Ever wondered which project management app will revolutionise your workflow in 2025? We asked top industry leaders, including founders and CEOs, to weigh in on their preferred tools. Discover why Trello’s customisable boards are transforming businesses and how Linear minimises friction in managing sprints, along with other expert insights. Uncover the best app for your needs from 12 unique perspectives in this comprehensive review.
- Trello’s Customisable Boards Enhance Floral Business
- ClickUp Combines Versatility and All-in-One Design
- Asana’s Automation Tools Save Hours Weekly
- Teamwork Excels in Document Management
- Notion’s Flexibility and Collaboration Shine
- Celoxis Handles Dynamic Timelines Efficiently
- Plaky Focuses on Simplicity and Effectiveness
- Airtable Blends Spreadsheets with Project Management
- Ravetree Supports Agile Methodologies
- Microsoft Planner Integrates with Microsoft 365
- monday.com Offers Intuitive and Flexible Interface
- Quickbase Allows Custom Applications Without Coding
- Linear Minimises Friction in Managing Sprints
Trello’s Customisable Boards Enhance Floral Business
As an experienced florist with more than 10 years in the industry, I’ve found that project management apps are essential for streamlining operations, especially during busy seasons like weddings and holidays. In 2025, my go-to app is Trello. Its intuitive, visual approach makes it perfect for managing the multiple facets of running a floral business—from sourcing materials to planning client deliveries.
What makes Trello stand out is its customisable boards. I have separate boards for event planning, vendor communication, and staff schedules. For instance, when preparing for a wedding, I can create checklists for tasks like ordering flowers, arranging delivery logistics, and finalising designs. Each task card can include deadlines, attachments, and notes, making it easy to track progress at a glance.
Another feature I love is its ability to integrate with other tools like Google Calendar. This helps synchronise event timelines and keeps everyone on the same page. Trello’s flexibility has allowed me to stay organised without feeling overwhelmed, ensuring that even the most complex events run smoothly and exceed client expectations.
Sophie Marasco, Founder, Thanks A Bunch Florist
ClickUp Combines Versatility and All-in-One Design
The best project management app to streamline workflows in 2025 is ClickUp, thanks to its versatility and all-in-one design. ClickUp stands out because it combines task management, time tracking, goal-setting, and collaboration tools into a single platform. This eliminates the need for multiple apps, saving teams both time and money.
One of its most powerful features is the ability to customise views—whether you prefer Kanban boards, Gantt charts, calendars, or lists, ClickUp adapts to your team’s workflow. I’ve personally used it to manage multi-phase marketing campaigns, tracking deliverables across content creation, design, and launch. With nested subtasks and dependencies, it’s easy to visualise progress and avoid bottlenecks.
Another standout feature is the integrated time tracking and reporting, which ensures accountability without additional software. ClickUp also excels in team collaboration, with in-task chat, real-time editing, and integrations with tools like Slack and Google Drive. The learning curve can feel steep, but ClickUp’s robust templates and tutorials make onboarding smoother. For teams juggling complex projects, this app delivers unmatched efficiency and clarity.
Inge von Aulock, COO, Penfriend
Asana’s Automation Tools Save Hours Weekly
In 2025, Asana stands out as the best project management app for streamlining workflows, thanks to its intuitive design and robust features. At Best Used Gym Equipment, we use Asana to manage everything from inventory tracking to marketing campaigns. Its customisable task boards, timelines, and workload features allow us to visualise project progress and allocate resources effectively.
One feature that’s been a game-changer for us is its automation tools-recurring tasks and follow-ups are now seamlessly handled, saving hours each week. Additionally, Asana integrates smoothly with tools like Google Drive and Slack, keeping all our communication and documentation in one place. By reducing manual effort and centralising information, Asana helps us stay on track and focus on scaling the business.
Juan Gonzalez, CEO, Best Used Gym Equipment
Teamwork Excels in Document Management
Based on a decade of experience with Teamwork, here’s a detailed review of why it stands out as a top project management solution in 2025:
Teamwork stands out for its robust project management capabilities, which are particularly useful for agencies and teams handling multiple projects simultaneously. The platform’s strength lies in its sophisticated task management system, which combines customisable task lists with rich text descriptions, dependencies, hierarchical organisation, and recurring task functionality. These features provide a comprehensive framework for managing complex workflows.
