keeping you focused on your individual notes (tasks).
How Geekflare Evaluates Free Project Management Software
We chose the best free project management tools in this list by considering factors that directly impact user experience and project success. Here’s a quick rundown:
- Core features: We assessed the availability of essential features like task management, communication tools, and basic reporting within the free plan.
- Usability and interface: A user-friendly interface and intuitive design are crucial for seamless adoption, especially for non-technical users.
- Collaboration capabilities: Effective collaboration features like file sharing, discussion boards, and real-time updates are vital for team success.
- Limitations: Transparency regarding storage restrictions, user limitations, and functionalities missing in the free plan is important.
- Security: Data security is paramount, regardless of what you’re doing. We consider the security measures employed by the software to protect sensitive project information.
By focusing on these key areas, Geekflare provides valuable insights to help users choose the free project management software that best suits their needs.
Frequently Asked Questions
Of the software in this list, nTask and Todoist are the best options if task management features are the core of what you’re looking for.
Most of the tools in this list integrate with the Google Workspace suite of software, but Asana, Trello and Any.do’s integrations are particularly strong.
Yes, several of the project management tools listed provide time tracking features in their free plan including nTask and ClickUp.
Yes, several free project management tools offer tools that support Agile workflows including OpenProject and Atlassian Jira.
The support options for free project management software is usually limited to community forums, online resources such as tutorial videos and help documentation, and chat support.