What to Look for in a Project Tool in 2025 (Beyond Tasks and Timelines)

If you’re searching for the best project tool in 2025, just managing tasks and timelines won’t cut it anymore.

Today’s best project tools do more. They predict problems, automate busywork, protect your data, and adapt to your workflow.

Here’s exactly what you should look for in your next tool beyond the usual Gantt charts and Kanban boards.

1. Does it help me think? (Built-in AI)

• Wrike predicts risks and fills gaps with Work Intelligence.
• Planner builds projects from documents using Copilot.
• Notion AI summarizes tasks and meeting notes.

If your tool can’t think with you, it’s not helping.

2. Does it work with the tools I already use? (Integrations)

• Wrike connects to design, CRM, and dev tools — deeply.
• Notion plays nice with Google Workspace, GitHub, Slack.
• Planner is built for Microsoft 365, but not much else.

Good tools don’t replace your stack. They fit into it.

3. Do I control the data? (Ownership & Portability)

• Wrike supports enterprise data policies and General Data Protection Regulation (GDPR) needs.
• Planner inherits M365’s compliance and governance.
• Notion keeps everything in the cloud — and you’ll need to export if you want out.

Before you commit, check who owns your stuff. And where it lives.

4. Can I change how it works — without writing code? (Workflow Flexibility)

• Wrike lets you automate logic, build request forms, and set conditions — no code.
• Notion gives you full control, but you’ll build from zero.
• Planner is catching up but depends on Power Automate.

If it takes a developer to tweak your workflow, that’s friction.

5. Can I lock it down? (Admin & Security Controls)

• Wrike gives you audit logs, user roles, and enterprise controls.
• Planner inherits Microsoft’s admin framework.
• Notion adds Security Assertion Markup Language (SAML) and permissions on higher plans, but less enterprise-ready.

You can’t scale chaos. Look at admin tools before you onboard.

Which Should You Pick?

•   If you work inside Microsoft 365 and want simplicity with built-in security, Planner makes sense.
•  If your team needs deep structure, strict access control, and automation, Wrike is the safest bet.
•   If you want full freedom and flexibility to build your own system — and you’re willing to manage the setup — go with Notion.

The right tool depends on how much control, structure, and integration you need. Pick based on your real workflow — not the feature list. 

What’s Still Missing in Today’s Project Tools

Most tools manage tasks. That’s the easy part. But if you run an agency, you already know what’s still missing.

Forecasting: When Will We Need to Hire?

You close a few deals. Now what? 

None of your tools tell you when things break — or who you’ll need to hire. Still manual. Still guessing.

What it should do:

• Pull deal size and timing from your CRM
• Map it to current workload
• Flag risks: “You’ll need a dev in 3 weeks”

Assigning Work Based on Who’s Best

Some people move fast. Others never miss a detail. 

Your tools don’t know the difference.

They assign work based on roles — not results.

What it should do:

• Track task outcomes over time
• Show who’s consistently better at what
• Recommend who should own what next

Turning Closed Deals into Real Projects

You win the deal. Then rebuild everything from scratch.
That’s still the norm.

What it should do:

• Auto-deploy the right project template
•  Pre-fill timelines, tasks, and owners
• Skip the manual setup

A few tools are close — Forecast and Parallax get most of the way there. But for most teams, these features still mean workarounds.

Conclusion

Wrike, Notion, and Planner each fit a different kind of team. I don’t use them the same way — and that’s the point. One gives me structure, one gives me flexibility, and one stays out of the way.

Test one. Use it for something real. See what clicks — or what breaks. Then tell someone. Your take might save them a few dozen headaches.

If you’re running a small business or team, I recommend starting with this SME-focused guide to get the basics right first.

FAQs

How do I know if a project tool’s AI is actually useful?

Test it on real input — like an email thread or meeting doc. If it can’t build a draft plan or flag missing steps, it’s just window dressing.

What if my team already uses multiple tools? Will these fit in?

Check the integration list before anything else. If the tool can’t connect to what you already use, it adds friction — not flow.

Can I switch tools later without losing my data?

Look for export options upfront. Some tools let you own your files. Others lock you in. If it’s not portable, it’s risky.

Do I need coding skills to set up workflows?

Not if the tool is built right. Good platforms let you build logic and automation without touching code — or needing IT.

How secure are these tools for client or internal data?

Look for role-based access, audit logs, and SSO support. If you’re managing sensitive work, admin tools aren’t optional.