Find the Best Project Management Software With Kanban Tools In 2025

Effective project management is important for keeping teams aligned, streamlining workflows, and ensuring projects meet deadlines. A research study conducted by the Project Management Institute (PMI) claims that 77% of high-performing teams use project management software to improve efficiency.  

Kanban project management software platforms have become a go-to solution for organizations seeking greater transparency, improved task management, and enhanced productivity. Their visual nature helps teams track progress, identify bottlenecks, and maintain steady work distribution.  

This article provides an in-depth look at the best project management software with Kanban tools in 2025. We will explore their core functionalities, key features, pricing structures, advantages, and potential challenges, helping you determine the right solution for your team.  

Project management software with Kanban tools enables teams to manage tasks visually using a board-based system. Kanban boards consist of columns that represent different stages of a workflow, with tasks (or cards) moving from one stage to another as they progress toward completion.  

Unlike Gantt charts, which focus on task dependencies and timelines, Kanban boards prioritize workflow optimization, continuous delivery, and process efficiency.  

If you’re looking for the best project management software with Kanban tools, here are five top-rated options: 

• Trello: A simple, beginner-friendly Kanban tool with customizable boards and power-ups for added functionality. Ideal for small teams and freelancers 
• Jira: Designed for Agile and software development teams, offering advanced Kanban boards, sprint planning, and automation 
• Monday. com: A highly flexible project management solution with Kanban boards, automation, and integrations suited for businesses of all sizes 
• Asana: Combines Kanban with task dependencies, timeline views, and automation to help teams manage complex projects efficiently 
• ClickUp: A feature-rich tool with advanced Kanban views, time tracking, and goal-setting, making it a great choice for productivity-focused teams 

Each of these platforms offers robust Kanban features, allowing teams to visualize workflows, track progress, and enhance collaboration.  

Here are some essential features that make Kanban-based project management software effective: 

Customizable Kanban Boards 

Kanban boards allow teams to create custom workflows that align with their specific processes. Users can add, move, and prioritize tasks visually, ensuring clear project progression. Kanban tools offer an intuitive approach to managing projects by visually organizing tasks into different workflow stages.  

Drag-And-Drop Task Management 

Kanban tools simplify task updates by allowing users to move cards between stages effortlessly. This functionality ensures real-time workflow adjustments, making it easy to reflect progress, reassign tasks, and prioritize urgent work without unnecessary steps.  

Work-In-Progress (WIP) Limits 

Setting WIP limits helps maintain a steady flow of work by restricting the number of tasks per stage. This prevents overloading team members, enhances focus, and reduces the risk of bottlenecks. Advanced tools offer automated alerts when WIP limits are exceeded, ensuring smooth task progression.  

Swimlanes And Labels 

Swimlanes allow teams to categorize tasks by project, department, priority, or workflow type, enabling better visualization of workloads. Labels and color coding further enhance organization, making it easier to filter tasks and maintain structured workflows.  

Real-Time Collaboration 

Effective collaboration features help teams work seamlessly across tasks. Commenting on cards, tagging teammates, and integrating with communication tools like Slack or Microsoft Teams improve response times and reduce the reliance on external messaging platforms.  

Automations And Integrations 

Kanban software can connect with other business applications like Jira, Trello, Asana, Google Drive, and CRM tools. Automations further streamline repetitive tasks, such as status updates, notifications, and task assignments, improving efficiency and reducing manual effort.  

Analytics And Reporting 

Comprehensive reporting tools provide insights into workflow efficiency, task completion rates, and cycle times. Heatmaps, throughput analysis, and lead time reports help managers identify performance trends and optimize processes for better output.  

Let’s have a look at some of the benefits of adopting project management software with Kanban tools: 

Improved Workflow Visualization 

Teams can easily track task progress and identify bottlenecks, ensuring smoother operations. This real-time visibility enables managers and team members to adjust their workloads dynamically to avoid delays.  

Better Task Prioritization 

By visualizing tasks, teams can prioritize work based on urgency, dependencies, or available resources. Clear prioritization improves efficiency and ensures high-impact tasks receive attention first.  

Enhanced Team Collaboration 

Built-in communication tools reduce the need for emails and meetings, keeping discussions within the context of specific tasks. This fosters a collaborative work environment where information is always accessible.  

Reduced Overload And Burnout 

WIP limits help regulate task distribution, preventing excessive workloads and reducing stress. Teams can maintain a sustainable work pace, leading to better overall well-being and productivity.  

Higher Efficiency And Productivity 

Automated workflows and streamlined task management lead to faster project completion times. Eliminating redundant manual work allows team members to focus on high-value tasks, ultimately improving output quality and efficiency.  

Greater Accountability 

Kanban tools offer transparency into task ownership, deadlines, and progress. This promotes responsibility among team members and ensures that roles are clearly defined.  

Scalability And Adaptability 

Kanban tools are flexible enough to support various workflows, making them suitable for teams of all sizes and industries. They can scale with growing project demands and adapt to evolving business needs.  

