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15 Best Project Management Tools for Virtual Teams

Category: B2B News
What is the best project management tool for virtual teams?

The best project management tool for virtual teams is, a cloud-based project management software built to handle teams of all types and sizes. The solution is particularly popular because of the following features:

  1. Collaboration-First Interface
  2. Personal and Public Boards
  3. Real-Time Progress Monitoring
  4. Built-In Communication Tools

Over the past few years, there has been a steady growth in virtual teams. Delivering projects is no longer restricted by a physical location for the workforce due to the advances in collaborative tools and software solutions. Technology dissolves geographical barriers to accommodate a distributed workforce and allow teams to work remotely in their own home country or state.

In this article, we have compiled the 15 best project management tools for virtual teams to narrow down your search. But first, let’s us tackle what virtual teams are, why it’s growing among global companies, and how project management software tools are essential for this arrangement.

Source: State of Remote Work 2018

Virtual workgroups consist of a group of people who participate in a common project with a purpose of achieving shared objectives and goals. Through collaborative efforts, they perform their tasks in a virtual work environment. Global companies have a talent pool that isn’t limited by geography, paving a way to the constitution of a virtual working team with diverse personalities and skills. These teams may come in two types:

  1. Global virtual team. A team with members dispersed around the world – in different countries and cities. They may be employees from different companies who are outsourced in order to join their efforts and resources in completing a common project.
  2. Local virtual team. Its team typically belongs to a single company which has the resources to maintain and establish virtual workgroups. Technology is used to organize efficient and productive employees who are working remotely.

There is no question on the rise of virtual employees ever since sophisticated technology and tools were innovated. Some of its staying power relies on its valuable advantages. According to Chad Thompson, Aon Hewitt’s senior consultant, as per a UNC’s Kenan-Flagler Business School research, there is a 10% to 43% increase in productivity on effective virtual teams depending on their organization and industry. Several cases also revealed the net increase in productivity equates or exceeds the organization’s savings on real estate costs.

Furthermore, it is showed that this arrangement offers employees and employers with better flexibility and lesser marketing time. It is also a green movement that saves 390 million gallons of gas and prevents the release of 3.6 million tons of greenhouses gases to the environment annually for the current 2.9 million telecommuters according to Telework Research Network.

The formula for collaborative excellence results from a combination of effective, collaborative people and technology. (Source: Be-IT)

Virtual Teams Empowered by Cloud-based Project Management Software

Virtual teams are here to stay and they will continue to grow, according to another UNC’s Kenan-Flagler Business School’s research and insights. In fact, a Trends in Global Virtual Teams 2018 report stated 89% of respondents are working in virtual teams and 88% of these believe that this setup is a crucial contributor to their overall producvtivity.

With a lot of benefits to reap, managing a virtual team can be overwhelming. The success of an effective virtual team lies on a good team and good technology. This is where an effective project management tool comes useful in order to track, coordinate, and collaborate on various tasks among members across different time zones and locations.

Project management software comes in various forms with a varied set of functionalities. Hence, choosing the right solution for your team is crucial in order to implement a system that fits seamlessly with your workflows. Key features include:

  • Time tracking,
  • Task management,
  • Collaborative editing,
  • Expense management,
  • Gantt chart,
  • Document management,
  • Messaging,
  • CRM integration, and
  • Role-based access.

Top Project Management Tools for Virtual Teams

Considering the most desired factors in choosing a PM software program which is functionality, ease of use, price, and support, respectively.


At the top of our list is, formerly dapulse. Great for virtual teams, this software helps you manage your team’s workload and improve communication among the members. It has a single dashboard that enables visibility on what your team is working on. You can also create tasks, projects, and missions which you can designate among your team members. Seeing the team’s progress on their tasks lets you plan their workload ahead of time.

