12 Project Management Tools for Organizing Marketing Teams

In today’s fast-paced marketing landscape, the right project management tool can be the difference between a campaign’s success or failure. Hear from a Marketing Manager who swears by Wrike’s team organization capabilities and a Director of Marketing who advocates for Trello’s clear visibility to stay on top of tasks. This article compiles insights from twelve experts, each sharing their preferred tools and unique perspectives. Discover why these tools come highly recommended and how they can transform your team’s productivity.

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Wrike Improves Team Organization

Wrike has been an amazing tool not just for me, but for my whole team. It keeps everything organized and ensures everyone knows what they should be working on, and when. The customizable dashboards and task tracking make it easy for team members to see their priorities, while Gantt charts help us all stay aligned on longer timelines. Having everything in one place has definitely improved communication and cut down on back-and-forth emails.

Wrike’s flexibility is a huge plus for the team because it lets us tailor our workflows to suit different projects, whether a big campaign or a quick task. The automation features are great, too, as they save everyone time by taking care of repetitive tasks. Overall, it’s helped us work smarter, not harder, and foster a sense of accountability across the board.

Lawrence Young, Marketing Manager, Growthlabs

Zoho Projects Streamlines Workflow

A project-management tool that really helps my marketing team stay organized is Zoho Projects. I recommend it because it’s user-friendly and packed with features that make teamwork a breeze.

With this tool, we can create tasks, set deadlines, and easily assign them to team members. I particularly love the Gantt chart feature; it gives us a clear visual of our timelines and keeps us on track. Plus, the ability to comment directly on tasks helps keep our communication clear and in one place.

Another great thing is that Zoho integrates smoothly with other tools we use, like Zoho CRM and Zoho Analytics. This connection makes reporting much easier and keeps everything in sync. Overall, Zoho Projects has really streamlined our workflow and allowed us to focus on delivering top-performing marketing campaigns.

Bhavik Sarkhedi, CMO, Write Right

Notion Customizes Marketing Workflow

We use Notion for project management, and it has been a game-changer for our marketing team. It combines the functionalities of other popular tools like Asana, Trello, and Monday, but with a much cleaner and more minimalistic design. Notion allows us to customize our workflow completely, whether we need to create task boards, track content calendars, or collaborate on documents in real-time. Its uncluttered interface makes it easier to stay organized without being overwhelmed by too many features. Plus, there are tons of offers out there for startups and small businesses to get started for free.

Vivian Chen, Founder & CEO, Rise

Jira Enhances Campaign Management

It’s common to juggle multiple tasks, deadlines, and stakeholders. That’s why we needed to plan, execute, and monitor our campaigns to ensure that the team stayed aligned and motivated. The project management tools we’ve organized track and communicate our work, making life easier, improving efficiency, and boosting results. We’ve utilized Jira, which allowed us to complete and deliver within a particular timeframe. It has helped our Content team in a very special way, creating a content calendar with different priorities, enabling the convenience of delivering content each month, and assigning someone to proof and publish each piece.

Fahad Khan, Digital Marketing Manager, Ubuy Nigeria

Kantata Centralizes Project Management

Kantata is a helpful tool for keeping a marketing team on-track. It combines project management with resourcing and financial tools, allowing teams to manage tasks, monitor progress, and stay within budget.

The real-time updates keep everyone aligned, and integrations with platforms like Slack and Google Workspace make collaboration smooth. Kantata’s ability to centralize everything into one platform reduces the clutter of multiple tools, making it easier to manage complex marketing projects.

Matias Rodsevich, Founder & CEO, PRLab

Asana Balances Ease and Robust Features

At our software-development company, Asana is the go-to project-management tool for our marketing team. We’ve used several tools over the years, but Asana strikes the right balance between ease of use and robust features. It helps keep everything organized—from high-level campaigns down to individual tasks.

One thing we love is its custom workflows. For instance, when we launch a campaign, we set up stages like planning, content creation, design, and review. Everyone knows what’s next, and it reduces the need for constant check-ins. The timeline view also gives us a Gantt-chart-style look at the project, which helps identify bottlenecks early.

Another standout feature is task dependencies. This allows us to set up tasks that can’t start until one is finished, making it easier to manage complex projects. Integrations with tools like Slack and Google Drive are also seamless, so we avoid juggling between too many platforms.

We recommend Asana because it’s intuitive for the team but still powerful enough to manage our marketing’s moving parts. It helps us meet deadlines and gives us visibility on progress without micromanaging, which is a win-win.

Vikrant Bhalodia, Head of Marketing & People Ops, WeblineIndia

Monday.com Customizes Team Views

I use Monday.com with my team.

It allows us to customize views based on different teams’ tasks. For example, if we, as marketing, are collaborating with the product team, we can easily allocate the tasks into our schedules, same as the other team.

