Choosing a new project management (PM) tool can feel overwhelming. There are hundreds, maybe even thousands, on the market. Yet with so many options, the decision often comes down to whether a tool has the right features.
Structured project management correlates strongly with success. One survey found that organized marketers are 674% more likely to report project success than their peers. Conversely, 97% of agencies reported a major campaign challenge in the last year, often due to workflow issues. Instead of trial-and-error, use a feature checklist to instantly vet any tool.
In this post we outline ten must-haves. If a candidate lacks one of these, move on. You do not want to waste time on a partial solution.
1. Import and Export (Data Portability)
Before you commit, verify that the new tool can import your existing data and, just as importantly, export it later. Any migration should ideally be automated, for example by supporting CSV or JSON imports for tasks, users, and project details. That way you avoid keyboard crunching hundreds of records. Equally critical is the ability to export all your data in open formats. Make sure you will not be locked in. If the vendor cannot easily give you a full project dump on demand, it is a red flag.
2. Gantt Chart (Timeline and Dependencies)
A Gantt chart view is essential for visualizing schedules and task dependencies. With a Gantt chart you can instantly see which tasks are on the critical path and which resources are overloaded. Without it, you are forced to guess if a delay in Task A will cascade into Task B. With a Gantt chart, any slippage is obvious and you can reallocate resources. If your project management tool cannot map out schedules and dependencies in a timeline view, you will quickly lose visibility on complex projects.
3. Calendar View
Alongside Gantt charts, a calendar view is vital for scheduling sanity. A built-in team calendar prevents common issues like accidentally assigning work on vacation days or missing recurring events. Ideally, the calendar stays in sync with individual schedules and integrates with Google or Outlook. This helps avoid double-booking resources or scheduling meetings on holidays. A live calendar ensures your timeline is realistic and avoids extra time juggling spreadsheets or invites.
4. AI Assisted Planning (Brainstorming and Task Generation)
Artificial Intelligence is rapidly emerging in project management tools. While it is still early, look for platforms that build AI into their roadmap. AI can supercharge planning. Some tools let you brainstorm or write a project summary and then have AI turn it into tasks. AI features can automate repetitive task management and extract action items from planning notes. At minimum, pick a vendor that is experimenting with AI features so you will be ready as this technology matures.
5. Hierarchical Tasks (Project, Task, Sub-task)
Your project management tool must support a proper task hierarchy. In practice this means at least three levels: the overall project, then tasks, then sub-tasks. This mirrors the Work Breakdown Structure used in project management best practices. Without this structure, you end up with one flat list and lose clarity. At a minimum, ensure the tool lets you set up tasks and at least one layer of subtasks so you can capture all the work without oversimplifying.
6. Custom Fields, Tags, and Priorities
Every team has its own processes, so you need customizable meta data. This means custom tags, labels, statuses, or fields that reflect your workflow. In practice, this allows you to create your own tags or labels, custom priority levels, and custom workflow stages. Do not settle for a rigid tool that forces you into one-size-fits-all fields. Your tool should flex to match your processes. Custom tags and statuses let you slice and organize work in ways that make sense for your team.
7. Integrations (Plug-Ins and API)
No project management tool is an island. Check that it integrates with your other apps. Modern teams use a stack of tools such as calendars, chat apps, finance systems, and file sharing. Your PM system must connect with them. Integrations create a single source of truth and cut out manual copy-paste. At a minimum, ensure the tool offers plugins or APIs for your key apps. If it lacks the integrations you rely on, expect extra work or costly engineering.
8. Reporting and Analytics
A tool that only manages tasks is only half the story. You need built-in reporting to analyze progress and trends. Good project management software turns data into dashboards and reports on demand. This lets you answer questions like which projects are burning budget and which clients had more delays. Look for pre-built report templates and customizable dashboards. If the tool lacks reporting, you will have to export all the data into spreadsheets, defeating the purpose of having software in the first place.
9. Notifications and Alerts
Even the best project management tool can become frustrating if every little change pings everyone. You want granular, configurable notifications. The ideal tool lets each user pick what they are notified about and how they receive updates. This kind of fine control cuts through the noise so you stay informed but not overwhelmed. Look for features like per-project or per-task notification settings, roles-based alerts, and options to snooze or batch notifications. A balance between visibility and focus is critical.
10. Built-In Communication (Chat and Comments)
Your project management platform should be a hub for team communication, not just task lists. This means either built-in chat channels or rich comment threads on tasks. The goal is to keep all project discussion in context. Many tools let you comment on a task and tag teammates so discussions stay attached to work items. Beyond comments, some tools include live chat or integrate tightly with Slack or Teams. Ideally, your team should be able to post updates, share files, and clarify tasks inside the same system you use to schedule work.
In Summary
With thousands of options out there, this ten-item checklist will quickly weed out tools that cannot support your process. If a tool lacks easy data import and export, or does not have a real timeline view, or will not let you organize tasks the way you work, it is not worth the headache. A strong project management tool should adapt to your workflow, not the other way around. Invest the time up front to verify these features. The right tool will keep your marketing campaigns and all projects on track while your team focuses on doing the work.