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Communication is also centralized with easily mentioning members, receiving notifications on desktops or mobiles, and commenting (and giving thumbs up) on their work. Its drag-and-drop feature allows fast and easy transferring of files and organizing documents. With the goal of being an intuitive and visual software, lets you easily view schedules, tasks, and workloads for meeting deadlines and effective planning. Search is optimized to let you easily find every update or task that your team is doing.

It has a scalable pricing plan that starts with a basic option for $49/mo for 5 users. Depending on the features you need, you can opt for premium features through its Standard, Pro, and Enterprise plans while users can reach up to more than 200.

Detailed Review

2. Wrike

Wrike is one of the leading cloud-based solutions for enterprise collaborative work management. It scales seamlessly with your team across your organization globally. The app caters to teams ranging from marketing, creative, project management, product development, business operations, and professional services. Organization is accomplished with ease with its customizable dashboard, core building blocks, request forms, automation, live editing, and file management to help you complete your projects successfully.

Wrike is equipped with features such as a visual timeline (Gantt-Chart), templates, time and budget tracking, and resource management for effective resource utilization and better planning. Its collaboration tools such as Personal Dashboard, communication, proofing and approval, live activity stream, and email and calendar synchronization allow faster task execution among your distributed workforce and boosts productivity.



Try out Wrike with their free trial

Wrike also gives you visibility through its project and team reporting to help you make informed business decisions.

For small teams with 5 users who need a simple and basic solution, you can use the system for free. Meanwhile, its premium subscriptions start at $9.80/user/month for a Professional plan. It also has full-featured plans catered for businesses, marketers, and large enterprises.

Detailed Wrike Review

3. Clarizen

Clarizen is a cloud-based project management solution that connects your teams together and keeps them on track with their tasks. It’s a single, collaborative work management solution with flexible, intuitive user interface, automated business processes, in-context collaboration, dynamic dashboards and reports, real-time visibility, and configurable workflows.

Its 360-degree visibility helps you make accurate and informed data-based decisions for your organization. It fits seamlessly with your enterprise and workflows with quick implementation and deployment so you can immediately get started with the software.



Try out Clarizen with their free trial

Wrike also streamlines the processes of developing strategic approaches and aligning communications between your virtual team.

Pricing starts at $45 per month for every user for enterprises. It has scalable solutions for various types of project management needs for your business.

Detailed Clarizen Review

4. Zoho Projects

Zoho Projects is a project management tool that helps you get your work done through effective planning, tracking, and collaborating with your virtual workforce. Planning projects is streamlined with tasks, task lists, and milestones for easy monitoring of your progress. You can also gain control over them through subtasks, recurring tasks, and dependencies.

This cloud-based software leverages collaboration for your employees, clients, vendors, and consultants remotely. Its Gantt-charts gains you visibility over reports and in-depth insights for tracking your team’s progress and comparisons.

Zoho Projects

Zoho Projects

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It has tools for time tracking, identifying and resolving issues, and managing documents which are essential for an organized management of virtual teams.

It has an affordable and straightforward pricing plan. It even has a completely free plan for a single managing a single project. It’s paid plans start at $25 per month to $100 per month for enterprises. What makes their offerings cost-effective is all their plans allow unlimited users.

Detailed Zoho Projects Review

5. Zoho Sprints

Virtual agile teams fit Zoho Sprints to assist them in delivering their products swiftly and on time. For these teams, time is one of the most crucial aspects in order to develop, execute, and complete their projects within deadline while staying dynamic.

Hence, the system provides solutions for planning projects while accommodating to potential changes, tracking progress on board for quick visual reference, and tracking your team’s billable and non-billable hours.

Zoho Sprints

Zoho Sprints

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To quickly get an overview of your project, its dashboard lets you see a summary of sprint activities, planned and actual graph comparison, and backlog metrics, among others. Since discussions are vital for teams, no matter where they are in the world, the software also allows online meetings and reviews with notifications for everyone to be present.

It has a user-based pricing that starts with a free plan for 5 users and 5 projects. It’s priced offers start for 20 users and 21-100 users. They also cater for over 100 users with a quote-based pricing.

