What are the most used software programmes for managing marketing projects?

If you are a project manager at an agency or in a company’s marketing department and want to know how to simplify your work, this article is for you.

We will show you what to look for among the many marketing project management tools available online and why you should do so. Finally, we will show you which software best performs the functions you are looking for and how to set them up to streamline management processes and increase productivity in your team.

We are certain that advice from one project manager to another is what you need, so at the end of this article, we will share the testimonial of X-BRAIN, a leading agency in the corporate communications sector, with some tips on how to select the software that best suits your needs and the nature of your team.

Read to the end!

As a marketing team grows, so does its complexity: multiple clients, tight deadlines, cross-functional collaborations and increasingly complex projects. That’s why it’s essential today to have marketing project management software that doesn’t just “manage tasks”, but really helps to organise the team’s work from all angles.

In this article, we will look at:

• The best tools on the market
• The challenges facing modern marketing teams
• The features that software should offer

The organisational challenges facing marketing teams (and why new tools are needed)

In recent years, the work of marketing teams has undergone profound changes. Activities have multiplied, channels have fragmented, and pressure to meet targets has become constant. Today, marketing departments manage complex projects, coordinate internal and external resources, and work closely with sales, product, customer care and management.

For this very reason, there is a growing need for tools that can support effective task management in the marketing team, without any distractions. The classic mix of emails, spreadsheets and company chats is no longer enough: a structured approach is needed, one that allows you to plan creative projects, assign tasks, monitor deadlines and keep everyone aligned with the objectives.

It is no coincidence that more and more companies are looking for project management software for marketing that is designed not only to organise, but also to simplify and streamline their daily work. This applies equally to large, structured departments and small agencies or cross-functional teams.

What does a marketing manager look for in project management software?

When a project manager or marketing manager evaluates the adoption of a digital tool, the main requirements concern organisation, visibility of the team’s work and the ability to adapt processes to business dynamics.

A good tool for organising the marketing team does not just list tasks and deadlines, but must also allow you to:

• Manage creative projects flexibly, even when they involve different roles (designers, copywriters, strategists, etc.)
• Assign tasks and monitor their progress in real time
• View workloads, priorities and timelines to avoid bottlenecks
• Facilitate collaboration between marketing and sales, with a view to aligning objectives
• Centralise information and documentation, so you don’t waste time chasing scattered files or forgotten briefings
• Adapt to different workflows, from the most agile and streamlined to more complex processes

In this context, there is growing interest in tools for organising marketing teams that centralise work, communication and results in a single platform.

If you identify with these challenges, it’s time to consider more structured tools.

The best software tools for marketing teams

Here is an overview of the best tools for marketing agencies and in-house teams, with a focus on features such as resource management, cross-team collaboration, and visibility into project progress.

1. Twproject

Twproject is an adaptable, powerful and comprehensive project management software. It is ideal for marketing teams that manage many projects simultaneously, across different clients or business lines.

This tool is designed to centralise all information related to a project, from tasks to documentation, to resource and time management.

Twproject offers advanced features such as customisation of dependencies between activities, automated workload management and task assignment with different priority levels. The Gantt view and resource management function allow you to plan and track progress in real time, avoiding bottlenecks and ensuring that all activities are aligned with marketing objectives. In addition, Twproject integrates collaboration tools that facilitate work between different teams

Its ability to centralise all information and workflows in a single intuitive platform, reducing the risk of data dispersion and increasing efficiency, makes it the ideal project management software for marketing agencies.

Key features:

• Advanced project management: tools for monitoring projects and project phases, each of which is assigned to-do lists, resources and timelines.

• Interactive Gantt view: allows you to plan activities and connect them, view progress in real time and adapt timelines to projects as they progress.

• Workload management: clear view of each team member’s workload, with a workload redistribution algorithm set for different types of projects.

• Assignment of to-dos with customisable priorities: each activity can be assigned with deadlines, priorities, mentions and comments, keeping the team aligned at all times.