If you're new to Kanban project management, follow these steps to set up an efficient workflow: 

• Choose A Kanban Tool: Pick a project management software that fits your team’s needs (e. g. , Trello, Jira, Asana) 
• Set Up A Kanban Board: Create a board with key workflow stages (e. g. , ‘To-Do,’ ‘In Progress,’ ‘Completed’) 
• Add Tasks As Cards: Populate your board with tasks, assign owners, and set deadlines if needed 
• Use WIP Limits: Limit the number of tasks per stage to prevent bottlenecks and improve efficiency 
• Leverage Automations: Set up automation rules to streamline task movement and notifications 
• Monitor And Optimize: Regularly review workflows, track progress, and make adjustments for continuous improvement 

Starting with these steps ensures that teams can maximize productivity and workflow visibility using Kanban principles.  

Use Cases Of Project Management Software With Kanban Tools

Agile Software Development 

Development teams use Kanban to manage sprints, track bugs, and streamline code deployments. By visualizing user stories and features, they improve delivery cycles, maintain efficiency, and foster continuous delivery practices.  

Marketing Campaign Management 

Marketing teams use Kanban boards to oversee content creation, campaign execution, and performance tracking. These tools help in coordinating multi-channel campaigns, scheduling social media posts, and managing creative workflows effectively.  

Customer Support 

Help desks use Kanban to manage support tickets, track response times, and improve service quality. By categorizing customer inquiries based on urgency, teams ensure quick resolutions while maintaining a high level of customer satisfaction.  

Supply Chain And Manufacturing 

Kanban optimizes production workflows, inventory management, and logistics coordination. Manufacturers use it to manage work orders, track inventory levels, and ensure just-in-time production, improving operational efficiency.  

HR And Recruitment 

HR teams leverage Kanban to manage hiring pipelines, track applicant progress, and streamline employee onboarding. By visualizing recruitment stages, HR professionals can quickly identify bottlenecks and improve candidate experience.  

The pricing of project management software with Kanban tools varies depending on the features offered, the number of users, and the deployment model. Many vendors provide various pricing plans to accommodate businesses of all sizes. Most of the pricing plans have three tiers, but there can be some variation: 

• Free Plans: These typically include basic Kanban functionality, limited integrations, and a small number of users, making them ideal for freelancers or small teams 
• Standard Plans ($10-$25 per user/month): These plans offer advanced features such as automation, expanded integrations, reporting, and increased storage capacity. They cater to growing teams needing enhanced collaboration and workflow optimization 
• Enterprise Plans (Custom Pricing): Large organizations can opt for enterprise solutions that provide advanced security measures, unlimited users, dedicated account management, and compliance tools. Custom pricing ensures businesses only pay for the features they require 

To select the best option, organizations should assess their budget, scalability needs, and the essential features required for their workflow.  

• Scalability: Ensure the software can accommodate team growth and increase project complexity. Look for solutions that allow for additional users, expanded storage, and more advanced workflow features as your organization evolves 
• Integrations: Check for compatibility with essential tools like CRM, accounting software, communication platforms, and cloud storage solutions. Seamless integration minimizes data silos and enhances workflow efficiency 
• Budget: Consider the overhead cost of ownership, which includes membership fees, onboarding, customization, and maintenance expenses. Some platforms offer flexible pricing models, including per-user fees or enterprise plans, to accommodate different financial constraints 
• Usability: A user-friendly interface and intuitive navigation improve adoption and efficiency. The software should require minimal training and offer clear documentation, tutorials, and support options 
• Customization: Look for options to tailor workflows, board layouts, labels, reports, and user permissions to fit your organization’s needs. The ability to configure automation rules and notifications can also enhance team productivity 
• Security And Compliance: Verify data protection measures, encryption standards, and compliance with industry regulations like GDPR or SOC 2. If handling sensitive information, ensure the platform offers role-based access controls and secure authentication options 

Here are some of the challenges professionals have to face while using project management software with Kanban tools: 

Scalability Issues 

As projects grow and teams expand, Kanban boards can become cluttered with an overwhelming number of tasks. Without proper structuring—such as using swimlanes, filters, and WIP limits—teams may struggle to maintain clarity and efficiency. Large-scale projects may require additional management layers to avoid visual overload.  

Limited Flexibility For Complex Workflows 

While Kanban excels at visualizing workflows, it may not be ideal for projects requiring intricate task dependencies, milestone tracking, or strict deadlines. Teams working on large-scale initiatives with interdependent tasks may need to supplement Kanban with other methodologies, such as Gantt charts or Scrum, to ensure comprehensive project tracking.  

Adoption And Training 

For teams unfamiliar with Kanban principles, adopting the system can present a learning curve. Training is often necessary to help team members understand how to structure boards, manage WIP limits, and utilize automation effectively. Resistance to change, especially in teams accustomed to traditional project management methods, can slow down initial implementation and affect productivity.  

Lack Of Time-Based Tracking 

Kanban primarily focuses on workflow efficiency rather than time management. Unlike methodologies that emphasize scheduling and deadlines, such as Waterfall or Agile with sprint-based planning, Kanban lacks built-in time-tracking features. Teams needing detailed time estimations and deadline enforcement may need to integrate additional tools.  

Tool-Specific Limitations 

Different Kanban software solutions offer varying levels of functionality. Some tools may lack key features such as advanced reporting, automation, or integrations with third-party applications. Organizations must carefully evaluate software capabilities to ensure they align with their project management needs.