Detailed Zoho Sprints Review

6. Asana

Asana specializes in tracking your team and their progress to get excellent results. This collaborative tool streamlines staying in sync with your teams even when they are working remotely to meet your deadlines and achieve your project goals. It does this by helping you map out each step towards working on your objectives and organizing all the details required for the project in a single space.

It is also a visual solution that lets you easily see multiple stages of your work and even see the bigger picture so you can stay in tune with your calendar schedule and identify holes and overlaps in the schedule to allow you to immediately make adjustments.

Some of Asana’s key features include dashboard, search, task dependencies, admin control, priority support, and tasks, projects, and conversations.

Asana offers a free basic version. Meanwhile, it’s more advanced features are available at its premium and enterprise plans starting at $9.99 per member per month that’s billed annually.

Detailed Asana Review


The Jira Software is a straightforward tool for software development agile teams. Its solutions are designed to centralize the processes done by each of your team’s member. This starts with the planning of sprints and distribution of tasks to its tracking that involves the prioritization of certain tasks using full-context visibility.

It simplifies the way your virtual teams can release the project after completion and report on team performance using real-time, visual data. It also lets the team choose from out-of-the-box workflows so they can start immediately with a guide or customize their own to cater to their specific needs.

Jira also includes features such as scrum boards, Kankan boards, agile reporting, rich APIs, developer tool integrations, and mobile apps, among others.

Its cloud-based solution for your remote workforce is available starting from a monthly flat fee of $10 for 10 users. For expanding teams of 11-100 users, the cost is at $7 per user/month.

Detailed Jira Review

8. Trello

Trello is an online visual planning and collaboration tool that works for virtual workgroups. It’s a simple and lightweight app that delivers the basic and core project planning needs of many teams. It uses a kanban style of management and organization of your boards that you can use in any way you like whether it’s for projects, tasks, or schedules.

It lets its users and administrators define workflows, assign tasks to members, set deadlines, add checklists, and monitor progress. Users can create cards and add boards under it for a visual organization of their projects. Adding comments and attaching documents are also done with ease.



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Its free plan can accommodate most project management needs and it doesn’t offer a limited time of usage. For teams who are looking for more administrative control and privacy settings, they can opt for its premium plan starting from $9.99/month for each user when paid annually.

Detailed Trello Review

9. Taskworld

A robust task and project management tool, Taskworld is used by various industries to measure their performance and deliver great results. It is enterprise-ready with features such as two-factor authentication, account manager, SLA (Service Level Agreement), and Privacy Shield-certified. It is equipped with the crucial functionalities of a PM software including project management, time tracking, file management, team messaging, and performance reports.

It’s visual task boards lets users manage and centralize your team’s to-do lists while streamlining other tasks such as creating projects, setting deadlines, and monitoring progress on interactive dashboards. Automated templates simplify workflow creation. It also allows seamless integration with various popular tools such as Google Drive and Dropbox, among others.

Detailed Taskworld Review

Pricing starts at $10.99/month for every user of virtual teams looking for a powerful and all-in-one collaboration solution. This already includes multiple assignees and unlimited projects.

10. Microsoft Project

Microsoft Project is one of the most popular PM solutions. It’s tools are familiar to use for your teams across the world so onboarding is done quickly. It has built-in templates designed using industry best practices and scheduling tools that are accessible in various devices to increase the efficiency and productivity of your virtual workforce.

Gantt-charts are utilized for project planning and combined with prepopulated pulldown menus that aim at reducing training time and streamlining project planning processes. To ensure everyone in your team is on the same page even when they’re located in various locations, it provides shared reports that range from financials to burndown charts and they’re available on various devices.

Detailed Microsoft Project Review

The cloud-based option starts from $7/month per user. It’s more advanced features are available in higher price ranges.