• Alerts and notifications: settable and customisable for each team member, so that everyone can monitor the parameters and activities specific to their role.

• Centralisation of information: documents, files and communications are centralised within the platform for quick and easy access.

• Collaboration features: discussions and comments can be added directly to tasks, improving communication between team members.

Cost: starting from €4.89 per user/month.

Pros: scalability for teams of different sizes, total centralisation of project data and communication channels, unique flexibility to ensure efficiency at every level.

Cons: none reported.

Unique in its flexibility, Twproject adapts to the management needs of both agile projects and more complex workflows.

2. Monday

Monday.com is a flexible project management platform suitable for marketing teams that need a visual, customisable tool to manage complex projects. Its advanced workload management features allow tracking progress in real time and easily visualising priorities and timelines.

It is useful for marketing agencies that collaborate with multiple departments, allowing marketing and sales to align on common goals through shared dashboards. This tool is ideal for organising projects involving multiple workers, thanks to the ability to assign specific tasks and monitor progress in real time. Monday.com is software suitable for structured processes, ensuring efficiency in complex scenarios that require advanced customisation.

Key features:

• Visual project management using boards and Gantt charts.
• Assignment and monitoring of tasks.
• Customisation of workflows.
• Monitoring of workloads and prevention of bottlenecks.
• Shared dashboards for monitoring progress and alignment between marketing and sales.
• Centralisation of files and documentation within the platform.
• Advanced reporting features to analyse performance and objectives.

Cost: starting from $8 per user/month.

Pros: advanced visualisation of workloads, priorities, timelines; good cross-departmental collaboration features.

Cons: initial complexity due to advanced customisation.

Flexible and customisable, it is a useful tool for well-structured marketing departments.

3. Basecamp

Basecamp is a simple and intuitive project management software that stands out for its ease of use. It is particularly suitable for marketing teams that need an essential tool to centralise communication, documents and task management. Its clear and organised interface facilitates collaboration between different team members, making it easy to share files, feedback and updates in real time.

Although it does not offer the same depth of workload and dependency management as other software, Basecamp is a good solution for marketing agencies that operate with leaner, more agile processes. Basic features such as To-Do Lists, Calendars and Discussion Fields allow you to keep track of tasks and deadlines without overcomplicating your workflow.

Key features:

• Task management with To-Do Lists and deadlines.
• Centralised communication via Message Boards.
• Real-time document and file sharing.
• Discussion Fields feature for feedback and updates.
• Integrated calendar for activity planning.
• Activity and progress reports.
• Notification system to keep everyone informed.

Cost: starting from $15 per user/month.

Pros: simplified collaboration between different teams and easy access to important information.

Cons: lacking in advanced workload monitoring features.

A simple tool that is accessible to all team members, with an intuitive interface, albeit a bit basic.

4. ClickUp

ClickUp is a fairly versatile project management platform, suitable for marketing teams looking for a solution to manage tasks, projects, and resources in an integrated manner. The platform offers customisation options in the List, Board, and Gantt views, allowing it to adapt to different workflows. Workload management provides an overview of deadlines, ongoing tasks, and priorities.

ClickUp is particularly useful for agencies that need detailed control over every stage of a project. The ability to centralise documents, files, and communications on the same platform helps prevent information from getting lost and allows marketing and sales teams to work in a coordinated manner.

Although the interface is quite well designed, it takes time to learn how to fully exploit its potential. This can slow down adoption, especially in agencies that need quick results.

Key features:

• Customisable views (Board, List, Gantt, Calendar).
• Workload and priority management.
• Automation to optimise repetitive processes.
• Task assignment with deadlines, comments and attachments.
• Advanced reporting to analyse project progress.
• Centralisation of files, documents and communications.
• Real-time progress monitoring.

Cost: starting from $5 per user/month.

Pros: good management of workloads and priorities; allows for centralised document management.

