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Project Management Tools Comparison

Editorial Team
09.05.2023 | 5 min reading time

project management software

project management tools

Project planning

Project management, resource planning, project controlling, time recording, resource management, risk identification and so much more: The possibilities in project management are endless. So it's no wonder that a whole range of PM tools is available to support project managers in their daily work. All that remains is to decide which of the PM tools is right for your challenges. Time for a big project management tools comparison? Yes, it is. But ...

EN Blog post header PM tools comparison team

Project management tools comparisons: you already know it

"The 5 best PM tools in the test!", "In comparison: PM tools that you really need!", "10 project management tools in comparison": This is how they might sound, the search engine hits, if that is what you are looking for - a project management tools comparison. Because there are already a sufficient number of them, we will forego such a comparison at this point and approach the matter differently (and more practically):

  • Instead of tests, ratings and rankings, we give you an open, honest recommendation.
  • We compare our own project and resource management software Can Do exclusively with the (supposed) PM tool that most of our prospective customers still use for project management - Excel®.  Because it is really important to us that you say goodbye to project controlling and resource planning using spreadsheets in the first place. Because:

Excel® is not a PM Tool

Admittedly: Few things in everyday office life are as versatile as a spreadsheet in Excel®. "I'm going to make a quick spreadsheet!" - that's how numerous computationally intensive tasks have already begun. From expense reports to the master plan for the next business year. As well as for project management and resource management. So far, so ill-considered. Because a project is not a calculation that can be packed into a rigid grid. It is a fluid, highly complex process that is largely determined by the human factor. Smaller projects can be "bent" in such a way that they can be squeezed into a spreadsheet; however, for large projects with inaccurate planning or even multi-project portfolios, you should look for dedicated PM tools that replace Excel®.

Here are some of the typical scenarios and challenges from everyday project work where you definitely won't get anywhere with a spreadsheet - in our project management tools comparison Excel® vs. Can Do

  • Changes or disruptions in the project process are automatically taken into account in Can Do; the project steps and affected other projects are dynamically adjusted..
  • Resources are not distributed rigidly in narrow grids. Instead, Can Do has a skill management system that optimally assembles teams based on skills. Resource management is AI-driven across all projects and departments..
  • A spreadsheet with project data, boxes for resources and milestones is difficult to read in a way that identifies any project risks early on. Can Do's artificial intelligence, on the other hand, not only recognizes risks per se, but also their extent and likely influence on the further course of the project. A traffic light system then provides appropriate recommendations for action.
  • As a PM tool, Can Do does not require stakeholders to be able to read comprehensive tables and interpret them correctly. Instead, Can Do provides all project stakeholders with a customized dashboard and can output project data in numerous formats - even as a spreadsheet if you want.
  • While a spreadsheet is a self-contained document, Can Do is an open platform with numerous integration options. This means that communication can be established between the PM tool and other software - including Excel®, of course. 
  • Project planning using spreadsheets is emblematic of classic, rather rigid project management methodology. This may work for some companies, but is in marked contrast to agile project management as desired by modern project teams. Can Do brings together classic and agile project environments to create Hybrid Project Management: The PMO or project management staff use the classic approach, while the individual teams work in the usual agile way thanks to the integration of JIRA®.


The best project management tools comparison

A general project management tools comparison, perhaps with a list of the best, may provide a good market overview of PM tools; however, as an actual support for the purchase decision, it should be viewed rather critically. The requirements in the companies are too different, the respective project landscapes too diverse. Which of the PM tools one chooses is individually motivated. Fortunately, the vast majority of PM tool providers have decided to test their project management software before purchase. Either as a concrete test version or as a - partly individualized - product presentation. Either way, you have the opportunity for a personal project management tools comparison, where only your requirements and your opinion count.

PM Tools trial: advantages and disadvantages

Test a software for two weeks under real conditions: That is the promise that a test version gives you. And that sounds good - but often fails because of the reality of the project. After all, how often did you let a trial expire because day-to-day business got in the way and you couldn't find the time? Sometimes the alternative is: a test version of a PM tool with no - or less strict - time limit, but with limited functionality. But this way, a software can hardly play all its trump cards ...


  • Use of the PM tool under real conditions
  • Testing all functions in detail



  • Testing in a defined time corridor
  • Familiarization with the new software reduces the actual "testing time"
  • A software is wrongly assessed, because you are not yet familiar with all features
  • Lack of experience with the software can lead to operating errors


PM Tools Demonstration: Pros and cons

As an alternative to the trial version, the providers of PM tools often offer demos - so does Can Do. In our case, a demo of our PM tool means: We first discuss your use case and clarify to what extent Can Do is suitable for your company - and if not, we say so. Then we get into the live system and you receive a detailed product presentation of Can Do by one of our consultants. In doing so, we will specifically address your use case. This appointment is then followed by an accompanied test phase that will really help you make a decision when comparing project management tools.


  • Concrete clarification of requirements
  • Step-by-step approach to the functions
  • Accompanied test phase
  • Consultation with knowledgeable consultants



  • More time required
  • Dealing with the pain points in your own project management


A tip for testing

Can Do also offers you a fast lane for individual testing: Simply send us your catalog of requirements for PM tools in advance by e-mail. We will answer this and help you to decide whether Can Do is suitable for your project management. In addition, we align our product presentation with these wishes and requirements.


A demo here, a trial version there - and, if offered, personal consultations: Comparing your own project management tools can be costly. But it will get you much further than the second-hand insights offered by a project management tools comparison article. We at Can Do believe: If you are looking for the right PM tool in the crowd of PM tools, you should attach importance to an individual consultation and an accompanied test phase in order to make a profound decision. Just like Can Do offers you.

Just try it out!