11. Podio

For those who are looking for a customizable collaboration software, Podio is an excellent option. It streamlines the collaboration and communication among teams to deliver their projects smoothly. It has a powerful set of components in a single tool that consists of social collaboration, unlimited storage, integrated chat, automated workflows, task management, personal dashboards, full customization, meeting scheduling, granular access, connected CRM, calendar, and data visualization.

This app aims to get your teams to work in sync and clarity through structured content, conversation, and processes. Roles are clearly defined to avoid overlaps and confusion among your members. This allows effective execution and time-saving operations for global teams working remotely.

Detailed Podio Review

All plans of Podio are priced on a per-employee basis and are all catered to fit with any business scale. Pricing for the basic plan starts at $9 per month or $7.20/month when billed annually.

12. Basecamp

Basecamp is a project management solution for remote teams to have a centralized system with a single source of truth. This eliminates documents and projects getting lost in inboxes and spreadsheets with challenging retrieval methods. You get an “HQ” for your virtual teams to work together, allow company-wide communication, and private spaces for task and project management. This also has to-do lists, message boards for updates and announcements, Campfire for casual conversations, schedule tracking and assigning, and docs and files organization. It also has automatic check-ins for teams.

Its pricing plan is straightforward and all-inclusive. It’s available for a fixed and flat pricing of $99/month. This means you get to use it no matter the number of users and active projects you have. This also already includes onboarding live classes, all the tools they offer, and support.

Detailed Basecamp Review

13. ProofHub

ProofHub is one of the all-in-one project management tools for virtual teams, clients, and organizations scattered around the world. The single platform centralizes custom roles, proofing, workflows and boards, multilingual interface, white-labeling, reports, time tracking, task management, and Gantt charts. It specializes in identifying and resolving problems faced by growing teams, which is even more challenging when they are working remotely.

Equipped with all its core features, it’s pricing plans start at $45/month billed annually. For more powerful and advanced functionalities, especially for remote teams, they also have a plan at $89/month when billed annually. Both cater to unlimited users as it has no per-user fees.

Detailed ProofHub Review

14. ConnectWise Manage

ConnectWise Manage is a compact task and project management system for connecting all crucial processes in a single application. It streamlines operations and increases accountability among your members across various teams and departments. After managing your teams, you can leave the software to take care of other processes to efficiently maximize your resources with its error-proof ticketing, clear lines of communication, and robust documentation.

It helps you get to know your business better with its reporting and informative dashboards to assist you in making strategic and informed business decisions. Billing for your remote team is also streamlined with its time tracking, invoicing and billing features.

Detailed ConnectWise Manage Review

The pricing of ConnectWise Manage is only available upon request for a personalized quote as they customize plans according to each business’ unique needs and scale.

15. Crocagile


Crocagile offers small and medium-sized businesses an escape from clunky and bloated agile tools through its lean and intuitive workspace, which makes it intuitive to navigate and easy to fully maximize the platform.  This user-friendly platform comes equipped with essential agile project management tools, modern social dashboard, and beautifully designed workspaces so teams can effectively collaborate and efficiently execute their tasks in a timely manner.

This agile project management platform makes software onboarding fun and easy by turning the introductory process into a game that can be completed in under 10 minutes.  Alongside modern functionalities, Crocagile features traditional agile tools such as smart cards designed with the foundational agile principles, Kanban, sprints, non-sprints, full product life-cycle, stories, and other functionalities that can help teams deliver and surpass their clients’ demands.

Detailed Crocagile Review

There you have it, our list of 15 best project management tools for virtual teams. Hopefully, with this comparison, you were able to find which one will work best with your existing workflows.

Of course, if you’re still unsure about which one to choose, we highly recommend that you first take a look at because of its comprehensive functionalities that are built for agility and collaboration.

By Louie Andre

B2B & SaaS market analyst and senior writer for FinancesOnline. He is most interested in project management solutions, believing all businesses are a work in progress. From pitch deck to exit strategy, he is no stranger to project business hiccups and essentials. He has been involved in a few internet startups including a digital route planner for a triple A affiliate. His advice to vendors and users alike? "Think of benefits, not features."

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