A key differentiator is Teamwork’s approach to document management. Users can edit file names, spreadsheets and documents directly within the platform, eliminating the need to download, modify and re-upload files. This streamlines collaboration and reduces version control issues that often plague project management.
The platform’s archiving system demonstrates practical foresight. Rather than permanently deleting completed projects, Teamwork allows users to archive them, preserving valuable historical data and templates for recurring client work. This feature is especially valuable for agencies that manage long-term client relationships and similar project types.
Client collaboration capabilities improve visibility and communication. Clients have 24/7 access to project progress, upcoming tasks and historical actions. The platform’s email integration ensures that all communications, whether made directly in Teamwork or via email responses, are automatically organised within the appropriate project context.
For teams migrating from other project management tools, Teamwork provides integration tools that simplify data migration. This practical approach reduces the typical disruption associated with changing platforms.
The system’s scalability is demonstrated by its ability to effectively manage 80+ concurrent projects while maintaining performance and organisation. This makes it ideal for growing agencies and large teams managing multiple workflows simultaneously.
While Teamwork may not be the newest or have the most integrations in the project management space, its comprehensive feature set, reliable performance, and practical approach to common project management challenges make it a compelling choice for organisations seeking a robust, scalable solution in 2025.
Chris Sheehy, Director of Digital Services, Brave River Solutions
Notion’s Flexibility and Collaboration Shine
The best project management app to streamline your workflow in 2025 is Notion. It serves as an all-in-one workspace that excels in managing tasks, collaborating with teams, and organising projects, making it ideal for individuals and businesses.
Key Features:
- Customisable Workspaces: Notion allows flexible page creation with drag-and-drop capabilities, enabling users to structure projects, notes, and content as needed.
- Task Management: Organise tasks using kanban boards, calendars, lists, and more. Assign tasks, set due dates, and track progress easily.
- Collaboration Tools: Team members can collaborate in real-time through shared documents, comments, and mentions.
- Database Functionality: Create databases to track tasks, notes, and resources with sorting, filtering, and custom views.
- Templates: Use built-in templates for project management, meeting notes, and more, or customise them to suit your workflow.
- Integrations: Integrates with apps like Slack, Google Drive, and Trello to streamline processes.
Pros:
- Flexibility: Highly customisable for creating workflows, from simple to-do lists to complex dashboards.
- Centralised Workspace: Consolidates tasks, documents, and notes into one accessible place.
- User-Friendly: Intuitive interface with drag-and-drop functionality.
- Real-Time Collaboration: Team members can co-edit pages, provide feedback, and stay aligned.
- Rich Media Support: Embed media, links, and more for a visually rich experience.
- Cross-Platform: Available on desktop and mobile for on-the-go management.
Cons:
- Learning Curve: Vast options may overwhelm new users initially.
- Limited Offline Use: Full functionality depends on internet connectivity.
- No Native Time Tracking: Requires third-party tools for time management.
- Complex Setup for Large Projects: Large-scale projects may need significant customisation.
Notion’s adaptability and collaborative features make it an ideal project management app for 2025. It serves as a centralised hub for organising tasks, documents, and team collaboration, enhancing productivity and providing flexibility to meet varying project needs. For teams and individuals seeking a versatile and comprehensive solution, Notion offers unmatched value, despite its initial setup challenges. With time and use, it becomes a powerful tool to streamline workflows and ensure seamless project execution.
Iryna Vilhova, Project Manager, International Emigration and Luxury Property Expo
Celoxis Handles Dynamic Timelines Efficiently
Celoxis is a robust project management tool often overlooked, yet it packs an impressive array of features that make it stand out. It’s known for its comprehensive project scheduling capabilities, making it suitable for complex projects with interdependent tasks. This app’s strength lies in its ability to handle dynamic project timelines efficiently; it automatically adjusts when there are changes in task dates or dependencies. Its interactive Gantt charts are user-friendly, allowing for real-time updates and easy drag-and-drop modifications, which are crucial for keeping projects on track. Celoxis also excels in resource management, providing a clear view of who is overloaded and facilitating optimal resource allocation.
