How we test project management apps at TheBusinessDive
To stay transparent, we want to break down how we test project management apps at TheBusinessDive.
Our testing approach
We test project management tools by setting up real projects, using them over time, and comparing them against similar apps in the same category. Our evaluations focus on everyday usability, workflow flexibility, pricing transparency, and how tools perform as teams grow.
This testing framework is used across all of our project management content — including individual reviews, comparisons, and “best of” guides. That said, all the recommendation you see is based on this same evaluation process, not on one-off impressions.
Why project management apps are hard to compare
Because there are many different teams and just as many ways of working, there isn’t one project management app that works for everyone. Comparing them isn’t easy, especially because:
- Different team sizes. A solo user, a 5-person team, and a 50-person team won’t use the same features in the same way.
- Different workflows. Some teams work linearly, others jump between tasks, boards, and timelines.
- Feature overload. That often means more settings, more options, and more steps for basic actions.
- Pricing complexity. Many features are often locked behind higher plans, so it’s not always obvious what you actually get.
That’s why a feature list in an app description doesn’t mean much.
What we actually test
When testing project management apps, we focus on things that directly affect day-to-day work.
This includes:
- Task creation and structure. How tasks, subtasks, and dependencies are created and organized.
- Workflow flexibility. Whether teams can shape the tool around their process, or have to adapt their process to the tool.
- Automation. Whether automations reduce manual work in real scenarios, not whether they exist on paper.
- Visibility and reporting. How easy it is to see progress, deadlines, and workload.
- Collaboration. Commenting, assigning work, and sharing context inside tasks.
- Pricing vs access. Whether core features are available on lower plans or only on higher tiers.
These are usually the areas that decide whether a tool helps a team or slows it down.
Furthermore, as part of our testing, we typically create numerous projects, tasks, and check how the integrations and automation work. Also, we check how easy it is to assign work, adjust priorities, handle overdue tasks, and keep track of progress.
Here are some of our reviews about project management apps, so you can get a better understanding of how we implement these in practice:
How we test project management apps
Once we know what to focus on, we don’t just click around for an hour and move on. We test each tool by actually using it over time to understand how they behave in normal, everyday work.
We do this by setting up real projects with tasks, deadlines, and collaborators. We change priorities, move tasks around, and see how the tool handles everyday project changes.
During the process, we look for clear answers to a few basic questions:
- Is the tool still usable after a few days of regular use?
- How fast can someone new get productive?
- Does it stay manageable as projects and teams grow?
So far, we’ve personally tested 50+ productivity and project management apps, which helps us spot patterns, strengths, and common pain points.
What we don’t do
Just as important as what we test is what we intentionally avoid.
- We don’t rely only on demos or marketing pages
- We don’t rank tools based on affiliate payouts
- We don’t pretend there’s one project management tool that works for everyone
Project management is too contextual for that, and oversimplifying it doesn’t help anyone.
How we make recommendations
Because there is no project management app that is THE best, our recommendations are framed as:
- Best for small teams
- Best for complex workflows
- Best for growing teams
- Best budget option
Check out our reviewed project management apps here.
How often are reviews updated
Project management tools change all the time. Prices go up or down, features get added or removed, and interfaces evolve.
We revisit reviews when:
- pricing changes
- major features are released
- core workflows change
Keeping reviews up to date is part of the process, not an afterthought.
Transparency & monetization
Some of our articles include affiliate links. If you sign up through one of them, we may earn a commission at no extra cost to you.
This never influences how tools are tested, ranked, or recommended.