Cons: The learning curve can be a bit steep, especially for less experienced users.

Versatile but complex tool that allows to manage creative projects in a structured way.

5. Notion

Notion is an AI-powered platform that combines project management, company wiki and document management features. For marketing agencies, Notion is useful for centralising all project-related information, from strategies to creative resources, in a single shared space.

This tool focuses primarily on task and document management, rather than resource management. It can be used to create contact databases, track marketing campaigns, centralise briefings and documents, and manage communication between team members. This makes it particularly suitable for those looking for a simple yet powerful tool to organise creative content and projects.

Key features:

• Project management using customisable templates.
• Creation of shared company documents and wikis.
• View projects and information using Kanban, List, and Calendar.
• Real-time collaboration between team members.
• Customisation of workspaces and workflows.
• Centralised repository of resources, documents, and files.
• Integration with other apps for a complete workflow.

Cost: starting from $9.5 per user/month.

Pros: good tool for centralising documents, notes, projects and tasks in a single platform; simplified project visualisation.

Cons: not suitable for those looking for a comprehensive project management tool with workload, time and budget management.

Useful and accurate for certain management tasks, lacking in other aspects of more traditional project management.

6. Zoho Projects

Zoho Projects is a tool that is part of a more complex project management system designed by Zoho, and it is because of this somewhat fragmented feature that it appears in last place. Otherwise, it is a good solution for managing marketing projects. With advanced planning and team management tools, Zoho Projects allows easy progress tracking through Gantt charts and customisable dashboards. It is ideal for coordinating activities between marketing and sales, thanks to the ability to create common goals and monitor their progress.

Its features include workload management, document centralisation, and resource tracking, allowing teams to work efficiently and without wasting time. When integrated with other Zoho tools and third-party software, such as Google Drive and Slack, it is comprehensive and adapts to different workflows.

Key features:

• Advanced planning with Gantt charts and deadlines.
• Resource management and workload monitoring.
• Centralisation of files, documents and communications.
• Integration with internal and external tools.
• Goal setting and progress monitoring.
• Task assignment, comments and discussions in real time.
• Advanced management of dependencies between tasks and projects.

Cost: starting from $4 per user/month.

Pros: easy task management, time tracking, and workload visibility.

Cons: the application alone has limited functionality and requires some integrations to access advanced operations.

A useful tool for marketing teams, but one that requires experience in integrating multiple applications.

Closing remarks (and a first-hand testimonial)

As we have seen, each team has its own dynamics, but the goal is the same: to organise work efficiently and collaboratively. For marketing teams, this means adopting tools that combine planning, execution and control without sacrificing operational flexibility.

Among the software programmes we have listed, Twproject is the most comprehensive and versatile solution, capable of meeting the real needs of a modern marketing department: from operational project management to resource management and collaboration between teams and departments.

As promised, here is the testimonial from X-BRAIN, a marketing agency that has achieved extraordinary results thanks to Twproject:

As reported in the interview, the company has improved operational efficiency and maximised results on several fronts.

Twproject facilitated communication and collaboration among team members, enabling better coordination of activities. This allowed for optimised resource allocation, avoiding overloads and under-allocations.

At the same time, X-BRAIN gained greater awareness of billable and non-billable hours, obtaining a comprehensive overview of activities and projects. This improved understanding of the time spent by employees, allowing sales staff to refine estimates for future projects and ensure better margins.

Furthermore, the platform has made it possible to generate detailed and accurate reports, thus providing the transparency needed to justify the results achieved and demonstrate the effectiveness of the work completed.

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Imagine how you would feel if, in just a few days, you could set up a unified management system that would allow you to keep track of resources and timelines and promote effective collaboration within your marketing team.

With Twproject, this scenario becomes a reality. What’s more, along with the 15-day free trial, you also get free assistance from our support team, who will personally guide you through the initial setup process.

Don’t miss this opportunity and try Twproject today!