A lesser-known feature that sets Celoxis apart is its integrated time-tracking and billing system. This isn’t just about tracking hours; users can link time entries directly to tasks and projects, ensuring accurate billing and insightful data on project performance. This feature is exceptionally beneficial for businesses needing precise cost management and forecasting. To optimise workflow using Celoxis, consider setting up automated alerts for task progress updates. These alerts ensure team members are continually informed about deadlines and changes, reducing downtime and enhancing collaboration.
Jean Chen, Co-Founder, COO & CHRO, Mondressy
Plaky Focuses on Simplicity and Effectiveness
Plaky stands out in the crowded project management app sphere due to its intuitive interface and seamless integration capabilities. What users find compelling is its emphasis on visual organisation. Unlike many apps that can overwhelm with too many features, Plaky focuses on simplicity and effectiveness. Its drag-and-drop functionality allows for easy adjustment of tasks and deadlines, making it especially useful for teams that prioritise flexibility. The app also integrates with popular tools like Google Workspace and Slack, ensuring that all communication and documentation remain centralised without hassle.
A unique aspect of Plaky is its customisable templates, which help streamline specific workflows. Users can adapt these templates for different project types, reducing the time spent on setup and increasing productivity. The app’s real-time collaboration features also enable team members to update tasks simultaneously, preventing the usual bottlenecks associated with waiting for updates. When adopting Plaky, it’s crucial to encourage setting up a standard template library for frequent project types. This allows teams to instantly launch projects without repetitive planning, ensuring a quick start and higher efficiency.
Casey Meraz, Owner & Digital Marketing Expert, Casey Meraz
Airtable Blends Spreadsheets with Project Management
Airtable stands out for combining the familiarity of a spreadsheet with the adaptability of a project management platform. Unlike traditional spreadsheets, it allows you to create a database with customisable fields tailored to your project’s needs. This flexibility means you can manage tasks, deadlines, and resources all in one place without the confines of rigid tables. The platform supports various views—like Grid, Calendar, and Kanban—so teams can visualise data in a way that makes sense for them. With its integrations, Airtable can pull in data from other tools, managing everything from timelines to team communications within a single interface.
Beyond its functional benefits, one of Airtable’s unique strengths is its collaborative aspect. While classic spreadsheets can feel isolating, Airtable transforms collaboration into an integral part of project management. Team members can comment directly on records, attach files, and make real-time updates, ensuring everyone is on the same page. This makes remote teamwork more seamless and efficient. An effective methodology enabled by Airtable involves the use of its “Blocks” feature, which offers additional analytical and organisational tools such as pivot tables, charts, and page designs. By leveraging Blocks, teams can gain deeper insights into project data, making more informed decisions and tracking progress with clarity.
Will Yang, Head of Growth & Marketing, Instrumentl
Ravetree Supports Agile Methodologies
Ravetree is making waves in 2025 as a top choice for streamlining workflows, particularly for teams needing a robust, all-in-one project management tool. It goes beyond simple task assignments, integrating features like resource planning, time tracking, and client management. One standout aspect is its ability to offer a centralised hub that connects these critical components, making it easier for teams to keep everything in one place. This integration means less time switching between platforms and more time focusing on projects.
A unique feature of Ravetree is its support for agile methodologies, such as Scrum, which allows teams to organise and manage backlogs effectively. Scrum boards and sprint planning capabilities help teams visualise work and adjust plans as projects progress. Setting up automated workflows can further boost efficiency, allowing tasks to move seamlessly through the pipeline without requiring manual updates. For those new to agile, starting with a simple Scrum board for managing daily tasks can streamline team efforts. This setup helps maintain a clear view of workload, deadlines, and progress, keeping the team aligned and efficient.