Plus, the Gantt charts are really nice for keeping external parties (collaborators, clients, etc.) accountable for providing us with resources. If they’re the blockers on some projects, they clearly see it without needing to follow up with them a million times.

Lana Rafaela Cindric, Content Marketer, SiteGuru

Basecamp Simplifies Work Management

Basecamp helps keep our marketing team organized. We manage all client projects in Basecamp, breaking down campaigns into tasks with owners, deadlines, updates, and files in one place.

Basecamp’s simple interface gives transparency into each project’s status. Anyone can see what’s pending, in progress, or completed. We drag and drop to reorder tasks, reassign owners, push deadlines, comment, and upload files–streamlining communication and accountability.

For a recent SEO campaign, Basecamp ensured milestones were hit. Each keyword research, content creation, and link-building task had an owner and deadline. Approvals and feedback were captured in comments, so everyone knew what to do next each day.

Basecamp’s affordable, easy-to-use, and flexible. Any company can simplify work management, track marketing tasks, and keep teams aligned with Basecamp. For organizing complex, multi-stage marketing projects, Basecamp is indispensable.

Robert Portillo, CEO, and Founder, 12 Adaptive Marketing

Teamwork Facilitates Complex Campaigns

One project management tool that helps our marketing team stay organized and productive is Teamwork. We’ve used it for a number of years after migrating over from Basecamp, and though we tried Monday, Trello, and Asana also, we prefer Teamwork. Why? We highly recommend it because of its robust features designed specifically for teams managing multiple projects, timelines, and clients—perfect for marketing agencies or teams handling complex campaigns. 

It includes:

• Comprehensive Task Management: Teamwork allows us to break down large marketing campaigns into manageable tasks and subtasks, assign them to team members, and set deadlines. This makes it easy to keep track of progress and ensures nothing falls through the cracks.

• Collaboration Features: With features like file sharing, comments, and real-time updates, our team can collaborate seamlessly, even if we’re working remotely. Everyone stays aligned on tasks, and we can easily see who is responsible for what, reducing any potential confusion.

• Customizable Workflows: Teamwork provides the flexibility to customize workflows based on specific marketing needs. We can set up project templates for repetitive tasks like social-media campaigns or content creation, saving us time and ensuring consistency.

• Time Tracking: For teams managing client work or budgets, Teamwork’s time-tracking feature is invaluable. We can track how much time we spend on different tasks, which helps with reporting, billing, and identifying areas where we can improve efficiency.

• Client Collaboration: With Teamwork, it’s easy to bring clients into the loop. We can share project updates, files, and progress reports with clients directly within the platform, ensuring transparent communication without overwhelming them with unnecessary details.

• Integration Capabilities: Teamwork integrates smoothly with many other tools we use, like Google Drive, Slack, and HubSpot, allowing us to streamline our processes and avoid jumping between platforms.

Teamwork is built with collaboration in mind, making it ideal for marketing teams who need to juggle multiple campaigns, clients, and deadlines simultaneously. Its user-friendly interface, combined with powerful project management tools, helps us stay organized, deliver projects on time, and maintain clear communication both internally and with clients.

Yvette Adams, Founder/Partner, The Creative Collective

Trello Provides Clear Visibility

As we built our marketing team from the ground-up, Trello became a cornerstone of our success and growth. Its seamless integration with Slack and Google Forms has enabled us to streamline the process of managing the many requests we receive each week. As a marketing leader, Trello provides me with clear visibility into my team’s capacity, project priorities, and overall workload, helping us maintain a healthy work-life balance. 

For the team, Trello’s checklist feature ensures everyone is aligned on the steps needed to successfully launch each project. I also appreciate how easily we can customize the platform to suit our specific needs.

MacKenzie Masten, Director of Marketing, Tava Health

Metricool Offers Comprehensive Free Tools

When it comes to marketing organization, I’ve honestly found tremendous value in Metricool. I’m sure there are plenty of comparable social-media planners, but the breadth of tools available in Metricool’s free plan is impressive. I am a big fan of their dashboard and email reports. I would recommend Metricool.

Josh Hobbs, Media and Marketing Manager, Green Box Solar

Notion and Asana Boost Creativity and Workflow

Leading a marketing team for a fast-paced swimwear brand, Notion and Asana together are the ultimate marketing power-couple. We use Notion to visually organize our ideas, plan out content, and brainstorm concepts. It’s perfect for keeping things creative but structured. Asana comes in to help us manage the workflow, assign tasks, and track progress on campaigns and events. Both tools are user-friendly, integrate seamlessly with other apps, and allow our team to collaborate effortlessly and stay on top of everything. I couldn’t imagine running a successful marketing operation without them.

Lola Dominguez, Chief Creative Officer, Domivis

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