Andy Gillin, Attorney & Managing Partner, GJEL Accident Attorneys
Microsoft Planner Integrates with Microsoft 365
The Microsoft Planner app is part of the Microsoft 365 suite, it integrates with other applications like Teams, Outlook, and SharePoint. One of the key ways Microsoft Planner streamlines workflows is by offering a visual, intuitive interface. Microsoft Planner uses agile Kanban-style boards, allowing users to create and organise tasks within customisable “buckets.” This visual layout makes it easy to track progress at a glance and prioritise work. Each task card can include detailed descriptions, checklists, attachments, and due dates, ensuring all necessary information is centralised and accessible.
Team collaboration is another core function that facilitates streamlining workflows. Team members can be assigned to tasks, and updates are automatically synced across connected devices, reducing the risk of miscommunication. Integration with Microsoft Teams allows users to embed Planner boards directly into team channels, enabling easy communication, and real-time updates.
Planner also enhances efficient workflows by enabling users to set priorities and track task status. Labels and filters allow for quick categorisation and retrieval of information, while charts and dashboards provide a clear overview of project progress. This data-driven insight helps identify bottlenecks and ensures resources are allocated effectively.
Last but not least, Planner’s notifications and reminders help keep projects on track by alerting users of upcoming deadlines or changes in task assignments. These features eliminate the need for constant manual follow-ups.
Matt Bolton, Business Development Director, Parallel Project Training
monday.com Offers Intuitive and Flexible Interface
When it comes to streamlining your workflow in 2025, the best project management app might feel like a personal decision—it all depends on what you and your team need. But if I had to pick one standout, monday.com is the app that seems to check all the right boxes for most teams.
What makes monday.com special isn’t just its features; it’s how intuitive and flexible it is. Think of it like a blank canvas for your team’s workflow, whether you are managing a big project, tracking tasks, or collaborating in real time. Its colourful, visual interface makes everything feel less overwhelming—because let’s face it, managing projects can get messy.
You can customise pretty much everything, from workflows to how you track progress. It integrates with tools you probably already use, like Slack, Google Drive, or Zoom, so you are not juggling ten different platforms. The best part? It grows with you as small teams or big enterprises can adapt.
Fola F. Alabi, CIO – Strategy, Technology and PMO Delivery, Strategic Project Leader (SPL Global)
Quickbase Allows Custom Applications Without Coding
Quickbase stands out in project management for its adaptability and user-focused design, crucial for teams dealing with varied tasks. It’s not just about tracking tasks; it allows users to create custom applications without coding. This feature lets you tailor workflows that fit specific project needs, eliminating unnecessary steps. When teams can mold their tools to their processes, rather than the other way around, productivity goes through the roof.
For a practical approach, harness Quickbase’s automation capabilities. Set up automated reminders and alerts for deadlines or task updates. This keeps everyone informed without manual follow-ups, freeing time for more critical work. The kanban boards feature works wonders for visual thinkers, offering clarity on task progress with its drag-and-drop simplicity. This kind of real-time project visibility is key to maintaining an organised, efficient workflow.
Connor Butterworth, CEO, Southwestern Rugs Depot
Linear Minimises Friction in Managing Sprints
For me, it’s Linear, hands down. As a startup CTO, I’ve tried a variety of tools, and Linear strikes the perfect balance between simplicity and functionality.
What makes it stand out is its speed and focus. It’s designed to minimise friction in managing sprints and tracking issues. The Cycles feature, for example, keeps sprint planning lightweight and adaptable, which is crucial when priorities can shift week-to-week in a startup.
Another highlight is the issue tracking. It’s fast, intuitive, and doesn’t overwhelm you with options. You can create, prioritise, and assign tasks in seconds, and the interface keeps everything clean and easy to follow.
Linear’s Roadmaps are another strong point. They make it easy to lay out long-term goals and align the team without overcomplicating things. And because they’re connected to the tasks and sprints, you don’t have to manage things in multiple places.
The integrations are seamless—whether it’s syncing with GitHub for code issues or Figma for design files, everything flows naturally. Slack notifications keep the team updated without extra effort.
Overall, Linear works because it doesn’t try to be everything—it focuses on doing the essentials really well. For a fast-moving team, it’s exactly what you need: a tool that enhances productivity without getting in the way.
Guy Pinchuk, CTO & Co-Founder, Cubic
